HomeMy WebLinkAboutAgenda - 12-15-2009 - 6bORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 15, 2009
Action Agenda
Item No.
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SUBJECT: Fire/Rescue/EMS Study Request for Proposal
DEPARTMENT: Emergency Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
F. Rojas Montes de Oca, Jr.
Emergency Services, 919-245-6100
1. Request for Proposal # 5158 Gwen Harvey, Assistant County
2. Minutes of RFP Review Committee Manager, 919-245-2307
3. Review Committee Meetings Pamela Jones, AMPS 919-245-2652
Attendance Rosters
PURPOSE: To review and comment on a Request for Proposal (RFP #5158), which solicits
proposals from qualified vendors to conduct an assessment and provide a report detailing the
fire, rescue, emergency medical, and emergency service capabilities within Orange County.
BACKGROUND: Since joining Orange County in early 2008, the new Emergency Services
Director has been actively working with the Fire Chiefs and other County staff to develop a
thoughtful and thorough approach for initiating a new study. In November, the Orange County
Emergency Services Department hosted a special meeting of the Fire Chiefs Association to
establish a committee whose purpose was to assist in developing an RFP. During this meeting,
facilitated by Asset Management and Purchasing Services Director Pam Jones, a group was
selected representing fire, rescue and emergency medical interests who would serve as a
review committee for the submitted RFPs.
On October 8, 2009 and October 21, 2009 the review committee met to fine-tune RFP language
developed by David Cannell with the Asset Management and Purchasing Services Department
and other staff. Attendance rosters for those meetings (which included Commissioners Barry
Jacobs and Steve Yuhasz) are attached. On November 4, 2009, the RFP final draft as agreed
upon by the review committee was presented to the fire and rescue chiefs for their comments.
It was unanimously accepted at that meeting to move forward with the RFP. A copy of that
document is attached. The RFP includes specific milestones and checkpoints during the
completion of the study to ensure that the work is progressing as outlined in the RFP.
Upon approval by the Board, comments will be incorporated into the RFP and the document
distributed to interested parties as well as advertised on the County's website. It is expected
responses will be received in January 2010, after which the review committee will convene to
evaluate the proposals and schedule interview(s) with selected firms as may be appropriate.
The award recommendation is likely to be scheduled for Board consideration in early-Spring,
2010.
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FINANCIAL IMPACT: Funds were budgeted in the FY2008-2009 Emergency Services budget
and are included in the budget carry-forward list included with the Budget Amendment item for
this meeting.
RECOMMENDATION(S): The Manager recommends the Board review and comment on
Request for Proposal (RFP #5158) and authorize staff to solicit responses from qualified
parties.
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County of Orange
Department of Asset Management & Purchasing Services
December , 2009
RE: Request for Proposals
Conduct a Phase One Assessment of the Current Fire, Rescue; and Emergency Medical
Services Delivery System in Orange County, North Carolina
Proposal No. 5158
To Whom It May Concern:
The Orange County, North Carolina, Board of County Commissioners (BOCC) is seeking qualified firms
with the requisite experience and expertise to prepare a Phase One Assessment of the current fire,
rescue, and emergency medical services delivery system in Orange County, North Carolina.
The BOCC has conceptually agreed to a three phase assessment process. Phase One answers
the question, "Where- are we now?"; Phase Two, "Where do we want to go?"; Phase Three,
"How do we get there?" Proposal No. 5158_ is to conduct Phase One only. The selected firm
may also compete to conduct future phases, at the discretion and with the authorization of the
BOCC. The Phase One Assessment should equip and enable the County and system
stakeholders to jointly consider opportunities to improve and enhance service to its residents.
The BOCC through this RFP is requesting the firm confer on-site with the following entities to
create an accurate and objective assessment of the capabilities and limitations, including any
duplications, within the current emergency services delivery system in Orange County.
1) County Emergency Services:
a. 9-1-1 Communications
b. Emergency Medical Services
c. Life Safety Management (Fire Marshal)
d. Emergency Management
2) Orange County Sheriff's Department
3) Volunteer and Municipal Fire Departments
a. Efland Fire Department
b. Orange Rural Fire Department (Hillsborough)
c. Eno Fire Department
d. New Hope Fire Department
e. Orange Grove Fire Department
f. Cedar Grove Fire Department
g. Caldwell Fire Department
h. White Cross Fire Department
i. Chapel Hill Fire Department
j. Carrboro Fire-Rescue Department
k. Mebane Fire Department
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I. North Chatham Fire Department
m. Lebanon Fire Department
4) Rescue Squads
a. South Orange Rescue
b. Orange County Rescue Squad
The on-site conferences may include, but are not limited to, a review and evaluation by the
firm of the following aspects of each entity -
a. Level of Service (in comparison to recognized & published national standards for
urban and rural districts).
b. Service Demand
c. Response times
d. Population Served, present and projected
e. Value of structures protected
f. Management functions
g. Fiscal accountability and controls
h. Staffing: career/paid and volunteer
i. Training/education of staff and volunteers
j. Facilities, location and adequacy
k. Equipment, age and adequacy
I. Special event coverage
m. Public education (outreach & awareness)
Requirements of the Selected Firm
1) The selected firm will work in close conjunction with a 12-member Advisory
Committee appointed by the BOCC, including two members of the BOCC. The
Advisory Committee will serve as a sounding board and team of advisors to help
facilitate and monitor the progress, validity, completeness and inclusiveness of the
firm in its work process and product.
2) The selected firm will develop a professional depiction of findings according to
established/recognized performance guidelines, such as those published by the
National Fire Protection Association, Insurance Services Office, and North
Carolina State Fire Marshal, yet in consideration of rural versus urban service
areas and other distinguishing characteristics in Orange County demographics.
Assessments based on Industry, State or National Standards shall be so noted in
the report. Likewise, assessments based on the selected firm's own experiences
of "best practices" shall be so noted.
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3) The selected firm will produce and deliver a finished, fully-documented, fully-
referenced report that provides service providers with information on the current
status of coordination, collaboration, and inter-agency communications
4) The selected firm will offer suggestions and feedback to the BOCC as it seeks,
after considering Phase One findings, to determine the community costs and
benefits associated with moving ahead to Phase Two in the Assessment.
5) The selected firm will provide regular status reports (oral and written) at mutually
agreed upon times in the project schedule to the Advisory Committee.
6) The selected firm will present a preliminary draft of its report to the following:
i. Advisory Committee
ii. Fire Chief's Council
iii. BOCC -Two meetings, Chapel Hill and Hillsborough, as a special
presentation with public comment
7) The selected firm will present its final report on site in Orange County to the
following:
i. Review Committee
ii. Fire Chief's Council
iii. BOCC
iv. Town Elected Officials/Managers/Public Safety Officials (Chapel Hill,
Carrboro, Hillsborough, and Mebane)
8) The Selected firm will provide a written summary of comments received from all
Fire, EMS, and Rescue organizations on Phase One Assessment Findings
findings. Raw data gathered during Phase One Assessment will be submitted in
electronic format (MS Excel or a similar non-proprietary format) for use by the
stakeholders as well as during the execution of potential, future phases.
9) Costs associated with meetings and presentations shall be included in the fee
proposal.
Submission of Proposals
A. Please submit one (1) original, one (1) copy, and one digital copy (.pdf) of proposal. All
proposals shall be sealed and marked "RFP # 5158, Study To Create Overview Of Current
Issues Relating To The Delivery Of Fire, Rescue And Emergency Medical Services In Orange
County Study Phase 1 " Sealed proposals will be received no later than 5:00 PM EST, on,
2009, at the Office of the Orange County Purchasing Agent, 131 W Margaret Lane, PO Box
8181 Hillsborough, NC 27278. Proposals shall include a separate (in sealed envelope
attached only to original) clearly marked "Cost Proposal" along with the name of your firm
and shall not be included in .the pdf file. Each bidder is responsible for determining that all
addenda issued by the County has been received before submitting a proposal.
B. Proposals will not be accepted via fax machine or Internet a-mail.
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C. Time is of the essence and any proposal or addenda pertaining thereto received after the
announced time and date for submittal, whether by mail or otherwise, will be rejected. It is the
sole responsibility of the firm for ensuring that their proposals are received by the Purchasing
Department personnel before the deadline indicated above. There is nothing in this RFP that
precludes the County from requesting additional information at any time during the
procurement process from any firm.
D. Nothing herein is intended to exclude any responsibilities or in anyway restrain or restrict
competition. On the contrary, all responsible firms/individuals are encouraged to submit
proposals. The County of Orange reserves the right to waive any formalities, to reject any
and/or all proposals, and to accept any proposal which in its opinion may be in the best
interest of the County.
E. Any proposal submitted MUST include the proposal form which has been signed by an
individual authorized to bind the offer. All proposals submitted without such signature may be
deemed non-responsive.
G. RFP Process: Firms are to submit written proposals which present the firm's qualifications
and understanding of the work to be performed. The .firm's proposal should be prepared
simply and economically and should provide all the information which it considers pertinent to
its proposal and qualifications for the project. Emphasis should be placed on completeness of
services offered and clarity of content.
H. Propriety Information: Trade secrets or proprietary information submitted by a bidder, offeror,
or contractor in connection with a procurement transaction shall not be subject to the public
disclosure under the Public Records Act. However, the bidder, offeror, or contractor must
invoke the protection of this section prior to or upon submission of the data or other materials,
and must identify the data on other materials to be protected and state the reasons why
protection is necessary.
I. Minority Bidders: The County of Orange encourages all businesses, including minority and
women owned businesses to respond to all RFP's, IFB's, and RFQ's.
J. Incurring Cost: Orange County is not liable for any cost incurred prior to the execution of the
proposal or contract.
K. No specific budget amount will be released for this project, however Orange County
recognizes the importance of the outcome(s) of this RFP and will address funding as
necessary
Disqualifications
Orange County reserves the right to disqualify any firm upon convincing evidence of collusion
with intent to defraud or to commit any other illegal practices on the part of the firm. Failure to
comply with applicable state laws concerning insurance or bonding may also be grounds for
disqualification. Orange County reserves the right to reject any and/or all proposals.
Inquiries: Questions concerning this RFP should be directed to:
Orange County Asset Management and Purchasing Services
Attention: David Cannell, Purchasing Agent
129 E King Street/PO Box 8181
Hillsborough, NC 27278
Phone: 919-245-2651
Fax: (919) 644-3001
Email: dcannellCc~co.oranae.nc.us (PREFERRED!)
All questions pertaining to this RFP must be submitted in writina no later than, 2009.
Only written questions will be considered formal. Any information given by telephone will be
considered informal. Any questions that the County feels are pertinent to all proposers will be
addressed as addendum to the RFP and will be sent to vendors as well as posted on the County
website. Fax and a-mail messages will be treated as written questions.
7. Insurance:
The Contractor to whom this contract is awarded shall secure and maintain, at his/her sole
expense, commercial general liability insurance applicable to the work of this contract during the
duration of the Contract. Contractor shall also maintain workers' compensation insurance
providing statutory benefits during the duration of this contract. Satisfactory certificates of
insurance shall be filed with the County prior to starting any work on the Contract.
All insurance companies must be licensed to do business in the State of North Carolina. Insurer
shall agree to provide notice to the County of Orange not less than 45 days before any change in
coverage.
The form and limits of such insurance, together with the underwriter thereof in each case, shall be
acceptable to the County, but regardless of such acceptance, it shall be the responsibility of the
Contractor to maintain adequate insurance coverage at all times. Failure of the Contractor to
maintain adequate coverage shall not relieve him/her of any contractual responsibility or
obligation.
8. Hold Harmless
The successful proposal shall agree to defend, indemnify and hold harmless Orange County from
all loss, liability, claims, actions damages, or expenses (including reasonable attorney's fees)
arising from bodily injury, including death or property damage, to any person or persons caused
in whole or in part by the negligence or willful misconduct of the Contractor; any suits brought
against the County for or on account of the use of patented appliances, products, or processes,
or the infringement of any patent, trademark, copyright, or alleged negligence on the part of the
Contractor.
9. Signing Proposals
The County will prepare contracts for the successful firm using the name exactly as it appears in
the proposal. Therefore, it is absolutely necessary that the proposer sign the proposal using the.
correct and complete legal name.
10. Award of Contract
The award will be made to the Contractor who submits the proposal which is in the best interest
of the County. Such evaluations will include the relevant experience of the firm, the capability of
the firm, the cost of the project, and other factors deemed by the County to be in the best
interest of the County. Orange County reserves the right to reject any or all proposals at its sole
discretion or to waive any specific irregularities or formalities in order to accept a proposal
deemed to be in the best interest of the County.
The County shall have a period of ninety (90) days after the opening of the proposals in which to
award the contract.
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A payment schedule will be developed and mutually agreed upon. Payment milestones will be
established, final payment will not be made until the final report has been accepted by Orange
County Board of County Commissioners.
Selection Process
The selection process will be based on the responses to this Request for Proposal and any
proposal review sessions. Orange County reserves the right to create a "shortlist" and to request
an on site presentation by any and all respondents at the expense of the respondent. It is
anticipated that the evaluation team will be made up of County Staff as well as representatives
from local municipal and volunteer fire departments
Tentative Schedule
A. RFP sent to Firms
B. Written Questions due
C. Answers to all firms questions
D. Proposals due
Submission Requirements
The firm's proposal should be organized so that the outline of the proposal generally follows the
format of this request for proposal. The proposal shall cover the approach and the methods the
firm intends to use in carrying out the study.
Information requested by the County shall be labeled by section headings and numbered as
shown below. Failure to adhere to this format or to address all items specified may affect a
respondent's opportunity for consideration.
A. Introduction and Executive Summary
The following items shall be included in the Executive Summary:
1. Mission/Description of the proposing firm including line(s) of business.
2. Indicate the number of years in business.
3. A general discussion of the relevant experience.
4. A description of your general understanding of the project.
5. Mission/Description of Organization
6. Understanding of the project
7. Proposed methodology and projected timelines, with milestones, and target dates for
completion of Phase One
8. Experience working with diverse stakeholders
9. A general discussion of the proposing firm's approach to the project.
10. A list of personnel performing work on this project and their qualifications.
11. A clear and concise response stating why you believe that your firm is the most qualified
firm to perform this work, and any other information which may be helpful to the committee
evaluating the proposal.
12. How your organization would involve and communicate to the project stakeholders
The purpose of the executive summary is to provide information about the proposing firm, as well
as the firm's approach to the project. Specifically, the executive summary should be written in
non-technical language that can be clearly understood by non-technical county officials. The
section should be concise and should be present only information that is relevant to this project.
B. Company Information
Each respondent shall provide the following company information:
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1. Firm's name and business address, including telephone and fax number, email address,
website address.
2. The type of firm (individual, partnership, corporation, etc.) and list the names of all
partners, principals, etc.
3. Year established. Include former firm name(s) and year(s) established, if applicable.
4. Organizational chart of the firm.
5. The name, title, address and telephone number of the firm's authorized negotiator for this
project. The person identified must be empowered to make binding commitments for the
firm and its subcontractors.
C. Relevant Experience of the Firm
The following items must be included in the relevant experience section:
Three projects of similar scope and size to the project described in this RFP that your firm
has provided in the last three years. Please provide company name, address, city state,
contact name and phone number of point of contact. The County prefers experience to be
from other governmental agencies.
D. Resources
1. Staff: A list of key staff members who will be assigned to this project. The information
shall include resume, professional credentials, certificates, licenses, and level of
qualifications that are necessary to perform this project.
E. Other Requirements
Provide a complete time line detailing the implementation and include a firm
target date for completion of the study.
2. Information concerning any current violations and any ongoing litigation which
may cause conflicts or affect the ability of the proposer to provide services.
3. Responsibility for Proposal Costs: The Contractor shall be responsible for all
costs incurred in the preparation and submission of their proposal.
F. Any exceptions/deviations to specifications shall be included on a separate page.
G. Any current or prior relationships with any of the Fire/Rescue/EMS stakeholders
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State of North Carolina
County of Orange
NON-COLLUSION AFFIDAVIT
Proposal Request No. 5158
being first duly sworn, deposes and says that:
I. He/She is the of ,the proposer that
has submitted the attached proposal;
2. He/She is fully informed respecting the preparation and contents of the attached proposal and of
all pertinent circumstances respecting such proposal;
3. Such proposal is genuine and is not a collusive or sham proposal;
4. Neither the said proposer nor any of its officers, partners, owners, agents, representatives,
employees or parties in interest, including this affiant, has in any way colluded, conspired,
connived or agreed, directly or indirectly, with any other proposer firm or Person to submit a
collusive or sham proposal in connection with the contract for which the attached proposal has
been submitted or to refrain from proposing in connection with such contract, or has in any
manner, directly or indirectly sought by agreement or collusion of communication or conference
with any other proposer, firm or person to fix the price or prices in the attached proposal or of any
other proposers, or to fix any overhead, profit or cost element of the proposal price of the
proposal of any other proposer or to secure through collusion, conspiracy, connivance or unlawful
agreement any advantage against the County of Orange or any person interested in the proposed
contract; and
5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any
collusion, conspiracy, connivance or unlawful agreement on the part of the proposer or any of its
agents, representatives, owners, employees, or parties in interest, including this affiant.
Signature
Title
Subscribed and Sworn to Before Me,
This day of , 20
Notary Public
My Commission Expires:
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To Whom It May Concern:
PROPOSAL FORM
I have carefully examined the Request for Proposal and any other documents accompanying or make a
part of this Request for Proposal.
I hereby propose to furnish the services specified in the Request for Proposal for a lump sum fee in the
amount of:
~$ ).
I agree that my proposal will remain firm a period of up to 90 days in order to allow the County adequate
time to evaluate the proposals.
I certify that all information contained in this proposal is truthful to the best of my knowledge and belief. I
further certify that I am duly authorized to submit this proposal on behalf of the firm as its act and deed
and that the firm is ready, willing and able to perform if awarded the contract.
It is distinctly understood that the County reserves the right to reject any or all proposals.
NAME OF FIRM
Federal Tax ID:
Phone:
AUTHORIZED SIGNATURE FaX:
NAME & TITLE, TYPED OR PRINTED
MAILING ADDRESS
CITY, STATE, ZIP CODE
Email:
Subscribed and sworn to before me this day of
_, 20
Notary Public
My Commission expires:
(SEAL)
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FIRE/RESCUE/EMS Phase One Assessment
Review Committee Minutes
October 8, 2009 16:30-18:30
Attendees: Barry Jacobs, Steve Yuhasz, Gwen Harvey, Pam Jones, Sheriff Lindy
Pendergrass, Colonel Frank Montes de Oca, David Cannell, Fred Stipe, Matt
Lawrence, Jeff Cabe, Wayne Cheek, Trey Mayo, Kevin Brooks,
Minutes Taken and Prepared by: Doris Cecil
• Assistant County Manager Gwen Harvey, convenerffacilitator of the
meeting, welcomed everyone and all attendees introduced themselves.
The Board of County Commissioners has appropriated funds and in
March, 2009 gave their approval for a proposed three-part study of our
Fire/Rescue/EMS delivery system beginning with (Phase One)
collecting baseline data of the service we are currently collectively
rendering, (Phase Two) where we want to be in the future and (Phase
Three) how we should proceed to get there.
• All attendees agreed the Sage Fire/Rescue Study proved to be
deficient in many areas and damaged trust relations principally
between the fire departments/districts and the County.
• The recently released RFP was thought to have included input from all
areas of service but in fact did not. The decision was made by the
BOCC to discontinue the-process and start anew with input from all
emergency service agencies.
• Ground rules for the meeting were reviewed and approved as was the
proposed agenda.
• Fire Service personnel perceive a study at this time to be too costly
and that the past study appeared to focus primarily on deficiencies of
the fire departments. There was concern over comparing Orange
County fire districts' capabilities to NFPA standards and comparing fire
districts to those districts whose needs and resources are distinct and
different. The suggestion was made to have a yearly work session
wherein the Fire Districts' leadership would meet with the BOCC to
jointly assess the state of the county as it relates to emergency
services delivery.
Care • Serve • Survive
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• Concern was voiced for the future of emergency volunteers in Orange
County.
The BOCC Review Committee members were selected among the group of fire
and rescue service representatives.
Review Committee Members:
• Travis Crabtree, Fire Chief - Carrboro (Municipal)
• Lynwood Futrelle, Assistant Chief -Orange Grove Fire District (Rural)
• Wayne Cheek, Assistant Chief -Orange Rural Fire District (Rural)
Review Committee Alternates:
• Jeff Cabe, Fire Chief -Orange Rural Fire District (Rural)
• Kevin Brooks, Fire Chief - Efland Fire District (Rural)
• Dan Jones, Fire Chief -Chapel Hill (Municipal)
• representatives indicated they need the findings of a new, more
comprehensive study to understand where Orange County emergency
services is presently and how the entire system works together so that
they may be able to budget sufficiently, offer help where it is needed,
eliminate the duplication of services/equipment and plan strategically
for the future. The BOCC is ultimately responsible for any deficiencies
in the delivery of emergency services. Beginning with Phase One we
must inventory and define our present capabilities and limitations. The
evaluation must be made in the context of what is needed by Orange
County and include all components of the system-Fire, Rescue, EMS,
Communications, Management as well as how the Sheriff's
Department is connected. Proper benchmarks must be defined and
agreed upon as measuring points within the proposed Phase Two
Assessment: "Where Do We Want to Go?". The RFP draft for Phase
One .must be steered by those agencies most affected and involved
until its completion.
• The next meeting will be Wednesday, October 21 - 4:30 PM - 6:30
PM at Orange County Emergency Services, 510 Meadowlands Drive.
Future discussion will include laying out the process of re-drafting the
"discovery" phase including how to ensure full participation and the
most meaningful results for going forward with a consensus
recommendation to the BOCC.
Care • Serve • Survive
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FIRE/RESCUE/EMS
PHASE ONE ASSESSMENT RFP
Review Committee Minutes
October 21, 2009
16:30-18:15
Attendees: Commissioner Barry Jacobs, Commissioner Steve Yuhasz, Sheriff
Lindy Pendergrass, Assistant County Manager Gwen Harvey, Chief Frank
Montes de Oca, Mr. David Cannell, SORS BOD Chairman Fred Stipe, Chief
Wayne Cheek, Chief Dan Jones, Assistant Chief Peter Hallenbeck
Minutes taken and prepared by Doris Cecil
• Chief Frank Montes de Oca called the meeting to order, asked for
comments and received a consensus from attendees to approve the
minutes of the October 8th meeting and proceed with the working
agenda.
• David Cannell presented the draft of the RFP in which he had
incorporated changes brought forth at the October 8th meeting adding
that the final draft will be a completely new RFP.
• The RFP draft document was reviewed page by page by those in
attendance with numerous changes and additions noted to be
incorporated into a revised draft by David Cannell.
• The measuring of levels of service and the standards used by which to
measure were of great concern. The consultant will be required to
note the .standards/benchmarks used to evaluate each department.
There will be a request that the raw information used to
compile/complete the report be added as an appendix and that Orange
County will have full and complete ownership of all data. Great
consideration will be given to the time frame for completion of the study
and a presentation to the review committee by the consultant will be
required.
Care • Serve • Survive
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• County Attorney John Roberts will be requested to offer assistance
with a termination clause to protect us from an unsatisfactory product.
The revised RFP document will be forwarded to all members of the
review committee. This committee will have an opportunity to sign off
on or suggest further revisions. The final draft will be taken for
discussion and/or approval to the November 4th Fire Chiefs Council
meeting.
• It was the consensus of the group that there should be on site face to
face interviews with the prospective consultants in order to get more
complete and comprehensive information before hiring.
Care • Serve • Survive