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HomeMy WebLinkAboutCSS 2020-11-23 Item 1B - Update - Fire Department Third Party AnalysisCity of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: 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 22114-,24)2-0 November 23rd, 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. The selection committee chose CPSM based on the proposal/examples of work submitted as well as their longstanding expertise in providing the type of detailed analysis best suited for this project's purpose and scope. The committee believes that CPMS was best positioned to deliver a thorough and independent analysis of Fire's operations and management practices. The goal of the project is to validate and supplement the extensive analysis done by City Staff and to provide best direction for aligning Fire's current direction with one that best serves the Community. The agreement's Scope of Services was developed to provide direction and framework for CPSM's review and analysis. That Scope is included near the end of this memo. While the project's thoroughness may prohibit the consultant's ability to produce actionable data prior to year's end, this investment of City resources and funds deserves a product of the highest quality. For perspective, CPSM is based in Washington D.C. and was developed within the International City/County Management Association's (ICMA) research and development division. ICMA launched CPSM with the goal of advancing the knowledge of local governments through case - studies, best practices, and professional development. In 2014, ICMA restructured and spun - out CPSM to be a stand-alone entity but to remain the ICMA's exclusive provider of public safety technical assistance. CPSM provides training and research for the Association's members and represents ICMA in its dealings with the federal government and other public safety professional associations such as CALEA, PERF, IACP, IFCA, IPMA-HR, DOJ, BJA, NFPA, etc' CPSM has assigned Tukwila's project to three key members of their team: 1 https://www.cpsm.us/about/the-association-and-the-company/ K INFORMATIONAL MEMO Page 2 Dov Chelst, Ph. D. o Dov leads the auantitative portions of this oroiect. He has a PhD in mathematics from Rutgers and a BA in Mathematics and Physics from Yeshiva University. He has managed over 140 data analysis projects for city and county agencies. Xianfeng Li, Ph.D. o Li works with Dov on the data modeling and analysis. He earned his PhD and Masters in Polymer Science within the Institute of Chemistry from the Chinese Academy of Sciences in Beijing and a Bachelor's in Chemistry at Jilin University in Changchun. Mike lacona, M.P.A o Mike is CPSM's Senior Manager of Fire and EMS and leads the qualitative aspects of our relationship. He has 38 years of experience in the fire service with the last 17 years as a Fire Chief. He earned his MPA and did his undergraduate work in Urban Planning at Florida Atlantic University. DISCUSSION Elements of the partnership will be categorized into three areas: Administrative, Qualitative, and Quantitative. Updates are provided below for each and a project timeline will be updated to track progress. Administrative: • The agreement has been dated as September 8th, 2020 and was fully executed September 11th, 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 14th. Only four interviews remain and should be completed the week of September 21 St. All 20 virtual interviews were completed by September 25th. 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 dataset 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. See Project Activity Timeline below for a current accounting of project accomplishments. • 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 Services. Tukwila City Attorneys, Human Resources, and other Staff are working to define the content of the dataset to comply with policy/legal constraints. Project Activity Timeline: • July 30th: Consultant Selection Committee received and reviewed proposals • August 4th — 15th: Selection Committee interviewed and scored consultants, ultimately selecting CPSM • August 18th: Scope of agreement agreed upon • August 28th CPSM/Tukwila Kick -Off Meeting held prior to contract signing to expedite the partnership with the hopes of delivering materials prior to end of year https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/InfoMemo - Council Update 11-23.docx 4 INFORMATIONAL MEMO Page 3 • August 31St: Mike lacona sent Information Request to Tukwila. This request included dozens of reports, project plans, historical perspectives, etc and was fulfilled by many City Staff members • September 8th: Contract with CPSM negotiated and agreed -to by both parties • September 11th: Contract countersigned by Tukwila • September 21St: First payment of $15,999 was paid to CPSM from Fire's Admin Division Professional Services line. Next payment of $16,000 will be due upon completion of Milestone 4 (see Project Timeline below) • September 29th: City Attorneys provided approval for us to send complete call -related datasets to CPSM • September 29th — November 13th: TIS uploaded VCC, Payroll, and FireRMS data to CPSM servers • October 22nd: Mike lacona confirmed that he's received all reports/information from Tukwila necessary to complete his Operations Report. Once Tukwila has reviewed/approved Dov's Draft Data Report, Mike will use the information within that report to complete his Operations Report. • November 16th: Dov estimates that the Draft Data Report will be completed and sent to Tukwila by November 24tH • Next Steps: o Once Tukwila receives the Draft Data Report, the City will have ten days to review and comment on the unedited report. During this time, the Consultant Data Team will be available to discuss the draft report. The City will specify all concerns with the draft report at this time. After the City has produced all comments to CPSM, the data report will be finalized within ten days. o Within thirty days of receiving the Final Data Report, the Consultant's Operations Team will provide a Draft Operations Report to the City. The City will then have ten days to review and comment. o Once the Citv's comments and concerns are received by the Consultant. the final report will be delivered to the City within ten days. CPSM will then present the final report to the City via a Teams presentation. 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 https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/InfoMemo - Council Update 11-23.docx INFORMATIONAL MEMO Page 4 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. 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. https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/InfoMemo - Council Update 11-23.docx 6 INFORMATIONAL MEMO Page 5 • 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. https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/InfoMemo - Council Update 11-23.docx 7 INFORMATIONAL MEMO Page 6 CPSM Project Timeline Milestone Description Milestone 1 — Full execution of the agreement Execution Date on Agreement will identify Milestone 2 — Project Launch Milestone 3a — Information Gathering and Data Extraction — 30 Days Project Launch date. 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 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. Milestone 4 — Data Analysis and Delivery of Within 30 days of Milestone 3c, the Scope of Draft Data Report — 30 days Work will be completed, and a draft, unedited data report will be delivered to The City for review and comment. Milestone 4a — City Review of Draft Data Report — 14 days 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 https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/InfoMemo - Council Update 11-23.docx INFORMATIONAL MEMO Page 7 Milestone 4b — Final Data Report — 10 days Milestone 5 — Draft Operations Report — 30 days Milestone 6 — Final Report 15 days City will specify all concerns with the draft report at this time. After receipt of the City's comments, the data report will be finalized within 10 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. https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/InfoMemo - Council Update 11-23.docx 9 INFORMATIONAL MEMO Page 8 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 10 https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/InfoMemo - Council Update 11-23.docx