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HomeMy WebLinkAboutESCI - Emergency Services Consulting International - Strategic Plan 2017Emergency Services Consulting International Providing Expertise and Guidance that Enhances Community Safety PERSONAL SERVICES CONTRACT This agreement made this3�a day of rF_D 2017, by and between Pasco Fire Department and Emergency Services Consulting International doing business as an Oregon corporation in Wilsonville, Oregon, hereinafter called ESCI. WITNESSETH: 1. For and in consideration of the payment, agreements, and scope of work herein attached as Attachment A to be made and performed, Client and FSC! hereby agree to commence and complete the consultation, to provide the work described, and comply with the terms of the contract to conduct a Strategic Plan (Project). 2. ESCI will furnish labor, materials, and other services necessary to complete the Project for Client, and Client shall provide to ESCI the information, data, and assistance required as specified in the attached scope of work. 3. Fees: The Client shall pay ESCI a sum not to exceed Seventeen Thousand Dollars ($17,000) including expenses. Client shall pay ESCI according to the following schedule: A. 10% due at contract signing B. Monthly payments as work progresses C. Payment shall be made within 30 days of receipt of invoice 4. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 5. The laws of Washington shall govern this agreement. 6. ESCI shall comply with all federal, state, and local laws applicable to the work under this agreement. 7. Termination. Client may terminate this agreement for any reason upon thirty (30) days written notice to ESCI. Payment for all work completed and expenses incurred up to the time of termination shall be due immediately upon termination by Client. 8. Amendment. This agreement may be amended by mutual written agreement of all parties. 9. Independent Contractor. ESCI is engaged as an independent contractor and will be responsible for any federal or state taxes applicable to the payments under this agreement. ESCI is not currently employed by Client and will not be under the direct control of Client. Because ESCI is an independent contractor, Client will not be liable for any tax withholding, social security payments, state workers' compensation insurance, unemployment insurance, retirement system payments, or other similar expenses normally payable on behalf of employees of Client. aga L4 10. Indemnification. ESCI agrees to indemnify, defend, and hold harmless Client and its officers, agents and employees, from and against any and all claims, losses, actions, or judgments for damages or injury to persons or property arising out of or in connection with the acts and/or any performances or activities of ESCI, ESCI's agents, employees, or representatives under this Agreement. 11. Attorney Fees. If suit, action, or arbitration is brought either directly or indirectly to enforce the terms of this agreement, the prevailing party shall recover, and the losing parry hereby agrees to pay, reasonable attorney's fees incurred in such proceeding, in the trial and appellate courts, as well as costs and disbursements as ordered by a court of competent jurisdiction. 12. This agreement is an integrated writing, executed by the parties after negotiation and discussions of all material provisions. None of the parties to this agreement have relied upon inducements, concessions, or representations of fact, except as set forth in this agreement. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, the agreement in two (2) copies, each of which shall be deemed an original, on the first date written above. Pasco Fire Fiirree Department B — S no Title Date: Emergency Services Consulting International // �,� gy. L_ __Title: 6 ^t r/U` n ( , � %"tl' Date: Si ature ESC! Project: Pasco Fire Department Strategic Plan Page 2 Attachment A Scope of Work Phase I. Project Preparation Task 1-A: Project Initiation & Scheduling ESCI will develop a project plan and converse with the community's project liaison to gain a comprehensive understanding of the organization's background, goals, and expectations for the strategic plan process. The project plan will be developed identifying: • Local strategic planning team composition and recruitment • Strategic planning workshop format • Schedule • Location and other logistical issues • Potential impediments and organizational issues This meeting will also help to establish working relationships, make logistical arrangements, determine an appropriate line of communications, and finalize contractual arrangements. Phase 1i: Customer -Centered Environment Assessment Task 2-A: Member Survey In order to provide all internal personnel with an opportunity to participate in this data gathering event, ESCI will work with the client to develop the internal survey. The survey will be designed by Pasco FD to gather detailed feedback related to several aspects of the members' priorities, opinions, and expectations related to the organization and its future. To ensure respondent anonymity, ESCI will obtain survey responses confidentially. This will be accomplished using an internet-based survey accessible only by the intended participants. The survey results will be delivered directly to ESCI. ESCI's Survey Manager will develop and produce an executive summary of the survey results, and the project manager will provide the results to the internal planning team, identifying trends and common themes. Task 2-8: Allied Agency Feedback ESCI will meet with allied government agencies who regularly interact with, cooperate or assist PFD In the performance of work. Any is issues of concern or support by these agencies will be fed into the internal planning team for consideration as strategic initiatives, goals and objectives are formed. This will be conducted on the same day but separate from the citizen forum, which will occur in the evening, as outlined in the following task. ESCI Project: Pasco Fire Department Strotegk Plan Page 3 Task 2-C: Public Meeting and Assessment of Customer Needs and Expectations ESCI facilitators will assist the department in identifying external customers/key members of the community. Once identified, invitations will be mailed and ESCI will convene these external customers/community leaders for the purpose of addressing the issues outlined above and gaining a realistic view of external customer needs and expectations. The project team will organize these meetings after normal working hours to accommodate citizen work schedules. ESCI has found through experience that 80 to 90 percent of the invitees attend these sessions and actively participate. At a minimum, we recommend the representatives of this citizen's focus group include, but not be limited to: • Business owners • Service groups representative(s) (i.e., Chamber of Commerce, Rotary, Lions) • Prominent citizens in the community • Members of civic organizations • Media representative(s) • Multiple citizens who have been actual recipients of fire and EMS services respectfully • Representatives of neighborhood organizations and/or homeowner associations • Representatives of non-profit organizations • Representatives of local industry • Other citizen -customers as identified by the strategic planning group ESCI will facilitate these group meetings with the presence of one organization representative, usually a chief or chief officer, to act only as a technical resource and to answer questions that may arise that the facilitator is unable to answer. In addition to facilitating the session(s), ESCI may utilize surveys and questionnaires to gather necessary information. This step is critical, as it ensures that customer needs and concerns are incorporated into the strategic plan. More and more, the public is demanding the accomplishment of specific objectives and services with fewer resources. This step ensures that the public concerns are recognized by the organization and incorporated into the long-range strategic planning processes and arms influential members of the public with important background information about their public safety agency that they might not have been exposed to under normal circumstances. The process will seek to identify: • How customers prioritize the services provided by the organization • Areas of customer concern about the organization • Customer expectations • Customers positive attributes of the organization • How "good service" is measured by the customer ESCI Project: Pasco Fire Department Strategic Plan Page 4 Phase I/h Planning Workshop ESCI will facilitate the development of an organizational strategic plan utilizing a local planning team (12 to 20 persons) that includes representatives of the elected body and various levels of the organization itself. The strategic planning process will involve a two-day strategic planning "retreat" to be held on consecutive days at an appropriate location within the community suitable for both full group sessions, as well as breakout small group work sessions. Task 3-A: Vision, Mission, and Values ESCI's experienced facilitators will guide the local planning team in the development of meaningful vision, mission, and values: • Vision statements describe the way the organization views itself in the future • Mission statement describes the purpose for which the organization exists • Values enumerate the principles or ideas that are important to the members ESCI will facilitate discussions that ensure participation by all present in order to stimulate challenging thought processes, prevent tangential discussion, and move the group to consensus. Consensus identification of key internal standards creates the moral and practical guidelines of the organization. Task 3-B: Internal and External Assessments ESCI will guide the local planning group through the honest and objective assessment of internal issues and external challenges, also known as the SWOT Analysis. Internal Assessment • Strengths of the organization • Weaknesses of the organization External Assessment • Opportunities facing the organization • Threats challenging the organization Analyzing the strengths, weaknesses, opportunities for, and threats to the organization is the next critical step in the strategic planning process. Strengths are important as they represent areas of the organization to be built upon, and weaknesses are areas to be identified as potential sources for improvement. Opportunities are vital to the future of the organization and should be viewed as positive prospects for growth and enhancement, while threats must be identified and addressed in advance, where possible. Other critical issues facing the department may be identified by the strategic planning group at this point as well. These may include issues that the strategic planning group identifies as issues critical to the health and success of the organization. ESCI Project: Pasco Fire Department Strategic Plan Page 5 Task 3-C: Goals and Objectives ESCI will direct the local planning team in the establishment of goals and objectives, critical tasks, and timelines that are imperative to the organization and the participation of individual members. • Establishment of organizational goals that address the identified concerns of the external and internal customers over a one to five-year timeframe • For each goal, the development of one or more measurable objectives that are written in such a manner as to describe the criteria by which an outcome is judged complete or successful • Development of associated tasks for each goal and objective utilizing the format of identified measurable criteria • Development of reasonable time for completion Attainment of this task will be demonstrated by the establishment of realistic goals and objectives for the organization. In order to meet the mission of the organization, the establishment of these goals is essential to providing the organization and the individual members with a clear direction. The goals and objectives established during this process will become management tools and should be updated on a continuous basis as priorities change and as specific goals and/or objectives are achieved. The goals and objectives can then be used to identify what has been achieved and to denote changes within the community and the organization. Fastidiously following these goals and objectives will provide the department with the necessary direction and guidance into the future. This should also support the department by reducing the number of impediments, disruptions and uncertainties for the organization and its members. Task 3-D: Outcome/Performance Metrics ESCI will direct the local planning team in discussions regarding the establishment of performance measures that assist the organization in measuring their progress toward the organizational vision. This will be an ongoing process, and may initially involve concepts of performance measurement that will require modifications in the collection of necessary data as the organization becomes more focused on measuring achievement and outcomes. Phase IV, Published Strategic Plan Document Task 4-A: Publication of Final Strategic Plan Report ! ESCI will develop and provide the client with a draft strategic plan electronically for review and comment. Any changes noted on the draft will be addressed by ESCI, which will then produce five (5) publication -quality bound, final versions of the written Strategic Plan document. An electronic version of the document will also be provided. t ESCI Project: Pasco Fire Department Strategic Plan Page 6