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HomeMy WebLinkAboutAgenda Report - March 3, 2021 C-04AGENDA ITEM (2,w4 • CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt a Resolution Authorizing the City Manager to Execute an Agreement with the City of Stockton for Fire Dispatch Services and Accept Remaining Reserve Funds Resulting from the Dissolution of the JPA MEETING DATE: PREPARED BY: March 3, 2021 Interim Fire Chief RECOMMENDED ACTION: Adopt a Resolution Authorizing the City Manager to execute an agreement with the City of Stockton for fire dispatch services and accept any remaining reserve funds resulting from the dissolution of the JPA. BACKGROUND INFORMATION: In 2015, the City of Lodi adopted a resolution authorizing the City Manager to execute a joint exercise of power agreement between City of Lodi, City of Manteca, and City of Stockton and Lathrop -Manteca Fire District creating the San Joaquin County Regional Fire Dispatch Authority (SJCRFDA JPA). In 2019, the City of Lodi adopted a resolution to include South San Joaquin County Fire Authority ("SSJCFA") in the JPA. The agreement resulted in a centralized fire dispatching system for its members, rather than each agency having its own. Provisions for governance of a JPA have presented challenges and additional requirements. As a result, the City of Stockton has requested to dissolve the JPA and enter into individual agreements with each municipality. The elimination of the JPA will allow Stockton to allocate staff hours to operation of the dispatch center instead of the JPA governing board. Any reserve funds remaining from the JPA will be split amongst the former agencies. The City of Stockton will continue to be responsible for operating the Emergency Communications Division (ECD) and agrees to continue dispatch rates at the rate of $55 per call thru June 30, 2023. The agreement provides the possibility of an automatic renewal for successive one (1) year periods for up to three (3) years. Staff recommends authorizing the City Manager to execute an agreement with the City of Stockton for fire dispatch services for a two-year term with the possibility of renewal for successive one (1) year periods for up to three (3) years and accept the Lodi Fire Department's portion of remaining reserve funds resulting from the dissolution of the JPA. FISCAL IMPACT: Cost per call will increase by $6.32 — 10041000.72499 Stephen Schwabauer, City Manager Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director 0`l �'OV Ron Penix (Feb 17,202106:50 PST) Ron Penix Interim Fire Chief Exhibit A — City of Stockton Dispatch Services Agreement DISPATCH SERVICES AGREEMENT THIS AGREEMENT is entered into this day of 2021, between the CITY OF STOCKTON, a municipal corporation ("CITY"), and the City of Lodi, whose address is 221 W. Pine Street, Lodi, CA 95240, and telephone number is (209)333-6700 ("AGENCY"). RECITALS AGENCY desires to enter into an Agreement with CITY to provide fire and emergency medical call receipt and dispatching services to the entire AGENCY through CITY's Emergency Communications Division. NOW, THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, CITY and AGENCY agree as follows: �•P&Ratch Serymce§'. Subject to the terms and conditions set forth in this Agreement, CITY shall provide to AGENCY the services described in Exhibit A- 2. Term. This Agreement shall commence on July 1, 2021 and shall expire on June 30 2023 provided, however, the parties may agree to change either the commencement or expiration date. This agreement shall automatically renew for successive one (1) year periods for up to three (3) years, unless either party provides written notification to the other party of its decision not to renew the agreement. 3. Compensation. AGENCY shall pay CITY for services rendered pursuant to this Agreement as described more particularly in Exhibit B. 4. Indeg2ndent Contractor. In performing the obligations set forth in this Agreement, CITY shall have the status of an independent contractor, and CITY shall not be considered to be an employee of the AGENCY for any purpose. All persons working for or under the direction of CITY are its agents and employees and are not agents or employees of AGENCY. 5. Termination for Convenience. CITY may terminate this Agreement at any time by mailing written notice to AGENCY no less than 180 -days in advance of the termination. The Agreement shall be deemed terminated on the expiration of the period of notice. If the Agreement is so terminated, CITY shall be paid for that percentage of the work actually completed at the time the notice of termination is received. 6. Non -Assignability. The AGENCY shall not assign, sublet, or transferthis Dispatch Services Agreement Agreement or any interest or obligation in the Agreement without the prior written consent of the CITY, and then only upon such terms and conditions as CITY may set forth in writing. 7. Indemnity and _y41d Harmless. AGENCY agrees to indemnify and hold harmless CITY for AGENCY's share of liability, for any damage, injury, or death of or to any person or the property of any person, including attorney's fees, arising out of the willful misconduct or the negligent acts, errors or omissions of AGENCY's performance of this Agreement. 8, Notices. All notices herein required shall be in writing and shall be sent by certified or registered mail, postage prepaid, addressed as follows: CITY: Stockton Fire Dept. AGENCY: City of Lodi 425 N. EI Dorado St. 221 W. Pine St. Stockton, CA 95202 Lodi, CA 95240 Attention: City Manager 9. Waiver. In the event either CITY or AGENCY at any time waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Agreement, whether of the same or of any other covenant, condition or obligation. 10. Governing Law. California law shall govern any legal action pursuant to this Agreement with a venue for all claims in the Superior Court of the County of San Joaquin, Stockton Branch, or where applicable, in the federal District Court of California, Eastern District, Sacramento Division. 11. No Personal Liability. No official or employee of CITY shall be personally liable to AGENCY in the event of any default or breach by the CITY. 12. Exhibits. All exhibits referred to herein are attached hereto and are by this reference incorporated herein. 13. Se4pe of Agreement/Amendments. This writing constitutes the entire Agreement between the parties. Any amendment to the Agreement shall be in writing and signed by both parties. 14. Severability. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 15. Captions. The captions of the sections and subsections of this Agreement are for convenience only and shall not be deemed to be relevant in resolving any questions of interpretation or intent. Dispatch Services Agreement 2 THIS AGREEMENT executed the date and year first above written. CITY OF STOCKTON Harry Black, City Manager City of Stockton APPROVED AS TO FORM: AGENCY By: Stephen Schwabauer, City Manager City of Lodi ATTEST: Marci Arredondo, Deputy City Attorney Jennifer Cusmir, City Clerk City of Lodi APPROVED AS TO FORM: Janice D. Magdich, City Attorney City of Lodi jdm Dispatch Services Agreement EXHIBIT A: SCOPE OF SERVICES Responsibilities A. The City of Stockton shall be responsible to operate the Emergency Communications Division (ECD) and provide the following: Maintain employees, systems, and equipment necessary to fulfill the duties, responsibilities, and obligations as outlined in this agreement. 2. Transfer 911 and wireless calls to other agencies as appropriate. 3. Receive 10 -digit emergency, and ring -down line calls on number and circuits provided and funded by contracting agencies. 4. Utilize a nationally recognized Emergency Medical Dispatch (EMD) call interrogation and prioritizing system and provide pre -arrival instructions as approved by both the San Joaquin County EMS and Agency, per SB 438 provisions. 5. Enter incident information into the computer-aided dispatch system (CAD) including verified incident address/location, specific location information, reporting parties (RP) location, RP's telephone number, source of the call, basic EMD information, appropriate text, and incident type codes. 6. Timestamp the receipt of 911 calls, entry into CAD, dispatch, and all status changes from mobile units either over the air or initiated through Mobile Data Terminals (MDT). 7. Electronically document the incident and pertinent non -incident Information. 8. Review CAD recommended quantity and type of equipment, alert fire stations by electronic transmission, data and hard copy printout over Internet Protocol (IP) and MDT where appropriate, transmitting tones over voice system and broadcasting vocal dispatch on designated frequencies. 9. Respond to routine and emergency voice communications. Dispatch Services Agreement 4 10. Track and record equipment status, location, and availability. 11. Maintain CAD database. 12. Provide CAD and MIS records management, storage, and standard reports. 13. Provide access to CAD information. 14. Provide access to unit histories, unit status, and roster information, if available. 15. Provide staff notifications by alarm level and/or incident type via wireless device protocols. 16. Notify and coordinate with other city departments and outside agencies as required. 16. Provide recordings and retention of radio and telephone transmissions for no less than 180 days. 17. Adopt standards for call processing times and quality improvement. 18. Provide management and supervision of the center to achieve desired results. 19. Establish a Dispatch Users Group to include Fire Chiefs or their designated representative from each subscriber agency. The Dispatch Users Group may provide policy recommendations for future consideration. 20. Call meetings of the User Group regularly. 21. Provide a method for reporting Contracting Agencies' concerns/issues to the City. 22. Provide a line of demarcation that clearly delineates the City's maintenance responsibility from the contracting agencies in the equipment room. 23. Investigate any technical problems affecting Center performance and either correct the issue or notify the affected agency. B. Agency shall: 1. Engage, facilitate, and cooperate in the installation of any and all Dispatch Services Agreement 5 necessary equipment, hardware, and software that interfaces with the ECD. 2. Provide equipment, hardware, and software which interfaces with ECD (unless otherwise agreed by all Parties), which include but not limited to: a) Station alerting hardware in all stations which receive and transmit voice and data signals with features consistent with ECD. b) Connectivity between ECD and contracting agency facilities to include any setup and recurring charges. C) Reliable voice mobile and portable radios and data radios and terminals for all personnel and fire apparatus with capabilities and features consistent with ECD. d) Provide name and contact information for contracting agency's radio, alerting, IT support, and maintenance personnel. e) Provide a detailed diagram of all infrastructure and systems pertinent to the operations of ECD. f) Voice, alphanumeric, data, and MDT's systems capable of functioning with the ECD systems to include initial purchase, maintenance, connectivity, and repairs/updates. g) Computers capable of communicating with ECD systems. h) Geographic field information suitable for entry into ECD CAD, including street location data, city maps, and other landmarks/commonplace addresses, high value or brush area, freeway information, and target hazards. i) Maintenance and integration of RMS/EPCR systems to ECD. & Provide a listing of all apparatus, including radio designation, cross staffed units, and special response vehicles. 4. Provide when relevant but no less than annually a Fire Department personnel list including titles, radio call signs, office, and personnel phone numbers, pagers, and cellular telephone numbers. 5. Provide a liaison to notify essential agency personnel in case of an emergency; this should be one to two individuals responsible for making notifications for your agency. 6. Provide copies of all mutual aid, automatic aid, initial action to other interagency agreements. 7. Provide initial and ongoing ECD training to all users on proper operations. 8. Provide copies of FCC licenses where applicable. Dispatch Services Agreement 6 9. Comply with ECD policies and procedures. 10. Use ECD incident type codes, priorities, and categories. 11. Review and understand the EMD program in use and the impact on the contracting agency. 12. Provide a chief officer or fire officer to participate in the Dispatch Users Group. C. Equipment Purchase of Equipment. Agency shall purchase, install, test, and maintain equipment and hardware as necessary to perform under its responsibilities under B.2 above. Unless otherwise provided herein, Agency shall be responsible for all costs relating to the purchase and installation of all such equipment. In addition to the equipment, Agency shall be solely responsible for the cost of any additional or related equipment or hardware, software, or labor needed to implement its obligations under this agreement, whether listed or not, including but not limited to installation, testing, light/audio relays, shipping, insurance, taxes, antennas and coax, public address system, speakers, and power supplies. 2. Purchase of Fire Station Alerting Equipment and related infrastructure. The parties agree that ECD will provide a list of alerting systems that are currently supported by ECD. If one of these systems is acceptable to Agency, then ECD will work to integrate with Agency at their expense for the parts of the system downstream of the line of demarcation. This expense will include any maintenance agreements required to support the system on the agency side; however, as part of the contract cost, ECD will cover maintenance costs upstream of the line of demarcation. Should Agency opt for a system not supported by ECD, that agency will be responsible for all costs (ECD and Agency side) to procure, implement and support both initially and any ongoing costs. 3. Purchase of future equipment. As new technology becomes available, the ECD may, from time to time, purchase new products to enhance the current service levels. The ECD will provide a minimum 90 day written notice to contracting agency of any anticipated purchase, where the costs of the purchase and/or maintenance of the equipment is the responsibility of the contracting agency under section B.2 above are to be borne by the Agency. Dispatch Services Agreement 7 Exhibit: B -- PAY SCHEDULE PAYMENT FOR SERVICES (a) AGENCY shall pay CITY for dispatch services at a rate of $55.00 per call for all billable emergency calls dispatched by the CITY's Emergency Communications Division dispatch Center from July 1, 2021 thru June 30, 2023. (b) Prior to completion of the original contract payment period ending June 30, 2023, a per call rate adjustment will be determined by the City and each subsequent fiscal year thereafter. An amendment to the existing dispatch services agreement will be executed by AGENCY and CITY to formalize the new terms of payment and shall be effective July 1, 2023. (c) Payment of the per call fee shall be made quarterly by AGENCY to CITY. CITY will bill the AGENCY on a quarterly basis based on the number of emergency calls dispatched for the previous quarter or three-month period. Payment will be due upon receipt of CITY's billing invoice. AGENCY will be considered delinquent in its payment if payment has not been made within thirty (30) days after due date. (d) City shall charge a 5% late charge for payments not received within 60 calendar days after due date. Thereafter every 30 days payment is late, an additional 5% late charge will be added to the invoice. (e) AGENCY will fully reimburse CITY for any set-up costs including but not limited to hardware, software, programming, and labor costs associated with the set-up and preparation of the current Emergency Communications Division dispatch system to provide services to AGENCY. Payment of these costs shall be made and will be due upon receipt of CITY's billing invoice. Additional fees shall apply for late payment as set forth in Section (d) above. The following methodology will be used to determine billable calls: For Billing and Statistical purposes, the calls that are entered into the Stockton Fire CAD are broken out by areas and call types. The first process is to determine what agency is associated with each call that is processed in the CAD system. There are two methods that are used to determine the area. 1) (Manteca, Lathrop -Manteca, and Lodi Fire) the calls are separated by the response districts in which the call originated. Dispatch Services Agreement 8 2) (Stockton Fire and Stockton Public works) are first separated by the units attached to the calls. Then each call is plotted on a map, then using the GIS coverage area the calls are separated into the appropriate Contract Areas. After the calls are broken down by Agency and Contract Areas the system then looks at the Call Type. For the Fire Agencies below is a list of active CAD call types: Incident Code Incident Title Incident Code Incident Title CH CHIMNEY FIRE FQ FILL QUARTERS FA FIRE ALARM RT2 RESCUE/MEDICAL FAS FIRE ALARM STILL RMT4 RESCUE/MEDICAL 4 FV VEHICLE FIRE RMT6 RESCUE/MEDICAL 6 FV2 VEHICLE FIRE TRUCKS T2 TRANSPORT ONLY FW FIRE WATCH HC HOSPITAL CLOSED G GRASS FIRE HD HOSPITAL DELAYED G2 GRASS FIRE Red Flag LA LOW AMBULANCE G3 GRASS FIRE Red Flag VA VEHICLE ACCIDENT S STRUCTURE FIRE 1st ALARM VA2 VAM VEHICLE ACCIDENT 2nd COLLISION/MULTI- VEHICLE VEHICLE ACCIDENT - FREEWAY S2 STRUCTURE FIRE 2nd ALARM S3 STRUCTURE FIRE 3rd ALARM VAF S4 STRUCTURE FIRE 4th ALARM VAS VAT ALERT1 HIGH SPEED COLLISION COLLISION W/PERSON TRAPPED AIRCRAFT MINOR DIFFICULTY S5 STRUCTURE FIRE 4th ALARM Sl SMOKE INVESTIGATION ST STILL ALARM ALERT1 L LARGE AIRCRAFT MINOR DIFFICULTY ELEV STUCK IN ELEVATOR ALERT2 ALERT21- AIRCRAFT MAJOR DIFFICULTY LARGE AIRCRAFT MAJOR DIFFICULTY HAZS HAZMAT INCIDENT STILL ALARM HAZ HAZMAT INCIDENT ALERT3 AIRCRAFT ACCIDENT USAR URBAN SEARCH AND RESCUE ALERT31- BC DT LARGE AIRCRAFT ACCIDENT BATTALION CHIEF Brush Rig USAR2 URBAN SEARCH AND RESCUE 2nd _ _ USAR3 URBAN SEARCH AND RESCUE 3rd CCP CASUALTY COLLECTION POINT BR Brush Rig WR WATER RESCUE PLA PUBLIC LIFT ASSISTANCE SWR SWIFT WATER RESCUE E ENGINE PA PUBLIC ASSISTANCE T TRUCK PREV FIRE PREVENTION ACTIVITIES WT WATER TENDER Dispatch Services Agreement SWAT SWAT INCIDENT A ADVISED OTHERS AIR AIR AMBULANCE AB ADVISED BURNS LZ LANDING ZONE AF ADVISED FUMIGATION AMB AMBULANCE AH ADVISED HYDRANT AMB2 TWO AMBULANCES AMR ADVISED AMR AMB3 THREE AMBULANCES RC ROAD CLOSURE M MEDICAL CALL LAW LAW ENFORCEMENT MT2 MEDIC/TRANSPORT MEMO MEMO PS PERSON SHOT/STABBED PC POISION CONTROL PVT PRIVATE TRANSPORT CB STRUCTURE FIRE 1ST CALL BACK XFER PRIVATE SFD TRANSPORT STBY STAND BY From the list of the Active Call this list is then filtered down to Emergency Calls that are billable, listed in the table below: Incident—Code AIR AMB AMB2 AMB3 BC CH Incident -title Ai'r�mb�ulance a e Medical -Ambulance Called Medical -Ambulances (2) Called Response C_ode Emer , Fiire_Med Code Medical Medical Medical Medical Fire Fire Emer Emer Medical -Ambulances (3) Called Emer Other -Battalion Chief Emer Fire -Chimney Emer DT Other -Dispatch Vehicle Emer Fire E FA FAS FV FV2 Other -Engine Emer Fire Emer Fire (Emer Fire (Emer Fire (Emer Fire (Fire Alarm Response (Fire Alarm Still Response (1 engine) Fire -Vehicle on Fire (Fire -Large Vehicle on Fire G Fire -Grass - 1st Alarm Emer Fire G2 G3 HAZ HAZS M MT2 N-Chg PS Fire -Grass: 2nd Alarm (Emer Fire Emer Fire Emer Fire Emer Fire Emer Medical Emer Medical Emer Fire Emer Medical Fire -Grass: 3rd Alarm Hazmat-Hazardous Materials Incident Hazmat-Hazardous Materials Incident Still Alarm Medical -Medic Sent Medical -Medic Transport No entry keyed but unit was attached Medical -Person Shot Dispatch Services Agreement 10 Incident_Codel PVT Incident -title Response Fire—Med Code Code Medical -Emergency Call from Ambul Company Emer Medical RMT4 (Medical -Rescue: 4 people needed Emer (Medical RMT6 RT2 S (Medical -Rescue: 6 people needed Emer Medical IMedical-Rescue: 2 people needed -no medic Emer Medical (Fire -Structure: 1 st Alarm 'Emer Fire S2 S3 S4 Sl ST SWR T Fire -Structure: 2nd Alarm (Emer Fire Fire Fire Fire Fire Fire Fire Fire -Structure: 3rd Alarm (Emer Fire -Structure: 4th Alarm (Emer Fire -Smoke Investigation (Emer Fire -Still Alarm (Emer Rescue -Swift Water Emer Other -Truck Emer T2 VA VA2 Medical -Transport Only Emer 'Medical Fire Fire 'Vehicle -Slow Speed Collision Emer 'Vehicle -Slow Speed Collision 2nd Alarm Emer VAF VAM VAS 'Vehicle -Accident on Freeway Emer Fire Fire Fire 'Vehicle -Collision Multiple Vehicle Emer 'Vehicle -High Speed Collision Emer VAT Vehicle -Collision with Person Trapped jEmer Fire After selecting all the billable calls, the list is then filtered down to only Calls that had Fire Department Apparatus assigned to the calls. Agencies shall be billed quarterly for dispatch services. Signature: c%f76G6 lflaadl?h Email: jmagdich@lodi.gov Dispatch Services Agreement 11 RESOLUTION NO. 2021-47 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH THE CITY OF STOCKTON FOR FIRE DISPATCH SERVICES; AND FURTHER ACCEPTING THE REMAINING RESERVE FUNDS RESULTING FROM THE DISSOLUTION OF THE JOINT POWERS AGREEMENT WHEREAS, in 2015, the City of Lodi adopted a resolution authorizing the City Manager to execute a joint exercise of power agreement between City of Lodi, City of Manteca, City of Stockton, and Lathrop -Manteca Fire District creating the San Joaquin County Regional Fire Dispatch Authority (SJCRFDA JPA). In 2019, the City of Lodi adopted a resolution to include South San Joaquin County Fire Authority in the JPA; and WHEREAS, the agreement resulted in a centralized fire dispatching system for its members, rather than each agency having its own; and WHEREAS, provisions for governance of a JPA have presented challenges and additional requirements. As a result, the City of Stockton has requested to dissolve the JPA and enter into individual agreements with each municipality and any reserve funds will be split amongst the participating agencies. The elimination of the JPA will allow Stockton to allocate staff hours to operation of the dispatch center instead of the JPA governing board; and WHEREAS, the City of Stockton will continue to be responsible for operating the Emergency Communications Division and agrees to continue dispatch services at the current rate of $55 per call thru June 30, 2023. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute an agreement with the City of Stockton for fire dispatch services for a term through June 30, 2023, and providing for the possibility of automatic renewal for successive one-year periods for up to three years; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby accept the remaining funds resulting from the dissolution of the JPA; and BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make minor revisions to the above -referenced document(s) that do not alter the compensation or term, and to make clerical corrections as necessary. Dated: March 3, 2021 -------------------- hereby certify that Resolution No. 2021-47 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 3, 2021 by the following vote: AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None NIFER SMIR City Clerk 2021-47