HomeMy WebLinkAbout29-Fire Department CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
From: Doug Dupree, Division Chief Subject: Resolution authorizing the submittal of a proposal
to provide Emergency Dispatch Services to the
City of Rancho Cucamonga.
Dept: Fire
Date• April 10 2008 MC/C Meeting Date: Apri121, 2008
Synopsis of Previous Council Action:
04/09/08 Ways & Means Committee-Item recommended for approval.
' RECOMMENDATION:
Adopt resolution.
Signa~-T
Contact Person: Michael J. Conrad. Fire Chief Phone: 384-5286
Supporting data attached: Staff Report and Resolution Ward: Citywide
FUNDING REQUIREMENTS: Amount: ~ None
Source:(Acct. No.l
(Acct. Descr.)
Finance:
. Council Notes•
~l~alo~
Agenda Item No.
STAFF REPORT
SUBJECT
Resolution authorizing the submittal of a proposal to provide Emergency Dispatch
Services to the City of Rancho Cucamonga.
BACKGROUND
On February 25, 2008, the City of Rancho Cucamonga solicited proposals for an
Emergency Dispatch System. The Request for Proposal (RFP) #07/08-206 for an
Emergency Dispatch System is to contract their emergency and non-emergency dispatch
services within its operational boundaries. The request is for a cost for afive-year contract
period and the annual cost of services for each yeaz. The RFP submittal deadline is April
23, 2008.
The RFP indicates that the City of Rancho Cucamonga had about 12,000 dispatches in
2007 with about 36,000 calls for service via the 9-1-1 line. In addition to providing basic
emergency dispatch services, they aze particulazly interested in having a dispatch center
that can provide Emergency Medical Dispatching through a certified and approved
program. The RFP also indicates a desire to have other City services (Public Works or
Animal Field Services) dispatched under this arrangement.
Our preliminary review indicates that we can handle this new workload and have the
capacity for the next few years to expand as needed. Our facility is adequate and our
hazdwaze and softwaze is capable of handling the additional call volume. Our primary new
cost is in expanding our dispatch staff to meet the new workload. As you know, we are
presently staffed at the lowest possible level to meet our requirements (2 dispatchers per
shift, 0 shift supervisors). We regulazly experience problems staffing the dispatch center
when unexpected absences occur and have to bring in field fire personnel to help augment
the staffing. While administering the EMD protocols, we would have to essentially double
our dispatchers on duty to a minimum of 3 dispatchers and 1 shin supervisor during peak
periods in order to provide services to Rancho Cucamonga.
Prior to completing the very detailed Request for Proposal that the City of Rancho
Cucamonga requested us to consider, we convened a small group to develop an estimated
cost required to assume the dispatching duties for Rancho Cucamonga. The group was
tasked with looking at dispatch staffing requirements, information technology staffing
requirements, office space and operating costs, electronic hardware capabilities, CAD
capacity, telephone and PSAP capabilities, and radio capabilities. Based on this review,
staff recommends moving forward to submit a proposal.
Assuming the full responsibility of providing dispatching services to Rancho Cucamonga .
is a major undertaking and one that we should not enter into without significant thought.
There must be a significant advantage to the residents of our City to warrant our
~" commitment to this effort. The primary advantage that we see for San Bemazdino is that
we will finally be able to staff our dispatch operation with the number of dispatchers
necessary to handle any major emergency for either City. It also gives us a depth of
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personnel in the dispatch center that will allow us to discontinue the practice of hiring
firefighters on overtime to cover dispatcher shifts due to illness or other unplanned
absences.
On April 9, 2008, the Fire Department attended the Ways & Means Committee to discuss
the proposed submittal of RFP #07/08-2006 Emergency Dispatch Services to the City of
Rancho Cucamonga. The Committee recommended that the Fire Department proceed with
researching the proposal and submit a request to the Mayor and Common Council
authorizing the submittal of the bid proposal.
FINANCIAL IMPACT
Fire has developed an estimated annual cost to provide a comprehensive emergency
dispatch operation to the City of Rancho Cucamonga. The initial estimate to provide full
dispatch services to the City of Rancho Cucamonga is an annual cost of $765,800,
although this amount may change as the proposal is refined. This amount provides
staffing, IT support, annual network charges, operations and training, CAD and EMD, and
includes a charge for administrative overhead.
There is a one time minimum start up cost of approximately $250,000 for radio consoles,
fiuniture, hiring costs and electronic interfaces. This cost is necessary to give our dispatch
center the ability to take on this substantial new responsibility.
„_, The following is a preliminary list of personnel and other basic items that will be funded
by entering into an agreement with the City of Rancho Cucamonga for emergency dispatch
services.
• 6 new Fire Dispatcher I positions
• 3 new Shift Supervisor positions
• 1 new IT Analyst I position
• 40% of the Fire Communication Manager
• 50% of a new Administrative Battalion Chief
• Network Cost
• New Personnel Training Costs
• New Maintenance and Operation Costs
~ These new positions and costs are estimates at this time and subject to further review.
After presenting this preliminary analysis to Rancho Cucamonga there appears to be
significant interest in us developing and submitting the full RFP. At that time we will
identify exact requirements that are set forth in the RFP and adjust our bid accordingly.
RECOMMENDATION
Adopt resolution.
2
j`~ 1 RESOLUTION NO.
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE SUBMITTAL OF A PROPOSAL TO
4 PROVIDE EMERGENCY DISPATCH SERVICES TO THE CITY OF RANCHO
CUCAMONGA.
5
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
7 OF SAN BERNARDINO AS FOLLOWS:
g SECTION 1. The Mayor and Common Council hereby authorize the City
9 Manager or his designee to submit a proposal to provide Emergency Dispatch Services to
10 the City of Rancho Cucamonga.
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~ 27 ~o.a9
~ N-ai-o8
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO AUTHORIZING THE SUBMITTAL OF A PROPOSAL TO
PROVIDE EMERGENCY DISPATCH SERVICES TO THE CITY OF RANCHO
3 CUCAMONGA.
4
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
5
6 Mayor and Common Council of the City of San Bernazdino at a meeting
7 thereof, held on the day of , 2008, by the following vote, to
$ wit:
9 COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
it
BAXTER
12
13 BRINKER
14 DERRY
,~.
15 KELLEY
16 JOHNSON
17 MCCAMMACK
18
19 Rachel G. Clazk, City Clerk
City of San Bemazdino
20
21 The foregoing Resolution is hereby approved this day of , 2008.
22
~ Patrick J. Moms, Mayor
~ City of San Bemazdino
,~ Approved as to form:
~ JAMES F. PENMAN, City Attorney
27 By: ~~G`'
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