HomeMy WebLinkAboutMINUTES - 05311994 - 1.39 _y
TO: BOARD OF SUPERVISORS
FROM: PHIL BATCHELOR �".• Contra
County Administrator
- ,5 Costa
DATE: May 31, 1994
County
SUBJECT: AUTOMATIC MUTUAL RESPONSE PROGRAM AGREEMENT
Specific Request(s) or Recommendation(s) & Background & Justification
RECOMMENDATION:
Authorize Chair, Board of Supervisors, to execute an agency agreement between
the City of Richmond, the City of E1 Cerrito, the Kensington Fire Protection
District and the West County Fire Protection District regarding the scope of
services and responsibilities of an Automatic Mutual Response Program.
REASONS FOR RECOMMENDATION/BACKGROUND:
The City of Richmond has provided management services (including training,
emergency communications and dispatch) to the West County Fire District for
over 10 years . In early 1992-1993, the City and the District mutually agreed
to discontinue the management arrangement. Accordingly, the City and County
entered into an agreement for 1992-1993 that called for the City to provide
training, emergency communications and dispatch to the West County Fire
District.
The contract also specified the terms of the automatic mutual aid arrangement
between the Cities of Richmond and E1 Cerrito and the Kensington and West
County Fire Districts (hereinafter called agencies) .
All of the agencies, except West County ' Fire, have reached agreement on the
financial and operational terms for 1993-1994 . Richmond and West County are
still negotiating the financial terms of the agreement.
Since the format of the contract requires the signature of all four agencies,
it is necessary for the County (on behalf of West County Fire) to sign the
contract to enable Richmond to be reimbursed for its services to E1 Cerrito
and Kensington. The subject contract does not obligate the West County Fire
District to pay Richmond for services rendered. A contract for the financial
arrangement between Richmond and West County is being developed for
submission to the Board at a later time.
Continued on Attachment: YES Signature:
Recommendation of County Administrator
Recommendation of Board Committee
Approve Other
Signature(s) :
Action of Board on: \c Approved as Recommended✓Other
Vote of Supervisors : I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN . ACTION TAKEN
Unanimous (Absent ) AND ENTERED ON THE MINUTES OF THE
Ayes : Noes : ) BOARD OF SUPERVISORS ON DATE SHOWN.
Contact: T. McGraw (646-4855) Attested:
cc: County Administrator Phil atchelor, Clerk of
Auditor-Controller the Board of Supervisors
County Counsel and County Administrator
City of Richmond
City of El Cerrito By �'9-`Q Q , DEPUTY
Kensington Fire Protect. Dist.
West County Fire Protect. Dist.
FIRE SUPPORT SERVICES CONTRACT
EL CERRITO/KENSINGTON
1993.-94
This AGREEMENT is made by and among the CITY OF RICHMOND, a
municipal corporation, hereinafter referred to as "RICHMOND, " the
CITY OF EL CERRITO, a municipal corporation, hereinafter referred
to as "EL CERRITO, " and the KENSINGTON FIRE PROTECTION DISTRICT, a
fire protection district, hereinafter referred to as "KENSINGTON, "
and WEST COUNTY FIRE PROTECTION DISTRICT, a fire protection
district , hereinafter referred to as "WEST COUNTY, " all located in
Contra Costa County and existing pursuant to the laws of the State
of California. The four agencies listed above shall hereinafter be
referred to as the "FOUR AGENCIES. " The agencies hereto mutually
agree and promise as follows :
1. Term.
The effective date of this contract is July 1 , 1993 , and it
expires on June 30 , 1994 unless sooner terminated as provided
herein.
2. Scope of Services.
A. RICHMOND, EL CERRITO, KENSINGTON AND WEST COUNTY shall
participate in an Automatic Mutual Response Program. The
program shall cover :
a. Joint Operations
b. Joint Dispatch
C . Joint Training
d. Minimum Staffing
B. The details of the Automatic Mutual Response Program are
contained in the Automatic Mutual Response Chiefs '
Agreement . A copy of the current Chiefs ' Agreement is
attached.
3 . Financial Responsibilities.
A. In consideration of the services provided to the City of
El Cerrito, EL CERRITO agrees to pay a monthly fee to
RICHMOND according to' the following fee schedule :
MONTHLY FEE RATE: $1,314 per calendar month of which:
$4 , 663 is for dispatch services
-3 , 349 is for training services
$1,314 Total
TOTAL CONTRACT AMOUNT: $15 ,771
FIRE SERVICE CONTRACT
B. In consideration of the services provided to the
Kensington Fire District, KENSINGTON agrees to pay a
monthly fee to RICHMOND according to the following fee
schedule :
MONTHLY FEE RATE: $2,728 per calendar month of which:
$2 ,331 is for dispatch services
397 is for training services
$2, 728 Total
TOTAL CONTRACT AMOUNT: $32 ,743
The respective monthly fees shall be paid by EL CERRITO and
KENSINGTON commencing July 1 , 1993 , and shall continue monthly
thereafter until the termination of this contract . These fees are
derived from the computations shown in Exhibits A through E
attached. EL CERRITO and KENSINGTON also agree that the actual
telephone company charges for equipment , installation, maintenance
and monthly service for additional communication equipment
described below procured by each of them will be billed,
respectively, to the purchasing party each month. EL CERRITO
agrees to pay for its communication equipment , installation, repair
and monthly service , if any. KENSINGTON agrees to pay for its
communication equipment , installation, repair and monthly telephone
company service fees , if any.
4. Communication Equipment.
All radio and telephone equipment necessary for the dispatch
operations described herein but not presently part of the
Communication Center shall be procured and replaced by EL
CERRITO, KENSINGTON and WEST COUNTY. Such equipment includes ,
but is not limited to, emergency telephones located at fire
houses remote from the Communications Center , mobile radios ,
base station radios , portable and other specialized devices .
Title to all communication equipment shall remain with its
respective purchaser . Equipment shall be removed at the
respective purchaser ' s expense at the termination of this
contract . Removal of the parties ' communication equipment
shall be done in a manner such that the Communication Center
is not damaged in any way, and is restored to substantially
the same condition that existed prior to the additional
equipment installation.
5. Independent Contractors Status.
This contract is by and among independent contractors and is
not intended to and shall not be construed to create the
relationship of agent , servant, employee, partnership, joint
venture or association.
2
FIRE SERVICE CONTRACT
6. Termination.
This contract may be terminated by RICHMOND, EL CERRITO,
KENSINGTON or WEST COUNTY at the sole discretion of any of the
parties upon six months ' advance written notice thereof to the
Fire Chiefs of RICHMOND, EL CERRITO, KENSINGTON and WEST
COUNTY. If EL CERRITO, KENSINGTON or WEST COUNTY gives notice
of termination, the other remaining parties may nonetheless
give notice that they may wish to continue in effect the terms
of this agreement; and this agreement may be served
accordingly.
7. Hold Harmless.
RICHMOND shall defend, indemnify, save and hold harmless EL
CERRITO, KENSINGTON and WEST COUNTY, their officers, agents
and employees from any and all claims, costs and liability
arising out of or in connection with any operations performed
under this contract,- except for liability arising out of the
sole negligence of EL CERRITO, KENSINGTON or WEST COUNTY,
their officers, agents or employees.
EL CERRITO shall defend, indemnify, save and hold harmless
RICHMOND, KENSINGTON and WEST COUNTY, their officers, agents
and employees from any and all claims, costs and liability
arising out of or in connection with any operations performed
under this contract, except for liability arising out of the
sole negligence of RICHMOND, KENSINGTON or WEST COUNTY, their
officers, agents or employees .
KENSINGTON shall defend, indemnify, save and hold harmless.
RICHMOND, EL CERRITO and WEST COUNTY, their officers, agents
and employees from any and all claims, costs and liability
arising out of or in connection with any operations performed
under this contract, except for liability arising out of the
sole negligence of RICHMOND, EL CERRITO or WEST 'COUNTY, their
officers, agents or employees .
WEST COUNTY shall defend, indemnify, save and hold harmless
RICHMOND, EL CERRITO and KENSINGTON, their officers, agents
and employees from any and all claims, costs and liability
arising out of or in conjunction with any operations performed
under this contract, except for liability arising out of the
sole negligence of RICHMOND, EL CERRITO or KENSINGTON, their
officers, agents or employees.
This contract is entered into under and subject to the
following legal authorities: California Government Code
Sections 26227 , 3100 and 50060.
3
FIRE SERVICE CONTRACT
8. Signatures.
These signatures attest the parties ' agree hereto:
CITY OF RICHMOND, a Municipal Date 1993
Corporation Attest :
By ,
Mayor City Clerk
CITY OF EL CERRITO, a Municipal Date / ,��/ 1993
Corporation Attest :
By
Mayor Leity Clerk
KENSINGTON FIRE PROTECTION DISTRICT, Date 2- 1993
a Fire Protection District Attest :
r,
ell /7
1
Preside Board of Directors Fire Chief
*****************************************************************
CONTRA COSTA COUNTY CALIFORNIA Date / Y9
Board of Supervisors and the Attest :
Governiny of the West County
F ' Pr ect on Distr ' d
By
Date '�7Z i /, //�y`�, 1-9-9-9
upervisor
Recommended by District
By Date 1993
Fire Chief
4
EXHIBIT A
SUMMARY OF CONTRACT CHARGES FOR FY 1993-94
02-Dec-93
Contri- Cost
Agency Service butions Share Difference
Richmond B/C Coverage $19,477 $0 $19;477
Adm. Support 0 19,477 (19,477)
Training 93,401 112,924 (19,523)
Dispatch 363,698 223,814 139,884
TOTALS $476,576 $356,215 $120,361
West County B/C Coverage $0 $19,477 ($19,477)
Adm. Support 19,477 0 19,477
Training 12;338 28,231 (15,893)
Dispatch 0 55,954 (55,954)
TOTALS $31,815 $103,662 ($71,847)
EI Cerrito Training $58,414 $28,231 $40,183
Dispatch 0 55,954 (55,954)
TOTALS $68,414 $84,185 ($15,771)
Kensington Training $9,349 $14,116 ($4,767)
Dispatch 0 27,976 (27,976)
TOTALS $9,349 $42,092 ($32,743).
GRAND TOTALS $586,154 $586,154 $0
EXHIBIT B
RICHMOND BATTALION CHIEF COVERAGE
1. Richmond BIC Services: A $74,163
(Includes Holiday Pay) B 82,524
C 77,717
$234,404
2. 2.5% per week for 52 weeks = 10.83% Per month
234;404 x 10.83% _ $25,394
3. Day coverage for West County BIC:
40 x 25,394 = (6,046) Offset
168
Cost to West County for BIC coverage = $19,348
WEST COUNTY SHARE OF METROSCAN COST
Metroscan Annual Cost $647
West County Usage 20%
Cost to West County for Metroscan $129
TOTAL WEST COUNTY COST $19,477
(NEST COUNTY SUPPORT SERVICE
A. Secretary Salary & Benefits = $56,082
Percentage of Time to Richmond 34.73%
Total Secretary Cost $19,477
2. Total cost of Support Service: $19,477
EXHIBIT C
JOINT TRAINING PROGRAM COSTS
1, JOINT TRAINING PROGRAM 1993-94 ANNUAL COSTS
Fire Agency Joint Training Contribution Amount*
Richmond Director of Training (50%) $68,247
Richmond Training Facility & Equipment 25,154
West County Secretary (20%) 12,338
Ei Cerrito Training Officer (66%) 68,414
Kensington Training Record Mgt (92-93 cost) 9,349
ANNUAL CONTRIBUTIONS $183,502
*Costs include salaries, benefits, and a 10% overhead charge
2. ALLOCATION OF 1993-94 JOINT TRAINING COSTS
Fire # of Fire Per- Annual Agency
Agency Companie cent x Costs = Cost Share
Richmond 8/13 61.54% $183,502 $112,924
West County 2/13 15.38% 183:502 28,231
El Cerrito 2113 15.38% 183,502 28,231
Kensington 1/13 7.69% 183,502 14,116
ANNUAL COSTS $183,502
3. BALANCE OF 1993-94 COSTS/CONTRIBUTIONS
Fire Agency Contributions Costs = Balance
Richmond $93,401 $112,924 $19,523
West County 12,338 28,231 . 15,893
El Cerrito 68,414 28,231 (40,183)
Kensington 9,349 14,116 4,767
TOTALS $183,502 $183,502 $0
EXHIBIT D
ALLOCATION OF FIRE DISPATCH COSTS
1, FIRE/POLICE DISPATCH COST RATIO:
Dispatching Fire/Police
Budgeted Dispatchers No % x Costs 93-94 = Cost Share
Fire Dispatchers 5 21% $1,745,751 $363,698
Police Dispatchers 19 79% 1,745,751 1,382,053
24 100% $1,745,751
RATIONALE: Fire and police cost shares for dispatching are based
on the ratio of dispatchers required to operate the one fire
dispatch position 24 hours a day to the total number of dispatcher
positions budgeted to operate the Communications Center.
Dispatchers needed for a 168-hr week @ 37.5 hrs/wk = 4.48
Dispatchers needed for sick leave, vacations, etc. = 0.52
Dispatchers needed to staff the one fire position = 5.00
2. FY 1993-94 ALLOCATIONS OF FIRE DISPATCH COSTS:
Fire Fire Company Agency
Fire Agency Companies Proportions Percentage
Richmond Fire Department 8 8/13 61.54%
West County Fire District 2 2/13 15.38%
El Cerrito Fire Department 2 2/13 15.38%
Kensington Fire District 1 1/13 7.69%
13 13/13 100.00%
3. FY 1993-94 AGENCY DISPATCH CHARGES:
Agency Dispatch Agency
Fire Agency Percentage x Costs = Charges
Richmond Fire Department 61.54% $363,698 $223,814
West County Fire District 15.38% 363,698 55,954
EI Cerrito Fire Department 15.38% 363,698 55,954
Kensington Fire District 7.69% 363,698 27,976
100.00% $363,698
EXHIBIT E
COMMUNICATIONS CENTER OPERATING COSTS
1. PERSONNEL COST COMPUTATIONS:
Salaries &
Communications Positions Charged Benefits*
Supervising Police Captain (5%) $6,890
Supervising Police Lieutenant (40%) 47,546
Communications Supervisor 71,862
4 Sr. Dispatchers 244,291
3 Dispatcher l's 126,415
17 Dispatcher II's 953,218
Computer Coordinator (30%) 21,973
Shift Differential Pay 19,912
Holiday Pay 66,374
TOTAL PERSONNEL RELATED COSTS $1,558,481
* Costs include salaries, benefits (40%136%) and 10% overhead
2. CAPITAL EQUIPMENT COSTS:
Original Annual Charge
Equipment Costs FY 93-94
C.A.D. Hardware & Software (7-yr Amort) $750,000 $107,143
Comm. Console System (15-yr Amort) 230,000 15,333
Transmitters (To Replace) (10-yr Amort) 24,000 2,400
TOTAL EQUIPMENT REPLACEMENT COSTS $1,004,000 $124,876
3. MAINTENANCE & OPERATIONS COSTS:
Charges
Maintenance Cost Categories FY 93-94
Facility janitorial and utility costs $17,066
Maintenance of dispatching computer system 6,382
Maintenance of dictaphone equipment 2,000
Maintenance of position console equipment,
base radio stations & antennae 4,901
Operational supplies and small equipment items 18,295
Annual upgrading of dispatching system softwear 13,750
TOTAL MAINTENANCE& OPERATIONAL COSTS $62,394
GRAND TOTAL COMMUNICATIONS CENTER COSTS $1,745,751