B. Update on Fire Study and Approval of Grant Application 10° TO: Todd Gerhardt, City Manager 6
FROM: Laurie Hokkanen, Assistant City Manager
CITY OF DATE: October 26, 2012
CHANHASSEN
7700 Market Boulevard SUBJ: Update on Fire Study and Approval of Grant Application
PO Box 147
Chanhassen, MN 55317
PROPOSED MOTION
Administration
Phone: 952.2271100 The City Council approves a grant application seeking $25,000 from the State Fire
Fax: 952.2271110
Marshal's Fire and Rescue Shared Services Feasibility Study Grant Program and
Building Inspections associated letter of support.
Phone: 952.2271180
Fax: 952.2271190 A majority vote is required for approval.
Engineering
Phone: 952.2271160
Fax: 952.2271170 BACKGROUND
Finance One of the City's KFS Goals for 2012 was to conduct a long -term fire study. In June,
Phone: 952.2271140
Fax: 952.2271110 staff met with the Council to review the goals, scope, and process for that study.
Park & Recreation Over the past few months, staff reviewed proposals and interviewed four consultant
Phone: 952.2271120 firms with expertise in public safety and long term - planning. Those firms were ESCI,
Fax: 952.2271110
Springsted, Northland Securities, and ICMA. Staff has selected Springsted, Inc. in
Recreation Center conjunction with Pat Simpson to conduct the study, at a total cost of $13,500.
2310 Coulter Boulevard
Phone: 952.2271400 The scope of this initial study is outlined in the attached document as "Section A —
Fax: 952.2271404 Master Plan of Services." This work commenced in mid - October, and staff expects to
Planning & have results to share with the City Council in the next two months.
Natural Resources
Phone: 952.2271130 Section B of the Scope of Services is a separate item looking at the possibility for shared
Fax: 952.2271110 services. The State Fire Marshal's office is currently soliciting grant applications for
Public Works communities that are interested in exploring shared service models. The Cities of
7901 Park Place Victoria, Eden Prairie, and the Excelsior Fire District have agreed to partner in this grant
Phone: 952.2271300 application and project. The City will be applying for a $25,000 grant, and will be
Fax: 952.2271310 responsible for a 10% local match of $2,500.
Senior Center
Phone: 952.2271125 RECOMMENDATION
Fax: 952.2271110
Staff recommends that the City Council approve a grant application seeking $25,000
Web Site from the State Fire Marshal's Fire and Rescue Shared Services Feasibility Study Grant
www.ci.chanhassen.mn.us Program and associated letter of support.
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Mr. Todd Gerhardt
November 13, 2012
Page 2
ATTACHMENTS
1. State Fire Marshal's Fire and Rescue Shared Services Feasibility Study Grant
Program
2. City of Chanhassen Fire Study Scope of Services
3. City of Chanhassen Letter of Support
4. Excelsior Fire District Letter of Support
5. City of Victoria Letter of Support
6. City of Eden Prairie Letter of Support
g: \admin \Ih \fire department\2012 study \staff report, november 13, 2012.doc
,
Excelsior Fire District
Proudly Serving the Communities of:
Deephaven — Excelsior — Greenwood — Shorewood — Tonka Bay
24100 Smithtown Road
Shorewood, MN. 55331
952-401-8801 Phone
952-960-1690 Fax
October 24, 2012
Todd Gerhardt, City Manager
City of Chanhassen
7700 Market Blvd. PO Box 147
Chanhassen, MN. 55317
Dear Mr. Gerhardt,
Please find this letter as documentation that the Excelsior Fire District will participate with the
City of Chanhassen on the Shared Services study. 1 understand that the study will look at the
overall fire service operation for the City of Chanhassen along with the considerations of shared
services with neighboring jurisdictions. The Excelsior Fire District will plan to cooperate fully in
the study and understand we have no financial obligation to the study itself. We also understand
that we have no operational obligation as a result of the study; however, 1 know any results that
could improve our operational and fiscal effectiveness will be evaluated closely.
1 will place this item on the Excelsior Fire District Board agenda for EFD Board approval at our
next meeting which is scheduled for November 28, 2012.
Please contact me at (952) 960-1650 with any further questions or concerns.
Si ely,
, l i it)rear. -
7 - -- St M. Gerber
Fire Chief
cc: John Wolff, Fire Chief
CITY OF
CHANHASSEN Jerry Rosendahl
7700 Market Boulevard State Fire Marshal
PO Box 147
Chanhassen, MN 55317 445 Minnesota Street, Suite 145
St. Paul, MN 55101 -5145
Administration November 13, 2012
Phone: 952.2271100
Fax: 952.2271110 Dear Fire Marshal Rosendahl,
Building Inspections
Phone: 952.2271180 Thank you for the opportunity to apply for funds from the Fire and Rescue Shared
Fax: 952.2271190 Services Feasibility Study Grant Program. The City of Chanhassen is spearheading
this effort, in conjunction with the City of Eden Prairie, City of Victoria, and Excelsior
Engineering Fire District. The City of Chanhassen understands that a 10% local match is
Phone: 952.2271160
Fax: 952.2271170 required and accepts that responsibility. We are currently engaged in a Master
Plan study with Springsted and Patrick Simpson, and believe that work will provide a
Finance solid foundation to complete this Study on how we can operate most efficiently and
Phone: 952.2271140
Fax: 952.2271110 effectively.
Park & Recreation Again, we thank you for this opportunity.
Phone: 952.2271120
Fax: 952.2271110 Sincerely,
Recreation Center
2310 Coulter Boulevard
Phone: 952.2271400 Tom Furlong
Fax: 952.2271404 Mayor
Planning &
Natural Resources
Phone: 952.2271130
Fax: 952.2271110
Public Works
7901 Park Place
Phone: 952.2271300
Fax: 952.2271310
Senior Center
Phone: 952.2271125
Fax: 952.2271110
Web Site
www.ci.chanhassen.mn.us
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Minnesota Department of Public Safety
State Fire Marshal
Fire and Rescue Shared Services Feasibility Study Grant Program
Introduction:
After a very successful round of Shared Services Grants in 2010, and thanks to the Fire Service Advisory
Committee and Commissioner Ramona L. Dohman, the State Fire Marshal Division has once again
obtained grant funding to administer, for another round of Shared Services grants. These funds can be
used for outside consulting services that explore a shared services model for multiple fire services, or
implementation funds to continue recommendations in the original or existing studies.
Shared Services refers to any number of methods where fire and rescue service organizations are doing
something together to become more effective or more efficient. The shared service concept does not
necessarily mean a savings in terms of money nor does it mean that fire departments must formally
merge together to be able to share services. "A Blueprint for Shared Services" document is available
here on the SFM Website:
https: / /dps.mn.gov/ divisions /sfm/ document - library/ Documents /SharedServicesBluePrint.pdf
that contains several Minnesota fire service models of shared services. The final reports of the eight
original studies conducted in 2010 are also available on the SFM Website here:
https: / /dps.mn.gov/ divisions /sfm/ document - library/ Pages /Shared - Services- Grant.aspx
Anticipated Individual Grant Amount:
It is anticipated that two or more fire service agencies will jointly apply for grant funding to study ways,
or implement ways of increasing efficiency, effectiveness, and /or cost savings through voluntary and
cooperative shared services. We anticipate available funding will pay for individual grants of no more
than $25,000 to $40,000. A local match of at Ieast`1Q% of the grant award is required. Local match may
include administrative costs to manage the consultant contract. The expected outcome of the study will
include a report delivered to the State Fire Marshal that outlines possible alternatives for the parties to
share fire and rescue services.
Eligible Applicants:
Any two or more fire service agencies applying for a grant must include a letter from all participating
jurisdictions indicating their intent to cooperate in the study. The letters must be from the governance
entity, e.g. a letter from the City Council for a city Fire Service. A Fire service agency is defined as having
a Fire - Department Identification number (FDID) from the State Fire Marshal Division.
Grants will be made to the lead jurisdiction that submits the grant application. The grant contract must
be signed by a representative of the lead jurisdiction having the legal authority to sign contracts for that
jurisdiction. This may be documented by a resolution or official minutes from the jurisdiction and will be
required at the time that the grant contract is to be signed. It is not required for the grant application.
Application Process:
All applications will consist of a Project Information Sheet and a Project Application Narrative. All forms
and information are available electronically on the State Fire Marshal Division web site at
www.fire.state.mn.us.
Timetable:
1
Grant application process announced October 1, 2012
Grant application packet deadline to DPS /SFMD November 16, 2012
Grant award notice January 1, 2013
Shared Services grant end date and due date for feasibility study completion. June 30, 2013
All Grant funds must be expended by the end of the state Fiscal year.
Grant fiscal documentation completed July 12, 2013
Eligible Use of Funds:
These funds are to be used to pay for a third party (consultant) feasibility study that addresses the study
requirements listed below and the options for shared services including but not limited to those
provided in "A Blueprint for Shared Services ". If two or more fire departments have already done a
study utilizing the previous round of grant funds or have purchased a study with their own funds and are
attempting to implement some of the findings of the study, they are also eligible to apply.
Study Requirements:
The study should take into account the following subjects:
• Governance of regional fire and rescue shared service districts that take into account geographic
area, population density and other factors that encourage voluntary participation of
communities and fire service providers.
• Funding sources for operation of the service district, cooperative training among component
departments, and equipment procurement.
• Efficiency and effectiveness of emergency response and overall benefit to the population
served,
• Employment issues associated with combining existing agencies and entities into a regional or
multi - jurisdictional shared services entity.
• An analysis of best practices in the creation and functioning of public safety - related shared
services delivery models.
• A preliminary set of operating procedures for cooperative shared fire and rescue service
systems.
Application Review Process:
The review process will use a scoring method which evaluates applications based upon the following
criteria:
Criteria Points
Describe how the applicant envisions that their study will address or implement the 30
Study Requirements listed above.
Number of jurisdictions committed to the study (more jurisdictions, more points) 20
Size of population and geographic area served by applicants (similar to above) 15
Describe your history of working together successfully 15
Describe any unique approach or ideas for your study 20
Grant Process:
An evaluation committee will review and score the applications based on the above criteria and present
a recommendation to the Commissioner of Public Safety who will make the final determination. Once a
grant request has been awarded, a formal grant agreement will be prepared and must be signed by the
grantee organization and the Department of Public Safety. Once the signature process has been
completed, the grant is considered fully executed and becomes a legally binding agreement between
the grantee organization and the Department of Public Safety.
2
Audit /Compliance:
The grant funds are available on a cost reimbursement basis where costs are reimbursed after they are
incurred and paid by the grantee agencies. The grantee organization will be required to provide to the
State Fire Marshal the written report on the results of the study and a written summary of all
expenditures including documentation on how the grant and matching funds were spent.
Application Submission:
A complete application packet must be received by 4:00 PM CST November 16, 2012, preferably by
email to:
Jerry Rosendahl
State Fire Marshal
445 Minnesota Street, Suite #145
St. Paul MN 55101 -5145
Jerry.RosendahlPstate.mn.us
Fax: 651 - 215 -0541
Proposals not received by this deadline will not be considered. It is the applicant's responsibility to
ensure that their proposal is received on time.
Any questions about the application process should be directed to Jerry Rosendahl at (651) 201 -7201,
Jerry.Rosendahl@state.rnn.us or Bruce Roed (651) 201 -7218, Bruce.RoedPstate.mn.us . All answers to
questions about the process will be provided to all interested parties (please notify Jerry Rosendahl or
Bruce Roed that you have downloaded the forms and are interested in the grant in order to receive this
information).
Application Checklist:
• Letter from each participating jurisdiction indicating their intent to cooperate in the study
• Grant Program narrative signed by individual submitting the application
• Project Information Sheet
We anticipate a lot of interest and will receive a number of applications for a limited amount of funds
available. While we would like to fund every project applied for, that may not be possible this round.
Negotiations on proposals may occur; you may be asked to clarify statements in your application or to
modify your budget. Saving this document and a copy of your complete application package will make it
easier for you to make any necessary modifications later.
3
City of Chanhassen
Fire Study Scope of Services
The City of Chanhassen is seeking professional services for the development of a long range plan for the provision of
fire services in the city. The following scope of services describes in detail the goals and outcomes the city would like
evaluated as part of this process.
The scope of services is divided into Section A and Section B. The city is currently requesting proposals for Section A,
creation of a Master Plan. The plan should be based on the assumption that the City of Chanhassen will continue to
provide cost effective fire services to all areas of the city. The Master Plan will provide the groundwork for Section B of
the Scope of Services, which will be bid at a later date. Additionally, the Master Plan will provide direction to elected
officials and staff for future cost effective fire service planning as well as act as an educational tool for non - firefighting
personnel to understand how a fire department operates.
Section B of the Scope of Services (to be bid at a later day) will be based on a number of shared service models and the
cost benefit of each of these models, as compared to Section A which assumes the city provides all fire services.
Section A — Master Plan Scope of Services
I. Establish and define the current conditions of the Chanhassen Fire Department, including the providing
of EMS, Fire, technical rescue and hazmat services (where we are now):
a. Identify cost effective benchmarks the department should follow on an ongoing basis and
determine how the department currently measures up to those benchmarks.
b. Identify a set of cost effective measurable goals that balance efficiency, effectiveness and safety.
These goals should meet the needs of the department as well as be in the best interests /value of the
city as a whole.
II. Review current staffing and training needs and assess what is needed going forward:
a. Use of FT staff:
1. Should there be a FT Chief or Fire Administrator?
2. Should current FTE's be reallocated?
3. Are additional clerical hours needed for the dep.'tiuent?
b. Department's overall organization structure:
1. Should the chief be elected by the membership or appointed by city management?
2. What should the hierarchy of the paid on -call staff be?
c. Paid on -call staffing and daytime response concerns, now and ongoing:
1. What effect does impending retirements have on daytime response?
a) Propose solutions /options for daytime response if necessary (i.e. duty crews)
2. How does future development trends impact paid on -call staffmg?
d. Training needs for paid on call staff?
1. Are we meeting/exceeding training needs currently?
2. Do we need to add, delete or make no changes to current training program needs?
III. Pay and benefit analysis, current and future needs:
a. Call pay rate:
1. Is the current call pay rate competitive?
b. Pension:
1. Is the current pension benefit competitive?
2. Should there be modifications to the formula for calculating pensions?
3. Should an alternative pension system be considered?
4. How should future pension benefit increases occur?
c. Officer compensation (stipends):
1. Assess the current officer stipend situation.
2. Assess the number of stipend positions.
3. What should officer stipend compensation levels be for the varied duties?
IV. Equipment & Capital Needs (assess current conditions and future needs):
a. Buildings:
1. When will a third fire station be needed and is the currently proposed location the
proper location?
2. When will enhancements or improvements be required to the current two fire stations
and what are the estimated costs?
3. Will three fire stations be sufficient for ultimate build -out?
b. Vehicles and Trucks:
1. What are the cost effective alternatives for either replacing or refurbishing the city's
ladder truck and the estimated costs and benefits of doing each?
2. What are the current conditions of the city's pumpers (list other type of fire
suppression vehicles, I don't know them)
3. Assess the condition of the current command vehicles, the need for future command
vehicles, and the cost and benefits of having either fewer or additional command
vehicles.
c. Small equipment, gear, hose and other equipment:
1. Develop a schedule for safety compliance of gear and other equipment needs, including
hoses.
2. Develop replacement schedules to be used for each of the various types of equipment.
Section : Shared service models to consider and cost and benefits of each as
- • ' pared to Section A. This section of the proposed services is not currently being
bid, but is included for informational purposes.
L Contracting (outsourcing) fire services to neighboring departments:
a. Eden Prairie serving southerly Chanhassen along TH 212 corridor.
b. Excelsior fire district serving northwest corner of Chanhassen.
II. Creating some form of shared services fire district with multiple neighboring communities:
a. Neighboring communities should include Chaska, Victoria, Eden Prairie, Excelsior.
Notes: The city has determined that the following cities are comparable to Chanhassen (called our Key Financial Cities): Andover, Chaska, Cottage
Grove, Elk River, Farmington, Lino Lakes, Prior Lake, Rosemount, Savage, and Stillwater. This study should incorporate these cities into each of the
study areas mentioned in the Scope of Services when making comparisons. In addition, our neighboring cities of Chaska, Eden Prairie, Excelsior,
Minnetonka, Shakopee, Shorewood, and Victoria should be used in a separate table when making comparisons related to the study areas listed in the
above Scope of Services.
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2012.docx