HomeMy WebLinkAboutContract 57095 City Secretary Coiilraci ;No 57095
FORT WORTHI,',
VENDOR SERVICES AGREEMENT
This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and
between the City of Fort Worth("City"),a Texas home rule municipal corporation and Citygate Associates,
LLC ("Vendor"), a Limited Liability Company, each individually referred to as a "party" and collectively
referred to as the "parties."
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Vendor Services Agreement;
2. Exhibit A-- Scope of Services;
3. Exhibit B—Price Schedule; and
4. Exhibit C—Verification of Signature Authority Form.
Exhibits A, B and C, which are attached hereto and incorporated herein, are made a part of this Agreement
for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B or C and
the terms and conditions set forth in the body of this Agreement,the terms and conditions of this Agreement
shall control.
1. Scope of Services. Vendor will conduct a Fire and EMS staffing study. Exhibit "A," -
Scope of Services more specifically describes the services to be provided hereunder.
2. Term. This Agreement shall begin on the date signed by the Assistant City Manager below
("Effective Date") and shall expire on January 31, 2023 ("Expiration Date"), unless terminated earlier in
accordance with this Agreement("Initial Term").
3. Compensation. City shall pay Vendor an amount not to exceed two hundred sixty five
thousand twenty seven dollars and 00/100 ($265,027.00) in accordance with the provisions of this
Agreement and Exhibit "B," Payment Schedule, which is attached hereto and incorporated herein for all
purposes. Vendor shall not perform any additional services for the City not specified by this Agreement
unless the City requests and approves in writing the additional costs for such services. City shall not be
liable for any additional expenses of Vendor not specified by this Agreement unless City first approves
such expenses in writing. City agrees to pay all invoices of Vendor within thirty(30)days of receipt of such
invoice.
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
any reason by providing the other party with 30 days' written notice of termination.
OFFICIAL RECORD
CITY SECRETARY
Vendor Services Agreement FT.WORTH, TX
City Secretary Contract No. 57095
4.2 Nan-appropriation of Funds. In the event no funds or insufficient hands are
appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor
of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which
appropriations were received without penalty or expense to City of any kind whatsoever, except as
to the portions of the payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is
terminated prior to the Expiration Date, City shall pay Vendor for services actually rendered up to
the effective date of termination and Vendor shall continue to provide City with services requested
by City and in accordance with this Agreement up to the effective date of termination. Upon
termination of this Agreement for any reason, Vendor shall provide City with copies of all
completed or partially completed documents prepared under this Agreement. In the event Vendor
has received access to City Information or data as a requirement to perform services hereunder,
Vendor shall return all City provided data to City in a machine readable format or other format
deemed acceptable to City,
5. Disclosure of Conflicts and Confidential Information.
5.I Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has
made full disclosure in writing of any existing or potential conflicts of interest related to Vendor's
services under this Agreement. In the event that any conflicts of interest arise after the Effective
Date of this Agreement, Vendor hereby agrees immediately to make full disclosure to City in
writing.
5.2 Confidential Information.Vendor,for itself and its officers,agents and employees,
agrees that it shall treat all information provided to it by City ("City Informations") as confidential
and shall not disclose any such information to a third party without the prior written approval of
City.
5.3 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subjeetto disclosure under the Texas Public
Information Act. In the event there is a request for information marked Confidential or Proprietary,
City shall promptly notify Seller. It will be the responsibility of Seller to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.3 Unauthorized Access.Vendor shall store and maintain City Information in a secure
manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor shall notify City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised, in which event,
Vendor shall, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and shall fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6. Right to Audit. Vendor agrees that City shall, until the expiration of three (3)years after
final payment under this Agreement,or the final conclusion of any audit commenced during the said three
years,have access to and the right to examine at reasonable times any directly pertinent books,documents,
papers and records, including, but not Iimited to, all electronic records, of Vendor involving transactions
relating to this Agreement at no additional cost to City. Vendor agrees that City shall have access during
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City Secretary Contract No. 57095
normal working hours to all necessary Vendor facilities and shall be provided adequate and appropriate
work space in order to conduct audits in compliance with the provisions of this section. City shall give
Vendor reasonable advance notice of intended audits.
7. Independent Conti-actor. It is expressly understood and agreed that Vendor shall operate
as an independent contractor as to all rights and privileges and work performed under this Agreement, and
not as agent, representative or employee of City, Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor shall have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants,
employees, Vendors and subVendors. Vendor acknowledges that the doctrine ofmspondeat superior shall
not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents,
employees, servants, Vendors and subVendors. Vendor further agrees that nothing herein shall be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
understood that City shall in no way be considered a Co-employer or a Joint employer of Vendor or any
officers, agents, servants, employees or subVendor of Vendor. Neither Vendor, nor any officers, agents,
servants, employees or subVendor of Vendor shall be entitled to any employment benefits from City.
Vendor shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself,
and any of its officers, agents, servants,employees or subVendor.
8. Liabilily and Indemnification.
8.1 LIABILITY- VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT
ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF
VENDOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES
8.2 GENERAL INDEMNIFICATION- VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS,
AGENTS,SERVANTSAND EMPLOYEES, FROMAND AGAINSTANYAND ALL CLAIMS
OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTY DAMAGE OR LOSS AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH
THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR
OMISSIONS OR MALFEASANCE OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS
OR EMPLOYEES.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to
defend, settle, or pay, at its own cost and expense, any claim or action against City for
infringement of any patent, copyright, trade mark, trade secret, or similar property right
arising from City's use of the software and/or documentation in accordance with this
Agreement,it being understood that this agreement to defend,settle or pay shall not apply if
City modifies or misuses the software and/or documentation. So long as Vendor bears the
cost and expense of payment for claims or actions against City pursuant to this section,
Vendor shall have the right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such claim;
however, City shall have the right to fully participate in any and all such settlement,
negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate
with Vendor in doing so. In the event City, for whatever reason, assumes the responsibility
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City Secretary Contract No. 57095
for payment of costs and expenses for any claim or action brought against City for
infringement arising under this Agreement, City shall have the sole right to conduct the
defense of any such claim or action and all negotiations for its settlement or compromise and
to settle or compromise any such claim; however, Vendor shall fully participate and
cooperate with City in defense of such claim or action. City agrees to give Vendor timely
written notice of any such claim or action,with copies of all papers City may receive relating
thereto. Notwithstanding the foregoing, City's assumption of payment of costs or expenses
shall not eliminate Vendor's duty to indemnify City under this Agreement. If the software
and/or documentation or any part thereof is held to infringe and the use thereof is enjoined
or restrained or,if as a result of a settlement or compromise,such use is materially adversely
restricted,Vendor shall,at its own expense and as City's sole remedy,either: (a) procure for
City the right to continue to use the software and/or documentation; or (b) modify the
software and/or documentation to make it non-infringing, provided that such modification
does not materially adversely affect City's authorized use of the software and/or
documentation; or (c) replace the software and/or documentation with equally suitable,
compatible,and functionally equivalent non-infringing software and/or documentation at no
additional charge to City; or(d) if none of the foregoing alternatives is reasonably available
to Vendor terminate this Agreement, and refund all amounts paid to Vendor by City,
subsequent to which termination City may seek any and all remedies available to City under
law.
9. Assignment and Subcontracting.
9.1 Assignment. Vendor shall not assign or subcontract any of its duties, obligations
or rights under this Agreement without the prior written consent of City. If City grants consent to
an assignment, the assignee shall execute a written agreement with City and Vendor under which
the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.
Vendor and Assignee shall be jointly liable for all obligations of Vendor under this Agreement
prior to the effective date of the assignment.
9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a
written agreement with Vendor referencing this Agreement under which sub Vendor shall agree to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor shall provide City with a fully executed copy of any such
subcontract.
10. Insurance. Vendor shall provide City with certificate(s) of insurance documenting
policies of the following types and minimum coverage limits that are to be in effect prior to commencement
of any work pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000- Each Occurrence
$2,000,000- Aggregate
(b) Automobile Liability:
$1,000,000 - Each occurrence on a combined single limit basis
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Coverage shall be on any vehicle used by Vendor, its employees, agents,
representatives in the course of providing services under this Agreement. "Any
vehicle"shall be any vehicle owned, hired and non-owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the work is being performed
Employers' liability
$100,000 - Bodily Injury by accident; each accident/occurrence
$100,000 - Bodily Injury by disease; each employee
$500,000 - Bodily Injury by disease; policy limit
(d) Professional Liability(Errors&Omissions):
$1,000,000 - Each Claim Limit
$1,000,000- Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage shall be claims-made,and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance shall be submitted to City to evidence coverage.
10.2 General_Requirements
(a) The commercial general liability and automobile liability policies shall
name City as an additional insured thereon, as its interests may appear.The term
City shall include its employees, officers, officials, agents, and volunteers in
respect to the contracted services.
(b) The workers' compensation policy shall include a Waiver of Subrogation
(Right of Recovery) in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in
limits of coverage shall be provided to City. Ten (10) days' notice shall be
acceptable in the event of non-payment of premium. Notice shall be sent to the
Risk Manager, City of Fort Worth, 200 Texas Street, Fort Worth, Texas 76102,
with copies to the Fort Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A-VII
in the current A.M.Best Key Rating Guide,or have reasonably equivalent financial
strength and solvency to the satisfaction of Risk Management. If the rating is
below that required,written approval of Risk Management is required.
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(e) Any failure on the part of City to request required insurance
documentation shall not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance shall be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement,
I I. Compliance with Laws Ordinances Rules and Regulations Vendor agrees that in the
performance of its obligations hereunder, it shall comply with all applicable federal, state and Iocal laws,
ordinances,rules and regulations and that any work it produces in connection with this Agreement will also
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies
Vendor of any violation of such laws, ordinances, rules or regulations, Vendor shall immediately desist
from and correct the violation.
12. Nan-Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
subVendors and successors in interest, as part of the consideration herein, agrees that in the performance
of Vendor's duties and obligations hereunder, it shall not discriminate in the treatment or employment of
any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM
AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY VENDOR,ITS
PERSONAL REPRESENTATIVES, ASSIGNS, SUBVENDORSS OR SUCCESSORS IN
INTEREST, VENDOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND
DEFEND CITY AND HOLD CITY HARMLESS FROM SUCH CLAIM.
13. Notices. Notices required pursuant to the provisions of this Agreement shall be
conclusively determined to have been delivered when (1) hand-delivered to the other parry, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the
transmission, or(3) received by the other party by United States Mail, registered, return receipt requested,
tn
addressed as follows:
To CITY: To VENDOR:
City of Fort Worth Citygate Associates,LLC
Attn: Mark McAvoy Attn: David DeRoos, President
200 Texas Street 600 Coolidge Drive, Suite 150
Fort Worth, TX 76102-6314 Folsom,CA 95630
dderoos cr.citvaateassociates.com
With copy to Fort Worth City Attorney's Office at Fax: (916)983-2090
same address
14. Solicitation of Employees, Neither City nor Vendor shall, during the term of this
Agreement and additionally for a period of one year after its termination,solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer.
Notwithstanding the foregoing,this provision shall not apply to an employee of either party who responds
to a general solicitation of advertisement of employment by either party.
15, Governmental Powers. It is understood and agreed that by execution of this Agreement,
City does not waive or surrender any of its governmental powers or immunities.
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16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of City's or
Vendor's respective right to insist upon appropriate performance or to assert any such right on any future
occasion.
17. Governinar Law I Venue. This Agreement shall be construed in accordance with the laws
of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this
Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas,Fort Worth Division.
18. Severability. If any provision of this Agreement is held to be invalid, illegal or
unenforceable,the validity, legality and enforceability of the remaining provisions shall not in any way be
affected or impaired.
19. Force Maieure. City and Vendor shall exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government Iaw, ordinance or regulation, acts of God, acts of the public
enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any
governmental authority, transportation problems and/or any other similar causes.
20. Headiu s not Controllin . Headings and titles used in this Agreement are for reference
purposes only, shall not be deemed a part of this Agreement, and are not intended to define or limit the
scope of any provision of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this
Agreement or Exhibits A,B, and C.
22. Amendments /Modifications /Extensions. No amendment, modification, or extension
of this Agreement shall be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Entirety of Agreement. This Agreement, including Exhibits A, B and C, contains the
entire understanding and agreement between City and Vendor, their assigns and successors in interest, as
to the matters contained herein.Any prior or contemporaneous oral or written agreement is hereby declared
null and void to the extent in conflict with any provision of this Agreement.
24. Counter arts. This Agreement may be executed in one or more counterparts and each
counterpart shall,for all purposes,be deemed an original,but all such counterparts shall together constitute
one and the same instrument.
25. Warranty of Services. Vendor warrants that its services will be of a high quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor's
option,Vendor shall either(a) use commercially reasonable efforts to re-perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming
services.
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26. Immigration Nationality Act. Vendor shall verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (1-9). Upon request by City,Vendor shall provide City with copies of all 1-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor shall adhere to all Federal and State laws as well as establish appropriate procedures
and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services. VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS
FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS
PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR
LICENSEES. City, upon written notice to Vendor, shall have tile, right to immediately terminate this
Agreement for violations of this provision by Vendor.
27. Ownership of Work Product. City shall be the sole and exclusive owner of all reports,
work papers, procedures, guides, and documentation, created, published, displayed, and/or produced in
conjunction with the services provided under this Agreement(collectively,"Work Product"). Further, City
shall be the sole and exclusive owner of all copyright,patent,trademark,trade secret and other proprietary
rights in and to the Work Product. Ownership of the Work Product shall inure to the benefit of City from
the date of conception, creation or fixation of the Work Product in a tangible medium of expression
(whichever occurs first). Each copyrightable aspect of the Work Product shall be considered a"work-made-
for-hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work
Product,or any part thereof, is not considered a"work-made-for-hire"within the meaning of the Copyright
Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right,title and interest in
and to the Work Product, and all copies thereof,and in and to the copyright,patent,trademark,trade secret,
and all other proprietary rights therein, that City may have or obtain, without further consideration, free
from any claim, lien for balance due, or rights of retention thereto on the part of City,
28. Signature Authority. The person signing this Agreement hereby warrants that he/she has
the legal authority to execute this Agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This
Agreement and any amendment hereto,may be executed by any authorized representative of Vendor whose
name, title and signature is axed on the Verification of Signature Authority Form, which is attached
hereto as Exhibit"C".Each party is fully entitled to rely on these warranties and representations in entering
into this Agreement or any amendment hereto.
29. Chanee in Companv Name or Ownership. Vendor shall notify City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining
updated City records.The president of Vendor or authorized official must sign the letter.A letter indicating
changes in a company name or ownership must be accompanied with supporting legal documentation such
as an updated W-9, documents filed with the state indicating such change, copy of the board of director's
resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the
specified documentation so may adversely impact future invoice payments.
30. No Boycott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section sloes not apply. Vendor acknowledges that in accordance with Chapter
2270 of the Texas Government Code,the City is prohibited from entering into a contract with a company
for goods or services unless the contract contains a written verification from the company that it: (1) does
not boycott Israel; and (2)will not boycott Israel during the term of the contract. The terms"boycott Israel"
and "company" shall have the meanings ascribed to those terms in Section 809.001 of the Texas
Government Code. By signing this contract,Vendor certifies that Vendor's signature provides written
verification to the City that Vendor: (1)does not boycott Israel; and (2)will not boycott Israel during
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City Secretary Contract No. 57095
the term of the contract.
31. Prohibition on Boycotting Energy Companies.Vendor acknowledges that in accordance
with Chapter 2274 of the Texas Government Code (as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2),
the City is prohibited from entering into a contract for goods or services that has a value of$100,000 or
more,which will be paid wholly or partly from public finds of the City,with a company(with 10 or more
full-time employees) unless the contract contains a written verification from the company that it; (1) does
not boycott energy companies; and (2) will not boycott energy companies during the term of the
contract. The terms "boycott energy company" and "company" have the meaning ascribed to those terms
by Chapter 2274 of the Texas Government Code(as added by Acts 2021, 87th Leg.,R.S., S.B. 13, § 2).To
the extent that Chapter 2274 of the Government Code is applicable to this Agreement,by signing this
Agreement, Vendor certifies that Vendor's signature provides written verification to the City that
Vendor: (1) does not boycott energy companies;and(2)will not boycott energy companies during the
term of this Agreement.
32. Prohibition on Discrimination Against Firearm and Ammunition Industries. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code(as added
by Acts 2021, 87th Leg., R.S., S.B. 19, § 1), the City is prohibited from entering into a contract for goods
or services that has a value of$100,000 or more which will be paid wholly or partly from public funds of
the City, with a company (with 10 or more full-time employees) unless the contract contains a written
verification from the company that it; (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2)will not discriminate during the
term of the contract against a firearm entity orfirearm trade association. The terms"discriminate,""firearm
entity" and "firearm trade association" have the meaning ascribed to those terms by Chapter 2274 of the
Texas Government Code (as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1). To the extent that
Chapter 2274 of the Government Code is applicable to this Agreement, by signing this Agreement,
Vendor certifies that Vendor's signature provides written verification to the City that Vendor: (1)
does not have a practice,policy,guidance,or directive that discriminates against a firearm entity or
firearm trade association; and (2) will not discriminate against a firearm entity or firearm trade
association during the term of this Agreement.
IN WITNESS WHEREOF,the parties hereto have executed this Agreement in multiples.
(signature page follo►vs)
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City Secretary Contract No. 57095
ACCEPTED AND AGREED:
City: Vendor:
By: Valerie Wash in ton FebB 202214.01 CST)_.. y:
Name: Valerie Washington Name: Davi� C. DeRoos
Title: Assistant City Manager Title: Presiident
Date: 02/08/2022 Date: 02/07/2022
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended: Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
�"0 �� of this contract, including ensuring all
By
: performance and reporting requirements.
Name: Mark McAvoy
Title: Director of Planning & Data Analytics
By:
Approved as to Form and Legality: Name: Mark McAvoy
Title: Director of Planning& Data Analytics
By: 5t�� City Secretary: a��FOR �
Name: John Strong Ok°F°°°°T!y &
Title: Assistant City Attorney g.%.0 000�
° °
l� °
o o=d
By; JannetteS.Goodall(Fe 8,2022 15:28 CST) Y o o
Contract Authorization: Name: Jannette S. Goodall ���'f°°° °
M&C: Title: City Secretary �dn 0000000000
ap
EXA ap
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Vendor Services Agreement Page 10 of 13
EXHIBIT A
SCOPE OF SERVICES
See attached proposal.
Vendor Services Agreement—Exhibit A Page 11 of 13
EXHIBIT B
PRICE SCHEDULE
See attached price proposal.
Vendor Services Agreement—Exhibit B Page 12 of 13
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
CITYGATE ASSOCIATES,LLC
600 COOLDIGE DRIVE, SUITE 150
FOLSOM, CA 95630
Execution of this Signature Verification Form ("Form") hereby certifies that the following
individuals and/or positions have the authority to legally bind Vendor and to execute any agreement,
amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order,
resolution, ordinance or other authorization of Vendor. City is fully entitled to rely on the warranty and
representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor
will submit an updated Form within ten (10) business days if there are any changes to the signatory
authority. City is entitled to rely on any current executed Form until it receives a revised Form that has been
properly executed by Vendor.
l. Name: Chad Jackson
Position: Vi e President
��
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name: David C. DeRoos
Signa re of President/CEO
Other Title:
Date: 02/07/2022
Vendor Services Agreement—Exhibit C Page 13 of 13
Exhibit A
City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
TABLE OF CONTENTS
Section Page
Tableof Contents..........................................................................................................................................................i
Section1—Executive Summary.................................................................................................................................1
1.1 Citygate's Understanding—Fort Worth's Unique Fire&EMS Fact Pattern................................I
1.1.1 Major Metropolitan Fire&EMS ......................................................................................1
1.1.2 Unique Risks in Fort Worth..............................................................................................2
1.1.3 Advanced,Rigorous Analytics..........................................................................................2
1.1.4 Community Voices and Stakeholders...............................................................................2
1.1.5 Staffing Challenges...........................................................................................................3
1.2 Citygate's Project Interest—Public Service...................................................................................3
Section2—Project Approach.....................................................................................................................................4
2.1 General Project Approach..............................................................................................................4
2.1.1 Our Task/Study Chronology—Estimated Outline for Every Task....................................4
2.2 Proposed Project Work Plan..........................................................................................................5
2.3 Special Models,Tools,and Techniques Citygate Will Employ..................................................14
2.4 Managing the Project...................................................................................................................14
2.4.1 Management Approach...................................................................................................14
Section 3—Attachment A Conflict of Interest.........................................................................................................15
Section 4—Attachment B Questionnaire.................................................................................................................17
PartI. Qualification..................................................................................................................................17
Part IL Experience of Key Individuals to be Assigned to the Project.......................................................22
PartIII.Prior Work..................................................................................................................................26
PartIV.References..................................................................................................................................28
Section 5—Attachment C Fee Schedule....................................................................................................................A
Section 6—Attachment D MWBE Documentation..................................................................................................B
Good Faith Effort before Receiving MWBE Materials from Purchasing.................................................B
Good Faith Effort after Receiving MWBE Materials from Purchasing....................................................C
Section 7—Attachment E Verification of Signature Authority..............................................................................F
Section 8—Completed Reports Requested in Attachment B Part III....................................................................G
Section 9—Resumes of Individuals Listed in Attachment B Part II......................................................................H
Citygate Associates, LLC has received all four addenda published by the City of Fort Worth, including two versions
ofAddendum 3.
Table of Contents page i
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
SECTION 1-EXECUTIVE SUMMARY
Citygate Associates, LLC (Citygate) presents this proposal to the City of Fort Worth (City)to conduct a
Fire and EMS Staffing and Operations Study of its Fire Department(Department).This executive summary
summarizes why Citygate is exceptionally qualified to serve you! Citygate is the most experienced fire and
EMS consultancy for major metropolitan systems in the Western US,period.
1.1 CITYGATE'S UNDERSTANDING-FORT WORTHS UNIQUE FIRE&EMS FACT PATTERN
1.1.1 Major Metropolitan Fire & EMS
Large, important emergency services projects must be "We work with Consultants,
conducted correctly the first time! Obviously, all the time, but
With a population of nearly one million people, Fort Worth is the work that Citygate did on
the fifth largest city in Texas and the 12t'largest in the country. this report is some of the best
So, while it might be attractive to select a firm with numerous I've seen in my tenure here. "
past suburban fire department projects in Texas,proximity is
no replacement for complexity. -Former San Diego County CAO
Citygate is the premier fire and EMS consultancy for metropolitan agencies needing innovative solutions
for complex challenges.As seen in the green rows of the following table,our clients consist of many of the
largest fire services agencies in the Western US, and 16 of the largest 40 (40%)that we know of!
Our fire and EMS clients span from San Diego, CA to Minneapolis, MN. We recently completed a
deployment and staffing analysis for the Orange County Fire Authority (OCFA) (77 stations, 1.8M pop.).
For OCFA's fire crew deployment, we recommended an innovative approach floating peak-hour engines
for key areas and times, not just more fixed fire stations. In Santa Monica, CA, we recommended a non-
fire street medicine unit for the high-volume,low-patient-acuity downtown and pier areas.We are currently
conducting fire department deployment and staffing analyses for the Cities of Los Angeles (106 stations,
3.9M pop.) and Portland(31 stations, .7M pop.).
d&rit /Co istrict State Service Population Number of Fire Stations
Los Angeles County Fire California 4,067,549 177
Los Angeles California 3,898,747 114
San Bernardino County California 2,181,654 48
Orange County Fire Authority California 1,807,862 76
Phoenix Arizona 1,608,139 59
San Antonio Texas 1,434,625 54
San Diego California 1,386,932 47
San Jose California 1,013,240 34
Austin Texas 961,855 52
Fort Worth Texas 927,720 43
San Francisco California 873,965 4`.
Ventura County Fire California 850,000 34
Sacramento Metro Fire California 738,000
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Section 1—Executive Summary page 1
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP#22-0022)
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"As an industry leader ... Citygate was the only firm to demonstrate
sufficient, relevant experience, to clearly articulate the ability to provide
community stakeholder outreach, and to meet the technical expertise
standards required. "
-City of Santa Monica Staff Report
1.1.2 Unique Risks in Fort Worth
However, our expertise is not limited to service providers of similar size; we also understand the unique
fire and EMS risks to be protected in the City and their implications for service delivery.We have performed
successful engagements for airports and cities with major airports, including ARFF analyses. We have
conducted numerous studies which included professional sports stadiums and arenas (NFL and NBA),
major universities (such as Stanford),hi-tech research labs,power generation, extensive high rise building
stock, large outdoor parks, and heavy tourism population surges. Thus, Citygate will not be "learning on
the job"in Fort Worth!
1.1.3 Advanced, Rigorous Analytics
We applaud the City for its willingness to assess innovative service delivery models. Citygate is uniquely
prepared to tackle this. Citygate's Project Team, in addition to developing service delivery innovations,
includes in-house analytics expertise.We are not subcontracting this work to a recently discovered firm or
unknown quantity. Our Statistical and Operational Analysis Specialist has worked with our Public Safety
Principal on unique EMS clinical-severity-driven dispatching and differential deployment projects for
metropolitan clients. In short, we know well how to find, mine, and use data from inside and outside the
City in a rigorous, quantitative, analytical approach. Most importantly, we understand that research must
be implementable,not just for publication!
1.1.4 Community Voices and Stakeholders
We regularly work on large, publicly complicated projects with large and numerous stakeholders. Success
starts with active listening to understand stakeholder perspectives and needs, even when upsetting to
traditional norms. We then use data to drive shared understanding between the parties regarding what is
occurring and making cost effective, quality of life improvements. We excel at telling the story in a way that
everyone understands.
Our projects are routinely accepted by all stakeholders—including agreement between elected officials and
labor—who repeatedly say,"This is accurate,helpful,and the best,most understandable fire services report
we have received."The results of our recent Los Angeles County Woolsey Fire After Action Review clearly
proves Citygate's effectiveness in listening, researching, and designing implementable solutions. The
Woolsey Fire was the largest in the County's history,impacting numerous cities,unincorporated areas,and
agency service areas with sensitive eco-systems and diverse populations.We delivered a first ever outside
AAR, requiring significant public input and review, resulting in a 24-0 vote by the public task force for
approval, followed by a 5-0 vote by the Board of Supervisors to accept and monitor the implementation of
the recommendations.
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Section 1—Executive Summary page 2
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
1.1.5 Staffing Challenges
All our current (Cities of Los Angeles and Portland) Why choose Citwate
and recent metropolitan clients have faced staffing and '
revenue shortages—before COVID-19—which are for this important
now worsened by the pandemic's multiple economic project?
impacts. The staffing challenges are compounded by a
rising and unsustainable increase in low-acuity and
non-acute EMS incidents in highly dense urban areas. You are a EM/E
Continuing deployment as usual is too expensive and destination metro city. You
can significantly lower a fire department's capacity to need
fire
quickly handle acute EMS, fires, environmentally services team.
• premier, _ •
driven disasters, and technical rescue incidents. Since
2010, Citygate has been modeling and recommending
changes for both fire and non-sworn ambulance Your project be
deployment systems in large urban areas. completed correctly
1.2 CITYGATE'S PROJECT INTEREST— PUBLICregularly - to
SERVICE clean up low-cost work.
Most importantly, you're dedicated to serving your
community.We're dedicated to serving you! You - - • aOU problem
team. We are routinely selected
We understand your project's need to impart a lasting project
impact in your community. We share your aspirations complex and urgent
• _ • _ _ _
for a higher quality of life for all.
We are senior public sector executives committed to
public service—rooted in real needs and real *Wdlu need budget im• •
economics. This continues to be our motivation. We deliver what •
are not just researchers and academics. need in time for yourbudget
Fort Worth faces complex issues for which we are discussions.
passionate about solving, and we believe your
challenges exceed what a less-experienced team can . MPRPVEENTR"AK
deliver. You are a PREMIER, destination metro city. NOVATION
You need a premier,metro fire services team.
done that several times
Through insightful analysis and meaningful over.
recommendations,our leading ambition is to serve you
and your community to cultivate good governance and
transformational change.
How can we serve you?
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Section 1—Executive Summary page 3
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
SECTION 2-PROJECT APPROACH
2.1 GENERAL PROJECT APPROACH
Citygate will conduct a comprehensive operational assessment of the Department as requested within 180
days. The assessment will focus on positioning the Department to meet current and future first responder
needs while identifying opportunities for innovation and improved efficiency and effectiveness.
The assessment will include a comprehensive review of all services provided,per the City's RFP,whether
the services should be provided by the Department, if they are being provided in the most efficient way,
needs by each community service area, and the Department's organizational structure, communications,
staffing levels,management practices,training,and regulatory framework. In addition, Citygate will solicit
input from a variety of Departmental, City Hall, and community stakeholders.
2.1.1 Our Task/Study Chronology— Estimated Outline for Every Task
Citygate uses the Standards of Response Cover process to conduct a total system review, from risks to be
protected, the community leadership's desired outcomes, and the resultant deployment needed. The City
has broken out its desired scope of work into multiple tasks that are not necessarily sequential and that
overlap multiple times. Citygate is presenting pricing and a Work Plan compliant with the City's desired
format.
Citygate's typical and well-accepted Work Plan approach follows a process that will allow all lines of
questions to be researched in parallel, which is essential to meet the City's stated goal of receiving
actionable information in time for the budget planning process.
Our chronological approach is as follows.
Task 1: We will request detailed background data and electronic information, review it,
and then conduct initial interviews on-site for follow-up. Thus, we do not waste City staff
time to orally tell us the basics.
Task 2: We will then begin our in-depth analysis of the received data and follow-up
information, and then work with agency staff,partner agencies, and community leaders.
Task 3: We will then provide a Mid-Project Briefing (including financial impacts for the
City's budget planning process). We assemble our understanding and present our data
models, draft findings, and emerging recommendations. Doing so serves three purposes:
(1)a fact-check opportunity of the data used and the preliminary results, (2)to identify the
need for further research, and (3) to bring the stakeholders along in understanding the
needs for change which drive the project's recommendations.
Task 4:We will then complete the Draft Report and present it.You will have already seen
the technical details, will not be surprised, and the Draft Report is the story around the
technical work.
Task 5: After review of the Draft Report, we will then complete the Final Report and
present it in a venue of the City's choosing.
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Section 2—Project Approach page 4
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
Task Z�Mth2 Month 3 Month 4 Month 5 Month 6
1:Initiate Project 00000 O
2:ln-Depth Analysis
3:Mid-Project Briefing (with Financial Impacts) 0
4:Write, Present, and Review the Draft Report O
5:Complete and Present the Final Report O O
Issue Document Request List 0 Project Kick-Off Conference Call 0 Interviews with City/Dept. 0 Issue Specialty Questionnaires
Interviews with Department Members 0 Interviews with Community Stakeholders
0 Mid-Project Briefing
OSubmit/Discuss Draft Report 0 Submit Final Report 0 Final Report Presentation
2.2 PROPOSED PROJECT WORK PLAN
We have itemized each task as presented in the City's requested Scope of Work. However,be advised that
we will conduct the work for each of the City's requested tasks simultaneously following the task/study
chronology previously described in Section 2.1.1.
Comprehensive - - Vulnerability
1.1 Initiate & Mana2e the Proiect
We will develop a detailed work plan and schedule. These tools will assist both the consultants and
Department to monitor study progress. This subtask will apply to all the City's requested tasks.
1.2 Obtain and Review City/Department Documentation
We will submit a list of all documents relevant to this project regarding all requested City tasks.
We have found that reviewing this information prior to our interviews improves the effectiveness
and value of the interviews we conduct. This subtask applies to all the City's requested tasks.
1.3 Meet with Department Staff Representatives to Initiate Study
The senior members of our team will meet with the City/Department representatives to correlate
our understandings of the study's scope and ensure that our Work Plan and project schedule are
mutually agreeable. This subtask will apply to all City-requested tasks.
1.4 Conduct Risk Assessment and Hazard Vulnerability Analysis
Citygate will conduct a comprehensive analysis of community risks,including:
Identification and description of geographic planning zones in collaboration with the
Department's Project Team.
Identification of the various land use and growth projection impacts on emergency service
planning and delivery considering population history, census-based population and
demographic data, community planning-based population information, transient
population and demographic information, population density, community land use
regulations,hazardous substances and processes, and non-structural risk categorization.
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP#22-0022)
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Identification,description,and quantification of the values at risk within the City,including
critical infrastructure; economic, cultural, historic, and natural resources; and existing
mitigation programs, if any.
Analysis of all natural and human-caused fire and non-fire hazards with potential to
adversely impact the City relative to services provided by the Department using land use,
zoning,parcel, ISO data, and other relevant factors.
Determination of probability of occurrence for each hazard by planning zone.
Identification and quantification of impact severity factors for each hazard.
Determination of overall risk by hazard for each planning zone considering overall
geospatial characteristics, including political and growth boundaries, transportation
network, and physical assets to be protected.
1.5 Conduct Cost and Funding Analysis of Each Recommendation,including 5-Year Projections
Where recommendations drive cost increases or reductions, we will quantify them by fiscal year
and identify lead time and implementation hurdles. This subtask applies to all City-requested tasks.
1.6 Develop and Present Initial Findings Briefing with Fire and City Executive Management
We will conduct a mid-project review of tentative recommendations before writing the Draft
Report. The Department can perform fact-checks and make mid-course corrections before more
work occurs. We will brief the City on site using PowerPoint, geographic mapping, and incident
statistics. This subtask applies to all City-requested tasks.
1.7 Develop Draft Report
The entire Citygate team will prepare a comprehensive long-range SOC Draft Report in several
volumes (main report,map atlas, and executive summary). In the Draft Report,we will:
Summarize the strengths of the Department and opportunities for improvement.
Present a review of how our approach and analyses were conducted.
Describe major findings by departmental service delivery area.
Present an explanation of improvements we identified, and our integrated
recommendations for their resolution to improve operations.
Describe a methodology for monitoring implementation status.
Upon completion of the Draft Report, an electronic version in Microsoft Word will be sent to the
Department project manager for comments using the "track changes"and"insert comments"tools.
Our normal practice is to review a draft of our report with management personnel to ensure that the
factual basis for our recommendations is correct and to allow time for a thorough review. In
addition, we take time to discuss any areas that require further clarification or amplification. It is
during this time that understandings beyond the written text can be communicated. This subtask
applies to all the City-requested tasks.
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
1.8 Develop and Present the Final Report
Based on the results of our Draft Report review process, we will then prepare and deliver an
Executive Summary and a Final Report to the City Council and Fire Department.We also will also
present the Final Report using a PowerPoint presentation to the Fire Department leadership, City
Council, and/or other entities as directed. This subtask applies to all City-requested tasks.
Data Needed to Complete and Data Receipt Deadline
Citygate needs all background data and electronic information for ALL project tasks no later than
21 calendar days following receipt of our Information Request. The Information Request will be
issued the day after we receive a fully executed contract. Please see page 5 for a detailed schedule.
We will submit a list of all documents relevant to this project regarding all requested City
tasks, including the City's General Plan, growth forecasts, any appropriate prior studies,
Fire Department documentation including (as available) dispatch data, fleet inventory,
facility condition assessments, current personnel, equipment, other operating costs, and a
myriad of other information. This subtask applies to all the City's requested tasks.
Citygate will additionally request City and other available GIS data layers,hazard and risk-
related information, travel time performance measure(s), and historical calls-for-service
data from City data systems. This subtask will apply to all City-requested tasks.
Timeframe to Complete
All initial listening sessions regarding all four tasks detailed in the City's RFP must occur within
four weeks of the City providing the requested background data and information. Thus,these will
be concluded by the end project week seven. Please see page 5 for a detailed schedule.
Meetings and Deliverables
We anticipate the following meetings and deliverables for this task. These deliverables and
meetings are identical across all City-requested tasks and thus will not be duplicated.
One videoconference meeting to initiate the project.
Two on-site days to interview City and Department staff and MedStar staff(supplemented
by videoconferences as necessary)
One on-site day to interview community stakeholders (supplemented by videoconferences
as necessary)
One on-site day to present the Mid-Project Briefing.
One videoconference meeting to present the Draft Report.
One on-site day to present the Final Report.
StaffingTask 2: and Scheduling Assessment
General project requirements and subtasks, such as initiating and managing the project, in-depth analysis,
the Mid-Project Briefing, and the Draft and Final Report processes, will occur for each of the City's
requested tasks and thus will not be duplicated in the following text.
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Section 2—Project Approach page 7
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
2.1 Review Current Staffing Levels
Citygate will review and evaluate the Department's administrative and support staffing to include:
Administrative support staffing allocated to the various functions and divisions.
The capital equipment,technology, and facilities needed to support personnel.
2.2 Review Current Scheduling Methods
For each line of business in field operations and headquarters, we will review the efficiency and
effectiveness of the work schedules and identify opportunities for change, if indicated by data-
driven,measurable improvements.
2.3 Review Current Deployment Models
We will conduct a review of how the headquarters, support services, and oversight delivery
programs are deployed across the large area of the City.
2.4 Review/Evaluate OEM
We will conduct a high-level functional review of how OEM staff and the current preparedness
program support response to the hazards present in the City and training for employees, outside
agencies, and the public.
2.5 Review and Evaluate Organizational and Management Systems,including Present Structure
and Effectiveness of Chain of Command
We will review span of control,methods,and quality oversight systems used to manage and deliver
services across all the Department's lines of business,not just fire crew deployment.
2.6 Review and Evaluate Training Programs and Outcomes
We will review the training programs across all functions, evaluating whether they meet
Department needs, regulations, accountability for delivery,and certifications.
2.7 Review and Evaluate Personnel Management Practices, including Recruitment, Selection,
Promotion, Succession Planning,Health/Safety Programs, and Performance Evaluations
This will include a review of the personnel practices and how they meet Department needs to
maintain approved staffing levels both for entry and promotional processes. We will also assess
employee evaluation and quality assurance programs, as well as employee safety programs
compared to best practices and regulations.
2.8 Assess Alternate Vehicles/Equipment Options While Maintaining Effective Fire Protection
Standards
For deployment, we will assess the Department's apparatus types based on functional need and
purchase/maintenance expenses over time. For alternative deployment needs, we will recommend
apparatus types and high-level costs. In addition,we will review the Department's long-term fleet
replacement plan.
2.9 Analyze Overtime Expenditures and Causes
Citygate will review the policies, staffing methods, and control of overtime across functions that
expend significant overtime. Where appropriate, if staffing plans or vacancies drive overtime, we
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IiR[d RMIRUW SIMMS
City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP#22-0022)
will analyze the cost of full-time staffing versus overtime to meet needs. Citygate will also assess
predictable overtime uses and if the budget process accurately funds the need.
2.10 Review and Evaluate Interoperability of the Fire Department with MedStar
We will obtain documentation regarding the ambulance systems and, via fire and MedStar
leadership interviews, ascertain if the combined methods cost effectively meet the City's needs. If
not,we will identify data-driven areas of change that both agencies can embrace to ensure the right
service to each patient in a clinically acceptable timeframe.
2.11 Identify and Report Impediments for Effective Use of Personnel and Service Delivery
In every review of the Department's external and internal customer services,we will identify where
staffing levels, policies, and procedures are not helping the Department to deliver the services
required and budgeted for cost effectively.
2.12 Develop Initial Findings Briefing, Including Staffing, Scheduling & Deployment Model
(Sworn and Non-Sworn)
For all the required task areas and components required in the City's RFP, we will brief the City
project team at the mid-project point regarding how the research was conducted, the data and
listening results for each line of business,with resultant findings(commendable,adequate,or needs
improvements)that then drive draft recommendations.All technical briefing materials will be given
to the City and will specifically address these requirements in the City's RFP: We will:
Recommend a method to identify personnel required for each staffing scenario proposed.
Provide specific recommendations to reduce overtime costs.
Provide specific recommendations for responding to calls with other equipment.
Conduct cost and funding analyses of each recommendation.,including 5-year projections.
Data Needed to Complete and Data Receipt Deadline
Citygate detailed its data needs and data receipt deadline for ALL task data in Task 1 of this Work
Plan, and thus it has not been duplicated here.
Timeframe to Complete
Citygate anticipates this task will start by the 4t'week of the project and will completed by the 1 Ith
week of the project. Please see page 5 for a detailed schedule.
Meetings and Deliverables
Anticipated meetings and deliverables for this task are presented once in Task 1 of this Work Plan.
These are identical across all City-requested tasks and thus are not duplicated.
3: JrStation Location and Improved Service Delivery - -
Citygate will conduct a comprehensive community risk assessment and SOC analysis conforming to the
guidelines published by the CFAI (6t'Edition),to include but not be limited to the following:
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Section 2—Project Approach page 9
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
3.1 Describe the Community Served and Services Provided
The Citygate team will understand and describe the Department's service area to include:
Service area description, including boundaries, key demographic and socio-economic
indicators,projected growth, and other key community factors.
General Department description, formation, authority,history,and organizational design.
Description of services currently provided.
Description of the Department's current response system, including station locations,
apparatus, and operational staffing.
Description and review of current service delivery infrastructure, including facilities,
operational staffing levels, and distribution of resources.
3.2 Review and Describe Community Outcome Expectations and Performance Goals
We will review any existing community expectations and performance goals, as well as identify
and describe any differential expectations relative to fire protection services and response
performance as a result of the stakeholder interviews.
3.3 Conduct a Comprehensive Community Risk Assessment
Citygate will conduct a comprehensive analysis of community risks,including:
Identification and description of geographic planning zones in collaboration with the
Department's Project Team.
Identification of the various land use and growth projection impacts on emergency service
planning and delivery considering population history, census-based population and
demographic data, community planning-based population information, transient
population and demographic information, population density, community land use
regulations,hazardous substances and processes, and non-structural risk categorization.
Identification,description,and quantification of the values at risk within the City,including
critical infrastructure; economic, cultural, historic, and natural resources; and existing
mitigation programs, if any.
Identification, description, and analysis of all natural and human-caused fire and non-fire
hazards with potential to adversely impact the City relative to services provided by the
Department using land use, zoning,parcel data, ISO data, and other relevant factors.
Determination of probability of occurrence for each identified hazard by planning zone.
Identification and quantification of appropriate impact severity factors by hazard.
Determination of overall risk by hazard for each planning zone considering overall
geospatial characteristics, including political and growth boundaries, transportation
network, and physical assets to be protected.
3.4 Conduct Critical Task Time Analysis
We will assist the Department with critical task time studies for typical emergency incidents.
Alternatively, Citygate can use aggregate critical task times from published national best practices.
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
3.5 Conduct a Distribution Analysis
Citygate will use the Fire View"software GIS mapping tool to study the effectiveness of
existing station locations to understand the existing deployment system performance and
test proposed service measures by risk types in different zones for first-due, all-risk units.
Citygate will provide in-depth research on the Department's ambulance program its
workload and options for changes as the EMS system demands continue to evolve.
3.6 Conduct a Concentration Analysis
Citygate will conduct a comprehensive analysis of the City's capability to achieve an Effective
Response Force (ERF)to resolve more serious or complex situations.
3.7 Assess Historical Response Effectiveness and Reliability
Citygate will utilize StatsFDTM software to provide a comprehensive statistical analysis of.
Current workload of each company, including service demand by incident type,temporal
variation,and unit hour utilization.
Actual or estimated failure rates of individual companies.
Concurrent service demand and operational impacts.
Analysis of the maximum emergency service capability of Department resources exclusive
of contract and automatic aid resources.
Analysis of historical response performance components, including call
processing/dispatch, crew turnout,travel,total response, and ERF response time.
Analysis of mutual and automatic aid provided and received.
Review and analysis of historic call locations,including,but not limited to, skilled nursing
facilities, clinics,and residential and commercial properties.
3.8 Overall Evaluation, Conclusions, and Recommendations to Policy Makers
A summary assessment of the current deployment system's ability to protect the assets at
risk within the Department's service area, including the number and location of fire
stations, the quantity and types of apparatus, operational staffing levels, specialized
technical capabilities, and first-due and ERF performance.
Recommendation, as needed, of revised performance objectives by risk type, including
measures and compliance methodologies in alignment with recognized industry best
practices, community expectations, and current and prospective future Department
resources to meet the service needs of the Department over the next 20 years.
➢ Recommended performance objectives will be developed with respect to both
distribution and concentration of resources.
➢ Recommended performance goals will be consistent with recognized guidelines
from the NFPA,the ISO, and the CFAI.
We will identify current deployment, areas for improvement,and comparative analysis to industry
best practices. Citygate will use geographic mapping and statistical software programs. StatsFD's
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
capabilities were described in-depth in subtask 2.7. ESRI geographic mapping software will model
travel times over the road network with and without traffic congestion. Thus, Citygate will:
Determine the estimated response zones and incident coverage by drive time or distance,
calibrated to prior City fire unit travel times. Traffic congestion impendence data will be
used to determine the impacts of rush hour traffic on fire and ambulance unit travel times.
Investigate fire/EMS calls for service within any response area near or at an address or
landmark such as an assisted living complex or retirement home.
Query for incident activity by multiple categories such as call type, location type, unit,
response time,date, or time to assess existing deployment strategies.
Create density,hot-spot, and repeat calls maps to help isolate problem areas.
Analyze response patterns.
Pinpoint the number of stations able to respond within a response time at any location.
Optimize the response capabilities of fire/EMS stations.
Depict the average response time or total calls per hour graphically.
3.9 Review/Evaluate Potential Locations for Future Stations
In our risk assessment, we will identify short-, mid-, and long-term City growth patterns
by the type of zoning and likely population densities.We will understand if proposed street
layouts are conducive to efficient fire unit travel time coverage.
If new stations are indicated,we will identify apparatus and staffing needed by location.
3.10 Assess Capital Improvement Funding for Fleet,Equipment, and Facilities
For deployment needs, we will evaluate the Department's current apparatus types for
functional need, plus purchase and maintenance expenses over time. For alternative
deployment needs, we will recommend different apparatus types and macro costs. In
addition,we will review the Department's long-term fleet replacement plan.
We will identify where facilities are materially not meeting the services delivery needs of
the City and,if not,why.
We will review the adequacy of the Department's capital equipment and facility programs.
Data Needed to Complete and Data Receipt Deadline
Citygate detailed its data needs and data receipt deadline for ALL task data in Task 1 of this Work
Plan, and thus it has not been duplicated here.
Timeframe to Complete
Citygate anticipates this task will start by the I I' week of the project and will completed by the
17t'week of the project. Please see page 5 for a detailed schedule.
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
Meetings and Deliverables
Anticipated meetings and deliverables for this task are presented once in Task 1 of this Work Plan.
These are identical across all City-requested tasks and thus are not duplicated.
ServiceTask 4: Analyze MedStar Delivery Model4.1 Analyze Current MedStar Service Delivery Model and Assess Options to Improve Service
Delivery Based on Current/Future Service Demands
We will obtain documentation regarding the ambulance systems and,via fire and MedStar
leadership interviews, ascertain if the combined methods cost effectively meet the City's
needs. If not, we will identify data-driven areas of change that both agencies can embrace
to ensure the right service to each patient in a clinically acceptable timeframe.
Understand the Department's current service delivery and planned changes, evaluate their
efficacy and,where needed, recommend changes.
If MedStar and the Department have not deeply modeled EMS acuity and are thus not using
that data to drive deployment, Citygate can conduct that research with their cooperation
with the program's Medical Director.
4.2 Develop and Present the Initial Findings Briefing
Detail the current state of interoperability between the Department and MedStar.
Provide recommendations to improve dispatch operations, response times, and outcomes.
Provide cost and funding analysis of each recommendation,with 5-year projections.
Data Needed to Complete and Data Receipt Deadline
Citygate detailed its data needs and data receipt deadline for ALL task data in Task 1 of this Work
Plan, and thus it has not been duplicated here.
Timeframe to Complete
Citygate anticipates this task will start by the 13t' week of the project and will completed by the
19t'week of the project. Please see page 5 for a detailed schedule.
Meetings and Deliverables
Anticipated meetings and deliverables for this task are presented once in Task 1 of this Work Plan.
These are identical across all City-requested tasks and thus are not duplicated.
Task 5: Determine Additional Resources Needed to Implement Recommendations
Across all project recommendations, we will provide the following capstone cost, benefit, and financing
analyses per the requirements of the City's RFP:
5.1 Analyze Necessity for Additional Resources in Personnel,Methods,Equipment,and Facilities
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Section 2—Project Approach page 13
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP #22-0022)
5.2 Detail Cost Absorption Plan or Develop a 5-10 Year Ramp-Up Plan
We will include milestones to ensure City meets funding goals and implements recommendations.
5.3 Suggest Alternative Funding Sources Beyond Grants if Needed
Data Needed to Complete and Data Receipt Deadline
Citygate detailed its data needs and data receipt deadline for ALL task data in Task 1 of this Work
Plan, and thus it has not been duplicated here.
Timeframe to Complete
Citygate anticipates this task will start by the 18t' week of the project and will completed by the
24t'week of the project. Please see page 5 for a detailed schedule.
Meetings and Deliverables
Anticipated meetings and deliverables for this task are presented once in Task 1 of this Work Plan.
These are identical across all City-requested tasks and thus are not duplicated.
2.3 SPECIAL MODELS, TOOLS,AND TECHNIQUES CITYGATE WILL EMPLOY
Using at least three years of detailed electronic incident data,risk demography data from the City and ESRI
sources, some electronic patient care data(ePCR)without violating the HIPPA act,we will model risks to
be protected and all deployment needs in:
1. StatsFD,which the City can acquire at a low cost after the project.
2. ESRI GIS, and the Shape GIS files can be turned over to the City after the project.
3. Microsoft Power BI, and the models can be issued to the City after the project.
Our analytics team cross-connects data across all three tools to best visualize results for analysis and for
City staff understanding.We often tell clients, "no one measure can tell the entire story."
2.4 MANAGING THE PROJECT
2.4.1 Management Approach
We provide monthly written status reports that describe work performed in the prior month, work for the
upcoming month, and any potential issues. This allows us to proactively manage and minimizes the need
for and impact of project scope changes. Having completed hundreds of projects since 1990, Citygate
understands how to prevent problems before they occur and to quickly and flexibly respond to the dynamic
local government environment.
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Section 2—Project Approach page 14
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Exhibit B
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P U B L I C S A F E T Y S E R V I C E
PROPOSAL TO CONDUCT A
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FORT WORTH
JANUARY 12, 2022
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WWW.CITYGATEASSOCIATES.COM
600 COOLIDGE DRIVE, SUITE 150 PHONE: (916)) 458-510C FDRTW�RTH�
FOLSOM, CA 95630 FAX: (916) 983-2090
City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP#22-0022)
SECTION 5-ATTACHMENT C FEE SCHEDULE
The City's Attachment C Fee Schedule states, "Proposer can modify this form as needed so long as the
Proposer complies with the requirements of the RFP." Citygate has provided all the requested information
in the following modified tables,which comply with the requirements of the RFP.
5.1 PROPOSAL COSTS
Citygate's charges are based on actual time spent by the consultants at their established billing rates,plus
reimbursable expenses incurred in conjunction with travel, printing, clerical, and support services related
to the engagement. Citygate will undertake this study for a"not-to-exceed"total cost based on the proposed
project Work Plan, scope of work, and schedule as presented in the following table. Any additional work
outside the scope of services described in this proposal,as mutually agreed to in writing as a change order,
will be billed at the hourly rate of the respective consultant(s),including any reimbursable expenses plus a
five percent administrative fee.
CitygateAdditional
Consulting Reimbursable Total
Fees of Administration Expenses
k= Project (5% of Hourly (Food and GIS Project
bETas Team Fees) Travel) Data Amount
Task 1: Comprehensive Risk
Assessment and Hazard $54,355 $2,718 $11,346* $0 $68,419
Vulnerability Analysis
Task 2: Deployment Staffing,
Scheduling, Operations $70,735 $3,537 $0 $0 $74,272
Analysis
Task 3: Fire Station Location
and Response Performance $75,330 $3,767 $0 $2,500 $79,097
Analysis
Task 4: EMS Service Delivery $19,900 $995 $0 $0 $20,895
Analysis
Task 5: Other Recommended $18,900 $945 $0 $0 $19,845
Analyses
Project Total $239,220 $11,961 $11,346 $2,500 $265,027
* Citygate's Additional Reimbursable Expenses (Food and Travel) are budgeted in Task 1 of the City's
requested task format; however, Citygate's on-site trips pertain to all the City's tasks as each is conducted
concurrently.
This cost proposal reflects Citygate's best effort to be responsive to the Department's needs at a reasonable
cost. If the proposed scope of work or costs are not in alignment with the Department's needs or
expectations, Citygate is open to discussing modification of the proposed scope of work and associated
costs.
Our price quote is effective for 90 days from the date of receipt of this proposal and includes one (1)draft
review cycle. Additional Draft Report cycles or processing delays requested by the Department would be
Section 5—Attachment C Fee Schedule page Al
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP#22-0022)
billed in addition to the contracted amount at Citygate's time and materials rates.When changes are agreed
upon, Citygate will provide the Final Report as a reproducible PDF, as well as the hard copies requested in
the City's RFP.The Draft Report will be considered to be the Final Report if there are no suggested changes
within 30 days of the delivery of the Draft Report.
5.1.1 Hourly Rates and Total Hours
Total Project
Classification Rate Hours Consultant
Citygate President $250 per hour 12 David DeRoos
Public Safety Principal—Project Lead $250 per hour 290 Stewart Gary
Fire and Emergency Services Specialist $250 per hour 256 Samuel Mazza
Fire and Emergency Services Specialist $215 per hour 98 Michael Dyer
City Finance/Strategy Specialist $215 per hour 133 Andrew Green
Statistical and Operations Analysis Specialist $195 per hour 32 Eric Lind
Fire and Emergency Services Specialist $195 per hour 18 Bob Meyer
Statistical Specialist $195 per hour 50 Michael Fay
Geo-Mapping Specialists $215 per hour 75 BERK Consulting, Inc.
Report Project Administrator $135 per hour 90 Various
Administrative Support $95 per hour 24 Various
Total 1,078 -
Section 5—Attachment C Fee Schedule page A2
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP#22-0022)
5.1.2 Cost and Labor Elements by Resource Type per Key Task
HoursPer Task •
Fees of
Project
Classification Rate 1 2 3 4 5 Team Consultant
Citygate President $250 2 4 2 2 2 $3,000 David
per hour DeRoos
Public Safety Principal $250 67 58 104 37 24 $72,500 Stewart
—Project Lead per hour Gary
Fire and Emergency $250 100 100 41 2 13 $64,000 Samuel
Services Specialist per hour Mazza
Fire and Emergency $215 18 62 10 0 8 $21,070 Michael
Services Specialist per hour Dyer
City Finance/Strategy $215 25 49 23 12 24 $28,595 Andrew
Specialist per hour Green
Statistical and $195
Operations Analysis per hour 0 6 0 26 0 $6,240 Eric Lind
Specialist
Fire and Emergency $195 0 11 7 0 0 $3,510 Bob Meyer
Services Specialist per hour
Statistical Specialist $195 0 0 50 0 0 $9,750 Michael
per hour Fay
Geo-Ma In $215 BERK
pp g Specialists per hour 4 0 71 0 0 $16,125 Consulting,
Inc.
Report Project $135 12 17 35 12 14 $12,150 Various
Administrator per hour
Administrative Support $95 per 4 8 4 4 4 $2,280 Various
hour
Total 232 315 347 95 89 $239,220 -
Section 5—Attachment C Fee Schedule page A3
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City of Fort Worth, TX
Proposal to Conduct a Fire and EMS Staffing and Operations Study (RFP#22-0022)
5.1.3 Number of Travel Trips and Individuals Traveling
Trips by Task A Additional
Expenses (Food
Classification 1 2 3 4ld 6 and Travel) Consultant
Citygate President 0 0 0 0 0 $0 David DeRoos
Public Safety Principal 4 0 0 0 0 $4,723 Stewart Gary
—Project Lead
Fire and Emergency 4 0 0 0 0 $3,970 Samuel Mazza
Services Specialist
Fire and Emergency 1 0 0 0 0 $740 Michael Dyer
Services Specialist
City Finance/Strategy 2 0 0 0 0 $1,914 Andrew Green
Specialist
Statistical and
Operations Analysis 0 0 0 0 0 $0 Eric Lind
Specialist
Fire and Emergency 0 0 0 0 0 $0 Bob Meyer
Services Specialist
Statistical Specialist 0 0 0 0 0 $0 Michael Fay
Geo-Mapping 0 0 0 0 0 $0 BERK
Specialists Consulting, Inc.
Report Project 0 0 0 0 0 $0 Various
Administrator
Administrative Support 0 0 0 0 0 $0 Various
Total $11,346 -
* Citygate's Additional Reimbursable Expenses (Food and Travel) are budgeted in Task 1 of the City's
requested task format; however, Citygate's on-site trips pertain to all the City's tasks as each is conducted
concurrently.
5.1.4 Billing Schedule
We will bill monthly for time, reimbursable expenses incurred at actual costs (travel), plus a five percent
(5%) administration charge in lieu of individual charges for copies, phone, etc. Our invoices are payable
within thirty(30)days. Citygate's billing terms are net thirty(30)days plus two percent(2%)for day thirty-
one (31) and two percent(2%)per month thereafter. Our practice is to send both our monthly status report
and invoice electronically. If we are selected for this project,we will request the email for the appropriate
recipients of the electronic documents.Hard copies of these documents will be provided only upon request.
We prefer to receive payment through ACH Transfer, if available.
We request that ten percent (10%) of the project cost be advanced at the execution of the contract, to be
used to offset our start-up costs. This advance would be credited to our last invoice.
Section 5—Attachment C Fee Schedule page A4
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