Fire Service Comprehensive Growth Plan RFP - City of Corcoran, MN

CITY OF CORCORAN

Request for Proposals (RFP) Fire Service Comprehensive Growth Plan Proposals Due: March 30, 2017 at 4:00 pm

8200 County Road 116 · Corcoran, MN 55340 Website: www.ci.corcoran.mn.us

Request for Proposals Corcoran Fire Service Comprehensive Growth Plan

Overview The City of Corcoran, Minnesota is seeking qualified consultants to provide proposals for a Fire Service Comprehensive Growth Plan in order to ensure the efficient delivery of fire services in the community as it grows. Corcoran is located in northwestern Hennepin County on the edge of the Minneapolis/St. Paul metropolitan area and is currently home to approximately 5,500 residents residing in varying degrees of density over 36 square miles. Current growth forecasts anticipate the municipal population doubling in size over the next 20 years. The purpose of this plan is to review existing fire service delivery and provide the City with recommendations for future fire department contract considerations, facilities (including locations), infrastructure, equipment, and staffing; each with corresponding growth trigger points. The plan will also incorporate operating and capital financial planning recommendations.

The City Structure The City of Corcoran is a Minnesota home rule charter city governed by a five-person MayorCouncil. The City Administrator serves at the will of the Council and oversees all department heads. The Director of Public Safety oversees the delivery of all Police and Fire services in the community and reports to the City Administrator. Fire services in the City of Corcoran are currently delivered by three contracted agencies. The City does not currently employ any fire department staff directly.

Current Contractual Partners The Hanover Fire Department is contracted to serve the northwestern portion of Corcoran. The Hanover Fire Department is a volunteer municipal fire department located in the City of Hanover, Minnesota. The department currently provides firefighting, emergency medical response, hazardous materials response, vehicle extrication, confined space operations, fire prevention education, and ice/water emergency response services. The Rogers Fire Department is contracted to serve the northeastern portion of Corcoran. The Rogers Fire Department is a combination professional/volunteer municipal fire department located in the City of Rogers, Minnesota. The department currently provides firefighting, emergency medical response, hazardous materials response, vehicle extrication, confined space operations, fire prevention education, and ice/water emergency response services. The Loretto Fire Department is contracted to serve the southern portion of Corcoran. The Loretto Fire Department is an independent entity that contracts for municipal fire service coverage and is located in the City of Loretto, Minnesota. The department currently provides firefighting, emergency medical response, hazardous materials response, vehicle extrication, confined space operations, fire prevention education, and ice/water emergency response services. The fire department contract amounts are calculated annually using formulas incorporating property valuations and calls for service.

The Future The City is already experiencing some of the projected growth and is committed to providing the most efficient delivery of fire services while making appropriate and timely investments in the 2

Request for Proposals Corcoran Fire Service Comprehensive Growth Plan City’s future. The City is seeking a plan that articulates developmental impact and corresponding ISO rating information supporting the recommended investments. This plan is intended to guide the City in these decisions. The plan must provide sufficient autonomy and foresight to allow the City to act independently while capitalizing on available partnerships and collaborations to reduce expenses wherever possible.

Scope of Work The City of Corcoran is seeking a qualified and innovative fire service expert with experience in strategic planning to help build a Fire Service Comprehensive Growth Plan for the City of Corcoran from the ground up. The plan should include at least the following: 1. Gather all pertinent data and information including existing conditions. The consultant will be responsible for all costs associated with obtaining any third-party data. 2. Conduct in-depth analysis of the City as it relates to fire service including but not limited to: a. Population b. Density c. Land Use d. Future Commercial, Industrial, and Residential Development e. City Infrastructure f. Transportation Infrastructure g. Available Apparatus and Equipment h. Current and Potential Partners i. Available Mutual Aid Response 3. Evaluate and summarize existing fire service coverage and contracts. 4. Compose a Fire Service Comprehensive Growth Plan focused on efficiency including an appropriate level of autonomy and including at least: a. Recommendations for the utilization of contracted services b. Public infrastructure recommendations c. Recommendations for any facility improvements or additional facilities including appropriate location(s), capacity, equipment, and staffing d. Timing triggers and financial planning recommendations for any recommended facility or infrastructure improvements as they relate to development, population, or other factors e. A cost/benefit/consequence analysis of proposed improvements 5. A plan for integration into existing conditions. 6. The proposed plan should consider opportunities for: a. Increased Efficiency b. Improved Effectiveness c. Enhanced or Expanded Services d. Opportunities to Reduce Costs e. The Coordination of Regional Planning f. The Standardization of Services and Programs g. Potential to Reduce ISO Ratings h. Consideration of International Accreditation i. Impact on State and Local Grant Funding

3

Request for Proposals Corcoran Fire Service Comprehensive Growth Plan 7. Prepare a draft report for review and comment by city staff and Council representatives prior to completion of the final report. 8. Provide the City with 12 hard copies and one digital copy (.pdf) of the final report. 9. Conduct a formal public presentation of the final report to the Council and staff with time for questions.

Required Meetings Consultants shall provide regular project updates and arrange at least the following meetings: 1. 2. 3. 4.

Project initiation meeting with city staff and Council representatives. Onsite community visit and evaluation of existing facilities and equipment. Draft report meeting with city staff and Council representatives. Formal public presentation of the final report to the Council and staff with time for questions.

Proposal Submitted proposals must include: 1. A letter outlining the firm and its background with five professional references. 2. A letter outlining the consultants that will be assigned to the project and their professional backgrounds, including who will be designated as the lead on the project. 3. A list of 5 similar studies conducted by the firm, including contact information, conducted within the past 5 years. 4. A project outline with estimated timelines including a work plan and methodology. 5. A detailed meeting list indicating when meetings will be conducted, the purpose of the meetings, and whose attendance will be necessary. 6. A list of additional recommendations or considerations for the Fire Service Comprehensive Growth Plan (if applicable). 7. The cost for unanticipated additional meetings or added time. 8. The total anticipated project cost including a “not to exceed cost.” 9. The submission shall be signed by the person(s) in the responder’s firm or corporation who is authorized to ultimately sign a Contract with the City of Corcoran and who is authorized to respond to questions or provide clarity to the submission. 10. The same person who signs for the firm as required in #9 above shall also certify and warrant, in writing, that the information provided in the proposal is true, correct and reliable for purposes of evaluation for the potential award of a contract and that the firm has complied with the Bidders’ Ethics and Collusion requirements laid out within this RFP.

Costs of Proposal All costs of preparing a proposal in response to this RFP shall be borne by the proposing firm.

Cancellation The City of Corcoran reserves the right to cancel any contract/agreement, at any time, for any reason, with thirty (30) days prior written notice to the consultant.

4


Bidders’ Ethics and Collusion Collusive Bidding: Any firm that submits a proposal in response to this RFP must certify that the firm’s proposal was arrived at independently and was submitted without collusion with and without any agreement, understanding or planned common course of action with any other entity which submits a proposal in response to the RFP. Any firm that is found to have engaged in collusive bidding shall be disqualified from further consideration of award of this contract and shall be subject to any applicable penalties under the law. Bribery: Any firm that attempts to influence a City official to award this contract to such proposer’s firm by offering or promising to provide or by providing to such City official any gratuity, entertainment, commission or any other gift, in exchange for a promise to award the contract to such firm shall be disqualified from further consideration of award of this contract and shall be subject to any applicable penalties under the law. Conflict of Interest: Any firm that submits a proposal in response to this RFP shall disclose a list of all entities with which it has a relationship that create, or appear to create, a conflict of interest with the work that is contemplated in this Request for Proposals. The disclosure should include the name of the entity, the firm’s relationship with that entity, and an explanation of the conflict or potential conflict. Any firm that knows or reasonably should know of any City official having a material direct or indirect financial interest in such proposer’s firm shall be required to submit a written statement, along with the Form of Proposal, detailing such interest. Failure to disclose a known or reasonably discoverable financial interest shall result in the firm’s disqualification from further consideration of award of this contract.

Minnesota Government Data Practices Act Compliance Any firm that submits a proposal in response to this RFP must agree that all data created, collected, received, stored, used, maintained, or disseminated in performing a governmental function is subject to the requirements of the Minnesota Government Data Practices Act.

Identification of Trade Secret Data All materials submitted by a firm in response to this RFP shall become the property of the City and shall become public in accordance with Minnesota Statute 13.591, Subd. 3, after the evaluation process is completed. If a firm submits data in response to this RFP which it believes to be “trade secret data” as defined by Minnesota Statute 13.37, the firm must: 1) clearly mark all “trade secret data” in its proposal, at the time of submission; and 2) include a statement with each “trade secret data” designation justifying the designation; and 3) agree to defend the City in any action seeking release of the designated data and indemnify and hold harmless the City from any judgments, awards, liabilities, and costs, including reasonable attorneys’ fees, awarded against the City to the party requesting the data and any and all costs of the defense of such claim. Pursuant to Minnesota Statute 13.591, the City maintains discretion to make a final decision as to the designation of data as “trade secret data”, even if it is asserted to be “trade secret data” by the proposing firm. 5


Award Criteria The project shall be awarded to the firm and/or consultant(s) whose qualifications are deemed to best provide the services desired, taking into account the requirements, terms, and conditions contained in the request for proposals. The City will consider conformity with the scope of work requested, the performance period, the delivery terms, and the estimated project cost in making its award decision. The City has the absolute and sole discretion in making an award under this RFP. The City may, at its sole and absolute discretion, decide to not issue an award if the City deems it to be in the best interest of the City.

Questions and Contact Information Proposal submissions and questions relating to this request for proposals must be submitted in writing to: City of Corcoran Attn: Matt Gottschalk, Director of Public Safety 8200 County Road 116 Corcoran, MN 55357 Email: [email protected] To ensure consistent interpretation of certain items, answers to questions the City deems to be in the interest of all will be made available to all other respondents.

Proposals Must Be Received by the City No Later Than: March 30, 2017 at 4:00 pm Late Proposals Will Not Be Accepted

6