HomeMy WebLinkAboutContracts & Agreements_161-2007_CCv0001.pdf and carried with Councilmember Gilbreath voting NO as she was not
comfortable picking a firm out of the air and Would have preferred a staff
person to review the proposals and provide the tie-breaker vote.
Fire Department - Councilmember Gilbreath moved to authorize the
City Attorney to prepare an amendment to the contract for services
agreement with Citygate to perform a department performance and
citizen survey of the Redlands Fire Department, subject to the approval
of the City Manager, authorized the Mayor to execute, and the City
Clerk to attest to, the document on behalf of the City and authorized an
additional appropriation of $26,365.00. Motion seconded by
Councilmember Gil and carried unanimously.
Qualify of Life Department - City Manager Martinez reported the City Council
acted in June 2007 to establish a goal of developing and adopting a sustainable
Redlands policy, including the creation of a green and clean community and
local climate control policy. He proposed a new service for the residents with a
centralized contact department with one phone number and one contact which
reflect the desire of many members of our community for Redlands to become a
model city with respect to environmental stewardship and the creation of a
government network of services that is highly responsive to community
concerns. The creation of a Quality of Life Department would provide an
increased commitment to quality of service and environmental stewardship. A
budget has been developed with existing budgeted positions for Code
Enforcement Officers, the grant administrator (Administrative Analyst) and the
addition of a Project Specialist. Gary Van Dorst, the Solid Waste Division
Manager, will act as the Interim Director for four to six months until a
recruitment will occur to fill the position permanently. Mr. Van Dorst reviewed
the proposed functions of this new department. Councilmember Gil expressed
concerns regarding the code enforcement aspect of this department asking for
close supervision in certain parts of the community. He and COLincilmembers
Gilbreath and Aguilar expressed concerns about the budget; staff will provide a
matrix for the funding program.
Funds - Quality of Life Department - Councilmember Gilbreath moved to
authorize staff to create the Quality of Life Department and to authorize an
appropriation of$301,947.00 to establish the funding from a reallocation of
monies already budgeted. Motion seconded by Councilmember Gallagher
and carried with Councilmember Gil voting NO.
Resolution No. 6650 - Salary - Councilmember Gilbreath moved to adopt
Resolution No. 6650, a resolution of the City Council of the City of
Redlands establishing a salary schedule and compensation plan for City
employees and rescinding Resolution No. 6644. Motion seconded by
Councilmember Gallagher and carried with Councilmember Gil voting NO.
PUBLIC COMMENTS
September 4, 2001
Page 10
FIRST AMENDMENT TO AGREEMENT TO FURNISH
PROFESSIONAL SERVICES FOR FIRE DEPARTMENT
CONSOLIDATION FEASIBILITY ANALYSIS
This first amendment(this "First Amendment") to the Agreement to Furnish Professional
Services for Fire Department Consolidation Feasibility Analysis dated January 10, 2007 (the
"Agreement"),by and between the City of Redlands,a municipal corporation("City")and Citygate
Associates, LLC ("Consultant") is made and entered into this 5'0*- day of September, 2007.
RECITALS
WHEREAS, it is the desire of City and Consultant to amend their existing Agreement to
change the scope of services to be provided by Consultant;
NOW, THEREFORE, the Agreement between City and Consultant is hereby amended as
follows:
Section 1. Exhibit"A"of the Agreement is hereby amended to include within its scope of
services to be performed by Consultant a high level fire department deployment system review and
citizen survey which is more particularly described in Exhibit"I,"attached hereto and incorporated
herein by this reference.
Section 2. Consultant shall perform the additional services on a time and materials basis in
accordance with the rates identified in Exhibit "I," not to exceed Twenty-Six Thousand Three
Hundred Sixty-Five Dollars ($26,365). The compensation to be paid to Consultant under the
Agreement shall be increased by such amount.
Section 3. All other provisions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF,the parties have executed this First Amendment,to be effective
as of September 0 , 2007.
CITY OF REDLANDS ATTEST:
Jo rrison, Mayor LorOoyzer, S� t
CITYGATE ASSOCIATES,LLC
'fLez�
C
By: David DeRoos
DINWAgreement"Citygate Amend I
09/06/07 1:00 p.m,
Exhibit "I"
CITY OF REDLANDS SCOPE OF SERVICE AMENDMENT
In addition to the Tasks in Phase 1, Citygate will undertake a Phase I A to include:
1. Perform a more refined look at the adequacy of staffing, equipment and station
locations beyond the information and conclusions already received by the City in
Citygate's Draft Report. Citygate proposes to use geographic mapping and prior
response statistics to review staffing, station location, and response and workload
data provided to them, to determine if any changes in staffing level and the
number of fire stations can be done without a significant reduction in service level
to any portion of the City.
2. Review the current Memorandum of Understanding (MOU) and advise the City
whether any changes can be made in operational provisions of the MOU which
might save significant money without a significant reduction in service level to
any portion of the City.
3. Prepare a Draft Report, in electronic form, that will include:
➢ An analysis of the efficiency and effectiveness of the current staff and
equipment deployment scheme and any opportunities for saving
significant money without a significant reduction in service level to any
portion of the City.
4. Receive one cycle of written feedback from the City on the Draft Report, using
electronic editing in MS-Word.
5. After receiving comments on the Draft Report, Citygate will include the
appropriate feedback and prepare a Final Report and deliver the Final Report in
seven color hard copies and in electronic format for agency reproduction. We
then will schedule a mutually agreeable time to present in-person the Final Report
and either a briefing to the City Manager and staff or the City Council.
Additionally, Citygate will conduct a Citizen Survey. The scope includes Citygate developing
and administering an online fire-related survey for selected citizens of Redlands to complete.
The City would be responsible for drafting up to 10 questions for this survey and drafting an
invitation letter to be mailed to selected customers of the Fire Department. Once Citygate has
reviewed the survey questions and invitation letter provided by Redlands, Citygate will build and
publish the survey online and provide a web link to be included in the invitation letter so that
respondents can access the survey online upon receipt of the invitation letter. This survey would
remain available online until a date specified by Redlands not to exceed 6 weeks from the
original online publish date.
The City of Redlands would be solely responsible for printing and mailing invitation letters to
selected customers and may distribute them to as many or as few customers as desired (without
affecting the survey cost). Should the City also desire to include a printed copy of the survey
along with the mailing of each invitation letter (including a pre-postmarked envelope addressed
to the City), the City would be responsible for printing the surveys and paying for postage, along
with entering the responses from each hard copy survey online so that the data is added to the
online survey database.
Scope of Service Amendment—page 1
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Citygate would provide routine email updates to the fire department with the number of completed
surveys so that the City can be aware of the response rate. Once the survey is closed, Citygate will
provide a compilation of the aggregate survey data to Redlands by email, without any detailed
statistical analysis or write up of the survey results. From the compiled survey data, Redlands
would be able to see the combined responses to the survey and understand how many people
marked a particular response.
Citygate will undertake the above work on a time and material basis, not to exceed$26,365.
The price quoted above is effective for 30 days and includes one (1) draft cycle as described
above. The partners will have two (2) weeks after receipt of the Draft Report to review and
suggest changes for the Final Report. When changes are agreed upon, Citygate will provide
seven (7) bound copies of the Final Report document and a reproducible master copy on CD-
ROM. The Draft Report will be considered to be the Final Report if there are no suggested
changes within thirty(30) days of the delivery of the Draft Report copies.
It is our policy to bill monthly for professional fees, which will include a three percent (3%)
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(3 1) and two percent(2%)per month thereafter.
We are available to initiate this additional work upon approval of our proposal by the City. We
would be available to start the project within 30 days of receiving a contract amendment and
propose to provide the City with a Draft Report within four months.
Hourly Rates
Hourly rates to be charged are as follows:
Project Director $195 per hour David DeRoos
Project Manager $212 per hour Stewart Gary
Principal Consultant/Report Editor $250 per hour Dwane Milnes
Geographic Mapping(if requested) $165 per hour Mike Price
Statistical Analysis $160 per hour Mike Fay
Survey Administrator $125 per hour Various
Administrative Support $ 75 per hour Various
We anticipate two trips to the City to accomplish the work in this contract amendment.
Scope of Service Amendment—page 2