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HomeMy WebLinkAboutAgenda - 06-15-2010 - 4sORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 15, 2010 SUBJECT: RFP Award: Fire /Rescue /EMS Stud DEPARTMENT: AMPS, Emergency Services Action Agenda Item No PUBLIC HEARING: (Y /N) -4--S ATTACHMENT(S): INFORMATION CONTACT: F.R. Montes de Oca, Jr. 919 - 245 -6100 Interview Committee Willie Best 919 - 245 -2300 RFP #5158 Pamela Jones 919 - 245 -2650 David Cannell 919 - 245 -2651 PURPOSE: To consider: No • Awarding Request for Proposal (RFP) #5158 to MMA Consulting Group, Inc. of Brookline, MA to Conduct a Phase One Assessment of the Current Fire Rescue and Emergency Medical Services Delivery System in Orange County North Carolina in the amount of $71,500; and To authorize the Manager to sign the contract on behalf of the Board pending staff and attorney review. BACKGROUND: On December 15, 2009 the Board reviewed a draft of an RFP entitled "Conduct a Phase One Assessment of the Current Fire Rescue and Emergency Medical Services Delivery System in Orange County North Carolina ". The Board at that time authorized staff to proceed and issue the RFP. The RFP was distributed to interested parties as well as advertised on the County's website. Twelve firms submitted responses to the solicitation: • Berkshire Advisors • Emerge Public Safety, LLC • Emergency Services Consulting • Management Advisory Group • Matrix Consulting Group • McGrath Consulting Group • MMA Consulting Group • PSRG • PSSI, Inc. • RW Management Group • Standing Stone Consulting • System Planning Corporation Each of the twelve responses were independently evaluated based solely on qualifications by the Advisory Committee. The Advisory Committee met on May 13, 2010 to discuss the evaluations and to identify a "short list" to be invited to interview. The three firms selected to be interviewed were: Management Advisory Group MMA Consulting Group PSSI, Inc. After the interviews were completed, the Advisory Committee unanimously recommended MMA Consulting Group be awarded the RFP to conduct the study. After a decision was reached the cost proposals from the top three firms was revealed to the Committee. Although the cost of the study was in excess of budgeted amount, the Committee felt strongly that MMA Consulting Group would provide the County with a quality study that would greatly benefit the County and would provide a strong foundation should additional elements of the study be pursued in the future. Deciding factors cited by the Advisory Committee that placed MMA Consulting group above the other firms included: • A firm understanding of Orange County's requirements • The ability to identify potential pitfalls during the process and avoid them • Enthusiasm for the project • The ability to develop instant rapport with stakeholders, critical in conducting the study • A proven ability and expressed desire to conduct a study that takes Orange County's unique makeup into consideration • The ability to provide a report that is not a "cookie cutter" product based on past studies conducted by the firm FINANCIAL IMPACT: The total amount of this expenditure if approved by the Board is $71,500.00. Funds budgeted in the FY 2009 -2010 Emergency Services budget for this purpose ($50,000) are insufficient to cover the expenditure at this level. Staff will pursue cost reductions in the contract that do not adversely affect the study scope of work or its outcome. The Emergency Services Director and staff will work with the Financial Services Director and staff to secure any additional necessary funding and transfer it to the line item for Contract Services as needed to fund the negotiated amount. RECOMMENDATION(S): The Manager recommends the Board; • Award RFP #5158 to MMA Consulting Group, Inc. of Brookline, MA to Conduct a Phase One Assessment of the Current Fire Rescue and Emergency Medical Services Delivery System in Orange County North Carolina in the amount of $71,500; and Authorize the Manager to sign the contract on behalf of the Board, pending staff and attorney review and addressing the funding issues noted in Financial Impact above. Proposal Interviews 6/3/2010 RFP 5158 EMS Study Roster NAME REPRESENTING Frank Montes de Oca Orange County Emergency Services Willie Best Orange County Manager's Office Fred Sti a South Orange Rescue Squad Bill Waddell Orange Grove VFD Travis Crabtree Carrboro Fire - Rescue Wayne Cheek Orange Rural Fire Department Jeff Cabe Orange Rural Fire Department Steve Yuhasz Orange County Commissioner ►2 County of Orange Department of Asset Management & Purchasing Services December 30, 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 5 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. 0 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. Advisory 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 JANUARY 27, 2010 AT 5:00 PM EST, at the Office of the Orange County Purchasing Agent, 131 W Margaret Lane Suite 301, 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 e-mail. 7 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 5. 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. 6. 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 4 M Phone: 919- 245 -2651 Fax: (919) 644 -3001 Email: dcannell0co.orancie.nc.us (PREFERRED!) All questions pertaining to this RFP must be submitted in writing no later than January 19, 2010 at 5:00 pm. 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 e-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. 11 12. 13 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 — December 30, 2009 B. Written Questions due — January 19, 2010 C. Answers to all firms questions - January 21, 2010 D. Proposals due - January 27, 2010 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: K 10 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 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 11 NON - COLLUSION AFFIDAVIT State of North Carolina County of Orange Proposal Request No. 5158 being first duly sworn, deposes and says that: He /She is the has submitted the attached proposal; of the proposer that 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: PROPOSALFORM To Whom It May Concern: 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 AUTHORIZED SIGNATURE NAME & TITLE, TYPED OR PRINTED MAILING ADDRESS CITY, STATE, ZIP CODE Federal Tax ID: Phone: Fax: Email: Subscribed and sworn to before me this day of ,20 Notary Public My Commission expires: 9 (SEAL) 12