HomeMy WebLinkAboutRFP - P1057 ANALYSIS OF POLICE CAPACITY AND DEPLOYMENT OPTIONSCity of Fort Collins
ADDENDUM No. 1
057 Analysis of Police Capacity and Deployment
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of Bid: P1057 Analysis of Police Capacity and Deployment
OPENING DATE: 3:00 P.M. (Our Clock) March 19, 2007
To all prospective bidders under the specifications and contract documents described above,
the following changes are hereby made.
CHANGE:
Link to the 1988 Police Staffing Study:
http://citydocs.fcaov.com/?cmd=convert&vid=10&docid=1027037
Please contact James B. O'Neill, II, CPPO, FNIGP at (970) 221-6779 with any questions
regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
215 North Mason street " 2"a Floor • P.O. Box 580 " Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707 W W WAeov.com
Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , [insert either a corporation, a partnership or an
individual,doing business as
WITNESSETH:
hereinafter referred to as "Professional'.
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance
with the scope of services attached hereto as Exhibit "A", consisting of
( ) pages, and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of ( ) pages, and incorporated herein by this
reference.
3. Contract Period. This Agreement shall commence 2006, and shall
continue in full force and effect until 2006, unless sooner terminated as herein
provided. In addition, at the option of the City, the Agreement may be extended for additional
one year periods not to exceed four (4) additional one year periods. Renewals and pricing
changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley
CPIU published by the Colorado State Planning and Budget Office will be used as a guide. .
Written notice of renewal shall be provided to the Service Provider and mailed no later than
ninety (90) days prior to contract end.
4. Early Termination by City. Notwithstanding the time periods contained herein,
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the City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to
the termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
Professional: City: With Copy to:
City of Fort Collins, Purchasing
PO Box 580
Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination, subject only to the satisfactory performance
of the Professional's obligations under this Agreement. Such payment shall be the
Professional's sole right and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The Professional shall
be responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to designs,
plans, reports, specifications, and drawings and shall, without additional compensation,
promptly remedy and correct any errors, omissions, or other deficiencies. The Professional
shall indemnify, save and hold harmless the City, its officers and employees in accordance with
Colorado law, from all damages whatsoever claimed by third parties against the City; and for
the City's costs and reasonable attorneys fees, arising directly or indirectly out of the
Professional's performance of any of the services furnished under this Agreement. The
Professional shall maintain commercial general liability insurance in the amount of $500,000
combined single limits and errors and omissions insurance in the amount of $
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of
the services to be performed pursuant to this Agreement, the City agrees to pay Professional a
fixed fee in the amount of ($ ) plus reimbursable direct costs. All such
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fees and costs shall not exceed ($ ). Monthly partial payments based
upon the Professional's billings and itemized statements are permissible. The amounts of all
such partial payments shall be based upon the Professional's City -verified progress in
completing the services to be performed pursuant hereto and upon the City's approval of the
Professional's actual reimbursable expenses. [Optional] Insert Subcontractor ClauseFinal
payment shall be made following acceptance of the work by the City. Upon final payment, all
designs, plans, reports, specifications, drawings, and other services rendered by the
Professional shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be performed
pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable
direct cost basis according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed ($ ). Monthly partial payments based upon the Professional's
billings and itemized statements of reimbursable direct costs are permissible. The amounts of
all such partial payments shall be based upon the Professional's City -verified progress in
completing the services to be performed pursuant hereto and upon the City's approval of the
Professional's reimbursable direct costs. Final payment shall be made following acceptance of
the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings
and other services rendered by the Professional shall become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of work,
its project representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the project. All requests for contract interpretations,
change orders, and other clarification or instruction shall be directed to the City Representative.
8. Project Drawings. [Optional] Upon conclusion of the project and before final
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payment, the Professional shall provide the City with reproducible drawings of the project
containing accurate information on the project as constructed. Drawings shall be of archival,
prepared on stable mylar base material using a non -fading process to provide for long storage
and high quality reproduction. "CD" disc of the as -built drawings shall also be submitted to the
owner in and AutoCAD version no older then the established city standard.
9. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of
Services, Work Schedule, and other material information. Failure to provide any required
monthly report may, at the option of the City, suspend the processing of any partial payment
request.
10. Independent Contractor. The services to be performed by Professional are
those of an independent contractor and not of an employee of the City of Fort Collins. The City
shall not be responsible for withholding any portion of Professional's compensation hereunder
for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other
purpose.
11. Personal Services. It is understood that the City enters into this Agreement
based on the special abilities of the Professional and that this Agreement shall be considered
as an agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any
way relieve the Professional of responsibility for the quality or technical accuracy of the work.
The City's approval or acceptance of, or payment for, any of the services shall not be
construed to operate as a waiver of any rights or benefits provided to the City under this
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Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting
party commences legal or equitable actions against the defaulting party, the defaulting party
shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney
fees and costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event any
provision of this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
17. Prohibition Against Employing Illegal Aliens. This paragraph shall apply
to all Contractors whose performance of work under this Agreement does not involve the
delivery of a specific end product other than reports that are merely incidental to the
performance of said work. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Contractor
represents and agrees that:
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A. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien;
and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification program created in Public Law 208, 104th
Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of
Homeland Security (the "Basic Pilot Program") in order to verify that
Contractor does not employ any illegal aliens.
B. Contractor shall not knowingly employ or contract with an illegal alien to
perform works under this Agreement or enter into a contract with a
subcontractor that fails to certify to Contractor that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this
Agreement.
C. Contractor shall continue to apply to participate in the Basic Pilot Program
and shall in writing verify same every three (3) calendar months thereafter,
until Contractor is accepted or the public contract for services has been
completed, whichever is earlier. The requirements of this section shall not be
required or effective if the Basic Pilot Program is discontinued.
D. Contractor is prohibited from using Basic Pilot Program procedures to
undertake pre -employment screening of job applicants while this Agreement
is being performed.
E. If Contractor obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien,
Contractor shall:
1. Notify such subcontractor and the City within three days that Contractor
has actual knowledge that the subcontractor is employing or contracting
with an illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor
does not cease employing or contracting with the illegal alien; except that
Contractor shall not terminate the contract with the subcontractor if during
such three days the subcontractor provides information to establish that
the subcontractor has not knowingly employed or contracted with an
illegal alien.
F. Contractor shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department') made in the course
of an investigation that the Department undertakes or is undertaking pursuant
to the authority established in Subsection 8-17.5-102 (5), C.R.S.
G. If Contractor violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this
Agreement. If this Agreement is so terminated, Contractor shall be liable for
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actual and consequential damages to the City arising out of Contractor's
violation of Subsection 8-17.5-102, C.R.S.
H. The City will notify the Office of the Secretary of State if Contractor violates
this provision of this Agreement and the City terminates the Agreement for
such breach.
17. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit " ",
consisting of ( ) pages, attached hereto and incorporated herein by this
reference.
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THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name] or
Doing business as [insert name of business]
in
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
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[Optional]
EXHIBIT " "
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City') pursuant to
this Agreement (the "Agreement"), the Contractor hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as "information") that are the property of and/or
relate to the City or its employees, customers or suppliers, which access is related to the
performance of services that the Contractor has agreed to perform, the Contractor hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Contractor
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City , or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the
City) . The Contractor shall not disclose any such information to any person not having a
legitimate need -to -know for purposes authorized by the City. Further, the Contractor shall not
use such information to obtain any economic or other benefit for itself, or any third party, except
as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Contractor ceases to perform services for the City, or the City so requests
for any reason, the Contractor shall promptly return to the City any and all information
described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Contractor understands and agrees that the City's remedies at law for a breach of the
Contractor's obligations under this Confidentiality Agreement may be inadequate and that the
City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
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CitN, of Fort Collins
e.�
REQUEST FOR PROPOSAL
P1057
Analysis of Police Capacity & Deployment Options
Vendors must provide six (6) bound hard copies (one clearly marked Original) and five (5)
copies plus one (1) electronic copy of their proposal to the City of Fort Collins' Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524.
Proposals will be received before 3:00 p.m. (our clock), March 19, 2007. Proposal No. P1057. If
delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If
mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager Wendy
Williams, (970) 416-2899.
Questions regarding proposals submittal or process should be directed to James B. O'Neill, Il, CPPO,
FNIGP (970) 221-6779.
A copy of the Proposal may be obtained as follows
1. Download the Proposal/Bid from the BuySpeed Webpage,
https:Hsecure2.fcqov.com/bso/login.msp
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material, supplies
or services where such officer or employee exercises directly or indirectly any decision -making
authority concerning such sale or any supervisory authority over the services to be rendered. This
rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures that
such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707 www.fcfzov.com
The City of Fort Collins seeks through a Request for Proposals (RFP) process qualified
individuals and firms to perform an analysis of staff capacity and deployment options for the Fort
Collins Police Department (FCPD). The Consultant will review appropriate staffing
methodologies with the City and apply the selected methodology to the study.
Backaround and Purpose
Police services represents one of the City's largest Budget expenditures. This reflects the
importance of effective policing to the community and the priority that elected officials and the
public accord public safety. Currently there is significant interest in the appropriate police
strength. However, because of the challenge associated with sustaining the present budgetary
commitment, not to mention increasing it, the City of Fort Collins is undertaking a Police Staffing
Study to (a) help determine the appropriate level of staffing in Patrol, Traffic, Detectives,
Administration, Dispatch, Records, Lab -Evidence for the Department to meet its staffing
requirements and (b) help develop deployment strategies that use staff in the most effective
manner. The study should recognize the relationships between staffing in Patrol, Traffic,
Detectives, Administration, Dispatch, Records, Lab -Evidence and other specialized units in
making its recommendations pertaining overall staffing. The study should also take into account
the special needs of 'Party' enforcement in a college town and the needs of the Old Town
Business District policing effort.
In 1988 the City completed a Staffing Study and Plan is available for review at this link:
http://citydocs.fcgov.com/?vid=10&cmd=search&scope=doctype&dt=CORRESPONDENCE&q=
STAFFING+STUDY
Research has demonstrated the value of targeting Police resources to areas where crime is
most prevalent. The Department's system for prioritizing response to calls for service reflects
the need to direct resources where the need is most urgent. However, given limited resources,
targeting resources and prioritizing response may lead to reduced police presence in certain
areas of the City and to a relatively slower response to lower priority service calls.
Therefore, the City is defining the questions to be addressed in this Study in terms of "capacity"
to provide levels of service to the community. This engagement should provide:
• A methodology that is a task -based analytic approach that allows conclusions to be
made regarding the difference between the existing level of staffing in Patrol, Traffic,
Detectives, Administration, Dispatch, Records, Lab -Evidence staff capacity, and the
level of staff required in order to provide desired police service levels. In effect, the
engagement will develop a "gap analysis."
• A methodology that provides information that enables the FCPD to implement patrol
deployment strategies that use available resources most effectively. The engagement
should produce a template that the FCPD can apply to its decisions to allocate staff.
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Proposer Qualifications
Eligible proposers will be those consultants, companies, and institutions that have the following
qualifications:
1. Experience and expertise in regard to the operations, structure, and service delivery of
modern police departments that operate in urbanized North American settings.
2. Demonstrated access to experienced law enforcement professionals with expertise in
policing, community policing and staff deployment on the consultants team.
3. Knowledge and experience in the application of various methodologies to the analysis of
police patrol staff capacity and to the development of police patrol deployment
strategies.
4. A demonstrated track record at having advised medium to large municipal police
departments and in making recommendations that have resulted in improvements to
police patrol operations and management.
5. Ability to involve City Council, City Management and FCPD staff actively during the
engagement so that the department has a thorough understanding of the Consultant's
final recommendation.
Scope of Services Deliverables
Facilitate the development of a staffing formulae which will serve the City for many
years. This effort must involve the Fort Collins Police Department management and the
City Managers Office, the City Council Public Safety sub -committee, as well as any other
individuals the City chooses to assign. The purpose of these performance expectations
is to ensure that recommendations about FCPD staffing and deployment are made in the
context of level of service, and so that management will be able to estimate the impact
that FCDP staffing and deployment alternatives have on level of service to the
community. This effort should be able to compare the performance expectations used in
the study with the performance of police staffs in other North American cities that are
similar to Fort Collins in terms of population density and crime rates. This effort should
also take into consideration the impact that performance expectations will have on crime
reduction and citizen perceptions of police responsiveness.
The performance expectations should include the following dimensions
• Response time to Priority 1, 2, 3, and 4 calls (Specific response time goals for
each priority).
• Amount of time for proactive policing (unobligated time). The development of this
expectation should take into account the tradeoffs between proactive policing
and response time.
• Minimum level of patrol visibility in each Police District.
• What vacancy factor should be used when looking at police staffing availability
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• Review of the use of overtime versus additional staff to meet increasing needs.
• Review the history of growth and crime in Fort Collins.
• How can the FCPD adequately respond to the current demand.
• What are the projected growth trends in Fort Collins.
• What is the FCPD ability to meet the growth in demand.
• Ability to meet the special needs of 'Party' enforcement in a college town and the
needs of the Old Town Business District policing effort
• Review staffing in Patrol, Traffic, Detectives, Administration, Dispatch, Records,
Lab -Evidence.
• Deployment of human resources, 3-12's, 4-10's, 5-8's proportionally based.
• Supervisory/Management ratios (Span of Control and Numbers versus Need)
• Ability to practice Community Oriented Policing.
• Projection of localized number or plan to meet service needs, current and future.
• Comparison to similar cities for staffing ratios, business practices and
technology. The Consultant will recommend additional peer Cities for inclusion
including, Ann Arbor, MI and Eugene, OR. The City has used the following cities
as benchmarks for other studies.
• Bellevue, WA
• Boulder CO
• Broken Arrow, OK
• Fremont, CA
• Garland TX
• Naperville, IL
• Norman, OK
• Olathe, KS
• Overland Park, KS
• Plano, TX
• Richardson, TX
• Scottsdale, AZ
2. Review various staffing methodologies with the City. Use the selected methodology to
document current FCPD patrol practices. The purpose of this Deliverable is to help evaluate
the adequacy of both existing patrol staffing levels and their deployment to Police Districts
and shifts. The consultant chosen for the engagement will use three years' of FCPD
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workload data in order to document the FCPD's workload and allocation of staff to that
workload. The documentation should include:
• Frequency data regarding the FCPD's workload over the last three years, organized
according to the Department's call for service codes.
• An analysis of the distribution of the workload by Police District; day of the week; and
the time of day. The analysis should quantify the disparity between workload and
available staff by District and by shift. The analysis should take into account FCPD's
operational objectives and performance expectations, as defined under Deliverable #
1.
• An estimate of the total patrol staff requirements for FCPD under its current District
and shift configurations. The estimate should categorize the patrol staff
requirements according to administrative, reactive, self -initiated, and uncommitted
patrol. The estimate should also include requirements for field supervision of patrol
staff.
3. Using the chosen staffing methodology, the performance expectations developed through
Deliverable # 1 and the workload analysis that is specified in Deliverable # 2 to develop an
optimal distribution of Police patrol personnel by District, workday, and shift. This
deliverable should indicate the number of Police patrol personnel necessary to implement
the optimal distribution according to administrative, reactive, self -initiated, and uncommitted
patrol. The distribution should also include requirements for field supervision of patrol staff.
The conclusions will need to take into consideration FCPD's performance expectations and
operational objectives. This analysis must identify any limitations that existing collective
bargaining agreements place on the implementation of the optimal allocation.
4. A first draft of the optimal distribution should be presented to the FCPD management for its
review within forty-five days or less of the City's notification of approval to proceed with the
project.
5. The consultant shall develop a final draft of an optimal allocation within forty-five calendar
days of the City's transmittal of its comments and questions regarding the first draft.
6. Deliverable 3 should take into consideration any information that the City may provide
regarding the potential reconfiguration of Police District boundaries.
7. Meetings:
• A meeting with the City Manager at the kick off and at the time of preliminary
findings.
• The consultant selected for this engagement shall allow for two presentations to
City Council or Council Committees, in addition to other meetings with City
personnel involved with the study.
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• The consultant(s) selected for this engagement shall present a written report with
complete documentation of findings and recommendations pertaining to all
Deliverables.
Timeline
Start of Work: April 30, 2007
Preliminary Draft of Major Findings: Six weeks after contract award
Final report: Six weeks after draft
Proposal Requirements & Required Format
Vendors must provide six (6) bound hard copies (one clearly marked Original and five
copies) and one electronic copy of their proposal.
In order to enable the City to perform a fair and consistent review of all proposals, proposals
must be submitted in the following manner:
1. On the cover page, identify the proposal with the words "Response to Request for Proposals
for Analysis of capacity and deployment Options for the Fort Collins Police Department",
RFP Number P1057.
2. The first page must include the Name and the mailing address of the Vendor, including a
name, address, email address, telephone, and fax number for the Vendor's primary contact
for this engagement. A distinct reference to the RFP must be marked clearly on each
proposal submission copy.
3. Description of the Vendor's Proposed Approach to and Organization of the Engagement
• The vendor should describe the proposed methodological approach to and organization
of this engagement. This should include the vendor's understanding of methods that the
vendor shall apply to completing the required Deliverables. This section should include
a detailed description of the specific tasks that the vendor proposes to complete the
Deliverables, and the timelines, number of hours, and assigned personnel associated
with those tasks. Vendors may include Gantt charts in addition to the narrative in order
to convey their intended project organization, tasks, and timelines.
• This section should also describe the information that the Fort Collins Police Department
must supply in order for the vendor to complete the required deliverables, and an
estimate of the amount of time needed to interview specific FCPD personnel in
connection with completing the required Deliverables. The section should also describe
the formats in which the vendor is capable of accepting data relevant to this engagement
and the time required for the vendor to analyze such data.
• Proposal evaluation will consider the realism of the proposed timelines in the context of
the hours and resources the vendor proposes to commit to the engagement.
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4. Description of the Vendor's Relevant Experience and Professional Qualifications Including
Those of the People Whom the Vendor will Assign to this Engagement.
• The Vendor should describe its experience in the application various staffing
methodologies, with reference to specific consulting engagements or other professional
experience that is relevant to completing the required Deliverables. This section should
be very specific about the experience and qualifications of the persons the Vendor will
assign, as well as how specific responsibilities will be assigned to these persons. If the
Vendor intends to employ subcontractors, the qualifications and experience of the
subcontractor's personnel to be assigned to this engagement and the responsibilities to
be assigned to such personnel must also be described.
• This section should document how the vendor's prior engagements have been relevant
to local government decisions regarding Police staffing and budgets.
• This section should also indicate the extent of the vendor's and assigned individuals'
experience in making presentations to local elected officials.
• Proposers must provide three to five references for which work similar in scope or
subject matter was performed. This shall include the name and address of the
reference, the name and phone number of a person to contact, and a brief description of
the work that was performed.
5. Cost Proposal
• Vendors should disclose their all-inclusive cost, including expenses, to perform all the
Deliverables (1 through 6) listed under the section "Scope of Services Deliverables."
6. Proposal Evaluation
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and interview session.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
WEIGHTING
FACTOR
QUALIFICATION
STANDARD
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will be working on the project
have the necessary skills? Are sufficient people of
the requisite skills assigned to the project?
2/9/00
1.0
Availability
Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Are other qualified personnel available to assist in
meeting the project schedule if required? Is the
project team available to attend meetings as
required by the Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and
Do the proposed cost and work hours compare
Work Hours
favorably with the project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
2/9/00