HomeMy WebLinkAboutMINUTES - 06251996 - C78 C � 78
Contra
TO: BOARD OF SUPERVISORS
Costa
FROM: PHIL BATCHELOR �' ,. ;>� Count/
County Administrator
DATE: June 28, 1996
SUBJECT: CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT (FORMER
WEST COUNTY FIRE PROTECTION DISTRICT) DISPATCH AND
TRAINING SERVICES CONTRACT
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 not to exceed $104,700 for the provision of training,
emergency communications and dispatch services by the City to the Contra
Costa County Fire District during fiscal year 1995-1996 .
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 .
Effective July 1, 1994 the West County Fire District was annexed to the
Contra Costa County Fire District. Since Contra Costa County Fire became
involved in the management of the former West County Fire District, the
services provided by the City have been scaled down, however, because of the
operational characteristics of the West County portion of the District, it is
still necessary to continue to contract for certain services from the City of
Richmond.
During the past several months, the City and the District have been
discussing further modification to the contractural arrangement which may be
reflected in the contract for 1996-1997 .
Continued on Attachment: YES Signature:
Recommendation of County Administrator
Recommendation of Board Committee
Approve Other
Signature(s) :
JUN 2 5 1996
Action of Board on: 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.
JUN 2 5 1995
Contact: T. McGraw (646-4855) Attested:
cc : County Administrator Phil Batchelor, Clerk of
Auditor-Controller the Board of Supervisors
County Counsel and County Administrator
United Professional
Firefighters Local 1230 By: , DEPUTY
71
SHORT FORM SERVICE CONTRACT
1. Contract Identification.
Subject: Contra Costa County Fire Protection District Services for West Area
2. Parties, The Contra Costa County Board of Supervisors as the Governing Body of the
Contra Costa County Fire Protection District(County)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, 1995 and it terminates June 30, 1996,
unless sooner terminated as provided herein.
4. Termination. This Contract may be terminated by the County 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. County's total payment to Contractor under this contract shall not exceed
$84,108.
6. Count,y's Obligation. In consideration of Contractor's provision of services as described
below, and subject to the payment limit expressed herein, County 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: $7,009 per calendar month for the following services:
B/C Coverage . . . . . . . 2,186
Dispatch Charges. . . . . 4,823
TOTAL MONTHLY CHARGES S2.1-0-0-9
The respective monthly fees shall be paid by COUNTY commencing July 1, 1995, 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.
1
SHORT FORM SERVICE CONTRACT
COUNTY also agrees that the actual telephone company charges for equipment, installation,
maintenance and monthly service for additional communication equipment described below and
procured by COUNTY will be billed to COUNTY each month. 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 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 County Captain responding to each emergency within the boundaries of the County
(West Area) shall be in command until relieved by a Chief Officer.
C. The Fire Chief shall execute all necessary agreements to enable the County to
participate fully in an Automatic Mutual Response Program that includes the City of Richmond, the
City of El Cerrito and the West Area of the Contra Costa 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 the Fire District 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 County's budget limitations, not less than three personnel shall be on
duty at each district station.
2
SHORT FORM SERVICE CONTRACT
9. Battalion Chief Coverage. The obligations ofthe contractor with respect to the West Area
Battalion Chief coverage are:
A. Ensure a command structure is established following ICS principals at multi-company
emergencies.
B. Assume the position of Incident Commander upon arrival at multi-company
emergencies.
C. Ensure that proper procedures are followed during investigation for cause and origin,
including the preservation of evidence, in incidents involving fire of a suspicious nature.
D. Notify CCCFPD on-call inspectors of suspicious fire related incidents per established
protocoL
10. Performance Standards (Dispatch)
A. The Dispatch Center will process emergency calls for the user fire agencies within 60
seconds 90% 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,
3
partnership,joint venture, or association.
12. Indemnification. The Contractor shall defend, save harmless and indemnify the County 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, its agents or employees, except
where due to the acts of the County and its officers, agents and employees. The County 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 County except
where due to the acts of the Contractor, its officers, agents or employees.
SHORT FORM SERVICE CONTRACT
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
Governing Body of th ontra Costa Municipal Corporation
County F' otec 'on st 'ct (City)
B 4 By
Su eff Smith, Chair Mayor
Date: June 25, 1996 Date:
Recommended by District Attest:
JBy ZBy
Fire Chief City Clerk
Date: Date:
4
EXHIBIT A
SUMMARY OF CONTRACT CHARGES FOR 1995-96
Contri- Cost .
Agency Service butions Share Difference
Richmond B/C Coverage $26,232 $0 $26,232
Training 62,629 109,434 (46,805)
Dispatch 376,194 231,505 144,689
TOTALS $465,055 $340,939 $124,116
C.C. County B/C Coverage $0 $26,232 ($26,232)
Training 0 0 0
Dispatch 0 57,876 (57,876)
TOTALS $0 $84,108 ($84,108)
EI Cerrito Training $87,572 $40,766 $46,806
Dispatch 0 86,814 (86,814)
TOTALS $87,572 $127,580 ($40,008)
GRAND TOTALS $552,627 $552,626 $0
SU M MARY5.WB 1 06/20/96
EXHIBIT B
RICHMOND BATTALION CHIEF COVERAGE
1. Richmond B/C Services (includes holiday pay): Shift A $72,594
Shift B 81,822
Shift C 72,594
$227,009 per year
2. Call-back: 2.5% per week for 52 weeks = 10.83% per month
227,009 x 10.83% _ $24,593 per year
3. Total salaries plus 40%fringe benefits = 34,430 per year
4. Offset for day coverage by Contra Costa County Fire District B/C:
40 x 34,430 = (8,198) per year
168
5. Annual cost to Contra Costa County Fire District for B/C coverage: $26,232
WCBC4.WB 1 06/20/96
EXHIBIT C
JOINT TRAINING PROGRAM COSTS
1. JOINT TRAINING PROGRAM 1995-96 ANNUAL COSTS
Fire Agency Joint Training Contribution Amount
Richmond Director of Training (50%) $65,430
Richmond Training Facility& Equipment 24376
EI Cerrito Training Officer(66%) 75,453
El Cerrito Secretary(20%) 11,393
ANNUAL CONTRIBUTIONS $176,653
*Costs include salaries, benefits, and a 10% overhead charge.
2. ALLOCATION OF 1995-96 JOINT TRAINING COSTS
Fire #of Fire Per- Annual Agency
Agency Companies cent x Costs = Cost Share
Richmond 8/13 61.54% $176,653 $108,709
C.C. County 2/13 15.38% 176,653 27,177
EI Cerrito 3/13 23.08% 176,653 40,766
ANNUAL COSTS $176,653
4. BALANCE OF 1995-96 COSTS/CONTRIBUTIONS
Fire Agency Contributions Costs = Balance
Richmond $62,629 * $109,434 ** $46,805
C.C. County 0 0 * 0
EI Cerrito 87,572 ** 40,766 (46,8.06)
TOTALS $150,201 $150,200 ($0)
* On the basis of training actually provided, C.C.County costs for training are reduced
(from $27,177) and that $27,177 is subtracted from Richmond's
contribution.
** EI Cerrito performed add'I training for a cost of$725.05 to
Richmond's Training Academy recruits. That amount was
added to EI Cerrito's training contribution and added to
Richmond's training costs.
TRCON4.WB1 06/20/96
EXH/8/T D
ALLOCATION OF FIRE DISPATCH COSTS
1. FIREIPOLICE DISPATCH COST RATIO:
Dispatching Fire/Police
Budgeted Dispatchers No. % x Costs = Cost Share
Fire Dispatchers 5 21% $1,805,729 $376,194
Police Dispatchers 19 79% 1,805,729 1,42935
24 100% $1,805,729
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. 1995-96 ALLOCATIONS OF FIRE DISPATCH COSTS:
Fire Fire Company Agency
Fire Agency Companies Proportions Percentage
Richmond Fire Department 8 8/13 61.54%
C.C. County 2 2/13 15.38%
EI Cerrito Fire Department 3 3/13 23.08%
13 13/13 100.00%
3. 1995-96 AGENCY DISPATCH CHARGES:
Agency Dispatch Agency
Fire Agency Percent x Costs = Charges
Richmond Fire Department 61.54% $376,194 $231,504
C.C. County Fire District 15.38% 376,194 57,876
EI Cerrito Fire Department 23.08% 376,194 86,814
100.00% $376,194
TRCOMM2.W B 1 06/20/96
17
EXHIBIT E
COMMUNICATIONS CENTER OPERATING COSTS
1. PERSONNEL COST COMPUTATIONS:
Salaries &
Communications Positions Charged Benefits*
Supervising Police Captain (5%) $7,097
Supervising Police Lieutenant (40%) 48,972
Communications Supervisor 74,770
3 Sr. Dispatchers 189,627
4 Dispatcher I's 181,426
16 Dispatcher II's 988,609
Computer Coordinator (30%) 25,143
Shift Differential Pay 30,592
Holiday Pay 101,975
TOTAL PERSONNEL RELATED COSTS $1,648,211
* Costs include salaries, benefits (40%/36%) and 10% overhead
2. CAPITAL EQUIPMENT COSTS:
Original
Equipment Costs 1995-96
C.A.D. Hardware & Software (7-yr Amort) $500,000 $71,429
Comm. Console System (15-yr Amort) 230,000 15,333
Transmitters (To Replace) (10-yr Amort) 24,000 2,400
TOTAL EQUIPMENT REPLACEMENT CO $754,000 $89,162
3. MAINTENANCE & OPERATIONS COSTS:
Charges
Maintenance Cost Categories 1995-96
Facility janitorial and utility costs $18,815
Maintenance of dispatching computer system 6,382
Maintenance of dictaphone equipment 2,000
Maintenance of position console equipment,
base radio stations & antennae 9,069
Operational supplies and small equipment items 18,340
Upgrading of dispatching system software , 13,750
TOTAL MAINTENANCE & OPERATIONAL COSTS $68,356
GRAND TOTAL COMMUNICATIONS CENTER COSTS $1,805,729
TRCOMM2.WB 1 0620/96
EXHIBIT F
AUTOMATIC MUTUAL RESPONSE
CHIEFS'AGREEMENT
1995-96
w
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 CONTRA COSTA COUNTY FIRE
PROTECTION DISTRICT (for the West Area only), hereinafter referred to as "COUNTY," all
located in Contra Costa County and existing pursuant to the laws of the State of California. The
three agencies listed above shall hereinafter be referred to as the "THREE AGENCIES."
WITNESSETH:
WHEREAS, each ofthe parties hereto maintains equipment and personnel for the suppression
of fires and response to medical emergencies within its own areas, and
WHEREAS,the parties hereto desire to augment the fire protection and emergency medical
response capabilities available in their respective areas, and
WHEREAS, the lands of the parties hereto are adjacent so that an integrated fire and
emergency medical response system is deemed feasible, and
WHEREAS,it is mutually deemed sound, desirable,practicable, and beneficial for the parties
to this agreement to render assistance to one another in accordance with these terms:
THEREFORE BE IT AGREED THAT:
1. AGREEMENT COVERAGE.
RICHMOND, EL CERRITO AND COUNTY shall render assistance to one another under
the terms of this agreement. This agreement shall cover:
A. Joint Operations
B Joint Dispatch
C. Joint Training
D. Minimum Staffing
CHIEFS' AGREEMENT
2. JOINT OPERATIONS.
The rendering of assistance under the terms of this agreement shall be accomplished in
accordance with detailed plans and procedures of operations drawn and agreed to by the Fire
Chiefs of RICHMOND,EL CERRITO and COUNTY. These plans shall be kept on file in
the office of each of the fire chiefs. These plans shall include the following:
A. Performance Standards
B. Equipment Standards
C. Response Assignments
D. Annual Training Program
E. Book of Operational Policies
F. Dispatch Procedures
3. JOINT DISPATCH.
RICHMOND, EL CERRITO and COUNTY shall participate in a Joint Area Response
Program. The Richmond Police Department shall answer all fire service emergency calls and
dispatch personnel and equipment for the THREE AGENCIES as is appropriate.
The fire chiefs of the THREE AGENCIES shall meet with the Richmond Police Chief as
needed, to discuss and advise the Police Chief regarding proper operations of the
Communications Center,to hear complaints, and to resolve issues that arise during day-to-day
operations of the Center.
4. JOINT TRAINING.
RICHMOND, EL CERRITO AND COUNTY shall participate in a Joint Fire Training
Program, An annual Joint Fire Training Program shall be developed by the Richmond Fire
Department based on input from all THREE AGENCIES.
THE THREE AGENCIES shall provide the following in support of the Joint Fire Training
Program:
CHIEFS'AGREEMENT
A. RICHMOND shall make available
a. 50% of the work time of the director of training, and
b. 75% of the Richmond Training Center time for joint fire-training activities.
B. EL CERRITO shall
a. make available 66% of the work time of one(1)training officer, and
b. keep computerized training records and provide monthly training reports.
C. make available 20% of the work time of one(1) secretary.
5. MINIMUM STAFFING.
The THREE AGENCIES covered under this contract will ensure that all fire companies are
staffed with not less than three (3) qualified firefighters at all times when available for
response under the terms of this agreement.
6. HOLD HARMLESS.
RICHMOND shall defend,indemnify, save and hold harmless EL CERRITO and 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 or COUNTY,their officers, agents or employees.
EL CERRITO shall defend,indemnify, save and hold harmless RICHMOND and 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 or COUNTY, their officers, agents or employees.
CHIEFS'AGREEMENT
COUNTY shall defend,indemnify, save and hold harmless RICHMOND and EL CERRITO,
their officers, agents or 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 or EL CERRITO, their officers, agents or
employees.
7. TERM.
This agreement shall continue in force until modified or terminated as hereinafter provided.
8. MODIFICATION.
This agreement may be modified at any time by the mutual written consent of the parties
hereto.
9. TERMINATION.
This agreement may be terminated by RICHMOND, EL CERRITO or 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 and COUNTY. If El CERRITO or 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 severed
accordingly.
4
79
CHIEFS'AGREEMENT
10. SIGNATURES.
This document is valid when signed by both the City Manager and the Fi%Chief for each of
the two Cities, and when signed by both a Fire Commissioner and the Fire Chief for the Fire
District. These signatures attest the parties agree hereto:
CITY OF RICHMOND, a Municipal Corporation
City Manager Date Fire Chief Date
CITY OF EL CERRITO, a Municipal Corporation
City Manager Date Fire Chief Date
CONTRA COSTA COUNTY, a Fire Protection District
Fire Commissioner Date Fire Chief ate