Embed Size (px)
Citation preview
AGENDA
CORPORATE SERVICES COMMITTEE
Wednesday, June 8th, 2005 Immediately Following the Community Services Committee Meeting Lanark County Administration Building C ouncil Chambers Gary Doyle, Chair 1. CALL TO ORDER 2. DISCLOSURE OF INTEREST 3. APPROVAL OF MINUTES Suggested Motion:
“THAT, the minutes of the Corporate Services Committee meeting held on May 11th 2005 be approved as circulated.”
4. ADDITIONS & APPROVAL OF AGENDA Suggested Motion: “THAT, the agenda be adopted as presented.” 5. PRESENTATIONS
None
6. COMMUNICATIONS
i) Lanark County Accessibility Advisory Committee Minutes dated May 16th, 2005 – attached, page 7.
ii) 2nd Smiths Falls Beavers thanking Lanark County for our donation of pins for
their beaveree – attached, page 10. iii) Town of Mississippi Mills regarding Surplus Ambulance – attached, page 11.
iv) Ministry of Public Infrastructure and Renewal News Release: Five-Year Investment Plan Will Help Ensure High-Quality Services for Ontarians – attached, page 13.
1 of 86
v) Federation of Canadian Municipalities (FCM) Member’s Advisory: FCM Set to Launch Tsunami Rebuilding Programs in Sri Lanka and Indonesia – attached, page 17.
vi) Ministry of Citizenship and Immigration regarding Bill 118, the Accessibility for
Ontarians with Disabilities Act, 2005 – attached, page 19. Suggested Motion:
“THAT, the communications for the May Corporate Services Committee be received as information only.”
7. REPORTS i) Report of the Lanark County Ambulance Service – attached, page 22. Suggested Motion:
“THAT, the Lanark County Ambulance Service Report dated April 30th, 2005 be received as information only.”
ii) Human Resources
a. Labour Relations Status Report – deferred to August. b. Employment Statistics Report – deferred to August.
iii) Report #C-10-2005 Provision of Fire Dispatch Communications Centre Services
– attached, page 27. Suggested Motion:
“THAT, the Council of the Corporation of the County of Lanark recommends on behalf of the following municipalities: Town of Carleton Place, Town of Mississippi Mills, Township of Beckwith, Township of Drummond/North Elmsley, Township of Lanark Highlands, Township of Montague and Township of Tay Valley that the Fire Dispatch Communications Centre Services contract be awarded to the Town of Smiths at an annual fee of $185,000 plus applicable taxes based on a three year agreement with an additional option of extending the contract to five years;
AND THAT, a by-law be presented to the June meeting of County Council
entering into a service agreement with the Town of Smiths Falls. iv) Howard Allan, Chartered Account regarding 2004 Financial Statements –
distributed separately. Suggested Motion: “THAT, the 2004 Financial Statements be received as information only.”
2 of 86
v) “In Camera” Session - Report #F-06-2005 Management Letter Response to Auditor’s Letter – distributed to Councillors, CAO, Treasurer and Committee Secretariat only. Suggested Motion: “THAT, the Committee move “in camera” at …to address a matter pertaining to security of the property of the municipality or local board; AND THAT, P. Wagland, CAO; T. Wolters, Treasurer and A. Strickland, Committee Secretariat remain in the room.”
vi) “In Camera” Session
a) Consultants Recommendation for a GIS System – distributed to Councillors, CAO, Treasurer and Committee Secretariat only.
b) GIS Sub-Committee Recommendation Report #CAO-12-2005 –
distributed to Councillors, CAO, Treasurer and Committee Secretariat only.
Suggested Motion: “THAT, the Committee move “in camera” at …to address a matter pertaining to litigation of potential litigation, including matters before administrative tribunals, affecting the municipality or local board; AND THAT, P. Wagland, CAO; T. Wolters, Treasure, A. Strickland, Committee Secretariat and T. Klich, Consultant remain in the room.”
vii) “In Camera” Session – OPSEU Collective Bargaining Update
Suggested Motion: “THAT, the Committee move “in camera” at…to address a matter pertaining to labour relations or employee negotiations; AND THAT, P. Wagland, CAO; L. Crosbie-Larmon, HR Manager and Strickland Committee Secretariat remain in the room.”
viii) Report #F-07-2005 2004 Year End Financial Summary – attached, page 55.
Suggested Motion: “THAT, Report #F-07-2005 2004 Year End Financial Summary be received as information only.”
3 of 86
ix) Report #F-08-2005 2005 Financial Summary for the Period Ending 31 May 2005 – attached, page 76.
Suggested Motion: “THAT, Report #F-08-2005 2005 Financial Summary for the Period Ending 31 May 2005 be received as information only.”
x) Land Ambulance Service Agreement between the County of Lanark and the
Town of Smiths Falls – attached for discussion purposes, page 79. xi) Councillor Remuneration, Expense and Reimbursement Policies – deferred to
the August Corporate Services Committee meeting. xii) Report #C-09-2005 Electronic Distribution of Agendas, Minutes and Reports –
attached, page 85.
Suggested Motion: “THAT, Report #C-09-2005 Electronic Distribution of Agendas, Minutes and Reports be received as information only.”
xiii) Report of the Eastern Ontario Warden’s Caucus (EOWC) – Warden Susan
Freeman – Suggested Motion: “THAT, the Report of the Eastern Ontario Warden’s Caucus be received as information only.”
ivx) Report of the Federation of Canadian Municipalities (FCM) – Councillor Larry
McDermott.
Suggested Motion: “THAT, the Report of the Federation of Canadian Municipalities be received as information only.”
vx) Report of the Accessibility Advisory Committee – Councillor Linda Schmidt.
Suggested Motion: “WHEREAS, Councillor Linda Schmidt has been appointed to the Lanark County Accessibility Advisory Committee and is Chair of the Accessibility Liaison Committee;
AND WHEREAS, the Liaison Committee is holding an educational event, “Turning Disabilities into Abilities” in September that will require additional meetings;
THEREFORE BE IT RESOLVED THAT, a per diem and mileage allowance be paid to Councillor Linda Schmidt for attendance at up to 10 additional meetings in 2005.”
4 of 86
8. OTHER BUSINESS
i) Requests to Meet with Minister at the AMO Conference in August – for discussion purposes.
9. ADJOURNMENT
5 of 86
COMMUNICATIONS
6 of 86
Lanark County Accessibility Advisory Committee Meeting Minutes
May 16, 2005 Opening Chair Jim Dewis called the regular meeting of the Lanark County Accessibility Advisory
Committee to order at 2 pm on May 16, 2005 in the Council Chambers, Administration Building
Present: Committee Members: James Dewis (chair) Linda Schmidt
Doris Quinn Hank Colpitts Dianne McConkey Mike Fitzgerald
Staff: Sandy Grey (recorder) Sally Volk Regrets: Phil O’Grady Martha Read Mike Fitzgerald was welcomed and introduced as a new member of the Lanark County Accessibility Advisory Committee. 1. Previous Minutes
Motion: To accept Minutes of April 18, 2005 meeting as submitted Moved by: Hank Colpitts Seconded by: Linda Schmidt Carried
2. Business Arising from Minutes a) Striking Committee Report – Mike Fitzgerald and Phil O’Grady have been confirmed
as members of the LCAAC. b) Election of Vice Chair – Linda Schmidt volunteered to serve as Vice Chair c) Access Ontario 2 Conference – Mike Fitzgerald will attend the conference on behalf of
both the Carleton Place and Lanark County Accessibility Committees. The conference agenda is available at cms.burlington.ca
d) International Day of the Disabled – Dec 3rd – Linda Schmidt attended a meeting with Mississippi Mills. Tentative plans for an awareness event, probably in September 2005.
7 of 86
3. Website A new LCAAC subcommittee was formed to review the new County of Lanark Website. Chair – Mike Fitzgerald
Members – Jim Dewis Any committee members who would like to volunteer for this subcommittee please contact Mike or Sandy 4. Chairman’s Report
Each sub-committee should prepare terms of reference stating what you plan to accomplish.
5. Sub Committee Reports a) Physical Inspections – Have begun work reviewing areas identified in 2004 Accessibility Plan. Next meeting May 26. b) Trails – County is responsible for two trails. Chair will contact Tourism department for information on Trails plan. Next meeting June 9 c) Liaison – Circulated minutes of meeting, newspaper report on Lennox & Addington, Doorways to Opportunity, Sub committee terms of reference and copies of PowerPoint presentation on Doorways to Opportunity event. Next meeting June 9 d) Policy- No centralization of policies. Next meeting June 20 6. Ontario Paralympics
Delegated to Liaison Subcommittee for follow up
7. Emergency Preparedness Liaison and Policy Committees to receive information on Emergency Preparedness Initiatives for the Disabled.
8. Fundraising Foundation Proposal to establish a foundation at arms length from the Accessibility Committee to fundraise and purchase Accessibility equipment needed in the Community. Action: a) Forward suggestion to Joint Committee , Mississippi Mills and Carleton Place b) Contact CAO for advice
9. Accessibility Forum Brockville is holding an Accessibility Forum on the morning of June 1. The focus of the forum is employment.
10. Bill 118 Accessibility for Ontarians with Disabilities has passed third reading. Once the bill has received royal assent this committee will look at it in detail. Policy & Procedures Sub- committee will analyze impact of the bill. 11. Abilities Festival Celebration of Disability Arts & Culture being held in Toronto for four days in October 2005.
8 of 86
12. National Access Awareness Week May 30 – June 5 Information Display to be set up in County Administration Building.
Next Meeting Monday June 20, 2005
2 pm Administration Building Council Chambers
Minutes submitted by: Sandy Grey Approved by: ______________________________
9 of 86
10 of 86
11 of 86
12 of 86
13 of 86
14 of 86
15 of 86
16 of 86
17 of 86
18 of 86
19 of 86
20 of 86
REPORTS
21 of 86
22 of 86
23 of 86
24 of 86
25 of 86
26 of 86
THE COUNTY OF LANARK
CORPORATE SERVICES COMMITTEE June 8th, 2005
Report #C-10-2005 of the
Director of Administrative Services
PROVISION OF FIRE DISPATCH COMMUNICATIONS CENTRE SERVICES
1. RECOMMENDATIONS It is recommended:
THAT, the Council of the Corporation of the County of Lanark recommends on behalf of the following municipalities: Town of Carleton Place, Town of Mississippi Mills, Township of Beckwith, Township of Drummond/North Elmsley, Township of Lanark Highlands, Township of Montague and Township of Tay Valley that the Fire Dispatch Communications Centre Services contract be awarded to the Town of Smiths at an annual fee of $185,000 plus applicable taxes based on a three year agreement with an additional option of extending the contract to five years;
AND THAT, a by-law be presented to the June meeting of County Council entering
into a service agreement with the Town of Smiths Falls. 2. PURPOSE
The purpose of this report is to recommend the awarding of the contract to implement and maintain a fire dispatch communication centre on behalf County of Lanark and the following municipalities: Towns of Carleton Place and Mississippi Mills and Townships of Beckwith, Drummond/North Elmsley, Lanark Highlands, Montague and Tay Valley.
3. BACKGROUND
On April 29th the Request For Proposals by Lanark County For the Provision of Fire Dispatch Communications Centre Services was advertised in the EMC Record News. In addition, the RFP was hand delivered to the both the Towns of Perth and Smiths and emailed to other proponents.
On May 19th, 2005 at 3:00 p.m., the request for proposals for the provision of fire dispatch communications centre services were opened in public at the Lanark County Administration Building, Committee Room # 1 in the presence of Cynthia Moyle, Director of Administrative Services/Clerk, Peter Wagland, C.A.O. and Gary Doyle, Chair of Corporate Services. Proposals were received from the City of Ottawa and the Town of Smiths Falls.
27 of 86
The proposals were evaluated in three sections based on a total point system of 200 points. The Fire Chiefs completed the first section of the RFP evaluation - technical for a total point score of 105. The Fire Dispatch Consultant Rod Manley of Community Emergency Solutions Management Inc. and Cynthia Moyle completed the second section of the evaluation - experience and references for a total point score of 30. Both bidders were ranked almost equal after the first and second parts of the evaluation. The 9-1-1/Fire Dispatch Sub-committee completed the final section – cost of the total proposal for a point score of 65. The overall point score is as follows:
Service Provider Point Score (200 points)
City of Ottawa 130
Town of Smiths Falls 182
The sub-committee attended an on-site demonstration with the Town of Smiths Falls Fire Department on June 1st, 2005.
4. DISCUSSION None. 5. ANALYSIS AND OPTIONS None. 6. FINANCIAL IMPLICATIONS
To be presented at the meeting. 7. LOCAL MUNICIPAL IMPACT
The Town of Perth was not included in the scope of the RFP. However, the sub-committee felt it was important to explore the possibility with the preferred service provider if another local municipality joined the consortium based on an approximate call volume of 100 calls per year what financial impact would it have on the contract. A letter is pending from the Town of Smiths Falls to confirm that their proposed annual cost of $185,000 is firm if another municipality, with a call volume of 100 calls per year, is included.
8. CONCLUSIONS
It is recommended that the fire dispatch communications centre services contract be awarded to the Town of Smiths Falls.
28 of 86
9. ATTACHMENTS
i) Request For Proposals by Lanark County For the Provision of Fire Dispatch Communications Centre Services.
ii) Letter from the Town of Smiths Falls pending.
Prepared and Recommended By: Approved By: Original Signed By Cynthia Moyle, Peter F. Wagland, Director of Administrative Services Chief Administrative Officer
29 of 86
REQUEST FOR PROPOSALS
BY
LANARK COUNTY
FOR THE PROVISION OF
FIRE DISPATCH COMMUNICATIONS
CENTRE SERVICES
April 29, 2005
30 of 86
TABLE OF CONTENTS 1.0 GENERAL INFORMATION 3 1.1 Purpose 3 1.2 Local Municipal Relationships with Lanark County Fire Communications
Provisions 3 1.3 Background 4 1.4 Confidentiality of Information in the RFP 4 1.5 Scope of Requested Proposals 4 1.5.1 Communication Centre 4 1.5.2 Communication Staffing/Communicators 5 1.2.3 Records Management/Reports 6 1.5.4 General 7 1.5.5 RFP Submission Requirements 7 2.0 SUBMISSION CONDITIONS FOR PROPOSALS 8 2.1 Proposal Content 8 2.2 Proposal Terms and Conditions 8 2.3 Proposal Submission 9 2.4 Bidder Confirmation Form 9 2.5 Questions or Requests for Additional Information 9 2.6 RFP Timetable 10 3.0 EVALUATION OF PROPOSALS 11 3.1 Proposal Evaluation Criteria and Rating System 11 3.2 Presentation and Demonstration of Proposed Bids 11 3.3 Awarding of Contract 11 3.4 Confidentiality of Proposals 12
31 of 86
APPENDICES APPENDIX A Lanark County Fire Department Information 13 APPENDIX B Lanark County In Field Equipment and Services Information 14 APPENDIX C Public Fire Safety Guidelines – Fire Service Communications
Centres 15 APPENDIX D Public Fire Safety Guidelines – Communications Best Practices 18 APPENDIX E Bidder’s Confirmation Form 21 APPENDIX F Bidder’s Declaration 22
32 of 86
1.0 GENERAL INFORMATION 1.1 Purpose
The objective of this Request For Proposal (RFP) is to receive proposals from qualified Fire Dispatch Communication Centre Service Providers to implement and maintain a fire dispatch communication centre on behalf of the County of Lanark. The fire dispatch communication centre shall include public reporting, dispatching, telephone systems, and one-way and two-way radio systems that fulfill; communications between the public and responding fire departments, and communications within the fire departments under emergency and non emergency conditions.
To administer the RFP process and the selection of a Fire Dispatch Communication Centre Service Provider, Lanark County has constituted a Fire Dispatch Sub-Committee of Council which also includes Senior County Administration Staff. The Lanark County Fire Chiefs covered by the scope of this proposal, have been an integral part of the overview and development of this RFP.
1.2 Local Municipal Relationships with Lanark County Fire Communications Provisions The County of Lanark contracts the provision of Fire Communications Centre Services on behalf of the following municipalities.
Town of Carleton Place; Town of Mississippi Mills; Township of Beckwith; Township of Drummond / North Elmsley; Township of Lanark Highlands; Township of Montague; and Township of Tay Valley. Information is provided in “Appendix A” with regards to call volume, number of stations, and other relative details with regards to each municipality. The County of Lanark owns and is responsible for the maintenance of all in field equipment required to provide effective dispatch capabilities within the geographical County of Lanark. Provided in Appendix “B” is a description of equipment and services provided by the County of Lanark to maintain the in field infrastructure.
33 of 86
1.3 Background
In 2002, the County of Lanark entered into its first fire dispatch service contract to provide a County fire dispatch service. As this contract reaches its term, the Lanark County Council supported the direction to issue a request for proposal (RFP), to meet the future needs of the Lanark County Fire Chiefs with regards to fire dispatch communication centre services. Lanark County Council approved a sub-committee of Council, named Fire Dispatch Sub-Committee to lead this process with the Director of Administrative Services. The Lanark County Fire Chiefs provided information and direction required to meet future needs of the fire dispatch communications centre. The Fire Dispatch Sub-Committee reviewed all presented ideas and supported direction and documentation as outlined in the RFP.
1.4 Confidentiality of Information in the RFP
Any information furnished to you under this RFP is for the sole purpose of responding to this RFP. All information provided is considered to be confidential by Lanark County and prospective bidders shall have a fiduciary obligation to keep all such information confidential. Reproduction of any part of this RFP is authorized only for the preparation of your response.
1.5 Scope of Requested Proposal
The County of Lanark requires a Fire Communications Centre service provider to meet the responsibilities and obligations of the following;
1.5.1 Communication Centre
The Service Provider;
1.5.1.1 Must provide a communication centre based as a continuous
operation twenty four hours per day, 365 days per year. 1.5.1.2 Must be capable of receiving a downstream information packet from
the County of Lanark identified CERB, which is under current contract with OPP Orillia.
1.5.1.3 Must be capable of meeting the requirement of; answering 95% of
alarms answered within 15 seconds, and 99% of the alarms shall be answered within 40 seconds, and that 95% of the emergency dispatching shall be completed within 60 seconds.
34 of 86
1.5.1.4 Provide location of the primary Fire Communications Centre and identify the service provider’s equipment including make, model and date of installation. Indicate if multi console is available.
1.5.1.5 Under all conditions, must have the following two sources of power that shall be provided for the operation of the communications centre and its related support systems and equipment: One circuit from a utility distribution system and a second from an engine-driven generator, and automatic transfer upon power failure shall be provided. Provide information as indicated in this requirement.
1.5.1.6 Must have in place, a remote back-up centre/system and the remote back-up site must be capable of replacing the primary site in the event of the primary’s failure. The remote back-up system must be on-line at all times with the ability to receive and process calls in the case the primary call centre fails for any reason. Provide location of remote back-up centre.
1.5.1.7 Provide the disaster/emergency recovery communications centre plan
that describes the actions taken if the primary site is incapacitated and steps taken that ensures the primary centre back into operation as soon as possible.
1.5.1.8 Must have ability to receive hearing/voice impaired information.
1.5.1.9 Must be equipped with multi-channel digital logging equipment.
1.5.1.10 Must be equipped with individual call checker equipment.
1.5.1.11 Must have computer aided dispatch equipment utilizing County of
Lanark GIS mapping to accommodate response site location. Provide details on data layer detail and format requirements.
1.5.2 Communication Staffing/Communicators
The Service provider shall provide; 1.5.2.1 Staffing during any labour disruption.
1.5.2.2 Sufficient and properly trained communicators must be on duty at all
times.
1.5.2.3 Communicators must be competent in the operating of the software, paging and communications devices necessary in both dispatching and calling, and the continuance of support. Fire Service communicators must also be trained as per Fire Marshall Public Safety Guideline 04-65-12, as referenced in Appendix “C”.
35 of 86
1.5.2.4 Communicators must be competent to receive emergency information from within the geographical area of Lanark County and dispatch to the appropriate fire service.
1.5.2.5 Communicators must have the capability of maintaining constant
communication with fire responding crews for full duration of the incident and further support fire site requests for notification of other agencies as required.
1.5.2.6 In case of technological failure with the CAD system, communicators
must be competent in providing manual emergency site locating by means of paper maps and written forms. Written procedures for this process must be available.
1.5.2.7 Communicators will provide system testing requirements and other
calls as requested by Lanark County Fire Chiefs.
1.5.3 Records Management/Reports
The service provider; 1.5.3.1 Must maintain accurate and dependable reports based on accurate
electronic time stamping. Reports must reflect accurate times.
1.5.3.2 Must have records management system that provides a report at the conclusion of each incident that meets the Fire Marshall’s Office incident reporting requirements, and this report be sent immediately to the appropriate Fire Department contacts. Reference Fire Marshall Public Fire Safety Guideline 04-64A-12 as per Appendix “D”.
1.5.3.3 Must have records management system that provides a report on
monthly and annual statistics. These reports will be provided to the Director of Administrative Services/Clerk within two working days of the period ending.
1.5.3.4 Must have records management system that provides information
based on property identification and roads information.
1.5.3.5 Must identify and provide examples of the software used for records management and reporting purposes.
36 of 86
1.5.4 General
The service provider; 1.5.4.1 Must provide an operational contact that will act as liaison between
the Lanark County Fire Chiefs, and the Communication Staff. This will address daily and immediate needs and concerns of any operational situations.
1.5.4.2 Will participate in quarterly meetings between the service provider
and Lanark County Chiefs, chaired by the Lanark County Director of Administrative Services. The objectives of these meetings will be to address issues arising from the service provider contract, and degree of satisfaction of all parties. Other meetings may be called by either parties contacting the Lanark County Director of Administrative Services.
1.5.4.3 Will provide procedural operating guidelines in conjunction with the
Lanark County Fire Chiefs to ensure both parties fully understand all expectations.
1.5.5 RFP Submission Requirements
The service provider; 1.5.5.1 Shall provide a description of their experience. Detail all fire related
and other applicable experience in the operation of a communication centre.
1.5.5.2 Shall provide references of clients that receive similar services as
identified in this proposal and permission to contact these references. Provide information on length of service and call volume with the reference clients.
1.5.5.3 Must provide a minimum of five million dollars ($5,000,000.00) liability
insurance and will name County of Lanark, Town of Carleton Place, Town of Mississippi Mills, Township of Beckwith, Township of Drummond / North Elmsley, Township of Lanark Highlands, Township of Montague and Township of Tay Valley as additional named insured.
1.5.5.4 Shall provide an annual fee based on three year agreement with additional option of extending to five years.
37 of 86
2.0 SUBMISSION CONDITIONS FOR PROPOSALS Proposal submissions must meet the following conditions:
2.1 Proposal Content Bidders must address each individual item under section 1.5 with an explanation on how this requirement will be met, and also ensure that each identified item is clearly referenced with your information relative to the item. For example, 1.5.1.1, states how this requirement is met and then 1.5.1.2, states how this requirement is met. Some items, such as 1.5.4 will require your supportive thoughts to the identified requirement. In this case, provide how this requirement would be addressed within your organization. The following section requires reference and response; 1.5.1 Communication Centre – 1.5.1.1 to 1.5.1.11 – 11 items 1.5.2 Communication Staffing – 1.5.2.1 to 1.5.2.7 – 7 items 1.5.3 Records Management/Reports – 1.5.3.1 to 1.5.3.5 – 5 items 1.5.4 General – 1.5.4.1 to 1.5.4.3 – 3 items 1.5.5 RFP Submission – 1.5.5.1 to 1.5.5.4 – 4 items 2.2 Proposal Terms and Conditions
Proposals and the quotations therein must be kept open for acceptance until June 30, 2005, to provide time for any delay in the approval process.
In the proposal pricing, all costs are to be stated separately, with any applicable taxes shown separately.
Bidders may be invited to an interview for a presentation, and to demonstrate their proposed software.
The County of Lanark reserves the right to clarify proposals, and secure modifications to meet its desired needs.
Following the evaluation of the proposals, including the demonstration, the Fire Dispatch committee will select a preferred bidder, and make a recommendation to Lanark County Council.
The decision will be made based on an assessment of all criteria, not necessarily the lowest price.
Such recommendation is subject to the final approval of Lanark County Council, which may accept, amend or reject such recommendations in their absolute discretion.
38 of 86
The County of Lanark may accept any of the Proposals they receive, or may accept none, as they see fit in their absolute discretion. The County of Lanark reserves the right to cancel this RFP at anytime without penalty or cost to the County, and/or to reissue this RFP in its original or a revised form.
The County of Lanark will not be responsible for any costs incurred by prospective bidders in the preparation of proposals, presentations, or demonstrations.
2.3 Proposal Submission
2.3.1 Proposals shall be delivered by 3:00 PM EDT on May 19, 2005.
Proposals received after this time will not be considered, and returned unopened.
2.3.2 Eight (8) paper copies of the Proposal document, plus an electronic
copy on CD, are to be mailed or delivered (No fax) to:
Clerk’s Department, County of Lanark Box 37, Sunset Blvd., 99 Christie Lake Road Perth, ON K7H 3E2
Attention: Cynthia Moyle, Director of Administrative Services/Clerk 2.4 Bidder’s Confirmation Form/Bidder’s Declaration Form
2.4.1 Please complete the attached Bidder’s Confirmation Form, Appendix
E and Bidder’s Declaration, Appendix F and return to the issuer as soon as you have determined that you will be responding.
2.4.2 Any subsequent information regarding the RFP will be directed only to
those who have registered their intention to submit a proposal through a Bidder Confirmation Form.
2.5 Questions or Requests for Additional Information
The County will deal with questions regarding the RFP, or any other related questions as follows:
2.5.1 Questions or requests for additional information or clarification, should be
submitted in writing by e-mail (or fax) not later than May 4, 2005 to:
Cynthia Moyle, Director of Administrative Services/Clerk
County of Lanark E-mail: [email protected] Fax: (613) 267 – 2964
39 of 86
2.5.2 Any questions submitted, which in the County’s discretion may affect the content of the RFP, will be answered by e-mail or fax to all registered bidders.
2.6 RFP Timetable
RFP Issued Apr 29, 2005 Bidders Meeting May 5, 2005 9:00 AM RFP Submission Deadline May 19, 2005 3:00 PM Evaluation Process May 24 to 27, 2005 Presentations / Demonstrations June 1, 2005 If required Recommendation to June 8, 2005 Corporate Services Committee Submission of Successful Bidder June 22, 2005
To County Council for Approval . Notification to Successful Bidder June 23, 2005 Contractual finalization July 4-11, 2005
Project Implementation begins July 18, 2005 Cutover Date December 10, 2005
40 of 86
3.0 EVALUATION OF PROPOSALS
Proposals will be evaluated to determine the successful bidder. 3.1 Proposal Evaluation Criteria and Rating System
3.1.1 The submitted proposals will be evaluated based on a number of criteria including the following:
• Communications Centre 33 Points • Communications Staffing 35 • Records Management 25
• General 12
• Experience & reference 30 • Cost of the total the Proposal 65
____ 200 Points
3.1.2 The County of Lanark reserves the right to clarify proposals and secure
modifications to meet their individual desired needs. 3.2 Presentation and Demonstration of Proposed Bids
3.2.1 Bidders may be required to confirm the quoted functionality of the software and an understanding of the specified requirements of the RFP through a demonstration.
3.2.2 Demonstrations will be scheduled with the provider on-site on June 1, 2005 if required.
3.3 Awarding of Contract
3.3.1 Evaluation and a bidder selection will be finalized by the Lanark County Fire Dispatch Sub-Committee.
3.3.2 The decision will be presented to the County Corporate Services
Committee for review with a recommendation.
41 of 86
3.3.3 Submission would then be made to Lanark County Council for approval of supplier selection, and the authorizing by-law, should Council decide to proceed.
3.3.4 It is expected that the Council decision will be announced by
June 23, 2005. 3.3.5 Upon awarding the contract based on the information submitted in
proposals received, the County reserves the right to work with the successful supplier to modify any of the components outlined in this RFP that are agreeable to all parties.
3.3.6 The successful bidder will not have the right to assign the contract, nor
any interest therein, nor to subcontract the supply of any product or performance of any service, without written consent of the County of Lanark.
3.3.7 The successful bidder shall indemnify and hold the County harmless
from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether wilful or otherwise by the County, it’s agents, officers, employees or other persons for whom the County is legally responsible.
3.4 Confidentiality of Proposals
All information submitted in proposals shall be kept confidential by the County of Lanark, subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act –RSO 1990, c. M 56, as amended. (MFIPPA).
Accordingly, all documents provided to the County in response to this RFP may be available to the public, unless the submitting party requests that the information be treated as confidential. All information is subject to MFIPPA, and may be subject to release under the Act, notwithstanding your request to keep the information confidential.
42 of 86
APPENDIX “A”
Lanark County Fire Department Information
Municipality Population Station Location Apparatus Personnel 2004
calls*
1 Beckwith (Beckwith Township)
6,200 Beckwith 5 26 47
2 Carleton Place (Town of Carleton Place)
9,800 Carleton Place 7 24 167
3 Bathurst, Burgess, Drummond & Elmsley (Tay Valley & Drummond North/Elmsley Townships)
12,110 Perth 7 33 93
4 Lanark Highlands (Lanark Highland Township)
5,200 White Lake 2 12 94
Tatlock 2 18
Lanark Village 3 20
Middleville 4 18
Lavant Dalhousie & North Sherbrooke
6 at 4
stations
24
5 Mississippi Mills (Town of Mississippi Mills)
12,000 Almonte 10 30 160
Pakenham 4 25
6 Montague (Township of Montague)
3,100 Smith Falls 6 25 64
7 South Sherbrooke (Tay Valley Township)
Maberly 6 29 35
Total 660 *calls is a call received by fire dispatch requiring the completion of a FMO incident report. This call volume does not include training and tests calls.
43 of 86
APPENDIX “B”
Lanark County In Field Equipment and Service Information The Lanark County Fire Departments are currently dispatched from the Perth/ Smiths Falls joint dispatch system located in Perth and Smiths Falls. The Lanark County Fire Dispatch requires a full dispatch service to receive emergency calls, multiple 2-tone voice pages on 8 channels using up to 16 different tone remote function tones. Existing system outline:
Comprises of eight tower locations throughout the County of Lanark. Combination of UHF, land line and microwave links back to 5238 Highway # 43 Port Elmsley
Port Elmsley is the main demarcation point to the dispatch centre. At this location there is the equivalent of nine: four wire audio circuits. The two other demarcation points are in Perth and Smiths Falls. These are on the water towers in both locations. Should the dispatch move from the current location in Perth a technical solution would needed to allow the Perth and Smiths Falls radio console system to share the base radios on the water towers in Perth and Smiths Falls. A prospective bidder must be able to interface with the above locations and bring the equivalent of eleven ‘four wire’ audio circuits into their dispatch centre. In addition 9-1-1 trunks and telephone line facilities would be required. Currently this involves a quantity of three E9-1-1 trunks and quantity of 7 digit local lines. At the dispatch centre a digital voter (owned by the County) has to be interfaced with the console. This requires eight “4 wire audio interfaces” for the County and three 4 wire audio interfaces for the Fire Marshal channel. In addition the console would require aux/io capacity to receive channel vote indications for the 11 channels and alarm indication inputs for the 11 channels. In addition 11 outputs would be required to allow the operator to disable any of the 11 channel voters. The operator of the console would need a clearly visible and user friendly indication of the voter selector activity, alarms and the ability to disable channels. In addition there are a number of local exchange emergency telephone lines answered by the dispatch centre. The dispatch centre must meet the technical requirements above. The final bid must include all costs, both one time installation cost and ongoing monthly cost, for all linking required to their facilities with the above demarcation points. They also must include the costs of doing
the interface and installing the digital voter at their location. The voter requires a climate controlled environment and quality high availability pure 120 VAC sine wave UPS power.
44 of 86
APPENDIX “C”
Public Fire Safety Guidelines Subject Coding PFSG 04-65-12
Section Communications/Resource Centre
Date March 2001
Subject Fire Service Communications Centres
Page
Purpose: To assist municipalities and fire service managers in development and provision of fire service communication centres.
Introduction: At the present time fire service communications services
are delivered through a myriad of systems. These include dedicated fire service communications centres, other municipal communications centres such as local police, third party government communications centres such as OPP and Central Ambulance Communications Centres and third party private communications systems such as answering services and private telephone companies. Fire phones and telephone inter-connect systems are also used to a limited degree.
Development: Since their inception, fire service communications
systems have continued to evolve. Advances in technology have taken fire service communications to increasingly complex integrated multi-line telephone systems including 9-1-1, and multi channel radio systems supported by computer aided dispatch (CAD) and geographic information systems (GIS). Adequate technical support must be provided to maintain and improve these systems.
45 of 86
Related Functions: If it is not possible for a fire department to provide dedicated fire service communicators, it is strongly recommended that a qualified third party agency provide the service.
Because of the increasingly specialized nature of fire service communications, it may not be possible for private third party providers to continue to deliver fire service communications services.
Fire department managers must have input into the operation and management of the selected communications delivery system. They must have the ability to address issues as they develop. Also, fire department concerns must form an integral part of the long-term planning process for the communications centre.
In those cases where multiple agencies combine to deliver this service, there is a need for a clear and concise operating agreement between the parties. The structure of the management committee should be incorporated into the operating agreement between the various agencies participating in the centre.
The following are areas of consideration for inclusion in agreements:
• parties involved
• intent of agreement
• extent of the fire department management role
• services to be purchased/provided
• define area(s) to be protected including map of the area(s) served, (if streets or roads are used as boundaries, are properties on and accessible from both sides of the street or road included?)
• apparatus and equipment to respond, personnel to respond - minimum and/or maximum number including any variations for different occurrences
• arrangements for extra assistance, if needed
costing arrangements, including;
46 of 86
annual costs
any administrative fees
payment schedule including any special arrangements relative to ancillary services
• provisions for failing to supply the services, or any part thereof
• authority to contact communicators directly by specific persons
• provisions for amending the agreement
• provisions for terminating the agreement
• arbitration (dispute resolution) clause(s) in case of disagreement regarding the intent of any provision of the agreement
The fire department should seek advice and input in development of the agreement from its municipal solicitor.
Because of increasing complexity of fire services communications, wherever possible, dedicated fire service communicators should provide services. The call takers must elicit proper and full information from the caller, provide appropriate instructions to the caller, and transfer appropriate information to the responders.
Regardless of how the service is delivered, it is critical that all fire service communicators receive training that reflects the unique nature of fire service communications. While a number of agencies provide training for communicators, fire service communicators must also be trained to:
• support the incident management system used by the fire service
• support the accountability and entry control systems used by the fire service
• support the functions of the safety officer at an emergency incident
• support personnel working in a potentially violent situation
47 of 86
Codes, Standards, and Best Practices:
Codes, Standards, and Best Practices resources available to assist in establishing local policy on this assessment are listed below. All are available at http://www.ofm.gov.on.ca/. Please feel free to copy and distribute this document. We ask that the document not be altered in any way, that the Office of the Fire Marshal be credited and that the documents be used for non-commercial purposes only.
48 of 86
APPENDIX “D”
Public Fire Safety Guidelines Subject Coding PFSG 04-64A-12
Section Communications/Resource Centre
Date March 2001
Subject Communications Best Practices
Page
Purpose: To assist municipalities and fire service managers in the development of best practices and procedures which record benchmark times.
Introduction: This guideline is a suggested model for fire
department communications benchmarks. • A key factor in determining the effectiveness of
the delivery of fire protection is measuring the performance of the fire service in relation to the time the original call was received in relation to functions implemented on the fire ground or emergency scene.
49 of 86
Process: While many benchmark times may be gathered and customised to meet local needs and circumstances, it is recommended that, as a minimum the following times and information be recorded mechanically or electronically by every communications centre;
• Date and time call originated
• Date and time call originally answered (9-1-1 or local)
• Date and time call conferenced (9-1-1)
• Date and time call answered by downstream agency (9-1-1)
• Date and time alarm dispatched
• Date and time alarm acknowledged
• Date and time each apparatus mobile
• Date and time each apparatus on scene
• Number of personnel on each apparatus
• Date, time and name of officer assuming command
• Date and time agent was applied
• Date, time and name if command is transferred
• Date and time "All Clear", if applicable
• Date and time "Under Control", if applicable
• Date and time "Loss Stopped", if applicable
Wherever possible fire service communication centre clocks should be synchronised with other public safety agencies serving the same area.
50 of 86
Service Delivery Implications:
There is a need to manage each of the components of the call-taking process in order to improve performance and efficiency to reduce the total intervention time at a fire emergency.
• A reliable communications system directly impacts on the ability of a fire department to provide effective fire protection to a service area.
• An effective system can result in reduced intervention time thereby reducing injuries, loss of life and property due to fires and other emergencies.
• An effective system contributes to a safer work environment for emergency responders and contributes to the timely response to non-emergency assistance to the public.
Policy Requirements: Specific communications centre policy should be
developed to establish: • the maximum time allowed to answer incoming
emergency lines
• the maximum time allowed to record and commit initial emergency incident data
• the maximum time allowed to alert fire crews
• the maximum time crews are allowed to depart station
• the maximum time allowed prior to initiating a second alert or implementing automatic/mutual aid if a station fails to answer or respond to an alarm
• identified circumstances that would allow communicators to automatically call for additional assistance without direction from the incident commander.
• See NFPA 1221, for the percentage and time expectations for completion of tasks.
51 of 86
Codes, Standards, and Best Practices:
Codes, Standards, and Best Practices resources available to assist in establishing local policy on this assessment are listed below. All are available at http://www.ofm.gov.on.ca/. Please feel free to copy and distribute this document. We ask that the document not be altered in any way, that the Office of the Fire Marshal be credited and that the documents be used for non-commercial purposes only.
52 of 86
APPENDIX “E”
LANARK FIRE DISPATCH COMMUNICATIONS
CENTRE SERVICE PROVIDER RFP
Bidder’s Confirmation Form
COMPANY:_____________________________________________________
intends to respond to the Request for Proposals for a Fire Dispatch Communications Centre Service Provider for the County of Lanark
Direct all correspondence to: Name: __________________________________________ Title: __________________________________________ Company: __________________________________________ Address: __________________________________________ __________________________________________ Phone: _________________________ Fax: _________________________
E-mail: _________________________
SIGNED: _____________________________________ FAX THIS FORM TO: Cynthia Moyle, Director of Administrative Services/Clerk
County of Lanark Fax: (613) 267 – 2964
53 of 86
APPENDIX “F”
Bidder’s Declaration To: THE CORPORATION OF THE COUNTY OF LANARK Re – Fire Dispatch Communication Centre Services Provider RFP
I/We (title/position)
of (name of firm)
1. DECLARE that no person, firm or corporation other than the one who’s signature or the signature of whose proper officers is attached below, has any interest in this proposal or in the Contract proposed to be undertaken. 2. FURTHER DECLARE that this proposal is made without any connection, knowledge, comparison of figures or arrangement with any other company, firm or person making a proposal for the same work and is in all respects fair and without collusion or fraud.
3. FURTHER DECLARE that no employee of the County of Lanark, or any Member Municipality, or Member of Council and their families is, or will become interested directly or indirectly as a contracting party or otherwise or in the performance of the Contract or in the supplies, work or business to which it relates or in any portion of the profits thereof, or of any such supplies to be used therein or any of the monies to be derived there from.
4. FURTHER DECLARE that the several matters stated in the said proposal is in all respects true.
5. FURTHER DECLARE that I/We have verified the requirements of the proposed work, and offer to enter into a Contract to do all of the work and to provide all of the labour and all materials mentioned and described or implied therein, under the provisions set forth and to accept in full payment therefore the sums stated on the Schedule of Fees and Expenses attached to this proposal.
6. AGREE that this offer is to continue open for acceptance until the formal Contract is executed by the successful Bidder.
_______________________________ _______________________________ Signature of Witness Signature of Authorized Officer
_______________________________ _______________________________ Name of Witness (print) Name of Authorized Officer (print) DATED at ______________________, this _______ day of _______________, ____
54 of 86
THE COUNTY OF LANARK
CORPORATE SERVICES COMMITTEE June 8, 2005
Report #F-07-2005
of the Treasurer
2004 YEAR END FINANCIAL SUMMARY 1. RECOMMENDATIONS To be received for information only. 2. PURPOSE To provide a year end summary of financial performance for the year 2004. 3. BACKGROUND On April 28, 2004, the 2004 Budget for the County of Lanark was approved as shown
in Appendix A. 4. DISCUSSION As shown in Appendix A, 2004 Year end report, the surplus in 2004 was approximately
$740,000 or 3.9%. Pending the reserve policy being finalized, this was transferred into the contingency reserve. Quarterly forecasts were provided to the Corporate Services Committee throughout the year which all indicated that the County would have a surplus in the range of $600,000 to $870,000.
5. ANALYSIS AND OPTIONS
N/A
6. FINANCIAL IMPLICATIONS
At 3rd quarter, the Treasurer projected that the County would experience a surplus of approximately $870,000 of 4.8%. This assumed that cross border revenues would be accrued for 2004. As this was not done, the surplus was reduced by $230,000. During the last quarter, Public Works and Social Services expenditures were less than expected which increased the surplus to $740,000. The attached report outlines the detailed results for 2004 by department.
7. LOCAL MUNICIPAL IMPACT
N/A
55 of 86
8. CONCLUSIONS The County 2004 results indicate a surplus of $740,000 which was transferred into the contingency fund at the end of the year. This will be redistributed with the new reserve policy to be developed in 2005.
9. ATTACHMENTS
APPENDIX A: 2004 YEAR END REPORT
56 of 86
57 of 86
58 of 86
59 of 86
60 of 86
61 of 86
62 of 86
63 of 86
64 of 86
65 of 86
66 of 86
67 of 86
68 of 86
69 of 86
70 of 86
71 of 86
72 of 86
73 of 86
74 of 86
75 of 86
THE COUNTY OF LANARK
CORPORATE SERVICES COMMITTEE June 8, 2005
Report #F-08-2005
of the Treasurer
2005 FINANCIAL SUMMARY FOR THE PERIOD ENDING 31 MAY 2005 1. RECOMMENDATIONS To be received for information only. 2. PURPOSE To provide an in-year summary of financial performance for the year 2005 based upon
year to date results. 3. BACKGROUND On April 13, 2005, the 2005 Budget Estimates for the County of Lanark was approved
as shown in Appendix A. 4. DISCUSSION As shown in Appendix A, total YTD expenditures were $16.69 million representing
31% of the 2005 Approved Budget and the revenues received or transferred from reserves were $6.12 million representing 18% of the projected revenues for the year resulting in net expenditures of $10.57 million or 53% of the overall budget. The revenues received are slightly lower than expected at the time this report was developed. This is primarily due to timing of receipt of grants and subsidies, as well as timing of transfers from reserves. For example, reserve transfers have not been completed for a majority of the programs. In 2004, expenditures to the end of May were slightly higher than 2005 at $16.8 million as were revenues at $11.67 million for a net change of $5.19 million. At May 31, 2005, the County had earned taxation revenue totaling $8.27 million and collected $4.79 million of its 2005 levy. This represents 25% of the previous year levy as per By-Law 97-1. The next billing for the 2005 levy ($4.96 million) occurs in July. At May 31, 2005 a projection of expenditures and revenues was undertaken which indicates that significant one time expenditures ($8.21million) are still to occur in 2005, particularly in Public Works as several large contracts are just underway as well as winter control contracts yet to begin. Further, actual one time expenditures experienced have been identified and isolated to ensure that projected operating expenditures were appropriately calculated.
76 of 86
Based upon this methodology, it is projected that the County will incur expenses totalling $52 million in 2005, however this is very early and a detailed analysis is required to confirm these values. Due to the early stage of this report, revenues have been projected to be similar to budget as it is too early to predict any trends, therefore it has been assumed that as expected in the 2005 budget $33.9 million will be earned in revenues.
As shown in Appendix A, all departments appear to be in line with the 2005 budget.
5. ANALYSIS AND OPTIONS
N/A
6. FINANCIAL IMPLICATIONS
It would appear that based upon the year-to-date results and current projections that the County’s expenditures are in line with the 2005 budget. In August 2005, an updated report based upon second quarter results will be provided to the Corporate Services Committee and meetings will take place with the individual departments to further refine the forecast and address variances prior to that report being presented.
7. LOCAL MUNICIPAL IMPACT
N/A 8. CONCLUSIONS
The period-ending May 31, 2005 results appear to indicate that the County is in line with the budget. An updated report will be provided at the Corporate Services Committee meeting to be held in August 2005 based upon June month end data.
9. ATTACHMENTS
APPENDIX A: DEPARTMENTAL SUMMARY (NET)
77 of 86
78 of 86
79 of 86
80 of 86
81 of 86
82 of 86
83 of 86
84 of 86
THE COUNTY OF LANARK
CORPORATE SERVICES COMMITTEE
June 8th, 2005
Report #C-09-2005 of the Director of Administrative Services/Clerk
ELECTRONIC DISTRIBUTION OF AGENDAS, MINUTES AND REPORTS
1. RECOMMENDATIONS It is recommended that:
Report #C-09-2005 Electronic Distribution of Agendas, Minutes and Reports be received as information only.
2. PURPOSE
The purpose of this report is to give an update on the status of distributing all printed materials from the County electronically to County Councillors.
3. BACKGROUND None.
4. DISCUSSION
A few Councillors are still unable to receive agendas electronically due to the size of their mailbox. For this reason the Clerk’s Department is unable to consistently email agendas and minutes. It is anticipated that the website will be up and running by July 1st. Councillors will be able to download agendas and minutes directly from the website. The Clerk’s Department will email a notice to all Councillors that the website has been updated and each Councillor will be able to print a copy of the agenda and minutes of the respective meetings at their convenience.
85 of 86
5. ANALYSIS AND OPTIONS
There are two options:
i) To continue using the Lanark County Transportation to deliver agenda packages at a cost of $495/month until the website is up and running.
ii) To implement electronic agendas and minutes through the use of email
effective immediately and those Councillors unable to receive them electronically will be responsible to pick their packages up at the County Building prior to the meeting date.
6. FINANCIAL IMPLICATIONS The annual courier costs for the delivery of agenda packages is approximately $5,455. By implementing electronic delivery of the agendas, minutes and reports, the anticipated savings would be the cost of the courier service. 7. LOCAL MUNICIPAL IMPACT None. 8. CONCLUSIONS
It is recommended that the Clerk’s Department continue delivering agenda packages till the end of June.
9. ATTACHMENTS None.
86 of 86
