REQUEST FOR PROPOSALS
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- Tabitha Jocelyn Taylor
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1 REQUEST FOR PROPOSALS NOTICE IS HEREBY GIVEN that the City of Canyon Lake ( City ) is issuing this Request for Proposals ( RFP ) for professional. Proposers are solely responsible for ensuring proposals are received by the City on or before the submittal deadline. Proposals must be received no later than 5:00 p.m on Monday, January 4, 2016 at the following address: City of Canyon Lake Attn: Kirsten Rowe Railroad Canyon Road Canyon Lake, CA Proposals submitted by facsimile or are not acceptable and will not be considered. The original signed proposal, six (6) duplicates, and 1 electronic copy on CD are to be submitted in sealed packages with the name of the Proposer. The sealed package(s) should be plainly marked on the outside: SEALED PROPOSAL FOR FIRE DEPARTMENT CONSULTING SERVICES DO NOT OPEN WITH REGULAR MAIL Failure to comply with the requirements set forth in this RFP may result in disqualification. Proposals and/or modifications received subsequent to the hour and date specified above will not be considered. Submitted proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification is received in writing before the submittal deadline. Proposals cannot be changed or withdrawn after the submittal deadline. No handwritten notations or corrections will be allowed. No oral, electronic, facsimile, or telephonic proposals or modifications will be accepted. The responding Proposer is solely responsible for all costs related to the preparation of the proposal. The City reserves the right to reject all proposals and to waive any minor informalities or irregularities contained in any proposal. Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract. The City reserves the right to take all bids under advisement for a period of sixty (60) days. At the time of contract award, the Awardee shall possess a valid City of Canyon Lake Business License. The contract award, if any, will be made to the firm who, in the City s sole discretion, is best able to perform the required services in a manner most beneficial to the City. All questions must be put in writing and received by the City no later than 5:00 p.m. on Monday, December 21, Requests for clarifications, questions, and comments must be ed and clearly labeled in the subject line, Written Questions for City of Canyon Lake RFP and addressed to Kirsten Rowe at krowe@cityofcanyonlake.com. The City of Canyon Lake is not responsible for failure to respond to a request that has not been so labeled. All responses shall go to all those who obtain/obtained proposal packets. City of Canyon Lake RFP: Page 1 of 10
2 I. INTRODUCTION A. Background One of only five (5) gated cities in California, Canyon Lake began as a master-planned community developed by Corona Land Company in The Lake originally formed in 1927 after Railroad Canyon Dam was built. It covers 383 acres and has 14.9 miles of shoreline. The City of Canyon Lake was incorporated on December 1, The City has a population of 10,647 and geographically spans 4.6 square miles. Canyon Lake is located in Riverside County, which offers a growing job base, newly-built designer homes and great schools. The City Manager is hired by the City Council and oversees all day-today operations. Consultant will receive direction from the City Manager. For more information about the City, please visit the City s website at Since the City s incorporation in 1990, the City had participated in a Master Agreement with Riverside County and CalFire for fire services. This agreement, which provided fire protection services to 21 cities and a Community Services District in Riverside County, utilized CalFire (California Department of Forestry and Fire Protection) resources. Costs to the City had risen consistently and precipitously over the years, primarily due to a forced increase in the staffing level on each fire engine as well as pension costs and fixed costs under the Master Agreement. This staffing increase had no legal basis, and resulted in deficit spending by the City for many years. Canyon Lake is a built-out community with virtually no short-term ability to increase its revenues through economic development. In past years, the County and CalFire recognized the fiscal burden placed on Canyon Lake due to the enhanced staffing of each fire engine starting in The County Fire Chief at the time assured the City that the County would cover the increased costs. While some funds did accrue from the County, the amount provided did not meet the City s greatly increased fire service costs as they compounded in subsequent years. The City attempted to address the increasing fiscal calamity numerous times over the years, including invoking a provision of the contract to reduce manpower at the only fire station within the City s boundaries. The County at first delayed its response to the City s request, and then ultimately stated that there would never be a cost reduction or reduction in services under the contract. In November 2014, the City passed a utility users tax measure, but this only provides financial breathing room, and does not solve long-term fiscal problems of the City. Attempts to resolve issues further degraded during a contractually-obligated mediation wherein the County and CalFire refused to engage in meaningful discussions and made it clear they would not even consider entertaining more realistic options for the City. In January 2015, a Declaratory Relief Action was filed by the City and a related lawsuit was filed by the County. In September 2015, both actions were settled by the City and the County, and the City and County entered into a one-year agreement for fire services to be provided to the City by neighboring County fire stations, leaving the fire station within the City s limits empty. Faced with the issues raised by the County, the City has decided to move forward to form its own fire department. B. General Information The City of Canyon Lake is accepting proposals from qualified firms to provide Fire Department Consultant Services for the City of Canyon Lake ( City ) in accordance with the included specifications, terms, and conditions shown in this Request for Proposal ( RFP ). Prospective respondents are advised to read this City of Canyon Lake RFP: Page 2 of 10
3 information carefully prior to submitting a proposal. All proposals must contain the requisite information outlined in the RFP and received no later than 5:00 p.m. on Monday, January 4, To be considered, one (1) signed copy, six (6) duplicates and 1 electronic copy on CD of the proposal are to be submitted in sealed package(s) with the name of the Proposer and plainly marked on the outside: SEALED PROPOSAL FOR FIRE DEPARTMENT CONSULTING SERVICES DO NOT OPEN WITH REGULAR MAIL Proposals must be submitted to: City of Canyon Lake Attn: Kirsten Rowe Railroad Canyon Road Canyon Lake, CA No oral, electronic, facsimile, or telephonic proposals or modifications will be considered. All questions must be put in writing and received by the City no later than 5:00 p.m. on Monday, December 21, Requests for clarifications, questions, and comments must be ed and clearly labeled in the subject line, Written Questions for City of Canyon Lake RFP and addressed to Kirsten Rowe at krowe@cityofcanyonlake.com. The City of Canyon Lake is not responsible for failure to respond to a request that has not been so labeled. All responses shall go to all those who obtain/obtained proposal packets. Material changes, if any, to the scope of services or proposal procedures will only be transmitted by written addenda, to be posted on the City website. Prospective proposers are responsible for checking the City website for addenda. If discrepancies are found between the copies, or between the original and copy or copies, the ORIGINAL will provide the basis for resolving such discrepancies. If no document can be identified as original bearing original signatures, proposal may be rejected at the discretion of the City. C. Proposal Calendar The following is a list of key dates up to, and including, the date proposals are to be submitted: Date Thursday, December 3, 2015 Monday, December 21, 2015 Monday, January 4, 2016 Week of January 11, 2016 Mid-January 2016 Activity Request for Proposal issued Deadline for submitting questions (due by 5:00 p.m.) Due date for proposals (due by 5:00 p.m.) Oral Interviews (optional/conducted at City s discretion) Contract awarded by City Council D. Late Proposals: Proposals arriving after the specified date and time will not be considered, nor will late proposals be opened. Each firm assumes responsibility for timely submission of its proposal. City of Canyon Lake RFP: Page 3 of 10
4 E. Withdrawal or Modifications of Proposals: Any proposal may be withdrawn or modified by a written request signed by the Proposer and received by the Deputy City Clerk prior to the final time and date for the receipt of proposals. Once the deadline has passed, firms are obligated to fulfill the terms of their proposal. F. Costs Related to Proposal Preparation: The City will NOT be responsible for any costs incurred by any Proposer in the preparation or submittal of their respective proposal. G. Proposer s Questions: The City will NOT give verbal answers to inquiries regarding information in this RFP, or verbal instructions prior to the submission deadline. All questions shall be submitted in writing to Kirsten Rowe, Administrative Services Manager at krowe@cityofcanyonlake.com with the following in the subject line: Written Questions for City of Canyon Lake RFP. A verbal statement regarding same by any person shall be non-binding. The City is not liable for any increased costs resulting from the Proposer accepting verbal directions. Any explanation desired by a Proposer must be requested of the City representative in writing not later than 5:00 p.m. on Monday, December 21, 2015 and if explanation is necessary, a reply shall be made in the form of an addendum, a copy of which shall be posted on the City s website at on or before Tuesday, December 22, H. Public Record: Proposer s attention is drawn to the fact that all proposal documents submitted are subject to disclosure under the California Public Records Act (Government Code Section 6250 et seq.). Information contained in the proposals may be made public after the review process has been completed, negotiations have concluded and a recommendation for award has been officially placed on the City Council agenda for consideration, and/or following award of contract, if any, by the City Council. I. Additional Information: The City reserves the right to request additional information and/or clarification from any or all Proposers. J. Qualification/Inspection/Interviews: Proposals will only be considered from firms normally engaged in providing the types of products and services specified herein. The City reserves the right to inspect the Proposer s facilities, products, personnel, and organization at any time, or to take any other action necessary to determine the Proposer s ability to perform. The City reserves the right to interview any or all responding firms and/or to award a contract without conducting interviews. K. Proposal Evaluation and Award: A recommendation of award shall be made to the responsible firm whose proposal is determined to be the most advantageous to the City. The City reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and evaluation scores will not be released until after award of contract. The City will attempt to negotiate an agreement with the highestranking firm to provide the specified services. If these negotiations are unsuccessful, the City reserves the right to discontinue negotiations and commence negotiations with the next highest-ranking consultant. Nothing herein shall obligate the City to award a contract to any responding firm. Evaluation will be made City of Canyon Lake RFP: Page 4 of 10
5 on the basis of the criteria noted below. Criteria are listed in random sequence and are not considered in any rank or order of importance. 1. Experience of firm, particularly of staff assigned to supervise and administer this contract. 2. Education and experience of personnel assigned. 3. Demonstrated knowledge of public agencies, particularly smaller comparable municipalities. 4. Understanding of the needs and requirements of the City. 5. Quality of references. 6. Proposed costs. 7. Content, quality, completeness and form of submitted proposal. 8. Interviews. All interested parties are encouraged to submit proposals for the RFP, as the award is not based solely on the lowest cost proposal submitted. Total cost will be taken into consideration, but the Proposer s capabilities, competence and capacity will be considered as well. The City reserves the right to choose the overall best firm according to the City s criteria. The City, and its designated representatives, shall be the sole judge of its own best interest, the proposal, and the resulting negotiated agreement. The City s decisions will be final. The above factors, along with other factors that the City may deem appropriate, will be used to identify the proposal that represents the best value, which will be the basis for the contract award. L. Proposal Acceptance and Rejection: The City reserves the right to reject any and all proposals and to waive any minor informalities or irregularities contained in any proposal. Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract. The City reserves the right to call for new proposals, and to award the contract to other than the lowest cost proposal if deemed to be in the best interest of the City. M. Right to Cancel and Amend: The City reserves the right to cancel, for any or no reason, in part or in its entirety, this RFP, including but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises the RFP, all Proposers will be notified in writing. N. Debarment: By submitting a proposal, the Proposer certifies that the company is not currently debarred from submitting proposals and/or bids for contracts issued by any City or political subdivision or agency of the State of California, and that it is not an agent of a person or entity that is currently debarred from submitting proposals and/or bids for contracts issued by any City or political subdivision or agency of the State of California. City of Canyon Lake RFP: Page 5 of 10
6 II. PROPOSAL FORMAT A. To be considered for selection, submit the following information in the following format. Identify each item by number and letter: 1. Letter of Introduction a. Briefly describe the firm: the name, address, , and phone number of the contact person as well as a summary of the understanding of the Scope of Services and overall approach to the Scope of Services. The letter should be signed by an officer of the respondent s firm who is authorized to bind the firm to all commitments made in the proposal. The letter shall contain a statement indicating that the proposal, including the pricing contained therein, constitutes a firm offer for a period of not less than ninety (90) days from the proposal due date. 2. Experience and Qualifications a. Provide a brief description of your firm and a statement of the firm s qualifications for performing the subject services. Please include the following information: 1. Official firm name and address. 2. Name, address, telephone number and address of the point of contact. 3. Indicate what type of entity (corporation, company, joint venture, etc.). Please enclose a copy of the Joint Venture Agreement if the entity is a joint venture. 4. Federal Employer ID Number. 5. The address, telephone numbers and fax numbers of each of your firm s locations. 6. A detailed statement indicating whether Proposer is totally or partially owned by another business organization or individual. 7. Number of years Proposer has been in business under the present business name. 8. All comparable contracts. Please indicate: a. Contracting agency; b. Year contract started; c. Type of contract. 9. Please describe areas of specialization provided by the Proposer. 10. Any failures or refusals to complete a contract, along with an explanation. 11. Financial interests in other lines of business. 12. Known conflicts of interest. b. Discuss the qualifications and experience of the proposed consultant team and include an organization chart showing functional and reporting relationships within the proposed City of Canyon Lake RFP: Page 6 of 10
7 team. Outline the experience and qualifications of the proposed Project Manager and key management and/or supervisory personnel. c. Provide a clear conceptual plan for the subject services that you believe are appropriate for the City. Indicate features, skills and/or services that distinguish your firm and make your firm the better choice for the City. Indicate how the resources of your firm (e.g., number and type of personnel allocated by hours) will be allocated. Describe the availability of proposed personnel and overall firm capabilities to meet additional needs of the City as required. 3. Previous Relevant Projects and References a. If applicable, provide no less than three (3) and no more than five (5) references from clients, preferably California agencies, for whom your firm provided similar services within the last three (3) years. The references should identify the client, a contact name and telephone number, a description of the services provided, and the location where the service was performed. b. List all public agencies for which contract(s) with your firm was/were terminated in the last five (5) years. Include the name of the organization, along with names and telephone numbers of persons who can be contacted. Also provide a brief explanation of the reason(s) for termination(s). 4. Conflict of Interest Statement a. The firm shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract. Particular attention should be paid to compliance with Government Code Section Proposed Fee For Services a. Provide a total fee for services requested. b. Provide a schedule of additional charges for incidental expenses not otherwise included in the hourly rates. c. Note: Fees for services will not be the principal factor in determining the best proposal, but will be considered as one element of the proposal. III. SCOPE OF WORK A. Scope of Work to be Performed See Attachment A for Scope of Work to be performed. IV. SPECIAL CONDITIONS A. Contract Requirements: The selected Proposer shall be required to enter into a City-prepared Professional Services Agreement approved by the City Attorney. Proposers shall be prepared to accept the terms and conditions of the City s standard Professional Services Agreement, including all insurance requirements. The successful Proposer s bid, terms, and conditions stated in this RFP will be made part of the contract between the City and the City of Canyon Lake RFP: Page 7 of 10
8 Proposer. This RFP outlines the specifications and requirements, but not necessarily all of the terms and conditions that will be incorporated into the final agreement between the City and the successful Proposer. B. Business License: The successful Proposer that is awarded the contract will be required to apply for and obtain a business license in accordance with the Canyon Lake Municipal Code. C. Term: The City expects to award a contract for six months. This contract will include services to initially develop a feasibility analysis and implementation plan not later than March 10, The firm awarded the contract may be asked to contract for additional services related to implementation of the City s fire department. D. Confidentiality: Confidentiality during the project shall be expected by the City, and no comments to the media or individuals not directly connected to the analysis and approved by the City Manager shall be made without express permission of the City Manager. City of Canyon Lake RFP: Page 8 of 10
9 Attachment A Scope of Services The City s primary focus is to develop its own fire department. The purpose of the feasibility analysis would be to review all pertinent issues of starting a fire department, including the financial position of the City, and make a recommendation to the Council on the feasibility of a City run fire department, with any options regarding contracting out any part of the department for a more cost effective fire department. The considerations would include start up costs, staffing, training, equipment, EMS, facility, dispatch, and any other pertinent considerations. This study should identify the needs and costs to accomplish this. Project tasks shall include, but are not necessarily limited to, the following. If the Proposer feels that additional tasks are warranted, they must be clearly identified in the proposal. Feasibility Analysis: 1. Meet with representatives from all agencies, including City and County officials. 2. Identify current costs of establishing fire services: staffing requirements, personnel training, administrative and technical support; facility requirements and responsibilities; and equipment purchasing. 3. Overall costs and areas of financial savings. 4. Salary and benefit comparisons. 5. Challenges, opportunities, weaknesses, and strengths of a City owned fire department versus participating in a Master Agreement with the County. 6. Administrative oversight and cost, including legal, risk management, information systems, and personnel. 7. Transition costs, including: apparatus and equipment, computer hardware and software, system compatibility, record management system, facility physical upgrades, furniture/consoles. 8. Address issues including, but not limited to: Hazardous Materials Response, paramedics, career and volunteer transition, recruitment and retention, binding arbitration, promotions, demotions, emergency planning, and vibrant sustainable volunteer program, if applicable. 9. Governance, command and control including but not limited to: command staff and succession planning. 10. Recommendations for further action and a detailed discussion with the County and other applicable agencies of critical issues and variables that will be important in these efforts if the City determines to proceed with this project. 11. Comparison of pros and cons for City recommended staffing models with recommendations. 12. Creation of policies and agreements that may determine staffing levels and practices. 13. Review of municipal ordinances related to fire and EMS delivery as well as mutual aid agreements and resources. 14. Creation of Standard Operating Guidelines for the fire department. 15. Creation of a long range plan. 16. Creation of replacement plans for vehicle fleets and a future needs assessment. 17. Evaluate and make recommendations on communication systems, including dispatch systems, radio, CAD, and other related systems/programs. City of Canyon Lake RFP: Page 9 of 10
10 If successfully awarded the bid, the Proposer will: 1. Work and meet with selected City staff to define the purpose, uses, and goals to ensure that the development of the analysis will be both accurate and appropriate for City needs. 2. Meet with staff and conduct interviews as needed to gain an understanding of the City process and operation. Conduct a comprehensive review of the City revenue stream including but not limited to sales tax, special tax, benefit assessments, existing user fees. 3. Determine costs for all aspects of the proposal including: overall cost and potential areas of financial savings, salary and benefit comparisons. 4. Complete a document review of prior reports and studies related to emergency services in the City. 5. Prepare a report that identifies the direct cost, the indirect cost, and the overhead cost for the proposed level of service; and develop a model for governance, command and control including but not limited to: command staff and succession planning. 6. Report on other matters that come to your attention related to assumptions in your recommendation that include administrative location, training, apparatus maintenance, and partnerships with other fire agencies. 7. Present your findings to City staff, Fire Department Start Up Committee, and City Council, and make any necessary updates. 8. Prepare and deliver presentations to City staff and elected officials to facilitate their understanding of the plan and its implications for the City. 9. Prepare a final feasibility study and implementation plan report and provide seven (7) bound copies, one (1) unbound copy, and one (1) electronic version of the file to City staff. Any GIS mapping or deployment analysis shall also be made available to the City electronically, providing the ability to add, delete, and/or update information as needed. City of Canyon Lake RFP: Page 10 of 10
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