HomeMy WebLinkAboutAgenda - 06-02-2009 - Information Item 2
Memorandum
TO: Board of County Commissioners
Laura Blackmon, County Manager
FROM: Gwen Harvey, Assistant County Manager
F. Rojas Montes de Oca, Director, Emergency Services
Pam Jones, Director, Purchasing/Central Services
RE: Fire/Rescue/ES Study
DATE: May 21, 2009
On March 3, 2009 the BOCC adopted a concept plan to break the proposed
study into three phases - (1) "Where are We Now", (2) Where Do We Want to
Go?", and (3) "How Do We Get There?" The BOCC authorized staff to conduct
an informal solicitation of the four qualified technical/research organizations to
submit competitive proposals to perform Phase One.
Prospective organizations selected on their proven expertise and national stature
were: (1) International Association of Fire Chiefs, (2) International City and
County Manager's Association Public Safety Services, and (4) Texas A & M
University Emergency Services Training Institute. A solicitation letter was issued
on March 12; Proposals were due April 10. Only one proposal was received by
the due date - the consulting group, ESCI, under the auspices of the
International Association of Fire Chiefs.
Staff followed up with the other three organizations on their failure to respond to
the solicitation and learned their resources were stretched, they were too busy to
take on new assignments, and would not be able to meet anticipated timelines.
Because a sole bidder does not allow for comparison, choice and negotiation,
staff has determined the best next step is to re-bid Phase One in the more
traditional manner. This means issuing a broad, open solicitation to for-profit and
not-for-profit firms alike using the same scope of work. The one respondent,
ESCI, has been notified and informed their proposal will remain open for
consideration alongside new responses received. Staff expects to have the
project out to bid by mid-June and to convene the Project Steering Committee to
review responses by mid-July to early-August. A recommendation on a bid award
would be brought to the BOCC by the first meeting in September. Funds
available in the current fiscal year to support Phase One of the project will be
rolled over into the departmental budget for FY09-10.