REQUEST FOR PROPOSAL No Professional Services to Develop a Fire Master Plan for the Township of Wellesley Fire Department

Transcription

1 Township of Wellesley REQUEST FOR PROPOSAL No Professional Services to Develop a Fire Master Plan for the Township of Wellesley Fire Department for the Township of Wellesley Fire Department Page 1

2 Contents OVERVIEW... 4 PROJECT DESCRIPTION... 4 SCOPE OF SERVICES... 5 Goal... 5 Scope of Services and Deliverables... 5 Assistance by the Township of Wellesley... 6 Project Tasks... 7 Deliverables... 7 PROJECT TIMELINES... 8 Anticipated Schedule... 8 PROPOSAL REQUIREMENTS... 8 Date and Place for Receiving Submissions... 8 Proposal Format... 9 PROPOSAL SELECTION... 9 GENERAL TERMS AND CONDITIONS Request for Proposals Withdrawal of Proposals Clarification Proposal Expiry Date Incurred Costs Acceptance or Rejection of Proposals Ability and Experience of Proponents Submitting Proposals Vendor Performance Failure to Perform Conflict of Interest Award and Announcement Insurance for the Township of Wellesley Fire Department Page 2

3 Comprehensive General Liability Insurance Errors and Omissions Other Insurance Indemnification Intellectual Property Sales Taxes Payment Confidentiality Compliance with Laws, Notices, Permits and Fees for the Township of Wellesley Fire Department Page 3

4 OVERVIEW The Township of Wellesley is located in the Region of Waterloo and has a population of 10, 713 persons within an area of 278 square kilometres. The primary industry is agriculture some with on farm industrial shops. Future residential and industrial growth will be focused in and around the Wellesley settlement area. There are also 10 other rural settlement areas in the Township. Two of these rural settlement areas have the potential for additional industrial growth. Township of Wellesley Fire Department currently operates three fire stations to protect an area of 278 square kilometers, The Department employs a full-time Fire Chief, 2 volunteer Deputy Fire Chief s, a part time Administrative Assistant, and 69 volunteer firefighters. Services provided include fire prevention and public fire safety education, emergency planning, and emergency response to approximately 300 calls per year, including interior structural firefighting, rescue, and medical assistance responses. PROJECT DESCRIPTION The Township of Wellesley is seeking proposals from qualified professional consulting firms to conduct a comprehensive fire service review and develop a Fire Master Plan. A Fire Master Plan is considered a strategic blueprint for the provision of local fire protection and rescue services that addresses legislative requirements and local needs and circumstances, while taking into account the community's ability to fund and support the level of service determined by Council. The Fire Master Plan also makes significant findings and recommendations relating to fire risks and hazards, fire protection capabilities, public education, fire risk reductions and management, community preparedness and response, and funding and fiscal measures relating to fire protection. The Fire Master Plan will provide the Township of Wellesley with a systematic and comprehensive approach to evaluating risk and existing capabilities within the municipality and its fire department for the next 10 years. It will also help formulate and communicate strategic direction, and highlight opportunities for optimizing service delivery. Because members of the public, Council, the fire department staff, and other Township of Wellesley departments participate in the development of a Fire Master Plan, it will also provide an objective basis to support decisionmaking with respect to community fire protection and prevention service needs. The Fire Chief will act as the lead municipal contact on the project. for the Township of Wellesley Fire Department Page 4

5 SCOPE OF SERVICES Goal The goal of this project is to identify and provide the optimum level and range of fire protection and rescue services appropriate to the specific local needs and circumstances of the Township of Wellesley. Scope of Services and Deliverables The scope of the project will be to conduct a comprehensive review of all Fire Department operations and develop a Fire Master Plan which will facilitate the provision of an optimum level of fire protection and rescue services appropriate for the community. The study will: Be conducted considering best practices, current industry standards, and applicable legislation as the foundation for all work undertaken. Use both quantitative and qualitative research methodologies to develop a strong understanding of current and future needs and circumstances of the community, and customer service demands of the public. Include, but not be limited to, the following key areas: o Governance review and make recommendations regarding applicable provincial Legislation and regulations, and municipal By-Laws relative to the Fire Department. o Service Delivery review and make recommendations regarding the level and range of services and programs delivered currently, and future requirements taking into account predicted growth and service delivery expectations. o Fire Prevention review and make recommendations regarding the Fire Prevention Program including fire inspections, investigations, and code enforcement. o Public Fire Safety Education review and make recommendations regarding Public Education program, including demographics, website. o Emergency Response review and make recommendations regarding the emergency response call volume and trends, including types of calls, numbers of calls, apparatus deployment, response staffing, firefighter deployment and safety. o Firefighter Training review and make recommendations regarding the Firefighter Training Program, including recruit training, firefighter training, and officer training. o Administration review and make recommendations regarding the administration of the Fire Department, including organization, policies and procedures, administrative support, record keeping, information management, purchasing, inventory control, public and media relations, and customer service. for the Township of Wellesley Fire Department Page 5

6 o Finance review and make recommendations regarding Fire Department budgeting, reserves, development charges, revenues and potential revenues. o Human Resources review and make recommendations regarding Fire Department staffing, including organizational structure, ratio of officers to firefighters relative to effective span of control, firefighter recruitment and retention, job descriptions, remuneration of full-time and volunteer staff, promotional policy, succession planning, and health and safety. Facilities examine the existing fire stations and administration facilities and make recommendations regarding the appropriate number, location and configuration of Fire Department facilities relative to long-term fire protection service delivery. Station location analyses and identification of up to three options for site location; There are a number of factors to be considered in assessing the stations current condition and functionality. These include current condition of mechanical/electrical systems, structural integrity and overall condition. Work in this area should also consider the current functionality of the station in meeting the department s needs. Considering compliance with relevant legislation such as accessibility would also need to be considered. The current environmental condition of the building is another aspect that should be considered. In particular this component of the study would assess the presence of materials such as asbestos. o Apparatus and Equipment review and make recommendations regarding the Fire Department fleet of vehicles, fire apparatus and major pieces of equipment including the types of vehicles, age, replacement cycles, utilization and suitability. o Maintenance Program review and make recommendations regarding the inspection and maintenance of Fire Department vehicles, fire apparatus, and equipment. o Communications review and make recommendations regarding Fire Department communications systems, including dispatch, paging, telephone, and radio systems. o Emergency Management Program review and make recommendations regarding the Emergency Management Program as managed by the Fire Chief/CEMC. Include input from Council, key Township of Wellesley staff, senior fire department officers, volunteer firefighters, and the community. Consider the potential effects of Mutual Aid and/or Fire Protection Agreements with neighbouring municipalities. Consider the projected growth in population and development over the next 10 to 20 years, and the potential impact to service delivery and operations of the Fire Department. Include recommendations and estimate financial implications of each. Assistance by the Township of Wellesley The Fire Chief will provide the successful consultant with the following: for the Township of Wellesley Fire Department Page 6

7 Provide access to background information as available, including, MFPIS, council's Strategic Plan, maps, budgets, policies and procedures, reports, and fire department records and statistics. Provide meeting locations and coordination with key departments. Arrange entry to or onto locations deemed necessary as part of the study. Project Tasks The project tasks listed below outline the minimal scope of tasks and deliverables anticipated for the fulfillment of the project purpose and objectives. Other tasks and deliverables may be required beyond those listed in order to fulfill the project objectives, and as such the list should not be viewed as complete or limiting. At a minimum, the project tasks will include: Initial meeting with the Fire Chief and Deputies to review the scope of work required. Collection and review of background information, creation of a Simplified Risk Assessment for the Township of Wellesley Fire Department, and relevant data and statistics including application of the new OFMEM Integrated Risk Model (IRM Web Tool); o Tour of Township of Wellesley Fire Stations, Administrative offices, and Kitchener Dispatch. o One meeting at each of the 3 fire stations to seek input and comments from the Volunteer Firefighters, Captains and Senior Captains. o o o o o o Meetings to seek input and comments from fire department fulltime staff, Chief Administrative Officer, and key Township of Wellesley staff. Consultations with members of Council to seek input and comments. Soliciting public input. Preparation of a draft Fire Master Plan and implementation strategies and presentation to the Fire Department Leadership Team and Township of Wellesley Senior Management Team. Amend Draft report as required. Preparation of a final Fire Master Plan with implementation strategies, and presentation to Council. The consultant will provide status reports to the Fire Chief and Fire Department Leadership team on the progress of the Fire Master Plan on a regular basis. Deliverables The Fire Master Plan will include the identification and evaluation of present and future fire-related risks, prioritization of risks by probability, consequence and impact, and present options and recommendations for Council to consider in order to mitigate those risks to the community.the Fire Master Plan will address applicable legislation and standards, risk versus resource rationalization, existing and potential partnerships, shared services and assistance plans, policies, for the Township of Wellesley Fire Department Page 7

8 procedures, and best practices, and benchmarking with other similar municipalities. Six (6) paper copies of the Fire Master Plan Report, one (1) electronic copy in Microsoft Word format, and one (1) electronic copy in PDF format are required. The consultant will provide a presentation of the Draft Fire Master Plan to the Fire Department Leadership Team and the Township of Wellesley Senior Management Team, which will include findings of the comprehensive fire service review, proposed recommendations, alternative options for consideration, and anticipated implementation issues and financial implications. The consultant will provide a presentation of the final Fire Master Plan to Council, which will include key findings, consultant analysis and recommendations, identification of implementation issues, financial implications, implementation strategy and recommended implementation timetable. PROJECT TIMELINES Anticipated Schedule The anticipated schedule for this project is as follows: RFP Closing Date: March 20, 2015 Consultant Evaluation: April, Award of Contract/Project Start-Up: April 30, 2015 Community Information Open House: To be determined Draft Fire Master Plan Report: August 30 12, 2015 Draft Report Presented to Fire Leadership Team Senior Management: Fire Master Plan Report: Final Fire Master Plan Report Presented to Council: September 30, 2015 PROPOSAL REQUIREMENTS Date and Place for Receiving Submissions Three (3) copies of the proposal shall be submitted in a sealed envelope. Plainly mark your package of three (3) copies to reveal the contents and the proponent's company name and address. All submissions must be received before 2:00pm local time, March 20, 2015 by the Township of Wellesley Fire Chief, and addressed as follows: Request for Proposal, No. FD Lobsinger Line St. Clements Ontario NOB 1M0 Proposals received later than the time specified above will not be accepted, regardless of the postal seal date. for the Township of Wellesley Fire Department Page 8

9 Please note that all consultants submitting a proposal are solely responsible to ensure that their submissions are received by the Township of Wellesley Fire Chief on or before the deadline. The Township of Wellesley will not accept any submission after this deadline notwithstanding the reason for late receipt. Please note that in the event of any question regarding the timely receipt of any submission, the time on the clock designated by the Township of Wellesley Fire Chief will absolutely prevail over any other timepiece regardless of any discrepancies between the time on the Fire Chiefs designated clock and the actual time. Proposal Format To facilitate the review and evaluation of the proposals, each copy of the proposal should include the following information: Description of the Firm: A brief description of the firm's history highlighting the services related to this RFP. This should include the name, address and telephone number of the firm and all subconsultants (if any). Description of the Team: An outline of the qualifications and experience of the Project Manager and team members to be assigned to the project, including all sub-consultants (if any). This should include the respective roles and responsibilities of each team member in the development of the Fire Master Plan. It should also indicate the previous experience the proposed team members have in working together on similar recent projects, and include Curriculum Vitae for each team member in an appendix to the proposal submission. Understanding of the Project: A brief description of your understanding of the project and general approach to the conduct of the study. Project Schedule: A description of the project schedule by task/activity and indicating the approximate timing of key meetings. Project Costs: Provide the total upset limit cost to complete the project, including disbursements. This shall include a breakdown of hourly rates, time and fees, by staff assigned and activity. Reference Contacts: Provide three (3) clients for which projects of comparable size and complexity were completed. PROPOSAL SELECTION The submissions will be evaluated and scored based on the Selection Criteria listed in Attachment A. Each of the criteria will be scored between "one" (1) and "five" (5), and then multiplied by the weight to establish the weighted score. All proposals received will be analyzed in detail. The selection by the Township of Wellesley will be based upon the overall quality of the proposal; evidence of competence and professional considerations such as overall experience, capability, current capacity to perform the work described herein; the personnel proposed to perform the work; the plan for the Township of Wellesley Fire Department Page 9

10 presented and the cost. The lowest cost proposal may not necessarily be selected. The Township of Wellesley reserves the right to: Invite one or more proponent(s) to attend a formal presentation with the Fire Department and Township of Wellesley Administration team to provide clarification of their proposal, Select any or none of the proposals as submitted, Accept the proposal that it considers to be in its best interest, and Change the scope of work subject to negotiation with the successful proponent. GENERAL TERMS AND CONDITIONS Request for Proposals The issue date of this Request for Proposals (RPF) is Monday, March 2 nd, All interested parties must register their name, address and contact information to receive an RFP package and provide payment of $50.00 to the Township of Wellesley. Payment must be received prior to closing date for the proposal to be considered. Withdrawal of Proposals A proposal may be withdrawn unopened after it has been deposited, if such request is received in writing by the Fire Chief prior to the deadline specified for receipt of proposals. Clarification It will be the proponent's responsibility to clarify any details in question before submitting a proposal. All correspondence should be issued in writing (including ) only on or before 2:00pm local time, March 20, 2015 and should be directed to: Andrew Lillico, Fire Chief alillico@wellesley.ca Township of Wellesley 4639 Lobsinger Line St. Clements Ontario NOB 1M0 No verbal communications, face-to-face meetings, or telephone calls to discuss this RFP will be accepted. Proposal Expiry Date Proponents making submissions acknowledge that offers contained within their submission shall remain open for acceptance by the Township of Wellesley for a period of not less than ninety (90) days from the closing date established for the RFP. for the Township of Wellesley Fire Department Page 10

11 Incurred Costs The Township of Wellesley will not be liable nor reimburse any proponents for costs incurred in the preparation of submissions, attendance at meetings and related travel costs, or any other services that may be requested as part of the evaluation process. Acceptance or Rejection of Proposals The Township of Wellesley reserves the right in its total discretion to accept or reject any or all proposals for any reason whatsoever, and to accept or reject any proposal if considered best for the Township of Wellesley All documentation is subject to review by staff for mathematical accuracies and compliance with the specifications terms and conditions. Ability and Experience of Proponents Submitting Proposals Each proponent making a submission shall satisfy the Township of Wellesley as to their ability and experience in supplying the services offered in their submission. The Township of Wellesley will not award a contract to any company that cannot furnish evidence satisfactory to the Township of Wellesley that they have the necessary ability, dedication, equipment, capital and experience to provide the services required. Vendor Performance The Township of Wellesley may, at its sole discretion, reject a submission if the proponent making the submission: Has, at any time threatened, commenced or engaged in legal claims or litigation against the Township of Wellesley, Previously provided goods or services to the Township of Wellesley in an unsatisfactory manner, Has failed to satisfy an outstanding debt to the Township of Wellesley, Has a history of illegitimate, frivolous, unreasonable or invalid claims, Provides incomplete, unrepresentative or unsatisfactory references, or Has engaged in conduct that leads the Township of Wellesley to determine that it would not be in the Township of Wellesley s best interest to accept the submission. Failure to Perform Failure to comply with all terms and conditions of this RFP and failure to supply all documentation as required, within the specified time period, shall be just cause for cancellation of the award. The Township of Wellesley shall then have the right to award to any other proponent, or issue a new RFP. for the Township of Wellesley Fire Department Page 11

12 Conflict of Interest Proponents making a submission shall disclose to the Township of Wellesley prior to award of the contract, any potential conflict of interest. If such a conflict of interest does exist, the Township of Wellesley may, at its sole discretion, withhold the award. Award and Announcement Negotiations, if any, must be successfully concluded and documented before a final recommendation is made. The first ranked proponent, having acceptable terms and conditions as outlined in this RFP will be recommended for award. Upon approval of the recommendation for award, the Township of Wellesley will notify the successful proponent in writing of the acceptance of its proposal. The successful proponent shall be bound to execute an agreement with the Township of Wellesley within fourteen (14) days of contract award. The date of the contract award shall be taken as the date on which the successful proponent and the Township of Wellesley have executed a contract. The successful proponent must submit the following to the Township of Wellesley within fourteen (14) days of the offer to contract: A fully executed agreement, and A certificate of insurance which complies with the insurance and indemnification requirements of the RFP. Insurance The contractor and all subcontractors shall purchase and maintain at all times during the term of this work, the coverage listed below: Comprehensive General Liability Insurance Commercial general liability insurance insuring the contractor and covering all services as described in the scope of work. The policy will be extended to include bodily injury and property damage, personal and advertising injury, products and completed services, blanket contractual, a severability of interest and cross liability clause to a limit of not less than two million dollars ($2,000,000) per occurrence. A commercial general liability policy that has an aggregate limit will be acceptable. The policy shall include a cross liability clause written as follows: The insurance as is afforded by this policy shall apply in respect to any claim or action brought against anyone insured by any other insurer. The coverage shall apply in the same manner and extent as though a separate policy has been issued to each insured. Any breach of condition of this policy by any insured shall not affect the protection given by this policy to the owner. Errors and Omissions The successful proponent is required to have Errors and Omissions liability insurance insuring the contractor in the amount of not less than two million dollars ($2,000,000) per claim in the aggregate. The coverage for the Township of Wellesley Fire Department Page 12

13 under the policy shall be maintained continuously until expiry or termination of the contract Agreement. If coverage under the Errors and Omissions policy is cancelled within the two (2) year period after the completion or termination on the work, the contractor shall provide the Township of Wellesley with notice within ninety (90) days of cancellation and shall be required to purchase an extended reporting endorsement to ensure that coverage is maintained. Other Insurance Any other type or form of insurance as otherwise may be required from time to time as identified at any time by either party. All insurance policies shall be: Written with an insurer licensed to do business in Ontario, Be non-contributing with, and will apply only as primary and not excess to any other insurance or self-insurance available to the proponent, and Contain an undertaking by the insurers to notify the Township of Wellesley in writing not less than thirty (30) days before any material change in risk cancellation of coverage. Certificates of insurance originally signed by authorized insurance representatives, or if required by the Township of Wellesley, certified copies of all of the above-mentioned policies shall be delivered to the Township of Wellesley prior to the commencement of services. All subsequent policy renewals and certificates on insurance thereafter, during the term of this work is in force, shall be forwarded to the Township of Wellesley within sixty days (60) of their renewal date. Indemnification The successful proponent shall indemnify and save harmless the Township of Wellesley, its elected officials, officers, employees and agents from and against any and all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal costs), interest or damages of every nature and kind arising out of negligence, errors or omissions, fraud or willful misconduct of the successful proponent, its officers, employees, agents and subcontractors, or any of them, attributable to or in connection with the delivery of performance of the goods and services contemplated in the RFP, except to the extent that the same is attributable to or caused by the negligence of the Township of Wellesley, its officers, employees and agent, or any of them. This indemnity shall be in addition to and not in lieu of any insurance to be provided by the successful proponent in accordance with the RFP. Intellectual Property All information and data in any form, including but not limited to drawings, documents and reports, which are prepared by the proponent pursuant to this work, together with all designs or materials capable of intellectual property protection, prepared, developed or created by the proponent, its employees or agents during the performance of the services involved in this work shall become the property of the Township of Wellesley unless specifically noted otherwise in the written agreement for for the Township of Wellesley Fire Department Page 13

14 this work. The proponent shall not be liable for subsequent changes to or alterations of such drawings and documents. Sales Taxes Prices quoted should identify the federal and provincial tax components, where applicable. Payment Net 30 days upon approval by Council of final Fire Master Plan document. Confidentiality In accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, as amended, proponent s are advised that any personal information provided by a proponent responding to this RFP is hereby collected under the authority of the Municipal Act, 2001 and will be used exclusively in the RFP process.the proposal must not be restricted by any statement, covering letter or alteration by the proponent in respect of confidential or proprietary information. The Township of Wellesley will treat all proposals as confidential within the boundaries of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All public reports approved by the Township of Wellesley Council will become public information. All information relative to this RFP will become the property of the Township of Wellesley once a proposal is accepted by the Township of Wellesley and a contract is signed, all information contained in it is available to the public. Release of information contained in a proposal may be requested by anyone under the MFIPPA unless they contain either a trade secret or information that if disclosed would result in harm to the proponent. This would include scientific, technical, financial or labour relations information. All requests for information must be made in writing and submitted to the Township of Wellesley Clerk. In addition, certain contractual information must be disclosed to the Township of Wellesley and may become part of the public record. Compliance with Laws, Notices, Permits and Fees The successful proponent shall: Comply with all federal, provincial and municipal laws, statutes, regulations and by-laws relevant to this proposal, Obtain the necessary permits, licenses and certificates and pay the fees required for performance of the work which are in force at the date of the proposal closing, and Give the required notices and comply with the laws, ordinances, rules, regulations, codes and orders of the authorities having jurisdiction which are or become in force during the performance of the work. for the Township of Wellesley Fire Department Page 14