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HomeMy WebLinkAboutFD Shared Services; ERS; Marinwood 2011Agenda Item No: I Meeting Date: June 20, 2011 Prepared by: Christopher Gray, Fire nChiCity Manager Approval:�l , AILL-11& � Nancy Mackie SUBJECT: RESOLUTION OF THE COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND 1' i!' COMMUNITY SERVICES DISTRICT FOR FIRE PROTECTION AND EMERGENCY RESPONSE SERVICES The City of San Rafael (City) and the Marinwood Community Services District (District) have maintained a fire protection services agreement since 1973. The last agreement was entered into in June 20 10 for a one year period to permit further analysis of fire services ed between the two agencie exchangs and to allow addonal work on regional efforts. The City's goal is to continue and to enhance joint services where possible, while continuing to provide high quality and efficient fire and rescue services. Over the past year, a Working Group comprised of City and District officials, Fire Chiefs administrative staff met regularly to explore alternative means of delivering fire protection services to the District"s service area. Ultimately it was determined that further exploration of a regional model was the preferred alternative and that the District would not pursue a contract for services with the City. It has been the City's intention not to enter into a new agreement requiring the payment of compensation, and continue to pursue joint services through a Fire and Rescue Agreement that the two Fire Chiefs have developed. The proposed agreement reduces the area of the District's response into the City and continues the City's support of Marinwood, CSA 13, CSA 31 (St Vincent's) and areas on the south side of Lucas Valley west of Marinwooby providing the requirect staffing and equipment to respond to various emergencies at no cost. nNTILOTM 4 z FfleNo.: Lof--110�011;0* Council Meeting ^11 Disposition: te�otxvvw SAN RAFAEL CITY CONCIL AGENDA REPORT / Pacle: 2(q Under the proposed agreen ent, the City will continue to provide the District with at least one (1) or mors Engines, one (1) or more Ladder Trucks and one (1) Battalion Chief as needed on fire, rescue and medical responses. In exchange, the District will provide their one (1) ne to an initial a Engiction response area in the City closest to their station as shown the attached Map — Exhibit "B" Fire Response Area City and District. This agreement will not impact the county -wide coverage agreement that is in place which provides for the closest available appropriate response unit on fire responses. As before, if the District Engine is involved with a call in District and another call occurs in their jurisdiction, a City Unit will be dispatched. Likewise if City Units are unavailable, the District Engine will be dispatched. The City will also provide a Battalion Chief to the District and CSA 13 for Incident Command initial responses. The City will also continue to be responsible for all dispatch -related costs through our contract with the Marin County Sheriff, provide coordination of training and use of the training facility and will support computer equipment that has been provided for the district to manage incident reports completed by the District. We are also proceeding with certain operational changes as part of a continued effort to enhance the City's Paramedic services. We will be relocating the Advanced Life Support (ALS) Paramedic Unit currently assigned to San Rafael Fire Station #6 on Del Ganado Road, to Station #3 on Joseph Court. Station- #3 is in the process of being reopened to accommodate this move. Station #6 will continue to be staffed by Paramedics on the Engine Company and will also have the availability of a Reserve Ambulance as needed to give us a 4th ambulance if necessary. We also expect to add a new Basic Life Support (BLS) Unit staffed by part-time Emergency Medical Technicians that will assist in handling the large volume of calls we experience during peak hours (8 AM to 8 PM) involving non -life threatening emergencies. The new BLS Unit will be located at San Rafael Fire Station #6 on Del Ganado Road. The enhanced service and relocation of personnel will improve response times, assist with increased call volume in a more efficient manner,, and provide additional benefits to residents of Marinwood, San Rafael and the CSA's. The City of San Rafael remains as dedicated as ever to regionalizing fire services. Recent progress has been made, with several area Fire Chiefs now actively working toward this goal. It is expected that there will be meetings scheduled in the near future to advise the affected agencies of any progress, and to explain the conceptual plans that are currently being discussed. The current Agreement will terminate on June 30, 2011. Both the City and District desire to enter into an operational and structural agreement for the provision of fire protection and emergency services. Major components of the proposed new agreement include: �� No payments will be exchanged between the City and District. City will continue responding to emergency service and fire response calls in District, and 1 the case of a first alarm,, City will provide one fire engine and one truck and one Chief Office to the District"s service zre;w.. 'I City will continue to commit additional resources to the District in the case of additional alarms in the District. SAN RAFAEL CITY CO2CIL AGENDA REPORT / • District will continue responding to fire and emergency service response calls in San Rafael and will provide their one (1) Engine Company on multi -company responses within the San Rafael Fire Department service area. City will continue to provide Dispatch Services to the District via the City's contract with the Marin County Sheriff s Office. District will continue to participate in City training and have access to the training facility. FISCAL IMPACT: This new agreement will involve no direct cost to the City. Some indirect cost can be attributed to our managing the dispatch contract with the Marin County Sheriff that has District calls for service included. 1. Adopt resolution as presented. 2. Send back to staff for further modification and negotiations. Do not approve resolution; the 2011 agreement will terminate and San Rafael Fire Department will have to mitigate to the extent possible the loss of a District response. ATTACHMENTS: Resolution with Attachment I (Agreement with Exhibit "A" "Fire Response Area City and District") iRoll 11 lill, lxllll� ilii�111111 RESOLUTION SAN RAFAEL APPROVING 1 D AUTHORIZING Oi MAYOR Oi AND MANAGER O AGREEMENT BETWEEN THE CITY OF SAN RAFAEL ANDMARINWOOD COMMUNITY SERVICES DISTRICT M Oi FIRE PROTECTION iOO 1 r EMERGENCY RESPONSE iO i WHEREAS, the current Agreement between the City of San Rafael and the Marinwood Community Services for fire protection services will terminate on June 30, 2011 and both City and District desire to enter into an operational and structural agreement for the provision of fire protection and emergency services. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael to approve and authorize the Mayor and City Manager to execute the Agreement between the City of San Rafael and Marinwood Community Services District for Fire Protection and Emergency Response Services a copy of which is attached hereto as Attachment 1 and incorporated herein by this reference. I, ESTHER C. BEIRNE, Clem of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at . regular meetingof Council of said City on the loth day of June, 2011, by the following vote, to wit: AYES: Co CILMEMBERS: Brockbank, Connolly, Heller, Levine & Mayor Boro ESTHER C. BEI E, Cite Clem AGREEMENT BETWEEN THE CITY OF SAN RAFAEL The purpose of this agreement is to provide Automatic and Mutual Aid response and additional services between the City of San Rafael and Marinwood Community Services District. This Agreement is entered into this 20th day of June, 2011, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MARINWOOD COMMUNITY SERVICES DISTRICT (hereinafter "DISTRICT"). rq1_ffAVKVW WHEREAS, CITY and DISTRICT have entered into a series of cooperative agreements for fire and emergency services since 1973 and mutually agree to continue with an initial action agreement for the benefit of both communities; and WHEREAS, CITY and DISTRICT desire to continue their cooperative efforts in delivering fire and emergency services with this initial action agreement for the benefit of both communities; and WHEREAS, the current Agreement will terminate on June 30, 2011 and both CITY and DISTRICT desire to enter into a new operational agreement for the provision of fire protection and emergency services; MM0101al!, NOW, THEREFORE, the parties hereby agree as follows. - I . TERM OF AGREEMENT This agreement shall commence July 1, 2011 and shall remain operative and effective until pMs tion is terminated by one of the parties. It is further agreed that either of the parties may ten,ninate the Agreement at any time by giving written notice to the other party at least ninety (90) days prior to the date of the termination. 2. MUTUAL BENEFIT CITY and DISTRICT intend that this agreement will provide mutual benefits to both parties and agree to continue to participate in the Marin County Local Fire Service and Rescue Mutual Aid Plan and other areas of cooperation. CITY agrees to provide the following: ORIGINCIl/l 0 0 A. To automatically dispatch, within CITY's capabilities of available personnel and equipment, on a first alarm structural fire response one (1) Engine Company, one (1) Aerial Ladder Truck Company, and one (1) Chief Officer to DISTRICT's service area as illustrated in Exhibit "A" attached hereto. If the DISTRICT Engine Company is unavailable for response, CITY agrees to send one (1) additional Engine Company for a total of threeCompanies. B. To automatically dispatch, wn CITY's capabilities of available personnel an equipmenton a vegetation/wildland fire response two (2) Engine Companies, and one (1) Chie Officer to DISTRICT's service area as illustrated in Exhibit attached hereto. If th DISTRICT Engine Company is unavailable for response, CITY agrees to send one (1) additiona Engine Company for a total of three (3) Fire Companies. automatically dispatch, within CITY's capabilities of available personnel an equipment, on a rescue response one (1) Aerial Ladder Truck Company and one (1) Chie Officer to DISTRICT's service area as illustrated in Exhibit "A" attached hereto. If th DISTRICT Engine Company is unavailable for response, CITY agrees to send one (1) additiona. Engine Company for a total of two (2) Fire Companies. I D. To automatically dispatch, within CITY's capabilities of available personnel and equipment, one (1) Engine Company on a single engine response within the DISTRICT's service area when the DISTRICT Engine Company is not available. E. To provide DISTRICT with 9-1 -1 and twenty-four (24) hour dispatching service and *versight for receipt and re -transmission of emergency alarms. F. To provide, to the best of its ability, a Chief Officer response to any first alarm or other incident in the DISTRICT that would normally include a Battalion Chief in a dedicated vehicle in the CITY, as part of the DISTRICT response, as dispatched by the COMM CENTER. During response and upon arrival at the incident, the CITY's Chief Officer shall direct and oversee the emergency event in an incident command role and function. The CITY understands that the Chief Officer can be relieved or cancelled by the DISTRICT'S Fire Chief who appears at the incident scene and communicates to the CITY's Chief Officer his intention to assume command. The CITY Chief Officer will remain on scene until the incident is m gated or command is assumed by the DISTRICT's Fire Chief. In the event of simultaneous calls in the CITY and DISTRICT, the responding CITY Chief Officer shall have discretion as to the priority handling of such calls, considering alternate available resources. G. CITY will provide computer related support for fire reporting and communicatioi MMIMM H. CITY, subject to the terms of this Agreement, shall be solely responsible for control of its personnel, standards of performance, discipline", and all other aspects of performance by CITY employees while performing services under this Agreement. 4. TYPE OF ASSISTANCE - DISTRICT TO CITY I A. To dispatch, within DISTRICT's capabilities of available personnel and equipment, one (1) Engine Company on a sinvle engine response wn the San Rafael Fire Department service area, as illustrated in Exhibit "A" attached hereto. B. To dispatch, within DISTRICT's capabilities of available personnel and equipment, one (1) Engine Company on any multi -company response or alarm within the San Rafael Fire Department service area, as illustrated in Exhibit attached hereto. C. To dispatch, within DISTRICT's capabilities of available personnel and equipment, one (1) Engine Company on a single engine response within the San Rafael Fire Department Fire Management Areas beginning with 53 or 56 not included in exhibit A when both Engine Companies housed at Station 56 and 57 are not available. D. DISTRICT, subject to the terms of this Agreement, shall be solely responsible fo control of its personnel, standards of performance, discipline, and all other aspects o 0 performance by DISTRICT employees while performing services under this Agreement. DISTRICT's Fire Chief and firefighters shall be able to participate in all CITY Fire Department exercises, drills and proficiency indexes subject to any qualification requirements and any limitations on space available for such training. Subject to the CITY Fire Department's first priority for its use, DISTRICT may utilize the CITY's training facility at Fire Station No. 2. CITY will provide emergency response, within the CITY's capabilities of available personnel and equipment, from the closest appropriate CITY emergency response unit to DISTRICT while DISTRICT's personnel are absent from their station for purposes of said training. The CITY and the DISTRICT agree to provide each other and the County of Marin with response data for the Fire Management Zones (FMA) within DISTRICT, CSA 13 and 19 and those FMAs within San Rafael beginning with 53 on the east side of Highway 101. on an annual basis. The data shall be adequate to permit comparison of types of response, number of responses, and response times under this Agreement with the same response data under the response model in place prior to this Agreement. 7. AGREEMENT ADMINISTRATION/NOTICES The City Manager shall be the representative of the CITY for all purposes under this Agreement. The CITY"s Fire Chief is hereby designated the Agreement Administrator for the CITY, and said Administrator shall supervise all aspects of the implementation of this Agreement for CITY. The District Manager shall be the representative of DISTRICT for all purposes under this Agreement. The DISTRICT's Fire Chief is hereby designated the Agreement Administrator for the DISTRICT, and said Agreement Administrator shall supervise all aspects of the implementation of this Agreement for DISTRICT. I All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows.. TO CITY: Fire Chief, San Rafael Fire Department City of San Rafael P.O. Box 151560 San Rafael, CA 94915-1560 TO DISTRICT: Fire Chief, Marinwood Fire Department Marinwood Community Services District 777 Miller Creek Road San Rafael, California 94903-1323 CITY shall defend, indemnify and hold harmless DISTRICT, its officers, agents and employees, while acting within the course and scope of their employment under this Agreement, from any liability or damage, including but not limited to attorneys' fees, arising from any acts or omissions of CITY, its officers, agents and employees. DISTRICT shall defend indemnify and hold harmless CITY, its officers, agents and employees, while acting within the course and scope of their employment under this Agreement, from any liability or damage, including but not limited to attorneys' fees, arising from any acts or omissions of DISTRICT, its officers, agents and employees. I 14, ENTIRE AGREEMENT -- AMENDMENTS This Agreement supercedes any and all prior agreements between the parties and represents the whole and entire Agreement between CITY and DISTRICT. No provision or obligation hereunder may be amended except upon subsequent written agreement of CITY and DISTRICT. IN WITNESS WHEREOF,, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL Al ert J. koro, ayor I Leah Green, Boar Vice -Preside BE Nianc?yMac.le, City Manager ,J44.91 �--- , Esther C. Bebe, City Clerk P. Robert F. Epstein, C Atte y I m F20191=5 U1,414"11 -t.. Carolyn Ilivan, Secretary to the Board of Directors', � Grego St p ich, District Counsel Im co tll tis � tU L r CM < Q1 z LU on 2 LU t� Y: wrf " �. Ci j ea z p tR W y. G o c MLL, $ w W c c O x c is z r u J w w u w i e ca tt —S V V + U U G tF Ca t.J C1 i„7 iL C} V z (,(,� U; 2 CT {� `.. y} C il.i G Cn �_ C C ' Qzet, C pF G w �G Lu C'g 1R C G V 9 U Cid. 005 U '4i S.i r ib "` G 2! 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WHEREAS,(FISCAL YEAR 2010-2011) current i ., �r � s • s d d Agreement Community Services District for fire protection services will terminate on June 30, 2010 and both City and District desire to enter into an operational and structural agreement for the emergencyprovision of fire protection and fiscal year NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael to approve and authorize the Mayor and City Manager to execute the .Agreement between the City of San Rafael and Marinwood Community Services District for Fire Protection and Emergency Response Services (Fiscal Year 2010-2011), a copy of which is attached hereto as Exhibit "A" and incorporated herein by this reference. 1, ESTHER C. BEIRNE, Clerk of the City of San Rafael, herebycertifv that foregoing resolution was duly and regularly introduced and adopted at a regular meeting of thi Council of said City on the 21" day of June, 2010, by the following vote, to wit. AYES. CCS CIL MEMBERS; Brockbank, Connolly, Heller, Devine & Mayor Boro ESHER C. BEIRNE, City Clerk