HomeMy WebLinkAbout#17 - Fire Department Audit ContractSTAFF REPORT
DATE: November 5, 2019
REGULAR
AGENDA ITEM: Agreement with RW Management Group, Inc for Fire Dept. Audit
SUBMITTED BY: Kristina Handt, City Administrator
BACKGROUND:
This item was originally presented at the October 1st meeting but was tabled until the
November 5th meeting. The following information remains the same.
On August 7, 2019 the Council authorized advertising for proposals to perform an
operational audit of the fire department. The request for proposals was advertised until
September 12, 2019. The city received proposals from 10 firms. The proposals were
reviewed by the City Administrator, Assistant City Administrator and Fire Chief. We are
recommending the Council approve an agreement with RW Management Group, Inc for
$25,500.
ISSUE BEFORE COUNCIL:
Should the City Council approve the agreement with RW Management Group, Inc for a Fire
Department Operational Audit?
PROPOSAL:
A copy of the city’s standard professional services agreement and the RW proposal are
included in your packet. Staff felt they had the best combination of an understanding of the
requested tasks, expertise and background of assigned staff, time required to complete the audit
and cost.
FISCAL IMPACT:
Contract price is $25,500. Estimate is that $8,415 may be paid in 2019. The remaining will be
paid in 2020.
OPTIONS:
1)Approve the agreement with RW Management Group, Inc for a fire department operational
audit
2) Amend and then approve the agreement with RW Management Group
3) Approve an agreement with a different proposer
4) Do not approve the agreement with RW Management Group
RECOMMENDATION:
If removed from the consent agenda:
“Motion to approve the agreement with RW Management Group, Inc for a fire department
operational audit.”
ATTACHMENTS:
•Professional services agreement
•RW Management Proposal
PROFESSIONAL SERVICES AGREEMENT
Lake Elmo Fire Department Operational Audit
AGREEMENT made this ________ day of October, 2019, by and between the CITY OF Lake
Elmo, a Minnesota municipal corporation ("City") and RW Management Group, Inc. (“Consultant”).
IN CONSIDERATION OF THEIR MUTUAL COVENANTS THE PARTIES AGREE AS FOLLOWS:
1. SCOPE OF SERVICES. The City retains Consultant to conduct a Fire Department
Operational Audit. The scope of services includes the following:
• Review response times and benchmark against comparable communities and industry
standards.
o Identify cost effective benchmarks the department should follow on an ongoing
basis and determine how the department currently measures up to those
standards.
o Identify a set of cost effective measurable goals that balance efficiency,
effectiveness and safety. These goals should meet the needs of the department as
well as be in the best interest/value of the city as a whole.
• Review department organizational structure and workplace culture and make
recommendations on potential improvements.
• Review current staffing compared to similar cities/departments in Minnesota and assess
what is needed going forward for recruitment and retention:
o Evaluation of current Paid On-Call pay rate and Part time wages
o Evaluation of current pension benefit amount, formula and increases.
o Recommend changes to current recruitment strategies and compensation and
benefit structures based on real-world success with alternate models.
• Analysis of current staffing levels and recommendation of appropriate levels to ensure
effective response times; compare staffing levels to similar metropolitan departments.
• Review of training procedures and record keeping and provide recommendations on the
improvement thereof.
• Review the existing Standard Operating Guidelines (SOG’s) and make recommendations
for improvements or enhancements.
• Provide estimate of costs associated with receiving comparable services from an outside
agency/fire department.
• Analyze short-term, mid-term and long-range cost implications to any recommendations.
The Consultant agrees to perform the Audit and prepare the Report consistent with the RFP issued
by the City and the Consultant proposal dated September 9, 2019 (revised September 20, 2019)
(Exhibit A).
2. COMPENSATION. Consultant shall be paid $25,500 by the City in accordance with
the Consultant’s proposal. Payments shall be as follows:
• 33% of payment due within 20 days of signing contract
• 33% of payment due upon completion of the Recommendations Meeting
• 34% payment due upon receipt of invoice after completion of project
3. COMPLETION DATE. The Consultant must complete the services on or before
February 1, 2020 for the Audit report. The obligation to provide further services under this
Agreement may be terminated by City without cause upon written notice to the Consultant.
Upon termination Consultant shall only be paid for work actually performed.
4. DOCUMENTS. The City shall be the owner of all documents, reports, studies, analysis
and the like prepared by the Consultant in conjunction with this contract.
5. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder,
Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions
of services to be provided.
6. STANDARD OF CARE. Consultant shall exercise the same degrees of care, skill,
and diligence in the performance of the Services as is ordinarily possessed and exercised by a
professional Consultant under similar circumstances. No other warranty, expressed or implied,
is included in this Agreement. City shall not be responsible for discovering deficiencies in the
accuracy of Consultant’s services.
7. INDEMNIFICATION. The Consultant shall indemnify and hold harmless the City, its
officers, agents, and employees, of and from any and all claims, demands, actions, causes of action,
including costs and attorney's fees, arising out of or by reason of the execution or performance of
the work or services provided for herein and further agrees to defend at its sole cost and expense
any action or proceeding commenced for the purpose of asserting any claim of whatsoever
character arising hereunder.
8. INSURANCE. Consultant shall secure and maintain such insurance as will protect
Consultant from claims under the Worker's Compensation Acts, automobile liability, and from
claims for bodily injury, death, or property damage which may arise from the performance of
services under this Agreement. Such insurance shall be written for amounts not less than:
Commercial General Liability $2,000,000 each occurrence/aggregate
Automobile Liability $2,000,000 combined single limit
Excess/Umbrella Liability $2,000,000 each occurrence/aggregate
The City shall be named as an additional insured on the general liability and umbrella policies.
The Consultant shall secure and maintain a professional liability insurance policy. Said policy
shall insure payment of damages for legal liability arising out of the performance of professional
services for the City, in the insured's capacity as Consultant, if such legal liability is caused by a
negligent act, error or omission of the insured or any person or organization for which the insured
is legally liable. Said policy shall provide minimum limits of $1,000,000 with a deductible maximum
of $125,000 unless the City agrees to a high deductible.
Before commencing work the Consultant shall provide the City a certificate of insurance
evidencing the required insurance coverage in a form acceptable to City. The certificate shall
provide that such insurance cannot be cancelled until thirty (30) days after the City has received
written notice of the insurer’s intention of cancel this insurance.
9. INDEPENDENT CONTRACTOR. The City hereby retains the Consultant as an
independent contractor upon the terms and conditions set forth in this Agreement. The Consultant
is not an employee of the City and is free to contract with other entities as provided herein.
Consultant shall be responsible for selecting the means and methods of performing the work.
Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant's
performance under this Agreement. City and Consultant agree that Consultant shall not at any time
or in any manner represent that Consultant or any of Consultant's agents or employees are in any
manner agents or employees of the City. Consultant shall be exclusively responsible under this
Agreement for Consultant's own FICA payments, workers compensation payments, unemployment
compensation payments, withholding amounts, and/or self-employment taxes if any such
payments, amounts, or taxes are required to be paid by law or regulation.
10. SUBCONTRACTORS. Consultant shall not enter into subcontracts for services
provided under this Agreement without the express written consent of the City. Consultant shall
comply with Minnesota Statute § 471.425. Consultant must pay Subcontractor for all undisputed
services provided by Subcontractor within ten days of Consultant’s receipt of payment from City.
Consultant must pay interest of 1.5 percent per month or any part of a month to Subcontractor
on any undisputed amount not paid on time to Subcontractor. The minimum monthly interest
penalty payment for an unpaid balance of $100 or more is $10.
11. NONDISCRIMINATION. All Contractors and subcontractors employed shall comply
with all applicable provisions of all federal, state and municipal laws which prohibit discrimination
in employment to members of a protected class and all rules and regulations, promulgated and
adopted pursuant thereto. The Contractor will include a similar provision in all subcontracts entered
into for the performance of this contract.
12. ASSIGNMENT. Neither party shall assign this Agreement, nor any interest arising
herein, without the written consent of the other party.
13. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement
shall not affect, in any respect, the validity of the remainder of this Agreement.
14. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This
Agreement supersedes all oral agreements and negotiations between the parties relating to the
subject matter hereof as well as any previous agreements presently in effect between the parties
relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the
provisions of this Agreement shall be valid only when expressed in writing and duly signed by the
parties, unless otherwise provided herein.
15. CONTROLLING LAW. This Agreement shall be governed by and construed in
accordance with the laws of the State of Minnesota.
16. COPYRIGHT. Consultant shall defend actions or claims charging infringement of
any copyright or patent by reason of the use or adoption of any designs, drawings or
specifications supplied by it, and it shall hold harmless the City from loss or damage resulting
there from.
17. RECORDS. The Consultant shall maintain complete and accurate records of time and
expense involved in the performance of services.
18. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with
the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1)
all data provided by the City pursuant to this Agreement, and (2) all data, created, collected,
received, stored, used, maintained, or disseminated by the Consultant pursuant to this Agreement.
Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including
but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government
entity. In the event Consultant receives a request to release data, Consultant must immediately
notify City. City will give Consultant instructions concerning the release of the data to the requesting
party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials,
officers, agents, employees, and volunteers harmless from any claims resulting from Consultant’s
officers’, agents’, city’s, partners’, employees’, volunteers’, assignees’ or subcontractors’ unlawful
disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation
or termination of this Agreement.
CITY OF LAKE ELMO
___________________________________
Mayor Mike Pearson
__________________________________
Kristina Handt, City Administrator
ATTEST:
___________________________________
Julie Johnson, City Clerk
RW Management Group, Inc.
By: ___________________________________
Its_____________________________________
PROPOSAL TO PROVIDE
PROFESSIONAL CONSULTING
SERVICES
FIRE DEPARTMENT
ORGANIZATIONAL
ANALYSIS
RW Management Group, Inc.
1256 Wrenfield Way
Oconomowoc, WI 53066
Office: 262.354.0731
www.rwmanagementgroup.com
jroemer@rwmanagementgroup.com
Date: September 9, 2019
Organizational
Management
Studies
Equipment
Analysis
Emergency
Medical Plans
Emergency
Management Plans
Response Time
Analysis
Consolidation
Studies
Executive and
Staff Selection
Project
Management
Municipal Labor
Negotiations
Interim
Management
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
RW Management Group, Inc. 1
TABLE OF CONTENTS PAGE
Transmittal Letter ..................................................................................................................... 2
RW Management Group, Inc. Qualifications ............................................................................ 3
RW Management Group, Inc. Methodology ............................................................................ 3
Assigned Staff ......................................................................................................................... 4
Staff Biographies ..................................................................................................................... 6
Overall Project Approach ....................................................................................................... 10
Cost Quotation ...................................................................................................................... 12
Recent Related Engagements ............................................................................................... 12
Previous Client Work ............................................................................................................. 13
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
RW Management Group, Inc. 2
TRANSMITTAL LETTER
September 9, 2019
Kristina Handt
City Administrator
khandt@lakeelmo.org
651.747.3905
Dear Kristina:
Thank you for the opportunity for RW Management Group, Inc. to submit a proposal to conduct a
Fire Department Organizational Analysis for the City of Lake Elmo. We understand that the City
would like to have a study conducted of the Fire Department to assist with planning for the
necessary changes to staffing, practices, organizational structure, equipment and facilities in
order to improve efficiency and prepare for continued future growth. RW has the unique
background to assistance the City in determining the most efficient and cost-effective approach
to manage future growth and needs and provide the City with realistic organizational and facilities
planning, recommendations and implementation.
Accordingly, RW has prepared the enclosed proposal including details regarding our approach
for providing a comprehensive analysis to the City.
RW believes that our extensive operational and strategic experience working with municipalities
of all sizes uniquely qualifies us for a project of this nature. The RW project manager has over 35
years of combined municipal operational experience working directly with, or for, public agencies.
The team has management, operational, technical and consulting experience with all types of
public operations and with all levels of staffing within these agencies.
We recently completed similar project work for the Village of Germantown, WI, the Village of
Bellevue, WI, the City of Baraboo, WI, Village of Hartland, WI, the City of De Pere, WI, the City of
Green Bay, WI, and Cambria Community Fire Department. These projects reviewed
organizational, staffing, major equipment, incident analysis, shared services and facility
requirements for the municipality’s Fire and EMS Departments.
Thank you again for this opportunity. The enclosed proposal addresses the goals of the
Community. If you have any questions about our proposal, please feel free to contact me at 262-
354-0731 or by email at jroemer@rwmanagementgroup.com. We look forward to the opportunity
to work with the City on this important project.
Sincerely,
Jeffrey R. Roemer
Jeffrey R. Roemer
President
RW Management Group, Inc.
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
RW Management Group, Inc. 3
RW MANAGEMENT GROUP INC. QUALIFICATIONS
RW Management Group, Inc. (RW) is a Wisconsin based consulting firm providing professional,
high quality police, fire, emergency medical service, dispatch, safety and emergency
management consulting, project management and other related services to organizations
throughout the United States and internationally. RW consultants have served the needs of
numerous municipalities and emergency services in the United States. RW consultants remain
very active with many public safety and government related organizations including:
• Wisconsin City/County Management Association
• International City/County Management Association
• Wisconsin State Fire Chiefs Association
• International Association of Fire Chiefs
• International Association of Police Chiefs
• American Academy of Certified Public Managers
• Paramedic Systems of Wisconsin
• National Police Protection Association
• Wisconsin Society of Certified Public Managers
• Wisconsin State Police Chiefs Association
• Wisconsin Association of Public Safety Communications Officials.
RW’s mission statement is “To provide the highest quality, independent professional public safety
consulting, project management and services, as measured by the successful implementation of
recommendations and services to our clients.” We accomplish this mission by providing a team
of professionals committed to the needs and issues of public safety and government. RW’s
consultants are active practitioners in the public safety area and understand the issues,
challenges, standards and responsibilities of public safety and provide proven methods to improve
efficiency and effectiveness.
All RW’s consultants possess in-depth knowledge of all relevant aspects of municipal services,
which includes administration, communications, organization, labor relations, economics and
standards. This knowledge allows RW to provide clients with an intellectual and objective analysis
of the information received. This information is then presented in an easily understood format,
allowing policy boards to make knowledgeable and informed decisions.
Project progress is measured against an established work plan, timetables, budget and list of
deliverables. Project methodology includes frequently scheduled progress meetings to discuss
progress as well as new or unanticipated issues. The work plans are focused, coordinated and
logical. Project team members are also available throughout the duration of the project.
RW MANAGEMENT GROUP INC. METHODOLOGY
Our approach to this project requires a clear understanding of the City ’s growth, environment,
services and related concerns. The key elements of our methodology include:
• A clear understanding of the City ’s background, community profile and the
goals and objectives of the project.
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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• A work plan that is comprehensive, well designed, practical and provides
for ample opportunity for client input.
• Sufficient resources and a commitment to successfully completing the
project within the desired time frame and at a reasonable cost.
Client Input – To perform a comprehensive assessment and make specific recommendations, it
is critical that we receive quality information from elected officials, management and staff.
Accordingly, our approach includes meetings with individuals representing management, City
Administration and Council, line firefighters, neighboring departments and other stakeholders.
Practical Recommendations – Our goal is to provide our client with recommendations, which
will assess the current and future needs and provide implementation as needed to accomplish
the recommendations.
Project Management – A successful assessment and the provision of effective
recommendations requires a special effort to ensure that all levels of the project receive adequate
attention and those findings and recommendations are thoroughly coordinated. This is
accomplished by the development and adherence to a project work plan, clear project team
assignments and frequent communications with the client.
ASSIGNED STAFF
Personnel assigned to this project are selected from the staff of RW Management Group, Inc.
The project manager supervises the project team and clerical support personnel support the team.
The combined resources assure that the client receives the best possible combination of
professional attention.
Project Manager
The project manager will oversee, direct, coordinate and control all work that is done on the
project. The project manager will also provide liaison with the client project team, be responsible
for the content and quality of the project, make necessary presentations and ensure that the
project is completed according to the time line established.
Project Team Members
Project staff is selected for their relevant experience in the service to be provided. Each is
assigned with specific responsibilities related with the elements of the project. The work of the
project staff is provided to the project manager for review, collation and for interface with the
client’s project team.
Project Manager: Mr. Jeffrey R. Roemer – Mr. Roemer has over 35 years of experience in
public safety. Mr. Roemer is a certified public manager and has been providing full time public
safety management consulting for the last twenty-one (21) years. He worked as Fire Chief for the
City of Menasha from 1995 to 1998, Public Safety Director for the Village of Allouez from 1988 to
1995, and shift commander for the Village of Ashwaubenon for seven (7) years. He has worked
on numerous public safety projects for the last twenty-one (21) years, as project manager, in
communities nationwide. He recently served as the Fire Chief and Emergency Management
Director for the City of Green Bay, where he had responsibility for all aspects of emergency
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
RW Management Group, Inc. 5
management including preparedness, response, recovery, and mitigation. Mr. Roemer just
completed serving as Interim Emergency Service Director for the County of Door, WI. Mr. Roemer
is also part of the East Central Regional Incident Management Team and the State All Hazard
Team and assisted the City with the apartment explosion incident.
Project Team Member: Edmund M. Henschel – Mr. Henschel is a senior manager with RW
Management Group, Inc. Prior to joining RW, he served as a city manager for over 30 years,
serving municipalities in Wisconsin and Michigan. He also has 15 years of municipal consulting
experience conducting consolidation studies, department operation reviews, and labor
negotiations (representing municipal management). As a consultant he has specialized in shared
service and consolidation studies as well as management reviews for a wide range of municipal
departments. As a city manager, he was instrumental in forming one of the first police
consolidations in the State of Michigan in the 1970s. He has conducted numerous consolidation
studies in the past ten years. He was the lead consultant in a police consolidation that involved
a total of seven municipalities in Michigan. He has spoken at national and regional conferences
and written several articles on the subject of municipal consolidations. He has also drafted several
inter-governmental cooperation agreements.
Project Team Member: Mr. Robert Whitaker – Chief Whitaker’s experience in fire and rescue
service spans more than 25 years. He currently serves as the Fire Chief/Administrator for North
Shore Fire/Rescue, just outside of Milwaukee, WI. As Fire Chief/Administrator, Mr. Whitaker’s
responsibilities focus on strategic direction of the organization, fiscal management, information
technology and intergovernmental relations between the department and the multiple
municipalities served by the organization.
Project Team Member: Mr. Kevin Bierce - Mr. Bierce has been actively engaged in the fire
and emergency service operations for the past 25 years including both fire suppression and life
safety inspections. He currently serves as Fire Chief for City of Pewaukee, in central Waukesha
County in southeastern Wisconsin. The Department is a combination department, fully
accredited by Commission of the Fire Accreditation (CFAI), ISO Class 2 agency delivering both
fire and paramedic level response. His primary responsibilities are strategic planning and
direction of the organization as it continues its transition to a fully career agency. Mr. Bierce also
serves as the MABAS Wisconsin President.
CITY OF LAKE ELMO
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STAFF BIOGRAPHIES
Jeffrey R. Roemer, CPM
Principal Officer
RW Management Group, Inc.
Professional Summary
Mr. Roemer has an extensive background in the Public Safety area. For more than 35 years he
has served with municipal governments in various duties, including Fire Chief for the City of
Menasha, WI. Before serving with the City of Menasha, he was Public Safety Director for the
Village of Allouez, WI. He has worked in nearly all facets of Public Safety, as a Police Officer,
Firefighter, and Emergency Medical Technician, and as a supervisor and department head in
each of the disciplines.
As Police and Fire Chief, Mr. Roemer was responsible for all activities in the municipal Public
Safety environment. He has provided departmental support for planning and implementing
Information Systems, Dispatch Centers, Emergency Operations Centers, Budgeting, Shared
Services, and Command Post and ICS operations, along with many other administrative and
supervisory duties. His broad knowledge base allows a unique perspective and understanding of
the varied requirements found in the municipal environment. Serving at this level of the
organization provided Mr. Roemer with the opportunity to recommend, plan and manage change
within the organization and often, outside of his organization.
As a Public Safety Consultant, Mr. Roemer has been a project manager for numerous Public
Safety related organizational, communication, dispatch center, consolidation, information system,
operational, and emergency operation center projects. Mr. Roemer has served as Interim Public
Safety Director and Fire Chief for several agencies in the last 19 years, including the City of Green
Bay, Wisconsin. Mr. Roemer also serves as an active member of the International Association of
Fire Chiefs, the Wisconsin Society of Certified Public Managers, the American Academy of
Certified Public Managers, and the Associated Public Safety Communications Organizations.
Mr. Roemer’s knowledge of Public Safety in a municipal setting has gained him recognition both
at a local, national and international level. He has served as Secretary-Treasurer to the Great
Lakes Division of the International Association of Fire Chiefs, Past President of the Wisconsin
Society of Certified Public Managers and numerous other positions with Police, Fire and Rescue
Boards and Committees. Mr. Roemer has been recognized as the 2001 “Manager of the Year”
by the Wisconsin Society of Certified Public Managers. He currently serves on the State of
Wisconsin All Hazards Incident Management Team and the Northeast Wisconsin Regional
Incident Management Team. Jeff Roemer also serves on the newly consolidated Western Lakes
Fire Department Oversight Board and was voted in as Vice President of the Board.
Education
Northeast Wisconsin Technical College Associate Degree in Police Science
National Fire Academy Executive Fire Officer Graduate
University of Wisconsin Certified Public Manager
Northwestern University School of Police Staff and Command Graduate
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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Edmund M. Henschel
General Manager/Senior Consultant
RW Management Group, Inc.
Professional Summary
Ed Henschel is the General Manager for RW Management Group, Inc. Prior to joining RW
Management Group he served as a city administrator and village manager for 30 years, serving
municipalities in Wisconsin and Michigan. He also has 18 years of municipal consulting
experience conducting department operation reviews and labor negotiations. As a consultant he
has specialized in shared service and consolidation studies as well as management reviews for
a wide range of municipal departments.
Ed successfully created one of the first consolidated police departments in Michigan in the 1970s.
Since then he has been involved in a number of shared service projects throughout the Midwest,
both as a municipal manager and a consultant. He has also written articles and spoken at state,
regional and national conferences on this subject.
As a labor negotiator he has represented management to bargain contracts with unions
representing a number of different departments of various sizes. He negotiated the first as well
as successor contracts for a newly created consolidated fire department. He also has negotiated
a very complex contract to transition municipal employees from a private pension fund to a state
Retirement System.
As a result of his many years managing municipal governments, Ed has extensive experience
with personnel matters, overtime analysis, department operations, strategic planning, budgeting,
financial planning and shared service studies.
In addition to his responsibilities as a consultant, Ed has also served as the Executive Director of
the Wisconsin City/County Management Association. He is a member of the International
City/County Management Association and is on the board of directors of the Public Policy Forum,
which conducts regional public policy analysis. He was on the Advisory Board for the Masters in
Public Administration Program at Northern Illinois University, is a member of the Waukesha
County Sheriff’s Department Grievance Committee and currently teaches a graduate level course
at the University of Wisconsin - Milwaukee.
Education
Central Michigan University
Bachelor of Science in Education
Master of Arts in Political Science
University of Minnesota
Carlson School of Management - Management Training Program
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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Robert Whitaker
Senior Consultant
RW Management Group, Inc.
Professional Summary
Mr. Whitaker has worked in fire, emergency medical and emergency management settings for 24
years. He currently serves as the Fire Chief/Administrator for North Shore Fire/Rescue, just
outside of Milwaukee, WI. As Fire Chief/Administrator, Mr. Whitaker’s responsibilities focus on
strategic direction of the organization, fiscal management, information technology and
intergovernmental relations between the department and the multiple municipalities served by the
organization.
Mr. Whitaker has worked in several roles within the fire and emergency medical/service field. He
started his career as a paid-on call firefighter, moving to career firefighter, firefighter/paramedic,
Fire Lieutenant, Operations Battalion Chief, Battalion Chief of Training and Emergency Medical
Services, Deputy Chief of Administration and now, Fire Chief/Administrator. Throughout his
career, he has managed programs that included transition of records management systems,
professional development and training for the organization and transition of 911 PSAP and
Communications/Dispatch responsibilities to a newly consolidated center.
Mr. Whitaker is an active member of the International Association of Fire Chiefs, Wisconsin Fire
Chiefs Association, the Great Lakes Fire Accreditation Managers Association, the International
City/County Managers Association, serves as a member of Curriculum Committee for the
Wisconsin Fire Chiefs Education Association and as the Secretary/Treasurer of the Milwaukee
County Association of Fire Chiefs.
Mr. Whitaker has recently been employed by RW Management Group, Inc. to provide his
expertise in public safety consolidation and accreditation. He was involved in the functional
consolidation efforts needed to combine the North Shore Fire Departments and Dispatch center.
The North Shore Fire Department recently completed the accreditation process of the
Commission on Fire Accreditation International (CFAI).
Education
Oklahoma State University
Masters of Science, Fire & Emergency Management
Southern Illinois University
Bachelor of Science, Fire Service Management
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Kevin Bierce
Senior Consultant
RW Management Group, Inc.
Professional Summary
Mr. Bierce has been actively engaged in the fire and emergency service operations for the past
25 years including both fire suppression and life safety inspections. He currently serves as Fire
Chief for City of Pewaukee, in central Waukesha County in southeastern Wisconsin. The
Department is a combination department, fully accredited by Commission of the Fire
Accreditation (CFAI), ISO Class 2 agency delivering both fire and paramedic level response.
His primary responsibilities are strategic planning and direction of the organization as it
continues its transition to a fully career agency.
Mr. Bierce has served in variety of positions from fire chief to senior building official during his
tenure in the fire service. As a senior building official Mr. Bierce was responsible for the
integration of the building inspection and fire inspection into joint operation providing code
management, inspection and planning. This integration created a more seamless life safety
procedure enhancing the community risk management model. He holds both commercial and
residential building certification along with expertise in both flammable and combustible liquids
storage. Mr. Bierce has appointed to the Wisconsin Commercial Code Council by the Governor
of Wisconsin.
Mr. Bierce draws heavily on his past military experience, Mr. Bierce is a retired military officer
with both active and reserve components tours serving in a multitude of positions from company
command to Brigade level staff positions, a graduate of both the Officer Advance Courses and
the Army Command College. Mr. Bierce Continues to work with the Military in a variety of roles
as a Subject Matter Expert in Incident Command and Disaster Response. He has actively
served in both the planning and execution of several large-scale training exercises coordinating
both interagency responses to variety of both man-made and natural disasters. He is staff
trainer for Wisconsin REACT (Regional Emergency All Climate Training) center at Volk Field
Wisconsin. He has been appointed by the Governor of Wisconsin as the Fire Representative to
the Wisconsin Homeland Security Council.
Mr. Bierce is the Past President of the Waukesha County Chiefs Association, Past President of
the Wisconsin State Chiefs and current President of Wisconsin MABAS. He was awarded the
Fire Chief of the Year by the Wisconsin State Chiefs in 2017.
Education
University of Wisconsin, Stevens Point Bachelor of Science Degree in Physical Sciences
US Army Officer Basic and Advanced Courses
US Army US Command College
CITY OF LAKE ELMO
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OVERALL PROJECT APPROACH
The most effective method for presenting RW’s methodology when approaching a project of this
nature is to provide an accurate and comprehensive work plan for its completion. The following
work plan has been developed to accomplish the objectives and to achieve the City ’s goals.
DETAILED WORK PLAN
Study Work Plan and Project Analysis
Our approach to this project will, at a minimum include:
1. Project Kickoff Meeting: RW Management will conduct a kickoff meeting with the Project
Team and key stakeholders of the City. The purpose of this meeting will be to confirm
project scope and timelines, obtain project contact information, and develop a schedule of
Project Team meetings and other logistical arrangements.
2. Data Collection and Analysis: RW will provide the Project Team with a comprehensive
data request that will be used as the foundation for analysis. The data request will include,
at a minimum:
• Copies of previous study documents
• Current public safety programs and initiatives provided by the City
• Fire-EMS Budgets
• Department staffing levels, training and workloads
• ISO Rating Schedule
• Department Policies, procedures, standard operating guidelines and directives.
• Emergency Response Plan
• Others as needed
3. On-Site Review and Interviews: Assess the current Fire operations and begin to
develop future needs by performing interviews and on-site observations with
representatives of the fire departments and related organizations. The interviews and
observations will be held in both group and individual settings. This proposal is based
on interviews and observations being conducted with personnel from the following areas:
Fire Officers
Fire Administration
Firefighters
Fire Department Facility and Equipment Review
City Administration
City Council
Community Development Personnel
Neighboring Municipalities
Interviews and observations will primarily focus on the following issues, utilizing the
Center for Public Safety (CPSE) Accreditation Standards as the benchmarks:
Governance and Administration
Assessment and Planning
Goals and Objectives
Financial Resources
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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Programs
Physical Resources
Human Resources
Training and Competency
Essential Resources
External Systems Relationships
4. Status Meeting: The RW project team will meet with the City project team and review the
information obtained from the interviews and documentation review. This assists with
communications and will provide RW the ability to verify the findings.
5. Service Delivery Analysis: RW will analyze current public safety services being provided
in the community, the method of service delivery and compare it to current best practices
and recognized standards. A long range view of these services will be provided based on
growth, development, changing demographics, etc. as projected for the next 10 years. A
high level analysis of opportunities to work collaboratively with neighboring communities
will also be conducted.
6. Operating Costs: Upon the completion of the current and future staffing analysis, RW
will develop long range department operating costs based on staffing needs as the result
of projected growth and community changes.
7. Recommendations Meeting: The RW project team will meet with the City Project Team
to review the findings and recommendations of the Study. This meeting provides the City
with draft recommendations before they are put into a draft document.
8. Project Draft Report: RW will develop a draft report that will include findings,
recommendations, and implementation plan. The draft report will be presented to the
Project Team for review and comment. Comments will be incorporated into the final report,
as appropriate.
9. Project Final Report: After a review and input from City staff, RW will prepare a final
report and present it to the City Council. Additional presentations would be considered
outside of the scope of services provided here, would be provided at our normal billing rate
for the consultants involved.
The work tasks listed above will allow RW to complete the scope of services as outlined by the
City in the RFP.
Project Timeline
In order to conduct a comprehensive and professional review such as that included in this
proposal, the City should anticipate a three - four month study period.
COST QUOTATION
RW Management’s fees for professional services to conduct this study as outlined in the scope
of services would be a not to exceed amount as follows:
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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Not-To-Exceed Amount
Fire Department Organizational Analysis $ 25,500.00
Expenses Included
RECENT RELATED ENGAGEMENTS
RW Management has conducted numerous studies similar to that requested by the City of Lake
Elmo. RW has worked with municipalities for 21 years and it has always been our policy to not
share copies of the work we have completed for them to other agencies. Each agency and
study is unique to that community. We do provide our complete client list and contact
information for similar agencies. A sample of such references includes:
Village of Germantown, WI
RW provided management counsel services to the Village of Germantown for more than one year.
Jeff Roemer provided Management Counsel Services to the Village after their Fire Chief resigned.
There were major organizational and staffing issues facing the department and RW assisted the
interim fire and village administration work their way through correcting those issues, determining
organizational structure, staffing and equipment needs.
Contact: Steven R. Kreklow
Village Administrator
Germantown, WI 53022
Phone 262-250-4775
E-mail – skreklow@village.germantown.wi.us
Village of McFarland, WI
RW Management Group, Inc. was retained by the Village of McFarland to conduct a Public Safety
Facilities Analysis. The scope of the project was to perform a Staffing, Equipment and Facility
Analysis of Police, Fire and EMS in the Village, to assist the Village in developing a long-range
plan for facility improvements.
Contact: Matt Schuenke
Village Administrator
Village of McFarland
5915 Milwaukee Street
McFarland, WI 53558
Phone 608-838-3153
Email: Matt.Schuenke@mcfarland.wi.us
City of Baraboo, WI
RW Management Group, Inc. was retained by the City of Baraboo to conduct a Fire Department
Organizational and Consolidation Feasibility Analysis. The scope of the project was to perform a
Feasibility Analysis to assist the City in developing a long-range plan for administrative and
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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managerial improvements of its Fire and EMS Departments. This study was completed and RW
was retained to provide management counsel and implementation management for the studies
recommendations.
Contact: Edward Geick
City Administrator
City of Baraboo
135 4th Street
Baraboo, WI 53913
Phone 608-355-2715
Email: egeick@cityofbaraboo.com
City of DePere, WI
RW Management Group, Inc. was retained by the City of De Pere to conduct a Fire Department
Organizational and Consolidation Feasibility Analysis and provide Interim Fire Chief Services.
The scope of the project was to perform a Feasibility Analysis to assist the City in developing a
long-range plan for administrative and managerial improvements of its Fire and EMS
Departments. Including a review of current administration, operations, rules, regulations,
personnel procedures, operating procedures and provide recommendations on future
departmental needs, both short and long term. Further, an evaluation of the consolidation and
public safety feasibilities was completed.
Contact: Larry Delo
City Administrator
City of De Pere
335 S. Broadway
De Pere, WI 54115
Phone 920-339-4044
Email: ldelo@mail.de-pere.org
Door County, WI
Jeff Roemer, President of RW has been retained by Door County to serve as the Door County
Interim Emergency Services Director. RW is providing professional interim emergency services
direction to the Commission. As Interim Director, we are working with County Administration and
the Emergency Services Department to maximize the efficiency of current EMS operations and
emergency management during the interim period and make recommendations to improve
efficiencies and operations.
Contact: Ken Pabich
County Administrator
421 Nebraska St.
Sturgeon Bay, WI 54235
Phone: 920-746-2552
City of Green Bay, WI
RW Management Group provided long term management of the Green Bay Fire Department for
a period of almost four years. Jeffrey R. Roemer served as Fire Chief from April of 2008 until
December 31, 2011. Chief Roemer also provided the City with an Executive Selection process
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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and multiple Assessment Centers for promotions, which included training department personnel
as assessors. Mr. Roemer also served as the City Emergency Management Director during this
time and established a joint Emergency Operations Center with the County and wrote an
Emergency Operations Plan for the City.
Contact: Mayor Jim Schmitt
City of Green Bay
100 N. Jefferson
Green Bay, WI 54301
Phone 920-448-3005
Town of Greenville, WI – Fire Department
RW recently completed multiple projects for the Town of Greenville. The first was a Fire
Department Needs Analysis, which was basically an organizational review of the department and
based on that review made recommendations regarding their future needs for station placement
and major equipment. RW was then asked to assist with project management for the
implementation process of those recommendations.
Contact: Town Administrator
W6860 Parkview Drive
Greenville, WI 54952
Phone: (920) 757-5151 Ext. 4
Village of Bellevue Fire Department, Wisconsin
RW provided contracted management to the Village of Bellevue as Fire Chief and Emergency
Management Director. During a period of one year, RW provided major organizational change
recommendations and provided implementation of those changes. RW assisted with changes in
the Village Employee Handbook, the redrafting of the Emergency Operation Plan, hiring,
promotions, and provided the Executive Selection Process for the selection of a new Fire Chief
as a separate project.
Contact: Village Administrator
2828 Allouez Ave.
Bellevue, WI 54311
Office - 920-593-5512
PREVIOUS CLIENT WORK
RW Management employees have performed consulting services for the following clients over
the past twenty-one years:
Albert Lea, MN
Algoma, WI
Town of Algoma, WI
Allouez, WI
McFarland, Village of, WI
Menomonee Tribal EMS, WI
Miller, Wagner, Coenen, McMahon, Neenah,
WI
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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Appleton, WI
Appleton Marine, Appleton, WI
Arenz, Molter, Macy, Riffle & Larson, S.C.,
Milwaukee, WI
Arlington, WI
Ashland, OR
Ashland, WI
Baraboo, WI
Bay City, MI
Bell County, TX
Bellevue, WI
Beloit, WI
Berlin, WI
Broward County, FL
Brown County, WI
Bristol-Kendall Fire Protection District, IL
Calumet County, WI
Cambria, WI
Camden, AR
Cape Girardeau, MO
Cedarburg, WI
Central Lake County Communications, IL
Cert. Public Manager Program, Madison, WI
Chicago, IL
Chippewa County, WI
Clarinda Regional Health Center, Iowa
Clay County, FL
Clayton, Town of, WI
Clinton, CT
Comm. Orientated Policing Consortium, D.C.
Corvallis, OR
Dane County, WI
Dayton, OH
DeForest, WI
Milton, WI
Milton-Milton Township Fire Department, WI
Milwaukee Brewers, Milwaukee, WI
Milwaukee, WI
Milwaukee Area Technical College, WI
Milwaukee County, WI
Milwaukee Metropolitan Sewerage District
Milwaukee Regional Medical Center
Moraine Park Tech.College, Fond Du Lac, WI
Morton Grove, IL
Motorola Corp., Schaumburg, IL
Mukwonago, WI, Village of
Mukwonago, WI. Town of
Mundelein, IL
Nashville, TN
Neenah, WI
Neenah-Menasha Fire Rescue, WI
New Berlin, WI
New Jersey State Police
New Jersey Attorney General
North Carolina State University, Raleigh, NC
Northeast WI Tech.College, Green Bay, WI
Oak Creek, WI
Oconomowoc, WI
Oconto County, WI
Odell Associates, Inc., NC
Ogden Plumbing, Neenah, WI
Oneida Tribe of Indians, Oneida, WI
Osborn, Town of, WI
Ozaukee County, WI
Palmyra, WI
Palmyra, Village of, WI
Para Tran Medical Transport, Door Co., WI
Pasadena, CA
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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DeKalb, IL
Delafield, WI
Delavan, WI
Delaware County, OH
Delray, FL
De Pere, WI
Destin, FL
Door County, WI
Eagan, MN
East Chicago, IN
East Troy, WI
Energy Control and Design, Inc. Appleton, WI
ERS, Marinette, WI
Eugene, OR
Evanston, IL
Fishers, IN
Fond du Lac, WI
FOXCOMM, Appleton, WI
Fox Valley Technical College, Appleton, WI
Freedom, Town of, WI
Gary, IN
Genoa Township, OH
McFarland, WI
Grand Chute, WI
Green Bay, WI
Green Bay Packers, Green Bay, WI
Greenville, WI
Gries Architectural Group, Neenah, WI
GSA, Office of Inspector General, D.C.
Grass Valley, CA
Hamilton Cty 911 Comm. Dist. -
Chattanooga, TN
Hammond, IN
Hanover Park, IL
Pewaukee, WI (City)
Pewaukee, WI (Village)
Platteville, WI
Police Exec. Research Forum, DC
Presto Products, Appleton, WI
Prince Georges County, MD
Pulaski Tri-County Fire, WI
Qassim University, Buraydah, Saudi Arabia
Racine, WI
Raleigh, NC
RED Center, IL
Reedsburg, WI
Royal Oak, MI
Rye Tech. Consulting, Riyadh, Saudi Arabia
St. Mary’s Medical Center, Racine, WI
Sandy Springs, GA
Sarasota County, FL
SEECOM, IL
SEH, Appleton, WI
SESCO, LLC, Manitowoc, WI
Seymour, Town of, WI
Shawano, WI
Sheboygan, WI
Shelby County, TN
Shifman Law Firm, Birmingham, MI
Shorewood, WI
Southeast McHenry County, IL
Sparta, WI
Stafford Rosenbaum Attorneys, WI
Stevens Point, WI
St. Louis, MO
Stora Enso North America
Suamico, WI
Superior, WI
CITY OF LAKE ELMO
FIRE DEPARTMENT ORGANIZATIONAL ANALYSIS
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Harlem Township, OH
Harrison, WI
Hartland, WI
Hazel Crest, IL
Hobart, IN.
Ho Chunk Tribal Nation
Inter. Assoc. of Fire Chiefs–Great Lakes Div.
Iron Ridge, WI
Jacksonville, FL
Jefferson County, KY
JG Samuels, Inc., North Prairie, WI
Johnson Creek Fire Protection District, WI
Joy Bertrand Esq., LLC, Milwaukee, WI
Kansas City, MO
Kaukauna, WI
Kenosha Medical Center, Kenosha, WI
Kent County, MI
Kiel, WI
Killeen, TX
Lake Forest, IL
Lake Geneva, WI
Lake Mills, WI
Lakeshore Technical College, Cleveland, WI
Ledgeview, WI
Library of Congress, Washington, D.C.
Lincoln County, WI
Lindner & Marsack, S.C., WI
Lodi EMS, Lodi, WI
Logan Township, PA
Madison Area Technical College, Madison,
WI
Madison, Town of, WI
Manawa, WI
Marathon County, WI
Tallahassee, FL
Tri-State Fire, IL
Tulsa, OK
University of Wisconsin – Madison, WI
USAID, Washington, D.C.
U.S. Capital Police, Washington, D.C.
U. S. Dept. of Homeland Security
University of Illinois, Chicago, IL
Verona, WI
Viking Rescue, Denmark, WI
Virchow Krause & Company, Madison, WI
Walworth County, WI
Wanasek, Scholze, Ludwig, Ekes & Iselin,
S.C.
Washington, D.C.
Waterford, WI
Waukesha County, WI
Waukesha County Technical College
Wausau Hospital, Wausau, WI
Wausau Insurance, WI
WESCOM, IL
West Bend, WI
West Chicago, IL
West Milwaukee, WI
West Palm Beach, FL
Wheaton Franciscan Healthcare, Waterloo,
IA
Whiting, IN
Whitefish Bay, WI
Will County, IL
Wilmington, NC
Winnebago County, WI
Winnetka, IL
Wis. Dept. of Justice, Madison, WI
CITY OF LAKE ELMO
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Maryland Police Corps, MD
Maryland Transportation Authority, MD
Maximus, Reston, VA
Menasha, City of, WI
Menominee Falls, WI
Wood Dale, IL
Woodland, WI
Yarmouth, MA
Ypsilanti, MI
Yuma, AZ