Town of Canandaigua 5440 Routes 5 & 20 West Canandaigua, NY 14424 (585) 394-1120 www.townofcanandaigua.org Established 1789 In an effort to ensure the most efficient use of taxpayer resources, the Town of Canandaigua is interested in receiving proposals from qualified private and public organizations or municipal entities to provide fire and rescue services to serve the Town of Canandaigua. PROPOSAL SUBMISSION: The Request for Proposal(s) (RFP) is posted on the Town of Canandaigua s website at www.townofcanandaigua.org. RFP released: June 20, 2017 Deadline for Questions: July 14, 2017 Proposals due to Town: July 21, 2017 Potential Interviews: August 2, 2017 Award: August 2017 Start: January 2018 Seven copies of the proposal MUST BE RECEIVED by 3:00 p.m. July 21, 2017. Proposals must be submitted through postal mail or delivered in person to: Email and facsimile copies will not be accepted. Town of Canandaigua Attn: Doug Finch, Town Manager 5440 State Route 5 & 20 West Canandaigua, NY 14424 QUESTIONS CONCERNING THE RFQ/RFP All questions or clarifications needed regarding this RFP should be submitted to the above address with Attn to: Doug Finch or by email to dfinch@townofcanandaigua.org. All questions must be submitted by 4:00 p.m., July 14, 2017. Page 1 of 6
INTRODUCTION The Town of Canandaigua is seeking proposals from qualified organizations that have the ability to enter into a fire services agreement for fire and rescue services with the Town of Canandaigua. The Town is interested in exploring all viable alternatives for these services, in particular alternatives that will meet or exceed current performance standards and/or capabilities for fire and rescue services, sharing of services in order to achieve cost containment, service performance, and regional cooperation. The Town of Canandaigua currently contracts with the City of Canandaigua (City of Canandaigua Fire Department) to perform the function of fire response and rescue services for a certain geographic portion of the Town of Canandaigua indentified in exhibit A. The Town of Canandaigua currently owns and maintains a two-bay fire station located on Firehall Road, near the intersection of Parkside Drive along NYS Route 332. The use of this fire station may at your discretion be included as part of your response in order to provide the most efficient service and response time as possible for the residents and businesses of the Town of Canandaigua. Additionally, the Town of Canandaigua currently has other contracts with providers throughout the Town of Canandaigua. All entities currently operating within or near the Town of Canandaigua are encouraged to respond, as the proposed coverage area could potentially be negotiated to include other geographic areas not identified in exhibit A. Any entities currently contracting with the Town of Canandaigua who wish to propose a negotiated change in service area to include all or part of exhibit A are welcome to respond. All responding organizations may propose fees for servicing the entire area in exhibit A, or alternatively defining partial areas based on response times and locations. REQUIREMENTS Response to this request must provide a narrative on the contractor s assessment for the needs of the Town, estimated level of service needed, approach to emergency services, ability to support the functions and perform the scope and duties outlined; ensure the service delivery, and the means to comply with requirements. The successful contractor must provide the appropriate level of staffing for reasonable response to calls for the Town of Canandaigua, provide for; appropriate training and certification of their staff, their own administrative staff or equivalent, provide equipment, and vehicles necessary to respond to calls for service. Provide a narrative detail of other services to be provided, information, or documentation the organization deems relevant to reviewing the proposal. Page 2 of 6
The standard operating procedures must meet requirements including the National Fire Incident Report System (NFIRS). All firefighters must be trained and compliant to the NFPA 1001 standard and Incident Commanders must comply with the Fire Fighter Safety Standards. The laws of the State of New York shall govern and control the fire service agreement once the contractor has been selected. The parties agree to submit themselves in any legal action exclusive to the Supreme Court of the State of New York, Ontario County. SCOPE OF SERVICES The contractor will provide the following services 24 hours per day / 7 days per week: Fire protection and emergency services in case of accidents, calamities, or other emergencies in which the services of firefighters would be required, excluding emergency medical service incidents, in the designated portion of the Town of Canandaigua identified as exhibit A; Shall promptly dispatch, upon call from the Ontario County 911 Center or upon notification of fire or emergency by any other means, fire-fighting and emergency equipment and personnel to operate the same, and then make diligent efforts to control and extinguish all fires and control or mitigate emergencies; All fire department equipment and personnel necessary and proper for the performance of agreement at contractors sole cost and expense, and all person engaged in fire department matters shall be subject to the exclusive control, direction and supervision of the contractor; Fire Chief or Commander may be utilized for fire protection area as Fire Marshall, and may serve as an advisor to the Town of Canandaigua concerning New York State Fire Code; Compliance with all rules, regulations, and laws. Additionally, the contractor shall prepare and provide to the Town of Canandaigua Town Board a written fire service report for the preceding year by each April 1 st. This report is to include the date; time and nature of each fire call in the designated fire service area, mutual aid calls to other fire protection areas within the Town, timeliness of the response, along with manpower and equipment responding to each call. The report shall also provide detail regarding the actual cost of fire service provided to the Town in the preceding year. Page 3 of 6
CALLS FOR SERVICE The Town of Canandaigua experienced calls for service as follows identified through information provided by the Ontario County 911 Center: Fire/Rescue responses 2016 2015 2014 Town-wide: 297 319 266 Proposed service area: 92 105 87 MINIMUM SCOPE OF INSURANCE The successful contractor shall procure and maintain for the duration of the contract, insurance, naming the Town as an additional insured, against claims for injuries to persons or damage to property, liability, comprehensive general liability, business auto policy, at minimum limits of $ 2,000,000.00 per occurrence which may arise from or in connection with the performance of the work hereunder by the contractor, its agent, representatives, employees or subcontractors. INDEMNIFICATION The chosen entity (contractor) shall defend, indemnify and hold the Town, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the acts, errors or omissions of the Contractor in performance of this Agreement. TERM The term of the agreement with the Town of Canandaigua will commence on January 1, 2018 with the duration to be negotiated. INSTRUCTIONS AND TIMELINE Submittals should be prepared simply and provide a clear description of the respondent s provider capabilities. Please include the following elements in the response: The form of legal entity of the organization responding; The names and contact information of the governing body (if any); The names and contact information of command staff; A map indicating your current geographic boundary coverage area; A schedule of all real property, equipment and vehicles owned by the responding organization associated with providing fire and rescue services; Page 4 of 6
A list of and copy of all Fire related agreements with other agencies; An organizational chart and a description of staffing and shift configuration; Historical data regarding response times for past three years; Annual fee to provide the service of fire and rescue to the Town of Canandaigua. PROPOSAL SUBMISSION: Proposals MUST BE RECEIVED by 3:00 p.m. July 21, 2017. Proposals must be submitted through postal mail to: Town of Canandaigua Attn: Doug Finch, Town Manager 5440 State Route 5 & 20 West Canandaigua, NY 14424 Email and facsimile copies will not be accepted. QUESTIONS CONCERNING THE RFQ/RFP All questions or clarifications needed regarding this RFP should be submitted to the above address with Attn to: Doug Finch or by email to dfinch@townofcanandaigua.org. All questions must be submitted by 4:00 p.m., July 14, 2017. Selection The Town of Canandaigua reserves the right to reject any and all responses to the request for proposals. Respondents may be screened by staff and/or a panel chosen by the Town Board of the Town of Canandaigua. The Town reserves the right to select more than one provider and negotiate fee splits such as the case. Page 5 of 6
EXHIBIT A Page 6 of 6