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Agenda - 05-10-2011 - 1
ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 10, 2011 Action Agenda Item No. SUBJECT: Report to the BOCC: Phase One Assessment of the Current Fire, Rescue, and Emergency Services DEPARTMENT: Financial Services, Asset Management, Emergency Services PUBLIC HEARING: (YIN) No ATTACHMENT(S): March 15, 2011 Agenda Item Abstract (With Attachments -December 15, 2009 Agenda Item Abstract Package and June 15, 2010 Agenda Item Abstract Package) Final Report (UNDER SEPARATE COVER) INFORMATION CONTACT: David Cannell, Financial Services, 919- 245-2651 Clarence Grier, Financial Services, 919- 245-2453 Pam Jones, Asset Management, 919- 245-2652 Frank Montes de Oca, Emergency Services, 919-245-6100 PURPOSE: To receive the final report (Phase One) to the Board of Orange County Commissioners of the current fire, rescue and emergency services study conducted by MMA Consulting Group (MMA) of Brookline, MA. BACKGROUND: On December 15, 2009 the Board reviewed and commented on draft Request for Proposal (RFP) 5158 to select a consultant to conduct a study of the County's emergency services delivery system. As the Board may recall, amulti-phased approach was proposed with Phase One providing the details of "where we are now". Future phases would answer the questions "where do we want to go" and "how do we get there". Neither of those phases have been scheduled for study or funded. The Board awarded the RFP to MMA at the June 15, 2010 regular Board meeting. At the Board's March 15, 2011 regular meeting, the Board received a draft of the Report - Phase One Assessment of the Current Fire, Rescue, and Emergency Services. Based on discussion at that meeting as well as staff follow-up, additional Board discussion and opportunity for review and comment on the final report was planned for a work session. The completed study is attached. Consultant representatives will present the report and receive comments from the Board. FINANCIAL IMPACT: The Board awarded a contract in the amount of $71,500 on June 15, 2010. However, negotiations between the consultant and staff yielded a final contract total of $65,600 without affecting the scope of the study. RECOMMENDATION(S): The Manager recommends the Board receive and discuss the study and provide comments to staff and the consultant as may be appropriate. Further efforts will require FY 2011-12 budget actions based upon the direction taken. 3 ~~~~ ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGEND - T Meeting Date. March 15, 2011 Action Agenda Item No. 8 ' Q SUBJECT: Report -Phase One Assessment of the Current Fire, Rescue, and Emergency Services DEPARTMENT: Emergency Services, Financial PUBLIC HEARING: (Y/N) No PURPOSE: To receive the Phase One Assessment of the Current Fire, Rescue and Emergency Services System conducted by MMA Consulting Group (MMA) of Brookline, MA. Services, Asset Management ATTACHMENT(S): (UNDER SEPARATE INFORMATION CONTACT: COVER) Frank Montes de Oca, Emergency A) Draft Report Services, 919-245-6100 B) December 75, 2009 BOCC Meeting Agenda Pam Jones, Asset Management, 919- Abstract -Board Review of Draft RFP 245-2650 C) June 15, 2010 BOCC Meeting Agenda Clarence Grier, Financial Services, 919- Abstract -Board Action Awarding RFP 245-2453 David Cannefl, Financial Services, 919- 245-2651 BACKGROUND: At the. December 15, 2009 regular Board meeting, the Board reviewed and commented on draft request for proposals (RFP) 5158 to select a consultant to conduct a study of the County's emergency services delivery system (Attachment B)'. As the Board will recall, a multi-phased approach was proposed with Phase One providing the details of "where we are now". Future phases would answer the questions "where do we want to go" and "how do we get there". Neither of those phases have been scheduled for study or funded. At the June 15, 2010 regular Board meeting, the Board awarded the RFP to MMA (Attachment C). A draft of the completed study is attached (Attachment A). Consultant representatives will present an overview of the report and receive preliminary comments from. the Board. Follow up discussions will be scheduled at a future work session. FINANCIAL IMPACT: The Board awarded a contract in the amount of $71,500 on June 15, 2010; however, negotiations between the consultant and staff yielded a final contract total of $65,600 without affecting the scope of the study. RECOMMENDATION(S): The Manager recommends the County Commissioners receive the study and provide comments as may be appropriate. The next phase of the study will be a Fiscal Year 2011-12 budget consideration. 4 ~~~ ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM AC.T Meeting Date: December 15, 2009 Action Agenda Item No. ;~, _ {_ SUBJECT: Fire/Rescue/EMS Study Request for Proposal DEPARTMENT: Emergency Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 1. Request for Proposal # 5158 2. Minutes of RFP Review Committee 3. Review Committee Meetings Attendance Rosters INFORMATION CONTACT: F. Rojas Montes de Oca, Jr. Emergency Services, 919-245-6100 Gwen Harvey, Assistant County Manager, 919-245-2307 Pamela Jones, AMPS 919-245-2652 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 Gounty. 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 Managemen# 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 interviews} with selected firms as may be appropriate. The award recommendation is likely to be scheduled for Board consideration in early-Spring, 2010. 5 FtNANC1AL 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. 6 ~ R..~1F T bq 9P Y ~ s ~<<j G.cs~~P County of Orange Department of Assefi 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. 5i 58 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 assessmen# process. Phase One answers the question, "IA-here~ are we now?"; Phase Two, "Where do we want to go?"; Phase Three, "Haw do we get there?" Proposal Na. 5158_ is to conduct Phase One only. The selected firm may also compe#e to conduct future phases, at the discretion and with the authorization of the BOCC. The Phase One Assessment should equip and enable the Gounty 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 #o 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 Grave Fire Department g. Caldwell Fire Department h. White Cross Fire Department i. Ghapel Hill Fire Department j. Carrboro Fire-Rescue Department k. Mebane Fire Department 7 I. North Chatham Fire Department m. Lebanon Fire Department 4) Rescue Squads a. South Orange Rescue 6. Orange County Rescue Squad The on-site conferences may include, but are not limited ta, 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. Trainingleduca#ion of staff and volunteers j. Facilities, location and adequacy k. Equipment, age and adequacy 1. Special event coverage m. Public education (outreach & awareness} Requirements of the Selected Firm 1) The selected firm will work in close conjunction with a i2-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. 2 8 3} The selected firm will produce and deliver a finished, #uliy-documented, #ully- 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 #eedback 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 mu#ually agreed upon times in the project schedule to the Advisory Committee. 6) The selec#ed 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~pubiic 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 Gouncil 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 ail 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 formal) for use by the stakeholders as well as during the execution of potential, future phases. 9) Costs associated wi#h meetings and presentations shat! 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. Aii proposals shall be sealed and marked "RFP # 5158, Study To Greate Overview Of Current issues Relating To The Detivery Of Fire, Rescue And Emergency Medical Services In Orange County Study Phase 1 " Sealed proposals will be received no cater than 5:00 PM EST, an, 2009, at the Office of the Orange County Purchasing Agent, i31 W Margaret lane, PO Box 8181 Hillsborough, NC 27278. Proposals shall include a separate (in sealed envelope attached only to or[ginal) 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 ail addenda issued by the County has been received before submitting a proposal. B. Propasais will not be accepted via fax machine or Internet a-mail. 9 C. Time is of the essence and any proposa! 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 no#hing in #his 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 firmsrndividuals are encouraged to submit proposals. The County of Orange reserves the right to waive any formalities, to reject any and/ar all proposais, and to accept any proposal which in its opinion may be in the best interest of the County. E. Any proposat submitted MUST include the proposal form which has been signed by an individual authorized to bind the offer. All proposals submitted withou# 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, of€eror, or contractor in connection with a procurement transaction shalE not be subject to the public disclosure under the Pubftc Records Act. However, the bidder, offeror, or contractor must invoke the protec#ion 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 ail 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 cast 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 fo comply with applicable state laws concerning insurance or bonding may also be grounds for disqualification. Orange County reserves the right fo 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 Connell, Purchasing Agent i 29 E King StreetlPO Box 8181 Hillsborough, NC 27278 Phone: 9 i 9-245-2651 10 Fax: {919} 644-3001 Email: dcannell@eo.orange.no.us (PREFERREDi) Atl questions pertaining to this RFP must be submitted in writing no later than, 2009. Only written questions will be considered format. 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 wilt 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, commerciaE general liability insurance applicable to the work of this contract during the duration of the Contract. Contractor shalt 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. Ensurer shall agree to provide notice to the County of Orange not less than 46 days before any change in coverage. The form and Eimits of such insurance, together with the underwriter thereof in each case, shalt be acceptable to the County, but regardless of such acceptance, it shall be the responsibility of the Contractor to maintain adequate insurance coverage at ail times. Failure of the Contractor to maintain adequate coverage shalt 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 #rom 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 Gontractor. 9. Signing Proposals The County will prepare contracts for the successful firm using the name exac#ly as it .appears in the proposal. Therefore, it is absolutely necessary that the proposer sign the proposal using the correct and complete tegaE name. 10. Award of Contract The award wilt 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 fo 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 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. 11. Selection Process The selection process will be based on the responses to this Request far 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 wiii be made up of County Staff as well as representatives from local municipal and volunteer fire departments 12. Tentative Schedule A. RFP sent to Firms B. Written Questions due C. Answers to all firms questions D. Proposals due 13. 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. Informafion 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 responden#'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{sy 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. i 1. 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 o#ficials. 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: 12 1. Firm's name and business address, including telephone and fax number, email address, website address. 2. The type of firm (individual, partnership, corpora#ion, 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 teiephone 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: 1. 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. Staf#: A list of key staff members who will be assigned to this project. The information shad include resume, professional credentials, certificates, licenses, and level of qualifications that are necessary to perform this project, E. Other Requirements 1. Provide a complete time line detailing the implementation and inctude 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 exceptionsldeviatfons to specifications shalt be included on a separate page. G. Any current or prior retationshfps with any of the Fire/RescuelEMS stakeholders 13 NON-COLLUSION AFF[DAVtT State of North Catalina County of Orange 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 ail 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 afflcers, 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 fo submit a collusive or sham proposal in connection with the contract for which fhe at#ached proposal has been submitted or to refrain from proposing in connection with such contract, ar 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 ar cost element of fhe proposal price of the proposal of any other proposer or to secure through collusion, conspiracy, connivance ar 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 coflusion, conspiracy, connivance or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including ibis affiant. Signature Title Subscribed and Sworn to Before Me, This day of , 20 Notary Public My Commission Expires: 14 To Whom It May Concern: PROPOSAL FORM I have carefully examined the Request #or 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: ~$ 1• 1 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 knawiedge and belief. i further certify tha# 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 I©: Phone: AUTHORIZED SIGNATURE FaX: Email: NAME & TITLE, TYPED OR PRINTED MAILING ADDRESS CITY, STATE, ZiP ODE Subscribed and sworn to before me this day of 20 Notary Pubiic My Commission expires: (SEAL) 15 ~L6A4` , ~06hA u sz a bf~# CaL°~~4 FIRE/RESCUEIENIS Fhase One Assessment Review Committee Minutes October 8, 200916:30-18:30 Attendees: Barry Jacobs, Steve Yuhasz, Gwen Harvey, Pam Jones, Sheriff Lindy Pendergrass, Colonel Frank Montes de Oca, David Cannell, Fred S#ipe, Matt Lawrence, Jeff Cabe, Wayne Cheek, Trey Mayo, Kevin Brooks, Minutes Taken and Prepared by: Doris Cecil • Assistan# Coun#y Manager Gwen Harvey, convener/facilitator of the meeting, welcomed everyone and al{ 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) collectingbaseline data of the service we are currently collectively rendering, (Phase Two) where we want to be in the future and (Phase Three) haw we should proceed to get there. • All a##endees 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 fac# 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 fre 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 16 • 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 Distric# (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 tha# they may be able to budget sufficiently, offer help where it is needed, eliminate the duplication of seiviceslequipment 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 [imitations. 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 wel! as how the Sheriff's Department is connected. Proper benchmarks must be defined and agreed upon as measuring paints 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 17 8~$a4`, ~04~? u ~ ~ 6 urf; Cti°~~c FIRE/RESCUE/EMS PHASE ONE ASSESSMENT RFP Review Committee Minutes October Z't, 2009 16:30-18:'I 5 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 Mantes de Oca called the meeting to order, asked for comments and received a consensus from attendees to approve the minu#es 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 info a revised draft by David Cannell. • The measuring of levels of service and the s#andards 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. Greaf 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 18 • County Attorney John Roberts wili 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 an or suggest fiurther revisions. The final draft wil! be taken for discussion andior approval to the November 4th Fire Chief's Council meeting. . • !t was the consensus of the group that there should be on site face to face interviews with the prospective consu{cants in order to get more complete and comprehensive information before hiring. Care • Serve • Survive 19 ~g~Y ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM CT Meeting Date: June 15, 2010 SUBJECT: RFP Award: FirelRescue/EMS Stud Action Agenda Item No. ~ _ S DEPARTMENT: AMPS, Emergency Services PUBLIC HEARING: (YIN) No 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: • 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 20 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 . _. ------- ---p ~ _ _ _ __ _ _. __ • Enthusiasm for the ro'ect • 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. 2~ Proposal Interviews 6/3/2010 RFP 5158 EMS Study Roster NAME REPRESENTING Frank Montes de Oca Oran a Coun Emer enc Services Willie Best Oran a Coun Mana er's Office Fred Sti a South Oran a Rescue S uad Bifl Waddell Oran a Grove VFD Travis Crabtree Carrboro Fire -Rescue Wa ne Cheek Oran a Rural Fire De artment Jeff Cabe Oran a Rural Fire De artment Steve Yuhasz Oran a Coun Commissioner 22 `,aatr a 'o a b +a 4' ° 4 e a~rb G~caVw ~ . County of Orange Department of~ Asset Mnnagement & 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: ___...._ .__ .._ ----- g The Oran a Coun ,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, `11Vhere 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 23 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_ - _Managemenffunctions -----.- _ _. _. _ . _ _ _ _ . _ _ _ - . _ - g. Fiscal accountability and controls h. Staffing: careerlpaid 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 Fre 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. 2 24 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 Hifl, 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 fn the pdf file. Each bidder is responsible for determining that all addenda issued by the County has been received before submitting a proposal: 6. Proposals will not be accepted via fax machine or Internet a-mail. 25 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 firmsrndividuals 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 conceming insurance or bonding may also be grounds for disqualification. Orange County reserves the right to reject any and/or all proposals.. 6. Inquiries: Questions conceming 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 26 Phone: 919-245-2651 Fax: (919) 644-3001 Email: dcannellCa~co.oranae.nc us (PREFERREDI) Atl 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 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 shalt 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. 27 A payment schedule wil( 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. 11. Selection Process The selection process will be based on the responses to this Request fior Proposal and any proposal review sessions. Orange County reserves the right fo 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 12. Terrtative Schedule A. RFP sent to Firms -December 30, 2009 B. Written Questions due -January 19, 2010 C. Answers to a1I firms questions -January 21, 2010 D. Proposals due -January 27, 2010 13. 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-thestudy., _ _ _ _ ._ _. . __ __-_ . _ ... _ ._ 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 welt 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: 28 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, 'rf 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: 1. 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 1, 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 7 29 NON-COLLUSION AFFIDAVIT State of North Carolina _ County of Orange Proposal fiequest No. 5158 being first duty 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 a(I 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 Swom to Before Me, This day of , pp Notary Public My Commission Expires: 30 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: ($ t agree that my proposal wilt 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 besf 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 ail 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: tsEAL) s ORANGE COUNTY, NORTH CAROLINA ASSESSMENT OF THE CURRENT, FIRE, RESCUE, AND EMERGENCY SERVICES DELIVERY SYSTEM MAY 2011 MMA CONSULTING GROUP, INC. 13 3 0 BEACON STREET BROOKLINE, MASSACHUSETTS 02446 ORANGE COUNTY. 1WRTH CAROLINA CONTENTS I. EXECUTIVE SUMMARY II. ORANGE COUNTY FIRE, RESCUE, AND EMERGENCY SERVICES 8 III. STANDARDS, BENCHMARKS AND RESPONSE PARAMETERS 26 IV. COUNTY FIRE, RESCUE, AND EMERGENCY SERVICES AGENCIES 34 V. SYSTEM STRENGTHS, WEAKNESSES, OPPORTUNITIES AND THREATS 74 Mt11A CbNSULTING GkOUP,1NC. ORANGE COUNTY, I~DRTH CAROLINA I. EXECUTIVE SUMMARY This Assessmentofthe Current, Fire, Rescue, and EmergencyServlcesDelivery System was conducted for Orange County, North Carolina, by MMA Consulting Group, Inc. The study is designed to present an inventory of fire, rescue, and emergency services provided within the County. The study is not intended to provide recommendations. Orange County has a complex and sophisticated fire and rescue system. Fire protection is provided by two municipal departments, and through as a series of tax supported fire districts. The County contracts with 10 incorporated volunteer fire departments in the County. The County also contracts with the North Chatham Volunteer Fire Department in Chatham County to provide services to the Damascus Fire District and the Southern Triangle Fire District. In addition, the Mebane Fire Department (Alamance County) provides services within the Efland Fire District on a contract basis for part of the response area. Exhibit 1 fists the fire, rescue, and emergency service agencies in Orange County and lists the services provided by each agency. EXHIBIT ~ FIRE, RESCUE, AND EMERGENCY SERVICEAGENCIE$ DEPARTMENT~AGENCY BASIC SERVICES PROVIDED COMMENT Caldwell Fire Department Fire, rescue, medical first Volunteer fire department responder services Carrboro Fire and Rescue Department Fire, rescue, medical first Fully- career fire department responder services, provides services to the Town prevention/inspection and plan of Carrboro. The department review has a contract with Orange County to provide services to the South Orange Fire District. Cedar Grove Fire Department Fire, rescue, medical first Volunteer fire department responder services Chapel Hill Fire Department Fire, rescue, medical first Fully- career fire department responder services, provides services to several prevention/inspection and plan homes by contract with the review County. Efland Fire Department Fire, rescue, medical first Volunteer fire department responder services MMA CbNSULTING GkOUP, INC, j ORANGE COUNTY,1bbRTH CAROLINA DEPARTMENT~AGENCY BASIC SERVICES PROVIDED COMMENT Eno Fire Department Fire, rescue, medical first Volunteer fire department responder services New Hope Fire Department Fire, rescue, medical first Volunteer fire department responder services Orange Rural Fire Department Fire, rescue, medical first Volunteer fire department responder services Orange Grove Fire Department Fire, rescue, medical first Volunteer fire department responder services White Cross Fire Department Fire, rescue, medical first Volunteer fire department responder services South Orange Rescue Squad Basic life support ambulance Provides personnel to support transport, rescue services Orange County EMS. Mebane Fire Department Fire, rescue, medical first The Mebane Fire Department responder services (Alamance County) provides services to part of the response area within the Efland Fire District on a contract basis. North Chatham Fire Department Fire, rescue, medical first Damascus and Southern responder services Triangle Fire Districts receive services from the North Chatham Fire Department. Department of Emergency Services Emergency communications, The department employs emergency medical services, communication, EMS response inspection services, emergency and inspection personnel. planning, coordination services The County Department of Emergency Services responds to approximately 11,500 emergency medical calls for service annually. Ambulance transport services are required in approximately 7,000 of these incidents. The fire and rescue departments respond to approximately 10,000 calls for service annually. Approximately 50 percent of these calls are for emergency medical services. The balance of calls for service cover a full range of emergencies. The emergency medical services system is awell-organized, tiered system in which fire departments provide first medical responder services and the County provides advanced life support and transport services. The South Orange Rescue Squad provides basic life support services by cooperating with Orange County. MMA CONSULTING GkOUP, INC. 2 ORANGE CbUNTY, 1~RTH CAROLINA The County-wide emergency communication system is the basis for the integrated emergency response system. The Department of Emergency Services is the focal point for County-wide coordination of services. The fire, rescue, and emergency services system in Orange County has sufficient personnel, fire stations, and apparatus to provide services to the public. However, increased coordination will improve overall operations. Chapter V describes the strengths and weakness of the fire, rescue, and emergency services system in the County. The chapter also identifies opportunities to enhance operations and threats that may have an effect on service delivery. This SWOT analysis is the first step in developing a strategic plan. Strengths are the conditions or circumstances which enable the fire, rescue, and emergency service agencies to function effectively; weaknesses are conditions or circumstances which prevent the fire, rescue, and emergency services agencies from functioning effectively. Some of the principal strengths of the system include: ~ The volunteer fire department system is well organized and each department has trained personnel. There are nearly 300 fire department members. The departments provide fire suppression and medical first responder services. Volunteer organizations have generally adapted to changes in demographics, commuting patterns, and service needs. D The Orange County Department of Emergency Services manages a centralized emergency communication system which links all emergency responders effectively. D The Department of Emergency Services deploys five ambulances with advanced life support (ALS) capability. This service is the basis for an effective EMS system in the County. ~ The Carrboro Fire and Rescue Department and the Chapel Hill Fire Department serve the densely populated areas of the County. These departments respond to approximately 60 percent of the fire and rescue calls for service in the County. ~ The County's fire stations are generally well distributed and the combined fleet of fire service apparatus is sufficient to allow departments to properly address the risks faced within the County. MMA CONSULTING GkOUP, INC. 3 ORANGE CbUNTY,1~bRTH CAROLINA ~ The volunteer fire departments follow safety practices and use mutual aid to support the fire service system in the County. The principal weaknesses in the current fire, rescue, and emergency service system in Orange County appear, in part, to be a function of some under funding of selected County-wide services, such as emergency medical services and information technology. Strained communication and differing philosophical views between the Department of Emergency Services and members of some fire and rescue departments may have affected coordination efforts. Other weaknesses of the system include: D The County management information system does not generate data to enable analysis of demand for service. ~ Department of Emergency Services personnel report that there are delays in processing some emergency calls for service. ~ The Department of Emergency Services experiences response time delays when deploying ambulances during peak activity periods. ~ The Orange County fire, rescue, and emergency services system does not have aCounty-wide strategic plan. Exhibit 2 provides a summary of the strengths and weaknesses in the current fire, rescue, and emergency service system in Orange County. (See Chapter V for a discussion of strengths and weaknesses.) ~'} MA2A CONSULTING GkOUP, 1NC. Q ORANGE COUNTY, l~bRTH CAROLINA EXHIBIT 2 STRENGTHS AND WEAKNESSES ORANGE COUNTY FIRE, RESCUE, AND EMERGENCY SERVICES SYSTEM STRENGTHS SYSTEM WEAKNESSES Successful volunteer organizations Secondary answering point and dispatch Adaptive volunteer organizations Under funded services Full- time fire departments Lack of usable data County- wide answering point and dispatch system Strained relationships Fire station locations Hazardous materials response County- wide ALS Elimination of emergency services management positions Apparatus fleet Coordination of resources Training programs EMS response delays Emergency medical training Call processing delays VIPER radio system VIPER radio limitations Mutual aid Contracts and franchise agreements Fireground safety Lack of a strategic plan The strengths and weaknesses in an emergency response system help officials to identify the opportunities for improvement. Opportunities are those conditions or circumstances which may improve service performance. Some of the principal opportunities for the fire, rescue, and emergency services agencies in Orange County include: D The County has an opportunity to improve the operations of volunteer fire departments by providing some administrative support services. D The Department of Emergency Services needs to acquire software to enable it to analyze fire, rescue, and emergency medical service responses. The sharing of emergency response information among service providers will also benefit the response system. {~} 11~I1A CbNSULTING GkouP,lNc. 5 ORANGE CbUNTY,I~ORTH CAROLINA ~ The Department of Emergency Services, the fire and rescue departments, the medical director, and other appropriate officials need to systematically evaluate approaches to improve EMS response. ~ The fire, rescue, and emergency service providers need to develop a strategic planning process which encourages participation by all segments of the emergency response community. Threats are conditions or circumstances which may cause a reduction in the quality of services. Some threats to the effective operation of the current emergency response system include a failure to plan for economic growth, reduction in third- party billing revenue, and strained communication among service providers. Exhibit 3 displays a list of opportunities and threats to the fire, rescue, and emergency services system. EXHIBIT 3 OPPORTUNITIES AND THREATS ORANGE COUNTY FIRE, RESCUE, AND EMERGENCY SERVICES OPPORTUNITIES THREATS Administrative support for volunteers Poor economic climate Coordination of resources Improving economic climate Improved EMS response Third- party billing Systematic data analysis Data generation Monthly/quarterly data reports Coordination failures Water supply Strained relationships Strategic planning process Failure to plan Response areas The report is organized into several chapters. The Executive Szzmnsary presents the major strengths, weaknesses, opportunities, and threats to the fire, rescue, and emergency services system. Chapter II, Orange County Fire, Rescue, and Emergency Services, provides an overview of the emergency response system in the County. Chapter III, Standards, Benchmarks, and Response Parameters, describes ~} M~17A CONSULTING GkOUP, INC. 6 ORANGE COUNTY,I~DRTH CAROLINA various benchmarks, standards and industry practices which may be used to measure emergency response. Chapter IV, County Fire, Rescue, and Emergency Services Agencies, describes each emergency response agency. Chapter V, System Strengths, Weaknesses, Opportunities, and Threats, identifies those factors which make the emergency response system successful and those factors which may reduce the effectiveness of the current response system. {~ MMA CONSULTING GROUP, INC. J ORANGE COUNTY, 1~bRTH CAROLINA II. ORANGE COUNTY FIRE, RESCUE, AND EMERGENCY SERVICES Orange County has a complex and sophisticated fire and rescue system. Fire protection in the County is provided by two municipal departments (Carrboro and Chapel Hill) and through a series of tax supported fire districts. The County enters into contracts for services with 10 incorporated volunteer fire departments within the County. The County also contracts with the North Chatham Volunteer Fire Department in Chatham County to provide services to the Damascus Fire District and the Southern Triangle Fire District. In addition, the Mebane Fire Department (Alamance County) provides services within the Efland Fire District on a contract basis for part of the response area. The volunteer fire departments are organized in a similar fashion; each volunteer department has a Board of Directors which oversees policy matters and selects the Fire Chief. The Fire Chief oversees daily operations of the fire department, delegating functions to other command personnel. The Orange County Fire Departments respond to approximately 10,000 calls for service annually. The fire and rescue system includes 20 fire stations, and more than 40 pieces of major apparatus, as well as support vehicles and equipment. There are more than 430 volunteer, part-time, and career firefighting personnel devoted to providing services. The following pages provide an overview of fire, rescue, and emergency services in the County. The response data illustrate the demand for services. Exhibit 4 provides a three-year summary of the responses made by fire departments in the County during the period from 2007 to 2009. This information is based on data from the National Fire Incident Reporting System (NFIRS). Several departments have not submitted full NFIRS information; as a result, the data are not included. The exhibit indicates the number of fire responses, emergency medical service (EMS) responses, and a category for all other responses. On average, 50.6 percent of responses were for first responder/EMS services, 6.6 percent were for fire responses, and 42.9 percent of calls were for other services, such as good intent, service calls, severe weather/natural disaster, hazardous condition, false calls, and other calls for service. The percent of responses in Orange County, by category, is similar to the average responses, by category, in North Carolina in 2009. Exhibit 5 shows a summary of fire department responses from 2007 to 2009 iri graphic form. ~'} MMA CONSULTING GkOUP, INC. 8