HomeMy Public PortalAbout05 13 15 Workshop meeting packetMAYOR:
VICE MAYOR:
COMMISSIONERS:
Scott W. Morgan
Robert W. Ganger
Joan K. Orthwein
Thomas M. Stanley
Donna S. White
May 6, 2015
WORKSHOP MEETING BEING HELD BY THE TOWN COMMISSION OF THE
TOWN OF GULF STREAM, FLORIDA ON WEDNESDAY, MAY 13, 2015 FROM
5:30 P.M. TO 7:00 P.M., IN THE COMMISSION CHAMBERS OF THE TOWN
HALL, 100 SEA ROAD, GULF STREAM, FLORIDA.
AGENDA
I. Call to Order.
II. Pledge of Allegiance.
III. Roll Call.
IV. Long Term Planning/Concepts
A. Items from the Town Manager
B. Items from the Mayor and Commissioners
V. Adjournment.
SHOULD ANY INTERESTED PARTY SEEK TO APPEAL ANY DECISION
MADE BY THE TOWN COMMISSION WITH RESPECT TO ANY MATTER
CONSIDERED AT THIS MEETING, SAID PARTY WILL NEED A RECORD OF
THE PROCEEDINGS, AND FOR SUCH PURPOSE, MAY NEED TO INSURE
THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH
RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE
APPEAL IS TO BE BASED. F.S.S. 286.0105
INTER- OFFICE MEMORANDUM
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TOWN OF GULF STREAM, FLORIDA
OFFICE OF THE TOWN MANAGER
WILLIAM H. THRASHER
DATE: May 13, 2015
TO: Mayor Morgan and Town Commissioners
RE: Long Term Planning/Concepts
Throughout the years there has been a great deal of valuable information produced for the Town. This
information has been provided by various professionals and at considerable expense. Although there may
be "dated" materials, I believe it is important to consolidate all of the significant future concepts and
possibilities into this one document. These reports and information may also assist the Commission in
determining projects that they may feel are not in the best interest of the residents.
Financial Reserves — General Fund $2.OM Goal
It has always been a high priority or goal for every Commission to have adequate financial reserves.
Consequently, to carry that theme forward, I rank adequate reserves as the most important goal to achieve.
It is my opinion and recommendation that the General Fund Reserve should be $2M. It is impossible to
hold reserves at any consistent planned level. However, that planned level of reserves should always be a
fundamental criteria when setting the annual millage rate, regardless of the challenge to raise taxes.
Financial Reserves - Water Utility Fund $1.5M Goal
Later on in this memo, I will discuss the large amount of water distribution piping that must be replaced
within the next ten (10) years. With that thought in mind, I believe that the Water Utility Fund Reserve
goal should be $1.5M. Each year, regardless of the increased cost of purchasing water from Delray, an
additional factor of increased fees must be contemplated in order to build more reserves.
Town Hall Expansion — 600 SF $200K
Attached to this memo is a single page depicting a very basic proposed design and includes an elevation
view. This was prepared in early 2012. The layout of the rooms is not what would ultimately be
recommended by staff. However, it does provide space that is needed. Although the Town is actively
pursuing scanning all pertinent files and generating some available space, it will not be adequate.
The overall layout of the workable office space would be redesigned to accommodate a better work flow
and sufficient work space presently missing. In addition to the existing workforce, I recommend the
implementation of a new department or section of the current building department titled, Building
Permits and Inspections. Presently the Town does the zoning review for building permits and sends the
permits to the City of Delray Beach for the Florida Building Code permitting. This added function will
require two full time employees (FTE) whose duties will include Code Enforcement. This consolidated
and full function department will provide improved efficiency, shorter turnaround time on building
permits and proper and more complete code enforcement capabilities. The labor would be approximately
$175K and would be offset by permit fees. The City of Delray budgets approximately $200k revenue
associated with the Town of Gulf Stream's permit applications. In one recent Fiscal Year the actual
revenue realized by the City of Delray Beach was over $500k. The breakeven of this expanded
department is achievable if there is usable working space available.
Memo to Commission
Long Term Planning
Page 2
May 13, 2015
Barrier Island Fire Special District — Feasibility Study $80K
Presently, the Town contracts for EMS and Fire protection with the City of Delray Beach. The current
contract expires 9/30/2020 and the contract amount increases each year by the greater of the CPI or 5 %.
For Fiscal Year 2016 the budgeted annual cost is $430k. This contract provides excellent service, one of
the highest available, and at a very reasonable cost. However, because it is a contract there is no
guarantee that Delray's 2019 legislature will be inclined to renew the contract, and if they were inclined to
do so, what the cost may be. Therefore, a contingency plan should at least be explored and evaluated at
least 18 -24 months prior to the expiration of the current contract.
In early 2011, the Town explored a possible alternative concept to that of contracting with Delray. Since
it would be impossible for the Town to fund a full scale fire department by itself, the idea of a "Barrier
Island Fire Special District" began to surface. To that end, Willdan Homeland Solutions, a subsidiary of
the contractor that provided the detailed methodology for the Town's Utility Underground project, was
asked to quote the cost for developing a feasibility study. The idea and hope was that interested
municipalities would share in the cost of the feasibility study. There seemed to be five (5) possible users
of the study.
The Taxing District would need the approval of the State and would operate on its own financial platform.
Funding for equipment, fire station upgrades and construction would be through a General Obligation
Bond and the annual debt service payments would be assessed to each participating entity.
2' Widening of Core District Road: Gulf Stream Polo, Old School, Lakeview, Banyan $300K
Attached is a recent quote of a current vendor, Anzco Inc., for widening 2' of a portion of roadway on Old
School Road between Polo and Gulf Stream. This project was to be a joint venture between the Town and
residents in that area. Ultimately, the financial contribution plan was not workable. However, this
process did provide some idea of the cost for widening a section of road by 2'. There are approximately
8,600 lineal feet of roadway in the above referenced roads representing a cost of $300k..
Town's Fire Station and Maintenance Facility $1.OM
Attached to this memo is proposed floor plan, site plan and elevation prepared mid -2004. The current
maintenance building space and layout is inadequate for the current work activity and responsibilities.
Almost three (3) years ago the Town decided to do the water utility maintenance "in house" rather than by
a contractual basis. This approach has proven feasible and successful. However, the housing of inventory
parts, equipment and personnel activity is problematic. The FFE elevation is lower than what it should be
and is prone to flooding. Also, during hurricane events the police department employees and other staff,
myself included, cook and eat meals in the open garage area. Reasonable accommodations would be
better. Coupling the needs of the maintenance building with that of a potential fire station seemed
reasonable to consider.
Water Line Distribution Svstem Replacement $8.1M
In late 2011, the Town's water utility contractor was asked to provide the age of all water distribution
lines within Gulf Stream and his cost estimate to replace. Attached to this memo is his January 6, 2012
letter in response to the Town's request.
Assuming a life expectancy of 75 years for distribution lines, and therefore considering the replacement of
all water distribution lines installed beginning in the 40's and up to and including the 80's, the cost is
challenging. However, it cannot be assumed that all of the lines will become inoperative at the same time,
but rather over time. Therefore, the establishment of adequate reserves, as discussed earlier could
possibly handle the financial replacement cost throughout the years. In the event that such a plan is
unsuccessful, long tern bond/loan financing would be necessary.
Water Treatment Plant Feasibility Study Capital $11M Annual Maintenance $883K
Attached to this memo is a "Water Treatment Plant Feasibility Study" provided to the Town in mid -2006.
The availability of water may someday be a very costly commodity. Presently, the Town's contracts with
the City of Delray Beach for potable water. The 2016 draft budget estimates the volume cost of water to
Memo to Commission
Long Term Planning
Page 3
May 13, 2015
the Town at approximately $670k. The contract price is based on the Delray's bulk water rate and is a
reasonable cost or fee. This contract expires 6/17/2023.
The 2006 feasibility study appears to be price prohibitive both on the construction cost side and also the
yearly cost of maintenance. At one time it was thought that the Gulf Stream Golf Club may want to
participate in this venture, but currently that option does not exist.
A.1.A. Wastewater Feasibility Study $4M Low Pressure System
Attached to this memo is an A. LA Wastewater Feasibility Study provided to the Town in late -2002. This
study addressed two separate types of wastewater systems: Gravity and Low Pressure. The low pressure
system excluded the existing low pressure system located in the Core District in Town. Because of this
and the difference in capital required, I believe that a low pressure option would be advantageous.
Outside funding would be required and would be a general obligation bond/loan.
The estimated cost to install this system is approximately $4M. Most likely, at some time, the existing
low pressure system may need to be transferred to the responsibility of the Town to effectively coordinate
the maintenance of the systems.
A Financing Scenario
Assume a $l OM general obligation bond financed over 30 years at 4.5%.
Yearly debt service P &I: $575k/Yr.
G/O millage rate required: 0.75 to fund debt service P &I.
Cost Per $1M Taxable Value: $750/Yr.
Cost Per $5M Taxable Value: $3,750/Yr.
Assume a $ l OM general obligation bond financed over 15 years at 4.2%
Yearly debt service P &I: $900k/Yr.
G/O millage rate required: 1.15 to fund debt service P &I.
Cost per $1M Taxable Value: $1,150/Yr.
Cost per $5M Taxable Value: $5,750/Yr.
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Mom Associates, Inc,,,
Town of Gulf Stream
100 Sea Road
Gulf Stream, FL 33483
RE: Gulf Stream Town Hall
Mr. Bill Thrasher
Mouw Associates, Inc. has reviewed your preliminary proposed addition to
the Gulf Stream Town Hall drawn by Digby Bridges, Marsh & Associates,
Inc. and proposes a conceptual budget of One Hundred Thirty -Six
This cost should be within +/ -10 of actual.
Listed below are Items By Owner and Clarifications from which this
proposal is based on,.
Items By Owner
1. Building Permit / Impact Fees
2. Builders Risk Insurance
3. Architect & Engineers Fees
4. Cabinetry @ Town Manager's Office
Clarifications
1. HVAC — We have assumed the existing A/C equipment is large
enough to handle the additional load. If not add five to eight
thousand dollars for new equipment.
2. Electric — We have assumed the existing electrical panel can absorb
the additional electric added.
3. Estimate — The estimate includes a $10,000.00 budget for interior
work in the existing Town Hall.
4. Windows — We have included two new windows and one relocated.
5. Building Pad —We have assumed the ground is of sufficient
capacity to not require piling and standard normal compaction is all
this is required.
General Contractors - CGCk038463
601 N. Congress Avenue, Suite 109 • Delray Beach, Florida 33445
Telephone (561) 276 -9640 • FAX (561) 265 -3886 • www.mouwassociates.com
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Town of Gulf Stream
RE: Gulf Stream Town Hall
Page Two
6. Landscape /Irrigation — We have included a $2,500.00 budget for new
sod, perimeter hedge and irrigation modification.
If you have any questions or require any additional information please do
not hesitate to contact me directly.
Sincerely,
MOUW ASSOCIATES, INC.
Richard Mouw
President
WILLDAN extending
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_ Homeland Solutions mach
September 9, 2011
Mr. Bill Thrasher
Town Manager
Town of Gulf Stream
100 Sea Road
Gulf Stream, Florida 33483
SUBJECT: Five Communities Fire Service Feasibility Study
Dear Bill:
Per your request, I am pleased to present the attached Scope of Services for
consideration of the "Five Communities Group" (Group). Our proposal is to perform a
comprehensive feasibility study in two phases.
The first phase is a limited community risk assessment to identify and analyze the
Group's public safety needs, service demands, and current service levels (performance
and capacity) presently provided by the three fire departments serving the five
communities. Additionally, we will evaluate the Group's service demand against service
level for any mismatch between need and capacity, and summarize the Group's
expenditures for fire protection. The phase one report will enable the Group's elected
and appointed officials to have a substantive and informed discussion on fire protection.
The Discussion should center on a deliberation concerning the appropriate course of
action with respect to how the area is served in the future and whether a collective
desire exists to move forward with the second phase.
The scope of work for phase two would be negotiated based on direction from the
Group, but would be envisioned to include analysis and options for a single fire
protection solution for the Group that might include solutions based on consolidation,
subcontracting, a new fire department, or other options.
Our company appreciates the opportunity to submit this proposal and assist the Group
in identifying the public safety structure that will provide the best service delivery based
on a detailed qualitative and quantitative cost/benefit analysis. Model studies of this
nature and scope are our firm's core competencies.
It is our firm belief that after reviewing our proposal and meeting with our project team
members, you will be confident that we understand very well the dynamics of managing
contemporary public safety services in today's complex environment and are clearly the
appropriate and best to 'am for this study. We base our approach to servicing our clients
on the strengths and experience of our key staff. Our technical competence, operational
experience and management assessment capabilities clearly provide you with not just
Engineering I Gaotechnical I Frmn mmenlal I Financial I Homeland Security
714.940.6300 1 800-424.0144 1 fax. 714.040-4020 1 2401 East xalella Avenue. Suite 300, Anaheim, CA 928088073 1 www.wla0an.ro
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Homeland Solutions reach
,.a consultant" but "THE consultant" in the industry. We understand the local and
regional issues and concerns and how to obtain the most accurate and detailed
information to arrive at a decision that all will be able to assess objectively.
No other firm matches Willdan Homeland Solutions' combined breadth of directly
relevant technical and operational expertise and depth of experience working
specifically in the public sector. Drawing upon this strength we have developed an
extremely compliant, cost effective, timely and practical work plan and schedule to
complete this study. Our work plan will ensure that the Five Communities Group will
meet its objectives of obtaining a critical analysis of your present operations that is on-
time and within budget.
We are excited about this opportunity to utilize our team's skills and expertise to assist
your Group as they take on the effort to providing the best and most efficient fire service
by developing strategies to approach issues of community responsiveness,
communication and outreach and sustaining your combined reputation for fiscal
efficiency.
Upon approval of the contract we will provide a list of required documents that we would
ask each community and each community's service provider to produce.
The WHS Team is available to begin work immediately and believe we can complete
the assigned projects in accordance with your desired schedule. If you have any
questions regarding our qualifications or require additional information, please do not
hesitate to call me at 714 - 940 -6370 (cell 949 - 300 -9104) or Mr. Lee Evett at 407 -352-
3958 or his cell at 407 - 739 -9190.
Sincerely,
Joseph De Ladurantey
Willdan Homeland Solutions
Engineering I Geatecnnlcal I Enwronmental 1 Financial I Hameland Security
714.940.6300 1 800A24.9144 I lax: 714.940.4920 1 2401 EaSt Katella Avenue., Suite 900, AnaYMIm, CA 92806 -8073 I vnvwsAlydanxom
Table of Contents
Understanding and Approach ................. ...............................
Scopeof Work ........................................ ...............................
Scope and Objectives .......................... ...............................
Overview............................................. ...............................
Methodologies..................................... ...............................
TaskPlan ............................................. ...............................
Task 1.0 Initiate and Manage Project ............................
Task 2.0 Determine Evaluation Structure ......................
Task 3.0 Develop Comparative Configuration Analysis
KeyProject Staff ..................................... ...............................
ProjectTimeline ...................................... ...............................
Cost......................................................... ...............................
Insurance................................................. ...............................
WILLDAN
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Five Communities Fire Service Feasibility Study I
Understanding_ and Approach
In small and large cities alike, firefighters and police officers have been examining the
various methods to maintain a high level of service and become more fiscally
responsive to reduced revenues. Consolidation with other communities or the creation
of a Fire District or regional police force has often been the chosen option. Many
communities have been reducing their non - public safety level of service for years. Given
that typically 40 to 50 percent of municipal budgets go to public safety, it is inevitable
that cuts or modifications must start to impact the uniformed services.
There is growing discussion among many communities about whether their individual
fire departments are deploying their resources to maximum effect and in a cost effective
manner compared to a cooperative effort by several communities. In this economic and
political climate, questions that have never been asked are now being considered. Is
there a better way to maintain or enhance our fire services while maintaining feasible
and affordable costs?
There are new ways for fire and rescue operations to revisit the methods by which they
deliver services. Willdan has examined the changing landscape as it relates to fire
services and studied the various alternative configurations. With this study we will
examine the feasibility of the Five Communities establishing its own brand of fire
protection services.
Our proposal includes a presentation of the overall Scope and Objectives with an
appropriate methodology for examining service levels and a work plan that will
incorporate comprehensive research and data gathering, cost analysis and to a
controlled degree, financial modeling and forecasting. We will provide potential
configurations for the City to make a determination if a more cost - effective fire service
option is feasible.
1. Thinking more regionally to utilize Mutual Aid available from surrounding
communities and to provide Mutual Aid to surrounding communities with a
partnership approach to fire services.
2. Examine the data to determine the appropriate capacity and response levels
needed. Instituting a response protocol that more adequately fits the
circumstances can modify emergency response parameters.
V./WI LLDAN
Homeland solutions I Five Communities Fire Service Feasibility Study
3. Evaluate the deployment of personnel, the civilianization of non critical positions,
and contracting out services when that is a more cost effective approach.
4. Examine the feasibility and effectiveness of consolidating the Group's fire
protection in a single contract with one of the current fire department providers
instead of the three.
The decision on how to best provide fire service protection must also be driven by the
ability to maintain local control over today's and tomorrow's future expenditures.
11"WI LLDIAN
Homeland Solutions Five Communities Fire Service Feasibility Study
Scone of Work
The Five Communities are presently serviced by three separate organizations, the
County (2 contracts), and the City's of Delray Beach (1 contract) and Boynton Beach (2
contracts).
With three separate organizations, there are three separate legal arrangements and
three separate approaches to providing modern fire and rescue services.
The first phase of this study must be to quantify the current levels of service and
produce an arrangement on what single service level the Group wishes to employ. We
strongly encourage the Group, prior to undertaking phase one of this study or any other
study dealing with Fire /Rescue services, to come together and discuss funding
arrangements, operational concerns, sharing control, facilities, and other support
services. A fair and equitable funding arrangement agreeable between the Group's
members should be in place, at least in concept or principle, prior to commencing this
study. While the Willdan team can certainly assist the Group in these discussions, it is
ultimately up to the Group to determine a common path forward on an equitable cost -
sharing arrangement.
In addition to a cost sharing arrangement, operational policies, provisions for physical
facilities and equipment, management structure, personnel recruitment, training
standards and a host of additional items will need to be provided and agreed upon by
the Group before operations can begin. Without these fundamental agreements, any
review of potential models of operation or formulating plans is premature.
Scope and Objectives
The ultimate scope of this study should be threefold: In Phase One: (1) Conduct a
limited community risk assessment to identify and analyze the Group's public safety
needs, service demands, and current service levels (performance and capacity)
presently provided by the three fire departments serving the five communities;; 2)
Evaluate the Group's service demand against service level for any mismatch between
need and capacity, and summarize the Group's expenditures for fire protection. ; In
Phase Two: 3) The specific scope of work for phase two would be negotiated based on
direction from the Group, but.would be envisioned to include analysis, options, cost
estimates, and action plan for a single fire protection solution for the Group that might
include solutions based on consolidation, subcontracting, a new fire department, or
other options identified in Phase One..
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liomeiand solutions Five Communities Fire Service Feasibility Study
Specific study objectives include:
Phase One:
• Create a "side -by- side" comparison of the three presently contracted Fire
Services to include community risk, service demand, service level, performance
data, and other elements.
• Identify the key elements and requirements of a model Fire and Rescue
Department operation that is capable of providing the unified level of services.
• Identify variables to evaluate the different Effective Response Force (EFR)
configurations for fire suppression and emergency medical services.
• Conduct a basic benchmark analysis with comparable cities to identify the
optimally sized and scoped Fire and Rescue Department.
• Determine requirements for a Certificate of Public Convenience and Necessity
(COPCN)
• Level of service expectations to include an analysis of distribution and
concentration objectives
• Physical space needs analysis
• Develop reliable performance estimates for the service level to be provided to
include.
• Needed equipment and facilities
• Training and certification of uniformed and civilian personnel
• EMS requirements, delivery, and transportation options
• Maintenance requirements
• Annual training requirements
• Risk Management liability issues, concerns, and potential impact
With the foundation service elements identified, reach an agreement on a unified
service level that will form the basis of either the RFP process or "new
department' process
WILLDAN
}._ f,; Homeland Solutions Five Communities Fire Service Feasibility Study 4
Overview
To meet the study objectives discussed above, the ultimate product of this study (Phase
One and Two) should be a plan to either establish a Fire and Rescue Department in a
fiscally responsible manner that would meet the service level expectations of the five
communities or prepare the basic elements of an RFP to seek a single contractor to
provide Fire /Rescue Services to the Five Communities. In executing this first Phase, we
will perform a total of three tasks as outlined on the following pages and detailed in the
Task Plan below.
Methodologies
We intend to use five discrete methodologies that will complement one another and
serve to support study findings and recommendations. Together, these approaches will
efficiently meet study objectives. Below is a brief overview of each approach, along with
its purpose and benefits. The work plan contains additional discussion of these
methodologies.
Personal Interviews. This is the most commonly used data - gathering approach.
Personal interviews are especially useful for revealing goals and objectives,
addressing potentially sensitive subjects and, in general, allowing interviewees to
participate in laying the foundation for the type and scope of fire services
required.
Field and In -Office Observations. Through site visits and other observations of
day -to -day operations, our project team will gather first -hand information
regarding the provision of public safety services as provided by the Cities of
Delray Beach, Boynton Beach and Palm Beach County Fire Rescue. This form of
analysis is essential to developing a thorough and realistic understanding of
public safety demands.
Document Review. This method is often the core of data gathering and analysis.
It is used extensively in the initial stages of an assignment to provide background
information, such as the current contracts with the three contractors, Florida state
laws, Florida Administrative Code, industry standards, existing policies,
procedures, personnel regulations, and employee union contracts. These
documents may reveal key study issues. We would use this approach throughout
the study to document needs, requirements, opportunities, and restrictions.
Comparative Analysis. In analyzing any organization, it is important to evaluate
service levels, costs, organizational structure, services provided, staffing levels,
policies and practices, and other information from other comparable
organizations and industry standards in Florida and specifically Palm Beach
County. In this benchmark study, we will work to identify appropriate agencies
and comparative data points to identify service levels, EMS service standards,
and fire loss statistics. After review we will then collect and compare various
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Homeland solutions Five Communities Fire Service Feasibility Study
statistics and other information from the selected organizations. We anticipate
gathering data from all three current fire department providers and potentially
other appropriate organizations.
Financial Modeling and Forecasting. Our approach focuses on identifying the
current levels of service, their attendant costs, and revenue sources available to
support their delivery. We will develop financial models that will identify those
elements of costs, including direct and indirect, allocated overhead and support
services, fixed and variable, and their relative impacts in determining the overall
costs of current service.
V.WILIM
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Homeland Solutions
Five Communities Fire Service Feasibility Study 6
Task Plan
Task 1.0 Initiate and Manage Project
We have combined the initial task of starting the project with the on -going task of
monitoring, controlling, and administering the project. The on -going project
management activities are directed to track the project's progress against the project
work plan, reporting progress for the project management purposes and communicating
regularly with the project team. We will request the Five Communities to establish a
"Study Management Committee" through whom we will work and report.
The activities performed in Task 1 are crucial to the success of the study for several
reasons. First, the work schedule for the project must be defined and clearly
understood, so that expectations concerning study objectives and our approach to the
project are mutually held by the Group and Willdan.
A detailed project schedule in the form of "Deliverables"" will also assist the Group and
the consultants in monitoring the progress of the work and the timeliness of the
deliverable submitted. It will be of particular importance to ensure from the initial steps
of the engagement that the roles of all involved are clear to both the Group's staff and
consultants and that appropriate lines of communication are established. Overall, this
approach will help ensure that both the consultant and the Group are performing their
work in an open, transparent, and positive environment.
The specific sub -tasks we will perform include:
Meet with the Group Management Committee
The designated Group "Management Committee" will be the key contact point for
Willdan. It is critical for project completion and to expedite meetings and discussions.
During this subtask, the consultant team will establish a meeting schedule with the
committee to provide regular project updates and receive project feedback. Meetings
will be held to ensure that the study direction adequately represents the desires of the
Five Communities.
Review Goals and Objectives of Proposed Study & Finalize Work Plan
Willdan will meet with the Five Communities to discuss and develop any needed
refinements, if any, to the work program, which will be reflected in the scope of services
and contract. We will also meet to develop a more detailed timeframe. This will ensure
that progress on the study can be more easily accessed and tracked.
Collect Preliminary Data
Preliminary data will be collected both inside and outside the area in order to further
define the scope of services. This data, to be furnished by the Group will include, but
not be limited to: operating procedures, policies, program descriptions, work plans,
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Homeland Solutions I Five Communities Fire Service Feasibility Study
strategic plans, job descriptions, selected technical and analytical reports, workload
data, financial reports, and other statistical data.
Manage Contract
This task will consist of monitoring the progress of the completion of tasks; quality
control; monitoring engagement files, work papers, and billing; and timely submittal of
deliverables.
Task 2.0 Determine Evaluation Structure
This task establishes the foundation for all analytical work to follow. In this task, we
conduct interviews with individuals with an interest in or information regarding public
safety functions presently provided. We will gather and analyze comparative data on
various service configurations from cities similar to the Five Communities.
Determine Size and Scope of Fire Suppression and EMS Services
We will work to identify the appropriate individuals to interview and methodologies to
solicit this information. We will gather perspectives and information on the appropriate
size and scope of fire suppression and EMS services.
Identify Analytical Factors
Working closely with the Group's professional staff, we will identify key factors that will
structure subsequent analyses. These will include variables to be used in the
development of the model (s).
Gather Current Service Data
At the outset of the study, we will issue a request to the two cities and County for data
on current fire suppression, hazardous materials, and emergency medical services
information provided to Group and, as appropriate, to the rest of the County. We will
then follow up on this data gathering information during interviews and, if necessary,
schedule additional meetings with public safety personnel. Areas for which fire rescue
data will be gathered will include, but not necessarily be limited to, the following:
• Table of Organization
• Policies and procedures
• Medical direction costs including liability insurance
• Calls for service and response times
• Use of information and other technology
• Insurance Services Organization grading for the five communities
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' 1 Homeland Solutions Five Communities Fire Service Feasibility Study 8
" A c c r e d i t a t i o n d o c u m e n t s
" M u t u a l a i d a n d a u t o m a t i c a i d a g r e e m e n t s
" S t a f f i n g l e v e l s , d i s t r i b u t i o n , a n d c o n c e n t r a t i o n
" B u d g e t s a n d e x p e n d i t u r e s
" C o m m u n i t y r i s k a n a l y s i s ( i f a v a i l a b l e )
" Q u a l i t y a s s u r a n c e ( Q A )
" F e e s f o r s e r v i c e
" C o l l e c t i o n s f o r E M S t r a n s p o r t s e r v i c e s , i f a p p r o p r i a t e
" F i r e i n v e s t i g a t i o n s
" F i r e i n s p e c t i o n s
" P u b l i c e d u c a t i o n
" A r e a s o f r e v e n u e g e n e r a t i o n
" O t h e r p e r t i n e n t s t a t i s t i c a l i n f o r m a t i o n
T h e s e d a t a w i l l p e r m i t u s t o a d d r e s s a v a r i e t y o f c r i t i c a l i s s u e s , i n c l u d i n g o v e r a l l
e f f e c t i v e n e s s o f s e r v i c e s , c o s t - e f f e c t i v e n e s s o f t h o s e s e r v i c e s , a n d e q u i t y w i t h r e s p e c t
t o s e r v i c e i n o t h e r a r e a s . T h e s e d a t a w i l l a l s o b e e s s e n t i a l t o s t r u c t u r i n g o u r g a t h e r i n g o f
d a t a f r o m o t h e r c i t i e s a n d / o r c o u n t i e s t o i n c l u d e d e m o g r a p h i c i n f o r m a t i o n , e c o n o m i c
d e v e l o p m e n t p l a n s , a n d o t h e r s e r v i c e l e v e l r e q u i r e m e n t s .
G a t h e r C o m p a r a t i v e D a t a
T h r o u g h i n t e r v i e w s a n d a q u e s t i o n n a i r e , w e w i l l g a t h e r s u f f i c i e n t f i r e a n d r e s c u e d a t a t o
a i d i n d e v e l o p i n g a r e s p o n s i b l e p e r f o r m a n c e m o d e l ( s ) .
D e t e r m i n e S i z e o f F i r e a n d R e s c u e D e p a r t m e n t S t a f f i n g
B a s e d o n i n f o r m a t i o n g a t h e r e d i n t h e p r e c e d i n g s u b - t a s k s , w e w i l l d e v e l o p e s t i m a t e s o f
t h e n e e d e d r e s p o n s e f o r c e . W h e r e a p p r o p r i a t e , w e w i l l n o t e a n y a s s u m p t i o n s o r
o p e r a t i o n a l e f f i c i e n c y g a i n s .
R e v i e w P r e l i m i n a r y F i n d i n g s a n d R e c o m m e n d a t i o n s
W e w i l l m e e t w i t h t h e G r o u p r e p r e s e n t a t i v e s t o r e v i e w o u r d r a f t f i n d i n g s a n d
c o n c l u s i o n s . F i n a l a p p r o v a l f r o m t h e M a n a g e m e n t C o m m i t t e e w o u l d n e e d t o b e
o b t a i n e d p r i o r t o m a k i n g a n y p u b l i c p r e s e n t a t i o n s .
4 0 / W I L L D A N I s
H o m e l a n d S o l u t i o n s F i v e C o m m u n i t i e s F i r e S e r v i c e F e a s i b i l i t y S t u d y
Task 3.0 Develop Comparative Configuration Analysis
Utilizing demographic and current service area data and information gathered in the
preceding tasks, we will provide comprehensive, side -by -side models of a
recommended Fire Department with alternative configurations for fire and rescue
services:
Review Potential Configurations
We will provide a brief, narrative review of model options based on our analyses in
Tasks 2 and 3.
Discuss Growth Factors
We will provide a systematic discussion of the relationship between each of the growth
factors established in Task 2 and aspects of each alternative service configuration,
including response force size and service functions.
Review Funding Options
Working with financial staff, we will identify potential options for funding services under
each of the models of organization. These may include, but will not be limited to, public
and foundation grant opportunities, and /or other non - General Fund sources.
Recommend service configuration
Based on the foregoing sub - tasks, we will provide a summary discussion of a particular
service model and the option of seeking a unified contractor for the Group. Where
appropriate, we will provide recommendations based on balancing the service interests
of the five communities with fiscal and non - public safety interests.
Review findings and recommendations with Project Team
We will meet with the Management Committee on our draft findings and conclusions.
This will include verifying that all information is factual and accurate.
VWIL�DAN
tom...; Solutions
Five Communities Fire Service Feasibility Study 10
Kev Proiect Staff
Program Manager
Dr. Joseph C. De Ladurantey recently retired as the Chief of
Police for the City of Irwindale, California. He has also served as
the Chief of Police of Torrance, California, served as the Law
Enforcement Liaison for the Los Angeles County District
Attorney's Office and served 27 years with the Los Angeles
Police Department achieving the rank of Captain. With over 40
years in law enforcement, Mr. De Ladurantey brings a broad
scope of experience and administrative insight into any
organization desirous of upgrading their standards and
enhancing their level of professionalism. In addition to his law
enforcement background, Dr. De Ladurantey is an Associate
Professor of Public Administration in the Graduate School of
Public Administration at California State University, Northridge
and Long Beach with courses in Crime and Public Policy,
Organizational Theory and Human Behavior and Human
Resources Management. Dr. De Ladurantey has also been an
adjunct faculty member at the University level, to include The
University of Southern California and Cal Poly Pomona. He has
acted as a consultant to state and local agencies and the private
sector on the development of strategic planning, managing
change, employee motivation, leadership and supervisory
development, and published textbooks and journal articles on
investigative procedures.
Dr. De Ladurantey is also active in a number of professional
organizations that advance the cause of children's charities and
the creation of public value in quality law enforcement locally,
statewide and nationally. He has been the recipient of the IACP
national excellence in community policing award in 2004 as well
as the James Q Wilson award for community policing. He has
also been recognized by the Los Angeles County Disaster
Preparedness Commission for excellence in disaster
preparedness (2005). It should be noted that Dr. De Ladurantey
will have oversight of the project and will be present for the
opening and closing briefings.
114/WILLDAN 11
Homeland solutions Five Communities Fire Service Feasibilit y Stud y
Chief Consultant, Project Leader
Fire Chief (Ret.) William "Bill" Godfrey, MBA is a 25 -year
fire service veteran and chief consultant for Willdan. Bill
retired as fire chief of the Deltona Fire Department, is a
paramedic, fire instructor, software developer, inventor,
author, and an expert in simulation training, fire training,
communication, EMS, fire department management, and
incident command.
Bill has experience with consolidations and studies, and
was the principle architect creating an EMS transport
system within a municipal fire department taking over from
a county department. Bill is an accomplished public
speaker and presenter, has labor relations experience, is
adept in government finance and budgeting, and is a
strategic thinker known for creativity and out -of- the -box
thinking.
Sr. Consultant
Division Chief (Ret.) William "Bill" Sturgeon, MPA, EFO
is a 30 -year fire service veteran and senior consultant for
Willdan. Bill retired as the Training Chief of Orange
County Fire Rescue, is a paramedic, fire instructor, author,
fire safety officer, and an expert in simulation training, fire
training, hazardous materials, and incident command.
Bill served as the Accreditation Manager at Orange County
Fire Rescue leading the Department to International
accreditation through the Center for Public Service
Excellence in 2007, the sixth largest department in the
world to receive this designation. He also developed the
department's first Standard of Response Coverage and
was the author of the Department's updated
Comprehensive Plan. Bill also served as the staff
representative for the Orlando- Orange County
Consolidation of Services Commission. He conducted
numerous hours of research and comparative analysis of
both the County and City of Departments. He was also
instrumental taking over EMS transport from a private
provider into the Department.
WILLDAN
L E %, Homeland Solutions Five Communities Fire Service Feasibility Study 12
Sr. Consultant
Fire Chief (Ret.) Daniel "Dan" Azzariti is a 36 -year fire
service veteran and senior consultant for Willdan. Dan
retired as Fire Chief of the New Port Richey Fire
Department, is a paramedic, fire instructor, fire inspector,
and an expert in EMS, ambulance billing, legislation, and
finance /administration.
Dan recently served Marion Gounty Fire Rescue in
consolidating EMS and transport into the Department, as
well as bringing EMS billing in -house and increasing
efficiency and collections. During his career, Dan has
been involved in several fire department consolidations
and expansions. Dan is experienced with labor relations
and contract negotiations. Dan has served on numerous
State EMS Boards and Councils, has received several
EMS awards, and is considered one of the foremost
authorities on EMS in the State of Florida.
Sr. Consultant
Battalion Chief (Ret.) David "Dave" Agan is a 34 -year fire
service veteran and senior consultant for Willdan. Dave
retired as an Operations Battalion Chief with Orange
County Fire Rescue is a paramedic, fire instructor, and an
expert in simulation training, EMS, fire ground and
command operations.
Dave served as an EMS administrator, playing key roles in
EMS management, budgeting, documentation, billing, and
transport takeover from a private provider. Dave spent
many years representing organized labor, has negotiated
and consulted on numerous contracts, and is an expert on
fire department staffing levels and pension systems. Dave
is the author of proprietary ground- breaking staffing
formulas and algorithms used by FutureFD to conduct
impact analysis of various staffing models.
NWILLDAN Y �3
Homeland solutions Five Communities Fire Service Feasibilit y Stud
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W I L L D A N
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