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County staff and Fire Chiefs Council representatives believe an informal solicitation should be <br /> made to receive competitive proposals from a small group of pertinent professional <br /> associations with the demonstrated knowledge and experience to conduct a Phase One <br /> assessment. <br /> Four highly specialized and nationally recognized expert organizations with strong skills in <br /> research, publication, training, and technical consultation in the industry have been identified <br /> and expressed an interest in submitting a competitive proposal. <br /> 1) International Association of Fire Chiefs (IAFC) <br /> 2) International City and County Manager's Association (ICMA) Public Safety <br /> Services <br /> 3) Oklahoma State University (Fire and Emergency Management Administration) <br /> 4) Texas A & M University (Emergency Services Training Institute) <br /> Emergency Services and County management will work with Purchasing/Central Services and <br /> Legal to issue a legal and proper informal solicitation letter to the four organizations and <br /> conduct an appropriate interview and evaluative process. The steering committee will consider <br /> the knowledge, resources and reputation of the respondents; quality and depth of <br /> credentials/experience; demonstrated understanding and approach to Orange County interests <br /> and concerns; and availability and overall cost to perform the necessary tasks. <br /> It is stressed that the County does not want a ready-made template. The successful <br /> organization will bring a custom approach in response to a unique environment and local <br /> needs. The steering committee will recommend a contract award to the BOCC for approval. If <br /> the BOCC authorizes the proposed strategy, the steering committee could be prepared to <br /> make a recommendation by the second meeting in April 2009. <br /> Phase One Phases Two and Three are believed to be better suited to the more traditional <br /> Request for Proposal (RFP) process whereby the County advertises nationally for private, for- <br /> profit vendors with expertise and experience in performing similar government studies. The <br /> technical consultant chosen to conduct the Phase One assessment will also be able to give <br /> advice on the probable costs and magnitude of time required for the next consultant to execute <br /> Phase Two and Phase Three. <br /> FINANCIAL IMPACT: <br /> Funds in the total amount of $50,000 are currently available within the Emergency Services <br /> Department budget to re-engage a study. Funds not expended for Phase One will be carried <br /> forward to support Phase Two and Three as necessary. The total estimated price tag for all <br /> phases is $112,000 over a projected period of 32 months (spring 2009 —fall 2012). <br /> RECOMMENDATION(S): The Manager recommends the Board <br /> 1. Approve the suggested approach for re-engaging in a comprehensive Fire/Rescue study in <br /> three phases — Phase One: Where are we now? Phase Two: Where do we want to go? <br /> Phase Three: How do we get there? <br />