Back to Bids/RFPs

Operational Audit-Fire Department Strategic Planning

The Haines Borough is seeking a consulting firm to conduct an Operational Audit of the Haines Borough Volunteer Fire Department over a three month span.

The Fire Department is a Volunteer Department with three paid staff, two of whom are certified firefighters, and a volunteer chief. It’s the goal of the Haines Borough to transition the Fire Department from a Volunteer Department into a blended Department with paid staff, active volunteers, and a paid chief.

The Haines Volunteer Fire Department (HVFD) has been active since 1910. Like many volunteer fire departments nationwide, HVFD suffers from a lack of available volunteers. In addition to firefighting, HVFD has an Ambulance Company responding to medical emergencies from the townsite to the Canadian Border (40 miles north of the townsite), as well as the Lutak Inlet and the Chilkat Peninsula. In 2022, HVFD responded to 353 ambulance calls (including Medivacs) and 34 fire calls. As of October 10, 2023, HVFD has responded to 324 ambulance calls (including Medivacs) and 30 fire calls this year.

The audit will include a review of current operations by conducting a data analysis of the past 3-years to identify trends, review the current deployment strategy for emergency calls, evaluate emergency medical service delivery, and make recommendations on the level of EMS response appropriate for the community, review existing policies and procedures and evaluate them against industry best practices, and evaluate the use of information technology within the fire department. The audit will include a staffing analysis by evaluating the day coverage program and its effectiveness in meeting the demands of the department and Borough. If changes are identified in the current staffing model, a recommended roadmap for modifications in the next five years will be provided.

The audit will also include a cultural assessment through evaluation of the human resource policies and practices applicable to the fire department including discipline will be included along with an assessment of the employees’ record management system, recruiting and hiring practices, employee retention programs, the promotional process, the disciplinary process, and compliance with federal and state regulations.

The audit will include an evaluation of the operational and capital budgets, a review of funding, fees, taxation, and other financial resources including any reserves. Additionally, the audit will also identify future fiscal forecasts and associated challenges and identify potential cost recovery programs/options.

The audit will include an evaluation of training over the past three years, training programs/curriculums, staff certifications and professional development, and the training program administration, all while keeping in mind the size of the community and the department. The audit will be a strategic planning tool resulting in the production of a five-year “road map” for the Haines Borough Volunteer Fire Department during this transition.

REPORTS AND PRESENTATION The audit will occur over the span of three months, during which the consultant will develop a report of findings. This report will be provided in a DRAFT version, allowing an opportunity for review before the document is finalized.

The consultant will provide a final overview presentation to the Borough Assembly.

Public Facilities is inviting you to a scheduled Zoom meeting.

Join Zoom Meeting

https://us06web.zoom.us/j/88940014154?pwd=9xGHNdNLijG3lgVeoNwcCA5yZ3BaXU.1

Meeting ID: 889 4001 4154

Passcode: 257946

--- One tap mobile

+16699006833,,88940014154#,,,,*257946# US (San Jose) +17193594580,,88940014154#,,,,*257946# US --- Dial by your location • +1 669 900 6833 US (San Jose) • +1 719 359 4580 US • +1 253 205 0468 US • +1 253 215 8782 US (Tacoma) • +1 346 248 7799 US (Houston) • +1 669 444 9171 US • +1 689 278 1000 US • +1 929 205 6099 US (New York) • +1 301 715 8592 US (Washington DC) • +1 305 224 1968 US • +1 309 205 3325 US • +1 312 626 6799 US (Chicago) • +1 360 209 5623 US • +1 386 347 5053 US • +1 507 473 4847 US • +1 564 217 2000 US • +1 646 931 3860 US

Meeting ID: 889 4001 4154

Passcode: 257946

Find your local number:

https://us06web.zoom.us/u/k0Nkd7st