HomeMy WebLinkAboutMINUTES - 07121994 - 1.93 :% .. Contra
TO: BOARD OF SUPERVISORS o s Costa
4° County
FROM: PHIL BATCHELOR
County Administrator
DATE: July 12, 1994
SUBJECT: WEST COUNTY FIRE PROTECTION DISTRICT DISPATCH AND TRAINING
SERVICES CONTRACT CONTINUATION
Specific Request(s) or Recommendation(s) & Background & Justification
RECOMMENDATIONS:
Authorize Chair, Board of Supervisors to execute a contract with the City of
Richmond at a cost of $71,844 for the provision of training, emergency
communications and dispatch services by the City to the West County Fire
District during fiscal year 1993-1994 .
REASONS FOR RECOMMENDATION/BACKGROUND:
The City of Richmond 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. The Board of Supervisors directed
the Contra Costa County Fire District to take over the administration of the
West County Fire District and to work out arrangements for the provision of
the other services previously provided by Richmond.
Continued on Attachment:—x— YES Signature:��Pr '
Recommendation of County Administrator
Recommendation of Board Committee
Approve Other
Signature(s) :
Action of Board on: - � a Approved as RecommendedOther
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: " �.9�
cc: County Administrator Phil Batchelor, Clerk of
Auditor-Controller the Board of Supervisors
County Counsel and County Administrator
LAFCO
County and Indep. Fire Dists . By: , DEPUTY
United Professional
Firefighters Local 1230
Dale Robbins, Teamsters Local 315
P. O. Box 3010, Martinez, CA 94553
� 1
West County Fire Protection District
Dispatch & Training Services Contract
Continuation - Page 2 - 7/12/94
During the ensuing months, Contra Costa County Fire and the Richmond Fire
Department worked out the terms of the 1992-1993 contract which resulted in
the City continuing the provision of emergency communications, training, and
dispatch services to West County Fire.
The terms of the 1992-1993 contract were further refined during 1993-1994 and
.are reflected in the subject contract for the 1993-1994 fiscal year.
The recent fire district consolidation does not eliminate the need for this
contractual arrangement with the City of Richmond. It is believed that the
contract with Richmond is currently the best way to provide the dispatch
services to the West County Fire area of the Contra Costa County Fire
Protection District.
I .`r3
SHORT FORM SERVICE CONTRACT
1. Contract Identification.
Subject : West County Fire Protection District Services
2 . Parties . The Contra Costa County Board of Supervisors as the
Governing Body of the West County Fire Protection District
(District) and the following named Contractor mutually agree and
promise as follows :
Contractor: City of Richmond
Capacity: Municipal Corporation (City)
Address : 330 - 25th Street
Richmond, CA 94804
3 . Term. The effective date of this Contract is July 1, 1993 and
it terminates June 30, 1994 unless sooner terminated as provided
herein.
4 . Termination. This Contract may be terminated by the District
or the Contractor at its sole discretion upon six months' advance
written notice thereof to the City of Richmond at 330 25th Street,
Richmond, California 94804, or to the Clerk of the Board of
Supervisors, 651 Pine Street, Martinez, California 94553 .
5 . Payment Limit. District' s total payment to Contractor under
this contract shall not exceed $71, 847 .
6 . District' s Obligation. In consideration of Contractor' s
provision of services as described below, and subject to the
payment limit expressed herein, District shall pay Contractor, upon
submission of a properly documented demand for payment in the
manner and form prescribed by Contra Costa County (Demand
Form D-15) according to the following fee schedule :
FEE RATE: $5, 987 per calendar month for the following
services :
Training Charges . . . . . $1, 324
Dispatch Charges . . . . . 4 , 663
TOTAL MONTHLY CHARGES 55 , 987
The respective monthly fees shall be paid by WEST COUNTY 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. WEST COUNTY
also agrees that the actual telephone company charges for
equipment, installation, maintenance and monthly service for
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SHORT FORM SERVICE CONTRACT
additional communication equipment described below and procured by
WEST COUNTY will be billed to WEST COUNTY each month. WEST COUNTY
agrees to pay for its communication equipment, installation, repair
and monthly service, if any.
7 . 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 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.
8 . Contractor' s Obligations . Contractor shall provide the
following described services :
A. Answer all emergency telephone calls and dispatch
personnel and equipment for the District as appropriate .
B . A District Captain responding to each emergency within
the boundaries of the District shall be in command until relieved
by a Chief Officer.
C. The Fire Chief shall execute all necessary agreements to
enable the District to participate fully in an Automatic Mutual
Response Program that includes the City of Richmond, the City of El
Cerrito, the Kensington Fire District and the West County Fire
District . The Automatic Response Program shall include :
a. Automatic Response
b. Joint Training Program
C . Joint Operations
d. Joint Dispatch
The intent of the Automatic Response Program is the sharing of
personnel and resources of the Fire Departments and Fire Districts
to better serve the public . The Automatic Mutual Response Chiefs'
Agreement shall be limited to the other provisions of this contract
contained herein.
D. Subject to the District' s budget limitations, not less
than three personnel shall be on duty at each district station.
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SHORT FORM SERVICE CONTRACT
9 . Battalion Chief Coverage. The obligations of the District and
the Contractor with respect to West County Battalion Chief coverage
are as indicated in Attachment B-1 (West county Fire District
Administrative Bulletin) .
10 . Performance Standards (Dispatch)
A. The Dispatch Center will process emergency calls for the
user fire agencies within 60 seconds 900 of the time on average .
This process elapsed time involves the answering and interrogation
of calls for emergency assistance, CAD system entry and the actual
radio dispatch of.. appropriate resources- to reported location in
accordance with agreed upon standard procedures . Performance time
compliance will be monitored by the fire agencies using Richmond
M. I . S . time print-outs which identify elapsed time between call
being received to actual dispatch of unit by Dispatch Center.
B . Fire emergency call takers/dispatchers will receive eight
(8) hours of in-service training relative to standard fire
operation dispatch procedures, protocols and other directly related
information. In addition, call takers/dispatchers will receive 16
hours annually of formal training directed toward Fire Operations .
Training records reflecting name, date, hours and training subject
matter will be made available for review by the user fire agencies .
Adequate numbers of trained dispatchers will be on duty at all
times to maintain performance standards .
C. Upon completion and approval of the E .M. S . training
package, fire emergency dispatchers will be trained to provide
emergency pre-call arrival instructions and, as soon a practicable
thereafter, will provide such service .
D. Emergency units shall be dispatched on a priority basis
with life and property threatening calls receiving the highest
priority.
11. Independent Contractor Status . This contract is by and
between two independent contractors and shall not be construed to
create the relationship of agent, servant, employee, partnership,
joint venture, or association.
12 . Indemnification. The Contractor shall defend, save harmless
and indemnify the District and its officers, agents and employees
from all liabilities and claims for damages for death, sickness or
injury to persons or property, including without limitation, all
consequential damages, from any cause whatsoever arising from or
connected with the operations or the services of the Contractor
hereunder, resulting from the negligent conduct of the Contractor,
3
\C
SHORT FORM SERVICE CONTRACT
its agents or employees, except where due to the acts of the
District and its officers, agents and employees . The District
agrees to defend, save harmless and indemnify the Contractor and
its officers, agents and employees from all liabilities and claims
for damages arising in connection with the operations of the
District except where due to the acts of the Contractor, its
officers, agents or employees .
13 . This Contract is entered into under and subject to the
following legal authorities : California Government Code Section
26227 , 3100 and 50060 .
14 . Signatures . These signatures attest the parties, agree
hereto:
CONTRA COSTA COUNTY CALIFORNIA CONTRACTOR
Board of. Supervisors and the City of Richmond, a
Govern' Body of the West County Municipal Corporation
Fire rotelction District (City)
B
Supervisor Vice Mayor `
Date : JUL 12
1994 Date : 9-15-94
Recommended by District Attest :
By4k 45�7�--
By
d4�11
Fire Chief - Ci I lerk
Y
Date :_ Date :
4
EXHIBIT B-1
ADMINISTRATIVE BULLETIN
WEST COUNTY FIRE PROTECTION DISTRICT
A West County Fire District Battalion Chief or other designated
officer shall be available for emergencies or other urgent situations
at all times.
A. ON-DUTY BATTALION CHIEF
Battalion 69 will provide supervision for all multi-company
emergencies and single company emergencies when necessary in the
Battalion 69 area of responsibility, including the City of
. Richmond (E63 , E66 , E68, E69, E70 and T68 first in areas) . The
hours of duty (in service) will normally be Monday through Friday
between 0800 - 1700 hours exclusive of- holidays and other absences
such as, sickness, vacation, etc.
In the absence of West County Fire District Battalion 69 or other
designated West County Fire District Acting Battalion Chief,
Richmond Fire District Battalion 64 will provide emergency
coverage for Battalion 69.
B. OFFICERS SUBJECT TO ASSIGNMENT
Officers subject to assignment will be the West County Fire
District Battalion Chief or other designated personnel assigned by
the Fire Chief or Assistant Chief of operations.
C. The Battalion Chief or designated Acting Battalion Chief shall be
recalled after hours for the following reasons.
1. Second alarm or greater incidents in the West County Fire
District.
2. Second alarm or greater incidents in the City of Richmond,
when requested.
D. Battalion Chief 69 shall be notified (by telephone, if possible)
any time for the.. folro-wing reasons.
1. Any fire fatality.
2. Any injury to a West County firefighter resulting in lost
time.
3 . Serious accident involving District vehicle(s) .
4. Whenever BIC 64 is unavailable or as emergency situations
warrant notification.
E. When Battalion Chief 69 is unavailable after hours, Battalion 64
shall notify Contra Costa County Fire District duty chief, if
situation warrants.
F. DUTIES AND RESPONSIBILITIES
The assigned Battalion Chief shall:
1. Notify Richmond Fire Alarm when going in and out of
service.
2. Notify Richmond Fire Alarm of any changes in response
assignment as the result of vacation, illness/injury or
other inability to respond to emergencies.
3. Carry and maintain a radio pager and portable radio.
4. Follow policy "Establishing Incident Command" .
5. Acknowledge receipt of all multi-company alarms or other
emergencies, as necessary.
6. Whenever recalled, wear appropriate uniform or safety
clothing as situation warrants.
7. Respond with assigned portable radio and pager.
G. RESPONSE GUIDE
Upon notification of greater alarm or major incident after hours,
respond to:
1. The scene unless otherwise directed.
2. Communications Center, Command Post or E.O.C. or as directed
for major disasters, civil disorders or combination of
simultaneous major incidents.
H. DISTRICT, VEHICLE
The Battalion Chief or designated Acting Battalion Chief can use
District vehicle for limited personal use when off duty and
subject to recall. Use is limited to the boundaries of Contra
Costa County unless otherwise approved by the Fire Chief and is
. not to be used for_ family use.
RWC/WestCo.bul (jep)
-2-
EXHIBIT A
SUMMARY OF CONTRACT CHARGES FOR FY 1993-94
20-Jun-94
Contri- Cost
Agency Service butions Share Difference
Richmond B/C Coverag $19,477 $0 $19,477
Adm. Suppor 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 Coverag $0 $19,477 ($19,477)
Adm. Suppor 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 $68,414 $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 B/C 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 B/C:
40 x 25,394 = (6,046) Offset
168
Cost to West County for B/C 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
WEST COUNTY SUPPORT SERVICE
1. 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
EI Cerrito 2/13 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
EI 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%
EI 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 I'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%/36%) 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