CM-04-10-068Request for City Council/City Manager Actio
Please submit this form when placing items on the council agenda or when submitting an item to the City Manager for approval.
Department: Administration Project Manager/Resource: Jim Nuse
Contact Person: Christine Martinez Council Meeting Date:
Project Name: Fire Department Funding Source:
ContractorNendor Name: Management Advisory Group, Inc. Assigned Attorney:
Amount: $4,950.00
CM Signature 10-15-04
Stitt -100- 2 we)
Steve Sheets
(contract, agreement,amendment,change order, pu-chase order,etc.)
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Is Funding Required? Yes X No
Council Agenda Item Yes No n
Submission to City Manager - Yes n No n
(see required signatures below before submission to the City Manager)
Agenda Wording:
▪ Initial Construction Contract
• Construction Contract Amendment
El Change Order
Q Change in Quantity
pi Unforeseen Circumstances
X❑ Initial Professional Services Agreement
❑ Supplemental Professional Svcs. Agr.
❑ Purchasing/Service Agreement
▪ Purchase Order
Item(s) to be purchased:
▪ Other (Please clearly identify action on lines below)
Amount
4,950.00
For Submission to City Manager Only
Project Mgr. Signature: Date:
Dept. Director Signature: Date:
City Attorney Signature: Date:
City Manager Signature: Date:
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9-0r_ 10
Legal Approval is required for all items requesting City Manager's approval.
Finance Approval ❑ Finance -Date and Signature:
Q Purchasing -Date and Signature:
gladministration/cmgr-council action. xis 7-14-04
9I1anagementAdvisory Group, Inc.
15974 Cove Lane
Montclair, Virginia 22026
Phone: 703.590.7250
FAX: 703.590.7251
Email: don(ramaginc.orq
www.maainc.orq
October 1, 2004
Mr. Jim Nuse
City Manager
City of Round Rock
221 E. Main Street
Round Rock, Texas 78664
Dear Mr. Nuse:
Thank you for allowing Management Advisory Group, Inc. to be of service to the City of
Round Rock. This agreement shall be between the City of Round Rock and Management
Advisory Group, Inc..
Services:
Management Advisory Group, Inc. will provide consulting services to assist in the
development of the Round Rock Fire Department Strategic Plan.
Fee:
The fee for the above scope of work is $4,950.00.
We will provide a review of data requirements by October 15, 2004 as a work product.
If this proposal meets with your approval, please sign in the space provided below and
return one copy to me. Thank you for this opportunity to assist.
City of Round Rock
Management Advisory Group, Inc.
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R. Nuse ,I onald C. Long, Ph.D.
anager /1"—/C-- • i Senior Vice -President
City of Round Rock Management Advisory Group, Inc.
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Account Number
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5216-100-22000
Management Advisory Group, Inc.
see email from cheryl
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Date to Finance
Invoice Date/Invoice #
Check Request
LOA - Projection Initiation
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CHECK REQUEST
Management Advisory Group, Inc.
15974 Cove Lane
address
Woolbridge, Virginia 22026
city, st zip
ess m to
Date Submitted 11/8/2004
Vendor Number
heck Amount $ 4,950.00
Item ID #
Check Stub Description
(not to exceed 30 characters)
Account Number
Acct - Fund - Org
Amount
LOA - City of Round Rock
5216-100-2200
4,950.00
4,950.00
Additional Explanation if needed:
SPECIAL INSTRUCTIONS: (ALL checks will be mailed unless otherwise specified) Explain special handling below
Date Needed (no ASAP's please)
CYCLE OR / /2000
c]exce151canahanforms.xAv-check req
Requested By: k oni ue Ad . ms
Departmental Approval:
Finance approval:
Received by:
Staple justification to check request
Paper clip items to be mailed with check
11/8/2004
9(anagesentfd'nrsory group, Inc
15974 Cove Lazne
Woodbtidge, Vhginia 22026
Rear) tie
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David Smith
Interim Fire Chief
Round Rock Fire Department
203 Commerce Blvd
Round Rock, TX 78664
Invoice
Date
Invoice #
10/22/2004
85
Purchase Order #
Terms
Due Date
Telephone
Due on receipt
10/2211004
Description
Rate
Amount
Project Initiation
xiiiq4
4,950.00
4,950.00
`__.
Total 84,950.00
City of Round Rock, Texas
MAG Observations re. IAFF Request for Data
October 13, 2004
IAFF Required Information Checklist
IAFF Request: A brief description of what you are hoping to discover/accomplish with
the GIS study. Please indicate if any other IAFF Local will be impacted by the results of
this study.
MAG Observation: A requested description of IAFF study goals would appear to be
appropriately directed to the IAFF Local rather than to the City. The impact on any other
IAFF Local would not be relevant to a data gathering process nor is such impact of
interest to MAG's work effort.
IAFF Request: Current labor-management contract.
MAG Observation: This is a reasonable and appropriate request.
IAFF Request: Fire Department quarterly and/or annual report.
MAG Observation: This is a reasonable and appropriate request. We should be made
aware of any reports of poor service that may exist in the organization/community.
IAFF Request: Local Emergency Planning Commission (LEPC) emergency incident
response guidelines.
MAG Observation: This information should not have any impact on the normal
operations of the Fire Department. Obtaining this information would likely have a neutral
impact. To some extent, it depends on how much input the Fire Department has had on
the LEPC guidelines.
IAFF Request: Chamber of Commerce Directory, Tourism, & Relocation Guide (if
available).
MAG Observation: This information is not viewed as meaningful and is not typically
requested by our study teams. Some reviewers may use such information as justification
for additional staffing, using business interruption as a risk.
IAFF Request: A map, which includes street names, showing the fire department's
jurisdiction. A current gas station style map works well. If available, ArcView formatted
"shapefiles" of your jurisdiction's major features, generated by your
municipality's GIS Department, is ideal. Indicate current boundaries and areas
annexed or released by your municipality within the last 10 years.
MAG Observation: Request for a map is reasonable and appropriate, as is a request
for annexation data.
IAFF Request: Clearly indicate on the map supplied by you to the IAFF the location of
all fire stations and/or EMS stations. If possible, indicate the areas that may have
important tax base implications. Optionally, indicate landmarks important to your study
(i.e. high fire hazard areas or buildings, areas of high incident volume, HAZ MAT areas,
or politically important areas). Small colored stick -on dots or the use of a brightly
colored highlighter are suggested methods of labeling stations and landmarks on the
map. Please include only 3-5 of the most significant "target hazards". If this project is in
response to possible station closures or staffing reduction, indicate those target hazards
that would likely be directly impacted by the proposed changes.
MAG Observation: Requesting the location of stations is appropriate and reasonable.
Identifying high hazard areas or buildings is acceptable, as they represent one of many
factors relevant to station determination and location. This information is typically
requested as background information, but not to alter company staffing. Some reviewers
use "high hazard areas or buildings" to justify greater than four (4) per company staffing,
using NFPA 1710 as justification. If the City has agreed to be in compliance with 1710,
certain companies may require 5 or more staffing.
IAFF Request: Annual call volume, by apparatus, if possible.
MAG Observation: We believe this request is for company annual call volume, rather
than apparatus. Request for annual call volume by company is appropriate and
reasonable. Some reviewers use heavy call volume to justify greater than four (4) per
company staffing, using NFPA 1710 as justification. If the City has agreed to be in
compliance with 1710, certain companies may require 5 or more staffing.
IAFF Request: A chart listing current and future station locations and current apparatus
deployment and staffing (see the attached example).
❑ Station name and numerical address, including zip code
❑ Nearest cross -streets
o A list of all active apparatus in that station. If a combination engine -ladder
unit ("quint") is deployed, please indicate its primary role (i.e. primarily engine
functions, switching to ladder functions as required or with the arrival of
additional personnel or apparatus).
MAG Observation: A request for current and future station locations and current
apparatus deployment and staffing is standard. A list of active apparatus is appropriate
and reasonable. Only those future station locations that have been acquired by the City
should be submitted. Some reviewers will consider any possible/potential location
submitted as a commitment by the City.
IAFF Request: Indicate how each unit is staffed (i.e. staffing minimums, maximums,
cross -staffing, special circumstances/conditions) and EMS training level requirements
(i.e. EMT -Basic, Paramedic). If typical staffing patterns fall between the min/max staffing
levels, please indicate the staffing levels (for each piece of apparatus) to be used in the
GIS analysis.
MAG Observation: We typically request the current staffing plan as well. The
information forwarded should indicate that ALS is currently provided by a 3rd public
service. The IAFF takes the position that an ALS unit should be within 8 minutes of 90%
of the City's population.
IAFF Request: Indicate the average speed of responding apparatus. Map may be
customized by road type (i.e. highways 50 mph, school zones 15 mph).
MAG Observation: In the absence of the City's ability to generate speeds, IAFF may
use slow speeds, which may translate into higher level of resource requirements. We
would request a sampling of response records indicating dispatch time, and time of
arrival of at least the first arriving company.
IAFF Request: Provide any response time objectives or criteria for the first due unit and
full -alarm assignment to fire or EMS calls. The default response times are based on 4
and 8 minutes of travel. (Response time does not include alarm time, call processing
time, dispatch time, and turnout time.) Explain which apparatus are dispatched for each
type or response.
❑ BLS Medical Call
❑ ALS Medical Call
o Small fires (i.e. dumpsters)
❑ Full -Alarm (i.e. structure fires)
o Unique Alarms (aircraft or HAZ MAT incidents)
o Does your jurisdiction receive automatic aid from neighboring jurisdictions? If
so, indicate whether this should be included in the analysis. Provide
automatic aid station locations, apparatus and staffing; response totals for the
mutual aid areas should also be included, if possible. Mutual aid agreements
may also be included for analysis.
MAG Observation: The requested information is useful for analysis. The default
response time standards reflect NFPA 1710. By not including the alarm time, call
processing time, dispatch time, and turnout time, the actual Fire Department response
time is expanded by 2-3 minutes. To obtain actual response time, it may be necessary to
audit the dispatch operations.
IAFF Request: Indicate the average speed of responding apparatus. Map may be
customized by road type (i.e. highways 50 mph, school zones 15 mph).
MAG Observation: This request appears to be repetitive of a previous request.
IAFF Request: Indicate any state rules, regulations, or mandates that apply to fire
suppression or EMS activities. Please provide copies of all relevant information.
MAG Observation: This information is relevant in Texas, and is requested by MAG as
well.
IAFF Request: Please provide contact information for the project liaison. Contact
information should include station, home and/or cell phone numbers, fax number, e-mail
and street addresses.
MAG Observation: This is reasonable and appropriate.