HomeMy WebLinkAboutAgenda Statement 1987/07/14 Item 12 COUNCIL AGENDA STATEMENT
Item 12
Meeting Date: July 14 , 1987
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ITEM TITLE: Resolution - Modifying the contract language to extend
the contract with the Bonita-Sunnyside Fire Protection
District for fire protection and dispatch services for
Fiscal Year 1987/88 .
SUBMITTED BY: Assistant City ManawAr
REVIEWED BY: City Manager Q 4/5ths Vote: YES NO X
On June 17, 1987 Council added $44, 190 to the FY 1987-88 budget to
extend the agreement for contract fire services with the
Bonita-Sunnyside Fire Protection District. As detailed in Supplemental
Budget Memo #21 (Attachment 1) staff had recommended the contract
extension so that the analysis of alternative sites for the current
District fire station would reflect information contained in the
fc thcoming General Plan update. The budgeted funds authorized by
C represented the identical amount that was expended in FY 1986/87
fog contract fire services; Council did not approve a 6% cost increase
which had been a provision of the previous contractual agreement.
The contractual extension proposed by the City required that " . . .monies
paid by the City during this extension shall count toward any future
City contribution associated with acquiring a permanent fire station
site and/or constructing a new District fire station" . In a letter
dated June 26, 1987 (Attachment 2) , the District informed the City that
it had rejected this provision and suggested some additional
modifications to the proposed agreement. On June 26, 1987 staff
prepared a memo (Attachment 3) informing Council that, "it would be our
intention, unless otherwise directed, to continue to abide by the terms
and conditions of the 1986-87 agreement (which includes dispatch
services for the District) , until the next regular Council
meeting on July 14 , 1987" .
There are two potentially separate issues which Council needs to
consider. First, the future status of agreements for contract and
automatic aid services needs to be addressed. Second, if these
agreements do expire, Council needs to decide if the City should offer
to provide dispatch services for the District under a new contractual
arrangement.
1 !',
Item #12
page 2
R JMMENDATIONS: That Council adopt the resolution:
1. Accepting the contractual revisions proposed by the District,
thereby extending the agreements for contract and automatic
aid services and dispatch services through FY 1987-88.
Should Council elect not to accept the proposed revisions and not
authorize extension of the contractual and automatic aid agreements at
this time, staff recommends that the City offer to provide dispatch
services for the District at a set annual charge. This charge would be
established in accordance with the current procedures used to set rates
for other jurisdictions.
DISCUSSION:
1. BACKGROUND
The City currently contracts with the Bonita-Sunnyside Fire Protection
District to provide first-in responses to fire and medical calls to
selected areas of Chula Vista. The contract was initiated in 1963 , in
conjunction with the annexation of property along Bonita Road. At
p �sent, the areas protected under contract include:
-- Commercial areas along Bonita Road
-- Residential areas north of the Chula Vista Golf Course (Bermuda
Dunes area) and residential areas south of Bonita Road, between Camino
Del Cerro Grande and Acacia Street (Fallbrook Court area) .
In 1986 the District responded to 56 calls for service within the
contract areas for a contracted fee of $44, 190.
Additionally, both the City and District maintain Automatic Aid
Agreements with one another. Under automatic aid, the closest fire
station responds to calls for service without regard to municipal
boundaries and without charge. The current automatic aid agreement
calls for the District to provide first-in coverage to residences in the
Allen Elementary School area. Chula Vista provides first-in coverage to
District areas which include "Sunnyvista" and Interstate I-805 between
"E" and "H" Streets. The City has also provided automatic aid
throughout the District depending on the nature of the call or status of
the District's fire company.
In 1986 the District responded to 21 automatic aid calls. Over the
same period, the City responded to 48 automatic aid calls within the
District.
■ `(
Item #12
Page 3
2 POLICY OPTIONS REGARDING CONTRACT AND AUTOMATIC AID
On June 26, 1987 the District notified the City that it had rejected the
City' s proposed extension for fire protection and dispatch services and
recommended modifications be made to the contractual Agreement. The
District had previously notified the City that termination of the
contractual agreement would also result in termination of current
automatic aid agreements.
The current agreement for services expired on June 30, 1987 . City
and District staff have agreed to continue to abide by the terms and
conditions of the 1986-87 agreement until the Council had the
opportunity to address this issue at the next regular meeting on July
14th. At present, there are three general options which
Council can take regarding the existing agreements for contract and
automatic aid services. These options are each discussed below.
OPTION A: Accept the contractual revisions proposed by the
District.
The District suggested making three modifications to the proposed
agreement:
1. Delete the requirement that monies paid by the City during
FY 1987-88 be counted toward any future City contribution
associated with acquiring a permanent site for the District
fire station and/or constructing a new fire station.
During the current year staff had been directed to (a) evaluate
alternative sites for the existing District fire station which would
optimize coverage for both District and City areas and (b) assess the
costs and benefits to the City of assisting the District in site
acquisition and/or construction costs for a new fire station to replace
the existing station. As detailed in Supplemental Budget Memo #21
(Attachment 1) , staff recommended that the evaluation be postponed
until after the General Plan Update was complete.
As part of the contract extension in FY 1986-87, the District agreed to
count the $44, 190 in City fees towards any City share in the costs of
building a new fire station should the City decide in the future to
participate in such a joint project. It is staff' s position that the
deletion of similar language from the proposed contract extension for FY
1987-88 simply means that the issue of crediting these fees would be
subject to future negotiation. Moreover, it is staff' s belief that any
City decision to participate in a joint project would depend, in part,
on how this issue was resolved. As such, staff does not consider this
modification to represent a substantive change.
Item #12
Page 4
2 . Define all contract and automatic aid areas to be covered.
Any new areas would be subject to new negotiations.
The current contract and automatic aid areas are delineated in
Attachment 4 . Staff does not foresee any expansion of the automatic
aid areas in the coming year and, as such, does not consider that this
proposed modification would result in any change over the term of the
agreement.
3 . 50% of the contract cost to be paid In July 1987 and 50%
to be paid in January, 1988.
Previously, contract fees were paid in three installments over the
course of the year. As such, the change to a semi-annual payment
schedule would have a minor indirect cost (i.e. lost interest) . Staff
does not consider this to represent a significant change.
Based upon the foregoing analysis, staff recommends that Council direct
staff to revise the contract agreement to incorporate the three proposed
modifications.
OPTION B. Increase the Proposed Fee for FY 1987-88 by 6%
T1 . previous contract agreement called for an annual fee increase of 6%.
r .ng budget deliberations, $44, 190 was placed in the Fy 1987-88 budget
fo.,_ the contract services. This represented the same dollar amount paid
during FY 1986-87. It is possible that the District would be willing to
include a provision for allocating current fees towards any future joint
project if the FY 1987-88 amount were increased by 6% (an increase of
$2, 650) . As noted above, staff believes that the deletion of this
provision simply means that the issue would be subject to future
negotiation and, as such, staff does not recommend increasing the
proposed payment.
It is important to emphasize that it is not clear at this time whether
the District would accept the provision for crediting fees or waive
their other suggested modifications if the 6% increase were proposed.
OPTION C. Retain the City' s original contract offer
If the District elects not to accept this offer, the current agreements
for contract and automatic aid services as well as dispatch services
would expire. The elimination of these agreements would affect the
response times into selected areas. Those impacts are briefly
Item #12
Page 5
s .narized below:
IMPACTS ON CHULA VISTA
The average travel time to areas of Chula Vista presently served by the
District would be 6. 5 minutes, as compared to the current 3 . 2 minute
average. The maximum travel time to any area would approximate 10. 0
minutes (for the residential area around Fallbrook Court) . The future
extension of roads within the Bonia Lonmg Canyon development may help to
reduce these travel times.
IMPACTS ON THE DISTRICT
The average travel time to the Sunnyvista area would increase to 6. 5
minutes as compared to the current 3 .8 minutes (or increase to 5. 2
minutes if the District had National City cover the area under automatic
aid) . Additionally, backup responses provided by Chula Vista on
structural fire calls or when the District was unavailable would
increase. These backup responses are made throughout the
District area and represented 50% of the automatic aid responses made
by Chula Vista in CY 1986.
At this point in time, staff recommends extending the agreement for
cotract and automatic aid services and dispatch services through FY
'-88 and continuing the assessment of alternate station sites until
ai..er completion of the General Plan update.
3 . DISPATCHING FIRE CALLS FOR SERVICE
Currently, the City provides dispatch services for the District at no
charge under the terms of the existing agreement. Should that agreement
not be extended, the City could offer to provide dispatch services to
the District at a set annual charge. This charge would be established
in accordance with the current procedure used to set rates for other
jurisdictions. The City currently dispatches for National City and
Imperial Beach, both of whom have automatic aid agreements with the
City. In FY 1986-87 the dispatching charge for the District would have
been $6, 216.
If the City opts not to offer dispatch services to Bonita-Sunnyside in
the absence of automatic aid agreements, the District can contract for
service with another agency. The District also indicates that it could
provide service itself through existing radio equipment. It is
important to note that a decision by the City not to offer dispatch
services or a decision by the District not to use City services would
require staff to modify the computer aided dispatch system. Once these
changes are made, a subsequent decision to add the District would
Item #12
Page 6
z _wire significant staff work.
Staff recommends that the City offer to provide dispatch services to
the District at a set annual charge if the current agreements expire.
FISCAL IMPACT: If Council adopts the proposed contract modifications
there would be a minor indirect cost (i.e. lost interest) associated
with paying the contract in two installments rather than the present
three installments.
by the City Council of
Chula Vista, California
Dated
ATTACHMENT #1
Supplemental Budget Memo # 21
June 17, 1987
TO: The Honorable Mayor and Members of the City Council
VIA: John D. Goss, City Manager
FROM: Eugene R. Asmus, Assistant City Manager
RE: Fire Protection in the Bonita-Sunnyside Area: Extending
the Agreement for Contract Fire Services Thru FY 1987-88
-
BACKGROUND
The City currently contracts with the Bonita-Sunnyside Fire Protection
District to provide first-in responses to fire and medical calls to
selected areas of Chula Vista. The contract was initiated in 1963,
in conjunction with the annexation of property along Bonita Road. At
present, the areas protected under contract include:
• Commercial areas along Bonita Road
• Residential areas north of the Chula Vista Golf Course (Bermuda
Dunes Area) and residential areas south of Bonita Road, between
Camino Del Cerro Grande and Acacia Street (Fallbrook Court
area) .
In CY 1986, the District responded to 56 calls for service within the
contract areas. The contract cost for FY 86-87 was $44, 188.
Additionally, both the City and District maintain Automatic Aid
Agreements with one other. Under automatic aid, the closest fire
station responds to calls for service without regard to municipal
boundaries and without charge. The current automatic aid agreement
calls for the District to provide first-in coverage to residences in the
Allen Elementary School area. Chula Vista provides first-in coverage to
District areas which include "Sunnyvista" and Interstate I-805 between
"E" and "H" Streets.
During the current fiscal year, staff entered into negotiation with the
District to eliminate the contract and to have all fire protection
services provided under an expanded automatic aid agreement. As part of
that negotiation, staff was directed by Council to:
• Evaluate alternative sites for the existing Bonita-Sunnyside
station which would optimize coverage for both District and City areas.
• Assess the costs and benefits to the City of assisting the
District in site acquisition and/or construction costs for a new fire
station to replace the existing station.
The District fire station is currently located on Bonita Road, just east
of Acacia Street, on property leased from the County. The site is
jointly shared with a County road maintenance station. The County's
future plans for this site will likely be impacted by the outcome of an
in-progress review of County-wide road maintenance operations.
STUDY RESULTS
Eight alternative sites for the District fire station were evaluated.
These alternatives were identified by staff from both the District and
City fire departments. The selected sites provided a broad geographic
distribution of locations within the District. The evaluation,
conducted by the City's Policy Analysis and Program Evaluation Unit
(PAPE) , assessed fire coverage under different station networks for both
1987 and the Year 2005.
study was able to identify several sites which would maintain or
.rove coverage into District and City areas. The selection of
an optimal station location depended, however, on two key questions:
1. Will the combined Bonita-Chula Vista service area require
coverage from a second fire station in the future?
2. If additional coverage is needed, can this be best provided by
constructing a new fire station (for example, in conjunction with the
Bonita-Miguel development) or by relocating a fire station which is
already planned (for example, moving the Eastlake I fire station
to a site further north in the development) .
The answers to these questions are largely dependent upon the City's
General Plan update, which will provide information about the size of
development envisioned for the Bonita-Miguel and surrounding areas.
This information will not be available until the later part of this
year.
RECOMMENDATIONS
The General Plan update will be a major determinant in establishing
the fire coverage needs for the entire eastern section of the City and,
in turn, may impact decisions regarding an optimal site for the
,. lita-Sunnyside station. It is therefore recommended that Council :
1. Approve an extension of the City's contract with the District
for fire services for FY 1987-88. The new agreement will provide that
fees paid by Chula Vista during the period be allocated to any future
City costs associated with constructing a new District fire station,
should the City decide to participate in such a project. The FY 87-88
contract cost is $46,840;
2 . Direct staff to conduct a more comprehensive review of the
City's fire station needs upon adoption of the updated General Plan.
This study would include:
--an updated assessment of Year 2005 fire coverage needs within
the combined Bonita-Chula Vista service area and
determination of a site for the current station which
would best serve both communities;
--an evaluation of alternative sites for the Eastlake I fire
station;
--a projection of fire coverage within the Eastlake II and
United Enterprise Areas under different network scenarios;
and
--an evaluation of fire coverage needs within the Otay Valley
Road Redevelopment Area, including the desireability and
feasability of relocating the City's Fire Station #3 to a
site east of I-805;
3. Direct staff to continue to negotiate with the District as to
the possible terms and conditions under which the City would consider
participating in constructing a new District fire station. The staff
report should be completed in time for the FY 88-89 budget review; and
4. Direct staff to work with the Eastlake developer in order to
set aside an alternative fire station site within Eastlake I. It is
suggested that the alternative site be located in the planned Employment
Park area, proximite to the intersection of East "H" Street and the
proposed SR 125.
te$ ATTACHMENT #2
LJ012ita - c.S'LtYLYLLylLCZE 9 oL cL On LJL�t'Zict
CHIEF 4o35-Bonita.(Rd.ault L.31o4
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BOARD DIRECTORS :IJbnita, Cpl gnoos
gia,ik J(al Phone. (619)479-9346
caul SoutluDott/j
goAn-Clan
June 26, 1987
Eugene Asmu.s, Ass.iztant City Manager
City o 6 Chuea. Vista
276 Fourth Avenue
C huP.a. Vista, CA 92010
SUBJECT: Extending the Contract Sots Fite Senv.Lce-FAsca2 Yeah. 1987-88
Deatc Mh.. Asmus:
At the meeting Thwtsday evening, June 25, 1987, o6 owt Fite Boatcd, the
amended agtceement dated as nev.ised, June 23, 1987, Son Joint Fite Ptco-
tec t%on Se.vice, was pne!s ented with yowl covet eetten.
The F.in.e Boand voted to accept yours ptoposat with these tee s.i.ons:
1. Delete the next to the £.a.st patnagtcaph which n.eads: CITY AND DISTRICT
AGREE THAT MONIES PAID BY THE CITY DURING THIS EXTENSION, SHALL COUNT
TOWARDS ANY FUTURE CITY CONTRIBUTION ASSOCIATED WITH ACQUIRING A PER-
MANENT FIRE STATION SITE AND/OR CONSTRUCTING A NEW DISTRICT FIRE
STATION.
2. DeS.ine all Automatic Aid and Contract aaea to be coveted, such as Bonita
Long Canyon, etc.
3. Payment bok the conthact showed be wither. paid in advance otc 50% paid in
advance with the nemain.ing 50% paid in six months.
This ague- • . ' ' ' covets only those Automatic Aid anea.4 as defined in the
agneem- • h d any new atceas wooed negywce new negotiations.
•
kV oo•y
A5CEIVEll
FIRE IEF (MANAGER
1714ut4,,,IsTA, CA
OLM:n. JUN 291987
ATTACHMENT #3
June 26, 1987
TO: The Honorable Mayor and City Council
FROM: E. R. Asmus, Assistant City Manager 0
SUBJECT: Bonita-Sunnyside Fire Contract Status
On Thursday, June 25, 1987, the Bonita-Sunnyside Fire District Board did
not approve the proposed extension of the existing fire protection agreement,
which expires on June 30, 1987. As the City Council will recall , during
budget deliberations $44,190 was placed in the budget as the cost of this
contract for next fiscal year. The amount placed in the budget represented
the same dollar cost as in the 1986-87 fiscal year.
I was informed over the phone that the Board gave some indication that
they could approve the contract if the 6% CPI inflation factor ($2,651 .40)
was added to the $44,190 or, that failing, a provision in the contract
requiring the $44190 be placed in a special construction fund be eliminated.
Chief Moody said that a letter will be directed to the City outlining the
District Board' s total position but, in addition to the apparent main objection
- as outlined above, he indicated that the Board may be asking that payment
be made in advance for the year and perhaps a clause be added that would
require increased payments for new construction that occurs within the
contract area. It was not clear in my discussions with Chief Moody whether
or not these will be official demands of the District, but they may well
be.
It would be our intention, unless otherwise directed, to continue to abide
by the terms and conditions of the 1986-87 agreement, which includes the
provision of providing dispatch service to the Bonita-Sunnyside District,
until the City Council has an opportunity to address this issue at your
next regular meeting on July 14, 1987. If this is not desired by the City
Council , a special meeting would be required in order to
direct us otherwise.
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