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HomeMy WebLinkAbout2012-087 EMS - Solutions for Local Government Inc for Comprehensive Assessment of EMS & 911 Communications [Departmental Use Only] TITLE EMS and 911 Study FY 2011-12 NORTH CAROLINA SERVICES AGREEMENT UNDER$90,000.00 ORANGE COUNTY This Services Agreement (herinafter "Agreement"), made and entered into this day of April, 2012, ("Effective Date")by and between Orange County,North Carolina a body politic and corporate of the State of North Carolina (hereinafter, the "County") and Solutions for Local Government, Inc., (hereinafter,the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Agreement is for services to be rendered by Provider to County with respect to (insert type of project): A Comprehensive Assessment of Grange County Emergency Medical Services (EMS) and a 911/Communications Operation Study further decsribed in the Exhibits A and B, which are attached and fully incorporated herein. ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. 111) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be--p rovided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the Revised July 201❑ 1 performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii} Provider shall be responsible for all errors or omissions, in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities,mistakes or conflicts at no additional cost to the County. iii} The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv} Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) Provider agrees that Provider, its employees, agents and its subcontractors, if any, shall be required to comply with all federal, state and local antidiscrimination laws, regulations and policies that relate to the performance of Provider's services under this Agreement. vi) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. 3. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows (fully describe services to be provided): See attached Exhibits A and B. 4. Duration of Services a. Term. The term of this Agreement shall be from March 28, 2012 to September 30, 2012.. b. Schedulinp,of Services. i) The Provider shall schedule and perform his activities in a timely manner. ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate his efforts, including providing additional resources and working overtime, as necessary, to perform his services in accordance with the approved project schedule at no additional cost to the County. Revised July 2010 2 iii) The Commencement Date for the Provider's Basic Services shall be March 28, 2012.. 5. Compensation a. Cam ensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement except for any authorized Reimbursable Expenses which are defined herein. The maximum amount payable for Basic Services shall not exceed Twenty-Eight Thousand Dollars ($28,000.00). Payment for Basic Services shall become due and payable within thirty (30) days of Provider properly invoicing County. Payment shall be subject to provisions of Section 5(b). b. Dispute_s. In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. c. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 5. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Michael S. Talbert, Assistant County Manager) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. The Provider shall purchase and maintain and shall cause each of his subcontractors to purchase and maintain, during the period of performance of this Agreement: i) worker's Compensation Insurance for protection from claims under workers' or workmen's compensation acts; ii) Comprehensive General Liability Insurance covering claims arising out of or relating to bodily injury, including bodily injury, sickness, disease or death of any of the Provider's employees or any other person and to real and personal property including loss of use resulting thereof; Revised July 2010 3 iii} Comprehensive Automobile Liability Insurance, including hired and non-owned vehicles, if any, covering personal injury or death, and property damage; and iv} Professional Liability Insurance, covering personal injury, bodily injury and property damage and claims arising out of or related to the performance under this Agreement by the Provider or his agents,Providers and employees. b. Insurance Rates. The minimum insurance rating for any company insuring the Provider shall be Best's A. If the Provider does not meet the insurance requirements,the County's Risk Manager must be consulted prior to finalizing this Agreement C. Limits of Coverage. Minimum limits of insurance coverage shall be as follows: INSURANCE DESCRIPTION MINIMUM REQUIRED COVERAGE • Worker's Compensation Limits for Coverage A- Statutory State of N.C. Coverage B -Employers Liability $500,000 each accident and policy limit and disease each employee • Commercial General Liability $1,000,000 Each Occurrence; $2,000,000 Aggregate. • Automobile Liability Combined Single Limit$500,000 • Professional Liability Not Applicable d. Additional Insured. All insurance policies (with the exception of Worker's Compensation and Professional Liability) required under this Agreement shall name the County as an additional insured party. Evidence of such insurance shall be furnished to the County, together with evidence that each policy provides the County with not less than thirty (30) days prior written notice of any cancellation, non-renewal or reduction of coverage. S. Indemnity a. Indemniy. The Provider agrees to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from bodily injury including death or property damage to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. i 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider Revised July 2010 4 shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days' prior written notice to the Provider. b. tither Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. 11. Additional Provisions a. Limitation and Assiggment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laves of the State of North Carolina. c. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County,North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. The Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. Revised July 2010 5 d. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. e. Sever If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. f. Ownership of work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the property of the County and may be used on any other project without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. g. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. h. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail,return receipt requested to the following: Grange County Provider's Name Attention: County Manager Stephen J. Allan,President P.G. Box 8181 Solution for Local Government, Inc. Hillsborough,NC 27278 2301 Valencia Terrace Charlotte,NC 28226 [SIGNATURE PAGE TO FOLLOW] Revised July 2010 6 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PRO By•O By: r Frank,w. Clifton, ., ounty Manager Steph . Allan, tresident This instrument has b n appro ed as to technical content. Frank Montes de Dca, Emergency Services Department Director This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. ya4---,� 0 l� / A40� Clarence G. Grier, Financial and Administrative Services Director Thi n n as been approved as to form and legal sufficiency. Ann e M. ore, Stak Attorney Revised July 2010 7 EXHIBIT`A' 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) 0 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 0 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 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. 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 Activity 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,311/Communications Center, etc. 1.2 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 Local Government,Inc. 1 Orange County,North Carolina Comprehensive Assessment of Emergency Medical Services 1.3 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 Sheriffs 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 Solutions for Local Government,Inc. 2 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 Solutions for Local Government,Inc. 3 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 5. 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 for Local Government,Inc. 4 Orange 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 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. NOTE:It is recognized that this meeting may very well occur at or near the completion of the study itself.It is included here as a component of the major task sub-heading "Stakeholder Meetings' 8.Final Data Analysis 8.1 Collect,summarize and review all information gathered to date; &Recommendations 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. Costs 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 Solutions for local Government,Inc. 5 Orange County,North Carolina Comprehensive Assessment of Emergency Medical Services 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 9.5 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. Final Management 10.1 Review study findings and recommendations with County Review Manager and/or designated representatives: • Major findings • Significant concerns • Priorities for implementation • Costs and timeline • Receive comments • Edit findings/recommendations if/as required 11.Documentation 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 blank.] Solutions for Local Government,Inc. 6 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 available 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. Deliverables-Specific 1. Time on site as 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 representatives). 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. S. 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. Solutions for Local Government,Inc. 7 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,including 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 1') 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 Cou nty. 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 Identification Number:81-0546253 Our business location is; 2301 Valencia Terrace Charlotte, NC 28226 Telephone:704.366.9719 Toll free: 1.866.300.3545 Solutions for Local Government,Inc. 8 EXHIBIT `B' 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 program, 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: ■ Center Staffing ■ 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 Activity 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 classifications) ■ 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 Solutions for Local Government,Inc. 1 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 • Cali 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-cast 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 Solutions for Local Government,Inc. 2 Orange County.North Carolina Communications Center operations Assessment 3.4 Performance expectations/criteria 4.Management Review Meet w/pri nci pa l 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 j4.2 Pursue follow-up data review/analysis and/or research as required 4.3 Include findings and/or edits in draft report if/as appropriate S.Final Report Prepare final report document • Narrative w/accompanying diagrams and graphics • Print and bind all copies • Deliver report documents to County C.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(8)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. Solutions for Local Government,Inc. 3 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 15#) 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 Identification Number:81-0546253 Our business location is; 2301 Valencia Terrace Charlotte, NC 28226 Telephone:704.366.9719 Toll free: 1.866.300.3545 Solutions for Local Government,Inc. 4