HomeMy WebLinkAbout4.12 Five-Year Review of Fire and Emergency Response Services Contract with Alameda County Fire DepartmentSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.12
DATE:June 21, 2022
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Five-Year Review of Fire and Emergency Response Services Contract with Alameda County Fire DepartmentPreparedby:John Stefanski,Assistant to the City Manager and Bonnie S.Terra,Division Chief,Alameda County Fire Department
EXECUTIVE SUMMARY:The City Council will receive a five-year evaluation report on fire and emergency responseservices provided under contract by the Alameda County Fire Department.
STAFF RECOMMENDATION:Receive the report.
FINANCIAL IMPACT:None.
DESCRIPTION:Since July 1, 1997, the City has contracted with the Alameda County Fire Department (ACFD)for fire and emergency response services. The current Fire and Emergency Response Services Agreement has a term of 20 years and will expire on June 30, 2032. Pursuant to this agreement, the City and ACFD agreed to jointly prepare an evaluation of services provided to the City every five (5) years and present the evaluation to the City Council by June 30th of every fifth year. This report will summarize and highlight certain agreement areas over the period beginning July 1, 2016,through June 30, 2021 (reporting period).
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Service Level QualityStation Location and StaffingACFD operates three fire stations within the City limits. Station 16 is located on 7494 Donohue Drive and operates one engine company with three firefighters. Station 17 is located at 6200 Madigan Road and houses one engine company and one truck company with three personnel on each apparatus. Station 18 is located at 4800 Fallon Road and operates one engine company with three personnel.ACFD utilizes a constant staffing model as a department standard; this means that the appropriate numbers of personnel are available to fill all positions at each station on a daily basis. Each engine and truck company within the City of Dublin is capable of providing paramedic level services. All ACFD apparatus have a minimum of one paramedic and two emergency medical technicians. There is a minimum of four paramedics assigned to the City of Dublin at all times.In addition to the staffing on each apparatus from Stations 16, 17 and 18, the City of Dublin receives automatic aid from San Ramon Valley Fire Protection District (SRVFPD) Engine 39, Livermore-Pleasanton Fire Department, and the full depth of resources of ACFD’s 34 companies. These resources are built into designated responses and are also utilized on an as-needed basis. Response units are utilized to ensure that the closest resources are responding in adequate numbers and that established standards of coverage are maintained within the City.Response TimesThe emergency response time standard requires that the first fire unit arrive on scene within five minutes or less 90% of the time. Response times for this reporting period were not met in Fiscal Years 2017-2018, 2018-2019 and 2019-2020 for All Emergency Calls. ACFD missed the response time standard by one to two percentage points. This was the result of many factors such as human error using the mobile data terminals, information technology connectivity issues, and inaccurate fire reporting for recording response delays. ACFD and the City of Dublin have worked together to implement systematic changes that have resulted in compliant response times. These changes include the installation of a GPS-based signal preemption system along Dublin Blvd, updated fire reporting software and relative training on program use, and technology updates to mobile data terminals.Table 1: Emergency Response TimesFiscal Year All Emergency Calls<5-minute response All Calls<5-minute response2016-2017 90%88%2017-2018 88%87%2018-2019 89%87%2019-2020 88%86%2020-2021 92%87%Bold indicates time standard met
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In the 2011-2016 reporting period, ACFD met the response time standard every year in each category.ACFD met or exceeded the response time standard of two engines and one truck on scene for first alarm assignments within 10 minutes of dispatch 90% of the time for each year of the reporting period. These response times represent calls where each apparatus arrived on scene and the incident was confirmed at the specified location. Table 2: First Alarm Response TimesFiscal Year First Alarms<10-minutes First Alarms>10-minutes Percentage2016-2017 39 39 100%2017-2018 35 38 92%2018-2019 39 43 91%2019-2020 32 34 94%2020-2021 42 45 93%Bold indicates time standard metAdequacy of Services ProvidedA.Fire Protection/Response ServicesEMERGENCY MEDICAL RESPONSEACFD provides a minimum of one paramedic on all fire apparatus in the City of Dublin at all times. To date, the response times to Emergency Medical Service (EMS) calls within the City have exceeded the County EMS contractual requirement of 10 minutes or less 90% of the time. In addition, ACFD provides medical oversight and a comprehensive quality improvement program as required in the City’s First Responder Advance Life Support (FRALS) Agreement. ACFD has complied with all applicable county and state data and certification/licensure requirements.HAZARDOUS MATERIALS RESPONSEACFD maintains a fully functioning hazardous materials team. The team is equipped and trained to handle a variety of hazardous materials incidents including radiological and biological incidents. The team is classified Type I as defined by the California Office of Emergency Services. It responds and functions from specifically equipped hazardous materials response units. ACFD is part of the Alameda County Mutual Aid Plan, which ensures the appropriate response to incidents that would otherwise overwhelm the fire resources in Dublin/ACFD.B.Fire Prevention ServicesFIRE PREVENTION SERVICESStandard staffing for the City of Dublin Fire Prevention Bureau consists of one Deputy Fire Marshal, one Fire Code Compliance Officer, and one Office Assistant II
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(City of Dublin position). When an on-site Deputy Fire Marshal (DFM) is not assigned, a Fire Plan Checker and the Division Chief of Fire Prevention assume the duties. The DFM provides coordination of daily activities for Fire Prevention personnel assigned to the City. The Division Chief of Fire Prevention is also available to attend planning and development meetings as needed and provide oversight for the ACFD Fire Prevention activities.Fire Investigation – ACFD provides fire investigation services to determine origin and cause of fires. Fire Investigators are called by operational personnel when the need arises.Occupancy Inspections – Fire Prevention personnel perform all required inspections relating to construction, fire operational permits and the self-inspection program. Fire companies perform the required mandated inspections for public schools and multi-family housing.Table 3: Fire Prevention Bureau Plan Checks & InspectionsFiscal Year Plan Checks Inspections2016-2017 1,633 4,3042017-2018 1,654 4,1412018-2019 1,195 4,0342019-2020 797 4,2842020-2021 490 2,964Plan Submittal Review – The City’s Community Development Department reported that plans for new construction and tenant improvements have been submitted and reviewed within the established City standards. In addition, the Fire Prevention Bureau has reviewed planning department referrals for plan development, tract map, parcel map and conceptual designs.Development Inspection – Development Inspections are performed at a number of stages during the development process. Fire Prevention personnel inspect the water supply, fire sprinklers, hydrants, and alarm systems prior to issuing a temporary or final certificate of occupancy by the Building Department. Table 4: Fire Prevention RevenueFiscal Year Construction Revenue Permit Revenue2016-2017 $515,073 $111,6412017-2018 $603,819 $105,2512018-2019 $712,418 $108,1252019-2020 $287,186 $61,5632020-2021 $371,654 $42,472
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Fireworks Administration – Fire Prevention personnel administer the permitting of annual fireworks booths throughout the City. Individual booths are inspected prior to opening and throughout the sales period as needed. Each site is inspected following the 4th of July to assure proper cleanup of all related materials has taken place so a refund of deposits can be approved.Table 5: Firework BoothsFiscal Year # of Booths2016-2017 142017-2018 132018-2019 132019-2020 132020-2021 15Weed Abatement – Abatement notices are sent out annually in March to notify individuals of the need for vegetation abatement on their property. Owners who do not notify the Fire Prevention Bureau of compliance within the established time frame will have their property inspected to determine compliance. Individuals not in compliance are sent a notice of violation advising them that a contractor may abate the property and that they are responsible for the associated costs.Fire Prevention Fees and Miscellaneous – The Fire Prevention Bureau performs business license application inspections for all new businesses. Inspections occur any time a new business locates within the City or changes operations that requires a new license. The inspections result in the business being added to the permitted occupancies list or put into the self-inspection program. The self-inspection program is organized through the business license application process and requires an on-site fire inspection every three years.C.Community EducationThe ACFD Public Education Assistant coordinates community relations and public education requests and services. The individual works out of the Fire Administration Office. There are a variety of educational and training programs provided to the City of Dublin. The following is a brief list of the programs offered:
Station Tours and Apparatus Visits
Personnel Emergency Preparedness (PEP) Presentations
LISTOS Emergency Preparedness Training
Community Emergency Response Team (CERT) Training
Community CPR (Hands-Only CPR)
Career Day Speakers
Public Information Notifications via Social Media & AC Alert
Dublin High School’s Every 15 Minutes
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Updating of City of Dublin website (ACFD pages)
Community Festival/Fair ParticipationCost of ServicesThe ACFD annual budget submission to the City has followed the internal timelines and deadlines established by the City. ACFD Staff and City Staff have worked cooperatively during each year’s budget development process to ensure that all questions and issues are resolved to the satisfaction of the City. Table 6 below summarizes the ACFD contract and budget variance over the reportingperiod.Table 6: Reporting Period Budget Verses ActualsFY 2016-17 FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21Budget$12,383,832 $12,799,979 $13,395,733 $13,976,466 $14,435,233Actual$12,207,023 $12,488,101 $13,055,955 $13,551,338 $14,088,364Variance($176,809)($311,878)($339,778)($425,128)($346,869)Variance %-1.4%-2.4%-2.5%-3.0%-2.4%Comparative Cost AnalysisThe ACFD realizes the importance to the City of Dublin of ensuring services are being delivered in the most cost effective and efficient manner possible. To demonstrate the value of the contract for service between the City of Dublin and the ACFD, a comparison to another agency for cost per FTE and cost per company is provided in Table 7 below using FY 2021-2022 adopted fire services operating budgets. Both comparisons demonstrate the benefits of contracting for service with ACFD.Table 7: Comparative Cost AnalysisOperating Budget Number of FTE Cost per FTE Number of Companies Cost per CompanyCity of Dublin $14,857,801 45 $330,173 4 $3,714,450City of Fremont $58,838,000 162 $363,198 13 $4,526,000This assessment does not consider the enhanced services provided by ACFD that Fremont doesn’t offer like an urban search and rescue company, bulldozer, water rescue, and immediate access to any other ACFD resources.The overall cost and resource benefit of the contract clearly demonstrates an advantage to the City of Dublin in contracting with ACFD. ACFD provides a unified response to emergency, centralized management of resources, reduction of duplication, “economies of scale” which improve cost containment, the ability to provide specialized services and retention of local control through a well-structured contract.Reports, Records, and OversightCounty Audit
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ACFD is audited on an annual basis by an independent financial auditor. Additionally, the Alameda County Auditor-Controller’s Office conducts periodic audits of ACFD’s specific operational and/orfiscal areas (i.e., fixed assets audit, payroll audit, etc.). City Staff has reviewed the most recent ACFD financial audit as part of the contract review.Fire Department ComplaintsAll complaints received by the ACFD are forwarded to a Deputy Fire Chief. Each complaint is followed up on and documented by the Deputy Chief handling the complaint. During the term of this review, no formal complaints concerning the City of Dublin were received. It is ACFD policy that the City Manager would be fully informed about any complaints and subsequent remedies.ACFD Fire Advisory CommissionThe ACFD Fire Advisory Commission meets on a quarterly basis on the third Thursday of February, May, August, and November. The City of Dublin holds a seat on the Commission. The Dublin City Council appoints the representative to the Commission.Inventory and FacilitiesIn 1997, and after the dissolution of Dougherty Regional Fire Authority (DRFA,) the City created a comprehensive inventory listing of those fixed assets owned by the City of Dublin. Over the past 25-year period, the City has tracked the Fire Services inventory through the City’s Equipment Internal Service Schedule, the Fire Station Building Replacement Schedule and the City’s Fixed Asset System. ACFD has provided the City with complete inventories of each new apparatus purchased by the City.Buildings and Real PropertyFire Stations 16, 17 and 18 are owned and maintained by the City of Dublin and the City budgets annually for facility maintenance and capital projects. Day-to-day maintenance is handled by the City’s contract with the MCE Corporation through the Public Works Department.Apparatus and EquipmentApparatus and equipment within the City are owned by the City of Dublin. Maintenance of fire apparatus is provided by ACFD mechanics and billed to the City of Dublin.Payment of servicesThe existing contract language specifies that ACFD will provide the City an expenditure breakdown and invoice for current services on a quarterly basis.Evidence of InsuranceStaff has reviewed the evidence of insurance and self-insurance certificate that reflects the County of Alameda’s self-insured liability and workers’ compensation policy limits.DispatchThe Alameda County Regional Emergency Communications Center (ACRECC), a nationally accredited and distinguished Center of Excellence, is managed by the ACFD and has served as the Alameda County regional fire and emergency services (EMS) dispatch center since 2002. In addition to the City of Dublin, the County EMS Agency, the Cities of Alameda, Livermore,
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Pleasanton, Fremont, and Camp Parks are also participants in ACRECC. Alameda County’s private ambulance provider, Falck Northern California, LLC, is also dispatched out of ACRECC. Dispatching fire, EMS, and ambulance calls from the same center provides for better coordination and quicker response times to emergency incidents.The Table 8 below summarizes the cost per call for each year of the reporting period.Table 8: Cost per Call for ServiceFiscal Year Cost Per Call2016-2017 $38.742017-2018 $39.832018-2019 $42.072019-2020 $42.932020-2021 $44.22ACFD will continuously work on integrating other fire departments into ACRECC to ensure providing the City with high quality, cost-effective fire dispatch services, state of the art emergency medical dispatch and excellent customer service.The regional dispatch center provides the City of Dublin with high quality cost-effective fire dispatch services, state of the art emergency medical dispatch and excellent customer service.
STRATEGIC PLAN INITIATIVE:None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The City Council Agenda was posted.
ATTACHMENTS:None.
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