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R-12-05-10-G3 - 5/10/2012 RESOLUTION NO. R-12-05-10-G3 WHEREAS, the City of Round Rock desires to retain professional consulting services for a needs assessment and master plan for a joint firefighter and law enforcement public safety training facility; and WHEREAS, Interact Business Group has submitted an Agreement for Consulting Services to provide said services; and WHEREAS, the City Council desires to enter into said agreement with Interact Business Group,Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Consulting Services for Needs Assessment and Master Plan for Firefighter and Law Enforcement Public Safety Training Facility With Interact Business Group, a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 10th day of May, 2012. 9 ALAN MCGRAW, Mayor City of Round Rock, Texas ATTEST: qv&�- dwt SARA L. WHITE, City Clerk 0\wdox\SCC1nts10112V1204AMUNICIPALV00249076.DOCrmc EEXHIBIT j I� I CITY OF ROUND ROCK AGREEMENT FOR CONSULTING SERVICES I FOR NEEDS ASSESSMENT AND MASTER PLAN FOR FIREFIGHTER AND LAW ENFORCEMENT PUBLIC SAFETY TRAINING FACILITY WITH INTERACT BUSINESS GROUP THIS AGREEMENT is made and entered into on this the day of , 2012,by and between the City of Round Rock, a Texas home-rule municipal corporation, whose offices are located at 221 East Main Street,Round Rock,Texas 78664-5299 (hereinafter referred to as the "City"), and Interact Business Group, whose offices are located at 29513 Anthony Road,Valley Center,California 92082(hereinafter referred to as the"Consultant"). RECITALS: WHEREAS, City desires to contract for Consultant's services generally described as preparation of a needs assessment and master plan for a joint firefighter and law enforcement public safety training facility; and identification of the training needs, campus requirements,and projected financial needs for initial start-up and for ongoing operations; and WHEREAS,City has determined that there is a need for the delineated services;and WHEREAS,City desires to contract for such services;and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights,duties and obligations hereunder; NOW,THEREFORE,WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is muhially agreed between the parties as follows: 1.01 EFFECTIVE DATE,DURATION,AND TERM This Agreement shall be effective on the date it has been signed by every party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. The initial term of this Agreement shall be until frill and satisfactory completion of the work specified herein is achieved, but in no event later than twelve (12) months from effective date hereof, Renewal, at City's sole and unfettered election,is not prohibited. City reserves the right to review this Agreement at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. 2.01 CONTRACT AMOUNT In consideration for the professional consulting services to be performed by Consultant, City agrees to pay Consultant a total amount of Eighty-orae Thousand and No/100 Dollars 00241879/jkg I� i i ($81,000.00),in payment for services and the Scope of Services deliverables as delineated herein and in attached exhibits.No reimbursable expenses are authorized in this Agreement. 3.01 PROPOSAL FOR SERVICES For purposes of this Agreement, Consultant has issued its Technical Proposal for services for the tasks delineated therein. Such Technical Proposal for services is appended to this Agreement as Exhibit"A,"and is incorporated herein by reference for all purposes. 4.01 SCOPE OF SERVICES Consultant shall satisfactorily provide all services described under this "Scope of Services" category and Exhibit "A." Consultant's undertakings shall be limited to performing services for City and/or advising City concerning those matters on which Consultant has been specifically engaged. Consultant shall perform services in accordance with this Agreement, in accordance with the appended Technical Proposal for services, and in accordance with due care and prevailing consulting industry standards for comparable services. 5.01 LIMITATION TO SCOPE OF SERVICES Consultant and City agree that the scope of services to be performed is enumerated in Exhibit "A" and herein, and may not be changed without the express written agreement of the parties. Notwithstanding anything herein to the contrary, the parties agree that City retains absolute discretion and authority for all funding decisions, such to be based solely on criteria accepted by City which may be influenced by but not be dependent on Consultant's work. 6.01 REQUIRED DRAFT REPORTS AND FINAL REPORT Consultant agrees to provide City with draft reports and a detailed final written report, together with all information gathered and materials developed during the course of the project. At a minimum,Consultant shall provide ten(10)printed and bound copies of the final document, and ten(10) electronic copies of the plan on CD in PDF format. Consultant agrees to provide City with additional bound copies of the final written report, if and as requested, with the right to make additional copies being at the sole election of City. All copies of the written final report will be to specifications as delineated by City. 7.01 PAYMENT FOR SERVICES Payment for Services: In consideration for the consulting services to be performed by Consultant, City agrees to pay Consultant the following sum(s) as stated herein. The tasks delineated correspond with City's Solicitation Number 11-020, Specification Number 11-918-32, August 2011,Part III Specifications,Subparagraph 3.1 et seq. 2 i Needs Assessment. Task 3.1.1.Complete training needs assessment ... $12,000 Task 3.1.2.Identify improvements for training delivery ... $ 3,500 Task 3.1.3.Assess current and future training demands ... $ 3,500 Task 3.1.4.Prepare fiiture view,prioritizing phased buildout ... $ 4,500 Task 3.1.5.Evaluate current facilities against Needs Assessment ... $ 4,500 Mastef-Plan: Task 3.2.1.Develop costs for initial planned requirements ... $19,500 Task 3.2.2.Develop operations and maintenance budget ... $ 4,500 Task 3.2.3.Develop operating budget, annual operating expenses ... $ 4,500 Task 3.2.4.Identify phasing priority and budgets of buildout ... $ 4,500 Task 3.2.5.Identify plan for revenue opportunities from outside users ... $ 5,500 Site(s)Assessment: Task 3.3. Assess City-owned property and/or identify other acreage ... $ 2,500 [ ] Implementation Plan: Task 3.4. Provide implementation plan of procedural,operational steps, technical approach, and milestones relative to work plan ... $11000 TOTAL $81,000 The parties agree that fees for individual tasks may vary, but that the overall fee of $81,000 shall be a total amount. As to Task 3.3. above, titled "Site(s) Assessment" and marked with an asterisk, the parties agree that the delineated amount of$2,500 is for one(1) initial site assessment. City shall have the sole and unfettered right to direct Consultant to perform additional site assessments,and the parties expressly agree that such subsequent site assessments shall be performed by Consultant at the rate of$2,500 each, excluding Level 1 Environmental site analyses. Deductions. No deductions shall be made from Consultant's compensation on account of penalty,liquidated damages or other sums withheld from payments to Consultant. Additions. No additions shall be made to Consultant's compensation based upon Project claims,whether paid by City or denied. 8.01 INVOICE REQUIREMENTS; TERMS OF PAYMENT � Invoices. To receive payment for services, Consultant shall prepare and submit a series of monthly invoices in a form acceptable to City. Each invoice for professional services shall track the "Scope of Services" category herein, and shall state and detail the services performed, 3 f I i along with documentation for each service performed. All payments to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by City. Such invoices shall conform to the schedule of services and costs in connection therewith. Should additional backup material be requested by City, Consultant shall comply promptly with such request. In this regard,should City determine it necessary, Consultant shall make all records and books relating to this Agreement available to City for inspection and auditing purposes. Payment of Invoices. City reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of invoices, City shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 9.01 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and City or because of amounts which City has a right to withhold under this Agreement or state law. City shall be responsible for any sales, gross receipts or similar taxes applicable to the services,but not for taxes based upon Consultant's net income. Offsets. City may, at its option, offset any amounts due and payable under this Agreement against any debt(including taxes)lawfully due to City from Consultant, regardless of whether the amount due arises pursuant to the terms of this Agreement or otherwise and regardless of whether or not the debt due to City has been reduced to judgment by a court. i 9.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A.,Texas Government Code, any payment to be made by City to Consultant will be made within thirty (30) days of the date City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date City receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the"rate in effect"on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that causes the payment to be late; or B. There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the sei vice performed that causes the payment to be late;or C. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal fiends; or i D. The invoice is not mailed to City in strict accordance with any instruction on the purchase order relating to the payment. j 4 I I 10.01 NON-APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Contractor a written notice of termination at the end of its then-current fiscal year. 11.01 TIMETABLES Unless otherwise indicated to Consultant in writing by City, or unless Consultant is unreasonably delayed in the orderly progress of its work by forces beyond Consultant's control, the following timetable structure and deliverable due dates shall apply: not later than twelve(12) months from date of execution hereof, but in reasonable conformity to Consultant's estimated schedule of ninety(90)days as delineated in its Technical Proposal for services. 12.01 SUPPLEMENTAL AGREEMENTS The terms of this Agreement may be modified by written Supplemental Agreement hereto, duly authorized by City Council or City Manager action, if City determines that there has been a significant change in (1) the scope, complexity, or character of the services to be performed; or (2) the duration of the work. Any such Supplemental Agreement must be executed by both parties within the period specified as the term of this Agreement, that being twelve (12) months from the effective date hereof. Consultant shall not perform any work or incur any additional costs prior to the execution, by both parties, of such Supplemental Agreement. Consultant shall make no claim for extra work done or materials furnished unless and until there is full execution of any Supplemental Agreement, and City shall not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to additional work not directly authorized by Supplemental Agreement. 13.01 TERMINATION; DEFAULT Termination: It is agreed and understood by Consultant that City may terminate this Agreement for the convenience of City, upon thirty (30) days' written notice to Consultant,with the understanding that immediately upon receipt of said notice all work being performed under this Agreement shall cease. Consultant shall invoice City for work satisfactorily completed and shall be compensated in accordance with the terms hereof for work accomplished prior to the receipt of said notice of termination. Consultant shall not be entitled to any lost or anticipated profits for work terminated under this Agreement. Unless otherwise specified in this Agreement, all data, information, and work product related to this project shall become the property of City upon termination of this Agreement, and shall be promptly delivered to City in a reasonably organized form without restriction on fixture use, subject to the conditions set forth herein. Should City subsequently contract with a new consultant for continuation of service on the project,Consultant shall cooperate in providing information. i 5 i i i `I Termination of this Agreement shall extinguish all rights, duties, and obligations of City i and the terminated party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require City to pay for any work which it deems unsatisfactory or which is not performed in compliance with the terms of this Agreement. Default: Either party may terminate this Agreement, in whole or in part, for default if the party provides the other party with written notice of such default and the other fails to satisfactorily cure such default within ten (10) business days of receipt of such notice (or a greater time if agreed upon between the parties). If default results in termination of this Agreement, then City shall give consideration to the actual costs incurred by Consultant in performing the work to the date of default. The cost of the work that is useable to City, the cost to City of employing another firm to complete the useable work, and other factors will affect the value to City of the work performed at the time of default. Neither party shall be entitled to any lost or anticipated profits for work terminated for default hereunder. The termination of this Agreement for default shall extinguish all rights, duties, and obligations of the terminating party and the terminated party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require City to pay for any work which it deems unsatisfactory, or which is not performed in compliance with the terms of this Agreement. 14.01 NON-SOLICITATION Except as may be otherwise agreed in writing, during the term of this Agreement and for twelve (12) months thereafter, neither City nor Consultant shall offer employment to or shall employ any person employed then or within the preceding twelve (12) months by the other or any affiliate of the other if such person was involved,directly or indirectly, in the performance of this Agreement. This provision shall not prohibit the hiring of any person who was solicited solely through a newspaper advertisement or other general solicitation. 15.01 CITY'S RESPONSIBILITIES Full information: City shall provide Rill information regarding project requirements. City shall have the responsibility of providing Consultant with such documentation and information as is reasonably required to enable Consultant to provide the set-vices called for. City shall require its employees and any third parties who are otherwise assisting, advising or representing City to cooperate on a timely basis with Consultant in the provision of its services. G I I 1 i t E Consultant may rely upon written information provided by City and its employees and agents as accurate and complete. Consultant may rely upon any written directives provided by City or its designated representative concerning provision of services as accurate and complete. Required materials: Consultant's performance requires receipt of all requested information reasonably necessary to provision of services. Consultant agrees, in a timely manner,to provide City with a comprehensive and detailed information request list, if any. 16.01 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, not City's employee. Consultant's employees or subcontractors are not City's employees. This Agreement does not create a partnership relationship. Neither party has authority to enter into contracts as agent for the other party. Consultant and City agree to the following rights consistent with an independent contractor relationship: A. Consultant has the right to perform services for others during the term of this Agreement; B. Consultant has the sole right to control and direct the means, manner and method by which services required by this Agreement will be performed; C. Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement; D. Consultant or its employees or subcontractors shall perform the services required hereunder. City shall not hire, supervise,or pay any assistants to help Consultant; E. Neither Consultant nor its employees or subcontractors shall receive any training from City in the skills necessary to perform the services required by this Agreement; F. City shall not require Consultant its employees or subcontractors to devote full time to performing the services required by this Agreement; and G. Neither Consultant nor its employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of City. 17.01 CONFIDENTIALITY; MATERIALS OWNERSHIP Any and all programs, data,or other materials furnished by City for use by Consultant in connection with services to be performed under this Agreement, and any and all data and information gathered by Consultant, shall be held in confidence by Consultant as set forth 7 I hereunder. Each party agrees to take reasonable measures to preserve the confidentiality of any proprietary or confidential information relative to this Agreement, and to not make any use thereof other than for the performance of this Agreement, provided that no claim may be made for any failure to protect information that occurs more than three (3) years after the end of this Agreement. The parties recognize and understand that City is subject to the Texas Public Information Act and its duties run in accordance therewith. All data relating specifically to City's business and any other information which reasonably should be understood to be confidential to City is confidential information of City. Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries, inventions, know-how, and any other information which reasonably should be understood to be confidential to Consultant is confidential information of Consultant. City's confidential information and Consultant's confidential information is collectively referred to as "Confidential Information." Each party shall use Confidential Information of the other party only in furtherance of the purposes of this Agreement and shall not disclose such Confidential Information to any third party without the other party's prior written consent, which consent shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the confidentiality of the other party's Confidential Information and to advise their employees of the confidential nature of the Confidential Information and of the prohibitions herein. Notwithstanding anything to the contrary contained herein, neither party shall be obligated to treat as confidential any information disclosed by the other party (the "Disclosing Party") which; (1) is rightfully known to the recipient prior to its disclosure by the Disclosing Party; (2) is released by the Disclosing Party to any other person or entity (including governmental agencies) without restriction; (3) is independently developed by the recipient without any reliance on Confidential Information; or (4) is or later becomes publicly available without violation of this Agreement or may be lawfidly obtained by a party from any non-party. Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information of the other to a third party as may be required by law, statute, rule or regulation, including subpoena or other similar form of process, provided that (without breaching any legal or regulatory requirement) the party to whom the request is made provides the other with prompt written notice and allows the other party to seek a restraining order or other appropriate relief. Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall preclude or limit Consultant from providing similar services for other clients. Neither the City nor Consultant will be liable to the other for inadvertent or accidental disclosure of Confidential Information if the disclosure occurs notwithstanding the party's exercise of the same level of protection and care that such party customarily uses in safeguarding its own proprietary and confidential information. 8 i Notwithstanding anything to the contrary in this Agreement, City will own as its sole property all written materials created, developed, gathered, or originally prepared expressly for City and delivered to City under the terms of this Agreement (the "Deliverables"); and Consultant shall own any general skills, know-how, expertise, ideas, concepts, methods, techniques, processes, software, or other similar information which may have been discovered, created, developed or derived by Consultant either prior to or as a result of its provision of services under this Agreement (other than the Deliverables). Consultant's working papers and Consultant's Confidential Information (as described herein) shall belong exclusively to Consultant. City shall have a non-exclusive, non-transferable license to use Consultant's Confidential Information for City's own internal use and only for the purposes for which they are delivered to the extent that they form part of the Deliverables. 18.01 WARRANTIES Consultant represents that all services performed hereunder shall be performed consistent with generally prevailing professional or industry standards, and shall be performed in a professional and workmanlike manner. Consultant shall re-perform any work not in compliance with this representation. 19.01 LIMITATION OF LIABILITY Should any of Consultant's services not conform to the requirements of City or of this Agreement, then and in that event City shall give written notification to Consultant; thereafter, (a) Consultant shall either promptly re-perforin such services to City's satisfaction at no additional charge, or (b) if such deficient services cannot be cured within the cure period set forth herein, then this Agreement may be terminated for default. In no event will Consultant be liable for any loss, damage, cost or expense attributable to negligence,willfiil misconduct or misrepresentations by City,its directors,employees or agents. In no event shall Consultant be liable to City, by reason of any act or omission relating to the services provided under this Agreement (including the negligence of Consultant), whether a claim be in tort, contract or otherwise, (a) for any consequential, indirect, lost profit, punitive, special or similar damages relating to or arising from the services, or (b) in any event, in the aggregate, for any amount in excess of the total professional fees paid by City to Consultant under this Agreement, except to the extent determined to have resulted from Consultant's gross negligence,willfiil misconduct or fraudulent acts relating to the service provided hereunder. 20.01 INSURANCE Insurance. Consultant, at Consultant's sole cost, shall have and maintain during the term of this Agreement professional liability insurance coverage in the minimum amount of One Million Dollars from a company authorized to do insurance business in Texas and otherwise acceptable to City. 9 i Subconsultant Insurance. Without limiting any of the other obligations or liabilities of i Consultant, Consultant shall require each subconsultant performing work under this Agreement to maintain during the term of the Agreement, at the subconsultant's own expense, the same stipulated minimum insurance required in the immediately preceding paragraph, including the required provisions and additional policy conditions as shown below. Consultant shall obtain and monitor the certificates of insurance from each subconsultant in order to assure compliance with the insurance requirements. Consultant must retain the certificates of insurance for the duration of this Agreement, and shall have the responsibility of enforcing these insurance requirements among its subconsultants. City shall be entitled, upon request and without expense,to receive copies of these certificates of insurance. Insurance Policy Endorsements. Each insurance policy hereunder shall include the following conditions by endorsement to the policy: 1. Each policy shall require that thirty(30)days prior to the expiration,cancellation, on-renewal or any material change in coverage,a notice thereof shall be given to City by certified mail to: City Manager, City of Round Rock 221 East Main Sheet Round Rock,Texas 78664 Consultant shall also notify City, within 24 hours of receipt, of any notices of expiration, cancellation, non-renewal, or material change in coverage it receives 4 from its insurer. 2. Companies issuing the insurance policies shall have no recourse against City for payment of any premiums or assessments for any deductibles which all are at the f sole responsibility and risk of Consultant. 3. Terms "City" or "City of Round Rock" shall include all authorities, boards, commissions, departments, and officers of City and individual members, employees and agents in their official capacities, or while acting on behalf of the City of Round Rock. 4. The policy clause "Other Insurance" shall not apply to any insurance coverage currently held by City, to any future coverage, or to City's Self-Insured Retentions of whatever nature. 5. Consultant and City mutually waive subrogation rights each may have against the other for loss or damage, to the extent same is covered by the proceeds of insurance. i i 10 i i i i I I I Cost of Insurance. The cost of all insurance required herein to be secured and maintained by Consultant shall be borne solely by Consultant, with certificates of insurance evidencing such minimum coverage in force to be filed with the City. 21.01 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES Compliance with Laws. Consultant, its consultants, agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. Consultant shall further obtain all permits and licenses required in the performance of the services contracted for herein. Taxes. Consultant will pay all taxes, if any, required by law arising by virtue of the services performed hereunder. City is qualified for exemption pursuant to the provisions of Section 151.309 of the Texas Limited Sales,Excise,and Use Tax Act. 22.01 FINANCIAL INTEREST PROHIBITED Consultant covenants and represents that Consultant, its officers, employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the purchase or sale of any product, materials or equipment that will be recommended or required for the construction of the Project. 23.01 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 24.01 LOCAL,STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. City will not do the following: 1. Withhold FICA from Consultant's payments or make FICA payments on Consultant's behalf,or 2. Make state and/or federal unemployment compensation contributions on Consultant's behalf,or 3. Withhold state or federal income tax from Consultant's payments. 11 i i 25.01 NOTICES I I All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: when delivered personally to recipient's address as stated in this Agreement; or three (3) days after being deposited in the United States mail,with postage prepaid to the recipient's address as stated in this Agreement. Notice to Consultant: Interact Business Group 29513 Anthony Road Valley Center, CA 92082 Notice to City: City Manager AND TO: City Attorney 221 East Main Street 309 East Main Sheet Round Rock,TX 78664 Round Rock,TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine conununications between representatives of City and Consultant. 26.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas; if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 27.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Consultant and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. 28.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution,then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Consultant shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than I attorney fees,associated with the mediation shall be shared equally by the parties. 12 I City and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14)or any applicable state arbitration statute. 29.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement.Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement, through a process of mutual agreement and negotiation, to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 30.01 STANDARD OF CARE Consultant represents that it is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated subconsultants, in a manner acceptable to City and according to generally accepted business practices. 31.01 GRATUITIES AND BRIBES City may, by written notice to Consultant, cancel this Agreement without incurring any liability to Consultant if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Consultant or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Consultant may be subject to penalties stated in Title 8 of the Texas Penal Code. 32.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made,then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. I 13 i I i i i 33.01 MISCELLANEOUS PROVISIONS !� I Time of the Essence. Consultant agrees that time is of the essence and that any failure of Consultant to complete the services for each phase of this Agreement within the agreed Project schedule may constitute a material breach of this Agreement. Consultant shall be fully responsible for its delays or for failures to use reasonable efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Consultant's failure to perform in these circumstances, City may withhold, to the extent of such damage, Consultant's payments hereunder without waiver of any of City's additional legal rights or remedies. City shall render decisions pertaining to Consultant's work promptly to avoid unreasonable delays in the orderly progress of Consultant's work. Force Majeure. Neither City nor Consultant shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible or circumstances beyond its control. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. Section Numbers. The section numbers and headings contained herein are provided for convenience only and shall have no substantive effect on construction of this Agreement. Waiver. No delay or omission by either party in exercising any right or power shall impair such right or power or be construed to be a waiver. A waiver by either party of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid unless in writing and signed by an authorized representative of the party against whom such waiver or discharge is sought to be enforced. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. City agrees to provide Consultant with one fully executed original. IN WITNESS WHEREOF, the parr have executed-1his Agreement on the dates indicated. [SIGNATURES APPEAR ON FOLLOWING PAGE] 14 CITY OF ROUND ROCK,TEXAS By: Alan McGraw,Mayor Date Signed: FOR CITY,ATTEST: By: Sara L. White, City Clerk FOR CITY,APPROVED AS TO FORM: By: Stephan L. Sheets, City Attorney INTERACT BUSINESS GROUP Consultant I By: :A3 Printed m!= �� o Title: c,e 6 �, Date Signed: Z- 1_ Z o i -L t 15 I I i i 1 SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918.32 i DATED:AUGUST 2011 CITY OF ROUND ROCK � REQUEST FOR PROPOSAL FIREFIGHTER AND LAW ENFORCEMENT PUBLIC SAFETY TRAINING FACILITY j NEEDS ASSESSMENT AND MASTER PLAN i PART 1 GENERAL 1. PURPOSE: The City of Round Rock,herein after"City",seeks an agreement with a qualified Individual,Firm,or Corporation,hereafter referred to as"Respondent",to provide a needs assessment and master plan for a joint firefighter and law enforcement public safety training facility. 2. DEFINITIONS,TERMS AND CONDITIONS: By submitting a response to this solicitation,the Respondent agrees that the City's Standard Definitions,Terms and Conditions,in effect at the time of release of the solicitation,shall govern unless specifically provided otherwise In a separate agreement or on the face of a purchase order. Said Definitions,Terms and Conditions are subject to change without notice. it is the sole responsibility of respondents to stay apprised of changes. The City's Definitions,Terms and Conditions can be obtained from the City's website hftp://Www.round rocktexas.ciov/h omelindex.as n?page=463. 3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the Insurance Requirements as Identified on the City's website at hftp://www.roundrocktoxas.novlhomelindox.ass)?i)acie=463. 4. CLARIFICATION: For questions or clarification of specifications,you may contact: Nora Randall,CPPB,CTPM,CTP Purchasing Department City of Round Rock Telephone:512.218.7068 nrandallna.round-rockAx.us The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No authority is intended or implied that specifications may be amended or alterations accepted prior to solicitation opening without written approval of the City of Round Rock through the Purchasing Department. 5. QUALIFICATIONS: The opening of a solicitation shall not be construed as the City's acceptance of such as qualified and responsive. All Respondents shall: 5.1. Be firms,corporations,individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein. 5.2. Have adequate organization,facilities,equipment and personnel to ensure prompt and efficient service to the City. 5.3. Provide a representative list of services of a scale and complexity similar to the services being considered by the City.The list shall include the location,client,services provided by your firm,term of services and an owner contact name. 5.4. Respondent shall identify key project staff,task leaders and sub-consultants along with their expected services to the City for the scope of work on behalf of the firm. Resumes shall be included for each of the individuals and sub-consultants referenced which demonstrate their qualifications to satisfy all the critical and service requirement areas.The City reserves the right to approve or disapprove all sub-consultants prior to any work being performed. EXHIBIT � I i 8 "A° i i J i i SOLICITATION NUMBER 11-020 j SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 201 i 5.5. Provide the name,address,telephone number and E-MAIL of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of response. NOTE: REFERENCE FORM(ATTACHMENT A)PROVIDED. VALID E-MAIL ADDRESSES ARE REQUIRED. I 6. BEST VALUE EVALUATION AND CRITERIA: All solicitations received may be evaluated based on the best value for the City. in determining best value,the City may consider: i 6.1. Purchase price and terms; i 6.2. Reputation of Respondent and of Respondent's goods and services; 6.3. Quality of the Respondent's goods and services; 6.4. The extent to which the goods and services meet the City's needs; 6.5. Respondent's past relationship with the City; 6.6. The total long-term cost to the City to acquire the Respondent's goods or services; 6.7. Any relevant criteria specifically listed in the solicitation. 6.8. The City reserves the right to reject any or all responses,or delete any portion of the response,or to accept any response deemed most advantageous,or to waive any i F irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City. 7. AWARD: The City reserves the right to enter into an agreement or a purchase order with a single award,split awards, non-award or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff r recommendation and executed agreement. Award announcement will appear on the City's website at http://Www.roundrocktoxas.gov/home/index.asv?pacie=463. 8. ACCEPTANCE:Acceptance inspection should not take more than five(5)working days. The vendor will be notified within this time frame if the goods or services delivered are not in full compliance with the specifications. if any agreement or purchase order is canceled for non- acceptance,the needed goods or services may be purchased elsewhere and the vendor may be charged full increase,if any,in cost and handling. i 9. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt I Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late i fee(fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy;however, this policy does not apply to payments made by the City in the event: , 9.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late;or 9.2. The terms of a federal agreement,grant, regulation,or statute prevent the City from making a timely payment with Federal Funds;or 9.3. The Is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late;or y 2of8 i li SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-818.32 DATED:AUGUST 2011 9.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. 10. NON-APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year If the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 11. INTERLOCAL COOPERATIVE CONTRACTING(PIGGYBACK): Other governmental entities may be extended the opportunity to purchase off of the City's Agreements,with the consent and agreement of the awarded vendor(s)and the City. Such consent and agreement shall be conclusively Inferred from lack of exception to this clause in a Respondent's submittal. However,all parties indicate their understanding and hereby expressly agree that the City is not an agent of,partner to,or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently-negotiated"piggyback"procurements. PART II SCHEDULE 1. SOLICITATION SCHEDULE: It Is the City's intention to comply with the following solicitation timeline: 1.1. Solicitation released August 11,2011 1.2. Deadline foruestions q August 25,2011 1.3. City responses to all questions or addendums August 30,2011 1.4. Responses for solicitation due by 3:00 PM September 9,2011 1.5. Oral Presentation(if necessary) September 19-23,2011 All questions regarding the solicitation shall be submitted in writing by 6:00 PM on the due date noted in PART II,Paragraph 1,sub-paragraph 1.2. A copy of all the questions submitted and the City's response to the questions shall be posted on our webpage, htto:lfwww.roundrocktexas.gov/home/index asp?aaae=463 Questions shall be submitted to I the City contact named in PART I, Paragraph 4. The City reserves the right to modify these dates. Notice of date change will be posted to the City website. 2. RESPONSE DUE DATE:Signed and sealed responses are due no later than 3:00 PM,on the date noted above to the Purchasing Department. Mail or carry sealed responses to: City of Round Rock j Purchasing Department 221 E.Main Street Round Rock,Texas 78664-6299 I 2.1. Responses received after this time and date will not be considered. f 2.2. Sealed responses shall be clearly marked on the outside of packaging with the Solicitation title,number,due date and"DO NOT OPEN". I 2.3. Facsimile or electronically transmitted responses are not acceptable. 2.4. Late responses will be returned to Respondent unopened if return address is provided. 3of8 i SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 3. AGREEMENT NEGOTIATIONS: In establishing an agreement as a result of the solicitation process,the City may: 3.1. Review all responses and determine which Respondents are reasonable qualified for award of the agreement. 3.2. Determine the Respondent whose response is the most qualified to the City considering the evaluation criteria. 3.3. Negotiate with the most qualified Respondent an agreement at fair and reasonable terms, conditions and cost. 3.4. If negotiations are successful,enter Into an agreement or issue a purchase order. 3.5. if not successful,formally end negotiations with that Respondent. The City may then: 3.5.1. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair and reasonable terms,conditions and cost with that Respondent. 3.5.2. The City shall continue this process until an agreement is entered into or all negotiations are terminated. 3.6. The City also reserves the right to reject any or all responses,or to accept any response deemed most qualified,or to waive any irregularities or informalities in the response received. 4. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss, but not be limited to the following: 4.1. Provide City contact(s)information for implementation of agreement. 4.2. Agreement terms and conditions. 4.3. Identify specific milestones,goals and strategies to meet objectives. PART III SPECIFICATIONS 1. SCOPE OF WORK: Provide a needs assessment and master plan for the City's joint firefighters and law enforcement public safety training facility,identifying the training needs,campus requirements,and projected financial needs for initial start-up and ongoing operations. 2. BACKGROUND; The Fire Department has 122 firefighters that responded to 7,625 calls or events In 2010. These firefighters train on various emergency fire services techniques;structure fires, HAZMAT containment,medical emergencies,trench rescue,forcible entries,and high/low angle rescues on an annual basis. The Police Department has 152 law enforcement personnel that responded to 131,397 calls or events in 2010. These law enforcement personnel train on various law enforcement service techniques multiple times annually. The firefighters and law enforcement personnel currently travel extended distances for their advanced training. In order to meet the service demands of the City, both departments need to be staffed with well-trained personnel that have been trained on the scenarios that they may be expected to handle on the job. The continuous, practical and realistic emergency service training of the department's personnel require a public safety training facility within the City limits or within the extraterritorial jurisdiction(ETJ)of the City. 3. RESPONDENT EXPERIENCE: Respondent shall demonstrate,but not be limited to,their experience in the following: 3.1. Create a needs assessment to include,but not be limited to: 3.1.1. Complete training needs assessment,identifying current training and a forecast of future use. 4of8 SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 3.1.2. Identify improvements for training delivery system 3.1.3. Assess current and future training demands 3.1.4. Prepare a view of the future,prioritizing and creating a phased build out of a site,to best support training requirements 3.1.5. Evaluate current facilities against Needs Assessment 3.2. Create a master plan to include, but not be limited to: 3.2.1. Develop costs for initial planned requirements 3.2.2. Develop operations and maintenance budget,Including,but not limited to,estimated costs for utilities, building maintenance,and supplies 3.2.3. Develop operating budget,showing annual operating expenses,training delivery costs,and potential revenues 3.2.4. Identify phasing priority and budgets of build out 3.2.5. Identify a plan for revenue opportunities from outside users 3.3. Assess City-owned property for design and space needs or identify other acreage within the City limits or ETJ that would meet training facility requirements and maintain the safety and quiet enjoyment of all surrounding property. 3.4. Respondent shall include an implementation plan proposing procedural,operational steps, technical approach and milestones of how Respondent intends to provide the work plan with specified deliverables as specified. Any challenges or problems shall be identified in the submission. 4. RESPONDENT REQUIREMENTS: Respondent shall,at a minimum,meet the following qualifications: 4.1. Previous experience in planning public safety related(fire, law enforcement,emergency management)training facilities. 4.2. Experience in working with governmental agencies. 4.3. Background in producing planning and development documents for governmental agencies. 4.4. Background in conducting location analysis for governmental facilities. 4.5. Previous experience In completing financial assessments. 4.6. Resources of sufficient size to accommodate the project. 4.7. All aspects of a submission shall be based on"industry standards"and are in accordance with current local,state,and federal laws and regulations and shall also conform to current land-use requirements. 5. RESPONSE SUBMISSION REQUIREMENTS: To achieve a uniform review process and obtain the maximum degree of comparability,the responses shall be organized in the manner specified below. Responses shall not exceed twenty(20)pages in length(excluding title pages(s)and I indexttable of contents,attachments or dividers). Information in excess of those pages allowed will not be evaluated. One page shall be interpreted as one side of a double-spaced,printed,8 1/2"X 11"sheet of paper. It is recommended that responses not be submitted in ringed binders or metal spirals to conserve cost for both the Respondent and the City. The Respondent shall submit one(1)original signed paper copy and one(1)copy,clearly identified as a`COPY"of its Response. In addition,the Respondent shall submit one(1)CD,each containing a complete copy of Respondent's submission in an acceptable electronic format(PDF, RTF,TXT, DOC,XLS). A 5of8 f I : l SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 complete copy of the Response includes all documents required by this Solicitation. The CD shall be titled:"SOLICITATION NUMBER-Complete copy of[Name of Respondent]'s submission." If supplemental materials are included with the Response,each CD shall include such supplemental materials. The Response and accompanying documentation are the property of the City and will not be returned. 5.1. Title Page(1 page)—Show the solicitation title and number,the name of your firm,address, telephone number(s)name of contact person and date. TAB#1 5.2. Letter of Transmittal(1 page)—Identify the services for which response has been prepared. 5.2.1. Briefly state understanding of the services to be performed and make a positive commitment to provide the services as specified. 5.2.2. Provide the name(s)of the person(s)authorized to make representations,their titles, address,telephone numbers and e-mail address. 5.2.3. The letter of each response shall be signed In permanent Ink by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individuals(s)signing the response shall be clearly shown immediately below the signature. TAB#2 5.3. Table of Contents(1 page)—Clearly identify the materials by Tab and Page Number. TAB#3 5.4. Previous Performance/Experience—Provide detailed information on firm and representative(s)experience with providing consultant services as described in PART III of the specifications. 5.4.1. Respondent shall Identify the project representative(s)and provide statement of qualifications for those individuals to include education,professional registrations and areas and years of service in the respective field. 5.4.2. Respondent shall provide the name,address,telephone number and e-mail of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least(two)2 years.Include an brief overview of each project with,at a minimum,a short description of the services provided,including costs and methodology used for projdcts. 5.4.3. Respondent shall provide a completed Attachment A: Reference Sheet. TAB#4 5.5. Available Resources and Consultant Location--Provide information on size,resources and business history of the firm. TAB#5 5.6. Methodology—Respondent shall define the method and approach to be used. TAB#6 5.7. Timeline—Respondent shall provide a detailed schedule of the complete project as per the specifications contained herein. TAB#7 5.8. Cost Proposal—Respondent shall include a cost proposal to provide services as described herein. Cost proposal shall be value engineered and the break-down shall include a not-to- exceed fee schedule for each aspect of the service. CD Only 5.9. Sample Document—Respondent may include sample documents of previous experience similar in scope as requested in the solicitation. Sample documents submitted may be a part of the electronic response on the respondent's CD. a 6 018 a; s a SOLICITATION NUMBER 11.020 SPECIFICATION NUMBER 11-918.32 DATED:AUGUST 2011 SOLICITATION INSTRUCTIONS ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF SOLICITATION ANY EXCEPTIONS THERETO MUST BE iN WRITING 1. SOLICITATION REQUIREMENTS: 1.1 Responding requires pricing per unit shown and extensions. If trade discount is shown on solicitation,it should be deducted and net line extensionssh Respondents guarantees product offered will meet or exceed specifications identified in this Request for Proposal(RFP). own. 1.2 Responses shag be submitted In accordance with the solicitation. Each response shag be placed in a separate envelope completely and property identded. Responses must be In the Purchasing Department before the hour and date spedfied on the solicitation. 1.3 Late responses property identified will be returned to respondent unopened. Late responses will not be considered. 1.4 Respond F.O.B.destination,freighL prepaid,&allowed unless otherwise specified on the solicitation.If otherwise,show exact cost to deliver. 1.5 Response shag show unit price on quantity and ung of measure specified,extension and show total. in case of errors In extenslon,unh prices shag govem. Responses subject to unlimited price increase will not be considered. 1.6 Submitted prices shag be firm for acceptance 30 days from solktilation opening dale. 'Discount from Lisr responses are notacceptance unless requested. Cash discount will not be considered in determining the low response.All cash discounts offered will be taken if earned. 1.7 Responses shag give Tax Identification Number,fug name and address of respondent. Failure to sign will disqualify response. Person signing response shall show title and authority to bind signatories firm in an agreement. Finn name should appear on each page In the block provided In the upper right comer. Business Entity shall be one(1)of the following:Individual,Partnership,Sole Proprietorship,Estatefrrust,Corporation,Governmental.Non-profit,ail others shall be speed, INDIVIDUAL:List name and number as shown on Social Security Card. SOLE PROPRIETORSHIP:Ust legal name followed by legal business name and Social Security Number. ALL OTHERS:Ust legal name of entity and Tax Identification Number(TIN). 1.8 Responses cannot be altered or amended after opening time. Any Alterations made before opening time shall be initiated by respondent or an authorized agent. No response can be wlthdrawn after opening time without approval of the CITY based on a written acceptable reason. 1.9 The City is exempt from State Sales Tax and Federal Excise Tax Oo not include tax N response. 1.10 The City reserves the right to accept or reject all or any part of response,walve minor technicalities and award the response to best serve the Interests of the Chy.Split awards may be made at the sole disaellon of the City. 1.11 Consistent and continued 06 responses could cause rejection of responses by the City and/or investigation for antitrust violations. 1.12 Telephone,facsimile,and electronically transmitted responses are not acceptable In response to the solicitation. 1.13 CAUTION:Solicitation Invitation allows sufficient time for receipt of the preferred mag response. The City shall not be responsible for responses received late,illegible, Incomplete,or otherwise nonresponsive. 2. SPECIFICATION: 2.1 Any catalog,brand name or manufacturers reference used In the solicitation Is descriptive only(not restrictive),and is used to indicate type and quality desired. Responses on brands of like nature and quality will be considered unless advertised under the provisions of Section 262.022 of the Texas Local Government Code. If other than brand(s)speeded Is offered,Illustrations and complete descriptions of product offered are requested to be made a part of the response. If respondent lakes no exceptions to specifications or reference data In response,respondent will be required to furnish brand names,numbers,etc.,as specified in the solicitation. 2.2 AN hems on the solkhatlon shag be new.In first class condition,Including containers suitable for shipment and storage,unless otherwise Indicated In the solicitation. Verbal agreements to the contrarywgl not be recognized. 2.3 Samples,when requested,must be fumished free of expense to the City. If not destroyed in examination,they wig be returned to the respondent,on request,at respondent expense. Each example should be marked with respondents'name and address,City solicitation number and code. Do not enclose In or attach to response. 2.4 The City will not be bound by any oral statement or representation contrary to the written specifications of the solicitation. 2.6 Manufacturers standard warranty shall apply unless othenNse stated In the solicitation. 3. TIE RESPONSES:In case of tie responses,the award will be made In accordance with Section 271.901 of the Texas Local Government Code. 4. DELIVERY. 4.1 Response shag straw number of days required to place material In City's designated location under normal conditions. Failure to slate deliver time obligates respondent to complete delivery In fourteen(14)calendar days. Unrealistically short or long delivery promises may cause response to be disregarded. Consistent failure to meet delivery promises without valid reason may cause removal from Vendor list.(See 4.2 following,) 4.2 if delay Is foreseen,Vendor shag give written notice to the City. The City has the right to extend delivery date R reasons appear valid. Vendor shag keep the City advised at all times of status of order. Default In promised delivery(without acceptable reasons)or failure to meet specifications,authorizes the City to purchase supplies elsewhere and charge fug increase,if any,In cost and handling to defaulting Vendor. 4.3 No substitutions or cancellations permitted without written approval of the City. 4.4 Delivery shall be made during normal working hours only,unless prior approval fa late delivery has been obtained from the City,unless otherwise speed In the solicitation. 5. INSPECTION AND TESTS: Ag goods will be subject to inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shag have access to any suppliers place of business for the purpose of Inspecting merchandise. Tests may be performed on samples submitted with the response or on samples taken from regular shipments. If the products tested fag to meet or exceed all conditions and requirements of the specifications,the cost of the sample used and the cost of the testing shall be borne by the supplier. Goods,which have been delivered and rejected in whole or In part,may,at the Citys option,be returned to the Vendor or held for disposition at Vendors risk and expense. Latent defects may result In revocation of acceptance. 6. AWARD OF AGREEMENT:A response to a solicitation Is an offer to contract with the City based upon the(erns,conditions,and specifications contained In the solicitation. ' Responses do not become agreements or purchase orders unless and unlit they are accepted by the City through its designates and an agreement or a purchase order is Issued. The agreement or purchase order shall be governed,construed,and Interpreted under the Charter of the City and the lays of Slate of Texas. M agreements or purchase orders are subject to the approval of the City Councilor Manager. j 7. PAYMENT:Vendor shag submit three(3)copies of an Invoke showing the agreement or purchase order number on ell copies. I 8. PATENTS AND COPYRIGHTS:The Respondent agrees to protect the City from daims involving infringements of patents or copyrights. ` 9. RESPONDENT ASSIGNMENTS: Respondent hereby assigns to the purchaser any and all claims for overcharges associated with this agreement,which arise under the antitrust laws of Ste State of Texas.TX,Bus.And Comm.Code Ann.Sec.15.01,at seq.(1967). 10. RESPONDENT AFFIRMATION: 10.1 Signing the response with a false statement is a material breach of agreement and shall vokl the submitted response or any resulting agreements,and the Respondent shag be removed from all Vendor fists. By signature hereon affixed,the respondent hereby codifies that 10.2 The respondent has not given,offered to give,nor Intends to give any time hereafter any economic opportunity,future employment,gift,loan,gratuity,special discount, Up,favor,or service to a pudic servant In connection with the submitted response. 10.3 The respondent Is not currently delinquent In the payment or any debt owed the City. 10.4 Neither the respondent nor the firm,corporation,partnership,or any entity represented by the respondent,or anyone acting for such firth,corporation,or entity has violated the anIftst taws of this Stale codified In Section 16.01 at.Seq.Texas Business and Commercial Code,or the Federal Antitrust Laws,nor communicated directly or(ndlredly the response made to any competitor,or any other person engaged In such line of business. 10.5 The respondent has riot received compensation for parlidpalion in the preparation of the specification for the solicitation. I 11. NOTE TO RESPONDENTS: Any terms and conditions attached to response wig not be considered unless the respondent specifically references them on the front of rtthe i response form. WARNING:Such terms and conditions may result in disqualification of the response(e.g.responses with the laws of a stale other than Texas requirements for prepayment.Limitations on remedies,etc.)The City of Round Rode can only accept responses which contain all the terms end conditions of its formal solicitation;In padkular, an respondents'affirmations and certifications must be included.Submission of responses on forms other than City's form may result In disqualification of your response. 12. INQUIRIES: Inquiries pertaining to Solicitation invitations must give Solicitation number,codes,and opening date. 7 of 8 j a I SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 ATTACHMENT A REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: RESPONDENT'S NAME: DATE: Provide the name,address,telephone number and point of contact of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of solicitation. 1. Company's Name: Name of Contact: Title of Contact: E-Mail Address: Present Address: City,State,Zip Code: Telephone Number: ( ) Fax Number:( ) 2. Company's Name: Name of Contact: Title of Contact: E-Mail Address: Present Address: City,State,Zip Code: Telephone Number: ( ) Fax Number:( ) { 3. Company's Name: Name of Contact: i Title of Contact: E-Mail Address: Present Address: City,State,Zip Code: Telephone Number: ( ) Fax Number:( ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. 4 E 8of8 t I i Interact WPM Business Group TECHNICAL PROPOSAL Solicitation Number 11-020 City of Round Rock September 1, 2011 FIREFIGHTER AND LAW ENFORCEMENT PUBLIC SAFETY TRAINING FACILITY NEEDS ASSESSMENT AND MASTER PLAN Interact Business Group { �s TrackPlaanet GAS Gr�tie G o�P f Submitted By; Interact Business Group j 29513 Anthony Road � F Valley Center,CA 92082 i Bill Booth—President 760-751-0773 i i i Interact DR Business Group September 1,2011 Nora Randall,CPPB,CTPM,CTP/Purchasing Department/City of Round Rock Reference—Solicitation Number 11-020 Dear Ms.Randall, The IBG Team strongly believes that the goals of this project are best met by utilizing a Strategic Master Planning approach. At this stage of the project IBG will employ a business-oriented,strategic perspective that will consider the long-term implications of decisions made today.Having completed dozens of similar projects,experience has shown us that successful public safety training center planning,design,and operation is dependent on a thorough strategic business planning process. In response to the specific Scope of Work identified in Part III of the RFP the IBG Team will focus on answering the following questions: 1. What are the current and future training needs of Round Rock?What are the needs of potential outside users? 2. What are the training need priorities?How can those priorities be matched to the short-teen and long-term facility 2 requirements? 3. What will it cost to build the facility?Based on current and future training needs how is build out optimized? 4. What are the preliminary site plans and equipment requirements? S. What will it cost to amorally operate the facility?What is(lie cost of training delivery? G. What are the potential revenue opportunities from outside users? 7. What is tlue cost benefit of the training facility?How does the facility improve training efficiency? IBG is pleased to team with KAHickman Architects and Interior Designers of Round Rock.KAH has extensive experience in the area of public safety and has completed the architectural design for Round Rock Fire Stations numbers 3,4,G,and 7.IBG has worked on public safety training center strategic/business planning for over eighteen years.We have the experience and resources to successfully complete this project.In fact,all team members have specific experience with each of their respective components associated with this project.Our vast experience—teamed with a local presence—positions IBG as the best-suited selection for this project. k Mr.Bill Booth is authorized to commit the company to the contractual conditions of this proposal. Sincerely, Bill Booth/President/Interact Business Group s Interact Will Business Group TABLE OF CONTENTS Project Team 1 Interact Business Group Project Team 1 Hickman Architects and Interior Deign 2 Architect Design Group 2 5.4.2—IBG—Similar Work,Past Twenty Four Months 3 5.4.2—KAHlckman Architect—Similar Work,Past Twenty Four Months 4 5.4.2—Architects Design Group—Similar Work,Past Twenty Four Months 5 Attachment A:Reference Sheet 6 5.5 Team History 7 Interact Business Group KAHickman Architects and Interior Design 7 Architects Design Group $ Methodology 9 r f 3.1. Create a needs assessment 9 3.1.1.Complete training needs assessment,identifying current training and a forecast of future use. 9 3.1.2.Identify improvements for training delivery system 10 3.1.3.Assess current and future training demands 11 3.1.4.Prepare a view of the future,prioritizing and creating a phased build out of a site,to best support training requirements 12 3.1.5.Evaluate current facilities against Needs Assessment 13 3.2. Create a master plan to include,but not be limited to: 13 3.2.1.Develop costs for initial planned requirements 13 3.2.4.Identify phasing priority and budgets of build out 13 3.2.2.Develop operations and maintenance budget,including,but not limited to,estimated costs for k utilities,building maintenance,and supplies 14 3.2.3.Develop operating budget,showing annual operating expenses,training delivery costs,and potential revenues use class cost detail sheets 14 3.2.5.Identify a plan for revenue opportunities from outside users 15 3.3.Assess City-owned property for design and space needs.... 16 3.4.Respondent shall Include an Implementation plan proposing procedural,operational steps... 17 Timellne 18 Cost Proposal 19 I f Interact ® Busi ness Group Project Team Interact Business Group Project Team 1 . rn • Bill Booth/Project Leader—Bill created Interact Business Group in rs�- - 1993 with the mission of developing strategic/business plans for Public Safety Training Centers.Bill possesses more than 20 years of experience developing business plans and strategic implementation models. He has assisted and directed public agencies and educational institutions throughout the nation by applying the best traditional business practices in the field of training facility financing,operating,partnering, and funding.Bill has been published in every leading law enforcement and fire service publication.Also,Bill has been asked to speak and share his knowledge and experiences at each nationally recognized trade and professional national conference. • Jeff Ringelman/Project Manager—Jeff had 30 years of distinguished service with Vacaville Fire Department where he rose from firefighter to r ryl Division Chief before his honorable retirement in 2006.Jeff has begun to � use his extensive experience in the fire service to add immeasurable measurable value to the preparation of Strategic Business Plans.He has been an IBG Project Manager for numerous Strategic Plans since 2008. • Mike McIntosh/Technical Advisor Law Enforcement—Mike has 23 years of distinguished law enforcement service(FBI Academy Graduate, Class 237).He was directly responsible for the planning,development and implementation ofthe Sheriffs P.O.S.T.Academy and has served as the Academy Director for 5 years. The Academy operates 2 law enforcement sessions per year and has hosted over 17 different agencies from throughout the greater Denver metro area. Mike has been an TBG Team member since 2010. Interact Business Group Page 1 nteract Business Group Hickman Architects and Interior Deign • Keith A.Hickman/Co-Project Manager,Local Primary Contact—A Texas Tech University graduate,Keith brings more than 30 years'experience to the City of Round Rock Public Safety Facility Needs Assessment and Master Plan project as a registered architect.His expertise span across complete architectural design,including programming,needs assessment,master planning,and land plaruiing.Keith holds a diverse background in building types with municipal and public safety facilities being a primary focus and has completed more than 25 municipal and public safety projects.As principal ofKAH,Keith leads his team and his community to pursue excellence and quality throughout all aspects of each project. Arclritect Design Group • Ian Reeves is the President and Principal of Architects Design Group.He has 17 years of experience in design and strategic planning of projects.As a Principal,he is very involved with the marketing and design ofthe Firm's Public Safety projects , such as law enforcement,public safety,emergency operations centers,municipal complexes,and public works complexes. Ian is a standing member of the International Association of Law Enforcement Planners (IALEP).Ian is returning lecturer at the International Association of Chiefs of Police(IACP)where he speaks on the planning and design fundamentals of public safety architecture.His academic credentials include a Master of Architecture fiom the University of Florida and a Bachelor Arts in Architecture from the University ofNew Mexico. { Track Plan • Bili Howard was the founding principal and president of Plan West of Denver, CO for 38 years.Bill recently sold Plan West and relocated to Tucson to enjoyMOM 1 Interact Business Group Page 2 Interact ® Business Group the sun and follow his passion for high speed driving. In 2011 Bill establish his new design firm, TrackPlan.net. -401119nal eramples ofpast projects from all lant members mafoernAon the CD. S.4.2—IBG—Similar Work, Past Twenty Four'Months accornybe palving/his.srtbnrrtlnl. • Adams County Sheriff's Office/Law Enforcement Regional Training Center/Paul Siska— Undersheriff/303-941-3342/pcsiska@comcast.net-Nine department regional law enforcement training center.Business plan complete, land acquired(400 acres), initial A&E planning complete, pending commissioner approval. • City of EI Paso Texas/Regional Fire-Police-College Training Center/Luis Flores—Planning/915- 771-1019/FloresLU@elpasotexas.gov-All emergency response agencies and public utilities in Southwest Texas and Southeast New Mexico will use this facility. Business plan complete, waiting on land transfer(70 acres)from US Army Fort Bliss. • West Metro Fire District/Fire Training Center/Steve Aseltine Division Chief/720-963-6324/ saseltine@westtnetrofire.org-Post construction,IBG wrote the daily operations plan,developed the training center staffing plan and developed the revenue generation plan for outside user fees. • City of Meridian Idaho/Police Training Facility/Deputy Chief Tracy Basterrechea/208-888-6678/ tbasterrechea@meridiancity.org-IBG is currently engaged to develop a police training center for the 90 member Meridian Police Department. In addition the center will serve as a regional training facility. Special emphasis for the center is its indoor range,mat room training and revenue generation from outside users. • Denver&Aurora Fire Departments/Rocky Mountain Fire Academy/Cindy Andersen/(303) 913-0898 CAnderse@auroragov.org- Due to economic constraints and growing training demands the Departments realized a need to evaluate their on-going training demands and facility capacity and Interact Business Group Page 3 Intel-act ® Business Group limitations. IBG is currently engaged to determine the short-and long-terns training needs,evaluate existing site usage,and develop an efficiency evaluation for the future. 5.4.2—KAHiclrnran Architect--Sindlar York, Past Twenty Four Months • Williamson County—Tax Collector/Assessor Offices—Deborah Hunt,512-943-1601, dhunt(r),wilco.ofg—Giving a much needed facelift,KAHickman Architects and Interior Designers is working closely with Williamson County staff to achieve a more functional space within their existing facility while also renovating an adjacent warehouse for additional square footage.Throughout the renovation,health safety codes will be addressed to comply with all code regulations. • City, of Round Rock—Cily Hall Addillons and Renovations—Larry Madsen, (512)218-5552, Iarrym t,round-rock.tx.us—Shifting gears from a newly designed and constructed City Hall Town Center to a more suitable solution for the community's needs,KAHickman Architects and Interior Designers facilitated a thorough needs assessment with key users and stakeholders to map out a complete remodel of City Hall.KAH built upon the collectively developed vision and design to implement a solution focused schedule enabling city business function and success throughout project construction. • City of Round Rock—615 E. Palin Valley Campus—Larry Madsen, (512)218-5552,larrym@round- rock.tx.us ,round- rock.tx.us—KAHickman Architects and Literior Designers leads the charge in this"Old Police Station" remodel.After an extensive programming and needs assessment process,the redesigned 35,152sf space will house city offices such as Public Works,Inspection,Engineering DSO, Planning,Infrastructure Planning,Meter Readers,Building Construction, and Code Enforcement. { • Additional City of Round Rock completed projects include:Business Center Additions and Renovations,Fire Station#3,Fire Station#4,Fire Station#6,and Fire Station#7. x Interact Business Group Page 4 z ME Interact willial Business WAN Group 5.4.2—Architects Design Group--Shnilar Work, Past Twenty Four Months • Springfield/Greene County Public Safety And Coordination Center/The Springfield/Greene County Public Safety Building is a 55,000 SF facility designed to provide Southwestern Missouri a state-of-the- art,survivable multi jurisdictional Training and Emergency Operations Center.The three-story building is designed to withstand the threat of tornadoes, earth-quakes and terrorist threats.The first floor provides a dedicated Emergency Operations Center.The second floor provides a wide-range of training venues including classroom, conference rooms and auditorium settings.The third floor is a joint-agency 911 Communications/Dispatch Facility with a"hot center"for training in communications operating t procedures and technology applications. r • Gulf Coast Community College/Bay County EOC/This is a true multi-use facility that is shared by 5 both Bay County and Gulf Coast Community College,combining the functions of an Emergency Operations Centel-, 9-11 Communications and college level educational facilities into a singular structure.This facility is designed to meet the most current FEMA protocols specific to Public Safety structures. Designed to resist the dynamitic forces of a category 5 event, it is capable of meeting the unique criteria of a"survivable"facility,and to be frilly capable of continuous operational capability during and after an event. • Joint Communications and Emergency Operations Center/Osceola County,I'lorida has created a Government Centel-for the purpose of centralizing Public Safety and some judicial system services. ADG prepared an overall Master Plan for the Center,a new Training/Joint 911 Communications and s Emergency Operations Center. addiflonal e-ramples ofpast projecfsfrro»r all faro members may be found on lite CD accompanying this snbmillal. 4- Interact:Business Group Page 5 S t iite-ract i Business Group 5.5 Team History Interact Business Group I Simply stated—The Interact Business Group writes business plans for public safety training centers. It is our primary business.IBG offers unmatched national experience developing business plans for police and i fire departments,agencies,and colleges and in-depth experience with collaborative projects involving multiple public(state and local)agencies,educational institutions, and the public.Since 1993 IBG has I provided "management scenario choices"to key decision makers,thereby assisting them in making informed and competent decisions for the safety and well-being of the city and the citizens and property in ! the community. IBG Team Members have hands-on real world experience in the field of public safety training,training center operations management,senior executive level accountability and student/classroom i education delivery experience.IBG is headquartered in Valley Center California,in Northern San Diego I� County.All administrative offices,corporate accounting and project management is located at the Valley Center office. E KAHickman Architects and Interior Design A women-owned HUB firm serving Round Rock, Williamson County and Texas for over 28 years,KAH holds a proven reputation for designing functional,aesthetically pleasing,user-friendly spaces.The hallmark of KAHickman Architects and Interior Designers is a comprehensive focus on capturing the design f vision and needs of you,our client.As demonstrated in representative projects mirroring the needs s assessment and fixture design scope of the City of Killeen's City Hall Facility Needs Assessment,the vision of KAHickman Architects and Interior Designers is to be among the highest quality,most responsive and respected design firms in all of Texas. f Interact Business Group Page 7 ! I > E I Interact ® Business Group Architects Design Group Established in 1971 is full service architectural and planning firm. ADG has provided programming,master rvices for 360 Governmental agencies across the United States.The primary planning and design se areas of expertise include providing planning,programming,master planning,design and construction administration services for Public Safety,Law Enforcement,Fire and EOC facilities. ADG is proud to have earned numerous national and regional awards and has successfully helped agencies attain grant fiuiding for Joint 911 Communications and Emergency Operations Centers. Track Plant Bill Howard and Bill Booth have teamed of multiple EVOC planning and design projects,most recently on EVOC projects in Colorado and California.. Teant Organization �RouS'uRaKlEx�c r�roa:<snrrsc►�r l Iriir`acl' 091ef;!MnaBet: r t3ti#ln�#,s',' �u�ln��s lam '6roup'. - ;:,N� SIflssessrierit t ' r"I::r, f�. <•;•:;:; .;;,.,. 1XGllitec Kt, r";fes Kid�iic[cr��` rctip �': ,,�•�,�r�%� eqc C <:Co3;lji :,. :...:. •.:.. 'i:: C•Laerne yqut: I Interact Business Group page 8 i i i Interact Business Group Methodology 3.1. Create a needs assessment 3.1.1. Complete training needs assessment,Wentif}ting C111-rerlt tralning and a forecast offnture rrse. The TBG Project Team will perforin the following tasks as part of the internal needs assessment: We will conduct an analysis of the City's internal training needs(police and fire) both current and in the future. Specifically the analysis will consist of class populations, facility needs,instructor count,priorities and current delivery methods.The methods used to conduct the Needs Assessment are: F-rmnples ofois ■ Conduct one-on-one interviews with all Round Rock keytraining staff. �laethodo(ogy,with g sntnple clpys pnd graphs front past projects gray be ■ Review existing training facilities,equipment and staff. found pti die CD accompanying this ■ Develop training compliance categories(priorities). srrbn,irrnl. ■ Evaluate common training requirements,courses and equipment needs across the departments. ■ Establish cross reference of training classes to national training guidelines such as:NFPA,TCLEOSE, DSHS or departmental SOPs. ■ Identify training status,including the courses offered,the means offered,the student population and the extent to which the population has completed required training. ■ Develop a forecast of student population,training needs and growth over the next 5 and 10 years. ■ Identify past and potential areas of concern going forward. ■ Identify training classes,equipment,staff levels needing improvement. i The needs assessment will provide and highlight the following information. ■ Current training location(s) ■Description of existing training facility/locations. ■Current travel time from stations to existing training facilities and training distance to other locations. ■ Cost for overtime backfill to provide training at current locations. Interact Business Group Page 9 i' A z i Interact Business Group ■Analysis of current training delivery system,for example: o What training deficiencies are you experiencing and why? o Is required training being carried out,but often at a minimum level,due to the lack of facilities? o What training is being carried out to a satisfactory level of competence? o What training is desired,but due to lack of facilities,it is not being carried out? Needs Assessment Generator Tool IBG will use the"Needs Assessment Generator Tool'to facilitate the capture of the needs assessment data. This Tool was developed by IBG in 2004 to effectively and efficiently analyze training needs. We will initialize the database for each class and department;enter the data gathered from standard course information, interviews,and surveys;and use the database to provide customized reporting based on training needs. The tool is a software database program written in Microsoft Erarriples Of this Methodology,)s,uh sample Excel®and Access®.A more detailed description of the tool may be viewed at: rlr6rrsoirdgroplafrompasr Projects may be found on Lire http://ivww.theinteractgroup.corn/report.html eQ acc01"pam*11.g.this srrburitlal. 3.1.2.Identify improvements for•trainiltg deliver y system During the Needs Assessment process described in the task above IBG will identify training delivery deficiencies and areas needing improvement.For example: 1)A new training facility located in Round Rock I will save 10,000 drive miles on department vehicles reflecting a cost savings of$17,000.Or,2)A dedicated ! r Round Rock training facility will allow training classes to be scheduled in advance to accommodate shift i schedules or"just in time"classes to accommodate urgent lessons-learned de-briefs. IBG will provide a gap analysis based on these findings that will include: ■ Historical documentation of accomplishments and short falls ■ Identify deficiencies in the current training delivery system ■ Provide guidance for improvements and enhancements for the future i Interact Business Group Page 10 nteract ® Business Group 3.1,3.Assess current(11111future traMing demalids A Web-Based User's Survey will be conducted to determine the interest of potential outside users and the potential revenue(see Section 3 2 3 for details on Potential Revenues)that could result from the delivery of training,There will be no limit on the number of survey recipients that the City wants to include in the web- based survey.The survey results will be tabulated and entered into the Needs Assessment Generator Tool database(see Section 3.1.1).An analysis will be performed to determine the impact of outside users on the Round Rock Training Center operations and facility.For example: Will additional classrooms or outside props be needed to accommodate outside users demand?Typical survey questions may include: 1) "If the following classes were lreld,please indicate your interest."(Followed by a list of predetermined class names.)And,2) "If attending the selected class please indicate approx:imateli,how EErgniples.ofrhis many students per year yott would send to theacilit,. ch" rlro�lolo ;with samplef } charts nu�l graplu from past projects ma),he fowid oil the CD Rcconipa4)414 For those private companies and public agencies that are considered"key" thissi;bMilO.. potential users or contributors to the project IBG will conduct one or two Focus Group meetings.One meeting may be held for other public safety agencies,or government agencies.A second meeting may be held for public utilities or private industry.IBG recommends, based on past experience,that each focus group meeting be held to a maximum of 15 participants in order to ensure the greatest level of benefit and value. Some typical agenda Focus Group agenda items may include: E • What is the greatest need?How can the Round Rock Training Facility best serve you? ■ What is needed and what is not? ■ What capabilities and assets best match the regions needs? • What are the positives and negatives to the Round Rock Training Facility? • Have we missed anything?Are there any 800 pound gorillas? 9 i Interact Business Group Page 11 f c I Ite'rc Business Group 3.1.4.Prepare a vleiv of the future,prioritizing anti creating a phased build out of a.vite,to best support training i equh ements In concurrence With the Needs Assessment,a Facility and Equipment Assessment will provide visibility to the scope and magnitude of the training facility. For example: 1) What is the most efficient use of classrooms, by size,and type?2) What specialized training equipment best meets the training needs,drill tower size or range targeting system?Del iverables for this task: Evan Ales ojrhis hIfgl?odolog),with sairp%char is ant graphs ■ Evaluation of current facilities against internal training needs and outside user f 011)p?srp,,ojecisnray be jot�iul on.rhe CD gcconspanying/Lis . training needs. snbniival. ■ Forecast future facility scope to meet anticipated future demand(for internal needs,outside needs and , combined). i ■ Identify the number,size,and design of needed classrooms. ■ Identify administration,storage and maintenance area requirements. ■ Identify the type,quantity and size of props needed. ■ Provide justification of planned facilities.For example,justify the training requirement and validate the cost. s' ■ Determine facility needs priorities.What is needed first and why? ■ Establish build-out priorities based on need and cost efficiencies. The IBG Project Team brings experience to this project and relationships with many suppliers of training equipment.The project will benefit from this experience by gaining input from manufacturing leaders in their field, thereby assuring that Round Rock will receive the most cost-effective and advanced specialty- training equipment available.Below are examples of specialized prop areas where the IBG project Team has in-depth experience. l Computer controlled live fire burn building Specialized mat room i Technical Rescue Props Police Live Fire Shoot House High rise drill tower EVOC layout Indoor or outdoor gun range design Interact Business Group Page 12 Interact ® Business Group 3.1.5.Evaluate current facilities agrtittst Neetls Assesstttent Based on data gathered in the tasks above(Sections 3.1.1,3.1.2,and 3.1.4),an analysis of existing training conditions will be measured against proposed new facilities and systems.This analysis will be tabulated in to a"Cost Benefit Analysis."The Cost Benefit Analysis finds,quantifies and adds all the project positive factors.These are the benefits.Then it identifies,quantifies and subtracts all the negatives.The difference between the two indicates whether the planned action is advisable and to what level of design and priority. This effort will include items such as project cost justification(based on direct training cost reduction and potential ISO rating advancement)and exploration of outside training revenue opportunities.In addition, non-monetary cost benefits will be identified, such as the training synergistic benefits due to co-Iocation of other department's activities or cost implications of the training center location &an pies of Nils and its impact on drive times,overtime and similar operational issues. Afe(hodology;1d1h sm»ple clions and graphs fropn pgsr p�ojecrs may be joui,d on!1{e CD 3.2. Create a master plan to include, but not be limited to: accampm,},Pngrhls submitral. . 3.2.1.Develop costs for initial planned relulrentents 3.2.4.Identify phasing priority and btulgets of build out The IBG Project Team proposes the tasks listed immediately above be considered inclusively as a Financial Assessment.Using data compiled from the Task 3.1 the Financial Assessment will be developed from needs assessment and facility data and utilize local(Round Rock)construction costs and historical cost data gathered from past IBG Team training center projects and KAH experience.Combining the Tasks 3.2.1 and 3.2.4 will provide financial feasibility and vision for the project's implementation and direction. The Financial Assessment will provide estimated values for all aspects of design,construction,operation, maintenance and revenue potential: In order to achieve the costs for the initial planned requirements and phasing priority,the 113G Project team will collaborate with Round Rock staff to determine the best and most cost efficient strategy for the training facility. F Interact Business Group Page 13 i s MINIl ntcract C Business Group Taking into consideration the training needs priorities(Task 3.1.1),facility requirements(Task 3.1.3 and 3.1.4),and site selection(Task 3.3)a build-out phasing strategy will be developed.Two guiding principals will direct the phasing strategy: 1)How the training needs are best served,and 2)What makes the most economic sense. 3.2.2.Develop operations and maintenance budget, including, but not limited to, estimated costs for utilities, building»raintenance,and supplies . A facility maintenance budget will be developed for the following typical areas: • Facilities Operations and Maintenance, for example: utilities,building maintenance,landscaping,and supplies • Personnel costs,not directly associated with training delivery,for example:office and maintenance staff Z. • Preventive maintenance budget—This budget includes preventive maintenance items such as scheduled periodic inspections(considering items that,if disabled,may interfere with delivery of essential activities). • Programmed major maintenance—This budget includes the pre-planning of items known to have life cycles,such as: painting,roof maintenance or parking lot maintenance. Examples oflhls. A-lethodologn;spit!sayple eltarls aiicl g!nphs frau pasl projects Tay be found on the CD.accoigim,rviag this subulinal. ' 3.2.3.Develop operating budget,shoving cornual operating expenses,tralning deliveq costs, and potential revenues use class cost detail streets t An Operating Budget will be developed in addition to the Maintenance Budget outlined above(Task 3.2.2), l : The Operating Budget will include costs for the delivery of training classes.For example:the cost of s t. propane used during live fire training exercises,or the cost of lead removal for shooting ranges.This budget may also include the cost of Round Rock training staff or guest instructors,and how they may be used for specialized training events.The following chart is a class cost detail sheet.The cost sheet details instructor costs,consumables,overhead factor,number of students,classes per year, and revenue potential. A cost sheet will be created for each Round Rock(internal)class and each class delivered to outside users. Interact Business Groupp� g 4 g f : 'r Interact ® Business Group COURSE DELIVERY COST DETA L CIIenN:hk►kilaq,TrapBn Cink� .:.: ...,;:.:,. ,:;_.:''' :...': : .. Oiv(iion::Oiilsido User TypkalClaes She 30 :....;_.:;,,._.,..:AssetUtllhaUon ClassLenOth•Nowc $ _ - Otassrtroin: .may.'- ;fi••x+s; z�: ., HoAii; Lecture Hours , A' C}ean Classroom Number 1=Capaeety 25 LabHours(PaYson) Clean Classroom Number 2-Capa*45 r Insbuctor our$ &k nC4ssroomNumber3•Capibty76 Lead lnstructaraS38.0mr a $304.00 Classroom WgkXX AsslstrntlrrstruclorO10S32.00Mr 8 $25600 C1xssro0mB4nkXX Assistant Instructor N2@$32.00ohr 8 $256.00 Classroom Ellank XX SatetyApserver@53200Mr a $258.00 Ctassrbohl'Wank XX I11structor50$32.00Mr i+ Rto4or.0eWWnCt3ssroorn Instructor 6a snoar n <,i c•: Plxticaj Classroom 30 InsWclor7 $32.00Mr 0 :':c) PaAonOutdoor Classroom fugments ,. C Con{umablas t?lo,i:9v =^i ? ;Hoi7rs' '/a':•r� i•34 r•),g+<•, y f7dO Towel .. as stmu wralCoupso H,.! it .':ui+ SW Pad SMCourse C. Shooting'Range i;,. +,t'a,_7c:ii:'iG^.• .:r ri «(:.7 Shoot House Total Coats $1,072.00 Maht PurpOse Bu11Smg sA SimNa Fireg S Overhead Factor• $0%olCosts 5539.00 SmokoMaze Total Cost Per Cuss: $1,508.00 CofPniaod5mutatoe Technical lab ; `d•"'•d+ �a"�`"`.: + fkhing'Simubtor , i 15¢oopng Simulator 0 Qi,90round 8 AatYcoron•rrcenat Req+6ement 1lat Room 8 Trs'iJnp Category 1 Coorned Space _ Frequency.I5me per yeor Draft PR K0 Tratntng Fkrd F4mmabte Irgdd Ixi Trench prop Mar Room a CoofnedSpace Draft Pit Kg Tralntng Flyd „ Flammablo Uq kl ph Trench prop r, Wens Number. Par Year orClasses jotalProft Loss i 3.2.5e Mertlify a plan for revenue oppolYmtitles front outside uses The Web Based Survey and Focus Groups(Task 3.1.1 and 3.1.3)will identify potential outside users to the 4 training facility. Outside users may be other public safety agencies,other government agencies,public utility or industry. Once the Round Rock training/facility needs have been established and scheduled, the outside users training needs will be addressed.The Needs Assessment Generator Tool will identify access i capacity such as training space,props,and classrooms.This access capacity can be offered to outside users for a fee.The class detail sheets described above(Task 3.2.3)provide class delivery costs and potential revenues.The two charts below show typical extracted data that establish access capacity and revenue Interact Business Group Page 15 f- d Interact 11 Business Group opportunity.The percentage of use is based on internal needs assessment data.The data shows that although essential for the successfitl completion of the required training,all props are not used 100%of the time.This inactivity demonstrates that the training center would have excess capacity that may be reserved for future expansion or made available to outside users. z Burn Building 1554 87% 13% Anti-Terrorism $1,800.00 SCBA Maze 873 78% 22% Apartment Burn ($1,632.00) Building EVOC Driving 394 72% 28% Asbestos Awareness $720.00 Track Confined Space 390 45% 55% Basic Jail Security $4,845.00 Vehicle 349 2G% 74% Big Box Burn Extraction Pad Building $2,208.00 Tactic Shoot 254 4G% 54% Bloodborne House Patho ens $5,208.00 3.3. Assess City-owned property for design and space needs or identify other acreage within the City limits or ETJ that would meet training facility requirements and maintain the safety and quiet enjoyment of all surrounding property. The IBG/KAH team utilizes the rapid site assessment methodology for site evaluations.Some major elements of the rapid site assessment methodology are bulleted below. { Rapid Site Assessment • Evaluation of the relationship of the parcel to the surrounding site from a city or watershed perspective. • Identifying citywide protection priorities using planning-level information and city plan goals. I r • Identify general site suitability for development.Identifies areas with severe development constraints where construction costs are higher as well as sensitive areas where disturbance should be minimized to reduce t environmental impact. f I Interact Business Group page 16 f Interact ® Business Group • Provide a clear understanding of constraints and opportunities in user-friendly,visual format as basis for reaching agreement on preferred options. • Utilize onsite surveys at the later pre-application phase,to include: 1.High-intensity soil survey to provide accurate boundaries and classifications 2.Wetland edge delineation and vernal pool mapping 3.Topography(2 ft.contours) 4.Vegetation mapping Level One Analysis • Visualize how the project site fits in the surrounding environmental and social context of the community; i` • Review features beyond the project boundary that might otherwise be overlooked,especially for projects located near city borders; • Better address city goals for the general project area before focusing on specific features of the site. 3.4. Respondent shall include an implementation plan proposing procedural, operational steps,technical approach and milestones of how Respondent intends to provide the work plan with specified deliverables as specified. Any challenges or problems shall be identified in the submission. • Determine necessary characteristics of potential sites from currently owned city property as they fit the training facility requirements. i • Develop listing of potential sites narrowed to only those that meet tlue criteria and perform a Level One Site Analysis to determine potential positive and negative characteristics. • If no currently owned city property fits into the needs of the site,a Rapid Site Assessment will begin on available properties throughout the City Limits or ETJ. • Create a list of potential sites narrowed down to those that fit the needs of the training facility and create a rnatrix of positive and negative characteristics. • Narrow down potential sites to a small group with the best positive characteristics and a list of their negative characteristics and opportunities to mitigate them. r Interact Business Group Page 17 ©mmmnom®m©mmm©ogain Ion mmm immili®miiliimmmmmmmm MIM lmili®ilii®®lilliiml i ilii®iilliiliiimmmm i ilii®mill®®liliiml® i llliimiii®ilillmim® i illi®mmmmmmmliiilll ill lli®ilil®iillilli® MMIMMM iClIMEMIMMIN > llliililiilililll® Mimi 'li®mlili®illiiil® imii .mmiamlmm®®lillmil® lmil 'll®ililmliiliili® .. lilt llmilil®®lllllmi® Illi li®ilii®®lilliml® lilll ;mmilil®�lilmlli® Bili immmmmm®llllmiim milli:=-mmilil®®lilmimi® • Viii- ,imilil®mlllmilmm llilliim 111®�lllllll® millmlm® limi®iillill® u mmmllimm "lli®mlimimli® mmmlilii - Mil®®liliili® iliilili -illmmlliilll® IMMIMMMMMMMMMW iii®®liiilll® liilllmL�l immiiliimll® MMMMIMMMMMMMMMM 'imi®liliili® milium®l ll®mlmmmlmi® mmillmiiil ®®lliilli® iililli®li ®®mmmmmmmm illilli®il lmlllimll® mmlilmm®il m®liilmli® iiliiliill ARIMMMMOmMmim '. WENMM®®MI® liliili®mi ®mllllill® iiliiii®ll ®immmmmmMmIgAm— lil® lliililmil ®®llllili® Em Y4�;$ liiiiii®iiili® Milli® mm ilimiiimmmmm®®l: llllm liiiili®iiil®im mlmmmm milmili®mmilm®i ' llimm� �limlm®ilml®®ilmllli� . . limmi®mm�m®®mmmmllm® mlimmi®m lm®immlili® mmlimmm®m�ml®mlillili® miimimmml ilmmiilmlli® minimi®i M®iiimlli® milimmm®i��®®lmmllli® ak"UMIN ME iiliiliillillllmlillll Interact -Bus-i ness Group Cost Proposal y�'r vj'f11l,W- l4^,451'fA!4 r1)':.+J:rfM1riti"IlVN.4'Jx/!`nMi�i V: Y" ;,,-Y :�1.3'4 r ,�li: �.:,'ri'i�'�i?•�).'M°, `w'-.)1::;/;7 i W;; ':?•:'i ,i):. .u::;:•,w.tp:�^"'.341�.�!i•�sri;•. y�yy ,,��!!�� .t-rQ.: ..��1., and}�., .7...}'.......J .t..,!.a.....3._:ry:"r�� .qx v;'r,��crnr"i�>•.: �:.r•,. «7.1••V ea e' .::+.• .�ry .!'��,�1�..t.. .7.. .,x,..a,. 7:t%..:'4a. f'i nrrP:7 .ra .r:nn•' 1 nt'rz`';1.::,•u:,, :,A..: l'. :.�. ..� '?vx, .7? A.i: ::7: ....� :i;a... :.er•'; ..:;$,t. .L'r::rat„r:na�,..:�..,r•:.:,y!r,^y,.,�.. ,..,xie. .:.ywx, .::r''' .i' :.r .T%•`: •r. Complete training needs assessment..... $1 $12,000 3.12.Identify improvements for training delivery $3.500 Prere (site:This task can only be completed after or unction with Task 3.1.1 above 3.1.3.Assess current and future training demands $3,500 3.1.4.Pre are a view of the future.. $4.500 Prerequisite:This task can onl be cam leted after orjzmction with Task 3.1.1, 3.1.2 and 3.1.3 above 3.1.5.Evaluate current facilities against Needs Assessment $4,500 Prerequisite:This task can only be c9Lnpleted after or' nction with Task 3.1.1, 3.1.2,and 3.1.4 above nt:a Create ,. ......:;.,.. ..:...<.:,.ma .•r:. . 32.1.Develop costs for initial planned requirements $19,500 Prerequisite:This task can only be completed after or' nction with Task 3.1 above 3.2.2.Develop operations and maintenance budget.... $4,500 ,Prerequisite:This task can only be completed after or unction with Task 3.1 and 3.2.1 above 3.2.3.Develop Operating budget... $4,500 Prerequisite.,This task can only be completed after or fimction with Task 3.1 above 32.4.Identify phasing pflo#ty and budgets of build out $4,500 Note,this Task will be completed in conjunction with Task 3.2.1 above 3.2.5.Identify a plan for revenue opportunities from outside users $5400 Prere isite:This task can only be com leted after or' nction with Task 3.1 above k l"Iffid” r e e ole' , ww' 3:4:Res...onilent:s7taII:inclade:an;.tm Iementa �� - < -;:.::-.;:;-::: ::�:';:::.;::::::.:.::.::.:::�;:;•:;>:-:::;•:::.:.:::::•::.:::.::.::;:>:-: ':::::>�::�::: :;.,:.;:...;:: .. ... ...:. tion.. lan........:..... . . Notes: TOTAL $81,000 I)Initial site assessment:$2,500* Additional site assessment if required:$2500 each* *Excluding Level I Environmental Site Analysis Interact Business Group Page 19 • �Mwhr.�inn wLwMrw+V+W+1.ywwrsrao.Yq MI 1. 11 awaMaCaoiticO CONd?MAap�pNWd -Md..ism*WpdW"q DOYV-d :Q ":yYoNoAe� !Imm v pl?Y=?I�»�aLvaobdv(e Mox%SL -YaNawaYwP D�IYc610/4►q� ;n w—ddy aen�ontJq YY191�YIq!ooup¢ •A:?�K�AY� FO--WP-' Mdd.-jgmU ft. iYe W7i7aeu?la 7qW aaw.1.SL' Yoagwwe pwP 7YayaoOc+tl(t uepgYds.�a ww.atYa+��u Yan+Y+aYi lQi:oYulddn:wswa� depeputr6q VaY�W�W1(t w° or �":�+wYo*+weio Yawauemo wwwd nw.v�aw a ' /' 1 S.:., (uopquxyd uoP0�a91 tYObN=I�110.=woMl s^: pN1i a1PVad dno/g ssqujsn8 ixl�oul )rely vrdauao plouvmvn3 Yed..,wwowYVWn..qrw�+r+Ruwd�nweyN.�r.•wawiY.Wawrv3.nne�waYru oeruenYea�,�.s �d -"P-P-2 ddtl MI02 CORR RFP Evaluation Form Solicitation No 11-020 Firefighter and Law Enforcement Public Safety Training Facility Needs Assessment and Master Plan i .;.'.��.`.. ., .i., 6 It erect ust esa G p Per ( s I imbal P D g G B e arge e a ss e e n pT10N RT ERR. Pric 2IWO8� r.��'� �"�,�}..25, ;,3.,-�r 1�,�'��a '`�'�,�19��5,� � ��' �,zx �:v0� r ��->•Y �r �atego�non�o rl oe $76 000 00 _8 ,00 0 09" aMO Bltl. ..3 sent �;F; ._-....•2 received 6 sent.4 received S sent- 5 received 6 sent-2 received j 12 sent-7 received 3 sent-t receival Meets Gt Needs 16701125 ' 45 25 44 1)established tools for conducting i j; 1)overemphasis on demand. analysts 1)reliant on comparing 1)good mothodolgy - deployment analysis 2)specific approach tailored to City national benchmarks @t 0 0 a 8 8C '{; 2)standardized analytical needs good methodology 2)although hinges upon 2)assumes City outsources unclear assessing CI approach does not tailor to 3 most completely answered CI 8 month process g ry owned 72 acres P Y ry 3)assumes train primarily to 3)expertise In tract City nests needs repetitive occurrences development 4)expertise in tract development 1)response over-reliant on benchmarks extensive demonstrated experience not addressed in the projects SCO a'Of a SS@S @ @ 3 ate. 2)does not show experience with like size 8 scope of work extensive experience unclear on experience extensive experience in Joint training facilities showcased response does not show extensive demonstrated experience experience in joint trainingextensive experience have experience,although not not addressed in the projects 0 O 3 @ S 1 with like size d scope of work P extensive ex dance facilities P at these types of facilities showcased � e en h Ike response does not show r� P extensive demonstrated experience Aave ex arienee Dut response does not show S O @ O gB experience in joint training P s P not addressed in the projects with like size 8 scope of work undetermined 'experience in Joint training have experience facilities , xc ' showcased facilities B e e et 0 8 v 6 months-ad uate 5 months.s 3 months-aggressive,leaves 5 months-aggressive,site eq aggressive 8 months-adequate room for delays assessment unclear S months-aggressive 12 O Me O e r large company small company-est 1993 large company la a company P y n P y est.1989 understanding stand 36 yrs to al 31 � long established understanding of local needs long established long established understantling of local needs 0o a@ . X po n R s ea os pwlnd(3n 0 ., 1 0 0 I� n a e 0 0 U 0 0 TOT 10_. EMMKRK4MEli5 5 0 Pninf\/MRal—Intinn fnr Prirn o 1 nw nrirA nivielnri by Rid Then MulfinliPri by Pnintc i ROUNDROCK,TEXAS City Council Agenda Summary Sheet PURPOSE.PASSION.PROSPERITY. Agenda Item No. G3. Consider a resolution authorizing the Mayor to sign a consulting services agreement with Interact Business Group for a needs assessment and master plan for the Firefighter and Agenda Caption: Law Enforcement Public Safety Training Facility. Meeting Date: May 10, 2012 s Department: General Services Staff Person making presentation: Chad McDowell General Services Director I Item Summary: The consulting agreement provides preparation of a needs assessment and a master plan for a joint Firefighter and Law Enforcement Public Safety Training Facility. In the assessment phase the consultant will complete a training needs assessment which will include assessment of City owned property and or identify other acreage. It will provide current and future training demands. In the master plan phase the consultant will develop costs for planned requirements as well as develop operational and maintenance budget estimates. It will provide phasing priority and budgets of build out as well as identify opportunities and plans for revenue from outside users. z Cost: $81,000.00 Source of Funds: General Self-financed Construction Date of Public Hearing(if required): N/A Recommended Action: Approval t f k i i i i k' a i t R S' S t 1. f } G S L F i f CITY OF ROUND ROCK AGREEMENT FOR CONSULTING SERVICES FOR NEEDS ASSESSMENT AND MASTER PLAN FOR FIREFIGHTER AND LAW ENFORCEMENT PUBLIC SAFETY TRAINING FACILITY WITH INTERACT BUSINESS GROUP THIS AGREEMENT is made and entered into on this the 10- day of , 2012, by and between the City of Round Rock, a Texas home-rule municipal corporation, whose offices are located at 221 East Main Street, Round Rock, Texas 78664-5299 (hereinafter referred to as the "City"), and Interact Business Group, whose offices are located at 29513 Anthony Road,Valley Center, California 92082(hereinafter referred to as the"Consultant"). RECITALS: WHEREAS, City desires to contract for Consultant's services generally described as preparation of a needs assessment and master plan for a joint firefighter and law enforcement public safety training facility; and identification of the training needs, campus requirements, and projected financial needs for initial start-up and for ongoing operations; and i I WHEREAS,City has determined that there is a need for the delineated services; and WHEREAS,City desires to contract for such services;and ' f WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW,THEREFORE,WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.01 EFFECTIVE DATE,DURATION,AND TERM This Agreement shall be effective on the date it has been signed by every party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. The initial term of this Agreement shall be until frill and satisfactory completion of the work specified herein is achieved, but in no event Iater than twelve (12) months from effective date hereof. Renewal, at City's sole and unfettered election, is not prohibited. City reserves the right to review this Agreement at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. 2.01 CONTRACT AMOUNT In consideration for the professional consulting services to be performed by Consultant, City agrees to pay Consultant a total amount of Eighty-one Thousand and No/100 Dollars 00241879/jkg I I I I i i ! i I ($81,000.00), in payment for services and the Scope of Services deliverables as delineated herein and in attached exhibits.No reimbursable expenses are authorized in this Agreement. 3.01 PROPOSAL FOR SERVICES For purposes of this Agreement, Consultant has issued its Technical Proposal for services for the tasks delineated therein. Such Technical Proposal for services is appended to this Agreement as Exhibit"A,"and is incorporated herein by reference for all purposes. I 4.01 SCOPE OF SERVICES Consultant shall satisfactorily provide all services described under this "Scope of Services" category and Exhibit "A." Consultant's undertakings shall be limited to performing services for City and/or advising City concerning those matters on which Consultant has been specifically engaged. Consultant shall perform services in accordance with this Agreement, in accordance with the appended Technical Proposal for services, and in accordance with due care and prevailing consulting industry standards for comparable services. 5.01 LIMITATION TO SCOPE OF SERVICES Consultant and City agree that the scope of services to be performed is enumerated in Exhibit "A" and herein, and may not be changed without the express written agreement of the parties. Notwithstanding anything herein to the contrary, the parties agree that City retains absolute discretion and authority for all funding decisions, such to be based solely on criteria accepted by City which may be influenced by but not be dependent on Consultant's work. 6.01 REQUIRED DRAFT REPORTS AND FINAL REPORT Consultant agrees to provide City with draft reports and a detailed final written report, together with all information gathered and materials developed during the course of the project. i At a minimum, Consultant shall provide ten(10)printed and bound copies of the final document, and ten(10)electronic copies of the plan on CD in PDF format. Consultant agrees to provide City with additional bound copies of the final written report, if and as requested, with the right to make additional copies being at the sole election of City. All copies of the written final report will be to specifications as delineated by City. i 7.01 PAYMENT FOR SERVICES i Payment for Services: In consideration for the consulting services to be performed by Consultant, City agrees to pay Consultant the following sum(s) as stated herein. The tasks delineated correspond with City's Solicitation Number 11-020, Specification Number 11-918-32, August 2011, Part III Specifications, Subparagraph 3.1 et seq. I i i 2 ! i Needs Assessment: Task 3.1.1.Complete training needs assessment ... $12,000 Task 3.1.2.Identify improvements for training delivery ... $ 3,500 Task 3.1.3.Assess current and future training demands ... $ 3,500 Task 3.1.4.Prepare fixture view,prioritizing phased buildout ... $ 4,500 Task 3.1.5.Evaluate current facilities against Needs Assessment ... $ 4,500 Masten Plan: Task 3.2.1.Develop costs for initial planned requirements ... $19,500 Task 3.2.2.Develop operations and maintenance budget ... $ 4,500 Task 3.2.3.Develop operating budget, annual operating expenses ... $ 4,500 Task 3.2.4.Identify phasing priority and budgets of buildout ... $ 4,500 Task 3.2.5.Identify plan for revenue opportunities from outside users ... $ 5,500 Site(s)Assessment: Task 3.3. Assess City-owned property and/or identify other acreage ... $ 2,500 ['�] Implementation Plan: Task 3.4. Provide implementation plan of procedural, operational steps, technical approach, and milestones relative to work plan ... $12,000 TOTAL $81,000 ' The parties agree that fees for individual tasks may vary, but that the overall fee of $81,000 shall be a total amount. As to Task 3.3. above, titled "Site(s) Assessment" and marked with an asterisk, the parties agree that the delineated amount of$2,500 is for one(1) initial site assessment. City shall have the sole and unfettered right to direct Consultant to perform additional site assessments,and the parties expressly agree that such subsequent site assessments shall be performed by Consultant at the rate of$2,500 each, excluding Level 1 Environmental site analyses. Deductions. No deductions shall be made from Consultant's compensation on account of penalty, liquidated damages or other sums withheld from payments to Consultant. I Additions. No additions shall be made to Consultant's compensation based upon Project claims,whether paid by City or denied. j 8.01 INVOICE REQUIREMENTS; TERMS OF PAYMENT Invoices. To receive payment for services, Consultant shall prepare and submit a series C of monthly invoices in a form acceptable to City. Each invoice for professional services shall j track the "Scope of Services" category herein, and shall state and detail the services performed, 3 w along with documentation for each service performed. All payments to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by City. Such invoices shall conform to the schedule of services and costs in connection therewith. Should additional backup material be requested by City, Consultant shall comply promptly with such request. In this j regard, should City determine it necessary, Consultant shall make all records and books relating to this Agreement available to City for inspection and auditing purposes. Payment of Invoices. City reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of invoices, City shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 9.01 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and City or because of amounts which City has a right to withhold under this Agreement or state law. City shall be responsible for any sales, gross receipts or similar taxes applicable to the services,but not for taxes based upon Consultant's net income. Offsets. City may, at its option, offset any amounts due and payable under this t Agreement against any debt(including taxes)lawfully due to City from Consultant, regardless of l whether the amount due arises pursuant to the terms of this Agreement or otherwise and ; regardless of whether or not the debt due to City has been reduced to judgment by a court. r i 9.01 PROMPT PAYMENT POLICY i I I In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by City to Consultant will be made within thirty (30) days of the date City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date City receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the"rate in effect"on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that causes the payment to be late; or B. There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or C. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or D. The invoice is not mailed to City in strict accordance with any instruction on the purchase order relating to the payment. 4 t I i f f l 10.01 NON-APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Contractor a written notice of termination at the end of its then-current fiscal year. 11.01 TIMETABLES Unless otherwise indicated to Consultant in writing by City, or unless Consultant is unreasonably delayed in the orderly progress of its work by forces beyond Consultant's control, the following timetable structure and deliverable due dates shall apply: not later than twelve (12) months from date of execution hereof, but in reasonable conformity to Consultant's estimated ' schedule of ninety(90)days as delineated in its Technical Proposal for services. 12.01 SUPPLEMENTAL AGREEMENTS { The terms of this Agreement may be modified by written Supplemental Agreement hereto, duly authorized by City Council or City Manager action, if City determines that there has been a significant change in (1) the scope, complexity, or character of the services to be performed; or (2) the duration of the work. Any such Supplemental Agreement must be executed by both parties within the period specified as the term of this Agreement, that being twelve (12) months from the effective date hereof. Consultant shall not perform any work or incur any additional costs prior to the execution, by both parties, of such Supplemental Agreement. Consultant shall make no claim for extra work done or materials furnished unless and until there is full execution of any Supplemental Agreement, and City shall not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to additional work not directly authorized by Supplemental Agreement. 13.01 TERMINATION; DEFAULT Termination: It is agreed and understood by Consultant that City may terminate this i Agreement for the convenience of City, upon thirty (30) days' written notice to Consultant, with the understanding that immediately upon receipt of said notice all work being performed under this Agreement shall cease. Consultant shall invoice City for work satisfactorily completed and shall be compensated in accordance with the terms hereof for work accomplished prior to the receipt of said notice of termination. Consultant shall not be entitled to any lost or anticipated profits for work terminated under this Agreement. Unless otherwise specified in this Agreement, all data, information, and work product related to this project shall become the property of City upon termination of this Agreement, and shall be promptly delivered to City in a reasonably organized form without restriction on fixture use, subject to the conditions set forth herein. Should City subsequently contract with a new consultant for continuation of service on the project, Consultant shall cooperate in providing information. i 5 I I i i I I I I Termination of this Agreement shall extinguish all rights, duties, and obligations of City and the terminated party to fiilfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require City to pay for any work which it deems unsatisfactory or which is not performed in compliance with the terms of this Agreement. j Default: Either party may terminate this Agreement, in whole or in part, for default if the party provides the other party with written notice of such default and the other fails to satisfactorily cure such default within ten (10) business days of receipt of such notice (or a greater time if agreed upon between the parties). i If default results in termination of this Agreement, then City shall give consideration to the actual costs incurred by Consultant in performing the work to the date of default. The cost of the work that is useable to City, the cost to City of employing another firm to complete the useable work, and other factors will affect the value to City of the work performed at the time of default. Neither party shall be entitled to any lost or anticipated profits for work terminated for default hereunder. The termination of this Agreement for default shall extinguish all rights, dirties, and obligations of the terminating party and the terminated party to fiilfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require City to pay for any work which it deems unsatisfactory, or which is not performed in compliance with the terms of this Agreement. 14.01 NON-SOLICITATION Except as may be otherwise agreed in writing, during the term of this Agreement and for twelve (12) months thereafter, neither City nor Consultant shall offer employment to or shall employ any person employed then or within the preceding twelve (12) months by the other or any affiliate of the other if such person was involved, directly or indirectly, in the performance of this Agreement. This provision shall not prohibit the hiring of any person who was solicited solely through a newspaper advertisement or other general solicitation. 15.01 CITY'S RESPONSIBILITIES j Full information: City shall provide full information regarding project requirements. City shall have the responsibility of providing Consultant with such documentation and information as is reasonably required to enable Consultant to provide the services called for. City shall require its employees and any third parties who are otherwise assisting, advising or representing City to cooperate on a timely basis with Consultant in the provision of its services. G i k E 4' i k i I i i a Consultant may rely upon written information provided by City and its g ees emP to and agents as y accurate and complete. Consultant may rely upon any written directives provided by City or its designated representative concerning provision of services as accurate and complete. r Required materials: Consultant's performance requires receipt of all requested information reasonably necessary to provision of services. Consultant agrees, in a timely manner,to provide City with a comprehensive and detailed information request list, if any. 16.01 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, not City's employee. Consultant's employees or subcontractors are not City's employees. This Agreement does not create a partnership relationship. Neither party has authority to enter into contracts as agent for the other party. Consultant and City agree to the following rights consistent with an independent contractor relationship: A. Consultant has the right to perform services for others during the term of this Agreement; B. Consultant has the sole right to control and direct the means, manner and method by which services required by this Agreement will be performed; C. Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement; D. Consultant or its employees or subcontractors shall perform the services required hereunder. City shall not hire, supervise,or pay any assistants to help Consultant; E. Neither Consultant nor its employees or subcontractors shall receive any training from City in the skills necessary to perform the services required by this Agreement; F. City shall not require Consultant its employees or subcontractors to devote full time to performing the services required by this Agreement; and G. Neither Consultant nor its employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of City. 17.01 CONFIDENTIALITY; MATERIALS OWNERSHIP Any and all programs, data, or other materials furnished by City for use by Consultant in connection with services to be performed under this Agreement, and any and all data and information gathered by Consultant, shall be held in confidence by Consultant as set forth 7 : i I i hereunder. Each party agrees to take reasonable measures to preserve the confidentiality of any proprietary or confidential information relative to this Agreement, and to not make any use thereof other than for the performance of this Agreement, provided that no claim may be made for any failure to protect information that occurs more than three (3) years after the end of this Agreement. The parties recognize and understand that City is subject to the Texas Public Information Act and its duties run in accordance therewith. All data relating specifically to City's business and any other information which i reasonably should be understood to be confidential to City is confidential information of City. Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries, inventions, know-how, and any other information which reasonably should be understood to be i confidential to Consultant is confidential information of Consultant. City's confidential I information and Consultant's confidential information is collectively referred to as "Confidential Information." Each party shall use Confidential Information of the other party only in furtherance of the purposes of this Agreement and shall not disclose such Confidential Information to any third party without the other party's prior written consent, which consent shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the confidentiality of the other party's Confidential Information and to advise their employees of the confidential nature of the Confidential Information and of the prohibitions herein. Notwithstanding anything to the contrary contained herein, neither party shall be I obligated to treat as confidential any information disclosed by the other party (the "Disclosing I Party") which: (1) is rightfully known to the recipient prior to its disclosure by the Disclosing Party; (2) is released by the Disclosing Party to any other person or entity (including governmental agencies) without restriction; (3) is independently developed by the recipient without any reliance on Confidential Information; or (4) is or later becomes publicly available without violation of this Agreement or may be lawfully obtained by a party from any non-party. Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information of the other to a third party as may be required by law, statute, rule or regulation, including subpoena or other similar form of process, provided that (without breaching any legal or regulatory requirement) the party to whom the request is made provides the other with prompt written notice and allows the other party to seek a restraining order or other appropriate relief. Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall i preclude or limit Consultant from providing similar services for other clients. E Neither the City nor Consultant will be liable to the other for inadvertent or accidental disclosure of Confidential Information if the disclosure occurs notwithstanding the party's exercise of the same level of protection and care that such party customarily uses in safeguarding its own proprietary and confidential information. I 8 l { { i Notwithstanding anything to the contrary in this Agreement, City will own as its sole property all written materials created, developed, gathered, or originally prepared expressly for City and delivered to City under the terms of this Agreement (the "Deliverables"); and Consultant shall own any general skills, know-how, expertise, ideas, concepts, methods, techniques, processes, software, or other similar information which may have been discovered, created, developed or derived by Consultant either prior to or as a result of its provision of services under this Agreement (other than the Deliverables). Consultant's working papers and Consultant's Confidential Information (as described herein) shall belong exclusively to Consultant. City shall have a non-exclusive, non-transferable license to use Consultant's Confidential Information for City's own internal use and only for the purposes for which they are delivered to the extent that they form part of the Deliverables. 18.01 WARRANTIES I Consultant represents that all services performed hereunder shall be performed consistent with generally prevailing professional or industry standards, and shall be performed in a professional and workmanlike manner. Consultant shall re-perform any work not in compliance with this representation. I i 19.01 LIMITATION OF LIABILITY Should any of Consultant's services not conform to the requirements of City or of this Agreement, then and in that event City shall give written notification to Consultant; thereafter, (a) Consultant shall either promptly re-perform such services to City's satisfaction at no additional charge, or (b) if such deficient services cannot be cured within the cure period set forth herein, then this Agreement may be terminated for default. In no event will Consultant be liable for any loss, damage, cost or expense attributable to negligence,willful misconduct or misrepresentations by City, its directors,employees or agents. i In no event shall Consultant be liable to City, by reason of any act or omission relating to the services provided tinder this Agreement (including the negligence of Consultant), whether a claim be in tort, contract or otherwise, (a) for any consequential, indirect, lost profit, punitive, special or similar damages relating to or arising from the services, or (b) in any event, in the aggregate, for any amount in excess of the total professional fees paid by City to Consultant under this Agreement, except to the extent determined to have resulted from Consultant's gross negligence,willful misconduct or fraudulent acts relating to the service provided hereunder. 20.01 INSURANCE Insurance. Consultant, at Consultant's sole cost, shall have and maintain during the term j of this Agreement professional liability insurance coverage in the minimum amount of One Million Dollars from a company authorized to do insurance business in Texas and otherwise acceptable to City. i 9 j i I I Subconsultant Insurance. Without limiting any of the other obligations or liabilities of Consultant, Consultant shall require each subconsultant performing work under this Agreement to maintain during the term of the Agreement, at the subconsultant's own expense, the same stipulated minimum insurance required in the immediately preceding paragraph, including the required provisions and additional policy conditions as shown below. i Consultant shall obtain and monitor the certificates of insurance from each subconsultant in order to assure compliance with the insurance requirements. Consultant must retain the certificates of insurance for the duration of this Agreement, and shall have the responsibility of enforcing these insurance requirements among its subconsultants. City shall be entitled, upon request and without expense,to receive copies of these certificates of insurance. Insurance Policy Endorsements. Each insurance policy hereunder shall include the following conditions by endorsement to the policy: f 1. Each policy shall require that thirty(30)days prior to the expiration,cancellation, f on-renewal or any material change in coverage, a notice thereof shall be given to City by certified mail to: i City Manager, City of Round Rock j 221 East Main Street i Round Rock,Texas 78664 i Consultant shall also notify City, within 24 hours of receipt, of any notices of expiration, cancellation, non-renewal, or material change in coverage it receives i from its insurer. � 2. Companies issuing the insurance policies shall have no recourse against City for f payment of any premiums or assessments for any deductibles which all are at the sole responsibility and risk of Consultant. i 3. Terms "City" or "City of Round Rock" shall include all authorities, boards, commissions, departments, and officers of City and individual members, employees and agents in their official capacities, or while acting on behalf of the City of Round Rock. 4. The policy clause "Other Insurance" shall not apply to any insurance coverage currently held by City, to any future coverage, or to City's Self-Insured f ' Retentions of whatever nature. 5. Consultant and City mutually waive subrogation rights each may have against the other for loss or damage, to the extent same is covered by the proceeds of insurance. 10 I b Y i ( i i I I I Cost of Insurance. The cost of all insurance required herein to be secured and maintained by Consultant shall be borne solely by Consultant, with certificates of insurance evidencing such minimum coverage in force to be filed with the City. 21.01 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES Compliance with Laws. Consultant, its consultants, agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. Consultant shall further obtain all permits and licenses required in the performance of the services contracted for herein. Taxes. Consultant will pay all taxes, if any, required by law arising by virtue of the services performed hereunder. City is qualified for exemption pursuant to the provisions of Section 151.309 of the Texas Limited Sales,Excise, and Use Tax Act. 22.01 FINANCIAL INTEREST PROHIBITED Consultant covenants and represents that Consultant, its officers, employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the purchase or sale of any product, materials or equipment that will be recommended or required for the construction of the Project. I 23.01 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 24.01 LOCAL,STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. City will not do the following: 1. Withhold FICA from Consultant's payments or make FICA payments on Consultant's behalf, or j 2. Make state and/or federal unemployment compensation contributions on Consultant's behalf, or 3. Withhold state or federal income tax from Consultant's payments. 11 i 25.01 NOTICES i i All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: when delivered personally to recipient's address as stated in this Agreement; or three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. i Notice to Consultant: I Interact Business Group f 29513 Anthony Road j Valley Center, CA 92082 Notice to City: I City Manager AND TO: City Attorney i 221 East Main Street 309 East Main Street Round Rock,TX 78664 Round Rock, TX 78664 i Nothing contained herein shall be construed to restrict the transmission of routine ! communications between representatives of City and Consultant. i i 26.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas; if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. s 27.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Consultant and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. r 28.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior j management. If the parties cannot reach a mutually satisfactory resolution,then and in that event any such dispute or claim will be sought to be resolved with the help of a mutually selected ' mediator. If the parties cannot agree on a mediator, City and Consultant shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees,associated with the mediation shall be shared equally by the parties. 12 R City and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14)or any applicable state arbitration statute, 29.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement, through a process of mutual agreement and negotiation, to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 30.01 STANDARD OF CARE Consultant represents that it is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated subconsultants, in a manner acceptable to City and according to generally accepted business practices. 31.01 GRATUITIES AND BRIBES City may, by written notice to Consultant, cancel this Agreement without incurring any liability to Consultant if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Consultant or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Consultant may be subject to penalties stated in I Title 8 of the Texas Penal Code. i 32.01 RIGHT TO ASSURANCE i Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made,then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 13 i i i i 33.01 MISCELLANEOUS PROVISIONS j i Time of the Essence. Consultant agrees that time is of the essence and that any failure of j Consultant to complete the services for each phase of this Agreement within the agreed Project schedule may constitute a material breach of this Agreement. Consultant shall be fully responsible for its delays or for failures to use reasonable efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Consultant's failure to perform in these circumstances, City may withhold, to the extent of such damage, Consultant's payments hereunder without waiver of any of City's additional legal rights or remedies. City shall render # decisions pertaining to Consultant's work promptly to avoid unreasonable delays in the orderly progress of Consultant's work. Force Majeure. Neither City nor Consultant shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible or circumstances beyond its control. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. Section Numbers. The section numbers and headings contained herein are provided for convenience only and shall have no substantive effect on construction of this Agreement. Waiver. No delay or omission by either party in exercising any right or power shall impair such right or power or be construed to be a waiver. A waiver by either party of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid unless in writing and signed by an authorized representative of the party against whom such waiver or discharge is sought to be enforced. I Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken j together, shall constitute one and the same instrument. City agrees to provide Consultant with one fully executed original. IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated. i [SIGNATURES APPEAR ON FOLLOWING PAGE] i 14 i i CITY OF ROUND ROCK,TEXAS By: Alan McGraw,Mayor Date Signed: FOR CITY,ATTEST: By: . CA PWt Sara L. White, City Clerk t FOR CITY APPROVED AS TO FORM: By: StephanjL. Sheets, City Attorney INTERACT BUSINESS GROUP Consultant I By: Printed ame: Title: ; 1 d C Date Signed: _�_ t--Lo t Z i 1 i I 15 i i i i SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER j 11-918.32 DATED:AUGUST 2011 i CITY OF ROUND ROCK REQUEST FOR PROPOSAL FIREFIGHTER AND LAW ENFORCEMENT PUBLIC SAFETY TRAINING FACILITY NEEDS ASSESSMENT AND MASTER PLAN i PART j GENERAL 1. PURPOSE: The City of Round Rock,herein after"City", seeks an agreement with a qualified Individual, Firm,or Corporation, hereafter referred to as"Respondent",to provide a needs assessment and master plan for a joint firefighter and law enforcement public safety training facility. 2. DEFINITIONS,TERMS AND CONDITIONS: By submitting a response to this solicitation,the { Respondent agrees that the City's Standard Definitions,Terms and Conditions,in effect at the time of release of the solicitation,shall govern unless specifically provided otherwise in a separate { agreement or on the face of a purchase order. Said Definitions,Terms and Conditions are subject to change without notice. It is the sole responsibility of respondents to stay apprised of changes. The City's Definitions,Terms and Conditions can be obtained from the City's website hftp://www.roundrocktoxas.-govlhome/index-asp?paae=463. 3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the Insurance Requirements as identified on the City's website at http:llwww.roundrocktexas novlhome/index asp?pane=463. 4. CLARIFICATION: For questions or clarification of specifications,you may contact: Nora Randall,CPPB,CTPM,CTP j Purchasing Department City of Round Rock I Telephone:512-218-7068 j nrandallna round-rock.tx.us The individual listed above may be contacted by telephone or visited for clarification of the specifications only. No authority is intended or implied that specifications may be amended or j alterations accepted prior to solicitation opening without written approval of the City of Round Rock through the Purchasing Department. 5. QUALIFICATIONS: The opening of a solicitation shall not be construed as the City's acceptance of such as qualified and responsive. All Respondents shall: 5.1. Be firms,corporations, individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein. 5.2. Have adequate organization,facilities,equipment and personnel to ensure prompt and efficient service to the City. i 5.3. Provide a representative list of services of a scale and complexity similar to the services being considered by the City.The list shall include the location,client,services provided by your firm,term of services and an owner contact name. 5.4. Respondent shall identify key project staff,task leaders and sub-consultants along with their expected services to the City for the scope of work on behalf of the firm. Resumes shall be included for each of the individuals and sub-consultants referenced which demonstrate their qualifications to satisfy all the critical and service requirement areas.The City reserves the right to approve or disapprove all sub-consultants prior to any work being performed. t EXHIBIT "An t SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 5.5. Provide the name,address,telephone number and E-MAIL of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of response. NOTE: REFERENCE FORM(ATTACHMENT A)PROVIDED. VALID E-MAIL ADDRESSES ARE REQUIRED. 6. BEST VALUE EVALUATION AND CRITERIA: All solicitations received may be evaluated based on the best value for the City. In determining best value,the City may consider. 6.1. Purchase price and terms; 6.2. Reputation of Respondent and of Respondent's goods and services; 6.3. Quality of the Respondent's goods and services; 6.4. The extent to which the goods and services meet the City's needs; 6.5. Respondent's past relationship with the City; 6.6. The total long-term cost to the City to acquire the Respondent's goods or services; 6.7. Any relevant criteria specifically listed in the solicitation. 6.8. The City reserves the right to reject any or all responses,or delete any portion of the response,or to accept any response deemed most advantageous,or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City. i 7. AWARD: The City reserves the right to enter into an agreement or a purchase order with a single award, split awards, non-award or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City's website at http://www.roundrocktexas.aovlhomelindex.asa?passe=463. 8. ACCEPTANCE:Acceptance inspection should not take more than five(5)working days. The vendor will be notified within this time frame if the goods or services delivered are not in full compliance with the specifications. If any agreement or purchase order is canceled for non- acceptance,the needed goods or services may be purchased elsewhere and the vendor may be charged full increase,if any,in cost and handling. 9. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City In the event: 9.1. There is a bona fide dispute between the City and Vendor concerning the supplies,materials, services or equipment delivered or the services performed that causes the payment to be late;or 9.2. The terms of a federal agreement,grant,regulation,or statute prevent the City from making a timely payment with Federal Funds;or 9.3. The is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late;or 2of8 i SOLICITATION NUMBER 11.020 SPECIFICATION NUMBER 11-918.32 DATED:AUGUST 2011 9.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement. 10. NON-APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 11. INTERLOCAL COOPERATIVE CONTRACTING(PIGGYBACK): Other governmental entities may be extended the opportunity to purchase off of the City's Agreements,with the consent and agreement of the awarded vendor(s)and the City. Such consent and agreement shall be conclusively Inferred from lack of exception to this clause in a Respondent's submittal. However,all parties indicate their understanding and hereby expressly agree that the City is not an agent of,partner to,or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently-negotiated"piggyback"procurements. PART II SCHEDULE 1. SOLICITATION SCHEDULE: It Is the City's intention to comply with the fallowing solicitation timeline: 1.1. Solicitation released August 11,2011 1.2. Deadline for questions August 25,2011 1.3. City responses to all questions or addendums August 30,2011 1.4. Responses for solicitation due by 3;00 PM September 9,2011 1.5. Oral Presentation(if necessary) September 19-23,2011 All questions regarding the solicitation shall be submitted in writing by 6:00 PM on the due date noted in PART 11,Paragraph 1,sub-paragraph 1.2. A copy of all the questions submitted and the City's response to the questions shall be posted on our webpage, htto:l/www.roundrocktexas.aov/home/index.asp?yacie=463. Questions shall be submitted to the City contact named in PART I, Paragraph 4. The City reserves the right to modify these dates. Notice of date change will be posted to the City website. 2. RESPONSE DUE DATE: Signed and sealed responses are due no later than 3:00 PM,on the date noted above to the Purchasing Department. Mail or carry sealed responses to: City of Round Rock Purchasing Department 221 E.Main Street Round Rock,Texas 78664-5299 2.1. Responses received after this time and date will not be considered. 2.2. Sealed responses shall be clearly marked on the outside of packaging with the Solicitation title,number,due date and "DO NOT OPEN". 2.3. Facsimile or electronically transmitted responses are not acceptable. 2.4. Late responses will be returned to Respondent unopened if return address is provided. 3of8 I i i SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 3. AGREEMENT NEGOTIATIONS: In establishing an agreement as a result of the solicitation process,the City may: 3.1. Review all responses and determine which Respondents are reasonable qualified for award of the agreement. 3.2. Determine the Respondent whose response is the most qualified to the City considering the evaluation criteria. 3.3. Negotiate with the most qualified Respondent an agreement at fair and reasonable terms, conditions and cost. 3.4. If negotiations are successful,enter into an agreement or Issue a purchase order. 3.5. If not successful,formally end negotiations with that Respondent, The City may then: 3.5.1. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair and reasonable terms,conditions and cost with that Respondent. 3.5.2. The City shall continue this process until an agreement is entered into or all negotiations are terminated. 3.6. The City also reserves the right to reject any or all responses,or to accept any response deemed most qualified,or to waive any irregularities or informalities in the response received. 4. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss, but not be limited to the following: 4.1. Provide City contact(s)information for implementation of agreement. 4.2. Agreement terms and conditions. 4,3. Identify specific milestones,goals and strategies to meet objectives. PART III SPECIFICATIONS 1. SCOPE OF WORK: Provide a needs assessment and master plan for the City's joint firefighters and law enforcement public safety training facility,identifying the training needs,campus requirements,and projected financial needs for initial start-up and ongoing operations. 2. BACKGROUND: The Fire Department has 122 firefighters that responded to 7,625 calls or events in 2010. These firefighters train on various emergency fire services techniques; structure fires, HAZMAT containment,medical emergencies,trench rescue,forcible entries,and high/low angle rescues on an annual basis. The Police Department has 152 law enforcement personnel that responded to 131,397 calls or events in 2010. These law enforcement personnel train on various law enforcement service techniques multiple times annually. The firefighters and law enforcement personnel currently travel extended distances for their advanced training. In order to meet the service demands of the City, both departments need to be staffed with well-trained personnel that have been trained on the scenarios that they may be expected to handle on the job. The continuous, practical and realistic emergency service training of the department's personnel require a public safety training facility within the City limits or within the extraterritorial jurisdiction(ETJ)of the City. 3. RESPONDENT EXPERIENCE: Respondent shall demonstrate, but not be limited to,their experience in the following: 3.1. Create a needs assessment to include, but not be limited to: 3.1.1. Complete training needs assessment, identifying current training and a forecast of future use. 4of8 X SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 3.1.2. Identify improvements for training delivery system 3.1.3. Assess current and future training demands 3.1.4. Prepare a view of the future, prioritizing and creating a phased build out of a site,to best support training requirements 3.1.5. Evaluate current facilities against Needs Assessment 3.2. Create a master plan to include, but not be limited to: 3.2.1. Develop costs for initial planned requirements 3.2.2. Develop operations and maintenance budget,including,but not limited to,estimated costs for utilities, building maintenance,and supplies 3.2.3. Develop operating budget, showing annual operating expenses,training delivery costs,and potential revenues 3.2.4. Identify phasing priority and budgets of build out 3.2.5. Identify a plan for revenue opportunities from outside users 3.3. Assess City-owned property for design and space needs or identify other acreage within the City limits or ETJ that would meet training facility requirements and maintain the safety and quiet enjoyment of all surrounding property. 3.4. Respondent shall include an Implementation plan proposing procedural, operational steps, technical approach and milestones of how Respondent intends to provide the work plan with specified deliverables as specified. Any challenges or problems shall be identified in the submission. 4. RESPONDENT REQUIREMENTS: Respondent shall,at a minimum,meet the following qualifications: 4.1. Previous experience in planning public safety related (fire, law enforcement,emergency management)training facilities. 4.2. Experience in working with governmental agencies. 4.3. Background in producing planning and development documents for governmental agencies. 4.4. Background in conducting location analysis for governmental facilities. 4.5. Previous experience In completing financial assessments. 4.6. Resources of sufficient size to accommodate the project. 4.7. All aspects of a submission shall be based on'industry standards"and are in accordance with current local,state,and federal laws and regulations and shall also conform to current land-use requirements. 5. RESPONSE SUBMISSION REQUIREMENTS: To achieve a uniform review process and obtain the maximum degree of comparability,the responses shall be organized In the manner specified below. Responses shall not exceed twenty(20)pages in length(excluding title pages(s)and index/table of contents,attachments or dividers). Information in excess of those pages allowed will not be evaluated. One page shall be interpreted as one side of a double-spaced, printed,6 1/2"X 11"sheet of paper. It Is recommended that responses not be submitted in ringed binders or metal spirals to conserve cost for both the Respondent and the City. The Respondent shall submit one(1)original signed paper copy and one(1)copy,clearly identified as a`COPY"of its Response. In addition,the Respondent shall submit one(1)CD,each containing a complete copy of Respondent's submission in an acceptable electronic format(PDF, RTF,TXT, DOC,XLS). A 5of8 SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 complete copy of the Response includes all documents required by this Solicitation. The CD shall be titled:'SOLICITATION NUMBER-Complete copy of[Name of Respondent]'s submission." If supplemental materials are included with the Response,each CD shall include such supplemental materials. The Response and accompanying documentation are the property of the City and will not be returned. 5.1. Title Page(1 page)—Show the solicitation title and number,the name of your firm,address, telephone number(s)name of contact person and date. TAB#1 5.2. Letter of Transmittal(1 page)—Identify the services for which response has been prepared. 5.2.1. Briefly state understanding of the services to be performed and make a positive commitment to provide the services as specified. 5.2.2. Provide the name(s)of the person(s)authorized to make representations,their titles, address,telephone numbers and e-mail address. 5.2.3. The letter of each response shall be signed in permanent ink by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individuals(s)signing the response shall be clearly shown immediately below the signature. TAB#2 5.3. Table of Contents(1 page)—Clearly identify the materials by Tab and Page Number. TAB#3 5.4. Previous Performance/Experience—Provide detailed information on firm and representative(s)experience with providing consultant services as described in PART III of the specifications. 5.4.1. Respondent shall identify the project representative(s)and provide statement of qualifications for those individuals to include education, professional registrations and areas and years of service in the respective field. 5.4.2. Respondent shall provide the name,address, telephone number and e-mail of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least(two)2 years. Include an brief overview of each project with,at a minimum,a short description of the services provided, Including costs and methodology used for projects. 5.4.3. Respondent shall provide a completed Attachment A: Reference Sheet. TAB 44 5.5. Available Resources and Consultant Location—Provide information on size, resources and business history of the firm. TAB 45 5.6. Methodology—Respondent shall define the method and approach to be used. TAB#ti 5.7. Timeline—Respondent shall provide a detailed schedule of the complete project as per the specifications contained herein. TAB#7 5.8. Cost Proposal—Respondent shall include a cost proposal to provide services as described herein. Cost proposal shall be value engineered and the break-down shall include a not-to- exceed fee schedule for each aspect of the service. CD Only 5.9. Sample Document—Respondent may include sample documents of previous experience similar in scope as requested in the solicitation. Sample documents submitted may be a part of the electronic response on the respondent's CD. 6of8 s SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918.32 DATED:AUGUST 2011 SOLICITATION INSTRUCTIONS ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF SOLICITATION ANY EXCEPTIONS THERETO MUST BE IN WRITING 1. SOLICITATION REQUIREMENTS: 1.1 Responding requires pricing per unit shown and extensions. If trade discount is shown on solicitation, it should be deducted and net line extensions shown. Respondents guarantees product offered will meet or exceed specifications identified in this Request for Proposal(RFP). 1.2 Responses shall be submitted in accordance with the solicitation. Each response shag be placed In a separate envelope completely and property Identified. Responses must be in the Purchasing Department before the hour and date specified on the solicitation. 1.3 Late responses property Identified will be returned to respondent unopened. Late responses will not be considered. 1.4 Respond F.O.B.destination,freight.prepaid,&allowed unless otherwise spedfled on the solicitation. if otherwise,show exact cost to deliver. 1.5 Response shag show unit price on quantity and unit of measure specified,extension and show total. In case of errors In extension,unit prices shag govem. Responses subject to unlimited price Increase will not be considered. 1.6 Submitted prices shag be firm for acceptance 30 days from solicitation opening date. 'Discount from List^responses are not acceptance unless requested. Cash discount will not be considered in determining the low response.All cash discounts offered wig be taken If earned. 1.7 Responses shag give Tax Identification Number,fug name and address of respondent. Failure to sign will disqualify response. Person signing response shall show title and authority to bind signatories firm In an agreement. Firm name should appear on each page in the block provided In the upper fight comer. Business Entity shall be one(1)of the following:Individual,Partnership,Sole Proprietorship,Estate/Trust,Corporation,Governmental.Non-pmt,all others shall be specified. INDIVIDUAL:List name and number as shown on Social Security Card. SOLE PROPRIETORSHIP:List legal name followed by legal business name and Social Security Number. ALL OTHERS:List legal name of entity and Tax Identification Number(TIN). 1.8 Responses cannot be altered or amended after opening time. Any Alterations made before opening time shall be initialed by respondent or an authorized agent. No response can be withdrawn after opening time without approval of the CITY based on a written acceptable reason. 1.9 The City Is exempt from Slate Sales Tax and Federal Excise Tax. Do not include tax in response. 1.10 The City reserves the right to accept or reject an or any part of response,waive minor technicalities and award the response to best serve the Interests of the Chy,Split awards may be made at the sole discretion of the City. 1.11 Consistent and continued tie responses could cause rejection of responses by the City and/or Investigation for antitrust violations. 1.12 Telephone,facsimile,and electronically transmitted responses are not acceptable in response to the solicitation. 1.13 CAUTION:Solicitation Invitation allows sufficient time for receipt of the preferred man response. The City shall not be responsible for responses received late,illegible, incomplete,or otherwise non-responsive, 2. SPECIFICATION: 2.1 Any catalog,brand name or manufacturers reference used in the solicitation Is descriptive only(not restrictive),and Is used to indicate type and quality desired. Responses on brands of like nature and quality will be considered unless advertised under the provisions of Section 252.022 of the Texas Local Government Code. If other than brand(s)specified Is offered,illustrations and complete descriptions of product offered are requested to be made a part of the response. If respondent lakes no exceptions to specifications or reference data In response,respondent wig be required to fumfsh brand names,numbers,etc.,as specified in the solicitation. 2.2 Ag gems on the solicitation shall be new,in first class condition,Including containers suitable for shipment and storage,unless otherwise Indicated In the solicitation. Verbal agreements to the contrary will not be recognized. 2.3 Samples,when requested,must be furnished free of expense to the City. If not destroyed In examination,they will be returned to the respondent,on request,at respondent expense. Each example should be marked with respondents'name and address,City solicttation number and code. Do not enclose In or attach to response. 2.4 The City will not be bound by any oral statement or representation contrary to the written specifications of the solicitation. 2.5 Manufacturers standard warranty shall apply unless otherwise staled In the solicitation. 3. TIE RESPONSES: In case of tie responses,the award will be made In accordance with Section 271.901 of the Texas Local Government Code. 4, DELIVERY: 4.1 Response shall show number of days required to place material in Cfly's designated location under normal conditions. Failure to state deliver time obligates respondent to complete delivery In fourteen(14)calendar days. Unrealistically short or long delivery promises may cause response to be disregarded. Consistent failure to meet delivery promises without valid reason may cause removal from Vendor list.(See 4.2 following.) 4.2 If delay is foreseen,Vendor shaft give written notice to the City. The City has the right to extend delivery dale if reasons appear valid. Vendor shag keep the City advised at all limes of status of order. Default In promised delivery(without acceptable reasons)or failure to meet specifications,authorizes the City to purchase supplies elsewhere and charge fug increase,if any,in cost and handling to defaulting Vendor. 4.3 No substitutions or cancellations permitted without written approval of the City. 4.4 Delivery shall be made during normal working hours only,unless prior approval for late delivery has been obtained from the City,unless otherwise specked In the solicitation. 5. INSPECTION AND TESTS: Ag goods will be subject to Inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shag have access to any suppliers place of business for the purpose of inspecting merchandise. Tests may be performed on samples submitted with the response or on samples taken from regular shipments. If the products tested fag to meet or exceed all conditions and requirements of the specifications,the cost of the sample used and the cost of the testing shag be tome by the supplier. Goods,which have been delivered and rejected In whole or In part,may,at the City's option,be returned to the Vendor or held for disposition at Vendors risk and expense. Latent defects may result In revocation of acceptance. 6. AWARD OF AGREEMENT: A response to a solicitation Is an offer to contract with the City based upon the terms,conditions,and specifications contained in the solicitation. Responses do not become agreements or purchase orders unless and until they are accepted by the City through its designates and an agreement or a purchase order Is issued. The agreement or purchase order shall be governed,construed,and Interpreted under the Charter of the City and the taws of Slate of Texas. Ali agreements or purchase orders are subject to the approval of the City Council or Manager. 7. PAYMENT:Vendor shag submit three(3)copies of an Invoice shoving the agreement or purchase order number on all copies. B. PATENTS AND COPYRIGHTS: The Respondent agrees to protect the City from claims involving infringements of patents or copyrights. 9. RESPONDENT ASSIGNMENTS: Respondent hereby assigns to the purchaser any and all claims for overcharges associated with this agreement,which arise under the antitrust taws of the Stale of Texas.TY,Bus.And Comm.Code Ann.See.15.01,at seq.(1967). 10. RESPONDENT AFFIRMATION: 10.1 Signing the response with a false statement is a material breach of agreement and shall void the submitted response or any resulting agreements,and the Respondent shall be removed from all Vendor fists. By signature hereon affixed,the respondent hereby certifies that: 10.2 The respondent has not given,offered to give,nor intends to give any line hereafter any economic opportunity,future employment,gin,loan,gratuity,special discount, Bp,favor,or service to a public servant In connection with the submitted response. 10.3 The respondent is not currently delinquent In the payment of any debt owed the City. 10.4 Neither the respondent nor the firm,corporation,partnership,or any entity represented by the respondent,or anyone acting for such firm,corporation,or entity has violated the antitrust laws of this Stale codified in Section 15.01 el.Seq.Texas Business and Commercial Code,or the Federal Antitrust Laws,nor communicated directly or indirectly the response made to any competitor,or any other person engaged In such late of business. 10.5 The respondent has not received compensation for participation in the preparation of the specification for the solicitation. It. NOTE TO RESPONDENTS: Any terms and conditions attached to response will not be considered unless the respondent specifically references them on the front of the response form, WARNING:Such terms and conditions may result in disqualification or the response(e.g.responses with the laws or a state other than Texas requirements for prepayment,Llnitations on remedies,etc.) The City of Round Rods can only accept responses which contain all the terns and conditions of its formal solicitation;in particular, all respondents'affirmations and certifications must be Included. Submission of responses on forms other than City's form may result in disqualification of your response. 12. INQUIRIES: Inquiries pertaining to Solicitation invitations must give Solicitation number,codes,and opening date. 7of8 I SOLICITATION NUMBER 11-020 SPECIFICATION NUMBER 11-918-32 DATED:AUGUST 2011 ATTACHMENT A REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: RESPONDENT'S NAME: DATE: Provide the name,address,telephone number and point of contact of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of solicitation. 1. Company's Name: Name of Contact: Title of Contact: E-Mail Address: Present Address: City,State,Zip Code: Telephone Number: ( } Fax Number:( ) 2. Company's Name: Name of Contact: Title of Contact: E-Mail Address: Present Address: City, State,Zip Code: Telephone Number: ( ) Fax Number: ( ) 3. Company's Name: Name of Contact: Title of Contact: E-Mail Address: Present Address: City, State,Zip Code: Telephone Number: ( ) Fax Number:( ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. 8of8 'r Interact Business Group TECHNICAL PROPOSAL Solicitation Number 11-020 City of Round Rock September 1, 2011 FIREFIGHTER AND LAW ENFORCEMENT PUBLIC SAFETY TRAINING FACILITY NEEDS ASSESSMENT AND MASTER PLAN Interact Business Group TracXP�nrret a7L,\:0 G ooP Submitted By: Interact Business Group 29513 Anthony Road Valley Center,CA 92082 Bill Booth—President 760-751-0773 ntef-act Business FinGroup September 1,2011 Nora Randall,CPPB,CTPM,CTP/Purchasing Department/City of Round Rock Reference—Solicitation Number 11-020 Dear Ms.Randall, The IBG Team strongly believes that the goals of this project are best met by utilizing a Strategic Master Planning approach. At this stage of the project IBG will employ a business-oriented,strategic perspective that will consider the long-term implications of decisions made today.Having completed dozens of similar projects,experience has shown us that successful public safety training center planning,design,and operation is dependent on a thorough strategic business planning process. In response to the specific Scope of Work identified in Part III of the RPP the IBG Team will focus on answering the following questions: 1. What are the current and future training needs of Round Rock?What are the needs of potential outside users? 2. What are the training need priorities?How can those priorities be matched to the short-term and long-term facility requirements? 3. What will it cost to build the facility?Based on current and future training needs how is build out optimized? 4. What are the preliminary site plans and equipment requirements? 5. What will it cost to annually operate the facility?What is the cost of training delivery? G. What are tine potential revenue opportunities from outside users? 7. What is tine cost benefit of the training facility?How does tine facility improve training efficiency? IBG is pleased to team with KAHickman Architects and Interior Designers of Round Rock.KAH has extensive experience in the area of public safety and has completed the architectural design for Round Rock Fire Stations numbers 3,4,G,and 7.IBG has worked on public safety training center strategic/business planning for over eighteen years.We have the experience and resources to successfully complete this project.In fact,all team members have specific experience with each of their respective components associated with this project.Our vast experience—teamed with a local presence—positions IBG as the best-suited selection for this project. Mr.Bill Booth is authorized to commit the company to the contractual conditions of this proposal. 3 Sincerely, Bill Booth/President/Interact Business Group i is s t t i Interact ® Business Group TABLE OF CONTENTS Project Team 1 Interact Business Group Project Team 1 Hickman Architects and Interior Deign 2 Architect Design Group 2 5.4.2–IBG—Similar Work,Past Twenty Four Months 3 5.4.2–KAHickman Architect—Similar Work,Past Twenty Four Months 4 5.4.2–Architects Design Group--Similar Work,Past Twenty Four Months 5 Attachment A:Reference Sheet 6 5.5 Team History 7 Interact Business Group 7 KAHickman Architects and Interior Design 7 Architects Design Group g Methodology 9 3.1. Create a needs assessment 9 3.1.1.Complete training needs assessment,identifying current training and a forecast of future use. 9 3.1.2. Identify improvements for training delivery system 10 3.1.3.Assess current and future training demands 11 3.1.4.Prepare a view of the future,prioritizing and creating a phased build out of a site,to best support training requirements 12 3.1.5.Evaluate current facilities against Needs Assessment 13 3.2. Create a master plan to include,but not be limited to: 13 3.2.1.Develop costs for Initial planned requirements 13 3.2.4.identify phasing priority and budgets of build out 13 3.2.2.Develop operations and maintenance budget,including,but not limited to,estimated costs for utilities,building maintenance,and supplies 14 3.2.3.Develop operating budget,showing annual operating expenses,training delivery costs,and potential revenues use class cost detail sheets 14 3.2.5.Identify a plan for revenue opportunities from outside users 15 3.3.Assess City-owned property for design and space needs.... 16 3.4. Respondent shall include an implementation plan proposing procedural, operational steps... 17 Timellne 18 Cost Proposal 19 I ME Interact ® Business Group Project Team iZx Interact Business Group Project Teattt X6 M y- • Bill Booth/Project Leader—Bill created Interact Business Group in . ba� 1993 with the mission of developing strategic/business plans for Public �� ' �A Safety Training Centers.Bill possesses more than 20 years of experience developing business plans and strategic implementation models. He has assisted and directed public agencies and educational institutions throughout the nation by applying the best traditional business practices in the field of training facility financing,operating,partnering, and finding.Bill has been published in every leading law enforcement and fire service publication.Also,Bill has been asked to speak and share his knowledge and experiences at each nationally recognized trade and professional national conference. • Jeff Ringelman/Project Manager—Jeff had 30 years of distinguished service with Vacaville Fire Department where he rose from firefighter to = h r Division Chief before his honorable retirement in 2006.Jeff has begun to use his extensive experience in the fire service to add immeasurable value to the preparation of Strategic Business Plans. He has been an IBG Project Manager for numerous Strategic Plans since 2008. • Mike McIntosh/Technical Advisor Law Enforcement—Mike has 23 years of distinguished law enforcement service(FBI Academy Graduate, Class 237).He was directly responsible for the planning,development and implementation of the Sheriffs P.O.S.T.Academy and has served as the Academy Director for 5 years. The Academy operates 2 law enforcement sessions per year and has hosted over 17 different agencies from throughout the greater Denver metro area. Mike has been an IBG Team member since 2010. Interact Business Group Page 1 nteract ® Business Group Hickman Architects and Interior Deign • Keith A.Hickman/Co-Project Manager,Local Primary Contact—A Texas Tech University graduate,Keith brings more than 30 years'experience to the City of Round Rock Public Safety Facility Needs Assessment and Master Plan project as a registered architect.His expertise span across complete architectural design, including programming,needs assessment,master planning,and land planning.Keith holds a diverse background in building types with municipal and public safety facilities being a primary focus and has completed more than 25 municipal and public safety projects.As principal of KAH,Keith leads his team and his community to pursue excellence and quality throughout all aspects of each project. Architect Design Group • Ian Reeves is the President and Principal of Architects Design Group.He has 17 years of experience in design and strategic planning of projects.As a Principal,he is very involved with the marketing and design of the Firm's Public Safety projects such as law enforcement,public safety,emergency operations centers,municipal complexes,and public works complexes.Ian is a standing member of the International Association of Law Enforcement Planners (IALEP).Ian is returning lecturer at the International Association of Chiefs of Police(IACP)where he speaks on the planning and design fundamentals of public safety architecture.His academic credentials include a Master of Architecture from the University of Florida and a Bachelor Arts in Architecture from the University of New Mexico. Track Plan a � ' • Bill Howard was the founding principal and president of Plan West of Denver, CO for 38 years.Bill recently sold Plan West and relocated to Tucson to enjoy �► .j Interact Business Group Page 2 i I Interact Business Iffly Group the sun and follow his passion for high speed driving. In 2011 Bill establish his new design firm, TrackPlan.net. Addltloial examples of jvst projects from all/alit members maybe found on the CD S.4.2—IBG—Similar• Work, Rist Twenty Four Months accompanying this submittal • Adams County Sheriffs Office/Law Enforcement Regional Training Center/Paul Siska— Undersheriff/303-941-3342/posiska@coiiicast.net comcast.net-Nine department regional law enforcement training center.Business plan complete, land acquired(400 acres), initial A&E planning complete, pending commissioner approval. • City of EI Paso Texas/Regional Fire-Police-College Training Center/Luis Flores—Planning/915- 771-1019/FloresLU@elpasotexas.gov elpasotexas.gov-All emergency response agencies and public utilities in Southwest Texas and Southeast New Mexico will use this facility. Business plan complete, waiting on land transfer(70 acres)from US Army Fort Bliss. • West Metro Fire District/Fire Training Center/Steve Aseltine Division Chief/720-963-6324/ saseltine(@iNestmetrofire.org-Post construction,IBG wrote the daily operations plan,developed the training center staffing plan and developed the revenue generation plan for outside user fees. • City of Meridian Idaho/Police Training Facility/Deputy Chief Tracy Basterrechea/208-888-6678/ tbasterrechea@meridiancity.org-IBG is currently engaged to develop a police training center for the 90 member Meridian Police Department. In addition the center will serve as a regional training facility. Special emphasis for the center is its indoor range,mat room training and revenue generation from outside users. • Denver&Aurora Fire Departments/Rocky Mountain Fire Academy/Cindy Andersen/(303) 913-0898 CAnderse@auroragov.org- Due to economic constraints and growing training demands the Departments realized a need to evaluate their on-going training demands and facility capacity and Interact Business Group Page 3 i ,� Business Group limitations. IBG is currently engaged to determine the short-and long-term training needs,evaluate existing site usage,and develop an efficiency evaluation for the fixture. 5.4.2—KAHickman Architect—,Similar Work, Past Twenty Four Months • Williamson County—Tar Collector/Assessor Offices—Deborah Hunt, 512-943-1601, dhuntAwilco.org—Giving a much needed facelift,KAHickman Architects and Interior Designers is working closely with Williamson County staff to achieve a more functional space within their existing facility while also renovating an adjacent warehouse for additional square footage.Throughout the renovation,health safety codes will be addressed to comply with all code regulations. • City, of Round Rock—City Hall Additions and Renovations—Larry Madsen, (512)218-5552, larrymaround-rock.tx.us—Shifting gears from a newly designed and constructed City Hall Town Center to a more suitable solution for the community's needs,KAHickman Architects and Interior Designers facilitated a thorough needs assessment with key users and stakeholders to map out a complete remodel of City Hall.KAM built upon the collectively developed vision and design to implement a solution focused schedule enabling city business function and success throughout project construction. • City of Round Rock—615 E. Paler Valley Campus—Larry Madsen, (512)218-5552,larrymaround- rock.tx.us—KAHickman Architects and Interior Designers leads the charge in this"Old Police Station" remodel.After an extensive programming and needs assessment process,the redesigned 35,152sf space will house city offices such as Public Works, Inspection,Engineering DSO, Planning,Infrastructure Planning,Meter Readers, Building Construction, and Code Enforcement. • Additional City of Round Rock completed projects include:Business Center Additions and Renovations,Fire Station#3, Fire Station#4,Fire Station#6,and Fire Station P. Interact Business Group Page 4 Interact "F Business ®JGroup 5.4.2—Architects Design Group—Similar Work, Past Twenty Four Months • Springfield/Greene County Public Safety and Coordination Center/The Springfield/Greene County Public Safety Building is a 55,000 SF facility designed to provide Southwestern Missouri a state-of-the- art, survivable multi jurisdictional Training and Emergency Operations Center.The three-story building is designed to withstand the threat of tornadoes,earth-quakes and terrorist threats.The first floor provides a dedicated Emergency Operations Center.The second floor provides a wide-range of training venues including classroom, conference rooms and auditorium settings.The third floor is a joint-agency 911 Communications/Dispatch Facility with a"hot center"for training in communications operating procedures and technology applications. • Gulf Coast Community College/Bay County EOC/This is a true multi-use facility that is shared by both Bay County and Gulf Coast Community College,combining the functions of an Emergency Operations Center, 9-11 Communications and college level educational facilities into a singular structure.This facility is designed to meet the most current FEMA protocols specific to Public Safety structures. Designed to resist the dynamitic forces of a category 5 event, it is capable of meeting the unique criteria of a"survivable"facility,and to be frilly capable of continuous operational capability during and after an event. • Joint Communications and Emergency Operations Center/Osceola County,Florida has created a Government Center for the purpose of centralizing Public Safety and some judicial system services. ADG prepared an overall Master Plan for the Center,a new Training/Joint 911 Communications and Emergency Operations Center. Additional esamples of past projectsfi-orn all tam rnembers may be found on lite CD accompanying Ibis submittal. Interact Business Group Page 5 z MM Interact e Business Group 5.5 Team History Interact Business Group Simply stated—The Interact Business Group writes business plans for public safety training centers. It is our primary business.IBG offers unmatched national experience developing business plans for police and fire departments,agencies,and colleges and in-depth experience with collaborative projects involving multiple public(state and local)agencies,educational institutions, and the public. Since 1993 IBG has provided "management scenario choices"to key decision makers,thereby assisting them in making informed and competent decisions for the safety and well-being of the city and the citizens and property in the community. IBG Team Members have hands-on real world experience in the field of public safety training,training center operations management,senior executive level accountability and student/classroom education delivery experience. IBG is headquartered in Valley Center California,in Northern San Diego j County.All administrative offices,corporate accounting and project management is located at the Valley I Center office. i KAHicknnan Architects and Interior Design A women-owned HUB firm serving Round Rock, Williamson County and Texas for over 28 years, KAH holds a proven reputation for designing functional,aesthetically pleasing,user-friendly spaces.The hallmark of KAHickman Architects and Interior Designers is a comprehensive focus on capturing the design vision and needs of you,our client.As demonstrated in representative projects mirroring the needs I assessment and future design scope of the City of Killeen's City Hall Facility Needs Assessment,the vision l of KAHickman Architects and Interior Designers is to be among the highest quality,most responsive and respected design firms in all of Texas. I Interact Business Group Page 7 i t ~ i I iite�ract "F Business ®JGroup Architects Design Group Established in 1971 is full service architectural and planning firm.ADG has provided programming,master planning and design services for over 360 Governmental agencies across the United States.The primary areas of expertise include providing planning,programming,master planning,design and construction administration services for Public Safety,Law Enforcement,Fire and EOC facilities.ADG is proud to have earned numerous national and regional awards and has successfully helped agencies attain grant funding for Joint 911 Communications and Emergency Operations Centers. Track Plan Bill Howard and Bill Booth have teamed on multiple EVOC planning and design projects,most recently on EVOC projects in Colorado and California.. Teant Organization yyy'/p/yy UMe d rw,o�aaznf Inter`.ac cPrOJect Ma►�ager, Bu�ln�55 J �uslne�s Plan G"r40, oup tJee (ssessmenf Phasing - K4Hickr7sarr: 14CGllit�ct`, r t��5fgrt Group `rack�l�n- Site be�eareti co tin Emer�enw � �: �Eyoc layout. 4 'Site Drawing' �tariagement ,. Interact Business Group Page 8 Interact FABusiness Group Methodology 3.1. Create a needs assessment 3.1.1. Complete training needs assessment,identifying current training and a forecast of firtilre use. The IBG Project Team will perform the following tasks as part of the internal needs assessment: We will conduct an analysis of the City's internal training needs(police and fire)both current and in the future. Specifically the analysis will consist of class populations, facility needs, instructor count, priorities and current delivery methods.The methods used to conduct the Needs Assessment are: &amples ofthis Methodology,wish ■ Conduct one-on-one interviews with all Round Rock key training staff. sample charts and graphs from past projects may be ■ Review existing training facilities,equipment and staff. found on the CD accompanying this submittal • Develop training compliance categories(priorities). ■ Evaluate common training requirements,courses and equipment needs across the departments. ■ Establish cross reference of training classes to national training guidelines such as;NFPA,TCLEOSE, DSHS or departmental SOPS. * Identify training status,including the courses offered,the means offered,the student population and the extent to which the population has completed required training. ■ Develop a forecast of student population,training needs and growth over the next 5 and 10 years. ■ Identify past and potential areas of concern going forward. • Identify training classes,equipment,staff levels needing improvement. i The needs assessment will provide and highlight the following information. I ■Current training location(s) ■Description of existing training facility/locations. ■ Current travel time froin stations to existing training facilities and training distance to other locations. ■ Cost for overtime backfill to provide training at current locations. k 2 Interact Business Group Page 9 s s t I nteract ® Business Group ■ Analysis of current training delivery system, for example: o What training deficiencies are you experiencing and why? o Is required training being carried out,but often at a minimum level,due to the lack of facilities? o What training is being carried out to a satisfactory level of competence? o What training is desired, but due to lack of facilities,it is not being carried out? Needs Assessment Generator Tool IBG will use the"Needs Assessment Generator Tool'to facilitate the capture of the needs assessment data. This Tool was developed by IBG in 2004 to effectively and efficiently analyze training needs. We will initialize the database for each class and department;enter the data gathered from standard course information, interviews,and surveys;and use the database to provide customized reporting based on training needs. The tool is a software database progra►n written in Microsoft Eranrples of This Methodology,with sample Excel®and Access®.A more detailed description of the tool may be viewed at: Charts and gwphsfronrpast projects array be-found on the CD accompanying this http:/hvww.theinteractgroup.com/report.htini snbuduaL 3.1.2.Identify improvements for training(Ielivet;h system During the Needs Assessment process described in the task above 1BG will identify training delivery deficiencies and areas needing improvement.For example: 1)A new training facility located in Round Rock will save 10,000 drive miles on department vehicles reflecting a cost savings of$17,000. Or,2)A dedicated Round Rock training facility will allow training classes to be scheduled in advance to accommodate shift schedules or"just in time"classes to accommodate urgent lessons-learned de-briefs. IBG will provide a gap analysis based on these findings that will include: ■ Historical documentation of accomplishments and short fails ■ Identify deficiencies in the current training delivery system ■ Provide guidance for improvements and enhancements for the future I Interact Business Group Page 10 i Interact ® Business Group 3.1.3.Assess cm-rent rind future training demands A Web-Based User's Survey will be conducted to determine the interest of potential outside users and the potential revenue(see Section 3.2.3 for details on Potential Revenues}that could result from the delivery of training.There Will be no limit on the number of survey recipients that the City wants to include in the web- based survey.The survey results will be tabulated and entered into the Needs Assessment Generator Tool database(see Section 3.1.1).An analysis will be performed to determine the impact of outside users on the Round Rock Training Center operations and facility.For example: Will additional classrooms or outside props be needed to accommodate outside users demand?Typical survey questions may include: 1) "Ifthe following classes timer held,please indicate your interest."(Followed by a list of predetermined class names.)And,2) `7f attending the selected class please indicate approximately holt, E Examples of this dtediodolop,withsample many students per year you would send to the facility." charts and graphs frau past projects nuay be found on the CD Occompanying For those private companies and public agencies that are considered"key" this sishininal. potential users or contributors to the project IBG will conduct one or two Focus Group,meetings.One meeting may be held for other public safety agencies,or government agencies. A second meeting may be held for public utilities or private industry.IBG recommends, based on past experience,that each focus group meeting be held to a maximum of 15 participants in order to ensure the greatest level of benefit and value. Some typical agenda Focus Group agenda items may include: ■ What is the greatest need?How can the Round Rock Training Facility best serve you? ■ What is needed and what is not? ■ What capabilities and assets best match the regions needs? ■ What are the positives and negatives to the Round Rock Training Facility? ■ Have Ave missed anything?Are there any 800 pound gorillas? Interact Business Group Page 11 Aiitei'act Business Group 3.1.4.Prepare a vleiv of the f►►tare,prioritizing and creating a phased build oat of a site,to best support training requirements In concurrence With the Needs Assessment, a Facility and Equipment Assessment will provide visibility to the scope and magnitude of the training facility. For example: 1)What is the most efficient use of classrooms, by size,and type?2) What specialized training equipment best meets the training needs,drill tower size or range targeting system?Deliverables for this task: E.mnpiesofthis Afelhodologj;with sainple charls and graphs ■ Evaluation of current facilities against internal training needs and outside user jour past projects inay befound oil rhe CD accompanying/his training needs. submittal. ■ Forecast future facility scope to meet anticipated future demand(for internal needs,outside needs and combined). ■ Identify the number,size,and design of needed classrooms. ■ Identify administration,storage and maintenance area requirements. ■ Identify the type,quantity and size of props needed. ■ Provide justification of planned facilities.For example,justify the training requirement and validate the cost. ■ Determine facility needs priorities.What is needed first and why? ■ Establish build-out priorities based on need and cost efficiencies. j The IBG Project Team brings experience to this project and relationships with many suppliers of training equipment.The project will benefit from this experience by gaining input from manufacturing leaders in their field,thereby assuring that Round Rock will receive the most cost-effective and advanced specialty- training equipment available. Below are examples of specialized prop areas where the IBG project Team has in-depth experience. i Computer controlled live fire burn building Specialized mat room Technical Rescue Props Police Live Fire Shoot House f t High rise drill tower EVOC layout Indoor or outdoor gun range design Interact Business Group Page 12 s It s Interact ® Business Group 3.1.5. Evaluate current facilities against Neetls Assessment Based on data gathered in the tasks above(Sections 3.1.1, 3.1.2,and 3.1.4), an analysis of existing training conditions will be measured against proposed new facilities and systems.This analysis will be tabulated in to a"Cost Benefit Analysis."The Cost Benefit Analysis finds,quantifies and adds all the project positive factors.These are the benefits.Then it identifies,quantifies and subtracts all the negatives.The difference between the two indicates whether the planned action is advisable and to what level of design and priority. This effort will include items such as project cost justification(based on direct training cost reduction and potential ISO rating advancement)and exploration of outside training revenue opportunities.In addition, non-monetary cost benefits will be identified, such as the training synergistic benefits due to co-location of other department's activities or cost implications of the training center location tramples of this and its impact on drive times,overtime and similar operational issues. ,lfethodologg ul/lh sample charts nerd graphs from past projects may be foioid on the CD 3.2. Create a master plan to include, but not be limited to: accompaiyingthis submittal. 3.2.1.Develop costs for initial planned requirements 3.2.4.Identify phasing priority and budgets of build out The IBG Project Team proposes the tasks listed immediately above be considered inclusively as a Financial Assessment.Using data compiled from the Task 3.1 the Financial Assessment will be developed from needs assessment and facility data and utilize local(Round Rock)construction costs and historical cost data gathered from past IBG Team training center projects and KAH experience.Combining the Tasks 3.2.1 and 3.2.4 will provide financial feasibility and vision for the project's implementation and direction. The Financial Assessment will provide estimated values for all aspects of design,construction,operation, maintenance and revenue potential. In order to achieve the costs for the initial planned requirements and phasing priority,the IBG Project team will collaborate with Round Rock staff to determine the best and most cost efficient strategy for the training facility. Interact Business Group Page 13 jiitei'act Business Group Taking into consideration the training needs priorities(Task 3.1.1),facility requirements(Task 3.1.3 and 3.1.4),and site selection(Task 3.3)a build-out phasing strategy will be developed.Two guiding principals will direct the phasing strategy: 1)How the training needs are best served,and 2)What makes the most economic sense. 3.2.2.Develop operations and maintenance budget, including, but not limited to, estimated costs for utilities, building maintenance, and supplies A facility maintenance budget will be developed for the following typical areas: • Facilities Operations and Maintenance, for example: utilities,building maintenance,landscaping,and supplies • Personnel costs,not directly associated with training delivery,for example:office and maintenance staff • Preventive maintenance budget—This budget includes preventive maintenance items such as scheduled periodic inspections(considering items that,if disabled,may interfere with delivery of essential activities). • Programmed major maintenance—This budget includes the pre-planning of items known to have life cycles,such as: painting,roof maintenance or parking lot maintenance. Crumples of this Methodolo$y,with sample charts and graphs from past projects may be found on the CD accou+pnnping this sub nittal. 3.2.3.Develop operating budget,showing annual operating expenses, training delivery costs,and potential revenues use class cost detail sheels An Operating Budget will be developed in addition to the Maintenance Budget outlined above(Task 3.2.2). The Operating Budget will include costs for the delivery of training classes. For example:the cost of propane used during live fire training exercises,or the cost of lead removal for shooting ranges. This budget may also include the cost of Round Rock training staff or guest instructors, and how they may be used for specialized training events.The following chart is a class cost detail sheet.The cost sheet details instructor costs,consumables,overhead factor,number of students,classes per year,and revenue potential. A cost sheet will be created for each Round Rock(internal)class and each class delivered to outside users. Interact Business Group Page 14 111MIlm F Iiitei'act Business jobGroup COURSE DELIVERY COST DETAR. Partner: PoAte Clknt tAer{dlanTrainingCenUr omit":'Outadtuser T' 11 1.1 30 Clean ias <•:Asaetutlflza - - CT U, 8 d Chs3fboRt>', Routs; Lecture Hours sroom Number t-CapacAy 25 Lab Hours(Pa%'Son) Clean Classroom Number2-Capadty45 krsbue/or ours Clean Classroom Number3-Cepacity75 Lead Instructor®S38.00lhr a SUM.00 Classroom Bank XX Assistant InstructorAll $32.001hr a $25800 Classroom Blank XX Assistant Instructor Y2 $32.W/hr 8 $256,00 Classroom Blank XX Safety Observer@53200/br 8 $256.00 Classroom Wank XX Instructor 5 @$32.0M, Etterjor.Pavmn Classroom lrisWctor 6 a$3zmhl Practical Classmom 30 Instructor 7 0$32.Mhr l Pavi4on Outdoor Classroom Segrtwnts- Consumables Pfd,a Holfrs Bum Building Drill Tower Structural CoUpso _ . . ..... F. SW Pad Skips Course 1 c•.. .. ,. Shooting Range _ Shoot House , Total Costs - - 51,072.00 Multi Purpose Building;Sim&lve Fire 8 Overhead Factor-Q 60%otCostc $539.00 Smoke?.laze Total COSLPerClass, — $1,608.00 CommandSunulatdr ReYentit r- faMae dssTorl, StripMaO Technlcol Field Lab Perstuda0llet' 510000 $t000W, D".9Simutalor Shoo0n0 Smutator Dpd Ground g AWcatam Infernal Reguiremert Mat Room 5 TrOtngCelegar 1 Conrnedspace Frequency t ams per seer Draft pit ._ K9 VaIning FWd Flammabte lipuld pa Trench prop Mat Room 8 Confined Space Draft PR Kg Tra1nM0 FWd ._ Flammable 6wid pA . Trench prop Students Number Per Year or Classes .iota!Profit Loss 3.2.5.Identify a plan for reveutie opporluuifies front?outsitle uses The Web Based Survey and Focus Groups(Task 3.1.1 and 3.1.3)will identify potential outside users to the training facility. Outside users may be other public safety agencies,other government agencies,public utility or industry. Once the Round Rock training/facility needs have been established and scheduled, the outside users training needs will be addressed.The Needs Assessment Generator Tool will identify access capacity such as training space,props,and classrooms.This access capacity can be offered to outside users for a fee.The class detail sheets described above(Task 3,2.3)provide class delivery costs and potential revenues.The two charts below show typical extracted data that establish access capacity and revenue Interact Business Group Page 15 3 i i : s Interact ® Business Group opportunity.The percentage of use is based on internal needs assessment data.The data shows that although essential for the suecessfid completion of the required training,all props are not used 100%of the time.This inactivity demonstrates that the training center would have excess capacity that may be reserved for future expansion or made available to outside users. Reenu� of: cst �tlassl it'dlential )(found it7ockTraiuiu Homs5 b 7t'rp �S r Burn Building 1554 87% 13% Anti-Terrorism $1,800.00 SCBA Maze 873 78% 22% Apartment Burn ($1,632.00) Building EVGC Driving 394 72% 28% Asbestos Awareness $720.00 Track Confined Space 390 45% 55% Basic Jail Security $4,845.00 Vehicle 349 26% 74% Big Box Burn $2,208.00 Extraction Pad Building Tactic Shoot 254 46% 54% Bloodborne $5,208.00 House Pathogens 3.3. Assess City-owned property for design and space needs or identify other acreage within the City limits or ETJ that would meet training facility requirements and maintain the safety and quiet enjoyment of all surrounding property. The IBG/KAH team utilizes the rapid site assessment methodology for site evaluations. Some major elements of the rapid site assessment methodology are bulleted below. Rapid Site Assessment • Evaluation of the relationship of the parcel to the surrounding site from a city or watershed perspective. s • Identifying citywide protection priorities using planning-level information and city plan goals. i • Identify general site suitability for development.Identifies areas with severe development constraints where construction costs are higher as well as sensitive areas where disturbance should be minimized to reduce environmental impact. i I Interact Business Group Page 16 E I j "F Cita'-act Business JGroup • Provide a clear understanding of constraints and opportunities in user-friendly,visual format as basis for reaching agreement on preferred options. • Utilize onsite surveys at the later pre-application phase,to include: 1.High-intensity soil survey to provide accurate boundaries and classifications 2.Wetland edge delineation and vernal pool mapping 3.Topography(2 ft.contours) 4.Vegetation mapping Level One Analysis • Visualize how the project site fits in the surrounding environmental and social context of the community; • Review features beyond the project boundary that might otherwise be overlooked,especially for projects located near city borders; P • Better address city goals for the general project area before focusing on specific features of the site. 3.4. Respondent shall include an implementation plan proposing procedural, operational steps,technical approach and milestones of how Respondent intends to provide the work plan with specified deliverables as specified. Any challenges or problems shall be identified in the submission. • Determine necessary characteristics of potential sites from currently owned city property as they fit the F A training facility requirements. u • Develop listing of potential sites narrowed to only those that meet the criteria and perform a Level One i Site Analysis to determine potential positive and negative characteristics, • If no currently owned city property fits into the needs of the site,a Rapid Site Assessment will begin on available properties throughout the City Limits or ETJ. • Create a list of potential sites narrowed down to those that fit the needs of the training facility and create a matrix of positive and negative characteristics. • Narrow down potential sites to a small group with the best positive characteristics and a list of their negative characteristics and opportunities to mitigate them. Interact Business Group Page 17 Interact ® Business Group Timeline The IBG Team will make a commitment of personnel and resources to initiate the project immediately after the effective date of the contract. Based on experience,we will complete and submit the final report around three months(90 days)after the effective date of contract award. Round Rock•Solichatlon 11-020 -t 2011 Nov 20L1 50.2011 Jan•12 Feb•12 Pro«lTfsne Lime Scbtduk 3 10 17 2-t 1 7 14 21' 26 S 12 19 26 2 9 16 23 30 6 13 20 2T laivalP 'eel Cmkrence J Call UmkrstWing Goals , KicloWP '«IM«ti 3.1. ate a ands aceslmtit_., - - _ 77 77 —75 Qda Develop ExIning Trairimit Condaron,Xmralivd a; COmpito atom •oFdse n curt t f mm Revimcurt tbai' tondifions,kcgWm equil4=1 Surve'dcrarumt tramiftl newt cis rmttims"d WCb based Dew torn ince este a'% 'ritier Eval comamm raiai rc ulnasemts ou i t - �. Outside USM W-V,Wga OdmtrThsn RR q Fom Orou Meeting ..uf.•sm.7ovemeu'tt .:welfvin fusuf•af 'i uitem.v suck lmsramss Tninio P EDitiescvArul sis Evguatta iFhics dsc Need t abovx For. _ rs to mte aruiei ed future dcmvd. Pmv' if•ami f armed failav ` a Buildim In3inand ovxrbeai ni runts - - - Eval 'rc u'meatneds 44 Nnonnelrequirments .1 ID •ialired u' cat Phued 'm efflcscACV - Class Smt and Pro meds ak-Wation - argaintion Ch3d iC psAinaflon sod griori1v ;�:. }3 E�biYe:euiitat."`Ihsfs usrfA4+cdfAsses3+saat in Ym0ry Oi ti facilit- •vida ef6ckm malvsis on!L P604itiEltift of facilit vneeds Cm Gum Anal sis 1.2 Create iiss1, ilei iadadt...' _02:t.Dace "eatstoiiuifit"faiuud" Con r fmmeai irai' mve0mods - Estkmksaluesforall •tsoE &-sign cwstnklio. auimtnmo WA rcvxnuc . .0 '3D`2Ut" lvuirc Fat.Fadfitics Operatiouand Maivaumunoe fort..It: utilitk building muintensnae I ing,and lies Penne costs no Iminim Pmvxabvx nnintcnana Fat.trai' Staffbud m Fat.Tiahiigg eoasamabb Supply Coimue Est c nt of rntial outside imrftWtors - :-33A:IdeaG Phastd -uoellicicnc• -� 3'35Ide`nun+:ir' an tort`s ftnt.:""`friestsdm wr €i � F. Anal it data from Outside Smv• Ant 3is input front Foes Groups - ` Outsidt rcvcmrt mmiti M=rx' swvxv and r r: ......__... Brtatwt York s eam Leaders Odv _ Su •\Yo eam Leadtrs Onk _ P rower 1 vssen Revirx•R Si •Off A - R-16M. .I Sitc Evalvam OmhtrSite$Gfitcauircdl _ Write hlariet Plau First Ftebi4.Drill ms ';:';P. -•�•::. -, . ,;:: .. .... 77 SetetdDriRRt Resits`,<: FidsiRi ...Ddivxr -. ... .. .::: ,. NOTFS: Assumes Pm eet Start Dstt of Ombcr 3 2011 Interact Business Group Page 18 i t FAInteract IR Business Group Cost Proposal 31':Create a needs';assessment 3.1.1.Complete training needs assessment..... $12,000 3.1.2.Identify improvements for training delivery $3,500 Prere uisite.•This task can on ter be completed a or 'unction with Task 3.1.1 above 3.13.Assess current and future training demands $3,500 3.1.4.Prepare a view of the future...... $4.500 Prerequisite: This task can only be completed after or junction with Task 3.1.1, 3.1.2 and 3.1.3 above 3.1.5.Evaluate current facilities Against Needs Assessment $4,500 Prerequisite:This task can only be completed after or junction with Task 3.1.1. 3.1.2,and 3.1.4 above '3.2.''Create..a master; Iab1b, 1u:de,bnt not 6e 14i" 3.2.1.Develop costs for initial planned requirements $19,500 Prerequisite:This task can only be completed after or'unction with Task 3.1 above 3.2.2.Develop operations and maintenance budget.... $4,500 Prerequisite: This task can only be completed after or'unction with Task 3.1 and 3.11 above 3.2.3.Develop operating budget... $4,500 Prere isite:This task can only be completed after or junction with Task 3.1 above 32.4.Identify hasing priority and budgets of build out $4,500 Note,this Task will be completed in con'unction with Task 3.2.1 above 3.2.5.Identify a plan for revenue o ttunities from outside users $5,500 Prerequisite:This task can only be completed after or'unction with Task 3.1 above .3�.,IASSeS$V `�WIICIt.� �. . a ��,'.,seieote',�;lre�b '�,ez}k�! „'.:F;�i�lFt4�4'�k�a is i.r,✓ � y� {d.:S 'f '� � t'1 f1..r t e i�i. :�' 3.4 Res ondentshall.16didean im'leimentation lan... $I2,000` TOTAL $81,000 Notes: 1)Initial site assessment:$2,500• Additional site assessment if required:$2,500 each* *Excluding Level 1 Environmental Site Analysis Interact Business Group Page 19 CORR RFP Evaluation Form Solicitation No. 11-020 Firefighter and Law Enforcement Public Safety Training Facility Needs Assessment and Master Plan 3 sent-2 received 6 sent-4 received 5 sent-5 received 6 sent-2 received 12 sent-7 received 3 sent-1 received 1)established tools for conducting 1)overemphasis on demand- analysis 1)reliant on comparing 1)good methodolgy deployment analysis 2)specific approach tailored to City national benchmarks 2)although hinges upon good month process y assumes Cit outsources unclear assessing City owned 72 acres 2)standardized analytical needs ) y 8 month process approach does not tailor to 3)most completely answered City 3)assumes train primarily to 3 1 expertise in tract City needs needs repetitive occurrences development 4)expertise in tract development 1)response over-reliant on benchmarks extensive demonstrated experience not addressed in the projects extensive experience 2)does not show experience with like size 8,scope of work extensive experience unclear on experience showcased p in joint training facilities response does not show extensive demonstrated experience have experience,although not not addressed in the projects experience in joint training extensive experience extensive experience with like size&scope of work at these types of facilities showcased facilities response does not show response does not show not addressed in the projects extensive demonstrated experience experience in joint training have experience ex experience in joint training with like size 8.scope of work p � g showcased facilities facilities 3 months-aggressive,leaves 5 months-aggressive,site 5 months-aggressive 6 months-adequate 5 months-aggressive 8 months-adequate room for delays assessment unclear large company small company-est.1993 large company large company good size,36 yrs in TX est.1989 understanding of local needs long established understanding of local needs long established long established g X Point Value Calculation for Price=Low price Divided by Bid Then Multiplied by Points x i S �3 I f 's f 0 b S: k i'. f k p Y { . � g � � yO z � t yaaaYYFF VY p l �$¢! K §�' � 6 �. � � �� - � � � _ � � � � � � � £ t. yy AF CFFi �.. xE y 2 1d� 3 $ t, a Z F � �` � � � � � � � � F