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Home My WebLink AboutMINUTES - 04162013 - D.1RECOMMENDATION(S): ACCEPT a status report on the Contra Costa County Fire Protection District study by Fitch & Associates, LLC and APPROVE a comprehensive work plan defining the study process and milestones. FISCAL IMPACT: No fiscal impact. BACKGROUND: On December 11, 2012, the Board of Supervisors directed County Administrator and Emergency Medical Services (EMS) Agency to coordinate an independent EMS System re-evaluation study and a Fire Service study of Contra Costa County Fire Protection District (CCCFPD). Because the EMS Agency had already engaged Fitch & Associates, LLC to conduct the EMS System study and the experience that Fitch has with fire service evaluations, it was determined that Fitch should also conduct a study of CCCFPD. On February 12, 2013, the Board of Supervisors approved a contract amendment with Fitch, including two independent scopes of service; one for the EMS Re-evaluation and one for the CCCFPD study. The County Administrator presented the structure of each as being separate modules, with separate consulting APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 04/16/2013 APPROVED AS RECOMMENDED OTHER Clerks Notes:See Addendum VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Timothy Ewell, 925-335-1036 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: April 16, 2013 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D.1 To:Board of Supervisors From:David Twa, County Administrator Date:April 16, 2013 Contra Costa County Subject:CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT STUDY - FITCH AND ASSOCIATES, LLC Contra Costa Fire Project Workplan DRAFT 1 of 2 D R A F T As of 4/1/13 Months 1 2 3 4 5 6 7 8 9 10 Phase / Task Phase/Task Mar/Apr May Jun July Aug Sept Oct Nov Dec Jan Phase 1 Initiate Project 1.1 Initial phone call to set 1st on-site visit 1.2 Confirm workplan and deliverables 1.3 On-site: March 28 1.3.1 Develop stakeholder groups/guidelines 1.3.2 Conduct Fire and County Exec interviews and visit 1.3.3 Determine any survey tools needed 1.3.4 Confirm scope and focus 1.3.5 Observe call intake/communications center Phase 2 Data Collection & On-Site Evaluation 2.1 Request Information via IDR 2.2 Cofirm projected financial trends/issues 2.3 Request CAD data download 2.4 Review fire dispatch protocols 2.5 Hold two town hall-type meetings 2.6 Develop and launch surveys as identified 2.7 Interview Supervisors and City officials 2.8 Interview City and Fire managers 2.9 Analyze standards of cover/existing service level 2.91 Identify additional data needs 2.92 Summarize survey responses 2.93 Develop/summarize preliminary issues Phase 3 Dispatch, GIS, Comm. Center/Financial Review 3.1 Review EM, MCI, Disaster, Mutual Aid plans 3.2 Identity/verify service area risk factors 3.3 Review recent operational and budget changes 3.4 Review ambulance contractor capability/interface Phase 4 Data Analysis Including Financial Data 4.1 Analyze demographics and call trends 4.2 Analyze call data temporal, seasonal, etc. 4.3 Analyze fire service response by type/risk 4.4 Develop call density maps; refine by call type 4.5 Develop drive time and other maps 4.6 Conduct personnel workload analysis 4.7 Determine sustainable fire budget parameters 4.8 Determine sustainable fire service parameters Contra Costa Fire Project Workplan DRAFT 2 of 2 D R A F T As of 4/1/13 Months 1 2 3 4 5 6 7 8 9 10 Phase 5 Evaluate Fire Response to Medical Calls 5.1 Analyze fire's medical Reponses by call acuity 5.2 Review response protocols and MPDS 5.3 Prioritize fire readiness/response re risk factors 5.4 Review/integrate EMS Study findings 5.5 Determine optimized fire medical response Phase 6 Options for Efficiency, Effectiveness, Sustainability 6.1 Determine optimal fire apparatus locations 6.2 Develop reporting relationships/organizations 6.3 Develop fire staffing needs 6.4 Cost out proposed model 6.5 Identify issues and barriers to implementation Phase 7 Presentation of Service Plan Options to Stakeholders 7.1 Review concepts with County 7.2 Determine stakeholder presentations/formats 7.3 Hold stakeholder meetings 7.4 Determine report/plan modifications needed 7.3 Refine Optimization model as needed Phase 8 Final Report 8.1 Interim progress reporting briefings (telephone)* 8.2 Prepare initial executive summary 8.3 Report writing 8.4 Present written report *Suggest bi-weekly progress briefings of approximately 30 minutes each. Note: Predicted timelines are estimates. Multiple tasks may be in progress simultaneously and tasks may be completed earlier and/or later than estimated depending on project activities and progression. BACKGROUND: (CONT'D) teams, which would deliver standalone recommendations at the conclusion of the study. When the two studies are presented to the Board, recommendations from each study that may be related, will be presented jointly, with all other recommendations and findings being presented in a standalone manner. On March 28, 2013, the consulting team managing the Fire Study made the first on-site visit to the District – meeting with management and labor. Based on the on-site evaluation and discussion, Fitch has drafted a proposed work-plan for review and approval by the County. The draft work-plan has been reviewed by the County and District prior to listing on the Board’s agenda for consideration. In addition, Fitch has send a comprehensive Initial Data Request (IDR) to the District and County to initiate collection of critical information related to the study. On April 15, 2013, the consulting team will meet with key stakeholders from the county, outside fire districts, the EMS Agency, and the Local Agency Formation Commission (LAFCo) in an effort to continue gathering background information related to the study. For those that may not be able to meet with the consultants, additional opportunities will be available during future on-site visits. The County is making every effort to efficiently manage the consultants’ time on-site effectively and conduct broad outreach to all stakeholders within the system. The Board is being requested to provide input on the draft work-plan and approve the process outlined within it, including any recommended changes or augmentations that may be addressed during the presentation and discussion of the agenda item. CONSEQUENCE OF NEGATIVE ACTION: The status report will not be accepted, but more importantly, a comprehensive work plan to guide to study will not be formally approved by the Board of Supervisors. CHILDREN'S IMPACT STATEMENT: No impact. CLERK'S ADDENDUM Having heard the status report, Supervisor Piepho made the following comments and suggestions: Consider governance of the District, whether to maintain the status quo or seek special district status through LAFCO; Investigate to learn if benefits may be possible by refinancing the pension obligation bond(s) at the current low rates; Place emphasis on the completeness and credibility of the report from all stakeholders' perspectives and ensure that the input from the Fire Protection District Advisory Commission and LAFCO are included, with a focus on fire protection and all-hazards response; Look to any and all possible resources for opportunity. ACCEPTED a status report on the Contra Costa County Fire Protection District study by Fitch & Associates, LL C and APPROVED a comprehensive work plan defining the study process and milestones with the additional suggestions. ATTACHMENTS Fitch & Associates Draft Workplan - CCCFPD Fire Study