911 Center Needs Assessment RFP THE CITY OF 41 % *****
Dubuque
DUBB E All erica City
Masterpiece on the Mississippi
2012
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: 911 Center Needs Assessment RFP
DATE: July 30, 2012
During the Dubuque City Council's Goal Setting, the City Council made it a top priority
to look into relocation of the Dubuque 911 Center.
The first step in looking at relocation of the Dubuque Communications (911) Center is to
have a consultant do an assessment on the current and future needs of the 911 Center.
This consultant will also research the current 911 center capabilities as well as project
future, both staffing and equipment, needs. The consultant will also provide possible
options for relocating the 911 Center and projected cost associated with relocating.
Emergency Communications Manager Mark Murphy recommends City Council approval
of the release of a Request for Proposal for the 911 Center Needs Assessment.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/7AAh kt1&1
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Mark Murphy, Emergency Communications Manager
Masterpiece on the Mississippi
TO Michael C Van Milligen, City Manager
FROM Mark Murphy, Emergency Communications Manager
DATE July 27, 2012
SUBJECT 911 Center Needs Assessment RFP
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INTROD UCTION
This memorandum will discuss the release of the Request for Proposal (RFP) for the 911 Center Needs Assessment
BACKGROUND
During the Dubuque City Council's Goal Setting, the council made it a Top Priority to look into relocation of the Dubuque 911
Center The first stage in doing this is to do a needs assessment on what we currently have and what the 911 center should
have in the future
DISCUSSION
The first step in looking at relocation of the Dubuque Communications (911) Center is to have a consultant do an assessment
on the current and future needs of the 911 Center This consultant will also research the current 911 center capabilities as
well as project future, both staffing and equipment, needs The consultant will also provide possible options for relocating the
911 Center and projected cost associated with relocating
RECOMMENDATION
Based on the scope of the project, I am requesting that the City begin the Request for Proposal process for the identification
of prospective consultants Vendor selection and contract award will be addressed in future memorandums
PROJECT COST - BUDGET IMPACT
The FY13 Emergency Communications Center does have an approved Capital Improvement Program budget for the
assessment in the amount of $60,000
ACTION TO BE TAKEN
City Mananger review and approval
Prepared by
Mark Murphy
City of Dubuque & Dubuque County, Iowa
Needs Assessment for Emergency Communications Center/ Emergency
Operations Center
Request for Proposal
PURPOSE: The City of Dubuque and Dubuque County are in the planning stages
for a new Emergency Communications Center and Emergency Operations Center.
We are seeking the services of a qualified architectural and engineering (A /E) firm
to develop a Building Needs Assessment, building use program, and architectural
concept plans for a 911 Communications Center and Emergency Operations
Center (EOC). The comprehensive evaluation will be critical in determining the
needs related to current as well as future staffing and equipment issues.
BACKGROUND: Dubuque is located on the Mississippi River in northeastern
Iowa, adjacent to Illinois and Wisconsin. The Population of the City of Dubuque is
approximately 58,000 people and the rest of the county is home to approximately
36,000 people. The community has a stable and diversified manufacturing base
and a growing service sector. Dubuque is a major retail, medical, educational and
employment center for the Tri State area. Tourism continues to be a major
economic force in the Community
In 1985, the City of Dubuque and Dubuque County merged the Communications
Center to form the Joint Communications Center. This Center is located in the
Dubuque Law Enforcement Center at 770 Iowa St, Dubuque, la. The
Communications Center has undergone several remodels to create more console
positions for added staff. The Communications Center personnel answer all 911
and non emergency calls for Dubuque County. The Communications Center
dispatches 13 fire departments (1 paid, 12 volunteer), the Dubuque Police Dept,
Dubuque County Sheriff's Dept, and 8 police departments in the County. The
Center also dispatches 3 additional private ambulances services and support
services.
In fiscal year 2011 (July 1, 2010 -June 30th, 2011), the Communication Center
dealt with approximately 210,000 phone calls and generated over 96,000 calls for
service. The current staffing for the Communication Center consist of a manager,
four (4) lead dispatchers, eight (8) full time public safety dispatchers and six (6)
part time public safety dispatchers.
In 2007, the Dubuque County Emergency Responder Training Facility was built.
At this time the Emergency Operations Manager was moved into this building and
the Emergency Operations Center was moved into the classrooms in this building.
The EOC shares its space with different fire /EMS and law enforcement classes as
well as other county and Community College meetings and trainings throughout
the year. The current staff of the Emergency Operations Center is one Full time
Emergency Management Director and two (2) part time assistants.
SUSTAINABLE BUILDING: The City of Dubuque and Dubuque County are
committed to developing and maintaining an environment that enhances and
fosters a transition towards sustainability. The City and County will be looking at
companies that have knowledge and have demonstrated experience in applying
sustainability concepts and principles. Firms that have demonstrated success
with the LEED environmental building rating system and integrated design are
especially encouraged to submit a proposal.
DESIRED PROJECT OUTCOMES:
• Identify and document deficiencies of existing facility
• Identify appropriate staffing levels for call volume
• Provide a detailed space by space definition of the elements to be
included in a new facility
• Collaborate with other companies to ensure that spaces
accommodate and integrate with required furnishings, infrastructure
and services.
• Populate a pre - architectural program document with functional
spaces, square footage requirements, secure parking, potential for
growth to accommodate future shared agency endeavors and agency
needs.
• Perform an initial evaluation of the likely building site, identifying
strengths /weaknesses as they relate to building on that site.
• Identify other potential building sites and identifying
strengths /weaknesses for these sites.
• Identify potential building shell construction types based on safety,
security, access, NFPA regulations, ADA guidelines and weather
resistance requirements
NEW BUILDING CONCEPTS:
• Facility design concepts that embrace current and future 9 -1 -1
program space needs
• Facility design concepts that embrace current and future needs of
Emergency Operations Center.
• Meets or exceeds all Homeland Security requirements for Emergency
Operations Centers
• Meets or exceeds all NFPA Guidelines for 9 -1 -1 Centers
• Ability to keep up with changing technology
• Facility that is built to municipal grade 24/7 use.
• Facility that minimizes environmental impacts and functions with a
high level of energy efficiency
• Facility that is well laid out and incorporates ergonomics to increase
operational efficiency and productivity.
• Facility that functions to provide a healthy environment for the
public and occupants including improved indoor air quality and water
quality.
• Facility that is cost effective throughout the entirety of the building's
life cycle.
• Facility that provides a pleasant environment for the public and
occupants to function within including the effective use of natural
lighting, color and other mood enhancing details.
• Provides for the appropriate separation of public and staff areas.
SELECTION PROCESS: Certain criteria will be considered by the selection
committee in the evaluation of the proposal, including„ but not limited to:
1. Firm's expertise for the project
2. Firm has conducted five similar studies for Emergency
Communications /Emergency Operations Centers in the past five years
(references must be provided)
3. Past record of performances on similar projects
4. Experience with joint use facilities
5. Project organization and management
6. Qualifications of the project team.
The firms whose qualifications and proposals are determined to be best suited to
the project may be invited to an interview /presentation meeting for further
evaluation of the qualifications and proposals.
PROPOSAL RESPONSE
Format of the Proposal Response
In order to simplify the review process and to obtain the maximum degree of
comparability, the proposal shall include the following items and be organized in
the manner specified on the following pages.
A. Letter of Transmittal
A letter of transmittal briefly outlining the vendor's /proposer's understanding of
the work shall be submitted. The transmittal letter should also include general
information regarding the firm and individuals involved.
B. Profile of the Firm
1. Company name
2. Legal name (if different)
3. Years in business
4. Number of years doing needs assessment proposals
5. Number of sites completed proposals on
6. Contact person
7. Full mailing address
8. Telephone number
9. FAX number
10.E -mail and web site address
11.Number of full -time employees
C. Signature: The undersigned certifies he /she is authorized to obligate the
represented firm and further agrees with all terms, conditions, and
requirements of the City of Dubuque's Request for Proposal.
Firm Name
Address
Phone
Signature
Title
Date
Contract Addenda Received (if any)
D. References
To be a qualified vendor, the vendor must include three (3) references
with similar Needs Assessment performed in your proposal response.
Preference will be given to vendors with references for implementations at
organizations most similar to the City. References will be contacted - please
verify information before submitting. Information to be included in the
reference is:
Organization name
Address
Type of business
Contact person
Telephone and fax #s
Secondary contact person
Secondary contact phone and fax #s
Dates of assessment
Description of assessment
E. Project Scope and Requirements
Please respond to the following section in paragraph or outline form. If
desired, use diagrams to explain the approach to the solution as well as the
timeline.
Project Approach
Project Timeline
List any terms and conditions which may apply to this contract and
are not included in this RFP.
G. Additional Information and Comments
Include any other information you believe to be pertinent but not
specifically mentioned elsewhere.
H. Proposal Exceptions
Please note any exceptions to any portion of the RFP that your response or
firm cannot honor.
I. Proposal Costs
In a separate sealed envelope (or folder if submitting electronically)
labeled: "Costs for Communication Center /EOC Needs Assessment
Proposal."
SUBMISSION INFORMATION: Bidders are welcome to inspect the
Communications Center and Emergency Operations Center and review
information prior to submitting proposals. The City of Dubuque and Dubuque
County will not reimburse bidders for the cost incurred in preparing the proposal
or during any oral presentations to the selection committees.
All inquiries concerning this RFP should be submitted in writing via e -mail to Mark
Murphy, Emergency Communications Manager at:
mmurphy @cityofdubuque.org
Or to Thomas Berger, Emergency Management Coordinator at
dbgema @yousq.net
Proposals (a printed original and 1 CD containing the information from the
proposal) must be received by 3:00 pm on Monday September 3rd in the City
Clerk's Office located at City Hall, 50 W. 13th Street, Dubuque, IA 52001.
Vendors should insure that their proposals arrive at the correct location on or
before the stated deadline. Late proposals or proposals delivered to the
incorrect location will not be considered and will automatically be disqualified
from further consideration.
Proposals shall be submitted in sealed packages marked "Communication
Center /EOC Needs Assessment." Costs should be included in a separate envelope
labeled "Costs for Communication Center /EOC Needs Assessment Proposal."
As an alternative, vendors are invited and encouraged to submit their proposals
electronically via the City's ftp site. If your organization would be interested in
doing such, please contact Chris Kohlmann via e-mail at
ckohlman @cityofdubuque.orq
no later than 5:OOpm Monday August 27th, 2012 to receive submittal and access
information for the ftp site.
Deadlines for electronic and paper submittals are the same.
PROPOSAL COSTS: In a separate sealed envelope (or folder if submitting
electronically) labeled "Costs for Communication Center /EOC Needs Assessment
Proposal."
Include all associated cost and overall cost of Needs Assessment