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HomeMy WebLinkAbout2007/12/11 Item 6 CITY COUNCIL AGENDA STATEMENT ~I'f:.. CITY OF ~CHUlA VISTA December 11, 2007 Item~ SUBMITTED BY: REVIEWED BY: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE BIDDING PROCESS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO NEGOTIATIONS, EXECUTE ANY LETTERS OF INTENT OR MEMORANDA OF UNDERSTANDING WITH CITY OF SAN DIEGO FIRE RESCUE DEPARTMENT, AND EXPEND ANY FUNDS NECESSARY RELATED TO THE START-UP COSTS IN ORDER TO ACQUIRE CONTRACTED FIRE AND MEDICAL DISPATCH SERVICES FOR THE CITY OF CHULA VISTA FIRE CHIEF ~Af CITY MANAGER ITEM TITLE: 4/5THS VOTE: YES NO X BACKGROUND On December 4, 2007, the City Council approved City Manager's budget reduction plan, which included the transfer of the Fire Department's Communications Center to another outside agency in order to generate $740,000 in annual budgetary savings. Staff is recommending that the competitive bidding process be waived and that the City Manager be granted to the necessary authority to negotiate and develop a contract for Council approval with City of San Diego Fire Rescue Department for the provision of fire and medical dispatch services for the City of Chula Vista, in order to implement the budget reduction plan. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed activity for compliance with the California Environmental Quality Act [CEQA] and has determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines because it does not involve a physical change to the environment; therefore, pursuant to Section 15060[c][3] of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary. December 11, 2007, 1tem~ Page 2 RECOMMENDATION That Council adopt the resolution walVlng the competitive bidding process and authorizing the City Manager to enter into negotiations and execute any letters of intent or memoranda of understanding for the purpose of acquiring fire and medical dispatch services from City of San Diego Fire Rescue Department in order to implement the budget reduction plan. BOARDS/COMMISSIONS RECOMMENDATION Not Applicable. DISCUSSION On December 4, 2007, the City Council approved the City Manager's budget reduction plan, which included the proposal to contract the Fire Department's Communications Center dispatch services to another outside agency. 1t is estimated that the City will generate annual budgetary savings in the amount of 740,000 by contracting fire and medical dispatch services. In an effort to implement this proposal, and generate the estimated annual savings, the City Manager is requesting Council authorization to waive the bidding process and authorization to execute any letters of intent or memoranda of understanding for the purpose acquiring contracted fire and medical dispatch services from City of San Diego Fire Rescue Department. The City Manager is requesting this authorization for the purpose of administering the initial phases of transferring fire communication dispatch services to City of San Diego Fire Rescue Department, and negotiating a contractual agreement for fire and medical dispatch services. The City Manager will return with a contractual agreement for fire and medical dispatch services for final Council approval. Sole Source Procurement/Bidding Process Waiver Chula Vista Municipal Code section 2.56.070 requires that the contracts for all supplies, equipment, and services, when the estimated cost exceeds $100,000, shall be awarded by the City Council to the lowest responsive and responsible bidder submitting the best bid in accordance with a competitive bidding process. Exceptions to this requirement may be granted where there is a commodity or service available from only one known source as the result of unique performance capabilities, compatibility requirements or market conditions. The competitive bidding requirements may be waived by the City Council when they are impractical, impossible, or the city interests would be materially better served by a different purchasing process. Staff is recommending that the formal bidding process be waived for the acquisition of fire and medical dispatch services, and that the City Manager be authorized to enter into negotiations with City of San Diego Fire Rescue Department. This recommendation is based on the following service capabilities that are uniquely being offered to the City by San Diego Fire Rescue Department: . Dedicated dispatching staff to service City of Chula Vista calls for service . Dedicated Fire Computer Aided Dispatch (CAD) technology for improved dispatch performance December II, 2007, Item--k- Page 3 . Automatic Vehicle Location teclmology to enable the dispatch of closest available units to calls for service for improved response times . Use of dispatching procedures that are similar to those employed by the Chula Vista Fire Communications Center (CVFCC) to ensure continuity and performance of dispatching services These service capabilities were found to be necessary in order to mitigate the potential loss of dispatch performance and lessen the public safety impact to the community that could result from contracting fire and medical dispatch services. City of San Diego Fire Rescue Department is uniquely positioned at this time to offer the service capability necessary to mitigate the potential loss of dispatch performance and ensure the service delivery to the City of Chula Vista. A thorough report that discusses these capabilities and other findings that support the recommendation to contract fire and medical dispatch services to City of San Diego Fire Rescue Department is contained in the Fire Department's report memorandum to the City Manager. This is provided as attachment A. Authorization to Negotiate a Contractual Agreement The City Manager is requesting the authority to enter into negotiations with City of San Diego Fire Rescue Department for the purpose of developing a contractual agreement for the acquisition of fire and medical dispatching services. Additionally, authority to execute any letters of intent or memoranda of understanding is also being requested in order to administer the initial stages of transferring fire and medical dispatching services to City of San Diego Fire Rescue Department. The initial stages of transferring fire and medical dispatching services to City of San Diego Fire Rescue Department will involve the following: . Administration of start-up costs for the development of CAD interfaces and transfers of City communications equipment necessary for the transfer of dispatching services. The tasks related to the start-up costs need to be completed and in place before the transition. Start-up costs to transfer dispatching services to City of San Diego Fire Rescue Department are estimated to be $400,035. . An interim agreement to potentially acquire the services of City of San Diego Fire Rescue Department personnel to work in the CVFCC in the event that CVFCC personnel leave City employment before the transition is completed. The services of City of San Diego Fire Rescue Department will be necessary in order to sustain dispatch operations and service to the community. Upon completion of negotiations with City of San Diego Fire Rescue Department, the City Manager will return to Council with a contractual agreement for final Council approval. December 11,2007, Item----w- Page 4 DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500- foot rule found in California Code of Regulations Section 18704.2(a)(I) is not applicable to this decision. FISCAL IMPACT There is no fiscal impact to the General Fund as a result of adopting this recommendation. The one-time start-up costs for transferring dispatching operations from the City of Chula Vista to City of San Diego Fire Rescue Department will be paid from projected salary savings from the closure of the Chula Vista Fire Communications Center. Staff will return to obtain Council approval to transfer savings to appropriate Fire Department budget accounts to pay for the one-time start-up costs as soon as such costs are finalized. ATTACHMENT A: Memo - Fire Communications Service Final Recommendation J:\AttorneyIJDAWSON\Agenda StatementslWaiving the bidding pr(X;ess for Dispatch services.doc Attachment A ~{f? :: ---~ : ~--~-- ~ -~- ellY OF CHUlA VISTA CHULA VISTA FIRE DEPARTMENT MEMORANDUM DATE: November 8,2007 TO: David Garcia, City Manager FROM: Douglas Perry, Fire Chief SUBJECT: Fire Communications Service Final Recommendation Staff has completed its research and assessment of the options that are available to the City of Chula Vista Fire Department for the contracting of fire and medical dispatch services. The Fire Department assessed the services provided by Heartland Communications Fire Authority (HCFA) and San Diego Fire & Medical Dispatch (SDFMD) as the two main agencies for the possible provision of fire and medical dispatch services to the City of Chula Vista. BACKGROUND: HCFA was established in 1987 and provides public safety fire and medical dispatch and communications services for 12 JPA (Joint Powers Agreement) member agencies and 3 Contract agencies. Heartland currently dispatches approximately 52,200 calls annually and handles nearly 118,500 phone calls. SDFMD currently provides fire and medical dispatch service to 46 fire stations within the City of San Diego and 3 fire stations in the City of Poway (as a contract agency). SDFMD currently dispatches approximately 108,500 incidents annually and processes nearly 140,000 emergency phone calls. Findings/Recommendation: Based on the assessment of these two agencies, I am recommending that fire and medical dispatch services be contracted to San Diego Fire & Medical Dispatch. This recommendation is based on the following findings: 1 6-5 Technology HCFA and SDFMD offer true fire based computer aided dispatch systems. Both of these CAD systems offer capabilities that the City's CAD does not offer nor is capable of offering even with significant enhancements. These capabilities include the following: · CAD Integrated Mapping . CAD Driven MDC Mapping · Multi-Fire Agency Operability . End User Flexibility . Resource Move-up · Software Enhancement Capability Both agencies are currently projected to be part of the regional CAD Interoperability Project that will implement a CAD interface connecting the following communication centers: HCFA, SDFMD, North Comm and Monte Vista. The implementation of this interoperability project will help to eliminate the current lag time and delays when requested automatic aid and other resources from different fire communication centers. This interoperability project is projected to be completed within the next 18 months. The City of Chula Vista is not currently part of this project and would benefit from contracting with an agency that will offer this service enhancement in the near future. Further comparison of the HCFA and the SDFMD CAD systems revealed the SDFMD CAD system offered additional enhanced technology and integrated live routed mapping capabilities that distinguished it from HCFA as the preferable agency. The enhanced technology that the City would benefit from by contracting with SDFMD included the following: · "Tier one" (CAD) - a CAD system that is highly customizable and able to adjust to the changing needs of the agency. Advanced Life Support Services (ALS) and Basic Life Support Services (BLS) dispatch tiers are operational within San Diego's CAD. If Chula Vista Fire continues to provide BLS or offers ALS level EMS (paramedic engine companies) service in the future, San Diego's CAD is currently capable of those service models. · Automatic Vehicle Location with dynamic Live-Routing (AVL) - this ensures that the closest, most appropriate unit is selected for the incident and reduces response times as compared to static geographic based dispatching that is currently in place with CVFCC and HCFA. · Mobile Data Computers (MDCs) with Integrated Mapping - Provides the responding units with instant incident information and live CAD map routing. Units will receive turn-by-turn directions to the incident. 2 6-6 Responding units will be able to see each other on the MDC map, which enhances first responder safety. Additionally, units will be able to see who will be first in to an incident aiding in command and control. This means better customer service to our internal and external customers. We will get to incidents faster with a higher degree of safety. . CAD Driven Incident Timers - Alerts the dispatchers of key incident times (Le. 20 minute clock), which can be relayed to the incident commander at pre-determined time thresholds which enhances firefighter safety . . PRO QA EMD Software - San Diego will provide the exact same automated triage service employed for dispatching of medical calls currently employed by Chula Vista. . Fire RMS - San Diego's current CAD system will allow for a closed record download to Chula Vista Fire Department's existing FireHouse Records Management Software (RMS) system with no disruption to the current historical database. . Remote CAD - This feature allows for CAD accessibility at special events or incident command posts. It allows for a remote dispatcher to handle all incidents related to an event without impacting the normal operation of the dispatch center. It has been used in San Diego for Mardi Gras, Rock and Roll Marathon, Street Scene and 4th of July. . 3 C's Project - Communications, Command, and Control video conferencing equipment is currently operational in San Diego's Communications Center, fire headquarters, Department Operations Center and the shift commander's vehicle. Capabilities for helicopter downlinks and face-to-face meetings via this region-wide data link provide for increased communication during a major incident. . San Diego/AMR Interface - San Diego will add an American Medical Response (AMR) CAD interface so there is no delay in dispatching AMR. This will be an important feature as the City of Chula Vista contracts with AMR for advance life support and ambulance transport services. Emergency Medical Dispatching (EMD) Procedures HCFA uses a manually operated flip-card EMD system that does not provide for any call downgrading. HCFA has access to a CAD driven PRO QA software system (similar to Chula Vista Fire Communications Center (CVFCC) and SDFMD), but they have chosen not to implement this CAD driven option. The manual flip-card system and lack of call downgrading will result in Chula Vista Fire resources responding on calls that are currently downgraded through 3 6-7 CVFCC. In many cases, these calls can be downgraded and handled by either Advanced Life Support (ALS) or by Basic Life Support (BLS) ambulance. The elimination of call downgrading will increase the Chula Vista Fire Department's overall call volume by 15 - 20% that will lead to the degradation of available resources to respond to other 9-1-1 calls within the city. This is significant as approximately 70% of the City's calls for service are medical emergencies. The JPA that governs HCFA would have to approve an operational change if HCFA were to implement their CAD driven PRO OA software and provide for pre-established and nationally recognized call downgrading. Currently there is only one other agency within HCFA that has requested CAD driven PRO OA medical dispatching and subsequent call downgrading. This implementation would require a vote of the JPA members and board approval. On the other hand, SDFMD will provide the exact same triage service currently employed by Chula Vista, as their EMD procedures are similar. The current practice call downgrading and the three current levels of service will be maintained. San Diego's Medical Director, Dr. Jim Dunsford will support the City's EMD efforts. Financial Impact The City would generate ongoing annual budgetary savings if it contracted fire and medical dispatch services. Analysis of the cost proposals received from both agencies consisted of the initial start-up costs that would be incurred by Chula Vista in order to transfer dispatch services, and the required annual ongoing costs for contracting dispatch services. The contracting out of dispatch services to HCFA or SDFMD will result in required one-time expenditures. The incursion of these costs by the City will impact potential FY 2007-08 savings; therefore, the majority of the savings would not be realized until FY 2008-09. HCFA submitted two cost proposals to the City. The first cost proposal was for the City to acquire dispatch services from HCFA as a contract agency. Under this proposal the City would pay substantially less start-up costs, as the City would forgo paying the initial JPA agency buy-in cost in the amount of $333k. The total start-up costs under this proposal total $69k, but are offset by substantially higher ongoing dispatch service cost of $781k. The total ongoing yearly savings would be $418K if the City acquired fire and medical dispatch services as a contract agency. Under the second proposal submitted by HCFA, the City would acquire dispatch services as a JPA agency member. Under this proposal, the City would have to pay start up costs that would include the initial JPA agency buy-in cost in the amount of $333k in addition to the other start up costs in the amount of $69k for a total amount of $402k. The ongoing dispatch service cost under this proposal is $523k and would result in an annual savings of $677k. As a JPA member, the 4 6-8 City of Chula Vista would generate approximately 21.79% of HCFA's total call volume. Per the JPA agreement, the City would be financially responsible for approximately 21.79% of HCFA's annual operating expenses as well as any future capital improvement related projects such as acquiring property, facility construction, leasing of public buildings, equipment cost, staffing and vehicles expenses. As a JPA member generating 21.79% of HCFA's revenue stream, the City of Chula Vista would receive 1 vote out of 13 overall votes on any managerial, technological, financial and/or operational related issues or decisions. For example, the City of Chula Vista's voting power would be the same as that of the Bonita Sunnyside Fire Protection District, which has one fire station and only pays approximately $56,000 compared to the potential City of Chula Vista payment of $523k per year. The cost proposal submitted by SDFMD consisted of one-time start-up costs in the amount of $400k and ongoing dispatch service contractual costs of $460k. The annual ongoing savings under this proposal are estimated to be $740k exceeding the HCFA proposal by $62.7k. The majority of the one-time start-up costs ($215.5k) for the SDFMD proposal consist of the costs related to relocating the Regional Communication System (RCS) radio equipment from the CVFCC to the San Diego Dispatch Center. This will enable the necessary communications operability for SDFMD to provide dispatching services to the City of Chula Vista. A summary of these costs is provided in the following table: Table 1: Financial Impact Summary: Fire Dispatch Aaencv HCFA San DieQo Contract Cost Summarv JPA Member AQencv SDFMD One-time Start-UD Costs $402,065 $68,995 $400,035 Annual Onooino Costs $522,726 $781,081 $460,000 Total Costs $924,791 $850,076 $860,035 CVFCC Annual Costs 1,200.000 1,200,000 1,200.000 Estimated Onaaina Savinas $677 ,27 4 $418,919 $740,000 A more detailed summary of these costs and budgetary impacts is contained in attachment 1. 5 6-9 Other Benefits The transfer of the Regional Communication System (RCS) Radio equipment would provide for the continued use of our primary radio system. In addition, the transfer of this equipment will result in a win/win situation for the City of Chula Vista and the City of San Diego because both agencies would gain backup 800 KHz radio systems that would be operated out of one communication center with one common CAD. Moreover, if San Diego were to acquire RCS capabilities, this would lead to a strengthening of regional fire communications. Based on the analysis of potential savings SDFMD is the preferred agency for the contracting of fire and medical dispatch services. Staffing Both HCFA and SDFMD have the adequate staffing resources to deliver fire and medical dispatch services to the City of Chula Vista. Each agency will add staff in order to support the additional call volume if they are awarded the contract to dispatch for the City of Chula Vista. HCFA will add three additional staff positions and SDFMD will add four additional staff positions if awarded the contract. The staffing configuration for HCFA totals 18 and consists of the following positions: . 1 Communications Manager . 1 Systems Manager . 1 IT person . 4 Dispatch Supervisors . 8 Dispatchers . 3 part time Dispatchers Staffing for SDFMD totals 69 and consists of the following positions: . 1 Communications Manager · 3 Emergency Resource Officers (24 Hour Fire Captains) · 2 Alternate Emergency Resource Officers . 2 Fire Dispatch Administrators · 5 Dispatch Supervisors . 29 Fulltime Dispatchers . 6 Part time Dispatchers · 1 Quality Assurance Manager · 11 Information Technology Services (ITS) Staff · 8 System Status Controllers (Rural Metro EMT Dispatchers) · 1 Administrative Secretary 6 6-10 Although both agencies possess the necessary staffing resources to deliver dispatching services, additional review of SDFMD staffing revealed that SDFMD possessed additional staffing resources with enhanced service capability that would benefit the City if it were to contract with SDFMD for dispatching services. These included: . Accreditation by the National Academies of Emergency Dispatch. . A dedicated dispatch position whose only responsibility will be to dispatch for the City Of Chula Vista. . 24-hour Uniformed Emergency Resource Officers (Fire Captains) in the SDFMD center to insure that the critical operational needs of field units and Incident Commanders are continuously monitored and addressed in a proactive manner. Based on the analysis of staffing capabilities SDFMD is the preferred agency for the contracting of fire and medical dispatch services. Dispatch Performance/Service to the Customer Analysis of dispatch performance as measured by the amount of time it takes to dispatch a priority emergency call was the key component for evaluating the two prospective agencies for the contracting of fire and medical dispatch services. The evaluation of the average dispatch times was critical in order to gauge the impact to call for service response times that would possibly result from the contracting of dispatch services. Longer response times resulting from longer dispatch times will have a direct negative impact on service delivery to the citizens of the City of Chula Vista. Longer dispatch times will also affect the Fire Department's ability to meet the Growth Management Oversight Committee response time threshold of responding to 80% of the emergency response calls for service within 7.0 minutes. In order to estimate this potential impact, dispatch performance data from both HCFA and SDFMD was requested. This data was analyzed to determine the average dispatch time for each agency in order to compare against CVFCC dispatch performance levels. For the purpose of this analysis, the dispatch time was defined as the amount of time elapsed from the time an emergency call for service is routed to the dispatch position, to the time the responding unit is notified. The average dispatch times in seconds from each agency are summarized in the following table: 7 6-11 Table 2: Summary of Average Dispatch Response Times: FIRE DISPATCH AGENCY CVFCC HCFA SDFMD 15 sec. 44 sec. 25 sec. Comparison of the dispatch response times indicates that the dispatch time performance will decrease if dispatching services are contracted to either HCFA or SDFMD. Table 2 indicates that this decrease in dispatch performance is estimated to be 29 and 10 seconds respectively, if dispatching services were to be contracted to HFCA and SDFMD. Thus being the case, the issue evolves into identifying which agency has the lesser performance level gap and which agency is better positioned to mitigate the performance gap. Determining which agency has the capability to decrease this gap is important in order to mitigate longer total response times. Analysis of the resource capabilities offered by HCFA and SDFMD revealed that SDFMD was better positioned to mitigate a dispatch performance gap for the following reasons: · SDFMD will adopt the same dispatching procedures that are currently employed at the CVFCC in order to ensure that City of Chula Vista first response units are dispatched as they currently are. · SDFMD will employ its AVL capabilities that will enable the closest first response units to be dispatched to calls for service. · SDFMD's CAD mapping capabilities will allow the Chula Vista Fire Department the flexibility to continuously refine response routes to aid in minimizing response times. Ensuring Service Delivery The recommendation to contract dispatching services from the CVFCC to SDFMD will allow the City to transition a vital public safety function and generate a substantial continual budgetary savings. The Fire Department estimates that any potential impact to services to the community with respect to this transition can be mitigated by the service level capability that will be acquired at SDFMD. However, it will be necessary for the Fire Department to commit a measurable amount of time and staff resources in order to ensure that this transition of dispatching services is accomplished in a manner that results in optimal service delivery for everyone affected. The customer relationship with SDFMD will also have to be continuously monitored in order to sustain service levels for Fire Department operations and the community. The new tasks that will have to 8 6-12 undertaken in order to make this transition successful and sustain ongoing operations includes the following: . Handle dispatch inquiries - oversight and resolution of inquiries generated by units in the field. . Oversight of Chula Vista Fire Department interests specific to RCS fleetmap. . Oversight of portable and mobile radio cache, maintenance, programming. . Handle operational issues - operational response issues that may arise such as incorrect run cards, AVL issues, and changes to response levels. . Manage technology and interface upgrades and improvements such as future CAD enhancements, Data field enhancements for purposes of reporting. . Provide training for CVFD - initial and ongoing training with respect to MDC's, AVL, and response procedures. . GIS, Mapping and MDC information and upgrades - oversight of GIS streetloads, mapping data, and MDC data uploads. . Represent at monthly RCS meetings - maintain Chula Vista specific RCS interests. . Represent our cities interest during second alarm or larger responses - operational decisions related to Chula Vista Fire Department needs during significant emergencies. Coordination between dispatch and commanders in the field. . Attend regional operational meetings - represent interests specific to Chula Vista on a regional basis such as radio communications, resource requests, move-ups, strike teams, other operational policies. . Assist in developing a zone 3 operations manual - ensure Chula Vista Fire Department interests are met. . Attend San Diego monthly FCC operational meetings . Attend San Diego bi-monthly FCC zone chiefs meetings In order to ensure that the transition and ongoing service delivery from SDFMD is successfully accomplished; it is strongly recommended that the Deputy Fire Chief position that is set to be reduced, be reinstated from the budget reduction list. The reinstatement of this position to the budget will enable the Fire Department to have the necessary staff resources to achieve the desired results by managing risks that could potentially jeopardize the successful transition and the continual important oversight of dispatching services. The reinstatement of this position will also allow the department to continue to perform other important management tasks that are necessary to support departmental operations. Strong consideration of this recommendation is requested. Additional Considerations The recommendation to contract dispatch services will impact the citizens of the community and fire operations. The City's current fiscal environment afforded the 9 6-13 opportunity to weigh additional factors and potential opportunities concerning the present and future status of the CVFCC. In addition to the analysis supporting the recommendation to contract fire and medical dispatch to SDFMD, the following factors with respect to the CVFCC were also assessed: · The current fiscal environment will not afford opportunity for the Fire Department to acquire a fire CAD that would enable the CVFCC to attain full fire dispatch capability. · The City lacks the financial resources to hire the two additional dispatch supervisor positions necessary to attain the necessary staffing levels to provide for the nighttime shifts. · The City is currently not in line to receive the necessary state and federal funding that would enable the CVFCC to attain the regional inter- operability that would allow it to successfully compete for dispatching contracts from other jurisdictions. Mitigation of Investment Loss In 2003, the initial capital investment outlay that was made by the City to establish the CVFCC totaled $2.2 million. The Fire Department estimates that approximately $923k of the equipment assets initially purchased for the establishment of the CVFCC will remain in use by either the Fire or Police departments if dispatch services are contracted to SDFMD. Three radio consoles valued at $480k are among the most important assets that will continue in service, as these will be relocated to SDFMD. The Fire Department is confident that it can successfully execute the transfer of fire and medical dispatching services to SDFMD if the direction is given to do so. I am available to further discuss this recommendation at your convenience. Attachment Dispatching Services Contract Cost Comparison 10 6-14 RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE BIDDING PROCESS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO NEGOTIATIONS, EXECUTE ANY LETTERS OF INTENT OR MEMORANDA OF UNDERSTANDING WITH CITY OF SAN DIEGO FIRE RESCUE DEPARTMENT, AND EXPEND ANY FUNDS NECESSARY RELATED TO THE START-UP COSTS IN ORDER TO ACQUIRE CONTRACTED FIRE AND MEDICAL DISPATCH SERVICES FOR THE CITY OF CHULA VISTA WHEREAS, on December 4, 2007 the City Council approved City Manager's budget reduction plan, which included the transfer of the Fire Department's Communications Center to another outside agency in order to generate $740,000 in annual budgetary savings; and WHEREAS, immediate implementation of the budget reduction plan is necessary to generate the estimated savings; and, WHEREAS, by its vote, the Council stated its desire and intent to outsource the Fire Department's Fire Communications Center; and, WHEREAS, the Chula Vista Fire Department staff evaluated the capabilities of two outside agencies to provide contracted fire and emergency medical dispatch services to the City ofChula Vista; and, WHEREAS, based on its evaluation, Chula Vista Fire Department staff determined that City of San Diego Fire Rescue Department uniquely possessed the service capability through its technology, dispatching procedures, and the staff would be specifically dedicated to serve the needs of the City ofChula Vista; and, WHEREAS, the service capabilities possessed by City of San Diego Fire Rescue Department are necessary to mitigate any loss of dispatch performance that may occur as a result of contracting fire and emergency medical dispatch services to an outside agency where a loss in dispatch performance would result in an adverse impact to the citizens of the community; and, WHEREAS Chula Vista Municipal Code section 2.56.070 requires that the contracts for all supplies, equipment, and services, when the estimated cost exceeds $100,000 shall be awarded by the City Council to the lowest responsive and responsible bidder submitting the best bid in accordance with a competitive bidding process, except where there is a commodity or service available from only one known source as the result of unique performance capabilities, compatibility requirements or market conditions, or the competitive bidding requirements is waived by the City Council when they are impractical, impossible, or the city interests would be materially better served by a different purchasing process; and, J:\Attomey\RESO\FIRE\Waiving bidding process for Dispatch Services_12-11-07 revised.doc Resolution No. 2007- Page 2 WHEREAS, it has been determined that the transfer of the Chula Vista Fire Communications Center to City of San Diego Fire Rescue Department is the most practical and cost effective, yielding the estimated $740,000 annual budgetary savings and in the best interests ofthe City as result of the service capabilities uniquely available through City of San Diego Fire Rescue Department; and, WHEREAS, it is anticipated that the annual contract to transfer the service will be approximately $460,000 a year with a one-time start-up expense of $400,035 for installation of communications equipment and development of computer aided dispatch (CAD) interfaces necessary to successfully complete the transfer of dispatching services to City of San Diego Fire Rescue Department; and NOW, THEREFORE BE IT IS RESOLVED THAT the City Council waives the competitive bidding requirements set forth in Chula Vista Municipal Code sections 2.56.070 and 2.56.080 as they relate to the transfer of the City's Fire Communications Center from City staff to another agency because competitive bidding would be impractical given the short time frame required to provide the budgetary savings needed; and NOW, THEREFORE BE IT FURTHER RESOLVED THAT the City Council finds that the City interests would be best served by entering into an agreement with City of San Diego Fire Rescue Department as result of the service capabilities possessed by City of San Diego Fire Rescue Department in the areas of technology, dispatching procedures, and dispatching staff that will be specifically dedicated to serve the citizens of the City ofChula Vista; and NOW, THEREFORE, BE IT FURTHER RESOLVED THAT the City Council authorizes the City Manager or his designee to enter into negotiations with City of San Diego Fire Rescue Department to provide fire and emergency medical dispatching services, to execute any letters of intent or memoranda of understanding, and to expend any funds necessary related to the start-up costs required to negotiate and/or facilitate the transfer of fire and emergency medical dispatching services from the City of Chula Vista to City of San Diego Fire Rescue Department. BE IT FURTHER RESOLVED THAT the City Council directs the City Manager to return to Council for final approval of a contractual agreement for fire and emergency medical dispatching services with City of San Diego Fire Rescue Department. Presented by: Approved as to form by: Douglas A. Perry Fire Department ~~~ nn Moore City Attorney J:\Anomey\RESOIFIRE\Waiving bidding process for Dispalch Services_ \ 2.11-07 revised.doc Douglas A. Perry Fire Chief Jim Geerlng Deputy Fire Chief (619) 409-5868 Jim Wenzel Deputy Fire Chief (619) 409-6482 Pablo Quilantan Admin. Svcs. Mgr. (619) 585-5693 Alicia Hernandez Admin. Secretary (619) 409-5837 Administration Date: December 11, 2007 To: Honorable Mayor and City Council Members Douglas A. Perry, Fire Chief \)~~ From: RE: Item #6 for December 11,2007 City Council Agenda Please be advised that the Agenda Statement and Resolution submitted to you on Thursday, December 6,2007, regarding the above-referenced item contained reference to San Diego Fire and Medical Dispatch. We have been notified by that agency that the proper and legal title of the agency is City of San Diego Fire Rescue Department. It is the same agency. This memorandum is to provide you with notice of the correct legal title. The resolution will be revised to reflect the correct name, and processed accordingly. Thank you for your attention to this matter. DAP:ah 447 "F" Street Chula Vista, CA 91910 II 1IIItII...uAlU:,.".",.IWIk*"'Y .. Currenl Condlllons .The City of Chula Vista has partnered with AMR to provide emergency medical care since 1980. .AMR responds to over 9,0009-1-1 calls for service in Chula Vista annually. .AMR consistently meets and beats the response time requirements in our contract. .. lhe Chula Vista Fire DeparbDent and American Medical Re.p...e: PARTNERSII PUBLIC SAnTY Dec......n2D.' ,.,.1IIIn.uMl6:htIMI6"""""" """_.uAIIII:htt11m1ll1Wlk1lNT Currenl Condlllons Providing Peace of Mind .AMR is required to operate 5 ambulances in Chula Vista. .AMR currentiy has 7 ambulances serving the people of Chuia Vista, a 40% increase in resources since 2002 to accommodate the growth and development of the City. }fi-~ ,,, During the October 2007 Firestorm, AMR was proud to provide enhanced First Response Medical Services to the City of Chula Vista, allowing your fire crews to battle the raging blazes. .. -~ 1 1IINI/611f1UllltIB:hrllllllllMall/<<T ""''''''_11I6:'''''''''''''''''''''' Providing Peace e' Mind - From October 23 through October 27, AMR deployed an average of 8 additional ambulances per day and performed a total of almost 500 hours of First Response coverage. Providing Morelhan Medical Care Since September 2006: -AMR has donated over 200 hours of ambulance service to community events. -AMR has provided almost 150 hours of medical coverage for other special events in the city. .. .. ,.,.""..,.M/I:""",,,,""IIII/I 1IINI/611f1U1llt1Ml:,."...,1II1f1t11fS6NI Providing Morelhan Medical Care AMR continues its support of the Child Link program, participating in 26 events reaching a total of approximately 5,200 children in the past year. _ -AMR re-stocks the Chula Vista Fire Department's medical supplies. -AMR transports and disposes of bio-medical waste at no cost to the city. -~ 2 Chula IIlsta andAMI: Pann'l8ln Puhllc Sa"" Chula lIistJ/ audAMI: Pann'l8ln Puhllc Sa"" -AMR performs all medical services, community education and other functions with no subsidy from the City of Chula Vista and at no cost to the City. -AMR automatically includes a Paramedic Supervisor response to multi-patient and large scale incidents. .AMR automatically dispatches a Paramedic Supervisor and ambulance response to working structure fire incidents and upon Incident Command request. .. -All costs are borne by users of the EMS system. .. l/IIU_.MII:,.".,.."''''''' C/lllfl1IIIU.AlII:,."..,.IIIfW/k,.,." Ambulancl Ratl Prlmar Ambulance Ratl Comparisons Current Emergency Ambulance Rate: $512.66 Proposal: Ensure continued excellence and partnership with a gradual rate increase to $650.00. $650.00 = Proposed Rate in Chula Vista $447.62 - Current non-emergency rate in Chula Vista -Substantial change from original straight-rate proposal -3 years without rate increase within existing contract $865.00 = Emergency Rate in San Diego $963.74 = Emergency Rate in National City $1,248.00 = Average Emergency Rate in California - - 3 llilbllft.,..,.".,..1WJ1#1IIIa lIIIIIIIIIIU..Ma"..,.."''''''' __..___co. Risk Assumed by AMR .. "- . AMR's rate proposal includes a 7% increase for the next five years, locking in our rates independent of inflation, service additions and City growth. . The proposed increase will net only 2% additional cash. 1IIIJ/II/III.Mdl/R:hII1IM6.""'IIIIa ".,.-.MId..".,.,.ItIMI&IIIIa .. Summary . More than a contractor - a Partner in Public Safety . Provides for rates which will provide a sustainable EMS system. . Provides sensitivity to current year rate increase while maintaining sustainability of public safety networl<. . Shelters City from vagaries of Healthcare Finance . Maintains rates in the lower 30% of rates in Southern California and California as a whole. Changing Trends - Changing RiskS Growth in Transport Rates is declining EMS delivery is becoming more evidence-based Centers of Excellence and Consolidation of ED's are impacting task times - 4