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Home My WebLink AboutInteract Business Group; 2011-10-17; PEM562PEM 562 AGREEMENT FOR CITY OF CARLSBAD'S SAFETY TRAINING CENTER OPERATIONAL AND MANAGEMENT PLAN CONSULTING SERVICES (INTERACT BUSINESS GROUP) THIS AGREEMENT is made and entered into as of the /7 day of Qcrfc£>ef— , 20 /( . by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and Interact Business Group, a corporation, ("Contractor"). RECITALS A. City requires the professional services of a consultant that is experienced in developing safety training facility operational and management plans. B. Contractor has the necessary experience in providing professional services and advice related to developing operational and management plans for safety training centers. C. Selection of Contractor is expected to achieve the desired results in an expedited fashion. D. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one year from the date first above written. The City Manager may amend the Agreement to extend it for three additional one (1) year periods or parts thereof in an amount not to exceed forty-five thousand dollars ($45,000) per Agreement year. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be not to exceed forty-five thousand dollars ($45,000) including a flat fee of thirty-eight thousand dollars ($38,000) for the work and/or services specified in item 1 of Exhibit "A", attached hereto and made a part hereof, and, a not-to-exceed contingency allowance amount of seven thousand dollars ($7,000) for the work and/or services specified in item 2 of Exhibit "A". No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". City Attorney Approved Version 5/12/11 PEM 562 Payments for the work shall be made incrementally based upon completed items of work as described on an invoice submitted by the Contractor to the City and, as verify by the City Property and Environmental Management ("PEM") Director, or his designee. No work shall be performed against the contingency allowance, identified above, unless and until a written scope of work and/or services has been approved by the City PEM Director, or his designee, and written authorization to proceed on such contingency work has been issued in writing by the City PEM Director, or his designee. 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. City Attorney Approved Version 5/12/11 PEM 562 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII". OR with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X". 10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 10.1.1 Commercial General Liability Insurance. $1,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five^ears following the date of completion of the work. If box is checked, Professional Liabilty City's initials Contractor's initials Insurance requirement is waived. 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on General Liability. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. City Attorney Approved Version 5/12/11 PEM 562 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City For Contractor Name Joe Garuba Name Bill Booth Title Municipal Property Manager Title President Department PEM Address 27818 Valley Center Road City of Carlsbad Valley Center CA 92082 Address 405 Oak Avenue Phone No. (760) 751-0773 Carlsbad, CA 92008 Phone No. (760)434-2893 City Attorney Approved Version 5/12/11 PEM 562 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product City Attorney Approved Version 5/12/11 PEM 562 and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. City Attorney Approved Version 5/12/11 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 1189 State of California County of «_I>CPy\ *^> On \g>~"V ^Q V\ Date personally appeared V\. ^Sbefore Here Insert'Nan^fii^nd Title of the Name(s) of Signer(s) M. GUTIERREZCommisHon* 19113*0 Notify PuWte-CiMontf* SOT DJtuo Cowrty who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) >s/4§) subscribed to the within instrument and acknowledged to me that be/she/(§e^ executed the same in bis/her/tfielD authorized capacity(ies), and that by his/kef/t6H& signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Place Notary Seal Above Signatur&r OPTIONAL Signature of NotarySPublic Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of thi$ form fa anothezdocumeat. Descriptionjjf Attached Document T^ T-*I -r j'l^0^^1^^ tjbJLlN.CifrAAaJl'i^viTitle or Type of DocumenN ^-"^^ y~i—<• Document Date: \<V-~\ -V \Number of Pages: \ VQ Signer(s) Other Than Named Above: " Capacity(ies) Claimed by Signer(s) Signer's Name: _ Corporate Officer — Title(s): 'II Individual Hi Partner — D Limited D General n Attorney in Fact D Trustee D Guardian or Conservator D Other: Signer Is Representing: RIGHT THUMBPRINT OF SIGNER Top of thumb here Signer's Name: HI Corporate Officer — Title(s): D Individual n Partner — D Limited n General n Attorney in Fact n Trustee n Guardian or Conservator [1 Other: Signer Is Representing: RIGHT THUMBPRINT OF SIGNER Top of thumb here © 2010 National Notary Association • NationalNotary.org • 1-800-US NOTARY (1-800-876-6827) PEM 562 EXHIBIT "A" SCOPE OF SERVICES 1. Develop deliverables as defined in Contractor's response to City's RFP 12-02, referenced herein as Exhibit "B" and incorporated as part of this contract. 2. Provide other related consulting for the efficient operation of the City of Carlsbad's Safety Training Center as required by the City from time to time. City Attorney Approved Version 5/12/11 Business Group O Den 0) Joint First Responders Training Facility Operations and Management Plan REQUEST FOP PROPOSAL RFP# 12-02 Prepared for City of Carlsbad Carlsbad, California September 19, 2011 Submitted By: Interact Business Group 29513 Anthony Road Valley Center, CA 92082 This proposal includes data that is proprietary to Interact Business Group that will not be disclosed outside the City of Carlsbad, California and will not be duplicated, used or disclosed - in whole or in part - for any reason other than to evaluate this proposal. The data subject to this restriction are contained in pages marked with the following legend: "Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal." Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 1 Business Group TABLE OF CONTENTS Introduction 3 Statement of Work Scope 3 _> Why Choose Interact Business Group? 3 t/5 pj Project Task Elements 4 ^ Task 1: Internal and External Needs Assessment 4 Task 1A: Carlsbad Fire and Police Departments Internal Needs Assessment 4 Task 1B: Key Potential Outside Users: Focus Groups 5 ^y Task 1C: Key Potential Outside Users: Web Based Survey 6 ~ ._ Task 1D: Needs Assessment Generator Tool 6 r-t-Task 2: Daily Facility Operations Plan 7 Task 3: Internal Operations and Maintenance Budget 8 Task 4: Revenue Forecast from Outside Users 8 Task 5: Governance Plan 9 Initial Conference Call Meeting 9 Pre Meeting Preparation 9 Work Quality / Schedule & Cost Control 9 Timeline & Workplan 10 Cost Proposal 11 Fee Proposal 12 Company Profile 13 IBG—Similar Work, Past Twelve Months 14 Interact Business Group Project Team 15 Contract Summaries 16 Appendix A- Sample of Work Product Methodologies 18 Interact Business Group, Valley Center, CA 760-751-0773 Page 2 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group Introduction The Interact Business Group (IBG), the recognized national expert for the development of strategic business plans for the public safety training community, is pleased to have the opportunity to submit this proposal to prepare a Operational and Management Plan for the City of Carlsbad, California. CO O Statement of Work Scope D W The City of Carlsbad (City) is seeking an operations and management plan (Plan) for their soon to be opened Joint First Responders Training Facility (Facility) that will balance an appropriate availability of training for City of Carlsbad personnel with a cost-effective, revenue-optimizing approach to facility —— management. /U \P The primary task of this project is to develop a complete Operations and Management Plan that may be used 337 by key decision makers to make informed and competent decisions for the safety and well-being of the City and the citizens and property in the community. Why Choose Interact Business Group? Simply stated - The Interact Business Group writes strategic business plans for public safety training centers. It is our primary business. The Business Plan Process© method that we employ is unique. It is a product of research and years of successful projects. We have developed Strategic Business Plans for small departments as well as large multi-municipal government agencies, community colleges and universities. The process is a collection of activity tasks that when completed comprises a comprehensive Strategic Business Plan. The Business Plan Process© is all encompassing and answers every question that users, administrators and officials are likely to have. The following graphic lists each step in the Business Plan Process©. Interact Business Group, Valley Center, CA 760-751-0773 Page 3 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group At IBG we possess unmatched experience in developing strategic business plans for police and fire departments, agencies and colleges and in-depth experience with collaborative projects involving multiple public (state and local) agencies, educational institutions and the public. ^ At the conclusion of the Business Plan Process® the city will have the answers to the following questions: (j~> • Who will use the training facility? O • What training will be provided at the facility? ~ • How will the facility operate on a daily basis? • What will it cost to annually operate the facility? • What is the potential revenue from outside users? "73 Project Task Elements fD 5£_ In response to RFP #12-02, IBG is pleased to submit the following. This document is presented in a menu- r-h style layout consisting of the following tasks. • Task 1A: Carlsbad Fire and Police Departments Internal Needs Assessment • Task 1B: Key Potential Outside Users: Focus Group • Task 1C: Key Potential Outside Users: Web Based Survey • Task 1D: Needs Assessment Generator Tool • Task 2: Daily Facility Operations Plan • Task 3: Internal Operations and Maintenance Budget • Task 4: Revenue Forecast from Outside Users • Task 5: Governance Plan Following the description of each Task are any prerequisite requirements and/or travel needed. The planned start date for the project is around late October 2011. Task 1: Internal and External Needs Assessment Task 1A: Carlsbad Fire and Police Departments Internal Needs Assessment Meetings using interviews, spreadsheets, graphs and charts constitute the baseline data collection methods for the City. Compiling and interpreting this data into commensurate short and long-term training requirements is the goal of this task. At the conclusion of this task the City will have a complete understanding of the current training requirements, current training hours, long-term training demand and equipment/props required at the facility. Task 1 deliverables: Interact Business Group, Valley Center, CA 760-751-0773 Page 4 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group • Conduct an analysis of the City's internal training needs both current and in the future. Specifically the analysis will consist of class populations, facility needs, instructor demands, priorities and current delivery methods. Specific deliverables of this Task include: • Required training staff levels • A complete inventory of the current and future training demands • Training compliance categories (priorities) • Review of common training courses and equipment needs across all potential users • Local, state and national training guidelines, including compliance status and requirements • Efficiency analysis of the center and availability of facility training props for outside users. Task 1B: Key Potential Outside Users: Focus Groups For those private companies and public agencies that are considered "key" potential users IBG will conduct J"; one or two Focus Group meetings. One meeting may be held for other public safety agencies, or government HT agencies. A second meeting may be held for public utilities or private industry. IBG recommends, based on IT-, i,t ^ past experience, that each focus group meeting be held to a maximum of 15 participants in order to ensure the greatest level of benefit and value. Some typical Focus Group agenda items and procedures are listed below: • What is the greatest need? How can the City best serve your training needs? • What is needed and what is not? • What capabilities and assets best match the regions needs? • What are the positives and negatives to the Joint First Responders Training Facility? • Conduct up to two focus group meetings of potential other users of the training center. o One meeting will be directed toward private companies and industry in the area. o One meeting will be directed toward public agencies such as fire, police or public works departments. o Prior to each focus group participants will be asked to complete a short questionnaire. The questionnaire will consist of training needs and current training condition questions. o The focus group meetings will be held on the same day. • The City will provide names and contact information (email addresses and telephone numbers) for the private companies and public agencies that the City wants IBG to invite to the focus group meetings. Interact Business Group, Valley Center, CA 760-751-0773 Page 5 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group Task 1C: Key Potential Outside Users: Web Based Survey For those private companies and public agencies not attending the focus group meetings a Web Based User's Survey will be conducted to determine the interest of these potential users and the potential revenue that could result from the delivery of training. An analysis will be performed to determine the impact of outside users on the Joint First Responders Training Facility operations and facility. For example: Will ^2 additional classrooms or outside props be needed to accommodate outside users' demand? Typical survey O questions may include: 1) "If the following classes were held, please indicate your interest." (Followed by a (y> list of predetermined class names.) And, 2) "If attending the selected class please indicate approximately how many students per year you would send to the facility." The methodologies used by IBG to conduct the survey are listed below: 70 • Prepare a transmittal letter and a survey document. CD£j • Submit a draft survey to the City for review, comment and approval. •~;; • Send an invitation to participate in the survey to a list of recipients via a broadcast email that will direct recipients to a web-based survey portal. • Send a second broadcast to non-respondents 5 working days after the first broadcast. • Provide a list of respondents and non-respondents to the City 10 working days after the second broadcast email. • At the direction of the City contact via telephone up to 10 non-respondents to try to obtain their survey responses. Three telephone attempts will be made to each identified non-respondent within 5 working days. • The City will provide names and contact information (email addresses and telephone numbers) for the private companies and public agencies that the City wants IBG to contact for the web based survey. • After the completion of the survey process the survey results will cataloged and tabulated into a database or excel spreadsheet format. • Note: The typical historical response rate to this type of survey has been 20 percent. • After the completion of the survey process the survey results will be entered into the Needs Assessment Generator Tool database (Task 4, which IBG will use to provide data reports in table format. Task 1D: Needs Assessment Generator Tool IBG will use the "Needs Assessment Generator Tool" to facilitate the capture of all needs assessment results. This software tool was developed by IBG to effectively and efficiently analyze needs assessment results. IBG will initialize the tool for each class and agency; enter the data gathered from standard course Interact Business Group, Valley Center, CA 760-751-0773 Page 6 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group information, interviews and surveys; and use the tool to provide customized reporting based on client needs. The tool is written in Microsoft Excel file format. The data that IBG enters includes: • Class Length, including lecture hours and hands-on time ^ • Instructor Hours ~— • Consumables (examples: fuel, water, etc.) p! • Overhead factor "3 • Revenue from any source such as tuition and fees C/">• Students per year and quantity of classes • Total student hours • Facilities use by hour /O IBG commissioned the creation of the report generator because it became apparent that calculating costs Q\ and revenue for most clients was a complex task that increased in difficulty geometrically with the size of the ZTT public safety training center operation. The calculations for each course took precious time. A software r-t--<; program that would be able to calculate the needed information automatically was needed. After the raw data concerning students, class sizes, instructor hours, and any related ancillary data is entered, the program automatically computes costs and revenue associated with each course as well as aggregate data for all classes combined for one year or for four years. The parameters and data entered are easily changed, making the software flexible and immensely useful. Examples of this Methodology may be reviewed in the Appendix of this proposal. IBG creates the database for each client, enters the data gathered from standard course information, interviews, and surveys, and uses the database to provide reports that are included in the business plan. Task 2: Daily Facility Operations Plan The Daily Operations Plan will assist, guide and form a procedural baseline for the training center. Daily procedures and training methods will be addressed. These issues will include day-to-day center management, scheduling, security and procedures for delivering training courses that address national and state standards and unique and local requirements. The Operations Plan will contain the following components: • Organization Chart, including o Administrative Staff o Job Descriptions, with duties and responsibilities Interact Business Group, Valley Center, CA 760-751-0773 Page 7 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group • Staff Justifications • Training Schedule Coordination and Priority • Decision Process Command • Training schedule coordination and priority _> • Daily equipment and safety check procedures (J~>— • A guide for future facility maintenance decisionso in Task 3: Internal Operations and Maintenance Budget An Internal Operations and Maintenance Budget will be developed. The budgets will include the annual costs of training consumables, specialized training equipment, personnel costs, and facilities operations and Maintenance. In addition to these training specific items, center maintenance will also be addressed (utilities, building maintenance, etc.) Estimates will be based on local rates and will include five-year projections. Pro forma budgets will include: • Typical Training Class Delivery Costs • Revenue (from Outside Users) vs. Expense Analysis • Annual Operating Expenses • Specialized Equipment Operation and Maintenance Costs • Facilities O&M (utilities, building maintenance, supplies) • Annual costs of training consumables Examples of this Methodology may be reviewed in the Appendix of this proposal. • Specialized training equipment maintenance costs • Facility direct personnel costs Task 4: Revenue Forecast from Outside Users Data gathered from the Focus Group and Outside Users Survey, will identify potential departments, number of outside users and the training classes most needed. Entering this data into the Needs Assessment Generator Tool will provide a forecast of number of users and class types most favored by outside users and thereby most likely to generate revenue. A detailed class logistics and cost sheet will be developed for each class. More specifically, the "Course Delivery Cost Detail" sheets include instructor costs, props needed, consumables, overhead factor, number of students, classes per year, and revenue potential. An analysis report will be generated that will forecast potential revenue from outside users, total number of potential students, required City instructor allocation and facility demand (props, classrooms, etc). Interact Business Group, Valley Center, CA 760-751-0773 Page 8 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group Task 5: Governance Plan A Governance Plan, also known as "House Rules," will be developed. A Governance Plan is the set of policies, roles, responsibilities and processes that are established to guide, direct and control how the facility <^* will legally operate in order to successfully meet its stated goals. Working collaboratively with the City, the JJ5 Governance Plan may include, but is not limited to, such items as: O • Policies Governing For Training Facility Conduct (/) • Facility Access Policy Examples of this Methodology may be reviewed in the Appendix of this proposal. • Training Facility User Agreement • Training Facility Accident Report Form _^ • Outside User Fee Schedule (ft • Facility Organizational Authority Duties And Responsibilities ^_, • Insurance Policy r"+ • Facility Modification or Repair Policy • Financial Obligation Policy Between Departments Initial Conference Call Meeting IBG will initiate a telephone conference call around 5 days after contract award to discuss the project flow and to establish a mutually agreeable project schedule. Pre Meeting Preparation IBG will send a project background questionnaire within 2 days after the conference call. The City will complete and return the questionnaire to IBG prior to meeting one. IBG requests that the designated persons review the questionnaire and respond to it to the extent practicable, within 5 days after receipt. Work Quality / Schedule & Cost Control IBG employs a number of tools to ensure quality, adherence to contract schedules and cost controls to budget. This includes a time-phased work plan that IBG's staff reviews weekly, an internal project review telephone conference call conducted weekly, a proofread review by a third party firm of each report and a post project completion telephone survey of key client personnel conducted by a person not involved with plan preparation. Interact Business Group, Valley Center, CA 760-751-0773 Page 9 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Business Group O Z3en 70 rt> Timeline & Workplan IBG will make a commitment of personnel and resources to initiate the project immediately after the effective date of the contract. Based on experience and our proposed project work scope, we will complete and submit the final report around three months (90 days) after the effective date of contract award. To do so, we will need: • Timely cooperation from each stakeholder designated by the City as a participant in the needs analysis. • Timely cooperation from each stakeholder designated by the City to review and comment on the draft plans that IBG will submit. Carlsbad - Solicitation 12-02 Project Time Line Schedule Initial Project Conference Call Kick -off Project Meeting Task 11nternal and External Needs Assessment Develop Existing Training Conditions Narrative Compile an inventory of current and future training demands Review current conditions, location, equipment and staff Survey training needs, meetings and Web based survey Develop training compliance categories (priorities) Evaluate common training requirements, courses and Outside Users Survey Draft Survey Questions To City Survey Contact Information To IBG Survey Questions Back to IBG IBG to Code Web Based Survey Web Test First Broadcast Second Broadcast Preliminary Results Review Calls to Non-respondents, as Needed Merge Internal and Outsides Needs Data Focus Group Meetings Focus Contact Information To IBG Focus Group Invitations Sent Focus Group Meeting Day Focus Group Summary and Report Results to the City Task 3 - Internal Operations and Maintenance Budget Compare Needs With Facilities Preventive maintenance budget Est. training staff budgets Est. Training consumable supply estimate Building maintenance and overhead requirements Task 2 - Daily Facility Operations Plan Job Descriptions Training Center Organization Chart Personnel costs, non training Training Schedule Coord & Priority Task 4 - Revenue Forecast from Outside Users Analysis data from Outside Survey Analysis input from Focus Groups Outside revenue opportunities , from survey & other sources Task 5 - Governance Plan Finalize command structure Develop Outside User Forms Establish Outside User Fees Develop House Rules manual First Report Draft Review Final Report Delivery NOTES: Assumes project start date around October 17, 2011 Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 10 Business Group on o D C/i 70 Cost Proposal The following Fee Schedule has been developed based on our understanding of the project scope and our experience with past similar projects. • Monthly invoices shall be submitted to the City for work completed in accordance with Task Items outlined in the project Timeline & Workplan. • The cost estimate includes all collateral costs, travel, telephone expenses and draft copies. • The final report's Executive Summary will be incorporated into a power point presentation. IBG will present the power point to the City at the conclusion of the project. • Five bound copies of the final Strategic Business Plan will be delivered in Adobe Acrobat (.PDF) file format. In addition, all supportive documents, such as relational databases, spreadsheets, graphs, charts and text, will be furnished on CD-ROM in their original file formats (.doc, .xls, .ppt). Interact Business Group Firm Name Lump Sum Hourly Rate for Additional Work Project Leader Project Specialist Administration Interact Business Group $38,000 $200.00 $145.00 $75.00 Signature Name Title Date Bill Booth President September 19, 2011 Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 11 HInteract Business Group Fee ProposalD D"OO The table illustrates the IBG menu Fee Proposal. The detail delivery items for each task have been described above as well as task prerequisites. _______^^___^_^___^_^^_^_________^^^^___l^_^___^^___l^_^___l^____ll^__^_____ TASKS Price Task 1A: Carlsbad Fire and Police Departments Internal Needs Assessment Task 1B: Key Potential Outside Users: Focus Groups Task 1C: Key Potential Outside Users: Web Based Survey Prerequisite: This task can only be completed after or in conjunction with Task 1 B Task 1 D: Needs Assessment Generator Tool Prerequisite: This task can only be completed after or in conjunction with one of the tasks above Task 2: Daily Facility and Operations Plan Prerequisite: This task can only be completed after or in conjunction with Task 1A, 1B, 1C Task 3: Internal Operations and Maintenance Budget Prerequisite: This task can only be completed after or in conjunction with Task 2 Task 4: Revenue Forecast from Outside Users Prerequisite: This task can only be completed after or in conjunction with Task 1A, 1B Task 5: Governance Plan Prerequisite: This task can only be completed after or in conjunction with Task 3 above TOTALS $10,000 $4,000 $2,500 $3,000 $3,500 $4,500 $4,000 $6,500 $38,000 Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 12 Business Group OD C/1 CD Company Profile Simply stated - The Interact Business Group writes business plans for public safety training centers. It is our primary business. IBG offers unmatched national experience developing business plans for police and fire departments, agencies, and colleges and in-depth experience with collaborative projects involving multiple public (state and local) agencies, educational institutions, and the public. Since 1993 IBG has provided "management scenario choices" to key decision makers, thereby assisting them in making informed and competent decisions for the safety and well-being of the city and the citizens and property in the community. IBG Team Members have hands-on real world experience in the field of public safety training, training center operations management, senior executive level accountability and student/classroom education delivery experience. IBG is headquartered in Valley Center California, in Northern San Diego County. All administrative offices, corporate accounting and project management is located at the Valley Center office. Interact Business Group - Company Profile Mailing Address Physical Address 29513 Anthony Road Valley Center, CA 92082 27818 Valley Center Road, (Country Trader Building) Valley Center, CA 92082 Office Number 760-751-0773 Facsimile Number 760-751-0714 Business Type Corporation FEIN 33-0170956 Business Established 1994 Contact Person E-mail Bill Booth, President bbooth@interactbusinessgroup.com Internet Site www.interactbusinessgroup.com Staff Members Bill Booth IBG President / Team Leader Jeff Ringelman Senior Manager /Technical Advisor, Fire Michael Mclntosh Senior Manager /Technical Advisor, Police Lauren Groesbeck Database Survey Administrator / Writer Mary Burdick Project Administrator Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 13 Business Group IBG—Similar Work, Past Twelve Months • Adams County Sheriff's Office / Law Enforcement Regional Training Center / Paul Siska - Undersheriff / 303- 941- 3342 / pcsiska@comcast.net - Nine department regional law ^ enforcement training center. Business plan complete, land acquired (400 acres), initial A&E JJ5 planning complete, pending commissioner approval. O • City of El Paso Texas / Regional Fire-Police-College Training Center / Luis Flores - Planning ij) 1915-771-1019 / FloresLU@elpasotexas.gov - All emergency response agencies and public utilities in Southwest Texas and Southeast New Mexico will use this facility. Business plan complete, waiting on land transfer (70 acres) from US Army Fort Bliss. -Q • West Metro Fire District / Fire Training Center / Steve Aseltine Division Chief / 720-963-6324 / fD saseltine@westmetrofire.org - Post construction, IBG wrote the daily operations plan, developed CD___ the training center staffing plan and developed the revenue generation plan for outside user fees. r-t-•^C • City of Meridian Idaho / Police Training Facility / Deputy Chief Tracy Basterrechea / 208-888- 6678 / tbasterrechea@meridiancity.org - IBG is currently engaged to develop a police training center for the 90 member Meridian Police Department. In addition the center will serve as a regional training facility. Special emphasis for the center is its indoor range, mat room training and revenue generation from outside users. • Denver & Aurora Fire Departments / Rocky Mountain Fire Academy / Cindy Andersen / (303) 913-0898 CAnderse@auroragov.org - Due to economic constraints and growing training demands the Departments realized a need to evaluate their on-going training demands and facility capacity and limitations. IBG is currently engaged to determine the short- and long-term training needs, evaluate existing site usage, and develop an efficiency evaluation for the future. Interact Business Group, Valley Center, CA 760-751-0773 Page 14 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. c t/5 oDen 70 0) Interact Business Group Interact Business Group Project Team • Bill Booth / Project Leader- Bill created Interact Business Group in 1993 with the mission of developing strategic/business plans for Public Safety Training Centers. Bill possesses more than 20 years of experience developing business plans and strategic implementation models. He has assisted and directed public agencies and educational institutions throughout the nation by applying the best traditional business practices in the field of training facility financing, operating, partnering, and funding. Bill has been published in every leading law enforcement and fire service publication. Also, Bill has been asked to speak and share his knowledge and experiences at each nationally recognized trade and professional national conference. Jeff Ringelman / Project Specialist / Fire - Jeff had 30 years of distinguished service with Vacaville Fire Department where he rose from firefighter to Division Chief before his honorable retirement in 2006. Jeff has begun to use his extensive experience in the fire service to add immeasurable value to the preparation of Strategic Business Plans. He has been an IBG Project Manager for numerous Strategic Plans since 2008. • Mike Mclntosh / Project Specialist / Law Enforcement - Mike has 23 years of distinguished law enforcement service (FBI Academy Graduate, Class 237). He was directly responsible for the planning, development and implementation of the Sheriffs P.O.ST. Academy and has served as the Academy Director for 5 years. The Academy operates 2 law enforcement sessions per year and has hosted over 17 different agencies from throughout the greater Denver metro area. Mike has been an IBG Team member since 2010. Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 15 Business Group ~o Contract Summaries IBG has prepared over 60 Strategic Business Plans. The table below provides a representative sample of plans completed and in-process of being completed. We would be pleased to provide contract summaries of each one and to discuss them with the proposal review team as part of the evaluation process. (D Client Adams County, CO Anchorage, AK Ashburn, VA Astoria, OR Aurora Fire Brooks, CA Denver Fire Carson City, NV Contra Costa County, CA Duluth, MN El Dorado Hills, CA El Paso, TX Estero, FL Fairfax County, VA Freemont, CA Fresno, CA Gilbert, AZ Huntsville, AL Independence, MO Indiana IDHS, Indiana, State Of Kalamazoo, Ml Kansas City, MO Kenai, AK Kitsap County, WA Lacey, WA Las Vegas, NV Las Vegas, NV Marshall, MN Medford, OR Monroeville, PA Morgantown, WV Mount Vernon, WA Center Type Twelve Agency Regional Facility Regional Training Center Regional Outdoor Range Needs Assessment Maritime Fire Training Center Training Center Efficiency Plan Fire Training Center Training Center Efficiency Plan Regional EVOC Training Center Joint Public Safety Training Center Homeland Security and Public Safety Center Public Safety Training Center Regional Public Safety Training Center Fire Training Center Fire Training, Needs Assessment Combined Police & Fire Training Center Law Enforcement Training Center Police And Fire Training Center National Explosives Training & Education Ctr Public Safety Institute Facility Feasibility Grissom AFB State Fire Academy Western Michigan Training Academy Police and Fire Training Centers ARFF Training Center Feasibility Emergency Services Readiness Complex Fire Training Center Public Safety Training Center Police Training Center Training- Municipal Government & College Community College and Law Enforcement Municipal Training Center State Fire Academy Police and Fire Science Training Center Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 16 Business Group un O ro Client Nanticoke, PA New York City, NY Omaha, NE Palo Verde College, CA Pasadena, CA Portland, OR Prescott, AZ Reno, NV Reno, NV Romeoville, IL Sacramento, CA Sacramento, CA San Bernardino, CA San Diego, CA San Juan, PR San Ramon, CA Seattle, WA Sun City West, AZ Tucson, AZ Vacaville, CA Washington DC Washoe County, NV West Metro Fire District Wilco Vocation Center Woodland, CA Center Type Public Safety Training Institute NYPD Value Engineering Review Of Training Facility Operations Plan Public Safety Training Center Joint Training Center Police Training Center Regional Public Safety Training Center Regional Fire Training Center Regional Public Safety Training Center ARFF Training Center Feasibility Regional Public Safety Training Center Ca. Regional Public Safety Training Authority Institute Business Plan Regional ARFF Training Center Regional Public Safety Training Institute ARFF Training Center Feasibility Fire Training Center Joint Training Multi Agency Facility Public Safety Training Center District Fire Training Center Combined Police & Fire Training Center READI Institute And Campus Regional Public Safety Training Center Training Center Operations Plan High School Fire Training Center Fire Training Center Interact Business Group, Valley Center, CA 760-751-0773 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. Page 17 •Business Group Appendix A- Sample of Work Product Methodologies (£> Ozs C/5 OJ r-t- Interact Business Group, Valley Center, CA 760-751-0773 Page 18 Use or disclosure of data contained on this page is subject to the restriction on the title page of this proposal. The City of Carlsbad, CA - Request for Proposal Response 12-02 •», BusiflCSS Interact Business Group - http://www.theinteractgroup.com f -, GrOUO Tram.r.fl CfnUr Bu-.m.:«.;.. Pi^s Appendix A- Sample of Work Product Methodologies Introduction Due to page count limitation of the RFP, Interact Business Group is please to submit the following sample work product for your review. This document explains specific methodologies developed by IBG that will be applied to meet the requirement of this solicitation. Notes: 1. The following samples follow the same numbering sequence as the RFP. 2. The sample data and charts used in this document are from actual completed prior IBG projects. Task 1 - Internal and External Needs Assessment The Needs Assessment will include a gap analysis that will: • Provide historical documentation of accomplishments and short falls. • Identify deficiencies in the current training delivery system. • Provide guidance for improvements and enhancements for the future. The objectives of the Needs Assessment will be: • Identify training status, including the courses offered, the means offered, the student population and the extent to which the population has completed required training. • Develop a forecast of student population growth over the next 5 years. • Identify past and potential areas of concern going forward. • Identify areas needing improvement. Questions and areas to be covered in the needs assessment include: • Respondent's Demographic data: Organization Name, address, contact point • Where and how is training typically delivered? • What training has been delivered? • What is the quality of satisfaction level for current training? • What is the estimated population size of students (number of students)? Appendix A Page 1 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com ••Interact I Business I Group Tcstnirvg Center IBG will use the "Needs Assessment Generator Tool" to facilitate the capture of survey results. This Tool was developed by IBG in 2004 to effectively and efficiently analyze survey results. We will initialize the database for each class and agency; enter the data gathered from standard course information, interviews, and surveys; and use the database to provide customized reporting based on client needs. The tool is a software database program written in Microsoft Access® that enables IBG to quickly and efficiently enter and move data, organize it, sort it, and create customized reports. IBG will create a database specifically for the project. Screen capture from the Needs Assessment Generator Tool - Class data entry Capturing dass information Indicat-' / required information * Department: Detention and Enforcement * Class Name: puilding Searches * Division: Outside Users * Justification: JPOST~ * Category: [T~ * Annual # of Students: ; * Length of Course:20 v More » External Student Enrollment 0 "^1 * Class Size: ~»*1 * Frequency: * Recertification: * Lecture Hours 10 iAnnual 20! Pavilion (Outdoor) Hours1 •F 10 Note All modifications to the intbfmaton confined in this database i completed in the Customer system before uploacfcng W tie Host system This «riB create an up to date customer database and it win always be the master source fie Appendix A Page 2 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.corn H Interact Business Group Trsinir>8 Center Bui Each class is given a Category and Priority rating. The parameters and text for the priority is modified as required by IBG and the City to match the specific project needs and objectives. Below is a sample of the data collection summary report and how each class is rated using the deficiency analysis. Priority and Training Deficiencies Categories • Category 1—Training required by standard law(federal, state) ordistrict policy. Also, training required to safely operate equipment that is needed to carry out a person's job assignment. This required training is being carried out but often at a minimum level due to the lack of facilities. Trahing in this category is not being performed to the satisfaction of the district. • Category 2—Training required by law and a person's job assignment (sameas above). This required training is being carried out to a satisfactory level of competence. • Category 3—Desired training. Training the district would like to perform, but due to lack of faciities it is not being carried out. This training includes employee basic work skills. I I Hours by Category Category 1 - Not performed to a satisfactory level Category 2 - Performed to a satisfactory level Category 3 - Desired training Category 4 - Career developme rt level 26% 15% 18% 41% • Category A—Career development skills training. Training to advance the career growth of an employee. Note: Each training class was placed into a category based on its importance and current level of training presentation. Appendix A Page 3 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com Business Group The following spreadsheet illustrates the potential consolidation of classes over multiple agencies. Students attending the same class could be from different agencies, thereby training and facility efficiency is improved. Common Classes Across Departments Similar Curriculums Whereby Co-location Would be Acceptable Course Title Accident Investigation Asbestos Bloodborne Pathogens Confined Space Defensive Driving Fall Protection First Aid/CPR Forklift Operations Hazard Communication Haz Materials Awareness Level Operations Level Technician Level Hearing Communication Lead Exposure Lockout/Tagout Respiratory Protection Trench/ Vault Rescue Public Works 3,922 1,096 1,932 3,140 1,554 8,832 1,845 1,158 4,056 11,904 19,040 570 1,716 648 555 1,428 City Attorney 2,300 877 400 7,112 333 Fire Dept. 81 8,160 1,120 4,080 4,480 1,141 3 744 1,120 4,080 8,160 240 2,240 256 2,608 2,040 4,080 1 - covered in the police First Aid/CPR Police Dept. 50 1 1,554 3,200 9,600 2 1,102 364 656 452 952 HOURS 131 14,382 3,093 7,566 11,220 2,695 25,544 2,589 2,278 9,238 20,428 19,936 3,143 1,972 3,256 3,047 6,460 TOTAL 136,978 Class -2 Covered as COBA 3 - covered as part of the fire EMT and Paramedic training Appendix A Page 4 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com IBusiness Group The screen capture below illustrates the collective training hours of multiple departments for all training classes and based on staff increase forecasts a projection for ten years out. The training needs assessment conducted for this report is based on a current staff levels. It is anticipated that the Partners may increase their staffing in ten years based on growth projections. Therefore, training demand could increase proportionally. Training Hour Growth Forecast Fire District Hours Police Department Hours Public Utility Hours Outside User Training Hours Current Hours 65,612 48,632 15750 40,598 Tert-Y^ar 82,407 54632 18512 40,598 Total 106,210 196,149 Appendix A Page 5 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com ' Business 4 Group IBG will investigate other factors that may impact the operations of the facility. The following two tables show examples of ways to possibly document support for training class offerings. 1) Matching each training class with its respective legal justification. Legal Justifications By Department Fire Department CATF4 USAR Drill Confined Space Course Confined Space Refresher Driver/Operator Course Haz Mat Team Drill Night Drill Police Department Arrest/Control - Perishable 1 Arrest/Control - Perishable 2 Critical Incident Stress 2 Firearms - Perishable Skills 1 Leadership Effectiveness 1 SSU Training/ 2004-10 Class Justification FEMA CA Fire Marshall OHSA California Fire Marshall CSTI Hazardous Material ISO Class Justification CA POST POST Department Policy CA POST Department Policy POST After classes have been identified in the Needs Assessment database each class is assigned the specific facility components needed to conduct that class. By accumulating this information into a database format we are able to determine the efficient utilization of each component. For example the tables below show the total number of training hours needed by classroom type, the total hours needed by division, and then total number of classrooms needed over the next 4 years. Total Hours by Division Administrative Services Current Hours 8,640 8,640 Year 2 8,640 8,640 Year 4 8,640 Investigations 1,748 1,748 1,748 1,748 1,748 Office of the Chief 14,680 14,680 14,680 14,680 14,680 Outside Users 31,968 31,968 31,968 31,968 31,968 Patrol 88,552 88,552 88,552 88,552 88,552 Patrol Support 13,780 159,368 13,780 159,368 13,780 159,368 13,780 159,368 13,780 159,368 Appendix A Page 6 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com IBusiness Group Training Hours by Classroom Type Type Clean Computer Practical Pavilion Years 93,136 13,340 29,196 93,228 93,136 13,340 29,196 93,228 93,136 13,340 29,196 93,228 Year 4 93,136 13,340 29,196 93,228 When a class is identified in the Needs Assessment, the training props needed to deliver that class is also identified. The table below is a summary report that lists each prop and the number of hours the respective prop will be used on an annual basis. The prop hours are then factored as a percentage of the total available hours based on the training center hours of operation. The planned hours of operation for this training center are 8 hours per day, 5 days per week. The table below shows many props exceeding 100% of available time; therefore the training center must either build more props or extend the number of training hours. For example, they may increase to 12 hours per day and include Saturdays. Training Hours by Prop Prop Name Driving Simulator Room EVOC Track Force Option Simulator Scenario Village Shooting Range-Long Rifle Shooting Range-Qualification Simunition Shoot House Skid Car Skid Pan Tower Hours 526 1,025 624 1,018 779 571 470 328 923 91 Percentage 124% 241 % 147% 239% 183% 134% 1 1 1 % 77% 217% 21% Appendix A Page 7 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com !? Business ' Group Task 2 - Daily Operation Plan Following are sample deliverables within the Operations Plan. -SAMPLE JOB DESCRIPTIONS- Center Manager •The center manager is responsible for facility management, all operations conducted at the facility, marketing and off-site outreach programs. Following are some general items to be considered part of the Manager's duties. Administrative Assistant •The administrative assistant is supervised by the center manager and assists with the manager's duties. This administrative assistant serves as the primary point of contact for students, agencies and other users of the facility. This position is critical to providing an atmosphere of quality customer service, and this person will often serve in the capacity of manager in his or her absence.The administrative assistant is supervised by the center manager and assists with the manager's duties. This administrative assistant serves as the primary point of contact for students, agencies and other users of the facility. Maintenance/Repair Specialist •Specialized systems such as a shooting range require maintenance and a repair specialist. This person will need to be trained in the maintenance of specialized equipment such as shooting range equipment and other specialized equipment. This person will also be responsible for training instructors and facilitators in the use and simple repair of equipment and props. -SAMPLE TRAINING SITE SAFETY RULES- All personnel involved in the training will sign appropriate waivers and read applicable regulations. Facilitators will inspect the building prior to training for hazards and facility damage. They will also note such damage and meter readings on the proper form. Burn Building The water system, apparatus, hose lines and nozzles will be capable of producing at least 95 gpm. Upon completion of training and operations the building will be secured and returned to a safe condition. Appendix A PageS The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com -f Business " Group Trslntng Center BUSUWSB Pi-tn? Task 3 - Internal Operations and Maintenance Budget Once the training center is operational, costs to operate and maintain the physical facilities at site must be carefully managed and monitored. An operations and maintenance budget must be developed. IBG will develop an annual operations and maintenance (O&M) estimate based on local rate projections, including: • Facilities O&M (utilities, building maintenance, supplies) • Annual costs of training consumables • Specialized training equipment • Personnel costs The following table shows the depth and extent IBG takes when creating this critical analysis. Notice the large increase starting in Year 3. The increase reflects the full build-out of the large administration building. Annual Operations and Maintenance Costs Ongoing Expenses Marketing For Outside Users One, Full Time Maintenance Person PRE-ENGINEERED BUILDINGS Modular Building Set-up Module Rent Payment - 2 units Utilities (2,400 total square feet) Yearl $2,500 $61,200 ••$30,000 $10,000 $14,400 Year 2 ~~ * •** ^" * ~ f^^ $2,580 $63,158 •!• $10,000 $14,861 Year3 W* "--. $2,663 $65,179 •• Year 4 . ""', ' •-' $2,748 $67,265 •• Years - •; , - , $2,836 $69,418 •!• Year 6 ;~:"" ':""• $2,926 $71 ,639 ••1 Year? $3,020 $73,932 •• Permanent Building Structure/ 31, 218 sq ft v ^V;S;K Utilities Computers, supplies, Ethernet, wireless, software Instructional supplies Office Supplies Supplies Other Insurance (based on $1,300 per million building cost) Audio Visual Telephone Subtotal $187,308 $5,000 $1,000 $2,500 $1,500 $22,100 $1,500 $4,000 $292,750 $193,302 $5,160 $1,032 $2,580 $1,548 $22,807 $1,548 $4,128 $302,118 $199,488 $5,325 $1,065 $2,663 $1,598 $23,537 $1,598 $4,260 $311,786 $205,871 $5,496 $1,099 $2,748 $1,649 $24,290 $1,649 $4,396 $321,763 $212,459 $5,671 $1,134 $2,836 $1,701 $25,068 $1,701 $4,537 $332,059 Range Center and Building Structure/ 11, 165 sq ft ; ; 35? Marketing For Outside Users One, Full Time Maintenance Person Utilities Computers, supplies, Ethernet, wireless, software Instructional supplies $2,500 $61,200 $2,580 $63,158 $2,663 $65,179 $70,770 $2,500 $500 $2,748 $67,265 $73,035 $2,580 $516 $2,836 $69,418 $75,372 $2,663 $533 $2,926 $71,639 $77,784 $2,748 $550 $3,020 $73,932 $80,273 $2,836 $567 Appendix A Page 9 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com r;i Business Group Training Center Bui Annual Operations and Maintenance Costs Office Supplies Supplies Other Insurance (based on $1,300 per million building cost) Audio Visual Telephone Range Targeting System Consumables Equipment Repairs Subtotal Yearl Year 2 Years $1,000 $500 $9,100 $1,500 $2,000 $4,000 $159,712 Year 4 $1,032 $516 $9,391 $1,548 $2,064 $4,128 warranty $164,823 Years $1,065 $533 $9,692 $1,598 $2,130 $4,260 warranty $170,097 Year6 $1,099 $550 $10,002 $1 ,649 $2,198 $4,396 $3,000 $178,540 Year 7 $1,134 $567 $10,322 $1,701 $2,269 $4,537 $3,096 $184,254 Annual Prop Maintenance — Fire Ranges 50 Yard Outdoor Range, with Ballistic Wall) Consumables Equipment Repairs 50 Yard Outdoor Range, Reactive Steel Consumables Equipment Repairs 100 Yard Outdoor Range Consumables Equipment Repairs 200 Yard Outdoor Range Consumables Equipment Repairs Other Maintenance Costs Other Training Consumables Maintenance Other Site Props Computers, supplies, Ethernet, wireless, software Instructional supplies Office Supplies Smithing Supplies Audio Visual Telephone Subtotal $4,000 warranty $4,000 warranty $2,500 warranty $2,500 warranty $8,000 $5,000 $5,000 $1,000 $2,500 $5,000 $1,500 $4,000 $45,000 $4,128 warranty $4,128 warranty $2,580 warranty $2,580 warranty $8,256 $5,160 $5,160 $1,032 $2,580 $5,160 $1,548 $4,128 $46,440 $4,260 warranty $4,260 warranty $2,663 warranty $2,663 warranty $8,520 $5,325 $5,325 $1,065 $2,663 $5,325 $1,598 $4,260 $47,927 $4,396 $3,000 $4,396 $3,000 $2,748 $3,000 $2,748 $3,000 $8,793 $5,496 $5,496 $1,099 $2,748 $5,496 $1,649 $4,396 $61,461 $4,537 $3,096 $4,537 $3,096 $2,836 $3,096 $2,836 $3,096 $9,074 $5,671 $5,671 $1,134 $2,836 $5,671 $1,701 $4,537 $63,425 $4,537 $3,096 $4,537 $3,096 $2,836 $3,096 $2,836 $3,096 $9,074 $5,671 $5,671 $1,134 $2,836 $5,671 $1,701 $4,537 $63,425 EVOC Center and Building Structure/ 11, 165 sq ft .,- ; ; ; v ; •; : • - v • J|il Utilities Computers, supplies, Ethernet, etc Instructional supplies Office Supplies Supplies Other Insurance Audio Visual Telephone EVOC Area Repairs EVOC Area Maintenance Fencing Pavement Maintenance and paint Landscape in the EVOC area Est. Est. Est. $5,000 $15,000 $10,000 $70,770 $2,500 $500 $1,000 $500 $9,100 $1,500 $2,000 $2,500 $5,160 $15,480 $10,320 $73,035 $2,580 $516 $1,032 $516 $9,391 $1,548 $2,064 $2,500 $5,325 $1 5,975 j $10,650 $75,372 $2,663 $533 $1,065 $533 $9,692 $1,598 $2,130 $2,500 $5,496 $16,487 $10,991 $77,784 $2,748 $550 $1,099 $550 $10,002 $1,649 $2,198 $2,500 $5,671 $17,014 $11,343 $80,273 $2,836 $567 $1,134 $567 $10,322 $1,701 $2,269 $2,500 $5,853 $17,559 $11,706 Appendix A Page 10 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com v Business :• ' Group Annual Operations and Maintenance Costs Lighting in the EVOC Area Subtotal Annual Prop Maintenance Maintenance Other Site Props Yearl Est. Total Annual O&M Expenses HPnTwil Year 2 $5,000 $35,000 $236,338 YearS $5,160 $36,120 $5,000 $540,022 Year 4 $5,325 $37,276 $5,160 $557,304 Years $5,496 $38,469 $5,325 $587,138 Year 6 $5,671 $39,700 $5,496 $608,923 Year 7 $5,853 $40,970 $5,671 $626,379 The center efficiency data compiled by the needs assessment will determine the percentage of training assets needed for the current population of training center users. The survey results will provide a projection of the potential for additional users. The total potential user population will enable IBG to determine the facilities needed. The financial assessment will provide the estimated cost of the facilities needed for the total projected population with allowance for growth. The predicted usage will provide data for calculated predicted revenue and comparing it with predicted operating and maintenance costs. The result will be a return on investment analysis. The following table shows a typical Profit and Loss Statement. Annual O&M Cost vs. Annual Revenue Opportunity Net Revenues From Outside Users College tuitions and POST Reimbursement Total Revenues Annual O&M Costs Revenues To General Fund Yearl $246,140 $482,437 $728,577 $139,370 $589,207 Year 2 $254,016 $497,875 $751,891 $143,830 $608,062 YearS $262,145 $513,807 $775,952 $336,002 $439,950 Year 4 $270,534 $530,249 $800,782 $349,674 $451,108 YearS $279,191 $547,217 $826,407 360784.05 $465,623 Year 6 $288,125 $564,728 $852,853 372249.14 $480,603 Year 7 $297,345 $582,799 $880,144 384081.117 $496,063 Appendix A Page 11 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com Task 4 - Revenue Forecast from Outside Users Business Group The following chart is a typical class cost analysis sheet. A sheet similar to this will be created for each City class in the needs assessment database and each class that may be delivered based on results from the Outside Users Survey. The cost sheet details instructor costs, consumables, overhead factor, number of students, classes per year, and revenue potential. COURSE DELIVERY COST DETAIL Course: x Officer Survival Client: Meridian Training Center Typical Class Size Class Length, Hours Lecture Hours :aD Hours (Pavilion) Instructor Hours Lead Instructor® $38.00/hr Assistant 1 ri&tructor #1 @ S3? 00* i Assistant Instructor #2 @ S3? 00/hr Safety Observer @ S32 00/h- Instructor 5@S3200/hr instructor 5 @ S32 00/hr instructor 7 @ $32 OQ/hr Consumables Total Costs Overhead Factor - @ 50% of Costs Total Cost Per Class: Revenue Per Student Fee Justification Internal Requirement Tra!ning Category 1 Freq-v>ency 1 'ime per year Partner: Police Division: Outside User 30 | 8 8 S3Q4 00 8 S256 00 P S2S6 00 8 S256 00 St.0?200 S536 00 $1,608.00 Ktmot OasTolai S100.00 $3,000.00 Asset Utilization Classroom Clean Classroom Number 1 - Capacity 25 Clean Classroom Number 2 - Capacity 45 Clean Classroom Number 3 - Capacity 75 Classroom Blank XX Classroom Blank XX Classroom Blank XX Classroom Blank XX Exterior Pavilion Classroom Practical Classroom Pavilion Outdoor Classroom Segments Props Burn Building Dnll Tower Structural Collapse Skid Pad Skills Course Shooting Range Shoot House Mu<!i Purpose Budding, Sims/live Fut? Smoke Maze Command Simulator Strip Mall Technical Fiesd Lab Driving Simulator MMMMMMMMMMMMMMMMMMMHM Shooting Simulator Drill Ground 1 Mat Room 1 Confined Space Dra't Pit K9 Training Field Flammable liquid pit Trench prop Mat Room Confuted Space Draft Pit K9 Training Field Flammable liquid pit Trench prop Students Number Per Year of Classes Total Profit (Loss) Hours 30 Hows 8 8 8 8 54 2 52,784 Appendix A Page 12 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com IBusiness Group Based on the Outside Users Survey a revenue forecast will be developed. The following table is a summary report of potential class offerings, the potential number of annual students, fee to be charged per student and a forecast of potential revenue. Data from this table was derived from the Class Cost Detail Worksheets described in Task 4. Outside User Class ^Kpffi^H Accident Investigation Building Searches Cityscape for Simunitions Crime Scene Investigation Defensive Tactics Drill Tower Driving Simulators Emergency Vehicle Operation (EVOC) Force Options / Shooting Simulator Indoor Residential Simunitions Low Speed Skills/ Skid Recovery Pad Lowlight Handgun and Shotgun Mobile Field Force / Riot Control Motorcycle Training Officer Survival Outdoor Range, hand gun and rifle Pursuit Intervention Technique (PIT) Simulated City Street Driving Course Simulated City Street Training Exercises Simunitions Shoothouse - Live Fire 8 8 8 16 8 8 8 24 8 8 8 8 16 80 16 8 8 8 16 8 Annual Students 96 218 161 76 58 30 343 307 183 159 142 68 118 21 79 235 100 109 119 179 Fee Per Student $50 $50 $75 $100 $50 $25 $75 $50 $50 $35 $50 $45 $25 $75 $125 $50 $150 $150 $75 $150 Projected Revenue Forecast $4,800 $10,900 $12,075 $7,600 $2,900 $750 $25,725 $15,350 $9,150 $5,565 $7,100 $3,060 $2,950 $1,575 $9,875 $11,750 $15,000 $16,350 $8,925 $26,850 Total Possible Annual Revenue ^^B^^^^H NOTE: The total revenue forecast represents the net revenue, cost of instructors and consumables have been deducted. Appendix A Page 13 The City of Carlsbad, CA - Request for Proposal Response 12-02 Interact Business Group - http://www.theinteractgroup.com r Business Group 8. "For a reasonable fee, and if the following classes were held, please indicate your interest. Also,please indicate approximately how many students per year you would send to the center." Most Desired Classes by Outside Users Outside User Class ^^^^n Accident Investigation Motorcycle Training Building Searches Crime Scene Investigation Defensive Tactics Drill Tower Driving Simulators Emergency Vehicle Operaton (EVOC) Outdoor Range, hand gun and rifle Low Speed Skills/ Skid Recovery Pad Mobile Field Force/ Riot Control Officer Survival Force Options / Shooting Simulator Simulated CityStreet Training Exercises Simulated CityStreet Driving Course Cityscapefor Simunitions Simunitbns Shoothouse - Live Fire LowlightHandgun and Shotgun Pursuit Intervention Technique (PIT) Indoor Residential Simunitions Obstacle Course 7 13 7 5 9 16 6 6 13 6 5 2 8 10 10 1 1 12 13 10 12 13 S om etim es 9 6 10 12 7 3 9 10 3 11 12 14 5 7 8 6 5 3 8 5 4 Often 4 1 3 3 4 0 5 3 4 2 2 1 6 1 1 2 2 3 1 2 1 Approximate Number of Students Per Year 96 21 218 76 58 30 343 307 235 142 118 79 183 119 109 161 179 68 100 159 44 "The facility plans topic specific seminars with guest expert speakers, lasting one to tve days. Would you find these events beneficial? If yes, please provide any recommended topics" Suggested SerrinarQasses Battalion Chief Academy Captains A cad any Emergency Scene Risk Ma na npm p nt FEMA Firefighter Safetv. Incident Safety Forcible Entry FBI Related HAZ MAT & Refresher Heath & Fin ess Commercial HghRise,& Basements* Hostaae Rescue Hybrid Vehicle Exticatten Leadership 1 ittfiatnn Tren rfc Major Medial incidents Manaoement level Programs PanmpH ir RrfrP«*iPr Read ina Smoke Sniper Initiated AssauK Supervisory Techniques Tactical Ooerati ons Tactical Rescue Trai nina Tactics and Strategy Team Concept Terrorist bid dents Vehicle Assault Venflafon Wnaprtne nf Ma«R IVstriirinn Appendix A Page 14