ADDENDUM #2. The following questions, concerns or request for clarification have been raised.

Transcription

1 PURCHASING DEPARTMENT 151 Willowbend Road Peachtree City, GA Phone: Fax: CITY OF PEACHTREE CITY RFP # PAS FIRE & POLICE (PUBLIC SAFETY) ORGANIZATIONAL AND OPERATIONAL EFFICIENCY ANALYSIS ADDENDUM #2 The following questions, concerns or request for clarification have been raised. QUESTION: Have you planned a total budget for the RFP, or are consulting fees separate from your original line items. RESPONSE: Currently, this is an unbudgeted service. Approval to award the project as well as fund the assessment will come from the City Council. QUESTION: Within you RFP who would be the "key" decision makers? RESPONSE: As stated in the RFP, the City s intention is to have a panel review proposals based on the weighted criteria and make final recommendation to the City Council. QUESTION: What is the exact purpose of the completed RFP? RESPONSE: This was addressed in the RFP. QUESTION: What would be the format that all data would be received, in order to complete the project? Would they be in paper or electronic? RESPONSE: The required format is provided in the original RFP. QUESTION: What is the time frame that you are looking for after the initial RFP is completed, to complete the full operational efficiency? Within one year, two years? RESPONSE: Please include your time frame within your proposal. Please contact Angela Egan at aegan@peachtree-city.org if you have further questions. 2/20/2013

2 PURCHASING DEPARTMENT 151 Willowbend Road Peachtree City, GA Phone: Fax: CITY OF PEACHTREE CITY RFP # PAS FIRE & POLICE (PUBLIC SAFETY) ORGANIZATIONAL AND OPERATIONAL EFFICIENCY ANALYSIS ADDENDUM #1 The following questions, concerns or request for clarification have been raised. QUESTION: Do you want an in depth engineering study for roofs and electrical plumbing systems? Or will NFPA health and safety standards be sufficient? I am referring to the Facilities Piece in the attached announcement. RESPONSE: NFPA Health and Safety Standards will be sufficient. Please contact Angela Egan at aegan@peachtree-city.org if you have further questions. 2/12/2013

3 PURCHASING DEPARTMENT 151 Willowbend Road Peachtree City, GA Phone: Fax: February 8, 2013 Ladies and Gentlemen: The City of Peachtree City will be accepting sealed proposals (one original and three copies) at the office of the Purchasing Department, 151 Willowbend Road, Peachtree City, Georgia 30269, until 3:00 p.m. on Thursday, March 7, 2013 for the Fire and Police Organizational and Operational Efficiency Analysis. The proposals will be opened at that time and place and the name of each Proposer shall be announced. Proposals received after the set time will not be considered. All proposals must strictly conform to the plans, specifications, and/or other documents. These documents are available on the City s web site at Four copies of the proposals and a CD (one original and three copies) are to be submitted in a sealed envelope, with the name of the project (Operational Efficiency Analysis # PAS) clearly marked on the front. The date and time of opening are also to be included, along with the name of the company submitting the proposal. The proposal made by any company or firm must be signed in the name of such company or firm in a legal manner by a duly authorized officer; and the principal place of business must be shown (no post office boxes). Proposers shall make NO CONTACT - either written or verbal - with any Peachtree City employee or elected official, with the exception of the Purchasing Agent, during the period beginning with the issuance of this document through approval of award unless authorized herein. Any attempt by a proposer to influence a member or members of the aforementioned may be grounds to disqualify the Proposer from participation in the selection process of this Request for Proposals. It is the City s intention to have a panel review the sealed proposals. The panel will base their decisions on the following weighted criteria: Quality and thoroughness of the proposal. 20% Past experience, expertise and demonstrated ability to work with City staff. 20% References and/or recommendations from past clients 15% Costs associated with developing, preparing and presenting the study. 25% Ability of the firm and the firm s subcontractors to provide the services requested as well as financial stability 20% No proposals may be withdrawn for a period of sixty (60) days after the scheduled time to receive the proposal. Any request for clarification must be submitted in writing (hand delivery, aegan@peachtree-city.org, fax, or regular mail) to the Purchasing Agent by the close of business, five business days prior to the submission of proposals. Any clarification issued will be in the form of an addendum to the proposal instructions, plans, or specifications and will be issued to all known potential offerors and placed on the City s web site not later than seventy-two (72) hours prior to the time of submission of proposals. Although the Purchasing Department will take effort to send any addendum to known Proposers, it is the proposer s ultimate responsibility to ensure that they have all applicable addenda prior to submittal. This may be accomplished via contact with the Purchasing Agent via or by visiting the City s website prior to submittal. The City reserves the right to award the contract on the phases it deems to be in the City s best interest. The City will exercise its discretion in awarding the contract to the company who best satisfies the needs of the City. The City also reserves the right to reject any and all proposals and to waive any and all

4 irregularities. The City s policy and procedures for this process are available in the Purchasing Department for inspection. Proposals will not be accepted from any person, firm, or corporation who is in arrears in any debt or obligation to the City of Peachtree City or any other governmental entity. Notice: The logo of the City of Peachtree City is protected and may not be used in submissions to the City. When using a logo, proposers should use only their corporate logos. Ownership of all data, materials, and documentation prepared for and submitted to the City in response to this request for proposals shall belong exclusively to the City and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia Annotated, Section , et.seq., unless otherwise provided by law. Sincerely, Angela Egan Purchasing Agent Enclosures ARE/ASSESSMENT PAS

5 REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES CITY OF PEACHTREE CITY FIRE & POLICE (PUBLIC SAFETY) ORGANIZATIONAL AND OPERATIONAL EFFICIENCY ANALYSIS JANUARY 2013 OBJECTIVE The City of Peachtree City, Georgia, is requesting proposals for an Organizational and Operational Efficiency Analysis of our Public Safety functions. Consultants will review operational functions, determine necessary core functions and advise the City on strategic planning and improving operational efficiency and effectiveness of each organization. SCOPE The City is interested in working with a firm who will review current operations, community trends, population, and diversity to identify areas and/or opportunities to increase operational efficiency at the lowest possible cost. Analysis will include data gathering to help to determine core functions and ancillary activities in analysis and review to make recommendations on program needs and changes, and help plan and prepare for the future in service delivery for our residents and customers. It is intended that the analysis will include a thorough review of four (4) essential program areas to include the following: 1. Organizational Overview An overview of the organization and community will be developed discussing: History, formation, and general description of the agency Mission, vision, strategic planning, goals, and objectives, basic core functions and auxiliary services Internal and external communications processes Service area population and demographics to include a review of: Community Comprehensive Plan documents, including current and future land use information Local census and demographics data Local Geographic Information Systems (GIS) data, where available Description of the current service delivery infrastructure and organizational design to include a review of: Department administrative policies and procedures Department Standard Operating Guidelines (SOGs) and service delivery practices Current service delivery objectives and targets Records management data, including National Fire Incident Reporting System (NFIRS) incident data, etc. Computer-Aided dispatch (CAD) incident records Operating budget, funding, fees, taxation, and financial resources Financial data, including debt information, long-range financial plans and projections 2. Capital Assets Overview A review of the status of current major capital assets (facilities and apparatus) and analyze needs relative to the existing condition of those assets to include: Facilities Tour and make observations in areas related to station efficiency and functionality. Items to be contained in the report include: Design Code compliance Construction Staff facilities Safety Efficiency Environmental issues Future viability Apparatus / Vehicles - Review and make observations regarding condition and inventory of apparatus. Items to be reviewed include: Age, condition, and serviceability Distribution and deployment Maintenance Regulations compliance Future needs Support equipment

6 3. Staffing and Personnel Management Overview A review of the departments staffing levels to include: Review and evaluate administration and support staffing levels Review and evaluate operational staffing levels Review staff allocation to various functions and divisions Review staff scheduling methodology Analyze current deployment methods and staffing performance for incidents Personnel management systems will also be reviewed, focusing on: Human resources policies and handbooks Personnel reports and recordkeeping Disciplinary processes Testing, measuring, and promotion processes Staff perceptions 4. Service Delivery and Performance Overview Review and make observations in areas specifically involved in, or affecting, service levels and performance. The analysis is based on the criteria established by the Center for Fire Accreditation International (CFAI) deployment analysis process or Commission on Accreditation for Law Enforcement Agencies (CALEA) if applicable. Areas to be reviewed shall include, but not necessarily be limited to: Demand Study Analysis and geographic display of current service demand by incident type. Distribution Study Overview of the current facility and deployment strategy, analyzed through Geographical Information Systems software, with identification of service gaps and redundancies Concentration Study Analysis of response time to achieve full effective response force Analysis of company and staff distribution as related to effective response force assembly Reliability Study Analysis of current workload, including unit hour utilization of individual companies/units (to the extent data is complete) Review of actual or estimated failure rates of individual companies/units (to the extent data is complete) Analysis of call concurrency and impact on effective response force assembly Automatic and mutual aid agreements to gain support from external agencies during times of high demand. DELIVERABLES Based upon organizational, capital, staffing and service delivery reviews of the Police and Fire Department develop an Organizational and Operational Efficiency Report identifying organizational strengths and weaknesses to assist with future planning and improvements. Outcome of analysis should provide information to assist Police, Fire and City Manager in strategic planning, along with recommendations for improving organizational efficiencies. Specifically, the report shall include: Detailed narrative analysis of each report component structured in easy-to-read and accompanied by explanatory support to encourage understanding by both staff and civilian readers sections detailing: Basic/core functions and non-core functions. Set measurable goals, identify performance problems and apply strategies to follow the path of continuous improvement. Quantify what the workloads are in the Police and Fire departments and identify whether personnel is allocated correctly to meet the workload demands. Get the metrics from Police departments (such as the percentage of Police Officers time actually tied up on calls). Deal with Firefighter utilization and Police response Identify the number of personnel and amount of equipment that is really necessary. This may include new services not currently provided, expansion, change or reductions in service delivery and joint or eliminated services. Also include estimate of changes or shifts in staffing as

7 compared to current operations. Detailed Capital Improvement/Replacement program with specific replacement timelines and estimated costs for replacements. Identify nature of organization culture (morale, functionality.) Identify barriers to recommendations. Detailed narrative presented in graphical and descriptive format of recommended long-term options for resource deployment that will improve the department s level of service towards performance objectives and targets. This may include, but is not necessarily limited to, specific recommendations regarding: Consolidation, Relocation, or Construction of Facilities Deployment of Apparatus and Personnel Additional Infrastructure Required Cooperative Effort or Shared Services Opportunities Fiscal impact Externalities associated with implementation Service delivery impacts Personnel impacts Proposed implementation plan and/or timeline Comparisons to similar jurisdictions/departments, where appropriate Clearly designated recommendations highlighted for easy reference and catalogued as necessary in a report appendix Supportive charts, graphs, and diagrams where appropriate Supportive maps, utilizing GIS analysis as necessary Other factors relevant to policy assessment and/or implementation Delivery and Presentation of Final Project Report shall include the production and delivery of ten (10) publication-quality bound, final versions of the written report, along with an electronic version in PDF file format. A formal presentation of the project report will be made by the vendor to staff, elected officials, and/or the general public as necessary and will include the following: A summary of the nature of the report, the methods of analysis, the primary findings, and critical recommendations Supportive audio-visual presentation Review and explanation of primary supportive charts, graphs, diagrams, and maps, where appropriate Opportunity for questions and answers, as needed All presentation materials, files, graphics, and written material will be provided to the client at the conclusion of the presentation(s)

8 REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES CITY OF PEACHTREE CITY SUBMITTAL CURRENT INFORMATION The City of Peachtree City s current budget can be found on the City s website at PROPOSAL REQUIREMENTS 1. A description of the firm and qualifications, including any specialized experience related to the project. 2. List of similar studies the firm has completed, including contact information for references. (Contact name, phone number, dates of service, project name) 3. Project timetables, including estimate of hours, breakdown of hours by activity, number and type of meetings, description of study participants and estimated completion date. 4. Designation of a firm principal who will be in charge of the project. 5. Designation of the primary staff who will conduct the study. 6. A list of all subcontractors and a delineation of their roles. 7. Resumes and complete contact information (addresses, telephone numbers and addresses) of all staff, including subcontractors, who will work on the study. 8. Estimate of cost to complete the study, outline of fee schedule (including reimbursable expenses) and payment schedule. 9. Methodology of data gathering. 10. Method of presenting data to management, department and Council. 11. Other information as needed. Proposers are required to submit their proposals following the above format. SELECTION After City staff has reviewed the proposals, final selection will be determined. The successful contractor will be required to enter into an agreement for professional services with the City of Peachtree City. Proposals will be evaluated using the following criteria: Quality and thoroughness of the proposal. 20% Past experience, expertise and demonstrated ability to work with City staff. 20% References and/or recommendations from past clients 15% Costs associated with developing, preparing and presenting the study. 25% Ability of the firm and the firm s subcontractors to provide the services requested as well as financial stability 20% SUBMITTALS All proposals must be delivered to the City no later than 3:00 p.m. local time on Thursday, March 7, Proposers are solely responsible for delivery of their proposals to the City before the deadline. Any proposal received after the deadline will not be considered. FINANCIAL STANDING The contractor selected must be able, if requested, to provide proof that they are in good financial standings with all vendors, subcontractors, etc. prior to the award of the contract. This means that the vendor may be required to provide information to include but not limited to a list of all vendors and subcontractors with proof that they are currently net 60 with those individuals. Proof can be in the form of a letter on company letterhead and/or contact information with the provider to which the city can follow up with vendor/subcontractor. In addition, the City may require contact information with the contractor's financial institution(s), along with the necessary consent for the City to contact the institution to inquire as to the financial status of the contractor. MULTIPLE VENDORS The City encourages free and open competition among offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City s need to procure technically sound, cost-effective services and supplies. While the City expects to make only one award, multiple vendors may form a team to submit a joint proposal. However, no more than two vendors per team will be considered for award. All firms and individuals involved in each team must be identified in the proposal. A single individual and firm must be designated as having overall responsibility for

9 services. The lead individual and firm will serve as the City s primary contact and will be responsible for ensuring agreed upon timelines and work requirements are met.

10 REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES CITY OF PEACHTREE CITY LEGAL REQUIREMENTS Compliance with Georgia Security & Immigration Compliance Act of 2006 O.C.G.A No public employer shall enter into a contract pursuant to this chapter for the physical performance of services within this state unless the contractor registers and participates in the federal work authorization program to verify information of all newly hired employees or subcontractors. Before a bid for any such service is considered by a public employer, the bid shall include a signed, notarized affidavit from the contractor attesting to the following: (A) The affiant has registered with and is authorized to use the federal work authorization program; (B) The user identification number and date of authorization for the affiant; and (C) The affiant is using and will continue to use the federal work authorization program throughout the contract period. An affidavit required by this subsection shall be considered an open public record once a public employer has entered into a contract for services; provided, however, that any information protected from public disclosure by federal law shall be redacted. Sample forms are attached. Insurance Requirements: Prior to the award of a contract, the Contractor shall furnish the following insurance with the City named as additional insured, that must remain in force for a period of at least one year after completion of the work: Commercial General Liability, Contractual Liability, Products/Complete Operations Liability, Owners and Contractors Protective Liability, and Personal Injury Liability Insurance - $2,000,000 Combined Single Limit Bodily Injury and Property Damage each occurrence. Comprehensive Automobile Liability Insurance - $1,000,000 Combined Single Limit Injury and Property Damage Liability each occurrence. Umbrella - $1,000,000 Workers Compensation Insurance - $100,000 Bodily Injury by Accident each accident; $500,000 Bodily Injury by Disease policy limit; and $100,000 Bodily Injury by Disease each employee.

11 PROPOSAL SUBMISSION Process for Submitting Proposals 1. Preparation of Proposal Each proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the technical proposal, the Proposer should reference those materials in the technical proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed. Notice: The logo of the City of Peachtree City is protected and may not be used in submissions to the City. When using a logo, proposers should use only their corporate logos. 2. Packaging of Proposal Mark the outside of shipping package/envelope as follows: Name of Company Point of Contact for Company RFP # PAS Due no later than March 7, 2013, 3:00 p.m. local time 3. Number of Proposal Copies One original and three copies plus a CD. 4. Submission of Proposals Proposals must be submitted to: Attn: Angela Egan, Purchasing Agent City of Peachtree City 151 Willowbend Road Peachtree City, GA Any proposal received after the due date and time will not be considered. 5. Rejection of Proposals/Cancellation of RFP The City reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject proposals that do not contain all elements and information requested in this document. The City reserves the right to cancel this RFP at any time. The City will not be liable for any cost/losses incurred by the Proposer throughout this process.

12 Revised CONTRACTOR AFFIDAVIT UNDER O.C.G.A (b) (1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm, or corporation ( Contractor ) which is engaged in the physical performance of services on behalf of the City of Peachtree City has registered with, is authorized to use and uses federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Company Name / Contractor Name Name of Project I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 20 in (City) (State) BY: Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent of Contractor SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 20 Notary Public My Commission Expires:

13 Revised SUBCONTRACTOR AFFIDAVIT UNDER O.C.G.A (b) (3) By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services under a contract with (name of Contractor) on behalf of the City of Peachtree City has registered with, is authorized to use and uses federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-contractor with the information required by O.C.G.A (b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-subcontractor to forward, within five business days of receipt, a copy of such notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Company Name / Subcontractor Name Name of Project I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 20 in (City) (State) BY: Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent of Contractor SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 20 Notary Public My Commission Expires:

14 REQUIRED ONLY UPON AWARD 2013 Calendar Year Affidavit Verifying Status for City Public Benefit Application By executing this affidavit under oath, as an applicant for a City of Peachtree City, Georgia Business License or Occupational Tax Certificate, Alcohol License, Taxi Permit, or other public benefit as referenced in O.C.G.A. Section , I am stating the following with respect to my application for a City of Peachtree City (circle one) Occupational Tax Certificate or Alcohol License, or other public benefit. I am stating the following for, (The name of person applying on behalf of business, corporation, partnership, or other private entity) As a representative of. (The name of the business, corporation, partnership, or other private entity) 1) I am a United States citizen 2) I am a legal permanent resident of the United States 18 years of age or older, please include Alien Registration Number below signature * 3) I am a qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States * * O.C.G.A (e)(2) requires that aliens under the Federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of alien, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below: *FORM OF ID/DOCUMENT SOURCE MUST BE COPIED & ATTACHED TO THIS FORM. FORM OF ID MUST BE PRESENTED EITHER IN PERSON OR ELECTRONICALLY- ( OR FAX) NO MAIL IN COPIES WILL BE ACCEPTED PER FEDERAL GUIDELINES. In making the above statement under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of OCGA Section This is an annual requirement. Please supply/verify address(es) and additional information: ***** PLEASE COMPLETE THIS SECTION ***** for order placement: for this form if different from above: Phone number: Physical address: Signature of Applicant Date of Birth of Applicant Printed Name *Alien Registration number for non-citizens NOTARIZATION REQUIRED: Return to purchasing@peachtree-city.org or fax # Federal guidelines prohibit the mailing of id/documents. Revised April 2012 Date SUBSCRIBED AND SWORN BEFORE ME, ON THIS THE DAY OF, 20. Notary Public My Commission Expires: