HomeMy WebLinkAboutAgenda - 03-22-2012 - 7bORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 22, 2012
Action Agenda
Item No. ~- b
SUBJECT: Study/Assessment for Emergency Medical Services and E911
Communications Center . _
DEPARTMENT: Emergency Services PUBLIC HEARING: (Y/N) No
ATTACHMENTS:
1. 12/13/11 Meeting Abstract -
EMS/E911 Study/Assessment
2. Solutions for Local Government
Scope of Services -
Comprehensive Assessment of
Emergency Medical Services
3. Solutions for Local Government
Scope of Services -
911/Communications Center
Operations Study
4. Client/Project List - Solutions for
Local Government
INFORMATION CONTACT:
F. R. Montes de Oca: 919-245-6100
Michael Talbert: 919-245-2153
PURPOSE: To authorize staff to enter into a contract with Solutions for Local Government, Inc.
to develop a multiyear strategic plan for the Emergency Medical Services System and E911
Communications Center, based on a recommendation from the Emergency Services
Workgroup (ESW).
BACKGROUND: Orange County Emergency Medical Services (EMS) provides pre-hospital
care and transport to residents and visitors throughout the County. Originated from volunteer
services, Orange County EMS began providing advanced life support ambulances in the
1980's. EMS is a branch of the Orange County Emergency Services Department and is staffed
by dedicated paramedics and Emergency Medical Technicians around the clock. The EMS
branch is the largest and highest-profile group within the department providing emergency
response, patient care and patient transport from 400 square miles covering densely-populated
urban settings to rural areas throughout the County. In addition to responding to 13,000+ calls
annually, EMS must be able to address extraordinary events such as multi-casualty incidents,
large sporting events, stock car races and mass gatherings, assistance at fires, evacuations
and other disaster situations affecting public safety.
The Orange County 911 Center is the public safety answering point for residents to access
emergency services agencies. It originated in the former Orange County Sheriff's Office at
Columbia and Rosemary Streets in Chapel Hill. It is a branch of Orange County Emergency
Services and is staffed by dedicated professionals around the ctock.
On December 13, 2011, the Board discussed the Emergency Medical System Delivery and
E911 Communications Center improvements. There was consensus that the County needed to
develop a strategic plan to improve the County's Emergency Management Services Delivery
System and E911 Communications Center. The County requested and has received a
proposal from Solutions for Local Government, Inc. to assess and study the operations of both
the County's Emergency Medical Services and E911 Communications Center. The Charge for
the ESW included reviewing alternatives and making recommendations for the following:
System improvements for EMS Ambulance response times including but not limited to
equipment, staffing, facility's and/or a strategic plan, to define data elements for
meaningful analytical data as related to ambulance response time and to discuss and
review that data.
Improvements for the E911 Communications Center including but not limited to
technology, equipment, staffing, training and/or a strategic plan.
On March 13, 2012 the ESW reviewed the scope of services for each area provided by Steve
Allan, President of Solutions for Local Government, Inc. The ESW added to the scope of
services a plan for meetings with the stakeholders including: municipal fire departments, rural
fire departments, municipal law enforcement, the Sheriff and the County Medical Director. The
ESW recommends the original scope of services outlined by Solutions for Local Government
plus the additional meetings to the Orange County Board of Commissioners.
FINANCIAL IMPACT: The cost to contract with Solutions for Local Government, Inc. to assess
and study the operations of both the County's Emergency Medical Services and E911
Communications Center will not exceed $28,000. The Emergency Telephone System Fund has
adequate fund balance to cover this cost and a budget amendment will be submitted for the
Board to approve on April 17, 2012 to fund this study.
RECOMMENDATION(S): The Manager recommends that the Board authorize staff to enter
into a contract with Solutions for Local Government, Inc. to develop a multi-year strategic plan
addressing Emergency Medical Services System and E911 Communications Center needs,
based on the attached scope of services and additional stakeholder meetings, and authorize
the Manager to execute the contract.
~a~~~ ~
o~ p- a o~ I- o~7
ORANGE COUNTY
~~~~ BOARD OF COMMtSS10NERS
ACTION AGENDA
Meeting Date: December 13, 2011
Action Agenda
Item No. ~ e
SUBJECT: Study/Assessment for Emergency Medical Services and E911
Communications Center and Approval of Budget Amendment #5-B
DEPARTMENT: Emergency Services
PUBLIC HEARMG: (Y/N) No
ATTACHMENTS:
1. 11/17/11 MeetingAbstract-
Discussion with the Board of
County Commissioners Regarding
Plans to Improve the Emergency
Medical Services Defivery System
2. 11/17/11 Meeting Abstract - E911
Communications Center
Improvement Plan
3. Solution for Local Government
Scope of Services -
Comprehensive Assessment of
Emergency Medical Services
4. Solutions for Local Government
Scope of Services -
911/Communications Center
Operations Study
5. Client/Project List - Solutions for
Local Government
INFORMATION CONTACT:
F. R. Montes de Oca: 919-245-6100
Michaet Talbert= 919-245-2153
3
PURPOSE: To provide the Board with a recommendation regarding the County's Emergency
___ Medical Seryices_ System and E991_ Communic.ations Center by contracting with a consultant to
_ _
assist the department to develop a multiyear strategic plan; and to approve Budget Amendment
#5-B.
BACKGROUND: The Orange County Emergency Medical Services System (EMS) provides
pre-hospital care and transport to residents and visitors throughout the County. Originated from
volunteer services, Orange County Emergency Medical Services began~providing advanced life
support ambulances in the 1980's. Emergency Medical Services is a branch of the Orange
County Emergency Services Department and is staffed by dedicated paramedics and
Emergency Medical Technicians around the clock. The EMS branch is the (argest and highest-
profile group within the department providing emergency response, patient care and patient
transport from 400 square miles covering densely-populated urban settings to rural areas
throughout the County. In addition to responding to 13,000+ calls annually, EMS must be able
to address extraordinary events such as multi-casualty incidents (MCIs), large sporting events,
4
stock car races and mass gatherings, assist at fires, evacuations and other disaster situations
affecting public safety.
The Orange County 911 Center is the public safety answering point for residents to access
emergency services agencies. It originated in the former Orange County SherifPs Office at
Columbia and Rosemary Streets in Chapel Hill. It is a branch of Orange County Emergency
Services and is staffed by dedicated professionals around the clock.
At a work session on November 17, 2011, the Board discussed the Emergency MedicaE System
Delivery and E911 Communications Center improvements. There was consensus that the
County needed to develop a strategic plan to improve the County's Emergency Management
Services Delivery System and E911 Communications Center. The County requested and has
received a proposal from Solutions for Local Government, Inc. to assess and study the
operations of both the County's Emergency Medical Services and E911 Communications
Center. Attachments 3 and 4 are the proposed scope of services for each area provided by
Solutions for Local Government. Mr. Steve Allan, President of Solutions for Loca! Government,
has over eighteen years of experience providing consulting services to local governments.
Attachment 5 is a list of projects and local governments Mr. Allan has provided consulting
services for in North Carolina over the past finrelve years.
FINANCIAL 1111(PACT: The cost to contract with Solutions for Local Government, Inc. to assess
and study the operations of both the County's Emergency Medical Services and E911
Communications Center will not exceed $26,400. The Emergency Telephone System Fund has
adequate fund balance to cover this cost_ Budget Amendment #5-B will appropriate $26,400 of
Emergency Telephone System Fund Balance for professional services to complete the
proposed scope of services.
RECOMMENDATlON(S): The Manager recommends that the Board:
1) Approve $26,400 to contract with Solutions for Local Government, Inc. to develop a
multi-year strategic plan addressing Emergency Medical Services System and E911
Communications Center needs;
2) Approve Budget Amendment #5-B to appropriate $26,400 of Emergency Telephone
System Fund Balance for professional services to complete the proposed scope of
services, and
3) Authorize the Manager to sign the contract with Solutions for Local Government, Inc.
,~~M~t- a 5
Scope of Services to Provide a
Comprehensive Assessment of Emergency Medical Services
for Orange County, North Carolina
Project Understanding
Orange County has asked that a comprehensive assessment be conducted of the emergency
medical services (EMS) currently provided within and by the County.
In discussions with County staff, a number of areas of interest and related questions were
discussed. Subsequently, it was requested that the study address, but certainly not limit itself to
at least the following:
^ EMS call volume(s) ^ First response capabilities
^ Call distribution & demographics ^ Staffing
^ Unit response times and workload ^ Performance criteria
^ Base locations and conditions ^ Annual operating costs
• Level of service being provided ^ Annual billings/revenue
^ Rural vs. urban characteristics impacting ^ Fleet and Equipment condition
service delivery
Proposed Work Plan
The Work Plan Outline that follows identifies the major tasks and activities proposed to be
undertaken by the consultant. It is formatted to address both the topical concerns of the
County as well as how the consultant intends to conduct the study.
The tasks and adivities described have been organized in the approximate sequence that they
may occur. However, various activities are likely to occur simultaneous with others, or
continuously throughout the study period.
Ultimately, the County can be assured that the Work Plan that follows will address and result in
the specific assessments and objective, detailed analyses and options it is seeking.
Work Plan Outline
Task
1. Data Development
1.1 Collect available/published data, reports, and materials from
established sources; i.e., County Finance/Budget Office, GIS,
Emergency Services, EMS, 911/Communications Center, etc.
12 Depending upon availability, the information may include but
will not be limited to:
^ Service reports
^ County EMS Plan
^ County EMS and Fire/First Responder District maps
^ EMS annual budget allocations; five (5) years
^ Communications Center CAD reports
^ Situation Analyses reports
^ Call volume & time interval reports
^ Department (EMS) Protocol and Policy Manual(s)
^ Relevant documentation re: County population
Solutions for Loca! Government, lnc. 1
6
Orange County, North Carolina
Comprehensive Assessment of Emergenty Medical Services
13 Research & document applicable legal requirements, policy
applications, practice guidelines, and service delivery standards
regarding the provision of emergency medical services by County
government in North Carolina;
^ North Carolina Statutes
^ Orange County Ordinances
^ Professional association/agency standards; i.e.,
- NC Office of Emergency Medical Services
- NC Association of Rescue & EMS
- NC Emergency Management Association
- NC Association of EMS Administrators
^ National agency/organization guidelines
- American College of Emergency Physicians (ACEP)
- National Emergency Number Association (NENA)
- American Academy of Emergency Medicine (AAEM)
- National Fire Protection Association (NFPA)
2. Initial Stakeholder 2.1 Facilitate initial stakeholder meetings with representatives of
Meetings the following stakeholder groups to share details regarding the
project Work Plan and to receive input and comments regarding
the County's EMS and 911/Communications existing operations:
^ One (1) with Volunteer Fire Departments
^ One (1) with Paid/Municipal Fire Departments
^ One (1) with Municipal Police Departments
^ One (1) with Orange County Sheriff's Office
3. Administrative 3.1 Conduct individual interviews with designated County
Interviews administrative personnel, and any relevant Department Managers,
in order to;
^ Ascertain the prevailing concerns with regards to the
delivery of emergency medical services in Orange County,
^ Clarify and/or expand upon preliminary/ stated objectives
and priorities for inclusion/consideration during
development of the Study.
3.2 Conduct additional or follow-up interviews with individuals that
may affect or be effected by EMS operations and/or the specific
issues identified in the study;
^ Emergency Services Director
^ County Medical Director
^ EMS Operations Manager
^ EMS Shift Personnel
^ County Fire Marshal
^ Communications Center personnel
^ Finance/Budget Director
^ Medical Director
^ Others, as identified
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Orange County, North Carolina
Comprehensive Assessment of Emergency Medical Services
4. Current Operations
4.1 Organize and schedule times to visit each EMS base location;
^ Assess general facility conditions and inventory of vehicles
available for duty
^ Observe operations and related activities if/as applicable
^ Understand current staffing and deployment
^ Observe and discuss communications processes in place
^ Review existing procedures with on-duty personnel
^ Query EMS personnel with regards to any issues of
concern to them
4.2 Conduct and participate in specific fact-finding activities that
will include, but not be limited to:
^ Attendance at relevant staff/department/squad meetings
^ Adequacy of existing base facility locations
^ Additional information regarding specific vehicles or major
items of equipment in use
^ Communications & paging procedures
^ Response and related performance issues
4.3 Providing source information is available, collect, organize and
document performance of Orange County EMS to include at least
the following with regards to emergency calls dispatched;
^ Annual call volume; five (5) years
^ Call distribution by day and hour
^ Response time intervals; chute-time, travel time
^ Situation found reports
^ On-scene man-hours logged
^ Current & past FY operating budget s
^ Current & past year amounts billed & revenue received
4.4 Identify the existing role of paid and volunteer Fire
Departments within Orange County as "first responders" to 911
dispatched medical emergencies; source information will include
but not be limited to;
^ 911 Center unit/agency call response data
^ EMS call data
^ Existing Fire Department station locations & district maps
^ Additional interviews with EMS Director, Fire Marshal,
local Fire Chiefs and others if/as necessary
4.5 Identify and summarize initial issues of concern; i.e.
^ As expressed during individual interviews and meetings
As identified by the consultant
- Organizational
- Staffing, scheduling & deployment
- Performance
- Communications, equipment & technology
- Facilities
- Costs & Revenues
SotuYsans for LocaE Government, Inc. 3
8
Orange County, North Carolina
Comprehensive Assessment of Emergency Medical Services
5. County Growth 5.1 Research, develop, and document projected growth and/or
anticipated changes in future Orange County populations;
^ General population experienced, current & projected
^ Economic /private/public development efforts not
otherwise addressed that may impact growth
^ Other factors identified that may affect or otherwise
impact the future delivery of EMS services in the County
5.2 Assess County geography and physical characteristics either are
or may impact the delivery of emergency medical services;
^ Impediments; i.e., bodies of water, woodlands, lack of
access, active railroads, etc.
^ Assets; i.e., highways, EMS base locations, etc.
5.3 With the information developed in subtasks 5.1 and 5.2,
present and discuss findings with;
^ Emergency Services Director
^ EMS Operations Manager
^ Others, as identified
5.4 Develop materials that graphically illustrate above findings
^ Growth projection scenario(s)
^ Development densities
^ Relevant demographics
• Geographic/physical features
6. Initial Management 6.1 Review study findings and issues of concern identified to date
Review with the County Manager and/or his designated representative(s)
^ Data developed to date
^ Significant issues of concern
^ Study tasks remaining
^ Format and sequence of suggested public meetings
^ Receive input and discuss topics which may require
additional research, study and/or development
7. Stakeholder 7.1 Based upon discussions with the County four (4) stakeholder
Meetings meetings are anticipated to discuss study purpose and general
progress to date and solicit input ;
^ Two (2) meetings with EMS (Data Review) Committee
^ Two (2) meetings with Volunteer Fire Department s
^ One (1) meeting to which the general public is invited
^ One (1) presentation to the Board of County
Commissioners at a regularly scheduled Work Session
7.2 Schedule, plan for & facilitate the referenced EMS Committee,.
Fire Department and public meetings for the purpose of soliciting
public/citizen input regarding concerns, issues, and experiences,
and regarding emergency medical services currently available
and/or desired now and in the future.
Solutions far Lacat Government, 3nc.
4
9
Orenge County, North Carolina
Comprehensive Assessment of Emergency Medical Services
^ Coordinate w/County to secure times, dates & location(s)
^ If requested by County, provide "copy" for media use in
announcement/advertising the "public" meeting
^ Prepare presentation materials
^ Facilitate meeting discussions, receive comments &
feedback
^ If/as appropriate, present preliminary findings for
information
^ Solicit and record all comments
8. Final Data Analysis
& Recommendations
9. Costs
7.3 Review EMS, Fire Department & Public meeting activities,
comments, and information developed;
^ Collate and organize all comments received
^ Transcribe for use/distribution
^ Identify major concerns expressed, and potential influence
on preliminary recommendations, organization of
priorities, etc.
7.4 Initiate further investigation/study of those issues of concern
expressed at the professional and public meetings if not previously
addressed;
^ Determine significance of concern
^ Quantify needs, services, and potential costs
^ Incorporate significant findings as appropriate
7.5 At such time as designated by the County, prepare all necessary
study materials for presentation to the Board of County
Commissioners at a scheduled Work Session. n-ore: ~tis recoynized
that this meeting may very well occur at or neor the completion of the study
itself. It is included here as a component of the major tosk sub-heoding
'Stakeho/der Meetings':
8.1 Collect, summarize and review all information gathered to date;
i.e. reports, budgets and statistics, interview notes, operations &
facility audits, research findings regarding costs and regulatory
issues, etc.
^ Confirm and refine initial issues of concern identified in
task 4.5, as well as any additional identified in Task 7
^ Incorporate priorities identified during study
^ Identify implications and scenarios for development
and/or implementation
8.2 Prepare specific summary recommendations that coincide with
the issues identified
9.1. Identify and document current and recent historical costs
of/for the emergency medical services provided in Orange County;
minimum (five)5 years if available
Solutians for Locat Government, inc.
10
Orange County, North Carolina
Comprehensive Assessment of Emergency Medical Services
10. Final Management
Review
il. Documentation
9.2 Identify and document current and recent year revenues;
minimum five (5) years if available
9.3 Organize recommendations identified in 8.2 by type/category
9.4 Identify estimated cost(s) of each recommendation ;
^ Capital (Facilities & Vehicles)
^ Equipment
^ Personnel
^ Operations related
9.5 Identify revenues that may result from implementation of
stated recommendations;
^ Experienced/known
^ Projected
^ Alternative/additional
9.6 Prepare a timeline and schedule for implementation of plan
recommendations;
^ Item/Recommendation/Action
^ Projected Recommendation/Activity Cost
^ Cumulative expenditures; annually-for years 2012-2021
9.7 Illustrate approximate timeframe for realization of estimated
revenues;
^ Cumulative annually; for years 2012-2021
10.1 Review study findings and recommendations with County
Manager and/or designated representatives:
^ Major findings
^ Significant concerns
^ Priorities for implementation
^ Costs and timeline
^ Receive comments
^ Edit findings/recommendations if/as required
11.1 Prepare final study document;
^ Narrative, graphic illustrations, and tables
^ Print, collate, & bind all copies
^ Deliver printed and electronic copies to County
[The remainder of this page intentionally left 61ank.]
Solutiorrs far Locat Gauernment, lnc. 6
11
Orange County, North Carolina
Comprehensive Assessment of Emergency Medical Services
Deliverables-General
We will be prepared to begin work upon notice to proceed and will be immediately accessible
and availabie to the County throughout the project. A major percentage of the work will be
done in Orange County where we in turn intend to be accessible to all participating County
personnel.
While the specific "results" of the study to be undertaken cannot be quantified at this time,
Solutions for Local Government is committed to the effective and timely completion of the tasks
required and to providing the County with:
• A thorough evaluation of what exists;
^ Documentation of issues identified during the evaluation that concern service delivery,
performance, and costs;
- Recommendations of what is needed that coincide with the issues cited;
• Facts to support the needs identified;
• Costs associated with the recommendations provided, and
• A plan for implementation.
Del ivera bl es-Specific
1. Time on site os required to participate in necessary meetings and conduct and/or participate
in each of the major tasks and activities described in the Work Plan Outline; estimate 14-16
days.
2. Preparation and presentation of findings, data, issues identified, and preliminary
recommendations at both Initial and Final Management Review Meetings with the County
Manger and/or his designated representative(s).
3. Development of necessary materials for and facilitation of Initial Stakeholder meetings
specified in Task 2; as well as two (2) EMS Data Review Committee meetings, two (2)
Volunteer Fire Department meetings and one (1) Public meeting, as specified in Task7; to
share information regarding study process and objectives and to solicit input and comment
regarding the of Emergency Medical Services currently provided.
4. Formal presentation of findings and recommendations to the Board of County
Commissioners, at such time as determined by the County.
5. Collate, print, bind, and deliver to the County twelve (12) copies of the final report
document.
6. A copy of the final report document, together with the Board of County Commissioners
presentation materials will be provided the County in electronic format.
Fees
The costs that make up the proposed fee are based on:
• Man-hours; both on-site and "in-office", and
^ Project related expenses for travel, per diem, communications, materials preparation,
and document production.
Solutians tor local Gauernment, Inc. 7
12
Orange County, North Carolina
Comprehensive Assessment of Emergency Medical Services
At this time it is estimated that the tasks and activities necessary to complete this project will
require between 180-190 man-hours.
Therefore, based on the stated project requirements and the major tasks and project
deliverables identified in the Scope of Services Work Plan Outline provided, our fee, induding all
related project expenses for travel, per diem, document production and printing, are estimated
at, and will not exceed; $22,500.00.
Our practice is to bill monthly (typically on or about the 15Y) based on the percentage of the work
completed during the previous month. Once the fee is agreed upon, we do not add service or
administrative fees, or any form of miscellaneous overhead charges to our billing at any time
during the project.
In addition, we will withhold billing the final 10 percent of our fee until you have received the
agreed upon copies of the report document and are satisfied with the work that has been done.
Schedule
Based upon the Scope of Services outline presented here, a schedule of 8-10 weeks is suggested
to accomplish Tasks 1-9 assuming that the referenced Task 7 Stakeholder (Fire Department and
Public) meetings will be able to occur during that time. The formal presentation to the Board of
County Commissioners would of course occur at such time as requested by the Manager.
The delivery of the final report document, pending any additional work requested, would occur
within ten (10) days of the formal presentation to the Board or within two (2) weeks of the
referenced Final Management Review (Task 10) should the County wish that the final document
be complete and printed prior to the Commissioners meeting, whichever the preference of the
County.
Additional Firm Information
Solutions for Local Government, Inc. is a legal, Sub-Chapter'S'Corporation, authorized and
registered with the North Carolina Secretary of State; SOSID: 0624915.
Federal IRS Employer ldentification Number: 81-0546253
Our business location is;
2301 Valencia Terrace
Charlotte, NC 28226
Telephone: 704.366.9719
Toll free: 1.866300.3545
Scrlutions for Lota[ Government, Inc. $
~ ~~,~~,¢ 3 , 3
Scope of Services to Provide a
911/Communications Center Operations Study
for Orange County, North Carolina
Project Understanding
Orange County has asked that coincidental with the Comprehensive Assessment of its EMS
prograrn, that an additional study be undertaken to address various workload, staffing, data
capabilities, and costs at the County's 911/Communications Center.
In brief discussions with County staff, the focus of the study will include:
^ CenterStaffing
^ Performance & workload
Data availability
Dispatch costs
Existing CAD capabilities (shortcomings)
Proposed Work Plan
The Work Plan Outline that follows identifies the major tasks and activities proposed to be
undertaken by the consultant. It is formatted to address both the topical concerns of the
County as well as how the consultant intends to conduct the study.
The tasks and activities described have been organized in the approximate sequence that they
may occur. However, various activities are likely to occur simultaneous with others, or
continuously throughout the study period.
Work Plan Outline
Task
1. Center Orientation
Meet with Emergency Services Director, Communications
Operations Manager, Center Supervisors and staff to discuss
project scope and initial information requested, receive initial
tour of current facilities, and observe operations in process in
order to identify
1.2. Communications Center Organization
^ Number of positions; FT and PT
^ Position classification(s)
^ Roles/responsibilities of each
1.3. Services provided (agencies dispatched)
1.4. Call processing/procedures (initial/basic)
^ Emergency
^ Non-emergency
^ Individual agency/jurisdiction response
-Direct users
-Remote users
~ritnTia~a~ far i.:ocai {;'overnsnciat, Inc.
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Orange County, North Carolina
Communications Center Operations Assessment
2. Data In conjunction with Task 1, collect available data and reports
having to do with Communications Center workload and
performance based on established "best practices" (i.e. APCO,
NFPA, NC 911 Board); minimum-annual report/CAD data for
calendar year 2011; preferred, annual report/CAD data for
calendar years 2007-2011.
2.1. Calls received
^ Emergency
^ Non-emergency/administrative
2.2. Calls dispatched
^ By type; police, fire, rescue, medical, etc.
^ Calls received & forwarded
2.3. Call rate(s)
^ Average total calls per hour, day, month, year
^ Per hour/year
^ Average call duration
2.4 Emergency (911) call interval times
^ First Ring-to-Call Answer
^ Call Answer-to-Call Dispatch
2.5 Identify annual costs
^ The total annual cost of the Communications Center
- Personnel
- Operations
- Capital/equipment
2.6 Identify significant staff and/or task-to-cost ratios
2.7 Compare recent year data calculated for trends
2.8 Review, analyze, and collate data; i.e., findings and
observations
3. Study Findings Present study findings and recommendations for management
review
3.1 Process Map; i.e., process documentation
3.2 Performance & workload data
^ Call Volume
^ Call handling
^ Staffing
3.3 Costs
Solutians for Locsi Gavernment, int. 2
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Orange County, North Carolina
Communications Center Operations Assessment
3.4 Performance expectations/criteria
4. Management Review Meet w/principal personnel individually to receive
input/comment/critique with regards to study findings
^ County Manager and/or his designated representative
^ Communications Center Supervisor(s)
4.1 Address questions raised
4.2 Pursue follow-up data review/analysis and/or research
as required
4.3 Include findings and/or edits in draft report if/as
appropriate
5. Final Report Preparefinal report document
^ Narrative w/accompanying diagrams and graphics
^ Print and bind all copies
^ Deliver report documents to County
6. Formal Presentation At such time as requested by the County, will be available to
the Board of Commissioners to provide formal presentation
of report findings & recommendations
Deliverables
1. On-site time, as required, to collect and assess the information necessary to address the
study tasks identified; estimate minimum of 3-4 days.
2. Coordination and facilitation of all project related meetings and interviews as referenced in
the Work Plan Outline.
3. Participation in and presentation of draft report information for management level review,
with principal County, and Communications Center personnel.
4. Formal presentation of findings and recommendations to the Board of County
Commissioners, at such time as determined by the County.
5. Development, production, and delivery of eight (S) copies of the completed study document
to Orange County.
6. Final report, including copies of all presentation materials will also be provided to the
County in electronic (CD) format.
Fees
The costs that make up the proposed fee are based on:
• Man-hours; both on-site and "in-office", and
^ Project related expenses for travel, per diem, communications, materials preparation,
and document production.
Sotutions for local Csovemmenf, 3nc. 3
16
Orange County, North Carolina
Communications Center Operations Assessment
At this time it is estimated that the tasks and activities necessary to complete this project will
require between 50-55 man-hours.
Therefore, based on the stated project requirements and the major tasks and project
deliverables identified in the Scope of Services Work Plan Outline provided, our fee, including all
related project expenses for travel, per diem, document production and printing, are estimated
at, and will not exceed; $5,500.00.
Our practice is to bill monthly (typically on or about the 15t) based on the percentage of the work
completed during the previous month. Once the fee is agreed upon, we do not add service or
administrative fees, or any form of miscellaneous overhead charges to our billing at any time
during the project.
In addition, we will withhold billing the final 10 percent of our fee until you have received the
agreed upon copies of the report document and are satisfied with the work that has been done.
Schedule
Based upon the Scope of Services outline presented here, a schedule of 4-5 weeks is suggested
to accomplish Tasks 1-4. The formal presentation to the Board of County Commissioners would
of course occur at such time as requested by the Manager.
The delivery of the final report document, pending any additional work requested, would occur
within ten (10) days of the formal presentation to the Board or within two (2) weeks of the
referenced Final Management Review (Task 4) should the County wish that the final document
be complete and printed prior to the Commissioners meeting, whichever the preference of the
County.
Additional Firm Information
Solutions for Local Government, Inc. is a legal, Sub-Chapter 'S' Corporation, authorized and
registered with the North Carolina Secretary of State; SOSID: 0624915.
Federal IRS Employer ldentification Number: 81-0546253
Our business location is;
2301 Valencia Terrace
Charlotte, NC 28226
Telephone: 704.366.9719
Toll free: 1.866.300.3545
St~lutians for Locat Government, !nc•
~TIT~"~^~- ~
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Kernersville, NC
Lincoln County
Maiden, NC
Moore County
Onsfow County
' Pitt County
_...._.. .
Robeson County
Rockingham County
Shelby, NC
Vance County
Wake County
Whispering Pines, NC
WilkPSboro, NC
17
Year
Pub[ic Safety Cap'rtal Needs Assessme~ Study; ~ire, Rescue, EMS, Sheriff, 911, Em. Mgt 2D08
Publ'K Satety Operations & Space Needs Study; Em.'Management, EMS, 411/Communiptions 2008
EMS & Rescue Operetions Asseument 2010
Communications Center Cortsofidation Study 2004
Regional Public Safety Education & Training Center FeasibiPrty Study 20Q5
Strategic Plan forEmergency5ervices; Fre, Rescue, EN[S, Communintions, Em. Management 1999
Fire Services Needs Assessment Study 2007
Communications Center Space Needs Study 2004
EMS Operations Assessment & Pfanning Study 2007
, Communications Center Operations Study 2006
EMS & Reswe Operations Assessment 2008
Emergenry Services/EMS Summit-Faciirtation 1gg9
Fre Station lncation Sfudy 7A08
Strategic Plan for Fre & Emergency Services 2006
Fre Departrnent Needs Maiysis & Site Assessment Zpp2 '
Comprehensive Strategic Plan for Fre, Rescue, EMS, 911, and Emergency Management 2D04
Volunteer Fre Study Zpp9
EMS Study Phase 11-Planning Options 2003
EMS AdvtsoryCommission-Faril'rtation-WOrk Pian 2001 -
EMS/Rescue Study
__ ._........ ._
_. 2001
..._...___..._......._.
Communiwtions Center Operations Study 2010
EMS/Rescue Services Operations Assessment & Cost SYUdy ZOll
Govemment Facilities Space Needs Assessment & Fire Station Location Study 2009
Comprehensive Strategic Plan for Rre & Emergency Medical5ervices Zpp7
Communications Center Operations & Cost Study 20D4
Fire Services Needs Assessment Study 2008
Fire Services Needs Assessment Study 2009