HomeMy WebLinkAboutR-2001-164 Yakima Fire Protection District No. 12 & Emergency Services Education & Consulting Group ( ESEGC )RESOLUTION NO. R-2001- 164
A RESOLUTION authorizing and directing the City Manager to execute an agreement
with Yakima Fire Protection District No. 12 and Emergency Services
Education and Consulting Group (ESECG) to develop a long-range
plan for the transition of assets and services from the Fire District to
the City of Yakima following annexations.
WHEREAS, Yakima Fire Protection District No. 12 and the City have agreed to
develop a plan for asset transfer related to annexations by the City and planning for
transition of services in any annexed area, and
WHEREAS, both organizations have agreed to contract with a consultant firm to
help them achieve these tasks, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF 1HE CITY OF
YAKIMA:
The City Manager is hereby authorized and directed to execute the attached
agreement with Emergency Services Education and Consulting Group (ESECG).
ADOPTED BY THE CITY COUNCIL this 4th day of December 2001.
4 ".‘z -_e,
Mary Place, Mayor
ATTEST:
City Clerk
ESECGEmergency Services Education Si Consulting Group
PERSONAL SERVICES CONTRACT
This agreement made this / &L day of LeC. CCsrr , 2001, by and
between the City of Yakima, Washington, Yakima County Fire Protection District No. 12,
Washington, and Emergency Services Education & Consulting Group (ESECG), doing
business as a corporation in York, Pennsylvania, hereinafter called ESECG.
WITNESSETH:
In consideration of the payments and agreements herein the City of Yakima, Yakima County
Fire Protection District No. 12, and ESECG, agree to commence and complete the
consultation and to provide the work described and comply with the terms of the contract
documents for the:
TRANSITION SERVICE PLAN
Hereafter called the "project" for the sum of $10,500.00 plus expenses not to exceed
$2,000.00. Expenses are anticipated to include travel, lodging, and meals.
ESECG will furnish all labor and other services necessary to complete the work relating to and
including the development and administration of the evaluation and strategic plan. ESECG
hereby agrees to perform the work as specified by the City of Yakima and Yakima County Fire
Protection District No. 12 as identified in the attached addendum to contract.
The City of Yakima and Yakima County Fire Protection District No. 12 shall share equally in
the costs of the project and shall pay ESECG:
$3,500 payment due within 21 days of signing of contract
$3,500 payment due upon receipt of the evaluation draft document
$3,500 payment due upon receipt of invoice after delivery of the final documents
This agreement shall be binding upon all parties hereto and their respective heirs, executors,
administrators, successors, and assigns.
The laws of the state of Washington shall govern this agreement. In the event of any litigation
to enforce the terms venue shall be in Yakima County.
This agreement is an integrated writing, executed by the parties after negotiation and
discussions of all material provisions. No party has relied upon any inducements,
concessions or representations of facts, except as set forth in this agreement and ESECG
Scope of Work for the Transition of Services Plan pages 1 through 6, which is incorporated by
reference and attached hereto.
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 8
ESECGEmergency Services Education & Consulting Group
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their
duly authorized officials, the agreement in three (3) copies, each of which shall be deemed an
original, on the first date written above.
City of Yakima, Washington
By:
Emerge
Consulting G - up
ices Education &
By:
R. A. Zais, Jr. , City Manager Bruce W. Caldwell, Director
Yakima County Fire Protection District No. 12
By:
By:
B
ommissioner
Commissioner
Contract No. 2001-129
Resolution No. R-2001-164
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 9
ESECGEmergency Services Education & Consulting Group
SCOPE OF WORK
City of Yakima and Yakima County Fire Protection District No. 12
Transition of Service Pian
The goal of this project is to develop a long-range, mutually agreeable, plan for the
transition of service from the District to the City following annexations.
1. Task One — Develop chronological benchmarks for pending and future annexations.
a. Identify estimated date of annexation
b. Determine land area, population and assessed valuation of each
2. Task Two — Develop a vision for the Tong -term relationship between the City and the
District.
a. Identify services provided by each
b. Identify areas of joint or cooperative effort including shared services,
resources and programs
c. Identify critical issues to be resolved over the short-term/long
3. Task Three — Develop transition of service criteria addressing:
a. Transfer of direct service responsibility from the District to the City
b. Opportunities for joint staffing of stations, interim service agreements and
other options
c. Identification of assets to be transferred based on statutory requirements and
as may be modified by agreement between the District and City.
4. Task Four - Develop detailed implementation strategies with goals, objectives,
timelines and assignment of responsibility. Facilitate development of a Transition
Agreement to be adopted by the District Board of Commissioners and the City
Council.
ESECG will provide for facilitation of meetings and work sessions, analysis of
annexation proposals and the development of draft documents for review by the District
and City.
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 1
ESECG.Emergency Services Education & Consulting Group
ASSIGNED STAFF FOR THIS PROJECT
Joe Parrott, Senior Consultant
Chief Parrott has served with ESCG since 1999, bringing over 28 years of fire and
emergency services experience. He directed the Gresham Oregon Fire Department as
an assistant fire chief from 1982-1983 and as fire chief from 1983-1998.
Chief Parrott has participated in a number of emergency services evaluations, growth
management and strategic planning processes. He was the Project Manager in the
recently completed evaluations of eight departments in the San Gabriel Valley in east
Los Angles County. Other recently completed project manager assignments include
station location and growth management plans for the city of Carmel, Indiana, Paso
Robles, California, Tamarac, Florida and Battle Creek, Michigan. In addition he has
completed evaluations and customer centered strategic planning processes for twelve
fire agencies in five states including the Orange County Fire Authority, California (pop.
1.1 million).
EDUCATIONAL BACKGROUND
• BS Degree in Management, City University, Bellevue, WA
• AS Degree in Fire Command and Administration, Fort Steilacoom CC
• Extensive Incident Command System Training including: Operations Section Chief;
Incident Commander; Command and General Staff
PROFESSIONAL EXPERIENCE
• 28 years diverse and progressive fire and emergency services experience
• 15 years as Fire Chief — Gresham, Oregon
MISCELLANEOUS EXPERIENCE
• Chairman, Regional Incident Command System Steering Committee
• Chairman Bureau of Emergency Communications Users Board
• Oregon Fire Chiefs Association
• International Association Fire Chiefs
• Oregon Fire Chiefs Association representative to the League of Oregon Cities
• Urban Interface Specialist, National Wildfire Incident Management Team
• Interim Community Development Director, Gresham, Oregon
• Budget Committee member, Centennial School District
ASSOCIATED PROFESSIONAL ACCOMPLISHMENTS
• Oregon Incident Command System Task Force
• League of Oregon Cities "Innovation Award"
• International Association of Fire Chiefs "Award of Merit"
• Oregon Jaycee's "Great Young Person"
• Created regional service delivery system - four cities and one fire Department
Created partnerships with local police agencies for water rescue and hazardous
materials emergency response
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 2
ESECGEmergency Services Education & Consulting Croup
Conrad Kristensen, Analyst
Project Member
Chief Kristensen has served with Emergency Services Consulting Group as a consultant
since 1995. With over 34 years of fire service and consulting experience, he has served
as a volunteer and retired as Fire Chief of Clackamas County Fire District No. 1.
Chief Kristensen has been conducting evaluations and merger/consolidation studies
prior to serving with ESCG. During the past three years Chief Kristensen has
participated as a senior consultant/project member for the following projects:
Kodiak Island (Alaska) Fire Departments — Feasibility Study, five departments
Greensboro (North Carolina) Area — Feasibility Study, five departments
Battle Creek (Michigan) Metropolitan Area — Feasibility Study, seven departments
Sommerset County (Maine) Emergency Services — Feasibility Study, three fire
departments and an ambulance company
Delta (British Columbia) Fire Department — Department Evaluation
Thurston County (Washington) Fire Districts — Feasibility Study, five departments
Clatsop County (Oregon) Fire Districts — Feasibility Study, five departments
Whatcom County (Washington) Fire District — Feasibility Study, five departments
Racine, Caldonia and Mt. Pleasant Fire Depts. Wisconsin — Feasibility Study, three
departments
Kootenai County Fire District, Post Falls and Coeur d'Alene Fire Departments and
Post Falls Ambulance and Rescue, Idaho — Feasibility Study, four departments
Douglas County (Washington) Fire District No. 2 — District Evaluation
Clackamas County (Oregon) Fire District No. 1 — Feasibility Study
Charleston (Oregon) Fire District — District Evaluation
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 3
ESECG Emergency Services Education & Consulting Group
A. A .7 ntti
Project Methodology
Our methodology to performing this project reflects our understanding of the
expectations of the City of Yakima and West Valley Fire Protection District No. 12. The
essential elements of our methodology include:
> A clear understanding of the project background, goals and objectives, and the
complex issues that must be addressed.
> A work plan that is comprehensive, well designed, practical, and which provides
ample opportunities for stakeholder input.
> Sufficient resources and a commitment to successfully complete the project
within the desired time frame and at a reasonable cost.
Stakeholder Input - In order to perform a comprehensive operations review, it is critical
to receive quality information from elected officials and staff of the city/fire district, and
fire and rescue department members. Accordingly, our approach includes interviews
with individuals representing these entities, and others who have valuable information to
communicate to the study team.
Practical Solutions - Our ultimate goal is to provide the city/fire district with a
management tool that can be used now and in the future to improve the efficiency and
effectiveness of emergency services relationships and programs. Thus, our approach
will concentrate on developing practical recommendations. We will emphasize the use
of practical innovations having a history of success.
Project Coordination and Management - A successful transition service plan requires
special efforts to ensure that all functions receive adequate levels of review, that team
members do not duplicate each other's work, and that finding and recommendations are
thoroughly coordinated. We have found that the keys to ensuring that all of these
actions are accomplished are:
■ The development and adherence to a project work plan.
• Clearly assigned project team assignments in terms of work
activities and work products.
• Frequent project team debriefing meetings to share project findings
and ideas.
• Frequent communication with the client to explore tentative findings.
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 4
ESECGEmergency Services Education & Consulting Group
Deliverables
ESECG will be responsible for the following specific deliverables in keeping with the
schedule described below:
1. A technically and professionally competent transition of service plan.
2. Two (2) copies of the draft report will be delivered for review of accuracy of obtained
information.
3. Ten (10) professionally bound copies of the final transition of service plan document.
On -Going Assistance
ESECG is available to provide on-going assistance to the organizations during the
implementation phase of the project and for future revisions of the plan. We will be
available on an as -needed basis for a fee to be negotiated separate from this proposal.
Statement of Availability
ESECG is available to start this project in the time frame as agreed to by the client and
ESECG. We anticipate that this project will take 90 days. We will engage sufficient
numbers of personnel from our network of experienced consultants so as to ensure the
project is completed on time and within the parameters agreed to.
Disclosure Statement
ESECG has no prior relationship with any member of the City of Yakima or West Valley
Fire Protection District No. 12 and is free from any real or perceived conflict of interest or
personal interest that may affect the project.
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 5
ESECGEmergency Services Education & Consulting Group
Cost Quotation
Emergency Services Education & Consulting Group formally bids:
Expenses (travel, lodging, and meals) not to exceed:
Total bid for services, not to exceed:
fe
$10,500.00
$ 2,000.00
$12,500.00
Payment schedule:
• $3,500 payment due within 21 days of signing of contract
• $3,500 payment due upon completion first DRAFT
• $3,500 payment due upon receipt of invoice after completion of project (oral
presentation)
Bid quotation for services is valid for sixty (60) days.
General Requirements of Emergency Services Education & Consulting Group
A. ESECG shall not assign or sublet the whole or part of the contract without the
prior written consent of the department
B. ESECG will not refuse to hire, discharge, promote, demote or otherwise
discriminate in matters of compensation against any person otherwise qualified,
because of age race, creed, color, sex, national origin, ancestry or handicap.
C. ESECG agrees to complete the work as scheduled by the agency, or within a
mutually agreed upon modified time period. Either party may terminate the
agreement by giving 30 days written notice.
D. ESECG is an equal opportunity employer.
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 6
ESECGEmergency Services Education & Consulting Group
Insurance
Emergency Services Education & Consulting Group is a division of Glatfelter Insurance
Group, the parent company of Volunteer Firemen's Insurance Services, York, PA.
Under this arrangement, Emergency Services Education & Consulting Group is self-insured
well in excess of the $1,000,000.00 coverage requested.
Emergency Services Education & Consulting Group will provide all necessary certificates of
insurance coverage upon award of contract.
Res „Firully submitted,
Bruce W. Caldwell, Director of Consulting Services
Emergency Services Education & Consulting Group
Transition of Service Plan — City of Yakima and Yakima County Fire Protection District No. 12 7
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. * / 0
For Meeting Of 12/4/2001
ITEM '1'11'LE: Personal Services Contract with Emergency Services Education and
Consulting Group (ESECG)
SUBMITTED BY: Yakima Fire Department, Al H. Gillespie, Fire Chief
CONTACT PERSON/ TELEPHONE: Al H. Gillespie, Fire Chief, 575.6060
SUMMARY EXPLANATION: This Personal Services Contract will allow the
Emergency Services Education and Consulting Group (ESECG) to facilitate meetings
and establish written reports developed during meetings between the City of Yakima
Fire Department members and members of Yakima Fire Protection District No. 12 to
plan for asset transfer related to annexations by the City and planning for transition of
fire and EMS services in any annexed areas.
The cost of the contract is $10,500 to be paid in three installments, divided equally
between the Fire District and the City, plus expenses, not to exceed $2000. The Yakima
Fire Department will pay for the City's share from their "Professional Services" line
items.
Resolution X Ordinance Contract X Other (Specify)
Funding Source:
APPROVED FOR SUBMITTAL:
City Manager
STAFF RECOMMENDATION: Approve as submitted
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
Resolution adopted. RESOLUTION NO. R-2001-164