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HomeMy WebLinkAboutMatrix Consulting Fire Department 2019 1 3qD ORIGINAL y 0I Oshkosh PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT,made on the 24TH day of JANUARY,2019 by and between the CITY of OSHKOSH, hereinafter referred to as CITY, and MATRIX CONSULTING GROUP, 201 SAN ANTONIO CIRCLE, SUITE 148,MOUNTAIN VIEW,CA 94040,hereinafter referred to as the CONSULTANT. WITNESSETH: That the CITY and the CONSULTANT, for the consideration hereinafter named, enter into the following Agreement. COMPONENT PARTS OF THE AGREEMENT This Agreement consists of the following component parts, all of which are as fully a part of this Agreement as if herein set out verbatim, or if not attached, as if hereto attached: 1. This Instrument 2. Consultant's Professional Services Proposal dated JANUARY 11,2019, and attached hereto. In the event that any provision in any of the above component parts of this Agreement conflicts with any provision in any other of the component parts, the provision in the component part first enumerated above shall govern over any other component part which follows it numerically except as may be otherwise specifically stated. CITY REPRESENTATIVE The CITY shall assign the following individual to manage this Agreement: (MIKE STANLEY, FIRE CHIEF) SCOPE OF WORK The CONSULTANT shall provide the services described in the CONSULTANT's attached Professional Services Proposal. CITY may make or approve changes within the general Scope of Services contained within the Professional Services Proposal and in this AGREEMENT.If such changes affect CONSULTANT's cost or time required for performance of the services, an equitable adjustment will be made through an amendment to this AGREEMENT. City Hall,215 Church Avenue P.O.Box 1130 Oshkosh,WI 54903-1130 http://www.ci.oshkosh.wi.us , RECORDS AND INSTRUMENTS OF SERVICE All reports, drawings, software, data, computer files, and other materials, documents and instruments prepared by the CONSULTANT as instruments of service shall remain the property of the CITY. Any document related to this agreement, whether in electronic or paper form, is considered a public record and shall be provided to the City upon request. The CONSULTANT may provide the City with an explanation of why they believe any document should not be released to the public. The City shall make all final determinations regarding the existence or release of any document related to this agreement. TERM AND TERMINATION A. Term. This Agreement shall commence upon the date indicated above and shall terminate on December 31, 2019, unless terminated earlier by one of the parties as provided below, except that CITY may extend this Agreement,upon written notice to CONSULTANT. B. Termination. 1. For Cause. If either party shall fail to fulfill in timely and proper manner any of the obligations under this Agreement, the other party shall have the right to terminate this Agreement by written notice. In this event,the CONSULTANT shall be entitled to compensation to the date of delivery of the Notice. 2. For Convenience. The CITY may terminate this Agreement at any time by giving written notice to the CONSULTANT no later than 30 calendar days before the termination date. TIME OF COMPLETION The CONSULTANT shall perform the services under this Agreement with reasonable diligence and expediency consistent with sound professional practices. The CITY agrees that the CONSULTANT is not responsible for damages arising directly or indirectly from any delays for causes beyond the CONSULTANT's control. For the purposes of this Agreement, such causes include,but are not limited to, strikes or other labor disputes, severe weather disruptions or other natural disasters, or failure of performance by the CITY. If the delays resulting from any such causes increase the time required by the CONSULTANT to perform its services in an orderly and efficient manner, the CONSULTANT shall be entitled to an equitable adjustment in schedule. SUSPENSION, DELAY,OR INTERRUPTION OF WORK CITY may suspend, delay, or interrupt the Services of CONSULTANT for the convenience of CITY. In such event, CONSULTANT's contract price and schedule shall be equitably adjusted. ASSIGNMENT CONSULTANT shall not have the right to assign this Agreement without the written prior consent of the City. INDEPENDENT CONSULTANT CONSULTANT is an independent CONSULTANT and is not an employee of the CITY. COOPERATION IN LITIGATION AND AUDITS CONSULTANT shall fully and completely cooperate with the City, the City's insurer, the City's attorneys, the City's Auditors or other representative of the City(collectively, the"City" for purposes of this Article) in connection with (a) any internal or governmental investigation or administrative, regulatory, arbitral or judicial proceeding (collectively "Litigation") or internal or governmental Audit, with respect to matters relating to this Agreement; other than a third party proceeding in which CONSULTANT is a named party and CONSULTANT and the City have not entered into a mutually acceptable joint defense agreement. Such cooperation may include,but shall not be limited to, responding to requests for documents and/or other records, and making CONSULTANT's employees available to the City (or their respective insurers, attorneys or auditors) upon reasonable notice for: (i) interviews, factual investigations, and providing declarations or affidavits that provide truthful information in connection with any Litigation or Audit; (ii) appearing at the request of the City to give testimony without requiring service of a subpoena or other legal process; (iii) volunteering to the City all pertinent information related to any Litigation or Audit; and (iv) providing information and legal representations to auditors in a form and within a timeframe requested. City shall reimburse CONSULTANT for reasonable direct expenses incurred in connection with providing documents and records required under this paragraph and may require, at the City's sole discretion,such expenses to be documented by receipts or other appropriate documentation. Reasonable direct expenses include costs, such as copying, postage and similar costs; but do not include wages, salaries, benefits and other employee compensation. CONSULTANT shall not be entitled to additional compensation for employee services provided under this paragraph. STANDARD OF CARE The standard of care applicable to CONSULTANT's Services will be the degree of skill and diligence normally employed by professional CONSULTANTs or consultants performing the same or similar Services at the time said services are performed. CONSULTANT will re-perform any services not meeting this standard without additional compensation. CITY RESPONSIBILITIES The CITY shall furnish, at the CONSULTANT's request, such information as is needed by the CONSULTANT to aid in the progress of the project, providing it is reasonably obtainable from City records. CONSULTANT may reasonably rely upon the accuracy,timeliness,and completeness of the information provided by CITY. To prevent any unreasonable delay in the CONSULTANT's work, the CITY will examine all reports and other documents and will make any authorizations necessary to proceed with work within a reasonable time period. PAYMENT A. The Agreement Sum. The CITY shall pay to the CONSULTANT for the performance of the Agreement the amount of $49,500.00 in the Cost Proposal of the Consultant's Professional Services Proposal dated January 11, 2019. B.Method of Payment. The CONSULTANT shall submit itemized monthly statements for services. The CITY shall pay the CONSULTANT within 30 calendar days after receipt of such statement. If any statement amount is disputed, the CITY may withhold payment of such amount and shall provide to CONSULTANT a statement as to the reason(s) for withholding payment. C. Additional Costs. Costs for additional services shall be negotiated and set forth in a written amendment to this Agreement executed by both parties prior to proceeding with the work covered under the subject amendment. HOLD HARMLESS The CONSULTANT covenants and agrees to protect and hold the City of Oshkosh harmless against all actions, claims, and demands which may be to the proportionate extent caused by or result from the intentional or negligent acts of the CONSULTANT, its agents or assigns, its employees, or its SUBCONSULTANTs related to the performance of this Agreement or be caused or result from any violation of any law or administrative regulation, and shall indemnify or refund to the CITY all sums including court costs, attorney fees, and punitive damages which the CITY may be obliged or adjudged to pay on any such claims or demands within thirty (30) days of the date of the CITY's written demand for indemnification or refund for those actions, claim, and demands caused by or resulting from intentional or negligent acts as specified in this paragraph. Subject to any limitations contained in Sec. 893.80 and any similar statute, of the Wisconsin Statutes,the City further agrees to hold CONSULTANT harmless from any and all liability, including claims, demands, losses, costs, damages, and expenses of every kind and description (including death), which may be to the proportionate extent caused by or result from the intentional or negligent acts of the CITY, its agents or assigns, its employees, or its SUBCONSULTANTs related to the performance of this Agreement or be caused or result from any violation of any law or administrative regulation,where such liability is founded upon or grows out of the acts or omission of any of the officers,employees or agents of the City of Oshkosh while acting within the scope of their employment. It is the intention of the parties to this Agreement that each party shall be solely responsible for its own actions and activities and the actions and activities of its own officers,employees and agents while acting within the scope of their employment INSURANCE The CONSULTANT agrees to abide by the attached City of Oshkosh Insurance Requirements for Professional Services. r— - WHOLE AGREEMENT/AMENDMENT This document and any specified attachments contain all terms and conditions of the Agreement and any alteration thereto shall be invalid unless made in writing, signed by both parties and incorporated as an amendment to this Agreement. NO THIRD-PARTY BENEFICIARIES This AGREEMENT gives no rights or benefits to anyone other than CITY and CONSULTANT and has no third-party beneficiaries. AGREEMENT NOT TO BE CONSTRUED AGAINST ANY PARTY This Agreement is the product of negotiation between the parties hereto and no term, covenant or provision herein or the failure to include a term, covenant or provision shall be construed against any party hereto solely on the basis that one party or the other drafted this Agreement or any term,covenant or condition contained herein. NO WAIVER Failure of either party to insist upon the strict performance of terms and provisions of this agreement,or any of them, shall not constitute or be construed as a waiver or relinquishment of that party's right to thereafter enforce such term or provision, and that term of the provisions shall continue in full force and effect. NON-DISCRIMINATION The Operator agrees not to discriminate in its operations under this Agreement on the basis of race,color, creed, age, and gender, or as otherwise prohibited by law. A breach of this covenant may be regarded as a material breach of this Agreement SEVERABILITY If any term, covenant, condition or provision of this agreement shall be invalid or enforceable, the remainder of this agreement shall not be affected thereby the remainder of the agreement shall be valid and enforceable to the fullest extent permitted by law. CHOICE OF LAW AND VENUE The laws of the State of Wisconsin shall govern the interpretation and construction of this Agreement. Winnebago County shall be the venue for all disputes arising under this Agreement. IN WITNESS WHEREOF, the City of Oshkosh, Wisconsin, has caused this contract to be sealed with its corporate seal and to be subscribed to by its City Manager and City Clerk and countersigned by the Comptroller of said City, and CONSULTANT hereunto set its hand and seal the day and year first above written. In the Presence of: CONSULTANT Name of Company/Firm % By ���� `�%%' 1S UL 7 ',,0� P • eV (-N.. �-•.GOPOggT�., N '�v�- ''�' SEAL =Q ; .:01. (Seal of CONSULTANT (Specify Title) : 01/01/2003 v t if a Corporation.) % * CITY OF OSHKOSH ����',.C�C;Fp�N`P`.`�� ,,, By: 1-- .44_, :le—e•---e-e------ A. Rohloff, City Manager itne s) l And: 0 \W/ -rfr"-\ Witness) Pamela R. Ubrig, City Clerk APPROVED: I hereby certify that the necessary provisions have been made to pay the liability which will accrue under this contract Attorney `y►'`Citx. Vla3r City Comptroller Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH , WISCONSIN matrix consulting group Table of Contents Letter of Transmittal 1. Firm Qualifications 1 2. Project Team Qualifications 4 3. Project Approach and Methodology 11 4. Project Timeline 28 5. Price Proposal 29 6. References 30 1#T]•�IIY#II11#IIY#ZN#S##2•n6II#x6bs'.f.4•#TICHEs9IIx#9ibII9#Y1#!a#El11YYtII\i Y•!�II ltt�•i�iiYl iYl Yii!•ivII#• matrix 1% consulting group January 11, 2019 Mike Stanley, Fire Chief Oshkosh Fire Department 101 Court Street Oshkosh, WI 54901 Dear Chief Stanley, The Matrix Consulting Group is pleased to provide our Proposal to Conduct a Staffing and Deployment Study for the City of Oshkosh. This proposal is based on our telephone conversation and the proposed scope of work, background research on the Oshkosh Fire Department and our experience conducting fire service studies for over three decades across the United States. The Matrix Consulting Group is a firm comprised of highly experienced consultants who specialize in the analysis of fire service issues. Our team's fire service experience includes over 350 projects. Our analytical experience can be summarized as follows: • Members of the project team have extensive experience and knowledge, including serving as Fire Chiefs, working with the Center for Public Safety Excellence as Accreditation Peer Assessors,Team Leaders and Agency Mentors. They also have knowledge and experience comparing agencies to national best practices such as ISO and NFPA and OSHA standards. • The firm has extensive experience analyzing fire service operations around the country, including the analysis of deployments, staffing, scheduling, station locations, organization and management for the following sample of recent clients: Amesbury, Massachusetts Grants Pass, Oregon Peoria, Illinois Anchorage, Alaska Highland, California Perrysburg, Ohio Augusta, Maine Hoboken, New Jersey Portsmouth, Virginia Auburn, Maine Keene, New Hampshire Pueblo, Colorado Barnstable, Massachusetts Killington, Vermont Red Bluff, California Billerica, Massachusetts Lincoln, RI Reno, Nevada Boston, Massachusetts Mason, Ohio Sacramento, California Canandaigua, New York Milwaukee, Wisconsin San Antonio, Texas Cleveland, Ohio Monrovia, California Sterling, Illinois Dinuba, California Montpelier, Vermont Suffolk, Virginia El Paso, Texas Napa, California Westport, Connecticut Glenview, Illinois North Kingstown, RI West Sacramento, California 201 San Antonio Circle, Suite 148■ Mountain View, CA 94040 650.858.0507 650.917.2310 fax SF Bay Area(Headquarters), Boston, Charlotte, Dallas, Irvine, Portland, St. Louis We are also completing fire studies in Steamboat Springs (CO), Los Lunas (NM) and Berlin (NH). It is also important to note that we are also just conducted a Staffing Study for the Oshkosh (WI) Police Department. Our approach to conducting studies such as this one focuses on thorough research, detailed analysis and interaction with our clients, including the following: • A principal of the firm is directly involved in every facet of a study. • We provide a 'fact based' approach with detailed analysis of alternatives available for the City. • We believe in high levels of stakeholder input and client interaction. We appreciate this opportunity to submit our proposal. If you have any questions, please contact me at 650-858-0507 or by email at rbrady@matrixcg.net. Richard P. Sradtu Matrix Consulting Group Richard Brady President • Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH,WISCONSIN • 1 Firm Qualifications This section of the proposal provides an introduction to the firm and its fire service consulting experience. 1. Introduction to the Matrix Consulting Group The Matrix Consulting Group is an organizational and management consulting firm dedicated to enhancing the efficiency and effectiveness of local governments, for their employees and the citizens they serve. Key elements of our approach to working with local governments in general and fire service agencies in particular include: • We are specialists, not generalists. Each member of our proposed project team has experience conducting scores of fire department reviews. As described later in this proposal we have conducted over 350 fire studies. • We maximize field time with our clients, typically devoting over half of our project budgets to obtain client input through interviews and data collection. • We take pride in exceeding expectations in every project. • We have a strong commitment and record of providing assistance to our clients to implement appropriate solutions to organizational and management issues. • Our corporate headquarters are in California. We also have offices in Oregon, Texas, North , St. Louis and Massachusetts. • Currently, we have 18 full time and 8 part time staff. While we provide a wide variety of services to local government, the analysis of public safety (police and fire) services is our largest service area. This is described in the following section of this proposal. 2. Fire Service Analytical Experience The Matrix Consulting Group has conducted over 350 fire and emergency medical services studies. A summary of the Matrix Consulting Group's fire and emergency medical services analytical experience in recent years is provided in the table below (with Great Lakes agencies in bold): Matrix Consulting Group Page 1 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN Amesbury, Massachusetts Grants Pass, Oregon Pacific Grove, California Anchorage, Alaska Highland, California Peoria, Illinois Arlington, Texas Hoboken, New Jersey Perrysburg, Ohio Augusta, Maine Indio, California Portsmouth, Virginia Auburn, Maine Keene, New Hampshire Pueblo, Colorado Barnstable, Massachusetts Killington, Vermont Red Bluff, California Billerica, Massachusetts Lincoln, RI Reno, Nevada Boston, Massachusetts Mason, Ohio Sacramento, California Canandaigua, New York Milwaukee, Wisconsin San Antonio, Texas Cleveland, Ohio Monrovia, California Sterling, Illinois Dinuba, California Montpelier, Vermont Suffolk, Virginia El Paso, Texas Napa, California Westport, Connecticut Glenview, Illinois North Kingstown, RI West Sacramento, California We are also completing fire studies in Steamboat Springs (CO) and Berlin (NH). It is also important to note that we are also conducting a Staffing Study for the Oshkosh (WI) Police Department. 3. Services Offered The Matrix Consulting Group is a full service management consulting firm. The table below illustrates the types of services offered by our firm that are available to the City. Law Enforcement Financial Services Fleet Management Staffing analysis Full cost allocation plans Program and operational analysis Patrol scheduling and deployment Super Circular cost plans Fleet replacement planning Patrol beat redesign Cost of services Fleet size and composition Community policing User fees Fleet maintenance Management studies Development impact/Nexus Contract feasibility and compliance Regionalized &consolidation feasibility Billable/hourly rates Technology and mgmt. reporting Contract compliance audits Overtime audits Community Development Parks, Recreation, and Libraries Projections and growth impact Permit streamlining Master and strategic planning Organization and staffing studies Staffing and program analysis Fire and EMS Permitting software decisions Customer service Master and strategic plans Customer service Park condition assessments Station location planning Service level standards Staffing analysis Citywide and Countywide Scheduling and deployment Administrative Organizational assessments Standard of coverage Organizational assessments Strategic planning Regionalized & consolidation feasibility Staffing analysis Staffing analysis Management studies Performance management Management analysis Contract compliance audits Shared services analysis Customer service Compliance audits Shared services Emergency Communications Information technology Matrix Consulting Group Page 2 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN ' Staffing analysis Process improvement Higher Education Operations analysis Strategic planning Administrative services Consolidation feasibility Campus security Implementation assistance Public Works and Utilities Organizational and staffing analysis Organizational assessments University-city contract services Corrections and Justice Staffing analysis Operational analysis Infrastructure assessments State Staffing analysis Preventive maintenance needs Administrative services Needs assessments and master plans Fleet management Organizational and staffing analysis Community corrections alternatives Engineering analysis Asset and maintenance mgmt. Matrix Consulting Group age Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN 2 Project Team Qualification The following table provides abbreviated bios for the proposed project team. Richard Brady, the project manager, would serve as the primary point of contact. Summary of Project Team Qualifications Richard Brady Mr. Brady has been providing management consulting services to municipalities for 35+ years across all governmental functions, including President, over 250 fire and EMS studies, department clients, conducting costs and Project Manager financial analysis, organizational and operational assessments, organizational structure reviews, feasibility studies, technology and equipment reviews, and performance audits. This includes recent fire department assessments for Auburn (ME), Boston (MA), Chelsea (MA), Dinuba (CA), Falmouth (MA), Grants Pass and Portland (OR) Haverhill (MA), Meridian (CT), North Kingston (RI), Plano (TX), Somerville (MA), Westport (CT) and Wilbraham (MA) He has a Doctoral Degree from Oxford University and a BA from Cal State, Hayward. • Robert Finn Robert Finn is a Senior Manager with the firm. He has over 30 years' Senior Manager experience as a public safety manager and consultant. Mr. Finn is a former Fire Chief and has led our fire service consulting practice the past 6 years. He has conducted numerous organizational, staffing, feasibility, operational and performance reviews of fire departments across the country. He has extensive experience developing Standard of Cover documents, having developed the initial document for the City of Southlake that was used as a model for CFAI. He also served as a team leader, technical advisor and peer assessor for CFAI. Mr. Finn has recently worked on fire and EMS department studies in Auburn (ME), Big Bear Lake (CA), Boston (MA), Butte County (CA), Chelsea (MA), Dinuba (CA), Davenport (IA), Falmouth (MA), Grants Pass (OR), Lincoln (RI), Merced County (CA), Mesa County (CO), Pacific Grove (CA), Perrysburg (OH), Westport (CT) and Winter Garden (FL). He holds an MBA and BA in Public Safety Administration from Grand Canyon University in Phoenix, AZ. Matrix Consulting Group Page 4 • Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN Terry Lewis Terry Lewis is a Senior Consultant with our firm and has over 30 years' Senior Consultant experience as a consultant and fire service manager. He worked in all capacities of the fire service including financial management, fire prevention, public education and operations, eventually becoming Fire Chief. Terry also served as a Team Leader, Peer Assessor and Agency Mentor for Departments seeking accredited status from CFAI. Mr. Lewis was a member of our department study teams for Butte County (CA), Davenport (IA) Matanuska-Susitna Borough (AK), Grants Pass (OR) King William County(VA), Merced County (CA), Mesa County(CO), Santa Paula (CA), Westport (CT) and West Sacramento (CA). Mr. Lewis has a Bachelor of Science in Fire and Safety Engineering Technology and an Associates in Accounting from the University of Cincinnati. Ryan Peterson Ryan Peterson is a Consultant with the Matrix Consulting Group, specializing in GIS and data analytics. He has over five years of Consultant experience in conducting geospatial analysis for local and regional governments, having previously worked for the City of Portland and City of Beaverton, as well as the Tri-County Metropolitan Transportation District of Oregon (TriMet). Mr. Peterson is currently working on fire analytical projects for West Sacramento (CA), Mequon (WI), Atherton (CA) and New Rochelle (NY). He holds a BS in Geography/GIS from University of Oregon, as well as a GIS Graduate Certificate from Portland State University, and a certificate in programming from the Epicodus School. Detailed resumes of the senior project team members are provided in the pages immediately following this section. Matrix Consulting Group Page 5 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN RICHARD P. BRADY President, Matrix Consulting Group Project Manager BACKGROUND Richard Brady is the Matrix Consulting Group's President. Mr. Brady has been a management consultant to local government for more than thirty-five years. Prior to joining the Matrix Consulting Group, he was the MAXIMUS national Vice President in charge of its local government consulting practice, and before that the managing partner of the California-based management consulting firm of Hughes, Heiss & Associates. Mr. Brady has conducted numerous studies of every local government function but the vast majority of his work is in public safety services. EXPERIENCE AS A FIRE SERVICES CONSULTANT • Management audits, each of which have included evaluation of all departmental programs (e.g., Hazmat; public education; plan check and development review, etc.); service level analysis for fire suppression and emergency medical services;financial analysis of all fees and revenues; and training program evaluation. Also included staffing level evaluation and revenues; and training program evaluation of all functions and review of departmental management practices. For example: - Alachua County, Florida - Albany, New York - Americus, Georgia Bellingham, Washington - Boston, Massachusetts - Brattleboro, Vermont - Bremerton, Washington - Broward County, Florida Burlington, Massachusetts Charlotte County, Florida Chelsea, Massachusetts - Hilton Head Island, South Carolina - Lansing, Michigan Newark, California - Norwalk, Connecticut - Omaha, Nebraska Palo Alto, California - Peoria, Illinois - Polk County, Florida - Reno, Nevada - Salt Lake City, Utah - San Rafael, California - Sarasota County, Florida - Tallahassee, Florida - Venice, Florida Matrix Consulting Group Page 6 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • • Developed comprehensive fire master plans for the following clients. Each project included evaluation of service levels for both fire protection and emergency medical services; recommendation of service level standards related to response times; company staffing; fire flow capabilities; and built-in protection. Also included development of multi- year facilities plans; capital equipment requirements; and detailed program recommendations involving prevention programming and hazardous materials control. Redmond, Washington Woodinville, Washington - Monroe, Washington - Orange County, California Corte Madera, California • Regional analyses of fire service systems to identify consolidation opportunities; potential to improve service cost-effectiveness by contracting for service in specific areas; and assessing the feasibility of multi-agency cooperation in such areas as training; communications and dispatch; and hazmat response and control. Projects include: - Burlingame and Hillsborough, California Carlsbad; Oceanside; Vista, California Dixon and Dixon FPD, California - La Mesa and Lemon Grove, California Lee County, Florida - Monterey County—Three studies (LAFCO) San Mateo County, California Sonoma County, California(LAFCO) Stanislaus County, California (LAFCO) - Santa Cruz County, Capitola and Central FPD, California (LAFCO) - South Snohomish County, Washington - Tiburon and Alto-Richardson in Marin County, California Tulare County, California (LAFCO) • Conducted Municipal Services Reviews for Local Agency Formation Commissions in California, including: - Santa Clara County (fire service) - Placer County (fire service) — San Mateo County (non-fire service) • Station location studies/plans for: Broward County, Florida Dougherty Regional Fire Authority (Dublin-San Ramon), California Fort Lauderdale, Florida Fulton County, Georgia Hanford, California Monterey, California Matrix Consulting Group Page 7 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • • Fire Department feasibility studies which involved projecting service demand; recommending service level standards and objectives; identifying revenue sources; and developing detailed facilities, staffing and apparatus requirements including budgets for in-house fire departments for cities which contract for service or are served by a larger fire protection district or other fire department. Each project also included evaluation of service contracts and recommendation of the most cost-effective alternative. Clients include: Cupertino, California San Ramon, California Scottsdale, Arizona • Emergency medical service feasibility studies which also involved projecting service demand; recommending service level standards and objectives; identifying revenue sources and cost recovery strategies. Clients include: Coral Springs, Florida Escambia County and Pensacola, Florida EDUCATION BA, California State University, Hayward Ph.D., Oxford University, United Kingdom Matrix Consulting Group Page 8 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN ROBERT FINN Senior Manager, Matrix Consulting Group BACKGROUND Robert Finn is a Senior Manager with the Matrix Consulting Group and previously served as the Chief of the Southlake (TX) Department of Public Safety. EXPERIENCE AS A FIRE SERVICES CONSULTANT Clients for whom Mr. Finn has served as the lead project analyst on fire service studies include the following: Anchorage, Alaska Auburn, Maine Bedford, New York Boston, Massachusetts Chelsea, Massachusetts Cleveland, Ohio Cooper City, Florida Dinuba, California Huntington Beach, California Hanford, California Mat Su Borough, Alaska Lincoln, Rhode Island Monterey, California Mesa County, Colorado Pacific Grove, California North Utah County, Utah Peachtree City, Georgia Perrysburg, Ohio San Antonio, Texas Redding, California Sterling, Illinois Springdale, Arkansas Winter Garden, Florida Suffolk, Virginia EXPERIENCE AS A PUBLIC SAFETY PROFESSIONAL Mr. Finn has served at many levels in public safety, including as the following: • Chief of Police (2008 to 2011) • Chief of Fire Services (2004 to 2008) • Lieutenant of Professional Standards (1999 to 2004) • Lieutenant of Training (1995 to 1999) • Coordinator of Emergency Medical Services (1993 to 1995) • Firefighter /Driver/ Paramedic (1987 to 1993) PUBLIC SAFETY ASSOCIATION AFFILIATIONS • Center for Public Safety Excellence as a Peer Assessor, Team Leader and Technical Reviewer (2006 to Present). EDUCATION AND TRAINING He has a Master of Business Administration in Executive Leadership and a Bachelor of Science in Public Safety Administration from the Grand Canyon University, Phoenix (AZ). Matrix Consulting Group Page 9 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN f TERRY LEWIS Senior Consultant, Matrix Consulting Group SUMMARY OF PROFESSIONAL QUALIFICATIONS Terry Lewis has over 30 years of experience in the fire service. He began his career in 1980 with the Loveland-Symmes Fire Department in Ohio, where he worked until 1999, advancing through the ranks from Firefighter/Paramedic to Battalion Chief. While in Loveland Symmes, Chief Lewis worked in a variety of capacities including financial management,fire prevention, public education and managing the operations division. Terry was appointed Fire Chief in Henderson, Kentucky in 1999 until retiring in 2009. EXPERIENCE Consultant, Matrix Consulting Group Recent fire service regional analytical studies include Butte County (CA), Matanuska-Susitna Borough (AK), King William County (VA), Mesa County (CO) and Santa Paula (CA). Fire Chief, City of Henderson, Kentucky Provided overall management and direction of fire suppression and risk reduction services, utilizing 60 personnel covering eighteen square miles and approximately 30,000 customers. Administered an annual operating budget of $4.5 million along with various capital improvement projects. He has also composed Standard of Cover Documents and developed and served on the Board of a regional hazmat and technical rescue team. Peer Assessor and Technical Advisor: Served as a Peer Assessor and Technical Advisor (Mentor) during the Accreditation process for the following agencies: • King of Prussia, PA • Winter Park, FL • Lenexa, KS • Country Side Fire District, IL • Fort Lee, VA • Southlake, TX • McChard AFB, WA • Santa Clara County, CA • Menasha, WI • Port Huron, MI • Wilson, NC • Fenton, MO • Clearwater, FL • Searcy, AR • Edmonton, Alberta, Canada Summit, NJ EDUCATION Bachelor of Science in Fire and Safety Engineering Technology and Associate of Science in Accounting from the University of Cincinnati. Matrix Consulting Group Page 10 • Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN 3 Project Approach and Methodology 1. Study Background The City of Oshkosh Fire Department is seeking a staffing and deployment study to assess the staffing, operations and deployment in comparison to industry standards and best practices, as well as to create a benchmark against which the options for future service delivery can be measured. The analysis will include the following components: • Evaluation of current response capabilities, to include specialty teams, in comparison to best practices. • Evaluation of current station locations and future station considerations. • Evaluation of apparatus inventory and equipment, including the fleet maintenance program. • Evaluation of current service levels and performance. • Identify areas and services where performance levels can be improved. • Evaluation of community risk reduction services. • Determination of the number of sworn and non-sworn personnel needed to effectively provide current services. • Projection of future workload and service demands and the need to add additional personnel or stations. This will include analysis of EMS unit utilization, including interfacility transfer workload. • Determination of staffing needs of sworn and non-sworn personnel into the immediate future and longer term. • Are there opportunities to improve regional participation and services? • Identify functions performed by various staff that would benefit from contracting for services or being performed by alternative means. • Determine the appropriate organizational design and classification for staffing based on current and future service demands and staffing recommendations. Matrix Consulting Group Page 11 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • Examination of the current training program and how training is delivered. Is there a need for a training facility to meet training needs? The Oshkosh Fire Department (OFD) protects a City of approximately 66,579 residents, according to 2016 U.S. Census estimates, covering an area of approximately 26 square miles of land and 1 square mile of water. Service is provided from 6 fire stations by 108 uniformed personnel staffing four engine companies, two quint companies, three paramedic ambulances and one heavy rescue. There is also a duty chief assigned to each shift. The following sections outline the proposed approach by the project team to conduct the Staffing and Deployment Analysis for the Oshkosh Fire Department. 2. Project Approach Task 1 Project Kickoff and Conduct Initial Interviews To fully meet the core requirements of conducting this study—including evaluating current operating environment as well as short term and long-range needs—the project team will need to develop an in-depth understanding of attitudes towards existing service levels and the unique characteristics of programs, community protection needs and services provided in Oshkosh. To provide this level of understanding, the project team will accomplish the following: • Interview the City Manager and elected officials to get their views on Fire Department staffing, service issues and improvement opportunities. • Conduct a kick-off meeting with the project steering committee. • Interview the leadership of the Fire Department to obtain an initial understanding of the organization, major goals and recent trends. • Interview select labor representatives who function in a lead role. • Interview other stakeholders identified by the City and Fire Department who are critical in developing strong background knowledge for the study, including finance, community planning, human resources and the like. • Contact other Fire and EMS agencies that provide or receive automatic or mutual aid services in the City. Matrix Consulting Group Page 12 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH,WISCONSIN v • Initial interviews will focus on determining individual attitudes toward current fire protection service levels, programs, and community protection needs, including the following: — Adequacy of existing service levels (e.g., response times, fire and EMS call results, etc.). — Responsiveness to basic community fire protection needs as well as regional needs. — Perceived gaps or duplication in existing services and service levels. — Issues regarding inter-relationships among other regional departments / districts. • We will also collect basic documents which "define" the Fire Department internally and externally (e.g., goals and objectives, policies and procedures, mission statements, overcall service trends, loss statistics, past studies, community plans, zoning maps, inventories, CAD/RMS data, etc.). TASK RESULT Based on the results of these interviews and initial data collection, the project team will prepare an internal project team memo, which clearly develops the primary tasks to be performed, the persons responsible, a timeline and the potential obstacles discovered. I . Task 2 Evaluation of the Current Conditions A key to this analysis is the development of a detailed understanding of workloads and service levels. To develop this level of understanding, we will document and analyze workload and service levels as described in the following illustrative subsections. (1) Description of the Community Served. The project team will document basic descriptive information regarding the Fire Department and the community they serve, including: • Service area general population and demographics • History, formation and general description of the Department • Governance and lines of authority Matrix Consulting Group Page 13 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH,WISCONSIN • Organizational design • Operating budget, funding, fees, taxation and financial resources • Description of the current service delivery infrastructure (2) Review of Services Provided. The project team will work to fully understand the services currently provided by the OFD and conduct evaluation on these services. Areas to be considered include: • Review of Fire Department staff distribution and assignment for Fire and EMS • Review and evaluation of administration and support staffing • Review and evaluation of operational staffing levels for Fire and EMS • Review staff allocation to various functions in the Fire Department • Review the staff scheduling methodology in the Fire Department • Review of any current performance goals, objectives and measurements for Fire and EMS service delivery. (3) Review of Community Expectations and Performance Goals. During this portion of the project, the project team will examine and document the historical performance of the OFD as well as the level of service historically desired by the community. The service area will be evaluated based on population density and fire management zones to assist in the development of future performance objectives. The following fire management zones or service delivery areas will be used: • Urban— Populations over 30,000 with a density of over 2,000 per square mile • Suburban— Populations over 10,000 with a density of 1,000 to 2,000 per square mile • Rural— Populations less than 10,000 with a density of less than 1,000 per square mile This information will be used in conjunction with the input received from the internal and external stakeholders to determine the appropriate level of service for each fire management zone identified in the areas served by the OFD. Matrix Consulting Group Page 14 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN (4) Conduct a Community Risk Assessment. The project team will work to fully understand the range of hazards found within the Fire Department's area of responsibility. Specific steps to understanding the fire and non-fire risks present in OFD's service area will include: • Review of local planning/zoning data combined with Geographic Information System (GIS) data to evaluate the physical risks of the community, including: - Overall geospatial characteristics including political and growth boundaries, construction and infrastructure limitations - Topography including response barriers, elevation extremes and open space/Wildland interface - Transportation network including roads, rail lines, airports and waterways - Evaluation of physical assets protected • Review of available census and community development data indicating - Population history — Census-based population and demographic information - Community planning-based population information - Transient population and demographic information - Population density - Community land use regulations - Occupancy types by land use designation - Hazardous substances and processes - Non-structural risk in the service area • Evaluation of the current workload of the OFD and how it relates to the community risk, including: — A Demand Study that will analyze and geographically display the current service demand by incident type and temporal variation Matrix Consulting Group Page 15 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • Heat Map of Calls for Service "* 1 Redding,CA • -- • - 1":414t"`,. • _ . • —It - , tO • • COnCentratiOn or cats kw s4n45*less concentrated concentrated t trA amore concentrated - Development of a matrix for the common and predictable risk types and corresponding staffing, resource needs and time standards to mitigate these types of emergencies - Summary of the current available resources (5) Review of Historical System Performance The project team will review and make observations in areas specifically involved in, or affecting, service levels and performance. Key areas to be reviewed will include: • Distribution Study — Overview of the current facility and apparatus deployment strategy, analyzed through GIS software, with identification of service gaps and redundancies in initial unit arrival Matrix Consulting Group Page 16 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHK0SH. VY|SCONSIN Estimated Engine Travel Time Sh—L.4 Redding,CA ooq.km ^ Concentration Study — /\n8\ySiS of neSDOnSe time capability to 8Chi8V8 a full effective r8SpOnS8 force — AO8|ySiS Of CUDlp8Oy and staff distribution as it [8l8t8S to the 8S38rnblV Of an effective response force — How automatic aid partners are used to develop 8n effective response force and deliver services 8o part Of the response system. _^ tiimated Benchmark Travel Time Davenpprt,IA �Nii a. travel ti AO e range Matrix Consulting Group Page 17 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • Reliability Study — Analysis of current workload, including unit hour utilization of individual companies — Review of actual or estimated failure rates of individual companies — Analysis of call concurrency and the impact on the ability to assemble an effective response force — Analysis of actual system reflex time performance both system wide and by individual companies • Review of current automatic and mutual aid documents to determine the ability of outside agencies to assist in the delivery of emergency services and development of an effective response force. TASK RESULT This task will conclude in an interim project report showing the current conditions and capabilities of Oshkosh Fire Department. This document will be delivered to the City and Project Steering Committee for factual review to ensure the understanding of the Project Team is factual as the study moves forward. Task 3 Establish Performance Objectives Once the above document has been approved as factual the project team will work to develop an appropriate set of goals and objects for the OFD specific to the types of risks identified as probable in the service area. The goals and objectives will be developed with respect to the following: (1) Performance Objectives and Measures. • Distribution — Initial attack (first due) resources for risk specific intervention • Concentration — Effective response force assembly, or the initial resources necessary to stop the escalation of the emergency for each risk type (2) Overview of Compliance Methodology The project team will work with the management of the Fire Department to develop a methodology to provide continual measurement of future performance. This methodology will include: • Records Management Systems (RMS) usage policies Matrix Consulting Group Page 18 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • Assignment of oversight responsibilities • Schedule of assessments • Review requirements of each assessment type TASK RESULT This task will result in the development of performance objectives as well as compliance methodology to ensure the continual measurement of future performance in the OFD. Task 4 I Analysis of Stations, Apparatus and Capital Assets In this task, the project team will assess the current capital assets utilized by the Fire Department. Stations will be toured to ensure they provide an appropriate and safe location for employees to work and operate from. The project team will tour each facility utilized by the Fire Department and review the following: • Complete a detailed facilities inventory. We will meet with City/Department facilities management personnel to review maintenance histories for each of the Fire Department facilities. • Conduct a functional analysis of each station. We will tour each fire station to analyze the building condition, efficiency, square footage, staff per square foot and adjacencies. We will identify underutilized and crowed spaces/conditions. What is the access/egress from the facility? Is the station efficient? Can it accommodate other site amenities? Are there immediate maintenance or improvements needed? Is there proper ingress and egress at the facility? What is the long-term projection for the station life cycle? • Inspect the general site conditions.This assessment will examine all parking lot conditions such as surfacing, sealing and striping, as well as sidewalks and access ramps, steps and entrances in to the building. Any deficiencies will be identified and reported. Drainage, fencing and signage, including direction and safety, will also be examined. • Evaluate the building envelope. The condition of exterior walls, windows, doors and the roof will be assessed and any required repairs noted, including prior leaks and previous repair attempts. Adequacy of existing parking on-site? Maintenance Matrix Consulting Group Page 19 • Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN needs to avoid costly decay of the building elements will be included in the assessment and included in the report. • Evaluate the building interior. The general conditions of the interior finishes and substrates including walls, floors, insulation, ceilings, doors/hardware and casework/millwork will be assessed for any inefficiencies and required corrections. • Identification of life safety issues. All life safety issues will be identified and recommendations made to bring all such deficiencies into compliance. Issues to review include, emergency egress, emergency lighting, alarms and pull boxes, fire suppression systems and the quantity and placement of fire extinguishers. • Assessment of the apparatus housed at each station to ensure it meets the current and project needs of the response area. TASK RESULT Detailed assessment of the current capital assets utilized by the Fire Department. Task 5 I Assess the Fire Department Resources and Deployments Once the various fire and emergency medical service delivery options have been thoroughly evaluated, the project team will have the database to evaluate the current station and response unit network. This task will involve the following approaches for assessing alternatives regarding the fire suppression and emergency medical network: • Evaluate existing fire and emergency medical call response and service level policies in light of actual service demand faced by the Oshkosh Fire Department. • Compare projected call and service demand for the existing field fire and emergency medical units. Based on the analysis, identify opportunities for changes in resource deployment based on initial and multi-unit response needs. • Based on an understanding of demand and field unit deployment, evaluate existing company staffing policies, unit deployment and response approaches. • Evaluate the current and expected use of overtime to meet daily staffing requirements. • Specifically examine the emergency medical response system and ambulance transports as they meet established protocols, including peak hour requirements. Matrix Consulting Group Page 20 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • Analyze opportunities to adjust the mutual aid and automatic aid response system in the region. • Develop projections of staffing and resource requirements over 5 years taking into any budgetary constraints facing the City. Development of a call demand map will show the effect of clustering of fire and EMS calls — an important factor in determining appropriate unit staffing and locations. 1 _ ,� 1t?i` '�,--, C Lesser concentrati n of calls )/ ) ► �~ ` ` Greater concentration of calls t C ` a _ u til,- �1' h yV`� ,yam. rf 1 (1, �, t ,� - 00 -----. .- • /�' t ( 0,.. - -- _. - .... Aiiii.3- .• 0,,, t� � f r s rar401. � , 2—. x , % ',; rl\--=e "r.--_.,----.77--itr% ... • v,., seta __ ___, 7 - --.'-„,;',.. .-- ..I.,;,15i7 ..414p 051,,,u- TASK RESULT At the conclusion of this task an interim deliverable showing the current assessment of facilities, apparatus and equipment as well as detailed mapping illustrating current staffing issues will be fully analyzed and documented. Matrix Consulting Group Page 21 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN Task 6 Conduct a Detailed Analysis of Overtime Utilization in the Department to Include Special Events The overtime expenditures since 2013 for the Oshkosh Fire Department will be analyzed in detail to identify current trends, practices, and expenditure levels as well as to verify proper accounting of overtime utilization. This analysis would include: • Analysis of overtime usage by number of hours and total dollar cost by various categories, including: - Department; `Employee Groups' (e.g., on-call, emergency crew, prevention); and - Reason for Overtime (call-out, annual leave, sick leave, injury leave, special events, etc.). • Comparisons of actual overtime expenditures versus budgeted overtime expenditures. A comparison of actual overtime expenditures and type of overtime will be provided. • Identification of factors (controllable and uncontrollable) that contributed to the overtime expenditures. Examples of these would include: employee absences (planned and unplanned), changes in service delivery methods, minimum staffing levels, adjustments to service levels, directives mandating overtime usage, etc. • Processing of overtime payments consistent with appropriate internal controls and best practices. In addition, a detailed analysis of all existing policies, procedures, and contractual requirements related to overtime expenditures will be conducted to determine items as: • Constraints impacting the ability of to effectively control overtime costs. • Effectiveness of existing budgetary controls to manage overtime. • Organizational compliance with existing City policies and procedures regarding overtime utilization and approval. • Compliance with federal and state laws regarding overtime compensation. • Effectiveness of billing practices to outside entities and organizations. Questions that will be explored and answered include: Matrix Consulting Group Page 22 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN t - Is all overtime being appropriately categorized and billed? - Are administrative costs associated with providing overtime resources accounted for and included on the bill for any external services provided? • Identification of the cost impact (impact on staff availability, administrative overhead, etc.) to the City of Oshkosh if any, of providing services to outside entities and organizations on an overtime basis. The information and data collected in previous tasks to conduct a detailed evaluation of the alternatives that can be employed to address overtime expenditures. Alternatives to be considered would include: • Staffing. • Alternative or staggered work schedules. • Changes in policies and procedures to: - Increase accountability. - Improve compliance with established processes. - Enhance budgetary control. - Enhanced supervisory review and control. • Changes in contractual language to: — Increase flexibility in staff assignments. - Enable the utilization of alternative work schedules to reduce overtime. - Maximize, where applicable, existing FLSA overtime exemptions. Each of the various alternatives considered and analyzed will be supported with an analysis to substantiate estimated cost savings. In cases where no cost savings are projected, the project team will clearly identify what other qualitative benefits the City would realize from implementation of the recommendation. In all cases, any impact to service delivery levels would be clearly noted. TASK RESULT At the conclusion of this task will be findings, conclusions and recommendations for improvements in management control, deployment and scheduling, and service targets that impact the use of overtime in the City. Matrix Consulting Group Page 23 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN w Task 7 Assess Management Systems in the Department In this work task, the project team will evaluate the Oshkosh Fire Department's current approaches to managing human resources, including training, other services provided (such as fire prevention) and the overall management and financial controls for the Fire Department. Evaluation will take into account the capability of the organization to respond to operating and administrative requirements. In conducting this management analysis, a variety of issues will be addressed, including: • Evaluate key management systems. The project team will assess the organizational structure and key management systems in use: - Are current policies and procedures up to date and relevant for the OFD? - Are missions, goals, and values published and known in the organization? - How does the OFD compare against current industry best practices? - What methods of internal and external communication are used in the OFD? Are these methods effective at communicating the appropriate messages? Do timekeeping policies have effective controls? - Does the OFD maintain appropriate financial controls? Is there appropriate transparency in their use of funds? - Evaluate operations management, including incident command and large- scale emergency preparedness. - Are policies and procedures consistently applied? - Does the OFD utilize post-incident critiques to learn from incidents, to identify training needs, to assess performance, etc.? - Are there appropriate policies regarding shift assignments, incident management, overtime, vacation and sick time? - Reviewing the use of overtime in the agency and the cause of overtime usage. Identify opportunities to reduce the occurrence of overtime without increasing the overall budget. Are there proper overtime controls in place? - How does the OFD plan for and conduct capital and strategic planning? - Does the City Manager and City Council receive the information that they Matrix Consulting Group • Page 24 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN i need to provide an on-going assessment of OFD performance? - Are technology systems being appropriately utilized and leveraged by the OFD? • Evaluate training and staff development systems and practices. The project team will assess the positive features and improvement opportunities that may exist in recruitment, training and other related personnel management programs. - Identify and evaluate training provided to enhance management and supervision in the Fire Department. Assess the current efforts to provide training to career and call staff to ensure that they are performing at targeted levels. - Document how training needs are assessed and in-service training provided at the field unit level. - Are the appropriate controls in place to ensure licenses and certifications are maintained? Evaluate the Current Organizational Structure and Staffing Needs of the Oshkosh Fire Department. In this project task the project team will conduct a full review of the current staffing, organization and governance model as well as the future needs of the Oshkosh Fire Department, to allow a review against best practices for staffing, deployment and scheduling of Fire Department operations. The project team will perform detailed analysis of the current and future staffing and deployment needs of the Fire Department to include: • Is the Fire Department too "tiered" or too "flat" from a command and supervisory staffing perspective? • Are functions placed too high or too low in the Fire Department in relation to their importance in meeting fire / EMS service objectives? • Are spans of management and supervisory control too broad or too limited? • Are command and supervisory personnel spending the majority of their time on high priority work and responsibilities? • Are management and supervisory personnel properly classified in relationship to the type of work they do? • Do opportunities exist to utilize civilian personnel in selected functions? Matrix Consulting Group Page 25 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN • • What are the workloads on sworn and civilian staff?Are staffing levels appropriate in the Fire Department based on workload analysis? TASK RESULT At the conclusion of this task the evaluation of management systems, internal and external communication as well adherence to industry best practices will be fully analyzed and documented. Improvement opportunities for organizational design of current and future staffing plans will be presented. Task 8 I Development of the Draft and Final Report Completion of all the Tasks listed above will result in the preparation of a draft and final report summarizing issues and study recommendations. This report (draft and final) will consist of the following elements: • Introduction to explain the scope of work, methods used in the study and will provide an executive summary of key findings and recommendations. • A detailed list of contacts and interviews conducted by the project team and the format of those interviews. • Detailed analysis of each study area along with findings and recommendations to allow an audit trail of how the recommendation was developed and the need for change including any saving, cost avoidance or costs for making the change. • Identification of a formula to assist the City in identifying the total number of uniformed and civilian personnel required for each position given the 24/7 staffing needs of providing emergency services to ensure adequate service levels are maintained. • Detailed reporting of how the OFD compares with national and industry best practices. • Analysis of operational and fiscal impacts for all recommendations, ,including a comprehensive cost-benefit analysis of the impact, to allow City officials to make informed decisions regarding staffing and both short and long-range costs related to the recommendations. Matrix Consulting Group Page ' Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN TASK RESULT The draft report will be reviewed with the Department and the project steering committee while in draft form. Once all reviews and any necessary revisions have been completed and the report is in final form, we are prepared to present the final report at a public meeting. Matrix Consulting Group Page 27 • Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN 4 Project Timeline The chart, below, shows our proposed schedule for completing the project and accomplishing the work tasks described above. As shown in the chart, we propose to conduct the project in 16 calendar weeks. The chart also portrays points at which it is appropriate to have project steering committee and staff review meetings. Task/Week 1-2 3-4 5-6 7-8 9-10 11-12 13-14 15-16 1. Project Initiation 1 2. Current Conditions 2 3. Performance Objectives 4. Capital Assets 5. Resource and Deployments 6. Overtime Utilization 7. Management Systems 8. Draft/Final Report 3 4 Meetings: 1: Kick-Off 2: Delivery of Profile 3: Delivery of Draft Report 4: Delivery of Final Report The final report will be delivered after the draft report is reviewed and comments are received from the City and Fire Department. Thereafter we will present the findings and recommendations to the City in a public meeting if desired. Matrix Consulting Group Page 28 • Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN 1 5 Price Proposal The Matrix Consulting Group's fee for conducting this review and developing the final report for Oshkosh is proposed as a fixed price of $49,500, including all time and expenses. The table, below, shows the allocation of hours by task and hourly rate for the personnel assigned to this project. Project Lead Total Task Manager Analyst Analysts Hours e 1. Introductory Meetings 8 16 8 32 2. Current Conditions 8 16 24 48 3. Performance Objectives 4 24 16 44 4. Capital Assets 0 8 16 24 5. Resources and Deployments 4 16 12 32 6. Overtime Utilization 2 12 4 18 7. Management Systems 3 12 4 19 6. Draft/Final Report 8 32 24 64 Total Hours 37 136 108 281 Rate Per Hour $200 $185 $125 Total Cost $7,400 $25,160 $13,500 $46,060 Travel Related Expense $3,440 Total Project Cost $49,500 Our usual practice is to invoice our clients monthly for time and materials, up to the total project amount. We are also amenable to alternative invoicing arrangements, such as on a deliverable basis. Matrix Consulting Group Page 29 4 Proposal to Conduct a Fire Department Staffing and Deployment Study OSHKOSH, WISCONSIN 5 References This section of the proposal provides references for the quality and depth of our work from projects that included station location analysis New Rochelle, New York The Matrix Consulting Group evaluated the impact of growth and redevelopment of the downtown area of New Deployment and Staffing Study Rochelle and how the construction of high rise occupancies will impact the staffing and deployment need of the New Barry Nechis Rochelle Fire Department. Our analysis indicated that the OEM/EMS Coordinator current staffing and deployment model could not develop 914-654-4343 an effective response force for these types of risk We developed a gradual increase in staffing that was tied to development milestones. We also recommended several improvements to the current use of automatic and mutual aid to ensure an effective response force could be developed. This included quarterly training exercises with automatic aid partners. Billerica, Massachusetts The Matrix Consulting Group was retained by the Town of Billerica to develop conduct a risk and facility assessment of Risk Management Study of the the Fire Department. Key recommendations included Fire Department improved data collection and reporting of department performance, increasing engine company minimum staffing Cathleen O'Dea to three personnel and creating a Battalion Chief position to Assistant Town Manager oversee shift operations. The project also found that better 978-671-0942 succession planning was needed in the organization and improvement to how leave is scheduled and utilized are needed. Long term, the relocation of two stations to improve travel time performance was recommended. Suffolk, Virginia In this study, the Matrix Consulting Group evaluated the current staffing and operations of the Suffolk, Virginia Fire Staffing and Efficiency Study Rescue Department. Key recommendations included options to revise staffing methods, which will result in Jeff Gray annual savings of $389,000. Other recommendations Administrative Analyst included improving dispatch call processing and turnout 757-514-4037 times, revising performance standards, moving plan review functions to the planning department, developing a public fire education program and developing a policy for adjusting leave hour balances of 24-hour staff transferring to an 8- hours. On request, we would be pleased to provide additional references for fire study projects completed with similar sized communities to Oshkosh. Matrix Consulting Group Page 30