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FD Staffing and Resource Deployment Services
AGREEMENT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND EMERGENCY SERVICES CONSULTING INTERNATIONAL, INC FOR STAFFING AND RESOURCE DEPLOYMENT SERVICES This Agreement is made and entered into as of March 26, 2024 (the "Effective Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and EMERGENCY SERVICES CONSULTING INTERNATIONAL, INC, an Oregon corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement." RECITALS A. CITY desires to secure professional services more fully described in this Agreement, at Exhibit A, entitled "SCOPE OF SERVICES"; and B. CONSULTANT represents that it, and its subcontractors, if any, have the professional qualifications, expertise, and necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of CITY; and C. The Parties have specified herein the terms and conditions under which such services will be provided and paid for. NOW, THEREFORE, the parties hereby agree as follows: AGREEMENT SERVICES TO BE PROVIDED. Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise (collectively referred to as "Services") to satisfactorily complete the work required by CITY at its sole risk and expense. Services to be provided to CITY are more fully described in Exhibit A entitled "SCOPE OF SERVICES." CONSULTANT acknowledges that the execution of this Agreement by CITY is predicated upon representations made by CONSULTANT in that certain proposal, dated February 8, 2024 ("Proposal") set forth in Exhibit A, which constitutes the basis for this Agreement. 2. COMPENSATION. In consideration for CONSULTANT's complete performance of Services, CITY shall pay CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit Rev 08 22 rates and rates per hour for labor, as set forth in Iahihit A, for a total amount not to exceed $31,323. CONSULTANT will bill City on a monthly basis for Services provided by CONSULTANT during the preceding month, subject to verification by CITY. CITY will pay CONSULTANT within thirty (30) days of City's receipt of invoice. TERM OF AGREEMENT. Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on the Effective Date of this Agreement and terminate on June 30, 2025. 4. PROJECT COORDINATION. A. CITY'S Project Manager. The Fire Chief 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. Joe Powers 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. 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. v 08 22 2 6. 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. 7. 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. 8. ASSIGNABILITY. 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. 9. INSURANCE REQUIREMENTS. During the term of this Agreement, and for any time period set forth in Exhibit 13, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B. 10. INDEMNIFICATION. A. Except as otherwise provided in subparagraph B of this section, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, 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, 08.22 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. B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. C. 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. 11. 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 performance of its duties and obligations under this Agreement. 12. 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. 13. 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. 08.22 4 14. 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 deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: To CITY's Project Manager: Abraham Roman, Acting Fire Chief 1375 Fifth Avenue San Rafael, CA 94901 15. INDEPENDENT CONTRACTOR. To CONSULTANT's Project Director: Joe Powers, Managing Director 4795 Meadow Wood Ln, Suite 110 Chantilly, Virginia 20151 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. 16. ENTIRE AGREEMENT -- AMENDMENTS. 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. 17. 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, v 08 22 agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 18. 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 ofthis Agreement or any applicable law, ordinance or regulation. 19. 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. 20. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and 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). 21. 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. 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 23. 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. v 08 22 [Signatures are on the following page.] v 08 22 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL: �risfine A!ilovich CRISTINE ALILOVICH, City Manager APPROVED AS TO FORM: Office of the City Attorney 9 C-IP A By: GENEVIEVE COYLE, Assistant City Attorney CONSULTANT: Emergency Services Consulting International WA ri IF] l Title: Managing Director [If CONSULTANT is a corporation, add signature of second corporate officer] ATTEST: By: City Clerk Name: Title: LINDSAY LARA, City Clerk EXHIBIT A SCOPE OF SERVICES The Services to be performed for CITY by CONSULTANT under this Agreement are more fully described in CONSULTANT's proposal, which is attached to this Exhibit A. Rev 08.22 A-1 EXHIBIT B INSURANCE REQUIREMENTS During the term of this Agreement, and for any time period set forth below, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this Exhibit B. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. Commercial general liability. 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. Automobile liability. 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. Professional liability. 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. Workers' compensation. If it employs any person, CONSULTANT shall maintain workers' 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 workers' 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 workers' 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 Rev 0822 B-1 ISO form CG20 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or workers' 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. Ifthe 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. 9. CONSULTANT agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT, except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the performance of Services will be submitted to CITY for review. 10. CONSULTANT agrees to be responsible for ensuring that no contract used by any party involved in any way with the Services reserves the right to charge CITY or CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any v 08 22 B-2 such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against CITY for payment of premiums or other amounts with respect thereto. C. Deductibles and SIR's. Any deductibles or self -insured retentions in CONSULTANT's insurance policies must be declared to and approved by the CITY 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 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 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 the CITY. PROJECT PROPOSAL Prepared by: � � EMERGENCY SERVICES 4 CONSULTING INTERNATIONAL 4795 Meadow Wood Lane Suite 110 Chantilly, Virginia 20151 Exhibit A STAFFING & RESOURCE DEPLOYMENT STUDY San Rafael Fire Department San Rafael, California Exhibit A COVER LETTER Chief Roman & Chief Sinnott, Emergency Services Consulting International (ESCI) is pleased to submit our proposal for the Staffing & Resource Deployment Study for the San Rafael Fire Department. ESCI is well - positioned to assist you with this critical project. ESCI has worked with many communities across the country; our project team has significant experience in the development and delivery of Cultural Studies, Expansion Studies, Community Risk Assessments, Standards of Cover, Strategic Plans, Agency Evaluations, Master Plans, Staffing and Organizational Studies, Fire Station Assessments, and similar planning studies and reports. Established in 1976, ESCI specializes in high -quality, professional consulting services to public safety and emergency management organizations throughout the United States and Canada. Considered the nation's leader in public safety consulting, the ESCI team brings first-hand experience and subject matter experts in emergency planning, mitigation, response, and recovery, with active involvement in highly visible and responsible leadership positions. ESCI operates on the principles of honesty, integrity, and service. You can count on us to understand your issues, challenges, and responsibilities and to provide proven, community -driven solutions and best practices designed to meet your specific needs on time and within budget. We thank you for the opportunity to present this proposal, and we look forward to working with you on this critical project. Should you have any questions, please do not hesitate to contact me at joe.powers@esci.us. Since Joe Powers, Managing Director Emergency Services Consulting International esci.us 1 503.570.7778 1 joe.Powers@esci.us Since 2008, ESCI has been the consulting firm of the International Association of Fire Chiefs. Exhibit A ESCI OVERVIEW Since 1976, ESCI's strength has been its commitment to customer satisfaction, innovation, and quality services. We are a vision -driven organization that is growing and changing to meet the dynamic challenges and opportunities for public safety services worldwide. ESCI approaches its mission in a manner that results in scalable, sustainable, and defensible solutions for all types and sizes of public safety organizations. Our formula is simple. We utilize the best and brightest consultants, professionals, strategic partners, and subject matter experts. These amazing men and women provide validated and proven analysis of current and future conditions, compare findings against industry best practices and community standards and provide innovative, sustainable, and customized solutions for the future. We take the time to develop meaningful relationships with our clients and partners, provide recognition of the essential and vital work of public safety agencies, and demonstrate unwavering respect for the men and women providing public safety services worldwide. ESCI is thinking differently about public safety consulting to help change the world, one community at a time. I encourage you to read through this prospectus and learn all we offer. We'd love to work with you and your community. // We accomplish this by providing the highest value of consulting services and educational programs. AtAt The mission of ESCI is to provide expertise and guidance that enhances community safety. Exhibit A THE ESCI ADVANTAGE ESCI's advantage begins with our technical expertise and capability, extends to our experienced and highly qualified staff, and concludes with a product that will enable your organization to meet the challenges of emergency services into the future. ESCI's team has first-hand experience in the process of analyzing emergency service providers and recommending an array of opportunities that are economically, culturally, and operationally feasible. Each team member is a specialist in fire, rescue, law enforcement, EMS, or related fields. The team will work collaboratively to create the best possible strategies and options for your organization. The ESCI Advantage includes: • A clear understanding and appreciation of the complexity of the local and regional environment. • Over 40 years of public safety consulting experience; the successful completion of hundreds of consulting engagements. • The ability to deliver a high -quality product on time, and with organizational support and endorsement. • Knowledge of contemporary issues associated with the delivery of emergency services. • Experience with a variety of jurisdictions including municipalities, counties, and state governments. • A highly skilled and knowledgeable team of professionals with skill -sets necessary to meet your ESCI AT A GLANCE As the consulting firm of the International Association of Fire Chiefs, Emergency Services Consulting International has reliably met the needs of emergency services agencies for over nearly fifty years. With our international presence, ESCI has the ability to draw upon a international network of resources to assist with fire, EMS, law enforcement and homeland security agencies to plan and adapt to future needs. PLANNING SERVICES RISK ASSESSMENT & RESOURCE DEPLOYMENT PUBLIC SAFETY AGENCY MANAGMENT & ASSESSMENT RECRUITMENT, TESTING & PROMOTION r] Director: Human Capital • IAFC Executive Director ESCI CEO Managing Director ESCI Business �- Quality Assurance Manager Senior 110 Advisor Project Manager Operations Manager 1 110 Project Manager 110 Project Manager Project Manager Project Manager GIS Project Manager Admin Assistant Industrial/Orgnizational IndustriallOrgnizational Psychologist Psychologist Project Manager& Onboading Liaison Ind ustriallOrgnizational IndustriallOrgnizatio nal Psychologist Psychologist Contracted Associates I Finance Analysts Intern I Intern -N Subject Matter Experts , GIS & Data Analytics Exhibit A Proposal Submission Date February 8, 2024 STAFFING & RESOURCE DEPLOYMENT STUDY SAN RAFAEL, CALIFORNIA The City of San Rafael, California, is seeking a qualified public safety consulting firm to conduct an independent Staffing and Resource Deployment Study for the San Rafael Fire Department (SRFD). The proposed study will evaluate current and potential station locations and deployment of equipment and personnel against industry standards (such as NFPA 1710, the CPSE/CFAI accreditation model, and the ISO PPC grading schedule) and offer infrastructure/deployment and staffing recommendations that will best address the changing risk profile as the city continues to grow and change year-to-year. The project consists of three components, beginning with an Evaluation of Current Conditions. In this step, ESCI reviews existing facility location, risk, and demand and conducts a detailed analysis of current service delivery and response performance. These observations and findings are compared with industry standards and best practices, accompanied by recommendations for changes, when necessary. The next step is the development of Future Service Demand Forecasts. ESCI uses historical population data, census information, comprehensive plans, and past incident history to project anticipated future workload and identifies community risk. Finally, the report uses the information gathered to identify and evaluate Future Strategies to meet long-range needs. The approaches may include modifying or relocating the existing fire stations and identifying potential locations of future stations with appropriate apparatus. Additionally, it may include staffing in a phased approach with triggers, as appropriate. Exhibit A Proposal Submission Date February 8, 2024 SCOPE OF WORK Phase I: Project Initiation & Site Visit Task 1-A: Project Initiation & Development of Work Plan ESCI will develop a project work plan based on the scope of work and converse with the San Rafael Fire Department project team to understand the background, goals, and expectations. This work plan will be developed, identifying the following: • Primary tasks to be performed • Person(s) responsible for each task • Timetable for each task to be completed • Method of evaluating results (including metrics against which to measure performance improvements) • Resources to be utilized • Possible obstacles or problem areas associated with the accomplishment of each task This process will also help to establish working relationships, make logistical arrangements, determine appropriate lines of communication, and finalize contractual arrangements. Task 1—B: Acquisition & Review of Background Information ESCI will request pertinent information and data from the SRFD project manager. This data will be used extensively in the analysis and development of the study. The documents and information relevant to this project will include, but not be limited to, the following: • Past or current agency studies or research, such as ISO PPC rating reports • City Comprehensive Plan documents, including current and future land use information • Local census and demographic data • Zoning maps and zoning code • Standard Operating Guidelines (SOGs) and service delivery practices • Current service delivery objectives and targets • Resource deployment documents • Facility and apparatus inventories • Automatic and mutual aid agreements • CAD & NFIRS records for the most recent five years • Local Geographic Information Systems (GIS) data Exhibit A Proposal Submission Date February 8, 2024 Task 1-C: Site Visit & Stakeholder Input The ESCI project team will conduct on -site interviews and gather information from key personnel, potentially including: • Elected or appointed officials from the City of San Rafael • SRFD chief officers, managers, and other key staff • Community planning staff • External fire and EMS agencies within the region that respond with the SRFD • Employee groups • Others as they may contribute to the project The project team will interview key stakeholders of any organization that may be associated with this study. At a minimum, members of the project team will interview appropriate city officials, department officials, labor organization representatives, and other stakeholders that the project team deems necessary. Phase II: Evaluation of Current Conditions This phase of the study focuses on a baseline assessment of the current conditions and current service performance by function. The purpose of this evaluation is to create a benchmark against which the options for future service delivery can be measured. Task 2-A: Organizational Overview An overview of the SRFD and surrounding community will be developed by discussing: • Service area population and demographics • History, formation, and general description of the SRFD • Governance and lines of authority • Foundational policy documents • Organizational design • Operating budget, funding, fees, taxation, and financial resources • Description of the current service delivery infrastructure Task 2-13: Operational and Administrative Staffing ESCI will review current SRFD operational and administrative staffing levels, distribution by function, location, and assignment and scheduling methodology. Specific emphasis will be placed on operational staffing measured against current industry standards. Exhibit A Proposal Submission Date February 8, 2024 Task 2-C: Capital Assets and Capital Improvement Program (CIP) ESCI will review the status of current major capital apparatus and equipment and analyze needs relative to the existing condition and their viability for continued use in future service delivery, including: Facilities: Review and make observations in areas related to station efficiency and functionality. Items to be contained in the report include: • Design • Construction • Safety • Future viability • Staff facilities • Efficiency Apparatus/Vehicles: ESCI will review and make recommendations regarding apparatus and equipment, providing an analysis of the SRFD fleet, including all response, support, and staff vehicles. The evaluation shall consider types, numbers, replacements, conditions, useful life, locations, and deployment. Items to be reviewed include: • Age, condition, and serviceability • Distribution and deployment • Maintenance • Regulatory compliance • Future needs Task 2—D: Service Delivery and Performance ESCI will review and make observations in areas specifically involved in, or affecting, service levels and performance, as benchmarked against various industry standards. Areas to be reviewed shall include, but not necessarily be limited to: • Service Demand • Analysis and geographic display of current service demand by incident type and temporal variation. • Resource Distribution • Overview of the current facility and apparatus deployment strategy, analyzed through Geographic Information Systems software, with identification of service gaps and redundancies. Exhibit A Proposal Submission Date February 8, 2024 • Resource Concentration • Analysis of response time to achieve full effective response force (ERF). • Analysis of company and staff distribution as related to effective response force assembly. • Response Reliability • Analysis of current workload, including unit hour utilization (UHU) of individual companies (to the extent data is complete). • Review of actual or estimated failure rates of individual companies (to the extent data is complete). • Analysis of call concurrency and impact on effective response force assembly. • Response Performance • Analysis of actual system reflex time performance, analyzed by individual companies (to the extent data is available). • Mutual and automatic aid systems Task 2-E: Marinwood Resource Impact Study ESCI will evaluate the impact of the Marinwood resource partnership on emergency services in the northern portion of the San Rafael response district. This portion of the study will determine the district -wide ERF performance and travel time coverage with and without the Marinwood resources available. Phase III: Future System Demand Projections This phase of the project assesses the drivers of fire, rescue, and EMS system change, service demand, and community risks that the SRFD can be expected to face. ESCI will analyze the City of San Rafael's growth projections and interpret their impact on fire, rescue, and EMS service planning and delivery. Task 3-A: Population Growth Projections An interpretation of available census and community development data will be provided, indicating the following: • Population history • Census -based population growth projections and demographic changes anticipated 0 Community planning -based population growth projections Exhibit A Proposal Submission Date February 8, 2024 Task 3-B: Community Risk Review Information will be used to analyze and classify community fire, rescue, and EMS challenges by geography. This process will be completed with GIS software and will consider: • Population and population density • Demographics Community land use regulations • Occupancy types by land use designation Task 3-C: Service Demand Projections Population growth projections, community risk profiles, service alternatives, service delivery gaps, and historical and forecast incident rates will be utilized to develop projections for future service demand. Phase IV: Fire Station Location, Apparatus, and Staffing Recommendations The project concludes with strategies intended to place the SRFD in a position to serve its future demand and risk successfully. ESCI will develop and analyze various facility locations and unit staffing and deployment models for providing fire, rescue, and EMS services to identify those options that can deliver the desired levels of service at the most efficient cost. Recommendations for enhancements to the service delivery system will be provided in a phased approach, identifying the best long-range strategies for service delivery and the impact of initiating such a strategy. Task 4-A: Response Goals and Deployment Strategy A review of existing response performance goals will be completed with recommendations for changes, if appropriate, which will be offered for consideration by the SRFD. It will be important to match the nature and type of risks identified along with options for resources needed and deployment considered optimum for initiation as a long-term strategy. Response goals and deployment options will be developed with consideration given to the following: • Critical components of deployment • Apparatus and staffing configuration • Levels of an effective response Current and recommended response capability • Response zones and response time requirements • Distribution, concentration, and reliability of coverage Exhibit A Proposal Submission Date February 8, 2024 Task 4-13: Recommended Long -Term Strategy ESCI will develop a recommended, phased, long-term strategy for facility location and functional staffing and deployment that will improve the department's level of service towards the identified performance objectives and targets. This may include, but is not necessarily limited to, specific recommendations regarding: • Renovation or relocation of the existing fire stations. • General locations of future, necessary fire stations. • Trigger points for the construction of new fire stations. • Impacts on ISO PPC rating. Phase V: Development, Review, and Delivery of Fire Station Location & Deployment Study Task 5-A: Development and Review of Draft Project Report ESCI will develop and produce an electronic version of the draft written report for review by the SRFD team and other client representatives, as appropriate. Client feedback is a critical part of this project, and adequate opportunity will be provided for iterative review and discussion of the draft report prior to finalization. The report will include: • Detailed narrative analysis of each report component structured in easy -to -read sections and accompanied by explanatory support to encourage understanding by both staff and civilian readers. • Clearly designated recommendations highlighted for easy reference and cataloged as necessary in a report appendix. • Supportive charts, graphs, and diagrams, where appropriate. • Supportive maps, utilizing GIS analysis as necessary. Exhibit A Proposal Submission Date February 8, 2024 Task 5-13: Delivery and Presentation of Final Project Report ESCI will complete any necessary draft revisions and provide the City of San Rafael with an electronic copy in PDF file format. A formal presentation of the project report will be made by ESCI project team member(s) to staff, elected officials, and/or the public as necessary and will include the following: • A summary of the report's nature, the analysis methods, the primary findings, and critical recommendations. • Supportive audio-visual presentation. • Review and explanation of primary supportive charts, graphs, diagrams, and maps, where appropriate. • Opportunity for questions and answers, as needed. • All presentation materials, files, graphics, and written material will be provided to the client at the conclusion of the presentation(s). Fire Station Location & Deployment Study Completion Timelines ESCI offers the following project timeline, which is subject to change, based upon the mutual agreement of the San Rafael Fire Department and ESCI. The timeline will not begin until ESCI is provided with all information and data necessary for the project's successful completion. ESCI estimates a timeline of 120 days from the completion of fieldwork. Project Phase -1 Month Month Month Month Onboarding: Data & Document Collection I Phase I: Project Initiation & Site Visit Phase II: Evaluation of Current Conditions Phase III: Future System Demand Projections Phase IV: Fire Station Location, Apparatus, and Staffing Recommendations Phase V: Development, Review, & Delivery of the Fire Station Location & Deployment Study Exhibit A Proposal Submission Date February 8, 2024 Fire Station Location & Deployment Study Proposed Project Fee Emergency Services Consulting International is pleased to present the formal cost proposal for the project outlined in the Scope of Work. Phase I: Project Initiation & Site Visit 1 $8,580 1 $3,584 1 $12,164 Phase II: Evaluation of Current Conditions $6,486 $0 $6,486 Phase III: Future System Demand Projections 1 $3,214 1 $0 1 $3,214 Phase IV: Fire Station Location, Apparatus, and Staffing Recommendations Phase V: Development, Review, & Delivery of the Fire Station Location & Deployment Study $2,176 1 $0 $5,229 1 $2,054 $2,176 $7,283 Pricing is valid for six months from the proposal submission date. Proposed Payment Schedule • 10% payment due upon signing of the contract. • Monthly invoicing thereafter as work progresses. ESCI Hourly Rates Senior Level Project Oversight, Senior Data Engineer/SME ..................... $260/hr. Project Manager, Senior Consultant....................................................... $230/hr. Consultant............................................................................................ $200/hr. DataAnalyst.......................................................................................... $1 50/hr. AdminSupport........................................................................................ $90/hr. Standards of Coverage/Deployment Study Final Audit Report 2024-03-26 Created: 2024-03-15 By: Thomas Wong (Thomas.Wong@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAA6sAAg4wkv_bOAAuDiOkk4wXLXO5uVzEB "Standards of Coverage/Deployment Study" History Document created by Thomas Wong (Thomas.Wong@cityofsanrafael.org) 2024-03-15 - 6:55:40 PM GMT- IP address: 199.88.113.8 E'14 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-03-15 - 6:55:49 PM GMT E-"* Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-03-15 - 6:55:49 PM GMT E41 Document emailed to city.clerk@cityofsanrafael.org for approval 2024-03-15 - 6:55:49 PM GMT Ei., Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-03-15 - 6:55:49 PM GMT E'► Document emailed to city.clerk@cityofsanrafael.org for signature 2024-03-15 - 6:55:49 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-03-15 - 7:00:19 PM GMT- IP address: 104.47.65.254 Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-03-15 - 7:29:29 PM GMT- IP address: 104.47.64.254 6© Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-03-15 - 7:31:03 PM GMT - Time Source: server- IP address: 199.88.113.8 Email viewed by city.clerk@cityofsanrafael.org 2024-03-15 - 7:47:14 PM GMT- IP address: 104.47.65.254 Email viewed by city.clerk@cityofsanrafael.org 2024-03-15 - 7:47:43 PM GMT- IP address: 104.47.65.254 Q Adobe Acrobat Sign b© Signer city.clerk@cityofsanrafael.org entered name at signing as Lindsay Lara 2024-03-15 - 7:47:53 PM GMT- IP address: 67.169.52.201 6e Document approved by Lindsay Lara (city.clerk@cityofsanrafael.org) Approval Date: 2024-03-15 - 7:47:55 PM GMT - Time Source: server- IP address: 67.169.52.201 Email viewed by cristine.alilovich@cityofsanrafael.org 2024-03-15 - 9:11:54 PM GMT- IP address: 174.249.152.183 Email viewed by city.clerk@cityofsanrafael.org 2024-03-18 - 4:07:32 PM GMT- IP address: 104.47.64.254 Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-03-18 - 4:31:32 PM GMT- IP address: 104.47.64.254 d© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-03-18 - 5:17:29 PM GMT - Time Source: server- IP address: 199.88.113.8 Email viewed by city.clerk@cityofsanrafael.org 2024-03-19-11:23:20 PM GMT- IP address: 104.47.65.254 Email viewed by city.clerk@cityofsanrafael.org 2024-03-21 - 11:30:20 PM GMT- IP address: 104.47.65.254 Email viewed by city.clerk@cityofsanrafael.org 2024-03-25 - 2:53:51 PM GMT- IP address: 104.47.64.254 !l Email viewed by cristine.alilovich@cityofsanrafael.org 2024-03-26 - 10:38:47 PM GMT- IP address: 104.47.64.254 b� Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-03-26 - 10:39:23 PM GMT- IP address: 73.170.251.162 d© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-03-26 - 10:39:25 PM GMT - Time Source: server- IP address: 73.170.251.162 cS© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-03-26 - 11:11:09 PM GMT- IP address: 199.88.113.8 b© Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-03-26 - 11:11:11 PM GMT - Time Source: server- IP address: 199.88.113.8 Agreement completed. 2024-03-26 - 11:11:11 PM GMT E3 Adobe Acrobat Sign