HomeMy WebLinkAboutFD Fire Department Dispatch Services____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: April 19, 2021
Disposition: Resolution 14900
Agenda Item No: 5.d
Meeting Date: April 19, 2021
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Fire
Prepared by: Darin White, Fire Chief City Manager Approval: ______________
TOPIC: FIRE DEPARTMENT DISPATCH SERVICES
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO ENTER INTO A FIRST AMENDMENT TO
THE EXISTING AGREEMENT FOR PROFESSIONAL SERVICES WITH THE COUNTY
OF MARIN FOR FIRE DEPARTMENT DISPATCH SERVICES
RECOMMENDATION:
Adopt resolution authorizing the City Manager to execute the First Amendment to the agreement for Fire
Department Dispatch Services with the County of Marin.
BACKGROUND:
The San Rafael Fire Department historically provided its own emergency communications and dispatch
services. For many years, dispatching was provided by firefighters that over time transitioned to one
full-time 40-hour Dispatcher with “Cadets” covering afterhours and weekends. In 1987, this transitioned
again with the hiring of three full-time dispatchers, one assigned to each of the three fire suppression
shifts.
In 2009, the San Rafael City Council reached an agreement with the County of Marin, via the Marin
County Sheriff’s Office (MCSO), for MCSO to provide dispatch services. At the time, this move was
intended both to improve local and county-wide response efficiency and to reduce service expenses.
The parties entered into an updated agreement in 2012. Over the last 12 years, the San Rafael Fire
Department has been generally satisfied with the quality of dispatch services provided by MCSO even
as annual costs have increased from $284,903 to more than $500,000.
ANALYSIS:
In the second half of 2020, MCSO informed participating agencies that it would need to properly
account for actual costs to the Sheriff’s Office not currently reflected. Following discussions with
participating agencies, MCSO proposed an amendment to the dispatch contract in early 2021 to allow
for cost recovery for two additional dispatchers, technology support services, dispatchers’ paid
holidays, and training.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The County of Marin has asked the City to approve the attached First Amendment, amending the 2012
agreement, with a term through June 30, 2022. Both parties subsequently will have the option to renew
the agreement through June 30, 2023, after which an annual renewal will be automatic unless either
party opts out with 180 days of advance notice (December 30th of each calendar year).
Multiple Fire service agencies including, but not limited to, Southern Marin Fire Department, Novato Fire
Protection District, Central Marin Fire Department, Mill Valley Fire Department, Kentfield Fire
Department, and Tiburon Fire Protection District have all been notified of the proposed increases and
have opted to sign the amendment. Alternate models of dispatch service will continue to be a topic of
discussion among participating fire service agencies with a likely future evaluation of countywide fire
dispatch needs.
The Department considered alternatives to signing the First Amendment, including: providing dispatch
services in-house, using San Rafael Police Department dispatch services, and contracting with a different
third-party organization for dispatch services. While one of these options may be a long-term solution,
setup costs are prohibitive for any immediate internal dispatch service model and no viable alternative
third-party dispatch service provider is available before at least FY 2022-23.
The Department does not see a feasible alternative to adopting the resolution authorizing the City
Manager to sign the First Amendment. If the City does not sign the First Amendment, dispatch services
will no longer be provided by MCSO starting July 1, 2021, and any alternative dispatch models would not
be able to launch before then. In particular, any internal dispatch solution would require substantial
resources to hire and train dispatchers and provide adequate physical space.
FISCAL IMPACT:
The First Amendment increases the total that all participating agencies pay for Fire Dispatch Service from
$1,717,223 in FY 2020-21 to $2,220,530 in FY 2021-22. As in previous years, an additional 5%
administrative fee will be charged, for a total of $2,331,556 in FY 2021-22.
San Rafael is responsible for a 30.66% share of costs; thus, if the City approves the amendment, the
City will be responsible for approximately $715,000 in fire dispatch service costs in FY 2021-22, an
increase of approximately $162,000 from FY 2020-21.
The Department splits dispatch costs as follows: 33% is charged to the General Fund and 67% to the
Emergency Medical Services Fund (Fund 210). Therefore, the Department has proposed an increase in
appropriations for FY 2021-22 to cover the $162,000 of which $53,460 is from the General Fund and
$108,540 is from the Emergency Medical Services Fund.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt resolution
2. Direct staff to return with more information.
3. Take no action.
RECOMMENDED ACTION:
Adopt Resolution authorizing the City Manager to execute the First Amendment to the agreement for Fire
Department Dispatch Services with the County of Marin.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
ATTACHMENTS:
1. Resolution
2. Attachment I to Resolution - Existing agreement
3. Attachment II to Resolution - Draft first amendment
1
RESOLUTION NO. 14900
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO ENTER INTO A FIRST AMENDMENT TO
THE EXISTING AGREEMENT FOR PROFESSIONAL SERVICES WITH THE
COUNTY OF MARIN FOR FIRE DEPARTMENT DISPATCH SERVICES
WHEREAS, the City of San Rafael entered into an agreement with the County of Marin
for the provision of fire dispatch services on March 2, 2009; and
WHEREAS, on February 28, 2012, the City of San Rafael entered into an updated
“Agreement For Professional Services” (attached to this Resolution as Attachment I) for
the County of Marin to provide dispatch services for the City’s Fire Department for the
amount of $420,134 per year in the first year, with a formula for cost adjustments in
later years; and
WHEREAS, the San Rafael Fire Department has been generally satisfied with the
quality of dispatch services provided by the County of Marin; and
WHEREAS, the County of Marin has proposed a First Amendment to the 2012
agreement, to allow for cost recovery for two additional dispatchers, technology support
services, dispatchers’ paid holidays, and training; and
WHEREAS, the proposed First Amendment to Professional Services Agreement is
attached to this resolution as Attachment II;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
approves and authorizes the City Manager to execute the “First Amendment to
Professional Services Agreement” for Fire Department dispatch services with the
County of Marin in the form attached hereto as Attachment II, subject to final approval
as to form by the City Attorney.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regular
meeting of the City Council of said City held on Monday, the 19th day of April, 2021 by
the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
RECEIVED
MAY -2 2012
THIS AGREEMENT, made and entered into this J!l!!!_day of a~ 2012 , by and between the
COUNTY OF MARIN (Tax I.D . Number 94-6000519), a politi alsubdivis n of the State of California
(hereinafter referred to as "COUNTY") acting by and through its Sheriffs Office and the City of San Rafael
for its Fire Department (hereinafter referred to as "CITY").This Agreement supersedes the Agreement
between the parties dated March 2, 2009 .
WITNESSETH:
In consideration of the mutual promises set out belowCITY and COUNTY agree as follows:
1. The Services to be performed; the schedule for provision of said Services; the
compensation for said Services; and the schedule for payment of said compensation shall all be set forth
in Exhibits A, B and C.
2 . DESIGNATED REPRESENTATl\(ES. Sheriff Robert T. Doyle is the representative of the
COUNTY and will administer this Agreement for the COUNTYCity ManagerNancy Mackle is the
authorized representative for the CITY. Changes in designated representatives shall occur only by
advance written notice to the other party.
3 . EXHIBITS. The following Exhibits are attached hereto and incorporated herein by
reference :-
Exhibit "A" -General Terms and Conditions
Exhibit "B" -Financial Terms and Conditions
Exhibit "C" -Performance Measures for Fire Dispatching
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day here first
above written.
"COUNTY"
COUNTY OF MARIN
By ~~~
Steve Kinsey -_)
President, Board of Supervisors
"CITY"
CITY OF SAN RAFAEL
By: _·__:__c=...w_i_/llt_c,{,_,_/-'--)t] __ l/_lJ{_'...,,,___
I
APROVED AS TO FORM:
ROBERT F. EPSTI
City Attorney
0 ORIGINAL
EXHIBIT-A
GENERAL TERMS AND CONDITIONS OF THE AGREEMENT BETWEEN
THE COUNTY OF MARIN AND THE CITY OF SAN RAFAEL
REGARDING THE DELIVERY OF FIRE COMMUNICATIONS SERVICES
The City of San Rafael ("AGENCY" hereafter) and the Marin County Board of Supervisors ("COUNTY"
hereafter) have entered into a contract for the delivery of fire communications services by the Marin
County Sheriff's Office Communications Division ("MARIN COMM" hereafter).
This exhibit to the contract fully describes the general terms and conditions agreed to by COUNTY and
AGENCY. EXHIBIT -B describes the financial terms and conditions of the agreement.
Through this agreement, MARIN COMM will provide normal and customary services related to the
performance of public safety communications dispatching services, including, but not limited to
emergency and routine calls for service, telephone answering services, radio communications, and
computer data entry related to said services. These services are more expressly described in the
following sections.
I. TELEPHONE SERVICES
A. Emergency Telephones. MARIN COMM will receive and process all emergency
telephone calls, including those received on 9-1-1 telephone lines and on published
seven digit emergency telephone lines intended for AGENCY. All requests for response
will be received and processed by MARIN COMM for police, fire, medical emergency and
urgent incidents occurring within AGENCY jurisdiction.
B. Alternate Emergency Line. MARIN COMM maintains a seven-digit emergency telephone
line to be used as an alternate for 9-1-1. This line (415-472-0911) may be published by
AGENCY as an alternate emergency telephone number.
II. COMPUTER AIDED DISPATCH SYSTEM (CAD) AND COMPUTER SERVICES
A. CAD Overview. MARIN COMM operates a CAD system for maintaining unit and incident
status and other services, such as queries into law enforcement databases, interfaces to
ancillary systems, etc.
B. Unit Status Function. MARIN COMM will maintain accurate status of all available
AGENCY police and fire units, including chief and administrative officers, police
investigators, fire apparatus, and emergency medical vehicles. AGENCY will provide
MARIN COMM with unit status changes as they occur. MARIN COMM maintains a unit
history report for all police and fire units on-line for thirty days. Additional unit history
reports can be provided from the back up tapes. Simple requests, such as those that can
be done in a few minutes are available at no cost to AGENCY, however, as described in
EXHIBIT -B, AGENCY will be charged for more time consuming requests falling outside
the scope of this agreement.
1. Radio Procedures. AGENCY agrees to utilize radio procedures that conform to
the CAD procedures and to operate under the general guidelines of the Marin
County Fire Chiefs' Association, the Marin County Police Chiefs' Association,
and the Marin Emergency Radio Authority.
Page -1
EXHIBIT A --General Terms and Conditions for Communications Services
2. Fire Unit Availability. AGENCY will notify MARIN COMM of the availability of
apparatus and key personnel such as the duty commander. If any units are
cross-staffed, that is the personnel at a particular station may respond in more
than one unit, AGENCY will inform MARIN COMM of any changes in the cross-
staffing status. AGENCY agrees to notify MARIN COMM whenever any reserve
apparatus are available for dispatch. This is vital to the proper assignment of
units during greater alarms or whenever extra personnel are available in their
station. The fire officer in charge will notify MARIN COMM of any unusual
planned activity that may impact dispatch services. MARIN COMM will maintain
the current unit availability status in CAD and will notify the officer-in-charge of
any coverage problems in AGENCY jurisdiction.
C. Incident Status. MARIN COMM will electronically record all calls for police, fire and/or
medical service in the CAD system.
D. Incident Numbering. MARIN COMM will electronically record an "Agency Number" for all
incidents within AGENCY jurisdiction or when AGENCY units respond to calls outside of
their jurisdiction. There are separate Agency Numbers for the police department and the
fire department. The number is sequential, reset annually at 00:00 on January 1 each
new year.
E. Additional CAD Services. MARIN COMM will assist AGENCY in implementing additional
CAD services if desired. All costs for these additional services will be borne by
AGENCY, or the costs will be shared prorate by all entities benefiting from the
enhancement. Options include, but are not limited to:
1. Interfacing with the records computer system operated by AGENCY, such as
Firehouse or Fire Point systems.
2. Providing access to the CAD system from workstations at AGENCY fire station(s)
to access unit status and incident information.
3. Providing CAD dispatch information to printers in AGENCY fire station(s).
4. Providing access to the CAD from mobile computer terminals in the AGENCY
vehicles, including access to a mobile mapping system.
5. Providing Automatic Vehicle Location and Automatic Response and Route
Recommendation system.
F. Geofile. MARIN COMM maintains a Graphical Information System (GIS) based geofile in
the CAD system that is integral to the response recommendation system. AGENCY
agrees to provide quality checking and quality assurance for streets, addresses, common
places and other GIS data points within their jurisdiction.
If AGENCY desires any significant changes to the geofile after the initiation of this
agreement, they will be charged the actual cost of the change. Any change(s) which
takes more than one hour to perform by a MARIN COMM employee off-the-console will
be charged back to the AGENCY as described in EXHIBIT -B. For example, if the fire
department makes a major change in their station boundaries, AGENCY will be charged
for the actual time and materials for the effort to implement the changes.
Ill. OPERATIONAL ISSUES
A. Policies and Procedures. AGENCY is responsible for establishing their policies,
practices, and procedures on dispatching services in conjunction with MARIN COMM.
MARIN COMM and AGENCY will follow said policies, practices and procedures in the
performance of dispatch service pursuant to this Agreement. Where possible, AGENCY
will align their communications dispatch policies and procedures with the other agencies
dispatched by MARIN COMM. In all cases, the policies and procedures will not conflict
with those published by the Marin County Fire Chiefs' Association, the Marin County
Police Chiefs' Association, or the Marin Emergency Radio Authority.
Page -2
EXHIBIT A --General Terms and Conditions for Communications Services
B.
C.
D.
E.
F.
G.
IV.
A.
Police and Fire Dispatch Steering Committee. A committee comprised of chief
executives or their personal designees will meet biennially with Sheriff's Office
administrators and Communications Division managers to review performance issues
and consider and recommend service fee adjustments necessary in adopting or
implementing changes in operating procedures or information technology enhancements.
The Sheriff's Office Administration and Support Services Bureau commander chairs this
committee.
Fire Dispatch User's Group. The Fire-Dispatch User's Group is established to provide a
common forum for all fire· agencies that contract with COUNTY for services. It meets
bimonthly at locations announced in advance of the meeting. AGENCY agrees to
provide representation at each meeting. Committee chair is rotated annually in the
month of January among the participating fire agencies.
Conflict Resolution. MARIN COMM provides a Supervising Communications Dispatcher
on each shift to provide oversight of operational activity and personnel supervision.
Supervisory or command personnel from AGENCY should attempt to resolve problems
by contacting MARIN COMM shift supervisor as soon as possible. Unresolved or
repetitive problems should be referred to the Assistant Communications Dispatch
Manager assigned as the Contract Services Liaison. Serious problems occurring after-
hours should be referred to a Communications Dispatch Manager by pager or telephone.
AGENCY may document a problem by addressing an email message to
lmagoski@marinsheriff.org
Disaster Operations; Interaction With Emergency Operations Centers. MARIN COMM
will be the primary point for dispatching day to day emergencies. In the event AGENCY
emergency operations center is activated, there will be a need to modify how incidents
are handled, especially for a large-scale event which has truly exhausted local resources.
The details of the interaction between MARIN COMM and AGENCY emergency
operations center will be developed as a component of the policies, practices, and
procedures as referenced herein.
Special Events. AGENCY may request COUNTY to provide extra support for a special
event held within AGENCY'S jurisdiction, such as a fair or other community activity.
Whenever possible, AGENCY should provide COUNTY with at least two weeks notice so
that an overtime employee may be scheduled. In no case will extra personnel be
assigned for a scheduled event with less than seventy two (72) hours notice. AGENCY'S
authorized representative must provide express written request to COUNTY, and agree
to assume all additional costs associated with assigning additional MARIN COMM
personnel to the event, prior to COUNTY incurring extra personnel expenses. In cases
where a special event affects more than one agency, the costs for the added services will
be shared by all of the involved agencies through a special formula that will be reviewed
and approved by the authorized representatives from each agency.
Performance Measures and Quality Assurance. These items are covered in Exhibit "C"
Performance Measures for Fire Dispatching.
OTHER GENERAL PROVISIONS
COUNTY or AGENCY shall have the right to terminate this Agreement at any time by
giving notice in writing to the other party, one hundred eighty ( 180} calendar days prior to
the date of such termination. On the date of termination, the COUNTY shall immediately
cease rendering the services required by this Agreement, and the following shall apply:
1. AGENCY shall pay COUNTY at the termination of the Agreement any and all
bills outstanding for the services rendered by COUNTY to the date of termination
pursuant to this Agreement. COUNTY shall furnish to AGENCY such financial
information as, in the judgment of the AGENCY, is necessary to determine the
amount due for the services rendered by COUNTY. The foregoing is cumulative
and does not affect any right or remedy which AGENCY or COUNTY may have
in law or equity.
Page -3
EXHIBIT A --General Terms and Conditions for Communications Services
2. COUNTY may terminate its services under this Agreement upon one hundred
and twenty (120) calendar days written notice to the AGENCY, without liability for
damages, if COUNTY is not compensated according to the provisions of the
Agreement or upon any other material breach of the Agreement by AGENCY,
provided that COUNTY has first provided AGENCY with a written notice of any
alleged breach, specifying the nature of the alleged breach and providing not less
than twenty (20) working days within which time AGENCY may cure the alleged
breach.
3. AGENCY may terminate its services under this Agreement upon one hundred
and twenty (120) calendar days advance written notice to COUNTY, upon any
material breach of the Agreement by COUNTY, provided that AGENCY has first
provided COUNTY with a written notice of any alleged breach, specifying the
nature of the alleged breach and providing not less than twenty (20) working
days within which time the COUNTY may cure the alleged breach.
B. 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.
C. No substantial 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 all parties, and then shall be effective only for the period and on the condition,
and for the specific instance for which given. Minor modifications to this agreement may
be made between both parties if agreed upon in writing, signed by AGENCY chief
executive and the Sheriff or their authorized representatives.
D. 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.
E. This Agreement may be executed simultaneously and in several counterparts, each of,
which shall be deemed an original, but which together shall constitute one and the same
instrument.
F. Prior to initiating any litigation arising out of this agreement, the parties shall meet and
confer in good a faith effort to resolve the issues in dispute. In any action at law or in
equity, including an action for declaratory relief, brought to enforce or interpret provisions
of this Agreement, each party shall bear its own costs, including attorney's fees.
G. Unless otherwise expressly waived in writing by the parties hereto, any action brought to
enforce any of the provisions hereof or for declaratory relief hereafter shall be filed and
remain in a Court of competent jurisdiction in the County of Marin, State of California. The
laws of the State of California shall govern this Agreement and all matters relating to it.
H. Each individual executing this Agreement on behalf of their public agency represents and
warrants that he or she is duly authorized to execute and deliver this Agreement on
behalf of the public agency in accordance with a duly adopted resolution or minute order
of the Governing body of said public agency in accordance with the laws of the State of
California. AGENCY shall deliver to COUNTY a certified copy of a resolution or minute
order of AGENCY governing body authorizing and ratifying the execution of this
agreement. COUNTY shall within thirty (30) days of the receipt of the AGENCY
governing body resolution or minute order deliver to AGENCY a certified copy of a
resolution of the Board of Supervisors authorizing or ratifying the execution of this
Agreement.
I. All notices and demands of any kind which either party may require or desire to serve on
the other in connection with this Agreement must be served in writing either by personal
service or by registered or certified mail, return receipt requested. and shall be deposited
in the United States Mail with postage thereon fully prepaid, and addressed to the party
to be served as follows:
Page -4
EXHIBIT A •· General Terms and Conditions for Communications Services
If to COUNTY:
and to:
Board of Supervisors, County of Marin
Civic Center, Room 315
3501 Civic Center Drive
San Rafael, CA 94903
Sheriff, County of Marin
Civic Center, Room 145
3501 Civic Center Drive
San Rafael, CA 94903
If to AGENCY:
and to:
Nancy Mackle, City Manager
City of San Rafael
1400 Fifth Ave
San Rafael, Ca 94901
Christopher Gray, Fire Chief
City of San Rafael
1039 C Street
San Rafael, Ca 94901
Each party shall provide the other with telephone and written notice of any change of
address as soon as practicable.
Notices given by personal delivery shall be effective immediately.
J. Indemnification
1. AGENCY agrees to defend, indemnify, hold harmless and release COUNTY, its Board of
Supervisors, and the officers, agents, and employees of COUNTY, from and against any
and all actions, claims, damages, disabilities, or expenses that may be asserted by any
person or entity including AGENCY, arising out of or in connection with the activities of
AGENCY, its governing body, the officers, agents, and employees of AGENCY pursuant
to this Agreement whether or not there is concurrent negligence on the part of COUNTY
but excluding liability due to the sole active negligence or sole willful misconduct of
COUNTY. This indemnification obligation is not limited in any way by any limitation on
the amount or type of damages or compensation payable to or for AGENCY or its agents
under workers' compensation acts, disability benefits act, or other employee benefit acts.
2. COUNTY agrees to defend, indemnify, hold harmless, and release AGENCY, its
governing body, and the officers, agents, and employees of AGENCY, from and against
any and all actions, claims, damages, disabilities, or expenses that may be asserted by
any person or entity including COUNTY, arising out of or in connection with the activities
of COUNTY, its Board of Supervisors, the officers, agents, and employees of COUNTY
pursuant to this Agreement whether or not there is concurrent negligence on the part of
the AGENCY but excluding liability due to the sole active negligence or sole willful
misconduct of AGENCY. This indemnification obligation is not limited in any way by any
limitation on the amount or type of damages or compensation payable to or for COUNTY
or its agents under workers' compensation acts, disability benefits acts. or other
employee benefit acts.
Page -5
EXHIBIT A --General Terms and Conditions for Communications Services
K. RESPONSIBLE PARTIES
A
Robert T. Do le Sheriff De artment head 499-7250 507-4126 rdo
Tim Little U ndersheriff Assistant de t. head 499-7250 507-4126 tli
Rick Navarro Ca tain Bureau Commander 499-7253 507-4126 Rna
Lee Ann Ma oski er Division Mana er 473-4123 499-3636 Ima
Ethel Havens Personnel / Trainin 499-7244 499-3636
Heather Costello Fire Liaison 473-2304 499-3636
Rich Brothers CAD / 0 erations 499-7410 499-3636
B.
Chris Gra 485-3084 453-1629
Jim L don Battalion Chief 485-3306 485-3177
Page -6
EXHIBIT-B
FINANCIAL TERMS AND CONDITIONS OF THE AGREEMENT BETWEEN
THE COUNTY OF MARIN AND THE CITY OF SAN RAFAEL
REGARDING THE DELIVERY OF COMMUNICATIONS SERVICES
The City of San Rafael ("AGENCY" hereafter) and the Marin County Board of Supervisors ("COUNTY"
hereafter) have entered into a contract for the delivery of public safety communications by the Marin
County Sheriffs Department's Communications Division (Marin County Communications, "MARIN
COMM" hereafter). This exhibit to the contract fully describes the financial terms and conditions agreed
to by the COUNTY and the AGENCY.
A. Cost Recovery Mandate. COUNTY is required by policy to recover costs for providing services to
other local government agencies. This Exhibit describes how COUNTY determines its costs for
providing police and/or fire communications services.
B. Determination of Cost of Services.
1. COUNTY provides several types of contracts to local government agencies, including
emergency telephone answering and dispatching services, as well as providing local
agencies with access to the CAD system for use by those agencies personnel.
2. COUNTY owns, operates and maintains a Computer Aided Dispatch (CAD) system for
use by agencies directly dispatched by MARIN COMM as well as for use by other
agencies that operate their own dispatch center. Using data from the CAD information
system (MIS), COUNTY will determine the amount of activity handled by MARIN COMM
for AGENCY within their jurisdiction for a twenty four (24) month period. This information
is displayed in Appendix A, Section 2, in the columns labeled "24M CAD Activity". This
activity is exclusive of any response to mutual aid request occurring outside AGENCY's
jurisdictional boundary.
3. COUNTY will utilize formulas based on CAD activity to determine the allocation of costs
for services rendered to AGENCY and others by MARIN COMM. The costs of these
services will be incorporated into the annual charge to AGENCY by COUNTY for services
described in Exhibit A. Appendix A of this Exhibit (B) contains the fiscal year 2011-2012
formulas and costs for AGENCY and others contracting for dispatching and/or CAD
services
4. The CAD activity data displayed in Appendix A, Section 2 in the column labeled "24M
CAD Activity" of this EXHIBIT B will be refreshed each January and will comprise an
accounting of all the CAD activity, as described in Section B, Paragraph 3, of this Exhibit
B, for the two full calendar years preceding that calculation.
5. AGENCY will pay COUNTY for AGENCY'S percentage of the cost of the CAD Service
Maintenance Agreement, plus a five (5) percent administrative fee as determined by the
overall activity on the CAD system. Appendix A, Section 2, Column A displays the
percentage of use of the CAD system for all entities operating from the CAD system.
6. In addition to the CAD Service Maintenance Agreement entities contracting for fire
dispatch service will pay COUNTY for the full salary and benefit cost of ten (10) full-time
Communications Dispatcher II employees and one ( 1) full-time Assistant Communications
Manager plus a five (5) percent administrative fee.
a) Appendix A, Section 1 displays the personnel costs for FY 2011-2012
b) Appendix A, Section 2, Column C displays the overall CAD activity for fire
departments and districts. and identifies their respective percentage of use of the
full time employees mentioned in this section, and their share of that cost.
Page -I
EXHIBIT B -Financial Terms and Conditions for Communications Services
c) For the city of Mill Valley, the total costs for services for the fire department and
the police department are incorporated into their annual cost for dispatch service.
d) For the city of Sausalito, the fire department costs are included into the separate
agreement between COUNTY and the Southern Marin Fire Protection District for
the term of their contract to provide fire and EMS service to the city of Sausalito.
7. CAD Enhancements.
a) COUNTY will coordinate improvements and enhancements to the CAD
periodically.
b) If AGENCY or others benefit from the improvement or enhancement, they will
share in the cost of these changes with other agencies that benefit by the
change. For example, an enhancement that only benefits one agency will be
paid for by that agency, but if the enhancement benefits all agencies, all will pay
their share, based on the formula In Appendix A, Section 2, Column A
c) Depending on how agencies are benefited by an enhancement or change in the
CAD, COUNTY may develop a special formula to pay for that particular change,
such as fire departments only, or grouping of police departments.
d) In no circumstance will COUNTY allow improvements or enhancements to the
CAD that will be paid for by AGENCY or others without the express written
consent of AGENCY'S authorized representative.
C. Administrative Fee. COUNTY assesses an annual five percent (5%) administration fee based on
the total charge to AGENCY for dispatching service and/or CAD service. This fee is included in
the "Cost" column in Appendix A, Section 2, Columns A, B and C.
D. Special Events. AGENCY may request COUNTY to provide extra support for a special event
held within AGENCY'S jurisdiction, such as a fair or other community activity. Whenever
possible, AGENCY should provide COUNTY with at least two weeks notice so that an overtime
employee may be scheduled. In no case will extra personnel be assigned for a scheduled event
with less than seventy two (72) hours notice. AGENCY'S authorized representative must provide
express written request to COUNTY, and agree to assume all additional costs associated with
assigning additional MARIN COMM personnel to the event, prior to COUNTY incurring extra
personnel expenses. In cases where a special event affects more than one agency, the costs for
the added services will be shared by all of the involved agencies through a special formula that
will be reviewed and approved by the authorized representatives from each agency.
E. Special Circumstances. AGENCY may request COUNTY to perform services outside of the
scope of this agreement, such as major changes to their response system, merging of
departments affecting the response procedures, etc. COUNTY will issue an estimation of the
cost for changes, in writing, to the designated agency representative. AGENCY must authorize
the work to be performed on their behalf, and agree to reimburse COUNTY for all costs
associated with those changes in writing, before COUNTY will commence the effort.
F. Billing. COUNTY shall submit requests for payment on a quarterly basis. The payment requests
will be submitted no later than the tenth (10 th
) of the quarterly month following provision of
services. Payment is due upon receipt of the invoice.
Page -2
EXHIBIT B -Financial Terms and Conditions for Communications Services
APPENDIX A
AGENCIES SERVED AND COST FOR SERVICES
SECTION 1 -PERSONNEL
Communications Dispatcher II (10 positions; full salary and
benefits as of FY 2011-2012)
Assistant Communications Manager (1 position; full salary
and benefits as of FY 2011-2012
1,256,613 62,831
SECTION 2 -AGENCY COSTS (Excel spread sheet Marin CAD Activity 24M-v2.1)
Page-3
1,319,444
EXHIBIT B -Financial Terms and Conditions for Communications Services
24M
CAD
COST ALLOCATION I Activity
CONSORTIUM
Agencies 421,928
COLUMN
-A-
24M
CAD
Pctg
100%
Cost
$64,525
COLUMN
-8-
Southern Marin Police
24M
CAD
Activity
102,841
Pctg Cost
100% I $7571 214
COLUMN
-c-
Fire Dispatch Service
24M
CAD
Activity Pctg Cost
51 1 95'7 I 100,()()o/i»J $1J19.,444
$
COLUNM
-D-
Special
Contract
Cost
COLUMN
•F·
Previous
Cost for
Fire
Dispatch
$ 37,18_~_1 $ 2,17§i365
$ I $
COLUMN
-E-
NEW
FY2011-12
INVOICE
$2,178,365
$
COLUMN
-G-
Savings
$
$
~lvedere PD··-·--7 342 1.74% 1123 7,342 7.14% $ 54,059 0 0.00% • •
$ $
1-Corte Madera.FD···-· 2.158 0.51% $ 330 O 0.00% -2.158 4.15% $ 64.802 -$ 62,812 $ 55,132 $ 7,680
$ $
1 Kentfield FD ····-1 852 0.44% S 283 0 0.00% -1 852 3.56% $ 47 031 -$ 53 906 $ 47,315 $ 6,591
$ $
Lark~_u..r:.f.~_ 2,825 0.67% $ 432 o 0.00% -2.825 5.44% $ 71,741 -$ 82,227 $ 72,173 $ 10,054
$ $ $ $ $ $
Marin SO 126 954 30.09% $ 19 415 0 0.00% -0 0.00"/o • •
$ $ $ $ $
~arin.County£D_ 6,157 1.46% $ 942 O 0.00% -0 0.00% -----
$ $
1-MillVall~D. _ 4153 0.98% $ 635 0 0.00% -4,153 7.99% $ 105465 -$ 120880 $ 106,100 $ 14,780
$ $ $ $ $
Mill Valley PD 42,892 10.17% $ 6 559 42,892 41.71% $315,812 0 0.00% • ----
--·· $ $ $ $ $
i--Point Rey~sNPS ··-·· 0 0.00% $ -O 0.00% -0 0.00% • $ 7,100 • --
$
,_!lovato FD···-·--I 12154 I 2.88% I $ 1,859 I O I 0.00% I -I 12,154 I 23.39% I $ 308650 I -$ 353,763 $ 310,509 $ 43,254
. . . _$ I$ $ $ $
30.50% I $ 19,683
$
$
Novato PD 128,704 0 0.00% I " 0 0.00% I •
$ $
Ross FD 653 0.15% I $ 100 I o I 0.00% I -I 653 I 1.26% I $ 16,583 I -I $ 19,007 I $ 16,683 I $ 2,324
$ $ $ $ $
~oss PD·-···-··· 5 315 1.26% $ 813 O 0.00% -0 0.00% -$ 30,082 ---
$ $
Ross ValleyFD 4165 0.99% $ 637 0 0.00% -4165 8.02% $ 105.770 -$ 121 230 $ 106,407 $ 14,823
$ $
San Rafael FD·-·-·· 16 445 3.90% $ 2 515 o 0.00% -16.445 31.65% $ 417 620 -$ 291236 $ 420,134 $ (128,898)
$ $
~~salito FD 2,086 0.49% $ 319 0 0.00% -2 086 4.01% $ 52.974 -$ 60 717 $ 53,293 $ 7,424
$ $ $ $ $
~ausalito PD __ 32 738 7.76% $ 5,007 32,738 31.83% $241,049 0 0.00% -----
$ $
Southern Marin FD 3114 0.74% $ 476 0 0.00% -3114 5.99'>/o $ 7$,080 -$ 00,638 $ 79,556 $ 11,082 ·--$ $
,_Jiburon FD ......... -. -·· 2,352 0.56% $ 360 0 0.00% -2,352 4.53% $ 59 729 -$ 68 459 $ 60,089 $ 8,370
$ $ $ $ $
Tiburon PD 191869 4.71% I $ 3,039 19,869 19.32% I $146,295 0 0.001>4 I •
Page -4
EXHIBIT-C
PERFORMANCE MEASURES FOR FIRE DISPATCHING
COMPLIANCE WITH NATIONAL FIRE PROTECTION ASSOCIATION
STANDARD 1710 AND STANDARD 1221
AS THEY RELATE TO THE PROVISION OF FIRE AND EMS DISPATCH SERVICES
AGENCY and COUNTY have entered into a contract for the delivery of fire communications services by
MARIN COMM.
This exhibit describes certain levels of service and performance measures that will be provided by MARIN
COMM for AGENCY relating to performance of public safety communications dispatching services,
including, but not limited to emergency and routine calls for service telephone answering services, radio
communications and computer data entry related to said services. These services are more expressly
described in the following sections.
I. Technical Reference
a. National Fire Protection Association document 1710 --Standard for the Organization and
Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special
Operations to the Public by Career Fire Departments.
b. National Fire Protection Association document 1221 --Standard for the Installation,
Maintenance, and Use of Public Emergency Service Communications Systems.
II. Definitions
a. Alarm(s). In the context of NFPA 1710 requirements discussed in this exhibit, the term
"alarm" or "alarms" shall specifically refer to computer aided dispatch incident types with the
priority of "E" which typically result in the fire agency response apparatus traveling to the
incident with red lights and siren activated.
b. CAD is the Computer Aided Dispatch system, which includes the event management and unit
status features necessary to effectively determine the recommended response to an alarm.
c. "MARIN COMM' is the Marin County Public Safety Communications Center, a division of the
Marin County Sheriff's Office.
Ill. Compliance Standard
a. MARIN COMM shall staff on a 24 hours per day basis a minimum of two fire dispatchers
trained to utilize the Emergency Medical Dispatch (EMO) protocols approved by the Marin
County EMS Medical Director
b. MARIN COMM shall maintain standard operating procedures for handling fire dispatch
operations covering each emergency response agency that will identify when a dedicated
dispatcher is required to be assigned to an emergency incident. A general fire dispatch
operating procedure will cover common activities and separate operating procedures for
agency-specific activities will also be maintained.
c. MARIN COMM shall maintain an audio recording system that will log all conversations
between a call taker or dispatcher and a person reporting an emergency by telephone
answered in the Communications Center. The audio recordings will be maintained for no
less than 100 days as required by California Government Code section 34090.6. Typically
the digitally recorded audio conversations will be maintained for one year or longer.
d. MARIN COMM shall maintain data from the CAD system for no less than two years.
Typically the CAD information is maintained for 3-5 years or longer.
EXHIBIT C -Fire Dispatch Performance Measures
e. The CAD system contains a mechanism for the fire dispatcher to note the origin of the call.
9-1-1 calls automatically record their origin when the fire dispatcher creates an incident for
assignment of emergency responders. Calls received in other ways must be manually noted
as received by radio, telephone, in person, etc.
f. MARIN COMM CAD times are synchronized to coordinated universal time (UTC) standards
utilizing a GPS system interfaced to the computer aided dispatch system and the audio
logger recording system. The CAD system continuously synchronizes itself every few
minutes using a NetClock timeserver.
1. The digital logging recorder system will be synchronized to the NetClock timeserver
also.
2. The new 9-1-1 call answering equipment will also be interfaced to the synchronized
time after the Communications Center is relocated into its new facility in the Hall of
Justice Building
3. The MERA Gold Elite radio consoles are connected a NetClock UTC time
synchronization device.
4. Two visual time indicators from the NetClock synchronized timeserver are displayed
in the new Communications Center facility.
5. All time keeping devices in the Communications Center are maintained within +/-one
( 1) second of the NetClock timeserver UTC time.
g. Ninety-five percent (95%) of alarms shall be answered within fifteen seconds and ninety-nine
percent (99%) of alarms shall be answered within forty seconds.
1. This activity is tracked based on the time (hh:mm:ss) the telephone call was received
by MARIN COMM.
2. MARIN COMM is only able to demonstrate compliance for answering 9-1-1 calls.
h. Ninety-five percent (95%) of alarms will be dispatched within sixty (60) seconds. This activity
is tracked based on the overall telephone call handling and decision to dispatch processes.
CAD benchmark times leading to this time element are:
1. Call received (9-1-1 only)
2. Incident entered into the CAD
3. Incident dispatched.
i. When alarms are transferred from a primary 9-1-1 public safety answering point (PSAP), the
transfer procedure shall not exceed thirty (30) seconds for ninety-five percent (95%) of all
alarms processed.
1. The only circumstances where this standard can be evaluated are for jurisdictions
where MARIN COMM is the primary 9-1-1 PSAP (unincorporated areas and the
incorporated towns and cities contracting with the COUNTY for police dispatch
services), and in the city of Novato because the Novato Police Department operates
the COUNTY CAD system remotely.
2 There is no technical or operational way to determine compliance for calls transferred
to MARIN COMM from the primary 9-1-1 PSAP in Fairfax, San Anselmo and Twin
Cities. The fire departments in those jurisdictions will need to establish compliance
criteria with the Chief of Police of the primary 9-1-1 PSAP in that city or town.
J. Fire alarm 9-1-1 calls received by a primary 9-1-1 PSAP are transferred directly to the fire
dispatcher. The primary 9-1-1 call taker shall remain on the telephone line until the fire
Page -2
EXHIBIT C -Fire Dispatch Performance Measures
dispatcher receives the call. 9-1-1 emergency telephone calls will be transferred utilizing the
selective router or forced transfer process and not relayed by voice unless the connection
with the caller is lost.
k. All alarms, including requests for additional resources, shall be transmitted to the identified
emergency response units over the required dispatch circuit or circuits. Alarm dispatching
will occur on the fire agency's primary dispatch radio channel.
I. The CAD system shall provide the fire dispatcher with an indication of the status of all
emergency response units at all times.
1. Emergency response units are required to notify the fire dispatcher of any changes in
their location or capability that may affect the decision to include that unit in an alarm
assignment.
2. The fire dispatcher is required to maintain the last known unit status in the CAD. The
status changes are reflected in the alarm incident history or the unit history files in the
CAD system.
m. The fire dispatcher shall record all significant and benchmark activity in the CAD including, at
a minimum, the following information:
1. Units assigned to the incident, including all companies and supervisors for
emergencies and subsequent emergencies; supervisory officers for alarms and
subsequent alarms;
2. Time of acknowledgement by each unit;
3. Time of arrival at the scene by each unit;
4. Time each unit cleared the scene and was returned to service.
5. The fire dispatcher will also record other "benchmark" information broadcast by the
first responder and/or the Incident Commander in the CAD incident history. This
includes, initial report on conditions, progress reports, all clear reports, fireground
emergency conditions, etc.
n. MARIN COMM will utilize the MOSCAD fire station alerting system for every alarm dispatch
prior to the voice announcement. A steady alert tone will precede the voice announcement of
the alarm dispatch on the FD DSP talk group.
o. A communications officer shall be assigned at major incidents.
1. The Incident Commander must specifically request an Incident Dispatcher be
assigned to the emergency, or an Incident Dispatcher is automatically assigned at
the recording of a Fourth Alarm.
2. The Incident Dispatcher shall be qualified based on training and certification in that
function. If a qualified Incident Dispatcher is not available, a qualified Tactical
Dispatcher will be assigned until an Incident Dispatcher can be provisioned. Incident
Dispatchers are available from other agencies in the Bay Area and Northern
California through the California Mutual Aid system.
3. The "host" fire agency is responsible for paying any additional costs to dispatch an
Incident Dispatcher to an emergency scene (typically at the 1.5 hourly salary rate for
a minimum of four hours.)
p. In the event that the emergency unit(s) do not acknowledge the alarm assignment within two
(2) minutes of the dispatch, the fire dispatcher will perform one or more of the following:
1. Re-dispatch the unit(s):
Page -3
EXHIBIT C -Fire Dispatch Performance Measures
2. Contact the unit at their last known quarters location by a secondary means
(telephone, pager);
3. Notify the supervising officer of the unit by two-way radio communications (ring down,
page).
q. MARIN COMM shall establish a quality assurance program to ensure the consistency and
effectiveness of alarm processing.
1. All personnel assigned to the fire dispatch assignment have completed a
comprehensive training program consisting of at least 150 hours of instruction and
one-on-one supervision by an experienced fire dispatcher certified as a
Communications Training Officer.
2. A Communications Center shift supervisor is on-duty at all times to provide direct
leadership to the fire dispatcher, including directing action during unusual or
extremely serious circumstances, training and evaluating their subordinates.
3. A Communications Division manager is available on-duty or on-call at all times to
coordinate major incident activities in the communications center.
4. Any management, command or administrative officer for agency contracting for fire
dispatch services from MARIN COMM may request a tape review of any incident.
a. All requests for incident review will be initially handled by a Communications
Center supervisor, or as needed, by a Communications Division manager.
b. The requesting agency may request a copy of the audio logger recording, a
written report or both.
5. The communications liaison officer for any agency contracting for fire dispatch
services from MARIN COMM may request an incident review at a subsequent Fire
Dispatch Users Group meeting.
6. The Communications Division managers and/or Communications Center supervisors
perform random incident reviews to assure performance compliance.
7. MARIN COMM provides call handling statistics to contracting agencies annually
based on the previous calendar year.
Page 4
FIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT
This First Amendment ("First Amendment") to Agreement, dated as of , 20
is by and between the COUNTY OF MAR1N (Tax I.D. Number 94-6000519), political
subdivision of the State of California (hereinafter referred to as "COUNTY") acting by and
through its Sheriff's Office and the CITY OF SAN RAFAEL for its Fire Department (hereinafter
referred to as "AGENCY").
RECITALS
WHEREAS, COUNTY and AGENCY entered into that certain Agreement, dated February 28,
2012 for COUNTY to provide normal and customary services related to the performance of
public safety communications dispatching services, including, but not limited to emergency and
routine calls for service, telephone answering services, radio communications, and computer data
entry related to said services ("Agreement"); and
WHEREAS the COUNTY is required by policy to recover costs for providing services to other
local government agencies; and
WHEREAS, in the judgment of the COUNTY and AGENCY, it is necessary and desirable to
amend the Agreement to extend the term to June 30, 2022, and for additional compensation for
these services.
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which
are hereby acknowledged, the parties hereto agree as follows:
1. Section IV. A. of Exhibit A of the Agreement concerning Other General Provisions is
hereby deleted and replaced with the following language:
A. This agreement shall commence on the date of initial contract execution, the term
of which shall continue through June 30, 2022. No later than November 1, 2021,
representatives of COUNTY and AGENCY shall meet to decide whether to renew this,
or a modified agreement to allow this agreement to terminate on June 30, 2022.
Should COUNTY and AGENCY agree to renew or modify this agreement, the
term of the new contract shall commence July 1, 2022, and end June 30, 2023.
Thereafter, the agreement will automatically renew for a one (1) year period each and
every year, unless terminated by COUNTY or AGENCY, as described below.
COUNTY, AGENCY, and all other CONSORTIUM agencies shall have the right
to terminate this agreement, by giving written notice of that intent to the other parties in
the manner stated in Section iV(I) no later than December 30 of each calendar year. Once
the required notice of intent to terminate has been provided to all parties, the agreement,
along with all rights and obligations attached thereto, shall terminate effective June 30 the
following calendar year. However, the parties' obligations to indemnify pursuant to this
Agreement, as specified in Section J, below, shall survive the termination of this
Agreement.
Page 1 of 6
Notification by AGENCY or by any other CONSORTIUM agency of its intent to
terminate this agreement shall result in a re -negotiation of the cost sharing formulas
established by COUNTY and agreed to by AGENCY within thirty (30) calendar days of
the written notice of intent to terminate being provided to all of the parties. The revised
cost sharing formula will account for the loss of revenue heretofore collected by
COUNTY from the terminating agencies and shall spread that cost between the
remaining agencies on a prorated basis, The total amount of revenue collected shall
continue to equal the full cost to COUNTY for providing the number of full time
equivalent (FTE) employees and any additional administrative fees agreed to in this
contract. At the conclusion of that re -negotiation, the remaining CONSORTIUM
agencies may elect to renew the agreement, subject to the terms described above, or
terminate the agreement, termination of which shall occur on the same date as the
termination of the agency giving notice of intent to terminate in accordance with the
immediately preceding paragraph. On the date of termination, the COUNTY shall
immediately cease rendering the services required by this Agreement, and the following
shall apply:
1. AGENCY shall pay COUNTY at the termination of the Agreement any
and all bills outstanding for the services rendered by COUNTY to the date of termination
pursuant to this Agreement. COUNTY shall furnish to AGENCIES such financial
information as, in the judgment of the AGENCY, is necessary to determine the amount
due for the services rendered by COUNTY. The foregoing is cumulative and does not
affect any right or remedy which AGENCY or COUNTY may have in law or equity.
2. COUNTY may terminate its services under this Agreement upon one
hundred and eighty (180) calendar days written notice to the AGENCY, without liability
for damages, if COUNTY is not compensated according to the provisions of the
Agreement or upon any other material breach of the Agreement by AGENCY, provided
that COUNTY has first provided AGENCY with a written notice of any alleged breach,
specifying the nature of the alleged breach and providing not less than twenty (20)
working days within which time AGENCY may cure the alleged breach.
3. AGENCY may terminate its services under this Agreement upon one
hundred and eighty (180) calendar days advance written notice to COUNTY, upon any
material breach of the Agreement by COUNTY, provided that AGENCY has first
provided COUNTY with a written notice of any alleged breach, specifying the nature of
the alleged breach and providing not less than twenty (20) working days within which
time the COUNTY may cure the alleged breach.
2. Section IV. I. of Exhibit A of the Agreement concerning Other General Provisions is
hereby deleted and replaced with the following language:
1. All notices and demands of any kind which either party may require or
desire to serve on the other in connection with this Agreement must be served in writing
either by personal service or by registered or certified mail, return receipt requested, and
shall be deposited in the United States Mail with postage thereon fully prepaid, and
addressed to the party to be served as follows:
Page 2 of 6
If to COUNTY:
Board of Supervisors, County of Marin
Civic Center, Room 315
3501 Civic Center Drive
San Rafael, CA 94903
and to:
Sheriff, County of Marin
1600 Los Gamos Dr., Ste 200
San Rafael, CA 94903
If to AGENCY:
Darin White, Fire Chief
San Rafael Fire Department
1375 Fifth Avenue
San Rafael, CA 94901
and to:
Jim Schutz, City Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
Each party shall provide the other with telephone and written notice of any change of address
as soon as practicable. Notices given by personal delivery shall be effective immediately.
3. Section IV. K. of Exhibit A of the Agreement concerning Other General Provisions is
hereby deleted and replaced with the following language:
K. RESPONSIBLE PARTIES
A. Countv of Marin
No Batik
Ctloe' `"-9iflec
Tm
Robert T. Doyle I Sheriff
:Department head 499-7250
507-4126
S doylc@,marinsheriff.org
Jamie ScardinaUndersheriff
Assistant dept, head .499-7249
507-4126
J scardin marinsheriMnr
Scott Harris ton Captain
Bureau Commander 499-7469
507-4126
S harrin onAmarinsheriff or
Heather Costello Communications
Manager
Division Manager 473-2304
•499-3636
H_costello@marinsherifC.org
B. San
avome - - - Rank - lunation '-TG1650iie: - &
Darin White IFire Chief I Department head 485-3308 453-1627
Page 3 of 6
T
white@cityofsanrafael.org
4. Section B of Exhibit B of the Agreement concerning Determination of Cost of Services is
hereby deleted and replaced with the following language:
B. Determination of Cost of Services.
1. COUNTY provides several types of services to local government agencies,
including emergency telephone answering and dispatching services, as well as
providing local agencies with access to the CAD system for use by those agencies
personnel.
2. COUNTY owns, operates and maintains a Computer Aided Dispatch (CAD)
system for use by agencies directly dispatched by MARIN COMM as well as for
use by other agencies that operate their own dispatch center. Using data from the
CAD information system (MIS), COUNTY will determine the amount of activity
handled by MARIN COMM for AGENCY within their jurisdiction for a twenty-
four (24) month period. This information is displayed in Appendix A, Section 2, in
the columns labeled "24M CAD Activity". This activity is exclusive of any
response to mutual aid request occurring outside AGENCY's jurisdictional
boundary.
3. COUNTY utilizes formulas based on CAD activity to determine the allocation of
costs for services rendered to AGENCY and others by MARIN COMM. The costs
of these services will be incorporated into the annual charge to AGENCY by
COUNTY for services described in Exhibit A. Appendix A of this Exhibit (B)
contains the fiscal year 2020-2021 formulas and costs for AGENCY and others
contracting for dispatching and/or CAD services.
4. The CAD activity data displayed in Appendix A, Section 2 in the column labeled
"24M CAD Activity" of this EXHIBIT B will be refreshed each January and will
include an accounting of all the CAD activity, as described in Section B, Paragraph
3, of this Exhibit B, for the two full calendar years preceding that calculation.
5, AGENCY will pay COUNTY for AGENCY'S percentage of the cost of the CAD
Service Maintenance Agreement, plus a five (5) percent administrative fee as
determined by the overall activity on the CAD system. Appendix A, Section 2,
Column A displays the percentage of use of the CAD system for all entities
operating from the CAD system.
5. In addition to the CAD Service Maintenance Agreement, entities contracting for
fire dispatch service will pay COUNTY for the full salary and benefit cost of twelve
(12) full-time Communications Dispatcher II employees, fifty percent cost for one
(1) Technology Support Specialist III, and one (1) full-time Assistant
Communications Manager plus a five percent (5%) administrative fee. Agency will
pay COUNTY for the twelve (12) Communications Dispatchers' contractually
mandated holidays to be paid at one and a half times the dispatchers' base rate of
pay in accordance to the dispatchers' Marin Association of Public Employees
(MAPE) memorandum of understanding (MOU).
a) Appendix A, Section 1 displays the personnel costs for FY 2020-2021
Page 4 of 6
iz
b) Appendix A, Section 2, Column C displays the overall CAD activity for fire
departments and districts, law dispatch agencies, and identifies each
AGENCY's respective percentage of use of the full time employees
mentioned in this section, and each AGENCY's share of that cost,
c) For the city of Mill Valley, the total costs for services for the Ere department
and the police department are incorporated into their annual cost for
dispatch service.
d) For the city of Sausalito, the fire department costs are included into the
separate agreement between COUNTY and the Southern Marin Fire
Protection AGENCY for the term of their contract to provide fire and EMS
service to the city of Sausalito,
7. CAD Enhancements.
a) COUNTY will coordinate improvements and enhancements to the CAD
periodically,
b) If AGENCY or others benefit from the improvement or enhancement, they
will share in the cost of these changes with other agencies that benefit by
the change. For example, an enhancement that only benefits one agency will
be paid for by that agency, but if the enhancement benefits all agencies, all
will pay their share, based on the formula in Appendix A, Section 2, Column
A.
c) Depending on how agencies are benefited by an enhancement or change in
the CAD, COUNTY may develop a special formula to pay for that particular
change, such as fire departments only, or grouping of police departments.
d) In no circumstance will COUNTY allow improvements or enhancements to
the CAD that will be paid for by AGENCY or others without the express
written consent of AGENCY'S authorized representative.
5. Appendix A of Exhibit B of thq Agreement concerning Agencies Served and Cost for
Services is hereby deleted and replaced with the following language:
APPENDIX A
AGENCIES SERVED AND COST FOR SERVICES
SECTION I — PERSONNEL
Communications Dispatcher I1(12 positions; full
salary and benefits as of FY 2021-2022 )
Assistant Communications Manager (1 position; full
salary and benefits as of FY 2021-2022) 2,220,530 111,026 2,331,556
Technology Services Specialist III (1 position; full
salary and benefits as FY 2021-22)
SECTION 2 —AGENCY COSTS (Excel spread sheet Marin CAD Activity 24M42.1)
Page 5 of 6
6. Except as expressly modified by this First Amendment, all of the terms and conditions of
the Agreement are and remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day here first
above written.
"COUNTY"
"AGENCY"
CITY OF SAN RAFAEL
r
By:
Title: JIM S JTZ, Ci M ager
By signing above, signatory warrants and represents that he/she executed this First Amendment
in his/her authorized capacity and that by his/her signature on this First Amendment, he/she or
the entity upon behalf of which he/she acted, executed this First Amendment.
APPROVED AS TO FORM:
� � v
ba Robert F. Epstein, City Atta ey
Page 6 of 6
DRAFTFY 20121 CAD MiIntoninu A Dispatch Servkw Coot
24 Mon Ihs CAD
SCAWM Wrin Polka 4.6 HIE
a Moll Malin P04985 FTE
Fire Dispatch 6ervlee
Spacial
Contract
Total Par
Agency
.Z4M CAD24M
AclMty
Pclg Goal
CAD
AcNly Pct9 Cost
24M CAD
Aclift PC19 Cast
24M CAD
AcliAty
Rig Coll
Cost
�CADIDIspatch 66', ADM FEB ANNUAL
Total Cost
Duadedy
Invoice
Carlo=
andaa
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low 1 V4%11
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3
112,214 $
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69.40 23.13% S
53,606
S ,
89,467 100-00% 3 750.211
S
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40,691 1 IW1
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MLln 60
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28,844
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243,240 S
12.167 1
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20,051
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14,278
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5.00%
$
17%05 $
8,991 1 110.1
41,21102
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6914
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4,936
0 5
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S
136.713 3
9,436 1 111,1
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5.643
0 S
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2,312
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3
62,832 $
3.142 1 oArW$ 16,49119
TWA Coun FD'
6.344
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4.511
0 $
000%
6
000% S
S
4.511 $
226 / 4,
S 1.18411
rArt VOe FD
4346
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0 S
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4,116
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3
116,109 S
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10-393
0 S
000%
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3
397,429 S
19,571 1 417
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its, Veile FD
5.994
155%3
4,261
0 3
000%
5.094
924% S 168-635
3
162.896 S
5.143 1 A4,�
S 42.76012
San RaM,l FD'
19891
6,14% 3
14,139
6 S
000%
19.091
3066% S 526,426
S
640,667 S
21,025 1 117,4
$141,69964
SPUthem 512dnF
7,910
205% 3
5,637
0 5
000%
7,930
1222% S 209.677
3
216,509 3
10,775 / 151 A
S 56,51.10
Tiburon FO
2-544
0.74% 3
2022
0 S
000%
2844
436% 3 75268
S
77,280 S
1864 1 s1,1
5 2029859
'alnl Ra ea NPS
0.00% 5
0 S
000%
7 7,100 1
7,100 S
355 1 t
S 1.86775
6. Except as expressly modified by this First Amendment, all of the terms and conditions of
the Agreement are and remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day here first
above written.
"COUNTY"
"AGENCY"
CITY OF SAN RAFAEL
r
By:
Title: JIM S JTZ, Ci M ager
By signing above, signatory warrants and represents that he/she executed this First Amendment
in his/her authorized capacity and that by his/her signature on this First Amendment, he/she or
the entity upon behalf of which he/she acted, executed this First Amendment.
APPROVED AS TO FORM:
� � v
ba Robert F. Epstein, City Atta ey
Page 6 of 6
