Loading...
HomeMy WebLinkAboutMinutes - Oro Valley Fire Advisory Committee - 11/17/1998 1,�.�' . . . . e t v -- - MINUTES OF THE ;� �� �� \�{� ORO VALLEY FIRE ADVISORY COMMITTEE � - NOVEMBER 17, 1998 ORO VALLEY TOV'VN COUNCIL CHAMBERS . � 11,000 N. LA CANADA DRIVE CALL TO ORDER: ROLL CALL . PRESENT: Jan Kvancz, Chair Ron Koslowski, Vice-Chair � � J.J. Northam, Member Fred McCulloch, Member Herb Rutt, Member Paul Parisi, Town Council I,iaison � STAFF PRESENT: Chuck Sweet, Town 1Vlanager Werner Wolff, Chief o�Police . Tobin Sidles, T`ov�n Attorney John Fink, Chief of Golder Ranch Fire Department _ Don Chatfield, Community Development Director MINUTES , , _ � �, , �\� ' A motion was made by Ron Koslowski, and seconded by J.J. Northam to approve the minutes of the October 28, 1998. The motion carried 5-0. AGENDA � 1. REQUEST FOR POPOSAL REVIEW-STRATEGIC PLAN FOR FIRE/EMS. Chair Kvancz stated that the committee was in assembly to review a request for RFP's (Request for Proposals). She informed the committee that information had been forwaxded to the Town Hall and that Tobin Sidles reviewed this item and has found no legal problems. Therefore, , the goal if possible is to expedite this item (Conclusion for Consultants)before the end of the year and proceed forward. Town Manager Chuck Sweet suggested that the population reflected in the current request for proposal response format be changed to 25,500. Mr. Sweet informed the committee that as a standard procedure all RFP's (Request for Proposals) and bids usually are submitted directly to the Town Clerk, and suggested that these bids be submitted to that department as well. � , 1 , ti: f � S�pt���-��-''-^;-�'98 - MINUTES, FIRE ADVISORY COMMITTEE 2 , . - Community Development Director pon Chatfield suggested that the committee provide as � � much information as ossible. This will hel the consultant to make an informed and res onsive - p p p . proposal; to let the proposed bidders know what kinds of resources the town has available and . that this prerequisite be inserted in the last paragraph on page (2); spec out how many meetings will be needed so they can have that time available. ., Mrs. Kvancz stated that the committee envisioned at least three to four public meetings with the bidders/consultants. � Mr. Sweet informed the committee that this issue could be further defined once a consultant has been selected and the contract is signed. � l�Ir. Chatfield suggested that these stipulations be reflected so that the bidder will have another approach to breakdown the scope of work into discrete tasks. Example:� • Task I—review current data and interviews with the community. • Task II—citizen's participation. � � As these specific task are developed you can specify the deliverables you will be expecting , (format, number of copies, and particular computer software formats). Chair Kvancz suggested that the committee request a dozen copies. Also,this information can be included in the last paragraph ("Evaluation of Emergency and Non-Emergency Services") on page(2)to reflect that this information is available for prior access: Mr. Sweet stated that a dozen copies would be a sufficient amount. These copies would � �-J accommodate the Fire Advisory Board members, Town Council members, Clerks Office and the Town Managers office. � Mr. Chatfield informed the Council that the proposals that are submitted should reflect the - following: • item 3 B on page (3), the committee could request information on when the j ob was done � • who is the contact person • what type of contract � � ask for a resume which should included(names, titles,professional qualifications and � . � educational background of persons assigned to proj ect) , - • it would also be helpful to let them know what the process will be once the proposals are submitted , � The following procedures will take place after the proposals have been submitted: _ � • 1 to 2 week prop�osal evaluation • advertising—general circulation for two weeks in the Territorial Newspaper(this is a standard procedure) � • distribution to a list of firms that have been identified as potentially having these qualifications � • Turn around time of about 3 to 4 weeks. This gives the committee the opportunity to have a pre-proposed conference if they so desire. ��� _�� Council Member Cheryl Skalsky arrived at 12:25 p.m. � , � � . � � . . . .. . ' _ . . . �p�e�b������.:.��;T�9�8 MINUTES, FIRE ADVI S ORY COMMITTEE 3 ,- �� \; Mrs. Kvancz stated if a firm is familiar with customer center strate ic lans the would be able � 1 g p Y f� to give us information listed. Mr. Chatfield informed the committee that most firms that do strategic planning have a boiler plate approach; it depends on the specifics the town wants to cover in the work. He stated that�if the town leaves it open for definition by the consulting firm,this is the approach to take. But, if � there are certain things the committee wants to make sure are covered with certain deliverables � for a population of 25,500; it is best that it's specified. Also,typically we provide a page of - general background about the town(e.g., current situations,recent planning and the time frame, demographics, income, and citizen participation and involvement levels). Mr. Chatfield informed � the committee that he would provide this inforrnation when needed. Mrs. Kvancz stated that page (2) could definitely be expanded upon and-asked for the committees opinion. �� � , Committee Member. Ron Koslowski, stated that leaving it in its original form will allowed - different points of views from various consultants and considers this to be an advantage. Mrs. Skalsky stated that there was no need for an RFP (Request for Proposal);`this process , should continue to move forward; a decision was previously made to mo�e forward regarding this matter. She also informed the committee that she has done her own research�and had spoken with Tobin Sidles. "It is certainly appropriate for the town to extend a contr-act and there is no t � rieed for a turn around time". � � � � � Vice Mayor Paul�Parisi reiterated that there is a consensus among the Town Council to get out the RFP's and move-forward. � - Committee Member Fred McCulloch inquired if the committee had the legality to extend the contract. If so,to extend the contract and let the council decide whether they want to do it or not. _ . Town Attorney Tobin Sidles, stated that legally the committee has to put the RFP's out for bid. Committee Member Fred McCulloch inquired on whether the committee would have to � advertise for 2 weeks. Mr. Sidles stated yes the committee would have to follow Town policy and that this was Town � . . poi�cy. � Committee Member J. J. Northam stated that the committee could use all the background on � the consultant currently available and re-submit it to them to satisfy Town policy and to keep the same time schedule of December 7th. ncz informed the committee that she would be out of town December 9th throu h 23rd. � Mrs. Kv.a , g � , In answer to a question by Mr. Koslowski, Mr. Chatfield reviewed the interview process: �`, �,;�� � , � � y � ., v . S�.�t��b������;1�98 MINUTES, FI�ZE ADVISORY COMMITTEE 4 - • Generally an interview involves a 20 to 25 minute presentation by the consulting group , , �� ,�' • Exhibiting samples of their�work • . Process and procedures • Giving examples of how the process has work in the past � • Generally the interviewer will prepared questions that will target the strong and weak areas reflected in the proposal • The proposal and the interview will be scored for�future reference � Mrs. Kvancz stated the consideration is to move the RFP's to December 14th, 1998 and do the interview the week of the 28th and then resent to Council on Janua 6th 1999. Ms. Kvancz P rY � reiterated that she will be out of town, but will leave a forwarding address so that someone could Federal Express a copy of the RFP's to her so for her reviewe A motion was made by Herb Rutt, and�seconded by Ron Koslowski to move the reciept of the - RFP's due date from December 7th 1998 to December 14�' 1998. The motion carried 5/0. > > Committee Member Herb Rutt suggested that the "Customer Centered Strategic Plan''be expanded with the direction and advise from Don Chatfield. Mrs. Kvancz stated that that was not a problem and requested that Don provide a history of the Town background. Mr. Chatfield agreed to do so and also agreed to meet will her to review the information. � - Mr. Chatfield clarified that the committee is only required to run the ad once in the Territorial � NeWspaper and that the notice should be brief. The committee collaborated on the expansion of the outline of the proposal for a better understa.nding. Mr. Chatfield spoke of four categories: I- Inventory Current Situation � • Describe Vision(s) of the Future • Identify,Membership Values • Identify Critical Organizational issues � • Identify Tools to meet Needs • Product (This report will identifying current situation) II -Alternatives for Standard • Identify Tools to meet Needs • Develop Implementation Strategies • Establish Guidelines on Performance III -Public Participation • Identify Areas of needed Enhancement , ,� • Identify Organization Strengths � , � . � � . ti a Se�t�rb:�:r�::�=��;.�=�8 MINUTES, FIRE ADVISORY COMMITTEE 5 . IV- Preferred Standards • Develop Goals and Obj ectives • Guidelines for Future Fire Stations • Personnel Staffing requirement Mrs. Kvancz suggested four community wide workshops/meeting be held and to get a letter out to Focus 20/20 as soon as possible letting them know that the committee was in the process of getting a consultant. Mr. Sweet informed the Council that when the RFP's are released, addendum's will be sent out so the committee will not be locked in. All committee members were in favor of the bids due date of 3:00 p.m. December 14, 1998. A motion was made by Herb Rutt, and seconded by Ron Koslowski to accept all recommendation pertaining to the RFP. .The motion carried 5/0. ADJOURNMENT A motion was made by Fred Mc Culloch, seconded by Ron Koslowski to adj ourn the meeting at 1:3 0 p.m. The motion carried 5/0 Respectfully submitted, ���� r �„n.. � rA4� .O "�so� ' �C��• r/J .e� �`,� � JJ fl f� .," '/�I^' ����� r���../ A R�r , ' � � � �� .� ► Linda�Iersha, Administrative Secretary ,