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HomeMy WebLinkAbout8.2 Fire Service Study Dublin and San Ramon 76 CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 28, 1985 SUBJECT Proposal for Fire Services Study for the Cities of Dublin and San Ramon EXHIBITS ATTACHED Letter from Angus McDonald dated Jan,l,,ry 16 , 1985 ; Scope of Services - First Revision; Complete Proposal and references provided previously ; Letter from City of Dublin to City of San Ramon dated December 11 , 1904 RECOMMENDATION 1 ) Remove Dublin' s extended planning area from scope of study 2) Eliminate Two City Fire Department alternative from s�ope of study 3 ) Authorize City' s participation in Study at a cost of $22 , 500 4) Authorize Staff to solicit proposal from consultants to undertake a study of those remaining services provided by Dublin San Ramon Services District , including Parks & Recreation, uiater, Sevier and Garbage 5 ) Notify the City of San Ramon that the City of Dublin will commence the review of the above services 3 months after the commencement of the Fire Study and invite the City of San Ramon to participate b) Authorize a budget transfer from the contingent reserve in the amount of $22 , 500 to cover the cost of the Fire Services Study. FINANCIAL STATEc1IENT: City ' s share of the Fire Study as proposed by the Consultant with the first revision is $27 , 000. Elimination of the Two City Fire Department alternative would result in a total cost to the City of $24 , 000 . Elimination of the City ' s extended planning area as well as the Two City Department alternative would result in a cost of $22 , 500. DESCRIP`1'ION At its meeting of December 10, 1984 , the City Council directed Staff to notify the City of San Ramon that Dublin was interested in parl;ic-ipatinor in a Fire Study that included the City of Dublin and it ' s sphere of influence , as well as the City of San Ramon. The City Council indicated that it would be willing to jointly share the cost of the Fire Study to be performed by Angus McDonald & Associates . At that meeting, the City Council also indicated its interest in jointly hiring a Consultant with the City of San Ramon for the purpose of studying the future disposition of all other services provided by file Dublin San Ramon Services District to both Cities . Since that meeting , the City Council Liaison Committee and the City iianager have met -,vi-on representativcs from San Ramon and the Fire Services 11 .LOnSUltar"1'% r e ;ar'C lri L"ile :3�L1G.;r cf' f 1rP service and Other servic=e" tnaV tha Dublin Sian damon Jei Vices .0i�Gr'iCL provides . it is the pOS1i iOr1 Of � .e l; ; f o r San E,_,[rion vOL:11C i1 Liai 3oz1 voCiii,1 i 1;Ce �Ildt 110 aCT,iOIi C(? talc:n 'dll�,i _ _'S )eC i) to CnC b r -11e 1)u)lln San ..arron Ser'V1C 's L �3L_ _C I, c i �l_-LL l:Cie . �atl Lf;1r;lOn il(_, l.tl .l� [.ea i,ilat iiu, 3 OT'i;:nary conco-cii is L)ervicc :)l;i"1C 'J . L'IIC Von:�U"l_GanL" Ild' pr't=pcLC'eCa' _'opOSed scope of se 'vice's . 1'1115 3C0-.J c Of Se r'Vice 4d. S 1C1C-Lltd:3d in .l'c'. _)c C_:aze 'i;iicL was distr'_Ju'ced ar, GCi '.,_ - r Got).r1C-1 rT!l-?c; ,in Of J:-inuar'y 14 1`:: C; Jlnce the dishif)Ur_lon Of ,Ila" co' o:7al , 'arl ha:-, r 2cnii!i:ierid,' d .:liar, tl1L scope Of services k):: rf:O� lhied , d LII(.l_LCaI a_n tiite iCO�)t� ( J — ' � i 1 )f� � rV�C )S iiCf3L lC4.V Oil. _'Pe SCO�i' Of S(?C"1/1CC':) :)I:'OV1uC-'_S G ir3t ?;. JiI u r1C, :^111 r':'_wie:°J `iTl;a eV:? ,-1 ^..C. ;r ,.!_V i_v,l__1:�„.�_ 3 ;� .. il:_ o`. -_:3_0 i1 Oi .e 111,!UCl i,o rP,'-)(' i �- ,)r'l.i(_a i _..1 ltiTu ; tC 1i Ciia_i AGENDA STAM�ENT : Proposal for Fire Ser ces Study for tale Cities of Dublin and Sari Harnon Page 2 1 ) The City of Dublin ; 2 ) The City of Dublin plus its adopted sphere of influence ; 3 ) The City of San Ramon ; 4) The City of San Ramon plus its adopted sphere of influence ; 5 ) The entire area , considering both Cities , plus each City' s sphere of influence . The Consultant also proposes to review the following organizational alternatives jor the Fire Service : 1 ) I01aintenance of the status quo ; 2) A single district serving both Cities (u their spheres of influence ) ; 3 ) Individual Fire Departments in each City ; 4) A Two City Fire Department ; 5 ) A services contract with existing fire agencies or with a private firm. The Consultant proposes to provide a comparative evaluation of all of these alternatives for each geographical configuration. The Consultant will also complete a detailed set of specifications which describes the level of services that is to be provided in both Cities . The Consultant has indicated that this specification will be sufficient to request proposals from existing fire service agencies and private contractors that are interested in providing service to the City at the level identified in the specifications . Once proposals have been received from interested agencies , the Consultant will evaluate each proposal and prepare the best recommendation for each City. The Consultant ' s recommendation will include an implementation schedule and plan. The total cost of the Consultant ' s services would not exceed $54, 000 , as outlined in the scope of services . It is anticipated that the Study would take approximately 4 months , as outlined . Since the meeting with the City of San Ramon and the Fire Services Consultant , the City Council Liaison Committee and the City itilanager have met to discuss the scope of services as it applies to the City of Dublin' s needs . The following issues have been identified : 1 ) Should the City of Dublin withdraw its extended planning area (sphere ) from the study? As indicated in the Draft General Plan, the amount of residential development that could develop in the extended planning area is very nebulous . Therefore , it would be very difficult for the Consultant to develop an accurate plan of services and budget for the City' s extended planning area . The Consultant has maintained that the sphere should be included because it improves the City' s credibility with LAFCO at such time that LAFCO is approached with respect; to any potential reorganization of the fire service . It also places everyone on notice that Dublin has studied fire services in the extended planning area and is prepared to service that area , irrespective of which alternative is selected . If the expanded planning area for the City was removed from the Study, it would result in a savings of $1 , 500 to the City of Dublin . 2 ) Should a Two City Fire Department alternative be included in the Study? The City Council Liaison Committee and City Manager have discussed this particular alter•na;,_ive froiri the s -ridpoint of local control of municipal services . 'Since- a ` -,-jo GiLly ijei-,aL•t:?erit would require the develo;oi'1eni, of a joint po4'IP_rs aui,rlority t0 admillisCei• %ile service , i,here is sortie cues'--,ion as GO s^/ii`31;nC r' politically Lh`s- bJould J-ovide t ilne citizens of Dublin i^ii n tiie best con'.._'ol ovc_ it L lye ser'Vice ,ii3i, _v Ci'OV:._S:;C1 .,o DLJ ilirl. til�ti all,er•nar,ive was elirl1inLiced , 'ir, ;jould reduce the �ilile of t ie Fire cer`iice i vv fC1 eaCil t.Study l)y moll , CC)� t L UUy i)y `3 , 000, 3 ) At ,w lat time s lould a study be Llndertaken of the oth^.er• services .r 0 v I d e"I by the Uu,7Iin 3a1'1 i _:!non ' ervicfl.s District ? AGENDA S`i'A'iE'MIENT : Proposal for Eire Services Study for, the Cities of Dublin and Sari Ramon Page 3 As a result of meetings between Dublin' s Liaison Committee and the San Ramon Liaison Committee , it is questionable as to whether or not the City of San Ramon is interested in pursuing a study of these services as quickly as the City of Dublin. It is therefore the Committee ' s recommendation that- the City Council pursue the selection of a Consultant to undertake these services at the end of the 3 month period commencing with the undertaking of the Fire Services Study . It is further recommended that the City Council notify the City of Sari Ramon of its intent and invite thein to participate in this Study. Since no funds have been budgeted for the Fire Services Study or any other study of the Dublin San Ramon Services District , it is Staff' s recommenda- tion that the City Council authorize a budget transfer from the contingent reserve in the amount of $22 , 500 to cover, the cost of the Fire Services Study. Angus McDonald & Associates 2150 Shattuck Avenue Berkeley,California 94704 C F / y E D Telephone(415)548-5831 . SAN 1 (1;; CITY OF DU,3U1V January 16, 1985 City of San Ramon 2222 Camino Ramon San Ramon, California 94583 Attention: James H. Robinson, City Manager Subject: Revised Scope of Services Fire Service Alternatives Analysis; 1200 Dear Jim: I am enclosing a revised scope of services that reflects discus- sions with the City of San Ramon. Comparable concerns of the City of Dublin can be discussed during our lunch meeting on January 18, 1985. In addition to the "clean" revised copy, I have enclosed my marked-up copy of the original . I hope that this will make it easier for you to identify the changes. I hope that the Scope of Services can serve as the basis for an agreement between us. I look forward to our meeting. Youurrss very truly, 2 Y�L Angus N. McDonald ANM;md enclosures Planning Manager,pmt Economics SCOPE OF SERVICES - el" Recommendations for Fire Services for the Cities of Dublin and San Ramon Purpose After an evaluation of alternatives, a consultants ' recommen- dation will be made regarding fire services for the Cities of Dublin and San Ramon. The recommendation will answer the questions : i o What services should be provided by the fire service agency or agencies? _ o Was houl be �er; at ive emp asis on pr vention and protection? o What should be the services plan(s ) , staffing plan(s) and budget? o How should services be organized and administered (e.g. , district or districts, City departments, joint department?) Separate recommendations will be considered for each City, and for each City plus its adopted sphere of influence. A consoli- dated recommendation may be prepared; if, in the consultants ' judgement, this is the optimal pattern of service delivery. Work Program The project will be completed in three major tasks. Task 1 -- Define Fire Service Alternatives Task Purpose. The task will produce a definition of the alterna- tives (e.g. , status quo, a single district serving both Cities, City departments ) that should be considered in the remainder of the project. The task will also define the criteria that will be used to compare the alternatives. The criteria used to evaluate alternatives (e.g. , cost, level of service, relative emphasis on prevention and protection) will be described in detail. : The evaluation criteria will be included in the Alternatives Report, so that all concerned (existing Cities and existing fire service agencies ) will understand the criteria by which alternatives will be evaluated. It should be understood that, in this task and in the subsequent tasks, separate attention will be paid to five geographic alter- natives: 1 o E-a7s C it Y _Zr T'4e S T'' o T. o Eat- City✓p�uLe; �,ts adopted sphere of influence, �� ""tf1 o The entire area, considering both Cities plus each Ci y s sphere of influence. Task Execution. Baseline growth rates for Dublin and its sphere will be assembled from the Dublin sphere study and the Dublin general plan program. (The corresponding growth assumptions for San Ramon are available from the sphere of influence study. ) The current- level of service (staffing, response time, fire preven- tion and protection activities, etc. ) will be documented for both Cities. This documentation will be based on interviews and field visits at the Dublin San Ramon Services District and the San Ramon Valley Fire Protection District. Discussions with the Executive Officers' of the Alameda and Contra Costa Local Agency Formation Commission and with the City Attor- neys of the two Cities will establish the range of options available to the Cities for changing or influencing the identity or procedures of their fire service providers. The options available to both Cities will be documented. If necessary, ' input ` from specialized legal counsel will be obtained on this point. An estimate will be made of the financial resources that could be devoted in each City to fire service, considering the existing C tax base, the existing levels of revenue and expenditure, and competition for available revenues . ,,,Vhe presumption, for pur- poses of analysis only, will be that revenues for fire servicet4714_&& 'u n-d s� nn-, +?A u '1�0 7� . ) The intent of the estimate of a range of available revenues is to establish f brackets within which any reasonable fire service alternative I would have to be .financed. Alternative forms of organization and alternative service levels will be described, based on the preceding interviews and on. discussions v�the consulting team. For purposes of budgeting the present project, it is assumed that the following alterna- tives will be considered: J, o Maintenance of the status quo; o A single district serving both Cities (and their spheres of influence) ; o Individual departments in each City; o A two-City departm nt. o A � The alternatives wall be described in outline and will be discussed��wit t e po is committees from the two Cities,in—a_ i The intent is to assure that all the realistic alternatives are subject to a detailed analysis. 2 Task 2 -- Analyze Fire Service Alternatives Task Purpose. The task will produce a description of each major organizational alternative, and a comparative evaluation of the alternatives. ' Task Execution. A detailed specification will be prepared that describes the service to be provided in both Cities. This specification will be complete to the point that it can be used to request proposals from existing fire service agencies to provide service at a level specified by each of the two Cities. The following items will be specified: o Fire Suppression Response -- The various response levels dependent upon the type of fire emergency involved. o Rescue Response -- "First Responder" for Emergency Medical and the various fire department rescue services. o Fire Prevention Services -- Inspection and Code Enforcement. o Building Regulation Services -- Code Development/Plan Review. o Dispatch Services -- Alarm Receipt, Alarm Notification and Dispatch of Units, Unit Status Monitoring and Disaster Communication services. o Public Education Services -- General and Specific Audience Public Education Services. o Hazardous Material Control -- Non-fire, non-rescue emergency services provided to contain, control and abate hazardous conditions. The specification will be used to request proposal from existing fire service agencies who would be able to serve either or both jurisdictions. In a parallel effort, the consulting team will prepare staffing/ service proposals that meet the specifications described above and that could be operated either by individual City departments or by a consolidated department. In all cases, a five-year service plan, staffing plan and operating budget will be requested. The alternatives for fire service will be evaluated compara- tively, using the criteria developed in Task 1 . The results will be summarized in an Alternatives Analysis section of the Project Report, and will be reviewed at meeting of the policy committees of the two Cities. 3 Task 3 -- Prepare Consultants ' Recommendations Task Purpose. The task will produce the consultants ' recommenda- tion for organization and staffing, and an implementation sche- dule. After public hearings, final consultants'. recommendations will be prepared. Task Execution. The consultants ' recommendation on future organ- ization will be based on the results of the alternatives analysis . in Task 2 . Whatever the recommendation (whether it is the status quo or some reorganization) a critique and recommendation will be prepared regarding the status quo. It cannot be assumed that the consultants ' recommendation will be adopted, or that any change will be implemented immediately. Accordingly, any insights or recommendations relating to improvements in the status quo should be documented, since these could be implemented whether or not some future reorganization is anticipated. The consultants ' recommendation will be accompanied by an imple- mentation plan and appropriate resolutions or other actions that would implement the recommendations. The implementation plan will be reviewed with the City Attorney of the two Cities and, if necessary, with specialized legal counsel . 7_2e-c, A Draft Project Report will be circulated for public comment,, _Z � public hearings before each City Council will be scheduled. After public input, a final consultant ' s report will be prepared. Project Budget The staffing plan and budget for the project is shown in Table 1 (attached) . An allowance is included for specialized legal coun- sel. This budget will be used only if issues are raised that require such specialized assistance. 4 Table 1 STAFFING PLAN AND BUDGET Dublin/San Ramon Fire Services Study McDonald Callahan Welch Other Other AM&A FPE 85 78 40 35 78 Task 1 — Define Fire Services Alternatives Document baseline growth rates 6 Document baseline service levels 48 Legal options for governmental change 8 16 Available financial resources 8 24 Define alternatives for fire service 8 32 Describe evaluation criteria 4 16 Prepare Alternatives Report 4 8 4 Discuss Alternatives Report with Committees 8 8 Task 2 — Analyze Fire Services Alternatives Specification for fire services 16 56 32 Services/staffing plan — City Departments 4 10 16 8 Compare fire services alternatives 8 16 8 8 Review analysis with Policy Committees 8 8 Task 3 — Prepare Consultants' Recommendations Recommendations on current services 2 16 8 Recommendations on future organization 16 20 16 8 Prepare Implementation Plan 24 8 16 Prepare Draft Project Report 4 4 24 Public Hearings in each City 16 16 16 Prepare Final Project Report 8 8 16 4 Total Hours 138 274 146 14 68 Total Fee 11,730 11,372 5,840 840 5,304 ` BUDGET i Fees 45,086 Legal Counsel 5,000 Expenses Mileage 500 Copying 250 Printing 1,500 Telephone 100 Manuscript Preparation 1,200 Miscellaneous 364 Subtotal expenses 3,914 Total: Fees, Legal Counsel, Expenses 541000 5 Recommendations for Fire Services for the Cities of Dublin and San Ramon SCOPE OF SERVICES -- FIRST REVISION Purpose After an evaluation of alternatives, a consultants ' recommen- dation will be made regarding fire services for the Cities of Dublin and San Ramon. The recommendation will answer the questions: o What services should be provided by the fire service agency or agencies? o What issues, if any, exist because of differences in each city' s fire codes , compared to county codes applicable to areas that may be annexed. o What should be the relative emphasis on prevention and protection? o What should be the services plan(s) , staffing plan(s) and budget? o How should services be organized and administered (e.g. , district or districts, City departments, joint department? ) Separate recommendations will be considered for each City, and for each City plus its adopted sphere of influence. A consoli- dated recommendation may be prepared, if, in the consultants ' judgement, this is the optimal pattern of service delivery. Work Program The project will be completed in three major tasks. Task 1 -- Define Fire Service Alternatives Task Purpose. The task will produce a definition of the alterna- tives e.g. , status quo, a single district serving both Cities, City departments) that should be considered in the remainder of the project. The task will also define the criteria that will be used to compare the alternatives. The criteria used to evaluate alternatives (e.g. , cost, level of service, relative emphasis on prevention and protection) will be described in detail . The evaluation criteria will be included in the Alternatives Report, so that all concerned (existing Cities and existing fire service agencies ) will understand the criteria by which alternatives will be evaluated. It should be understood that, in this task and in the subsequent tasks, separate attention will be paid to five geographic alter- natives : 1 • The City of Dublin • The City of Dublin plus its adopted sphere of influence, • The City of San Ramon • The City of San Ramon plus its adopted sphere of influence, • The entire area, considering both Cities plus each City' s sphere of influence. r Task Execution. Baseline growth rates for Dublin and its sphere will be assembled from the Dublin sphere study and the Dublin general plan program. (The corresponding growth assumptions for San Ramon are available from the sphere of influence study. ) The current level of service (staffing, response time, fire preven- tion and protection activities, etc. ) will be documented for both Cities . This documentation will be based on interviews and field visits at the Dublin San Ramon Services District and the San Ramon Valley Fire Protection District. Discussions with the Executive Officers of the Alameda and. Contra Costa Local Agency Formation Commission and with the City Attor- neys of the two Cities will establish the range of options available to the Cities for changing or influencing the identity or procedures of their fire service providers. The options available to both Cities will be documented. If necessary, input from specialized legal counsel will be obtained on this point. An estimate will be made of the financial resources that could be devoted in each City to fire service, considering the existing tax base, the existing levels of revenue and expenditure, and . competition for available revenues. (The presumption, for pur- poses of analysis only, will be that all revenues for fire service that now go to the special districts would, instead, go to the two cities and be available for appropriation by each city. ) The intent of the estimate of a range of available revenues is to establish brackets within which any reasonable fire service alternative would have to be financed. Alternative forms of organization and alternative service levels will be described, based on the preceding interviews and on discussions among the consulting team. For purposes of budgeting the present project, it is assumed that the following alternatives will be considered: • Maintenance of the status quo; • A single district serving both Cities (and their spheres of influence ) ; o Individual departments in each City; • A two-City department. 2 o A services contract with an existing district or with a private firm; The alternatives will be described in outline and will be discussed, in separate meetings, with the policy committees from the two Cities in a joint session. The intent is to assure that all the realistic alternatives are subject to a detailed analysis. Task 2 -- Analyze Fire Service Alternatives Task Purpose. The task will produce a description of each major organizational alternative, and a comparative evaluation of the alternatives. Task Execution. A detailed specification will be prepared that describes the service to be provided in both Cities. This specification will be complete to the point that it can be used to request proposals from existing fire service agencies to provide service at a level specified by each of the two Cities. The following items will be specified: o Fire Suppression Response -- The various response levels dependent upon the type of fire emergency involved. o Rescue Response -- "First Responder" for Emergency Medical and the various fire department rescue services . o Fire Prevention Services -- Inspection and Code Enforcement. o Building Regulation Services -- Code Development/Plan Review. o Dispatch Services -- Alarm Receipt, Alarm Notification and Dispatch of Units, Unit Status Monitoring and Disaster Communication services. o Public Education Services -- General and Specific Audience Public Education Services. o Hazardous Material Control -- Non-fire, non-rescue emergency services provided to contain, control and abate hazardous conditions . The specification will be used to request proposal from existing fire service agencies and from private firms who would be able to serve either or both jurisdictions. In a parallel effort, the consulting team will prepare staffing/ service proposals that meet the specifications described above and that could be operated either by individual City departments or by a consolidated department. 3 In all cases, a five-year service plan, staffing plan and operating budget will be requested. The alternatives for fire service will be evaluated compara- tively, using the criteria developed in Task 1 . The results will be summarized in an Alternatives Analysis section of the Project Report, and will be reviewed at separate meetings of the policy committees of the two Cities. Task 3 -- Prepare Consultants ' Recommendations r Task Purpose. The task will produce the consultants ', recommenda- tion for organization and staffing, and an implementation sche- dule. After public hearings, final consultants ' recommendations will be prepared. Task Execution. The consultants ' recommendation on future organ- ization will be based on the results of the alternatives analysis in Task 2. Whatever the recommendation (whether it is the status quo or some reorganization) a critique and recommendation will be prepared regarding the status quo. It cannot be assumed that the consultants ' recommendation will be adopted, or that any change will be implemented immediately. Accordingly, any insights or recommendations rela-ting to improvements in the status quo should be documented, since these could be implemented whether or not some future reorganization is anticipated. The consultants ' recommendation will be accompanied by an imple- mentation plan and appropriate resolutions or other actions that would implement the recommendations. The implementation plan will be reviewed with the City Attorney of the two Cities and, if necessary, with specialized legal counsel. A Draft Project Report will be circulated for public comment. Two public hearings before each City Council will be scheduled. After public input, a final consultant '.s report will be prepared. Project Budget The staffing plan and budget for the project is shown in Table 1 (attached) . An allowance is included for specialized legal coun- sel . This budget will be used only if issues are raised that require such specialized assistance. 4 w I I DLccr:rL imer r;ayor and City council Cirty of San Parson 2222 Canino Ramon San Karon , CA 94533 c : San k bliiSa aGh Services Subje Provided by the pun -.I RmnServicesDistrict Honorable Mayor and City Counci lmerrbers: _ is raeetin�, of D2ce.`*Fr 1J7 11-04, tine Dublin City Council a our loiter cf Lecezber 5 , 1984, which reviewed and discussed y indicated your City' s intention to proceed alone with a study of fire protection services `f��bl�1n City Co ncilrthat iit would be unani{sous poS1tion c . benef rcral fcr• Lc�l1 the cities of San Barran and Dublin to jointly participate in a fire study tra' inciude� net only the City of San Raison and its Sp,ere or ; rfiu :r{ce , but also the City of Dublin acrd its 5Pile'"2 0 i 1f 1ue,11CL . The City o� o be i - Y/i 11 in3 t0 ,i,oir:tly sitars^. Lli.' cost OT 1.112 fire St`Ully t0 b2 per- ;an, US �1Ci0rralG alu iy55'7C1w%eS • The City riOUlG or•,nea by 3 rLsrectfvll request a list of rcfcrences for fungus ;7cGonald and Associates . The t;u� lin CiL, Council also urrani^ously indicated its eres t int in ;jointly hiring a consul 'Cant ;,itlr the City Of San 'a;rcn for the pur•rose u. studying to future cispcsiticn of all caner services provided by t e iiu:: lrn S SerVic_s District to bosh proves . The Dublin Cr {� Council cues not intend for this Study toy upset the t Which the City of San R am o n has le established for the T f irz' �rok 2cYiiorA study• ��Thwouldnbea subject selection of a con sur �anL for �n . s second stud/ to ruLual agreement b;,� both cities . ;e loo;< for•�ar�. r.c your r'eJrcnse �'rirh respect to -our proposal and n „ � wor., toy nor C,le „;usual benefit of both nope t,1u L �,ve {I . ; � cs . 1 1.x;1;:{ulil C r rp'r�]ly I J I