HomeMy WebLinkAboutCC Resolution 10555 (Fire Dispatch Center)RESOLUTION NO. 10555
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL, REPEALING RESOLUTION NO. 10519, AND AUTHORIZING
EXECUTION OF REVISED COOPERATIVE AGREEMENT FOR
FUNDING AND OPERATION OF CONSOLIDATED FIRE DISPATCH
CENTER
WHEREAS, the City Council previously approved Resolution No. 10519, authorizing
the Mayor to execute on behalf of the City a Cooperative Agreement for Funding and Operation
of Consolidated Fire Dispatch Center, between the City, the County of Marin, and the Marin
Emergency Radio Authority ("MERA"), which Agreement was never executed because of a
determination by MERA to not locate its facilities in the building to be constructed for the
Consolidated Fire Dispatch Center; and
WHEREAS, the City Council of the City of San Rafael still desires to cooperate with the
County of Marin ("County") to combine their separately located fire dispatch centers into a
single Consolidated Fire Dispatch Center, under their joint operation, with the objectives to
enhance the level of dispatch services, to achieve cost savings, to obtain increased space, to plan
for and implement coordinated dispatch services, and to eventually provide contract fire dispatch
services for other jurisdictions; and
WHEREAS, the City Council of the City of San Rafael still desires to jointly plan and
fund with the County the construction of the building to house the Consolidated Fire Dispatch
Center at the rear of the property owned by the County that is now leased to the City for San
Rafael Fire Station #7, located at 3530 Civic Center Drive; and
WHEREAS, the City Council of the City of San Rafael finds that the construction of the
aforementioned building and the installation of equipment therein will qualify for a California
Environmental Quality Act (CEQA) Class 3 exemption for small structures and equipment,
pursuant to Section 15303 of the CEQA Guidelines.
NOW THEREFORE IT IS HEREBY RESOLVED by the City Council of the City of
San Rafael that the Mayor is authorized to execute on behalf of the City of San Rafael the
Revised Cooperative Agreement for Funding and Operation of Consolidated Fire Dispatch
Center, in the form attached hereto as Exhibit "A".
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, California, hereby certify
that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting
of the Council of said City held on the 20°i day of December, 1999, by the following vote, to wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEM 3ERS: None
2
JEXNNE M. LEONCIM, City Clerk
REVISED COOPERATIVE AGREEMENT FOR FUNDING AND
OPERATION OF CONSOLIDATED FIRE DISPATCH CENTER
This Agreement is entered into this _ day of January, 2000, by and between the City of
San Rafael, a municipal corporation (hereinafter "City") and the County of Marin, a political
subdivision of the State of California (hereinafter "County").
RECITALS
A. City and County desire to cooperate to combine their existing separately located
fire dispatch centers into a new single Consolidated Fire Dispatch Center (Center), under their
joint operation, with the objectives to enhance the level of dispatch services, to achieve cost
savings, to obtain increased space, to plan for and implement coordinated dispatch services, and
to eventually provide contract fire dispatch services for other jurisdictions.
B. City and County desire to jointly plan and fund the construction of the building to
house the Center at the rear of the property owned by County that is now leased to City for San
Rafael Fire Station #7, located at 3530 Civic Center Drive, as described in Attachments A and B.
C. City and County desire to jointly consider plans for an up to 5,000 square foot
building adjacent to the Center which could house a County Emergency Operations Center
and/or a Sheriffs Communications Dispatch Center to be built and operated by the County.
AGREEMENT
1. The purpose of this Agreement is to provide for the joint ownership, planning,
funding, construction and operation of a Center by City and County at a new building to be
constructed at the aforementioned site. This Agreement establishes the right of City and County,
respectively; to occupy and use the Center to operate a consolidated fire and medical services
dispatch center.
2. City and the County agree to share the cost, now estimated to be approximately
$875,000, for the architectural design, engineering, permit approval, construction, construction
administration, construction management, project administration, landscape design and
landscaping at the aforementioned site of a new building of approximately 2,850 square feet.
City and County will share all architectural design, engineering, permit approval, construction,
construction administration, construction management, project administration, landscape design
and landscaping costs on a 50°/x/50% basis, including consultant costs incurred to date by City
for such purposes. City and County will additionally share all operations and maintenance costs
on a 50%/50% basis.
3. City and County agree to the County's right to establish, at County's sole cost and
expense an up to 5,000 square foot building on the subject property for use as a County
1
EXHIBIT A
Emergency Operations Center and/or a Sheriffs Communication Dispatch Center. The actual
establishment of such a structure will be subject to design approval by both parties and
appropriate community review. The specific location and terms and conditions related to the
construction of such structure shall be specifically defined in an amendment to this agreement.
As of the date of this Agreement, this building may or may not be feasible and should not be
considered reasonably foreseeable.
4. City will serve as manager and lead agency for purposes of completing the
construction of the Center, with all necessary utilities and other necessary interior and exterior
systems, facilities, fixtures, furniture, furnishings, and equipment in place, together with
appropriate landscaping. City's duties as manager and lead agency will include, but not be
limited to, selection and contractual retention of an architect, building and landscape design
approval, selection and contractual retention of engineering, geotechnical and other consultants
as needed, neighborhood outreach, processing of applications for local government permit
approvals and environmental determinations, public bidding administration and selection of the
building contractor, project administration, and construction administration as needed, and as per
the following project schedule:
5. City will submit invoices to County for 50% of all costs and expenses related to
the Center as described in Paragraph 2 of this Agreement with payment to be made to City within
forty-five days of receipt.
6. City will provide copies of building and landscape design drawings, construction
plans and specifications, and project budgets and construction contracts including any and all
change orders to County for their review, approval and acceptance, and will additionally keep
County advised of developments with respect to construction of the building.
2
Task Name
Duration
Start
Finish
1
Design Development
92d
01/03/00
05/09/00
2
Core/Shell/Interiors Development
30d
01/03/00
02/11/00
3
Engagement of Consultants
10d
01/03/00
01/14/00
4
Consultant Coordination
20d
01/17/00
02/11/00
5
Outline Specific Development
20d
01/17/00
02/11/00
6
Interim Design Mtg. I & Owner Review
ld
01/10/00
01/10/00
7
Interim Design Mtg. II & Owner Review
ld
02/11/00
02/11/00
8
Public Process
61d
02/15/00
05/09/00
9
Neighborhood Community Meetings
ld
02/15/00
02/15/00
10
Design Review Board
1d
02/29/00
02/29/00
11
Design Review Board
1d
04/11/00
04/11/00
12
Negative Declaration by DCC
1d
05/09/00
05/09/00
13
Budget Review
1d
03/03/00
03/03/00
14
Owner Sign -Off
1d
03/10/00
03/10/00
15
Contract Documentation
55d
02/14/00
04/28/00
16
Submit for Permit to City of San Rafael
l ld
04/14/00
04/28/00
17
Bid & Award
20d
04/28/00
05/25/00
18
Construction
85d
06/05/00
09/29/00
5. City will submit invoices to County for 50% of all costs and expenses related to
the Center as described in Paragraph 2 of this Agreement with payment to be made to City within
forty-five days of receipt.
6. City will provide copies of building and landscape design drawings, construction
plans and specifications, and project budgets and construction contracts including any and all
change orders to County for their review, approval and acceptance, and will additionally keep
County advised of developments with respect to construction of the building.
2
7. Following completion of the Center, City and County will each provide their own
employees who will perform separate fire dispatch functions on an independent basis for each
entity at the Center. Administration of the Center, including but not limited to salaries, benefits,
uniforms, scheduling, replacement, personnel, and other facets of employer-employee relations
will be the responsibility of each entity for their respective employees.
8. A Joint Operations Plan will be approved and adopted by both City and County
prior to occupancy. This Joint Operations Plan will represent the documentation of City and
County dispatch policies and procedures for operations in the Center; detail the direct
supervision of day-to-day operations; delineate maintenance and staffing augmentation for major
incidents; and provide guidelines for the resolution of inter- and intra -agency issues. City and
County will cooperate to develop and implement plans within the next two years, to the extent
time and resources permit, for cross -training to create interchangeable skills among City and
County dispatchers, and for integration of City and County dispatch policies, procedures and
manuals. During the term of this agreement it is expected that the City and County Fire Chiefs
will effectively manage the independent operations and personnel in the Center. Any issue or
dispute, which may arise as to the management of the Center, which cannot be resolved, will be
referred to the San Rafael City Manager and Marin County Administrator for disposition.
Should the City Manager and the County Administrator not successfully resolve a dispute
regarding any aspect of the Center's operation, maintenance or funding, then either party may
refer the matter to a mutually chosen mediator for guidance with the costs shared by both parties.
The goal of City and County is to eventually merge the dispatch functions of each
entity into one seamless organization, which will permit City and County to jointly contract to
provide dispatch services to other fire departments, thereby sharing equally the revenues from
such services to further reduce their respective costs for operating the Center. Such integration
of dispatch services into a single organization will require City and County to adopt an amended
or new Agreement, and may involve creation of an independent authority.
9. If and when City and County jointly contract with other fire departments to
provide dispatch services, and depending upon call volume, City and County will agree to create
a Supervisor position, employed by either City or County, whose duties and chain of command
will be agreed upon by the parties. The revenue from such contracts will be used first to offset
the costs of such a supervisor, and then will be shared equally by City and County. It is intended
that additional entities will be incorporated within the Center. At such time, additional
agreements will be developed to include appropriate distribution of personnel, facilities and
administration costs.
10. In the event of a need for repairs or replacements to the building improvements
and systems, or to the landscaping improvements, City and County will share in the payment of
such costs on a 50%/50% basis.
11. Each year, City and County Fire Chiefs will develop a joint budget for the
forthcoming fiscal year Center's operations. The budget may include such items as amortization
of the capital improvements, services and supplies, contractual services, utilities, maintenance,
3
equipment replacement, future capital improvements, and other applicable budgetary categories.
This budget will be reviewed and approved by the County Administrator and the City Manager
prior to full legislative approval by their respective bodies.
12. The term of this Agreement shall be in effect until June 30, 2009.
13. It is recognized that there are two agreements that affect the property proposed for
the construction of the Center: Agreement For Fire Protection Services In And Around County
Service Area 19, dated February 17, 1976 (Attachment A), and Lease Agreement, dated July 20,
1976 (Attachment B), both of which expire June 30, 2006. It is the intent of the parties to this
Agreement to continue providing joint services, past the expiration of these agreements, and to
negotiate in good faith to extend all three agreements within thirty-six months of execution of
this agreement taking into consideration the investment in improvements by the parties and the
City's recognition in Paragraph 2 of the County's right to construct a building on the property. It
is also the intent of both parties to negotiate in good faith an extension of the above-mentioned
Agreements prior to entering into additional agreements with other fire dispatch agencies for
Consolidated Fire Dispatch services.
14. Any notices provided for herein or necessary to the performance of this
Agreement will be given by personal delivery or by prepaid first-class mail as follows:
City of San Rafael:
City Manager
P.O. Box 151560
1400 Fifth Avenue
San Rafael, CA 94901-1560
County of Marin:
County Administrator
County of Marin
3501 Civic Center Drive, Room 325
San Rafael, CA 95903
15. Each party to this Agreement expressly agrees that it shall be responsible for the
negligence, acts of omission, intentional acts, willful acts or indeed any acts giving rise to
liability of itself, its employees and/or authorized representatives.
16. This Agreement, together with its specific references, exhibits and attachments,
constitutes all of the Agreements, understandings, representations, conditions, warranties and
covenants made by and between the parties hereto. Unless set forth herein, neither party shall be
liable for any representations made express or implied.
17. No modification or waiver of any provisions of this Agreement or its attachments
shall be effective unless such waiver or modification shall be in writing, signed by both parties,
4
and then shall be effective only for the period and on the condition, and for the specific instance
for which given.
18. If any term, covenant, condition or provision of this Agreement is held by a Court
of competent jurisdiction to be invalid, void or unenforceable, the remainder of the provision
and/or provisions shall remain in full force and effect and shall in no way be affected, impaired
or invalidated.
IN WITNESS WHEREOF, the parties hereto have entered into this Agreement as of the
date first herein above written.
CITY OF SAN RAFAEL
Z614V 4,4r-
ALBAT
^�
J. 0,Myor
COUNTY OF MARIN
President of the Board of Supervisors
5
ATTEST:
A's&-
JEA&N-E M. LEONCINI, City Clerk
ATTEST:
Clerk of the Board of Supervisors
AC&LEi it it f FGR F o RE PROTECT I ON SCRV 1 CC• S Ill AUD AROUND
COUNTY SERVICE AREA 19
v
THIS AGREEMENT, made and entered into this 12th day of', February
1576, by and batween tha CITY OF SAN RAFAEL, hureincftdr referred" to as "Ci.ty",
the COUNTY OF MARIN, hereinafter referred to as "County". and COUNTY SEkV.IGE
AREA 19 OF TIIE COUNTY Of HARIN, hereinafter referred to as "Service Area".:
provides for fire protection services in the territory of County Service A(ea
19 and adjoining areas. "
A_ City agrees to: 2
1. Construct a fire station to City speclffcations;at a *l.t!',.
provided by County as defined in this agreement; the City to
bllity and cost for architectural services, site preparation, act tq ,"land-
scaping, outfitting and equippl"ng said station; the Clty to diiigen-fiy
pursue planning and construction of said station upon -execution of.f*his ;
agreem.:nt. City agrees to afford County opportunity tp revigw',tba_daslgn
and construction plans and specifications for said statioa.
2. Utilize the fire station referred ;to in ppra��aph
above to house such equipment and qualified firemen gas whll i a 1 loo ., tM'.. Ci r` ' . '.f'• .
to provide an adequate and timely first response fire proteetioA:to a,I.t,
areas of Service Area; such manpower and equipment to'be iocatbif An rald': '
station upon completlon of construction and gutfitting of that station. ,
3. Provide the following as first response to gny•.�tructural-
fire within Service Area commencing on date as designated In'parsgrapit A.4.
below: I squad company. 2 engine companies and 1 truck company (four trucks
and a minimum of 7 to 9 men) all to be dispatched simultaneously.
l;. Assume Fu11 fire protection resonnslbilitles, effective
July 1, 1976 or upon completion of construction and outfitting of the station
referred to*above, whichever date occurs sooner; said fire protection respon-
sibilities to be effective Lhroughout Service Area as well as the China Camp
area ^f the San Pedro Peninsula; both Service. Area and China Camp arra defined
W
on m:,ps attnrhed to and incorporated into this aeraement.
Attachment A
`'. Pruviju full and adequate review and recommundations for
preptr fire l,ratcCriun featurei in all. structures proposed for development
within Service Arca, to mate such recora%ndations via the County -Chief
Building Inspector, to insure that these features are included within the
approved plan; this service to commence immedlately upon executlon,of° this
agreement.
6. Asswpe all other fire protection reaponsibilitias and
supervision of fire protection services beyond those enumerated herein
throughout Service Area upon the date designated in paragraph AA.. above. ,
B. County agrees to:
1. Provide City with a thirty-year lease of approxlpa,-
3/4 of an acre of land,• at an annual cost to City of $1 .00. for'coolstruction
r
of the San Rafael fire station indicated in paragraph A.1. abovarthe land
.
being presently vacant County owned land on the Civic Center site 'east of
Civic Center Drive, between the post.office building and Kadfson eva'us .;
extended, ••. -
M
•
2. Compensate the City in the amount of $21202 per:ypar for..
"-�'' •,;
fire protection services- provided in the China Camp are* and othee;areas
outside City and Service Area but within the San Pedro Penins4ia as def Inod
In paragraph A.4. above.
3.• Recognize the City's fire protection authority over all
areas of Service Area, as well as the areas defined in paragraph,A.6. above,
commencing on that date designated in paragraph A.4, above.
4. Send to the City Fire Chief for review of fire protection..
..
features, al.) proposed development plans for construction of structures
f,
within Service Area.
C. Service Area agrees to;
1. Contribute to the construction of the fire sta'tlgn defined
in paragraph A.I. above in the amount of one-half the total'.cost of design,
crnstruction, site development.and other costs directly related to, said
fire station construction, up to an amount not to exceed $75,000; this amount
to be exclusive of the revenue proceeds from the 71C tax rate referred to in
paragraph C.°. beiaw; payment of the funds fnr construction to be made to the
.
City based on a pro -rating of progress payments by the City for costs of said
r.cvtc.tru:.t�nn.
-2-
7. CLp"rsate the City for fire protection services deflned
in paragraphs A.3 and A.4 (above) the total revenues generated by a ]IC tax
rate applied to all property within Service Area; said payment to commence
on an annual fiscal year basis on the date designated in paragriPh.-A.4 above;
the first year amount to be pro -rated If necessary. The amount raieed will
be paid, to the City in two annual increments. one on December 24 and one on
April 24.
3. Prepare and hold hearings with the Intent of presenting to
the voters proposals for provision of adequate fire hydrants and fire pro- '
tection water mains in those areas of Service Area where such.hydrents and
mains are not now adequate. It is the intent of Service Area to present
such proposals to the voters for the election scheduled in June of 1976.
4. Continua to provide first response fire protection ser-
vices in Service Area with the existing level of men and equlpmagt; during
the period prior to the date designated. in paragraph A.4 above; with the
understanding that City mutual aid assistance on a fItst respons4 basis wil'1.•
be afforded during- that. period through the existing mutual cid agreement
between the -City and the County.'
0. This agreement shall be for five years tarminating, J+itie..3p•.; .'
1981. It Is understood that it Is the present expectation of•thp,parties _
that this agreement will be renewed for a subsequent five.=year period on the
same terms and conditions. In the event that a requiremegt mandated by
statutory decision of the State or Federal government or court 4f competent
jurisdiction adds more than 10% per year to the costs Incurred- by'any.party-
to this contract, then that party may, In writing, seek a renegotiation of.
this contract with the understanding that renegotiation, its used here.
Includes the possibility of terminatlon.
E. Written notice by any of the parties of intent nat•to renew'
this agreement for another five years must be submitted to the other parties "
not later than May 30, 1980. Any termination of this agreement will occur
on June 30th of the year of termination. In the event of non -renewal, County ..
or Service Area is hereby afforded the option to acquire full title to the
-3-
_'fit � � �y�y� .•may..
fire statiun iniorovements and the remaining leasehold title vested with the
City for a payment of an amount not to exceed $7$,000; In the -event that
this uptian Is not executed by County or Service Area, the City shalll have
the rights to continue use of the building as afire station during~the
remainder of the leasehold period.
F. Upon completion of this agreement and appropriate eXCenslons
to the full extent of a thirty-year lease period, County or Servlce Area' "
Is hereby afforded the option to acquire full title to the flre'statton
improvements for the period of an amount not to exceed $75,000; In the
event this option is not executed by County or Service Area; full title ire
the fire station, as well as the lease property, shall vest':v110 tba tky.'
IN WITNESS WHEREOF. the parties hereto have entergt�
agreement the day and year first above written.
CITY OF SAN RAFAEL
' ,C j',f� •'7 •, '•r ,s
ATTEST: I7 By
Mayor
City Clock
COUNTY
SERVICE AREA 19 OF THE COUNTY. 0P MMU4:''
By :� • ;
Chairman of the Board of Supp;v{sots
ATTEST:
Clerk is .
COUNTY OF NARIN
ICU i '
By
Chairman of the Board of upervisors
ATTEST: �.yS
1 Pi4A
Clerk
-4-
LEASE AGREEMENT
THIS LEASE AGREEMENT, made and entered into this 2othday of July
1976, by and between the COUNTY OF MARIN, hereinafter referred to as "Lessor'!,,
and the CITY OF SAN RAFAEL. hereinafter referred to as "Lessee". for use of
certain property awned by Lessor,
W I T N E S S E T H:
WHEREAS, County Service Area No. 19, Lessor and Lessee have mutually
executed a contract entitled "Agreement for Fire Protection Services In and
Around County Service Area 19", hereinafter referred to as "Contract"; and
WHEREAS, under terns of said Contract, Lessee has agreed to provide
fire protection services to areas within the boundaries of County Service Area
No. 19 and also to the adjacent unincorporated areas of the San Pedro penin-
sula; and
WHEREAS, pursuant to Contract, Lessee has agreed to construct a City
Fire Department substation upon property owned by Lessor,
NOW, THEREFORE, in consideration of the mutual promises and covenants
hereinafter contained, the parties hereby agree as follows:
1. Lessor hereby leases to Lessee that certain property situate in
San Rafael, more particularly described in Exhibit A attached, for a period of
thirty (30) years, pursuant to Section B-1 of Contract, commencing on the lst
day of July, 1976, and terminating on June 30, 2006.
2. Lessee shall pay rent in the sum of One Dollar ($1.00) per annum
for use of said property. Said rent shall be payable in advance to the County
of Marin, c/o Auditor -Controller, Civic Cep ter. San Rafael, California 94903,
upon execution of this Lease Agreement. j
i
3. Lessee shall construct a City Fire Department substation upon the
property described in Exhibit A attached, in accordance with the terms set forth
under Section A-1 of Contract.
r .
AUG
986 '1i
J
Attachment B
4. Lessee shall adequately maintain said substation and property
landscape and maintain the remainder of the property described in Exhibit A
attached, for the entire term of this Lease Agreement.
5. Lessee shall hold Lessor harmless from any liability arising from
use of the aforesaid premises during the term of this Lease Agreement.
6. In the event of nonrenewal of Contract, and Lessor or County
Service Area No. 19 exercises option to acquire full title to the fire station
improvements pursuant to Section E of Contract, this Lease Agreement shall
terminate.
7. Upon completion of this Lease Agreement after expiration of the
thirty (30) year lease period, if option to acquire fire station improvements
is not exercised by Lessor or County Service Area No. 19, in accordance with
the provisions of Section F of Contract, title to the leased property shall vest
with Lessee subject to the condition that said property continues to be used as
an active City Fire Department substation.
IN WITNESS WHEREOF, the parties hereto have executed this Lease Agree-
ment the day and year first above written.
COUNTY OF MARIN
By •lLQ�
Chairman of the Boar of Supervisors
ATTEST:
Clerk
ATTEST:
Clerk U
CITY'OF SAN RAFAEL
Mayor
-2-
_ r ,
CIVIC CENTER
FIRE STATION SITE
BEGINNING at the most northerly corner of the parcel described in the lease
to the United States of Aimerica recorded in Book 1462 of Official Records
at Page 75, said corner being a point in the boundary of the Marin County
Civic Center; thence along said boundary according to the survey thereof -
recorded in .Book 12 of Surveys at Page 77 North 44' 39' 09" [Test 54.20 feet,
North 45' 20' 51",East 212.49 feet and north 44' 39' 09" West 100.00 feet;
thence leaving said boundary South 45° 20' 51" West 263.92 feet to a point
in the general easterly line of Civic Center Drive as said Drive is described
in Resolution 9195 of tha Marin County Board of Supervisors adopted
January 17, 1967; thence along said easterly line on a curve to the right,
having a radius of 475 feet and whose center bears South 70' 50' 32" West,
through a central angle of 4" 09' 28" a distance of 34.47 feet;
thence South 15° 00' East 27.95 feet; thence along a tangent curve to the
left having a radius of 500 feet through a central angle of 9' 45' a
distance of 85.08 feet; thence South 24° 45' East 23.61 feet to a point in
the northwesterly line of the aforesaid lease to the United States.of
America; thence along said northwesterly line North 45' 20' 51" East 124.86 feet
to the point of beginning.
Exhibit A
1A)
h
= 3 A¢7
� p 2
aXh \
+ IZ z/Z�i9
•v Al ¢S'ZO ;5 % "fir
/24 61L 7 �$
�"'2 a'S/'F•
°'dsG fea
S. f�osf 3
� d
2 a e. 7S-
>1
SZ
1 �
ra
i
COUNTY OF MAR1N
DEPARTMENT OF PUBLIC WORKS
APPROVED ,y
DIRECTOR OF PUYLIC WORKS
Civic _
OESIGN!O 1 DRAWN 1 CMC"Zo I fall � f FILE NO.