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HomeMy WebLinkAbout25-162 Resolution No. 25-162 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH EMERGENCY SERVICES CONSULTING INTERNATIONAL, INC. (ESCI) FOR PROFESSIONAL SERVICES RELATED TO THE FIRE STATION LOCATION PLANNING STUDY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with Emergency Services Consulting International, Inc. (ESCI), for professional services related to the fire station location planning study, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: September 24, 2025 Adopted: September 24, 2025 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT ("Agreement") is made and entered into this 24 day of September ,2025(the"Effective Date"),by and between the CITY OF ELGIN,an Illinois municipal corporation (hereinafter referred to as "CITY") and Emergency Services Consulting International, Inc.,an Oregon corporation (hereinafter referred to as"CONSULTANT"). WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with fire station location and standard of cover study (hereinafter referred to as the"PROJECT");and WHEREAS, the CONSULTANT represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged to perform the services relating to the PROJECT as described herein,subject to the following terms and conditions and stipulations,to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Fire Chief Robb Cagann of the CITY,herein after referred to as the"DIRECTOR". B. CONSULTANT will conduct a Community Risk Assessment(CRA), Standard of Cover(SOC)and Station Location analysis to guide the Elgin Fire Department in providing modern fire and emergency services. C. A detailed scope of services is included in the project proposal dated June 3,2025 and attached hereto as Attachment A. 2. PROGRESS REPORTS A. An estimated project schedule for the PROJECT is included in Attachment A. Progress will be recorded consistent with this project schedule and submitted monthly. 13. The CONSULTANT will submit to the DIRECTOR monthly a status report regarding the PROJECT. A brief narrative will be provided identifying progress, findings and outstanding issues. 3. WORK PRODUCT All work product prepared by the CONSULTANT pursuant hereto including, but not limited to, reports, plans, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR; provided, however,that the CONSULTANT may retain copies of such work product for its records. CONSULTANT's execution of this Agreement shall constitute CONSULTANT's conveyance and assignment of all right, title and interest,including but not limited to any copyright interest,by the CONSULTANT to the CITY of all such work product prepared by the CONSULTANT pursuant to this Agreement. The CITY shall have the right either on its own or through such other consultants as determined by the CITY to utilize and/or amend such work product. Any such amendment to such work product shall be at the sole risk of the CITY. Such work product is not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the CONSULTANT. 4. PAYMENTS TO THE CONSULTANT A. The CITY shall reimburse the CONSULTANT for services under this Agreement a total sum not to exceed Fifty-One Thousand Seven Hundred Twenty-Nine Dollars ($51,729), regardless of actual Costs incurred by the CONSULTANT unless substantial modifications to the PROJECT are authorized in writing by the DIRECTOR. B. The CITY shall make a payment to CONSULTANT in the amount of Five Thousand Seventy-Two Dollars and Ninety Cents ($5,172.90) within thirty (30) days of the Effective Date of this Agreement and shall thereafter make periodic payments to the CONSULTANT based upon actual progress within thirty(30)days after receipt and approval of invoice. The total of the initial payment and subsequent periodic payments to the CONSULTANT shall not exceed the total sum of Fifty-One Thousand Seven Hundred Twenty-Nine Dollars ($51,729) unless authorized as stated in subparagraph A. above. 5. INVOICES A. The CONSULTANT shall submit invoices in a format approved by the CI Y. Progress reports(2B above)will be included with all payment requests. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period and for one(1)year after termination of this Agreement. -2 - 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the CONSULTANT. In the event that this Agreement is so terminated,the CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph 4 above. 7. TERM This Agreement shall become effective as of the date the CONSULTANT is given a notice to proceed and, unless terminated for cause or pursuant to Paragraph 6, shall be deemed concluded on the date the CITY determines that all of the CONSULTANT's work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of this Agreement. 8. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as a result of action taken by the CITY,the CONSULTANT shall give written notice of his claim within fifteen (15) days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the CONSULTANT's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted by the CONSULTANT, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. 9. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative,contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party,by reason of any default, fails within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement,the other party may terminate this Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement, with the sole exception of an action to recover the monies the CITY has agreed to pay to the CONSULTANT pursuant to Paragraph 4 hereof, no action shall be commenced by the CONSULTANT against the CITY for monetary damages. CONSULTANT hereby further waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement and waives any and all such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS 501/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The parties hereto further agree that any action by the CONSULTANT arising out of this Agreement must be filed within one year of the date the alleged cause of action arose or the same will -3 - be time-barred. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 10. INDEMNIFICATION To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify, defend and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including, but not limited to, workers' compensation claims, in any way resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith, including negligence or omissions of employees or agents of the CONSULTANT arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents, boards or commissions, covered by the foregoing duty to indemnify,defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this paragraph shall survive any expiration,completion and/or termination of this Agreement. 11. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 12. INSURANCE CONSULTANT shall provide,maintain and pay for during the term of this Agreement the following types and amounts of insurance: A. Comprehensive Liability. A policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000.000 aggregate for property damage. The CONSULTANT shall deliver to the DIRECTOR a Certificate of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30)days prior written notice to the DIRECTOR. The Certificate of Insurance shall include the contractual obligation assumed by the CONSULTANT under Paragraph 10 entitled "Indemnification". This insurance shall be primary and non-contributory to any other insurance or self- insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of not less than$500,000 per occurrence for bodily injury and/or property damage. -4- C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a$1,000,000 aggregate. D. Professional Liability. The CONSULTANT shall carry CONSULTANT's Professional Liability Insurance covering claims resulting from error,omissions or negligent acts with a combined single limit of not less than $1,000,000 per claim. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30)days prior written notice to.the DIRECTOR. 13. CONSTRUCTION MEANS,METHODS,TECHNIQUES,SEOUENCESt PROCEDURES AND SAFETY The CONSULTANT shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction, unless specifically identified in the Scope of Services. 14. NONDISCRIMINATION/AFFIRMATIVE ACTION The Consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, ancestry, order of protection status, familial status, marital status, physical or mental disability, military status, sexual orientation,or unfavorable discharge from military service which would not interfere with the efficient performance of the job in question. Consultant shall take affirmative action to comply with the provisions of Elgin Municipal Code Section 5.02.040 and will require any subcontractor to submit to the City a written commitment to comply with those provisions. Consultant shall distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants and prospective subcontractors. Consultant agrees that the provisions of Section 5.02.040 of the Elgin Municipal Code, 1976,as amended, is hereby incorporated by reference,as if set out verbatim. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of race,color, religion, sex, national origin,age, ancestry, order of protection status, familial status, marital status, physical or mental disability, military status, sexual orientation, or unfavorable discharge from military service. Any violation of this paragraph shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part,of the Agreement by the CITY. -5 - 15. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto;provided,however,that no assignment shall be made without the prior written consent of the CITY. 16. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the CONSULTANT would have been obligated if it had done the work itself and no assignment,delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. 17. NO CO-PARTNERSHIP OR AGENCY This Agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 18. SEVERABILITY The parties intend and agree that, if any paragraph, sub-paragraph,phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 19. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement,nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 20. MODIFICATION OR AMENDMENT This Agreement and its attachments constitute the entire Agreement of the parties on the subject matter hereof and may not be changed,modified,discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 21. APPLICABLE LAW This Agreement shall be deemed to have been made in and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the -6 - enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. 22. NEWS RELEASES The CONSULTANT may not issue any news releases without prior approval from the DIRECTOR, nor will the CONSULTANT make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. 23. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTING The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. 25. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT shall have written sexual harassment policies that include, at a minimum,the following information: A. the illegality of sexual harassment: B. the definition of sexual harassment under state law; C. a description of sexual harassment,utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies shall be provided by CONSULTANT to the Department of Human Rights upon request(775 ILCS 5/2-105). - 7 - 26. SUBSTANCE ABUSE PROGRAM. As a condition of this agreement, CONSULTANT shall have in place a written substance abuse prevention program which meets or exceeds the program requirements in the Substance Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be provided to the City's Assistant City Manager prior to the entry into and execution of this agreement. 27. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. 28. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail,postage prepaid,addressed as follows: A. As to the CITY: Robb Cagann Fire Chief City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to the CONSULTANT: Emergency Services Consulting International, Inc. do Registered Agent CSC Global 801 Adlai Stevenson Dr. Springfield, IL 62703 29. COMPLIANCE WITH LAWS Notwithstanding any other provision of this Agreement, it is expressly agreed and understood that in connection with the performance of this Agreement that the CONSULTANT shall comply with all applicable federal,state,city and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages,minimum wage,workplace safety and legal status of employees. Without limiting the foregoing, CONSULTANT hereby certifies, represents and warrants to the CITY that all CONSULTANT's employees and/or agents who will be providing products and/or services with respect to this Agreement shall be legally authorized to work in the United -8- States. CONSULTANT shall also at its expense secure all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this Agreement. The CITY shall have the right to audit any records in the possession or control of the CONSULTANT to determine CONSULTANT's compliance with the provisions of this paragraph. In the event the CITY proceeds with such an audit the CONSULTANT shall make available to the CITY the CONSULTANT's relevant records at no cost to the CITY. CONSULTANT shall pay any and all costs associated with any such audit. 30. COUNTERPARTS AND EXECUTION This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine, email,or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by facsimile machine,email,or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. IN WITNESS WHEREOF, the parties hereto have entered into and executed this Agreement effective as of the date and year first written above. CITY O N: By: �/ C Richard G. Kozal, City Manager Attes : , 2)11Ce>eZ) City Clerk CONSULTANT: By: Name/Print: Joe Powers Title: Managing Director Legal Dept\Agreement\Emergency Services Consult International Agr-Fire Station Location Study-9-8-25 docx - 9 - ATTACHMENT A SCOPE OF SERVICES PROJECT PROPOSAL Prepared by: I 414 ) EMERGENCY SERVICES CONSULTING INTERNATIONAL 4795 Meadow Wood Lane Suite 110 Chantilly,Virginia 20151 t. 1-800-757-3724 ► info@esci.us : : www.esci.us °G" ELGIN FIRE Qom} DEPARTMENT FIRE STATION LOCATION & STANDARD OF COVER STUDY ELGIN FIRE DEPARTMENT ILLINOIS .........tiszliM 15. J_. e ''f ■t�/�r .. 4 Illialr- iA ` I i ter. 6 i,..-. -_. _. ___.._. _I W it COVER LETTER Emergency Services Consulting International (ESCI) is pleased to submit our proposal for a Fire Station Location and Standard of Cover Study for the Elgin Fire Department. ESCI is well-positioned to assist you with this critical project. ESCI has worked with many communities across the country; our project team has significant experience in the development and delivery of Cultural Studies, Expansion Studies, Community Risk Assessments, Standards of Cover, Strategic Plans, Agency Evaluations, Master Plans, Staffing and Organizational Studies, Fire Station Assessments, and similar planning studies and reports. Established in 1976, ESCI specializes in high-quality, professional consulting services to public safety and emergency management organizations throughout the United States and Canada. Considered the nation's leader in public safety consulting, the ESCI team brings first-hand experience and subject matter experts in emergency planning, mitigation, response, and recovery, with active involvement in highly visible and responsible leadership positions. ESCI operates on the principles of honesty, integrity, and service. You can count on us to understand your issues, challenges, and responsibilities and to provide proven, community-driven solutions and best practices designed to meet your specific needs on time and within budget. We thank you for the opportunity to present this proposal, and we look forward to working with you on this critical project. Should you have any questions, please do not hesitate to contact me at joe.powers@esci.us. Sincer (241C-- Joe Powers, Managing Director Emergency Services Consulting International esci.us 503.570.7778 I Joe.Powers@esci.us ,'mac. F,RE® Since 2008, ESCI has been the consulting firm of the / International Association of Fire Chiefs. ESCI OVERVIEW Since 1976,ESCI's strength has been its commitment to customer satisfaction, ) innovation,and quality services.We are a vision-driven organization that is growing and changing to meet the dynamic challenges and opportunities for * public safety services worldwide.ESCI approaches its mission in a manner that results in scalable,sustainable,and defensible solutions for all types and sizes of public safety organizations. Our formula is simple.We utilize the best and brightest consultants,professionals,strategic partners, and subject matter experts.These amazing men and women provide validated and proven analysis of current and future conditions,compare findings against industry best practices and community standards and provide innovative,sustainable,and customized solutions for the future. We take the time to develop meaningful relationships with our clients and partners,provide recognition of the essential and vital work of public safety agencies,and demonstrate unwavering respect for the men and women providing public safety services worldwide. ESCI is thinking differently about public safety consulting to help change the world,one community at a time.I encourage you to read through this prospectus and learn all we offer.We'd love to work with you and your community. ow 1 . : ..11r.iaz.,.,.,, r We accomplish this by providing the / j highest value of consultingservices _ Oil and educational programs. t ' ` I L` {� r} t ik4 '�! JIl. ii LI \ The mission of ESCI is to provide expertise and guidance that • 1� [[ 1 enhances community safety. ( d tIlk a j 1 f , _ ' <14 • „owl. _ 1.41_ is 110 THE ESCI ADVANTAGE ESCI's advantage begins with our technical expertise and capability,extends to our experienced and highly qualified staff,and concludes with a product that will enable your organization to meet the challenges of emergency services into the future. ESCI's team has first-hand experience in the process of analyzing emergency service providers and recommending an array of opportunities that are economically,culturally,and operationally feasible. Each team member is a specialist in fire,rescue, law enforcement, EMS, or related fields.The team will work collaboratively to create the best possible strategies and options for your organization. The ESCI Advantage includes: A clear understanding and appreciation of the complexity of the local and regional environment. Over 40 years of public safety consulting experience; the successful completion of hundreds of consulting engagements. The ability to deliver a high-quality product on time,and with organizational support and endorsement. Knowledge of contemporary issues associated with the delivery of emergency services. Experience with a variety of jurisdictions including municipalities,counties,and state governments. A highly skilled and knowledgeable team of professionals with skill-sets necessary to meet your ,1! k ... IOW 1147. . 1001 . : -:. . .i• 7 )74. t(. 1 litl.t' . -of_ 4 .,:0 % i`. . i ,\ j :' ..,.. -.. ''...°' I.',A.,, --- Ao- 4. ) ESCI AT A GLANCE As the consulting firm of the International Association of Fire Chiefs, Emergency Services Consulting International has reliably met the needs of emergency services agencies for over nearly fifty years.With our international presence, ESCI has the ability to draw upon a international network of resources to assist with fire, EMS, law enforcement and homeland security agencies to plan and adapt to future needs. COMMUNITY SAFETY , PLANNING RISK ASSESSMENT PUBLIC SAFETY RECRUITMENT, SERVICES &RESOURCE AGENCY MANAGMENT TESTING& DEPLOYMENT &ASSESSMENT PROMOTION _. . I . ., RELATIONSHIPS. RECOGNITION. RESPECT ESCI ORGANIZATIONAL CHART !AFC Executive Director ESCI CEO Managing Director ESCI Business - Quality Assurance Manager Director:Human Capital Senior 110 Advisor Human Capital Division Planning&Strategic Services Division Project Manager -- Project Manager Operations Manager IIO Project Manager 110 Project Lead Project Manager GIS&Data Analytics Program Manager Test Administrator IndustriallOrgnizational IndustriallOrgnizational Psychologist Psychologist Project Manager& Sr.GIS Analyst Onhoading Liaison IndustriallOrgnizational IndustriallOrgnizational Admin Assistant Psychologist Psychologist GIS&Data Analytics Contractors Intern Intern Subject Matter Experts Finance Analysts Proposal Submission Date June 3, 2025 FIRE STATION LOCATION & STANDARD OF COVER STUDY ELGIN FIRE DEPARTMENT PROJECT UNDERSTANDING The City of Elgin is seeking a qualified professional consulting firm to conduct a Community Risk Assessment (CRA) / Standards of Cover (SOC)/Station Location analysis to guide the Elgin Fire Department (EFD) in providing modern fire and emergency services. The analysis aims to develop recommendations for staffing and deployment of fire, rescue, and emergency medical service (EMS) resources in line with state and national best practices and industry standards. Specific emphasis will be placed on the following: Project deliverables will include: • A review of core business practices and functions • A full workload assessment • Progress summaries and a preliminary draft report • A final report summarizing findings and recommendations The final report will: • Identify strengths and weaknesses • Prioritize work needed to align with current industry best practices • Articulate the relationship between workload, community risk, service demand, resource needs, and response time capabilities ESCI will produce a CRA/SOC and station location document and tools that comply with industry best practices in deployment analysis. Further discussions Proposal Submission Date June 3, 2025 between the ESCI team and the client project team during the project initiation phase will ensure that any additional relevant issues are fully discussed and included in the project. This evaluation and data analysis will be based on nationally recognized guidelines and criteria, including the National Fire Protection Association (NFPA) standards, Insurance Services Office (ISO) schedules, federal and state mandates related to fire and emergency services, and generally accepted best practices within emergency services. All methodology used in this CRA/SOC analysis will follow the most recent guidance published by the Commission on Fire Accreditation International (CFAI). Proposal Submission Date June 3, 2025 SCOPE OF WORK Phase I - Project Preparation & Onboarding Task 1 -A: Project Initiation ESCI will begin the project by formulating a comprehensive data collection plan tailored to the project's scope and objectives. This process will include collaborative discussions with Elgin's project manager to communicate the specific data collection requirements for the project. The data collection plan will outline the following key components: • Identification of primary data to be collected, directly aligned with the project needs. • Assignment of responsibilities, specifying key personnel for each data collection task. • Scheduling regular follow-up meetings to ensure progress and address any issues. • Client verification and approval of information and data gathered. This structured approach ensures efficient data collection and establishes a clear framework for the project's ongoing monitoring and success. Task 1 -B: Acquisition & Review of Background Information ESCI will work closely with Elgin's project manager to gather all necessary information and data for the comprehensive analysis and development of the project report. The accuracy and completeness of the data are essential for conducting a thorough assessment. Elgin's project manager will be responsible for verifying the accuracy of GIS and incident data. Proposal Submission Date June 3, 2025 The requested documents and information may include, but are not limited to, the following: • Previous or ongoing department studies or research • Three to five years of incident response data from the client's records management system, including latitude/longitude (or similar) fields for each record. • Department staffing levels and organizational structure • GIS data, including zoning maps and response boundaries • Financial data, such as debt information, long-term financial plans, and projections • Administrative policies and procedures • Standard Operating Guidelines (SOGs) and service delivery protocols • Inventories of facilities and apparatus • Automatic and mutual aid agreements This coordinated approach ensures the data collected will support a well- rounded and accurate project evaluation. Phase II - Review of Background Information & Scheduling Task 2-A: Review Data and Information The ESCI project team will review the uploaded data and information to gain a deeper understanding of the EFD's operations and practices. The project manager will coordinate with the Elgin Fire Department to provide any further data or information necessary for the project's specific needs. Task 2-B: Scheduling The ESCI project manager will coordinate with the client on potential site visit dates, stakeholder input, and other related activities. Additionally, the project manager will establish a communications rhythm. Proposal Submission Date June 3, 2025 Phase III - Site Visit & Stakeholder Input The ESCI project team will conduct an on-site visit to gain first-hand experience of the project requirements. They will also conduct in-person (and remote interviews as necessary) with key stakeholders to gather information. Key stakeholders will be determined by both the ESCI and organizational project teams and may include both internal and external stakeholders. Task 3-A: Site Visit Members of the ESCI project team will conduct on-site visits to the City of Elgin to gain direct insights and a comprehensive understanding of the project requirements. Task 3-B: Stakeholders Interviews ESCI team members will conduct conversations with identified stakeholders to collect perspectives on project needs and conclusions. Potential stakeholders may include the following: • Internal Chief officers Employee groups Committee Leader • External Elected officials Appointed officials Planning staff Members of external departments Proposal Submission Date June 3, 2025 Phase IV - Evaluation of Current Conditions Task 4-A: Organizational Overview ESCI will review the agency's service response boundaries, detailing the specific services provided and describing the adopted system performance standards. This will include a comprehensive description of the current service delivery infrastructure and the distribution of personnel within and across all divisions and functions. Task 4-B: Community Overview ESCI will develop an overview of the service area by describing its population and demographics, a general description of the community(s), and unique challenges for emergency service delivery. Task 4-C: Service Delivery and Agency Performance Goals ESCI will analyze the agency's performance goals, focusing on community risk. By identifying specific vulnerabilities and hazards within various planning zones, ESCI aims to understand the community's risk landscape comprehensively. ESCI will align the agency's performance objectives with these identified risks, ensuring a targeted and efficient approach to community safety and emergency service delivery. Task 4-D: Physical Resources ESCI will review the status of current major capital assets (facilities, apparatus) and analyze needs relative to the existing condition of capital assets and their viability for continued use in future service delivery, including: • Facilities: As appropriate, either review staff assessments or visit existing facilities to evaluate: o Station efficiency o Functionality a Future viability Proposal Submission Date June 3, 2025 • Apparatus/Vehicles: Review and make recommendations regarding the inventory of apparatus and equipment. Items to be reviewed include staff assessments of : Age, condition, and serviceability Distribution and deployment <> Maintenance Future needs Task 4-E: Mutual & Automatic Aid ESCI will conduct a thorough analysis of mutual and automatic aid agreements to evaluate their effectiveness and efficiency. This includes reviewing the response times, resource availability, and coordination between agencies to ensure optimal service delivery and support. Key areas of focus will be the current state of collaboration, the potential for improvement, and recommendations to enhance inter-agency cooperation. Task 4-F: Community Service Delivery ESCI will evaluate community service delivery through identified response functions. This will assess the various community risk reduction activities, as aligned with the agency's identified risk, including: • Fire Suppression • Emergency Medical Services • Public Education • Fire Prevention Inspections Task 4-G: Performance Analytics ESCI will review and make observations in areas specifically involved in or affecting service levels and performance. Areas to be reviewed shall include, but not necessarily be limited to: Proposal Submission Date June 3, 2025 Service Demand Study • Analysis and geographic display of current service demand by incident type and temporal variation Resource Distribution Study • Overview of the current facility and apparatus deployment strategy, analyzed through Geographic Information Systems software, with identification of service gaps and redundancies Resource Concentration Study • Analysis of response time to achieve a full effective response force (ERF)\ • Analysis of company and staff distribution as related to effective response force assembly Response Reliability Review • Analysis of current workload, including unit hour utilization (UHU) of individual companies (to the extent data is complete) • Review of actual or estimated failure rates of individual companies (to the extent data is complete) • Analysis of call concurrency and impact on effective response force assembly Response Performance Summary • Analysis of actual system reflex time performance, analyzed by individual companies (to the extent data is available) Interactive Data Analytics Web Application: ESCI will grant the client access to a web application based on the Esri ArcGIS Online platform. This application will include several of the components mentioned in this task. The client will have access to the application for one year following its initial deployment. Proposal Submission Date June 3, 2025 Phase V -Standards of Cover ESCI will provide clear and actionable conclusions derived from a thorough analysis of the organization, aligning with the project's objectives, national standards, and industry best practices. These recommendations will highlight critical areas for improvement. Task 5-A: Performance Goals A review and discussion of existing response performance goals (if in place) or existing response performance (if goals are not in place) will be provided, matching the nature and type of risks identified in the previous report sections. ESCI will then recommend response performance goals as follows: • Response Time Performance - Each timed element of the response system, from receipt of call to first unit arrival • Resource Distribution - Initial attack (first due) resources for risk-specific intervention • Resource Concentration - Effective response force assembly (apparatus and personnel) of the initial resources necessary to stop the escalation of the emergency for each risk type Task 5-B: Critical Tasking ESCI will evaluate critical tasking for a Standards of Cover report, which involves a comprehensive analysis of EFD's capacity to respond effectively to various risk scenarios. This evaluation focuses on three primary aspects: resource concentration, resource distribution, and response time performance. These critical tasking elements are assessed by comparing the department's current performance against industry standards and best practices. This includes benchmarks set by the Insurance Services Office (ISO), standards from the National Fire Protection Association (NFPA), and recommendations from the Commission on Fire Accreditation International (CFAI). Proposal Submission Date June 3, 2025 Task 5-C: Recommended Facility Long-Term Strategy ESCI will develop a recommended, phased, long-term strategy for facility location, functional staffing, and deployment that will enhance the department's level of service in achieving the identified performance objectives and targets. This may include, but is not necessarily limited to, specific recommendations regarding the following: • General locations of future necessary fire stations. • Trigger points for the construction of new fire stations. Phase VI - Development, Review, & Delivery of Report Task 6-A: Develop & Review Draft Report The draft review process is a collaborative effort between the EFD leadership and ESCI to refine the report to ensure it meets all project objectives. During this phase, ESCI will develop and produce an electronic version of the draft written report for review by the organization's team and other client representatives as appropriate. Client feedback is a critical part of this project, and adequate opportunity will be provided for review and discussion of the draft report before finalization. ESCI and the client will engage in a review process, incorporating thorough revisions and changes to enhance the report's clarity, accuracy, and comprehensiveness. This process ensures that the final document is aligned and actionable with the project's goals and the client's expectations. Task 6-B: Delivery & Presentation of Final Report Once the draft report has been thoroughly reviewed and all client feedback has been incorporated, ESCI will finalize and proofread it and produce a final version in PDF format. Proposal Submission Date June 3, 2025 A formal virtual presentation will be conducted for the client organization to culminate the project. This presentation will provide an overview of the essential findings and recommendations and allow for any final discussions or clarifications. Project Deliverables: 1 . Community Risk Assessment Report in PDF Format 2. Standards of Cover Report in PDF Format 3. Optional Virtual Presentation Project Completion Timelines ESCI provides this project timeline, which may change based on agreements between the client and ESCI. The timeline starts only after Phase I is complete, and all required data is provided. Client-initiated scheduling delays or errors in provided data may extend the timeline. Month Month Month Month Month Month Project Phase 1 2 3 4 5 6 Phase I Phase l is completed before the timeline begins. Phase II Phase III Phase IV Phase V Phase VI Proposal Submission Date June 3, 2025 Proposed Project Fee Emergency Services Consulting International is pleased to present the following formal cost proposal for the Community Risk Assessment and Standards of Cover outlined in the Scope of Work. Consulting Project Phase Expenses Total Fees Phase I $2,202 $0 $2,202 Phase II $3,004 $0 $3,004 Phase III $16,290 $4,271 $20,561 Phase IV $16,064 $0 $16,064 Phase V $6,709 $0 $6,709 Phase VI $3,189 $0 $3,189 Total Cost (Not to exceed): $51 ,729 Pricing is valid for six months from the proposal submission date. Proposed Payment Schedule • 10% payment due upon signing of the contract. • Monthly invoicing thereafter as work progresses. ESCI Hourly Rates Senior Level Project Oversight, Senior Data Engineer/SME $260/hr. Project Manager, Senior Consultant $230/hr. Consultant $200/hr. Data Analyst $1 50/hr. Admin Support $90/hr.