HomeMy WebLinkAboutCSS 2020-09-28 Item 1B - Update - Fire Department Expenditures, Revenues and Services Independent Analysis with Center for Public Safety ManagementTO:
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
Community Services & Safety Committee
FROM: David Cline, City Administrator
Jay Wittwer, Fire Chief
BY: Jake Berry, Public Safety Budget Analyst
CC: Mayor Ekberg
DATE: September 22nd, 2020
SUBJECT:Update on Fire Department's 3rd Party Review
ISSUE
This Informational Memorandum serves to update the CSS on the Consultant's activities and
progress.
BACKGROUND
Per City of Tukwila Ordinance Number 2621, Attachment 2, Item 1d: "The City will hire a third -
party consultant to review the Fire Department budgetary and management practices."
After requesting and reviewing Requests for Proposal and conducting virtual interviews, a
committee consisting of City Staff members and the CSS Chairperson partnered with the Center
for Public Safety Management (CPSM) to conduct this review.
DISCUSSION
Elements of the partnership will be categorized into three areas: Administrative, Qualitative, and
Quantitative. Updates will be provided for each.
Administrative:
• The agreement has been dated as September 811', 2020 and was fully executed
September 111h, 2020.
• The execution of the agreement triggered the first of three invoices, this one in the
amount of $15,999. Tukwila received the invoice on September 16th and terms are "due
upon receipt". The next payment will be invoiced "when the draft report is submitted" by
CPSM.
Qualitative:
• CPSM's Mike lacona conducted 16 of 20 virtual interviews during the week of
September 141h. Only four interviews remain and should be completed the week of
September 21St
o A list of interviewees is provided as attachment "CPSM Interview Schedule"
• Documents and memos relevant to the agreement's Scope of Services are being
uploaded to CPSM's secure folders and will be reviewed and considered by the
Consultant.
Quantitative:
• Call -Related Data: Administration and Legal have approved a data -set to be compiled
from Valley Communications and FireRMS and uploaded to CPSM's secure folders. We
expect Tukwila TIS to complete the first data upload of this kind the week of September
21St.
• Hours -Usage Data: This set is comprised of payroll -related data that will be analyzed by
CPSM's quantitative team to satisfy several requests outlined within the Scope of
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Services. Tukwila City Attorneys, Human Resources, and other Staff are working to
define the content of the data -set to comply with policy/legal constraints.
FINANCIAL IMPACT
Project is proceeding according to Exhibit B of the Agreement and is on -budget.
Total cost of the project is $39,999 and payments will be invoiced and issued as outlined below:
$15,999 upon execution of the contract.
$16,000 when the draft report is submitted.
$8,000 upon acceptance of the final draft report.
RECOMMENDATION
Provided for informational purposes only.
ATTACHMENTS
CPSM Exhibit A — Scope of Services
CPSM Project Timeline
CPSM Interview Schedule
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CPSM Exhibit A Scope of Services
• Review the City's 2020 and 2019 " Memos to Council" and analyses of Fire Department costs
and services for background information of the past ten to fourteen years of expenses and
service levels as listed here:
1. May 20, 2020 Memo to Council re: Fire Department 1st Quarter Budget Report
2. May 18, 2020 Coronavirus Response Update: Fire Staffing and Calls for Service
3. August 21, 2019 Memo to Council re: Tukwila Fire Special Operations
4. August 7, 2019 Memo to Council re: Update Fire Department Fee Schedule
5. August 7, 2019 Memo to Council re: Sources of Revenue for Fire Departments
6. July 17, 2019 Memo to Council re: Fire Budget Discussion Service Levels
7. May 22, 2019 Memo to Council re: Fire Budget Discussion
• Conduct virtual interviews with a minimum of the following people/positions/ groups ( if
multiple members from any group below avail themselves but cannot be interviewed due to
time or other constraints, City Administration will select the participant(s)):
1. Tukwila Mayor
2. Tukwila City Councilmembers
a. Can be conducted in groups or individually, at each member's discretion
3. Tukwila City Administrator and Director of Finance, collectively
4. Tukwila' s Director of Human Resources
5. Tukwila Fire Chief
6. Tukwila Fire Chiefs Assistant
7. Each of the three Tukwila Fire Battalion Chiefs in Suppression, collectively
8. Fire Department' s Administrative Battalion Chief
9. Tukwila Fire Marshal
10. Tukwila Fire Department Training Captains
a. To be conducted as a group if both are available
11. Two Captains from Tukwila' s Fire Department Suppression Division, to be identified
by the City
a. Then a follow-up with one Captain' s crew, as a group
12. A representative from King County' s Medic ALS Program
13. A representative from Tukwila' s Payroll team that is directly responsible for working
with the Fire Department
14. President (or other member of executive team if President is unavailable) from
Tukwila Fire Department's Union
• Review the Fire Department's current practices and use of leave and overtime in the
department and provide recommendations for resolving excess expenditures. This analysis
should include review of the following:
1. Use of sick leave, long-term disabilities, shift changes, training, and other uses. This
review will include an analysis of payroll data (regular, Kelly, vacation, sick, overtime,
etc) and trends for the various functions within the Department and provide
recommendations for optimization and improvement as well as areas of concern.
2. If data from other Fire Departments become available and is provided to Consultant
by the City, compare these findings with regional and national trends. This review
should cover at least the last five years.
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3. The sick leave use study should also include a review of up to fourteen years to
capture the data for the 48/96 vs Modified Detroit schedules which took place
January 2008.
• Review the Fire Department's current staffing model and service levels, including the 48/96
shift, use of Kelly days, the minimum staffing standard, and call -out procedures to determine if
there are improvements that can be implemented to best use available resources.
• Review Fire Department use and costs of training, especially specialized trainings, and provide a
cost benefit review. Provide options, and recommendation for future training activities.
• Based on interviews, provided documents/data, and " Tukwila Fire Department 2019 Annual
Report", conduct an evaluation of the current service levels and response times. Provide
recommendations on service level adjustments with associated costs and best practices for City
Council direction. Report will also compare service levels currently provided by Tukwila' s Fire
Department with commonly accepted standards.
• Consultant will provide its standard " Data Analysis Report".
• Review and assess Fire Department revenues currently being collected and provide
recommendations for other revenue sources. These would include a review of best practices
from other agencies, how to best recover costs, and implementing fees.
• Provide recommendations on creating transparent monitoring reports for Fire Department
expenses and service levels that can be used by the City on a regular basis.
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CPSM Project Timeline
Milestone Description
Milestone 1 — Full execution of the agreement Execution Date on Agreement will identify
Project Launch date.
Milestone 2 — Project Launch
Milestone 3a — Information Gathering and
Data Extraction — 30 Days
The Parties will participate in a kick-off
meeting held via Microsoft Teams (or
telephone conference). Consultant project
leads will launch the project by clarifying and
confirming expectations/scope of work,
detailing study parameters, identifying agency
point of contacts and commencing information
gathering. The Consultant will also discuss
any information requests or data participants
wish to address.
Immediately following project launch, The
Consultant Operations Leads will deliver an
information request to The City. This is an
extensive request that will provide The
Consultant with a detailed understanding of
the Departments' operations. The Consultant
will provide instructions concerning uploading
materials to The Consultant's servers.
Milestone 3b — Data Extraction and Analysis — Immediately following the project launch,
14 Days Consultant Data Lead will submit a
preliminary data request.
Milestone 3c — Data Certification — 14 days
Milestone 4 — Data Analysis and Delivery of
Draft Data Report — 30 days
Milestone 4a — City Review of Draft Data
Report — 14 days
Once the Consultant Data Assessment Team
is confident the data are accurate, the
Consultant will certify that they have all data
necessary to complete the Scope of Work.
Within 30 days of Milestone 3c, the Scope of
Work will be completed, and a draft, unedited
data report will be delivered to The City for
review and comment.
After the data draft report is delivered a
meeting will be held via Microsoft Teams (or
telephone conference) to discuss the draft,
unedited data report.
The City will have 10 days to review and
comment on the draft unedited data analysis.
During this time, the Consultant Data team will
be available to discuss the draft report. The
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City will specify all concerns with the draft
report at this time.
Milestone 4b — Final Data Report — 10 days After receipt of the City's comments, the data
report will be finalized within 10 days.
Milestone 5 — Draft Operations Report — 30
days
Milestone 6 — Final Report 15 days
Within 30 days of Milestone 4b, the
Consultant's operations team will provide a
draft operations report to the City. The City
will have 10 days to review and comment.
Once the City's comments and concerns are
received by the Consultant, the final report will
be delivered to the City within 10 days.
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CPSM Interview Schedule
Date
Staff
9.14.2020
Jay Wittwer
Fire Chief
9.14.2020
David Cline
City Administrator
9.15.2020
Ben Williams
Captain/Company Officer
9.15.2020
Chuck Wooley
Union Representative
9.15.2020
Vicky Carlsen
Finance Director
9.15.2020
Bill Rodal
Training Captain
9.15.2020
Verna Seal
Thomas McLeod
Councilmembers
9.15.2020
De' Sean Quinn
Council President
9.16.2020
Diann Martinez
Asst to the Chief
9.16.2020
Elveena Narayan
Payroll Coordinator
9.16.2020
Juan Padilla
HR Director
9.16.2020
Kate Kruller
Councilmember
9.16.2020
Allan Ekberg
Mayor
9.16.2020
Jason Konieczka
BC/FD Emergency Manager
9.16.2020
Ben Hayman
Fire Marshal
9.16.2020
Lora Ueland-Executive Director
Vonnie Mayer -Deputy Director,
Valley Communications
9.22.2020
Marty Roberts
Battalion Chief
On -duty Shift Forum
9.22.2020
Keith Keller
Chief, KC Medic 1
9.22.2020
Rick Burke
Chief, SKCRFTC
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