HomeMy WebLinkAboutFD Professional Services for EMS Service Delivery StudyAGREEMENT FOR PROFESSIONAL SERVICES WITH
CITYGATE ASSOCIATES, LLC
This Agreement is made and entered into this 6 day of 66A , 20 ctAy
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and CITYGATE ASSOCIATES,
LLC (hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional services are required for an EMS
Service Delivery Study; and
WHEREAS, the CONSULTANT has agreed to render such services;
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NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The City Manager is hereby designated the PROJECT
MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress
and execution of this Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Stewart Gary is hereby designated as the PROJECT DIRECTOR
for CONSULTANT. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall
notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services as follows:
As requested by the PROJECT MANAGER, CONSULTANT shall provide an analysis of
ambulance delivery options for the Fire Department with understood goals, workplan, and final report
as outlined in the CONSULTANT'S "Proposal to Conduct an EMS Service Delivery Study for the
City of San Rafael Fire Department", marked as Exhibit "A," dated September 19, 2022, attached
hereto, and incorporated herein.
3. DUTIES OF CITY.
CITY shall compensate CONSULTANT as provided in Paragraph 4.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT on a time and materials basis for services rendered at the hourly and other
billable rates shown in CONSULTANT'S "Hourly Rates" included in Exhibit "A" attached, in a
total contract amount not to exceed $67,996, including reimbursable expenses.
TERM OF AGREEMENT.
The term of this Agreement shall be for 12 months commencing on October 1, 2022 and
ending on September 30, 2023. Upon mutual agreement of the parties, and subject to the approval of
the City Manager the term of this Agreement may be extended for an additional period of up to 12
months.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to cure
or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice,
within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
9. ASSIGNABILITY.
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The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death,
bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover
any claims arising out of the CONSULTANT's performance of services under this Agreement.
Where CONSULTANT is a professional not required to have a professional license, CITY reserves
the right to require CONSULTANT to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONSULTANT shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONSULTANT's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONSULTANT in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as
ISO form CG20 0104 13.
Revised 9/19/2022
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or worker's compensation
in their text or by endorsement, coverage for
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation, but this
provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONSULTANT under this agreement.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in this
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Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of
the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. CONSULTANT shall, to the fullest extent permitted by law, indemnify, release,
defend, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the
"City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or
expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and
fees of litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the active
negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification
obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active
negligence or willful misconduct. In addition, the acceptance or approval of the
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in
defense of such CLAIMS, provided that (1) the CITY provides advance and prompt written notice
to the CONSULTANT regarding the CLAIMS for which it is seeking a defense and (2) meets
and confers in good faith with CONSULTANT and/or CONSULTANT's insurance company
representative in advance of any election by it to conduct its own defense. The indemnification
and defense required by this clause shall not extend to CLAIMS (1) where the CITY elects to
conduct its own defense and enters into and/or pays a settlement with the claimant(s) without
advance notice to the CONSULTANT, (2) where the CITY elects to conduct its own defense and
the attorneys' fees and litigation expenses it incurs are not reasonable and necessary, and/or (3)
where the CITY does not elect to conduct its own defense but incurs separate attorneys' fees and
costs for which it seeks payment or reimbursement.
B. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
Revised 9/19/2022
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and
hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or by
email, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of
personal delivery, or if emailed, upon the date of sending the email. Notice shall be given as follows:
TO CITY's Project Manager:
TO CONSULTANT's Project Director:
16. INDEPENDENT CONTRACTOR.
Jim Schutz
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Email: Jim.schutz(u�cityofsanrafael.org
Stewart Gary
Citygate Associates, LLC
600 Coolidge Drive, Suite 150
Folsom, CA 95630
Email: sgary@citygateassociates.com
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
Revised 9/19/2022
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation
of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation
by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
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business license as required by the San Rafael Municipal Code CONSULTANT shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONSULTANT has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and in any number of counterparts,
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic
transmission.
[Signatures are on the following page.]
Revised 9/19/2022
IWO
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
N'�- IV7� ""'
Jim S utz, ity Mara er
ATTEST:
je. /Va...'�
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
ROS T F. EPSTEIN, Uty Attorney
Revised 9/19/2022
CONSULTANT
By: /
Name: David C. DeRoos, President
[If CONSULTANT is a corporation, add signature of
second corporate officer]
By:
Name: Kelly Harris
Title: Treasurer
Exhibit A
■ ■ ■ s
CITT&Tf ass;{_Imifs. LSC
6,30 Coo!idge Drive, Suilu 150 s Folsom. CA 95630 a PH 916-458-5100 * FAX 916-983-2090
September 19, 2022
Thomas Wong
City of San Rafael
Senior Management Analyst
Fire Department
T ho m a s. W ong@cityofsanrafael. o rg
RE: PROPOSAL TO CONDUCT AN EMS SERVICE DELIVERY STUDY FOR THE CITY OF SAN
RAFAEL FIRE DEPARTMENT
Dear Mr. Wong:
Citygate Associates, LLC (Citygate) is pleased to present this proposal to conduct an analysis of
ambulance delivery options for the City of San Rafael Fire Department (Department). We
understand the goals of this include the following:
♦ Identify the potential benefits or drawbacks of alternative ambulance delivery
models to include staffing a Basic Life Support (BLS) ambulance operation and the
creation of a part-time Medical Technician job classification including establishing
a minimum set of training standards.
♦ Assess the possibility of an ambulance staff feeder network for internally developed
Advanced Life Support (ALS) candidates.
♦ Assess the different program(s) costs to include overtime, use of force hires, and
training. Assess the management staff required for necessary oversight (staffing,
CQI, education, training) of our current and any potential EMS delivery system.
♦ Review in-depth incident statistics as to service levels, including response times,
standards of coverage and maintaining an Effective Response Force consistent with
Department policies and NFPA standards. Evaluate the current standards of
coverage during the 3rd and 4th out cross -staffed medic unit response.
♦ Assess the impact of both fire engine and ambulance mutual aid to and from San
Rafael for current and potential EMS delivery systems. How will a potential
reduction or addition of safety personnel affect operational response and the need
for mutual aid?
Exhibit A
♦ Options to consider the safety of the public and Department personnel.
♦ Review as -needed Standard Operating Procedures for ambulance services.
♦ Determine ALS candidate pool trends for ALS hires.
♦ Establish the criteria and ability of dispatch to downgrade a call from an ALS call
to a BLS -level response.
♦ Present the analysis, findings, and recommendations in a format suitable for public
policy discussion.
PROJECT APPROACH AND PROPOSED WORK PLAN
Citygate's approach to this project will be consistent with our Project Team members' experience
in EMS deployment analysis and systems planning. Our studies are performed in accordance with
the methodology outlined in Standards of Response Coverage (5th and 6th Editions) as published
by the Commission on Fire Accreditation International (CFAI). Our studies also incorporate
analysis guidelines and best practices from the NFPA, County and state EMS regulations, and
other recognized industry best practices and recommendations. A summary of our experience with
similar studies is described in Attachment B.
Our proposed project Work Plan incorporates four tasks over a seven-month project timeline as
follows.
Subtasks
Citygate and Department project representatives will hold a startup meeting to refine the issues to
be addressed, objectives of the study, and the schedule, budget, and methods of data collection and
analysis.
1.1 Obtain and Review Background Data and Information
♦ At the start of the project, we will develop and submit a list of requested data and
information relevant to this project, including the City's General Plan; growth
forecasts; any appropriate prior studies; City/Department documentation, including
(as available) dispatch data, fleet inventory, facility information, current personnel
and equipment; and other relevant EMS program information. Once we receive the
requested documentation, we will review it prior to the startup meeting and
stakeholder interviews noted in the following subtask.
Exhibit A
♦ Citygate will additionally request Department historical calls -for -service data from
dispatch and Department data systems.
♦ We have found that reviewing this data and information prior to our initial meeting
and interviews improves the effectiveness and value of those meetings since it
results in more focused discussion and follow-up questions.
1.2 Meet with Department Representatives to Initiate Project
♦ In collaboration with Department leadership, Citygate will review and finalize a
detailed Project Work Plan, schedule, deliverables, roles and responsibilities, and
project benchmarks. These tools will assist both the consultants and the Department
in monitoring the progress of the study.
♦ A key to a successful consulting engagement is a mutual understanding of the
project's scope and objectives. In our experience, this early effort to clearly define
expectations, roles, and lines of communication results in a better focus on
substantive issues as the engagement progresses.
♦ To enhance our understanding of the issues at stake in this project, we will meet
with, as appropriate and/or as requested:
➢ Fire Department management, union leadership, and other key staff
➢ Other project stakeholders.
1.3 Ongoing Project Management
Throughout the entire project, we will monitor engagement progress and completion of
tasks, including providing monthly written status reports and oral communications, as
needed.
Task Duration
As Citygate continues to manage the project and provide monthly written status reports, the project
management portions of this task will span the entire duration of the project.
Meetings and Deliverables
♦ A written final project Work Plan, schedule, and background data/information
request
♦ A start-up meeting with the Department's project team
♦ Monthly written reports detailing the project status as well as any project cost or
schedule concerns.
Exhibit A
♦ The deliverables in this task will take two months to complete.
Subtasks
2.1 Conduct Research and Analysis
♦ Use our incident statistics tool, StatsFD, to analyze the response data for volume,
types of need, and patterns of demand for ambulance service.
♦ Obtain Electronic Patient Care Reporting (ePCR) data, without violating HIPPA,
to review the clinical acuity and services provided to transported patients. Compare
this data to the incident type as dispatched and note if the patient was even
transported.
♦ Within City labor policies and agreements, determine the differing ambulance
staffing options.
♦ Conduct a cost of operations analysis of the different options.
♦ Take into consideration the impacts of mutual aid.
♦ Evaluate optimal locations for the deployment of Department ambulance resources
including optimal hours of service, to best serve the City's evolving demographics
and emergency medical services demands.
♦ Conduct follow-up research as needed with Department and City staff via
videoconference.
Task Duration
This task will take approximately three months to complete.
Meetings and Deliverables
There are no deliverables for this task. The analysis, findings, and recommendations from this task
will be incorporated into the mid -project briefing in Task 3.
Exhibit A
Subtasks
3.1 Prepare and Conduct a Preliminary Findings Briefing
♦ Upon completion of Task 2, Citygate will conduct a videoconference briefing of
our research and will draft findings and recommendations for the Department. This
briefing will also include a discussion of any anomalies in the data and the
resolution of any remaining issues.
♦ Pursuant to input received from the Department, Citygate will make any data -
driven changes and then refinements, if needed, will be incorporated into the Draft
Report.
Task Duration
This task will take approximately two months to complete.
Meetings and Deliverables
♦ One videoconference meeting is anticipated for this task to conduct the preliminary
findings briefing.
♦ Preliminary findings briefing document in PowerPoint and other common file
formats such as Excel.
Subtasks
4.1 Prepare Comprehensive Draft Report
The Citygate Project Team will prepare and submit a comprehensive Draft Report to
include exhibits, as appropriate. Upon completion, an electronic version in Microsoft Word
will be transmitted to the Department's project representative for comments using the
"track changes" and "insert comments" tools of Microsoft Word.
4.2 Draft Report Review
We will schedule and conduct a videoconference review of the Draft Report, answer any
questions, and agree on the elements for the Final Report.
Exhibit A
4.3 Prepare and Submit Final Report
Based on results of the review process, we will make any agreed-upon edits and prepare
and deliver a Final Report in PDF format to include exhibits as appropriate. We will also
deliver an on-site presentation of the report in PowerPoint format to an audience of the
client's choosing, if desired.
Task Duration
This task will commence upon completion of Task 3 and will take approximately two months to
complete.
Meetings and Deliverables
♦ A written comprehensive Draft Report with exhibits
♦ A videoconference review of the Draft Report with the Department's project team
♦ A written Final Report with exhibits
♦ An on-site presentation of the Final Report.
STUDY COMPONENTS WITH WHICH THE CITY MUST ASSIST
Both Citygate and the Department understand the complexities related to this study and understand
that the City and Department have the best ability to provide the required data to assist Citygate
with this study. Therefore, the City and Department will assist Citygate by:
♦ Providing data and documents describing the organization, services, and other
information as requested by Citygate, as available
♦ Providing electronic incident response data in a format requested by Citygate
♦ Identifying a single point of contact for this project.
PROJECT TIMELINE
Citygate is available to start this engagement in early November 2022, and we expect this study to
take approximately seven months to complete as shown in the following proposed project
schedule. We understand the City needs the project completed no later than September 30, 2023.
Exhibit A
Proposed Proiect Schedule — Seven Months
Q Issue Document Request List ® Project Start -Up Meeting Q Mid -Project Briefing Q Draft Report Review
0 Deliver Final Report
CITYGATE PROJECT TEAM /ROLES
The qualifications of the Project Team are critical, as it is the expertise and the capabilities of the
consultants involved in the project that ultimately determine the success of the project. We have
carefully assembled the following team members to provide the knowledge, depth, judgment, and
sensitivity required to perform this engagement. Please note that the role of each team member is
described in italics following their biographical paragraph. Project Team resumes are provided in
Attachment A.
Chief Stewart Gary, MPA, Public Safety Principal and Project Manager
Chief Gary is the Public Safety Principal for Citygate Associates and is the
retired Fire Chief of the Livermore -Pleasanton Fire Department in Alameda
County, California. For 14 years, he was a lead instructor, program content
developer, and consultant for the Standards of Coverage process. For many
years he annually taught a 40 -hour course on this systems approach for fire
deployment at the California Fire Academy, and he teaches and consults across
the United States and Canada on the Standards of Coverage process. Over the
last 19 years, he has performed over 400 organizational and deployment studies
on departments as varied in size as Minneapolis, Minnesota; San Diego, California; San Diego
County; the Sacramento Metropolitan Fire District; and Los Angeles County. He has directed
many EMS service delivery studies throughout the Bay Area and California and has significant
consulting experience within Marin County.
Chief Gary will manage this engagement, including oversight of all technical elements and written
work products.
Exhibit A
Chief Samuel Mazza, CFC, CFO, EFO, Sr. Fire and Emergency Services Specialist
Chief Mazza is a Senior Fire and Emergency Services Specialist with over 40
years of fire service experience. He is the retired Fire Chief of the City of
Monterey, California, where he oversaw a successful consolidation of fire
services with the City of Pacific Grove. Prior to his service with Monterey,
Chief Mazza spent over 30 years with CAL FIRE in numerous assignments
spanning state, county, and fire and special district services. He has extensive
collaborative and command experience, including appointment as the
Incident Commander of a Statewide Type -1 Incident Management Team.
Chief Mazza is also a California state Certified Fire Chief, CPSE Chief Fire Officer, Executive
Fire Officer, and National Fire Academy instructor. Chief Mazza has led numerous deployment,
risk assessment, and strategic planning projects for Citygate.
Chief Mazza will assist with research and analysis throughout the project.
Chief Michael Dyer, MPA, Fire and Emergency Services Si3ecialist
f' In his more than 36 years in public safety, Fire Chief Dyer has served as an
ocean lifeguard specialist, Firefighter, Firefighter Paramedic, Firefighter
Specialist, Fire Captain, Battalion Chief, Assistant Fire Chief, Deputy Chief,
and Chief Deputy in the Los Angeles County Fire Department. He retired as
Fire Chief of the Santa Barbara County Fire Department. Chief Dyer
'rA-previously held the number two ranking position in the Los Angeles County
Fire Department. He is certified as a hazardous materials specialist and
Paramedic, and he achieved the certification of Fire Chief from the California
State Fire Marshal. Chief Dyer recently served on several statewide committees. He served on the
California Joint Apprenticeship Management Board, Chair of CALFIRE Contract Counties, and
the Chair of the FIRESCOPE Board of Directors.
Chief Dyer will assist with research and analysis throughout the project.
Michael D. Fay, Statistical Specialist
Mr. Fay has assisted Citygate with deployment studies for over 15 years. He has
over 30 years' experience and has served as a firefighter, EMS director, educator,
consultant, and publisher. As President of Animated Data, Inc., he is the designer
and publisher of StatsFD, formerly NFIRS 5 Alive. Using standard NFIRS 5
Stat -$R) datasets, StatsFD quickly performs diagnostic analysis of fire department
operations.
Exhibit A
Mr. Fay will analyze the response data for volume, types of need, and patterns of demand for
ambulance service.
Eric Lind, MA, Statistical and Operational Analysis Associate
Mr. Lind's 18 years' experience spans several industries, including two years
in municipal government as a performance improvement analyst. His municipal
government experience has largely focused on public safety performance
improvement projects. He has developed baseline system -wide EMS response
time capability and testing alternative models, reviewed medical priority
dispatch systems and dispatch priorities for EMS systems, and improved Public
Safety dispatch process flow. He has also performed an administrative
performance assessment of civilian police staff, a fire facilities location study,
and alternative fire service delivery modeling.
Mr. Lind has used performance improvement and business transformation techniques throughout
his career across the globe. He is skilled with developing and conducting statistical research to
answer operations questions. He is equally comfortable with survey research. Mr. Lind has two
published survey research papers, including one he developed for Rotary International. Mr. Lind
is a Lean Six Sigma Certified Black Belt and has a bachelor's and two master's degrees in
International Business, each from a different country.
Mr. Lind will analyze ePCR data to review the clinical acuity and services provided to transported
patients.
David DeRoos, MPA, CMC, Cit ate President
Mr. DeRoos has 30 years' experience as a consultant to local government,
preceded by five years as an assistant to the City Administrator. He earned his
undergraduate degree in Political Science / Public Service (Phi Beta Kappa)
from the University of California, Davis, and he holds a Master of Public
Administration degree from the University of Southern California. Prior to
becoming a Principal in Citygate in 1991, he was a Senior Manager in the local
government consulting division of Ernst & Young.
Mr. DeRoos is responsible for ensuring that the project is conducted smoothly
and efficiently within the schedule and budget allocated and that project deliverables meet the
highest quality standards.
Exhibit A
PROJECT COSTS
Our charges are based on actual time spent by our consultants at their established billing rates,
plus reimbursable expenses incurred in conjunction with travel, printing, clerical, and support
services related to the engagement. We will undertake this study for a "not -to -exceed" total cost
based on our Work Plan and scope of work as follows:
This cost proposal reflects our best effort to be responsive to the Department's needs for this
project. If our proposed scope of work and costs are not in alignment with Department needs or
expectations, we are open to discussing modifications.
The price quoted is effective for 90 days and includes one Draft Report review cycle. Additional
draft cycles or processing delays requested by the Department would be billed in addition to the
contracted amount at our time and materials rates.
Hourly Rates
Classification
Citygate President
Rate
$260 per hour
Consultant
David DeRoos
Public Safety Principal and Project Manager
$260 per hour
Stewart Gary
Senior Fire and Emergency Services Specialist
$250 per hour
Samuel Mazza
Fire and Emergency Services Specialist
$215 per hour
Michael Dyer
Statistical Specialist
$195 per hour
Michael Fay
Statistical and Operational Analysis Associate
$195 per hour
Eric Lind
Report Project Administrator
$140 per hour
Various
Administrative Support
$100 per hour
Various
Billing Schedule
We will invoice monthly for time, reimbursable expenses incurred at actual costs, plus a seven -
and -a -half percent (7.5%) administration charge in lieu of individual charges for copies, phone,
etc. Our invoices are payable within thirty (30) days. Citygate's billing terms are net thirty (30)
days plus two percent (2%) for day thirty-one (3 1) and two percent (2%) per month thereafter. Our
practice is to send both our monthly status report and invoice electronically. If we are selected for
this project, we will request the email for the appropriate recipients of the electronic documents.
Exhibit A
Hard copies of these documents will be provided only upon request. We prefer to receive payment
through ACH Transfer, if available.
We request that ten percent (10%) of the project cost be advanced at the execution of the contract,
to be used to offset our start-up costs. This advance would be credited to our last invoice.
As President of the firm, I am authorized to execute a binding contract on behalf of Citygate. For
questions concerning this proposal, please contact Stewart Gary, Citygate's Public Safety
Principal, at (916) 458-5100, extension 305 or via email at soar a7citvgateassociates.eom. Please
also send emails to admina.ei gateassoeiates.com to ensure a prompt response.
Since ly,
.mac. 'A4
David C. DeRoos, MPA, CMC
President
cc: Stewart Gary
Samuel Mazza
Michael Dyer
Attachments: A—Project Team Resumes
B—Related Project Experience
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Fire
Project Manager: Thomas Wong
Contractor Name: Citygate Associates
Contractor's Contact: Stewart Gary
Extension: 5360
Contact's Email: sgary@citygateassociates.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
N/A
Check/initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
❑
7/22/2022
b. Email contract (in Word) and attachments to City
TW
Attorney c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
N/A
and return to Project Manager
N/A
❑
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
❑
3
Department Director
Approval of final agreement form to send to
Click or tap
❑X DW
contractor
to enter a
Project Manager
Forward three (3) originals of final agreement to
date.
4
9/15/2022
contractor for their signature
5
Project Manager When necessary, contractor -signed agreement
0 N/A
agendized for City Council approval *
*City Council approval required for Professional Services
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
_
Project Manager
Forward signed original agreements to City
9/20/22
TW
Attorney with printed copy of this routing form
Review and approve hard copy of signed
7
City Attorney
{�
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
(ZZ
II
V
V
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
lollz
)K
official
10
City Clerk
Attest signatures, retains original agreement and
)
() o
forwards copies to Project Manager
I i