HomeMy WebLinkAbout04-25-2022 Council Work Session PacketCouncil Work Session
Monday, April 25, 2022
5:30 P.M.
Orono Council Chambers,
2780 Kelley Parkway, Orono, MN 55356
WORK SESSION
AGENDA
1. Fire Department Update
2. Internet Discussion
Council Work Session
Monday, April 25, 2022
5:30 P.M.
Orono Council Chambers,
2780 Kelley Parkway, Orono, MN 55356
Past Meeting Agendas
April 11, 2022
• Navarre Parking Lot
• 2023 Streets Selection Discussion
• Re-Alignment of Spruce Place - Discussion
March 28, 2022
• Park Commission Phone Interview
March 14, 2022
• Park Commission Vacancy Update
Annual Discussions Timeframe:
• Budget: Part of June, All of July, August and October.
• City Administrator & Police Chief Update (3 times per year for 15 minutes)
CITY OF ORONO MEMORANDUM
DATE: April 25, 2022
TO: City Council Members
FROM: City Administrator
RE: Fire Department Update
1. Purpose. The purpose of this item is to provide council and update on the fire department negotiation
and efforts.
2. Background. The City of Orono currently receives fire and rescue services from the Long Lake Fire
Department (LLFD). The City of Orono has formally notified the City of Long Lake that we will not be
extending the contract arrangement beyond its current expiration date of December 31, 2025.
3. Time Line. To keep things on track we developed the attached timelines shown in (Exhibit A).
There are two: one in the event that we need to develop a Fire Department from scratch and; a second, in
the event that we are able to take control of the existing LLFD. Based on these timelines the decision
point for which option we follow is this summer (June 2022). The procurement of equipment associated
with the start from scratch option drives this decision point timing as equipment procurement can take up
to 2 years.
4. Fire Negotiation Update. Mayor Walsh was appointed by the council to lead negotiation with the
City of Long Lake. Mayor Walsh will provide an update on discussions to date.
5. Staff Update. The following are staff action status.
a. Notice of termination of current fire protection contracts – Completed 2021
b. Relief association transfer process information gathering – Completed 2021
c. Appraisal of Station #1 – Completed 2021
d. Facility Assessment of Current PW facility for Fire Station – Proposal completed, Assessment to
be completed.
e. Coordination with State Fire Marshal Office – Initiated
f. Capital equipment ownership review – Underway
g. RFP for Fire and Emergency Services Consultant – Underway – Draft attached
COUNCIL ACTION REQUESTED:
Discussion and any guidance to staff.
Exhibits:
A. Timelines
B. Draft RFP for Fire and Emergency Services Consultant
Fire Department –Start From Scratch
Year 2022 2023 2024 2025
J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D
Planning
Personnel
Equipment
Facilities
Other
Or
o
n
o
F
i
r
e
D
e
p
a
r
t
m
e
n
t
a
s
s
u
m
e
s
f
u
l
l
d
u
t
i
e
s
Ja
n
u
a
r
y
1
st
,
20
2
6
As of: 21 April 22
Procure Vehicles and EquipmentPrepare
Specs
Determine
Needs
Determine
Needs
Determine
Needs
Determine
Needs
Decision Point:
1.Transition LLFD
2.Start from Scratch
Familiarization Training.
Remodel PW building for Fire Station
RFP
Consultant
PW Facility
Assessment
STN 1 Appraisal(s)
Create Organization / Position
Descriptions / Policies
Recruit FD Chief Recruit Fire
Fighters
Train
Transition Responsibilities from LLFDEstablish Service Contracts w/
contract communities
Establish Pension Fund
Establish Mutual Aid Agreements
Negotiation w/
Long Lake
State Fire Marshal Process to
Establish FD
Fire Department –Transition control from Long Lake
Year 2022 2023 2024 2025
J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D
Planning
Personnel
Equipment
Facilities
Other
Or
o
n
o
F
i
r
e
D
e
p
a
r
t
m
e
n
t
a
s
s
u
m
e
s
f
u
l
l
d
u
t
i
e
s
Ja
n
u
a
r
y
1
st
,
20
2
6
As of: 21 April 22
Assume full control of FF CIP and Procurement
Develop
transition
agreement
with Long
LakeDecision Point:
1.Transition LLFD
2.Start from Scratch
PW Facility
Assessment
STN 1 Appraisal(s)
Update Organization / Position
Descriptions / Policies
Transition Fire Fighters
records, payroll …
Transition Admin Responsibilities
from Long Lake
Establish Service Contracts w/
contract communities
Transition Pension Fund
Establish Mutual Aid Agreements
Negotiation w/
Long Lake
Facility improvements
RFP
Consultant
Operational &
Organizational
Review
State Fire
Marshal
Process to
Establish FD
1
CITY OF ORONO, MINNESOTA
REQUEST FOR PROPOSAL
FOR
Fire and Rescue Department Operational Study
1. REQUEST FOR PROPOSALS. The City of Orono is requesting proposals from consultants
experienced in the management and operation of paid and volunteer Fire/EMS departments to undertake a
study of the City of Orono’s future Fire Department. The study and review should include the areas of
organization and management, service areas, regulatory environment, historical operation, service
demand needs, and future growth of the area and department. The consultant should be prepared to
provide recommendations on transition of control of a fire department from one city to another and also
the creation of a fire department from the ground up.
2. BACKGROUND.
A. Agreement and Contract of Fire Services. The City of Orono currently receives fire and rescue
services from the Long Lake Fire Department (LLFD). Current service is based on a 2002 agreement
and contract for fire protection with subsequent agreements covering fire station ownership and expanded
services. The contract provides ownership shares in equipment and facilities. As of the writing of this
RFP the City of Orono provides ~85% of the departments operating budget and has 70%+ ownership
interest in most of the capital equipment and facilities with some items being 100% owned by Orono.
The City of Orono has formally notified the City of Long Lake that we will not be extending that contract
arrangement beyond its current expiration date of December 31st 2025. At that time the City of Orono will
have its own fire department. Currently there are two courses of action to realize and Orono Fire
department: one, stand up a department from scratch or two, assume control of the existing Long Lake
Fire department. The city’s preference is the latter but must be prepared for the former.
B. Long Lake Fire Department (LLFD). The Long Lake Fire Depart provides Fire Service to the
Cities of Long Lake, Orono and Minnetonka Beach as well as a portion of Medina. The department has
45 volunteer firefighter led by a full time Fire Chief. The department has two stations. Station 1 (Willow
Drive) serves the northern part of the response area with the Station 2 (Navarre) covering the southern
portion of the service area. The operating Budget for the department in 2022 is $536K. Ambulance
services are provided by North Memorial.
C. City Of Orono. The City of Orono is located in the west metro of the Twin Cities. The
population is 8500 with approximately 3200 households. The city is predominately residential with some
commercial area centered in the community of Navarre and around the boundary with Long Lake. The
city is located along the north shore of Lake Minnetonka. The residential density varies with higher
densities in the south along the lake shore and in Navarre and around the Highway 12 corridor in the
north. The center portion of the city is low density with 2 acres plus lots. In addition to itself the city
provides police service to the cities of Spring Park, Minnetonka Beach and Mound. The city’s Public
works department provides service to the City of Spring Park.
2
3. GENERAL INSTRUCTIONS.
A. All proposals should be sent and all questions and correspondence should be directed to the City of
Orono, Adam Edwards, City Administrator (952-249-4601) at 2750 Kelley Parkway, Orono, MN 55356.
B. All proposals must be received at the City offices no later than 4:30 p.m., Friday, May 20th, 2022.
Proposals shall be clearly identified with "City of Orono Fire and Rescue Service Operational Study RFP” by
the submittal deadline.
C. Proposals must be signed by an authorized representative of the company.
D. Proposals should be limited to a maximum of 15 pages, including all supporting documentation.
E. In order to ensure a fair review and selection process, firms submitting proposals are specifically
requested not to make other contacts with other City staff or Councilmembers regarding their proposals.
F. The city staff plan to review and analyze all proposals as well as schedule interviews in June
2022. The City plans to make a final selection by June 27th, 2022.
4. SCOPE OF SERVICES. The City of Orono is searching for a firm that will assist and advise the city
as it takes on the responsibilities of managing a fire and rescue department. This project seeks
recommendations regarding the organizational structure, operational objectives, and staffing needs to
support current and future service demand. The work performed by this project should include the
following:
A. A review of background information, including the following:
(1) Community and service area population and demographics
(2) Residential, commercial, industrial, and institutional property uses within the community
(3) Policies, agreements, and Department operating guidelines that impact staffing and LLFD
practices
(4) Mutual aid agreements
(5) Call volumes, statistics, and trends
(6) Facilities, equipment, and operational practices
(7) Review of response time, including by time of day and day of week
(8) Review of current operations
(9) Review of current organizational structure
(10) Review of budgets and funding methods
(11) Current department staffing, turnover, and succession planning
(12) Past organizational structure and hiring processes
B. Analysis of medical and emergency response services provided by other external service
providers, including ambulance and medical service responders.
C. At a minimum, input should be solicited from the following stakeholders:
(1) Mayor/City Council
(2) City Administration
(3) LLFD members and officers
(4) Mutual aid / Neighboring departments
D. Report should address the following:
(1) Recommendations regarding current operations including
Staffing structure – consider paid-on-call, part-time, full-time, and/or a combination to
meet service delivery needs
3
Operational modifications
Equipment needs
(2) Recommendations regarding how to accommodate transition of department to Orono,
department, and service demand needs
Staffing structure, operations, and potential service delivery models
Potential service modifications and/or partnerships with external service providers
5/10/20 year projections
E. Consultation and assistance as needed through the implementation period which may include the
following:
(1) Completion of State Fire marshal requirements for standing up a new Fire department
(2) Preparation of equipment specifications for procurement
(3) Developing / updating position descriptions for personnel recruitment
(4) Development of Policies, agreements, and Department operating guidelines
5. SCHEDULE. The following schedule is intended to be a guideline.
Selection of Consultant June 2022
Review and Analysis July-August 2022
Report / Recommendations to City September 2022
Consultation as needed October 2022- December 2025
Orono Fire and rescue department operational NLT 31 Dec 2025
6. REQUIRED CONTENTS FOR PROPOSALS:
A. Title Page. Show the proposal subject, the name of the proposer’s firm, address, telephone
number, e-mail address, name of the contact person, and the date.
B. Table of Contents. Include a clear identification of the material by section and page number.
C. Proposing Firm Overview. Describe your firm’s background and history, including the number
of years in business. Include information about the firm’s experience performing similar work.
D. Identification and Qualification of Assigned Personnel.
(1) Describe your firm’s capacity for providing the services as indicated in this RFP.
(2) Identify key staff, consultants and positions for each of the phases proposed for this work.
Include brief résumé information focusing on project experience that enhances qualifications for this
work.
E. References. Provide examples of a minimum of three (3) projects, specific to similar projects,
outlining scope of services, project description, and cost.
F. Approach and Work Plan. A statement of the firm’s understanding of the work required and the
manner in which the firm plans to approach it. Describe how the firm will approach project and
implementation related to meeting deadlines, developing project layout, approach to evaluating/selecting
alternatives and the firm’s expectation of the City’s responsibilities. Include preferred method of
engaging stakeholders and timeline. A final work plan will be developed following selection of the
Consultant.
G. Fee Quotation. Please submit the fee for your services on this project and include a timeline for
these services. The consultant shall break down the fees as follows:
(1) Proposed cost of each scope of work listed above
4
(2) Hourly rates for all consultant employees who are expected to work on the project. These
rates shall be the agreed upon rates for any additional services requested by the City above what is
detailed in the RFP.
(3) Reimbursable costs include detail of service or item and applicable charge per unit.
(4) Not to exceed cost for the Project.
7. PROPOSAL EVALUATION:
A. The City intends to retain the services of the firm evaluated to be best qualified to perform the
work for the City within the required time frame, experience with similar contracts and clients, extent to
which previous clients have found the firm’s services acceptable, cost of services, ability to deliver work
within budget, and other factors considered. The firm will be selected upon the basis of the information
provided as requested in this proposal.
B. The City will undertake a preliminary review of all proposals submitted and determine, which, if
any, firms it will select for interviews. Follow-up with any or all firms submitting proposals may occur to
gather additional information upon which to make a decision. Any other pertinent data generated by the
City will be considered.
C. The City Council shall make the final selection of the firm. The final contract award will be
conditioned upon the successful proposer’s complying with all terms and conditions, mutual agreement
about the final work plan, and completion of a contract agreeable to all parties. The City reserves the right
to negotiate and further refine the scope of the work which may affect the final contract amount.
D. The City reserves the right to reject any and all proposals, in whole or in part, to waive any and
all informalities, to disregard all non-conforming, non-responsive or conditional proposals, to request
additional information from a proposer, or to expand the period for submitting proposals.
8. TERMS AND CONDITIONS:
A. The City reserves the right to reject any or all proposals or to negotiate a contract that is in the
best interest of the City at the absolute and sole discretion of the City Council.
B. The contract for services will require that the firm selected maintain general liability, automobile,
worker’s compensation, and errors and omissions insurance. The contract will also contain provisions
requiring the selected firm to indemnify the City and firm serves at the will of the City Council and the
City Council has the right to terminate the agreement, at its sole discretion, upon the provision of notice.
CITY OF ORONO MEMORANDUM
DATE: April 25, 2022
TO: City Council Members
FROM: City Administrator
RE: Broadband
1. Purpose. The purpose of this item is to discuss broadband internet availability with in Orono.
Councilmember Seals requested the council discuss this potential issue. Residents have reported issues
and disappointment in the options for internet in Orono.
2. Background. The two main residential internet providers in the Orono are Mediacom and
CenturyLink. Mediacom is a cable provider who offers internet and not cable. Mediacom entered into a
franchise agreement with the City in 2013. Franchise fees collected are used to fund the city’s bale fund.
CenturyLink is a telephone provider who offers Internet via DSL and some fiber connections.
The following is a list of current internet providers in Orono that offer residential service. The list is not
exhaustive.
a. Mediacom - Cable provider
b. CenturyLink - Telephone provider. Has DSL.
c. Verizon - Wireless, Fiber
d. Frontier - DSL
e. Lakeside Networks - Fixed Wireless
3. Proposed Discussion Points. The following are a series of questions that are intended to guide
discussion.
a. Is there and issue or problem?
b. Is there city government role in the issue or problem?
c. What are some potential avenues the city could explore?
COUNCIL ACTION REQUESTED:
Discussion and any guidance to staff.
Reference:
Cable Television Franchise Ordinance, 2013.
https://bestneighborhood.org/tv-and-internet-orono-mn/