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Home My WebLink AboutC32750 - Amendment Full Time Emergency Services CoordinatorCITY OF PALM DESERT OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: APPROVAL OF AN AMENDED SCHEDULE A EXHIBIT, FOR THE FIRE COOPERATIVE AGREEMENT, TO CONTRACT FOR A FULL-TIME EMERGENCY SERVICES COORDINATOR. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: February 11, 2016 CONTENTS: Amended Schedule A Exhibit Recommendation By Minute Motion, Approve the attached amended Schedule A Exhibit, for the Fire Cooperative Agreement, to contract for a Full -Time Emergency Services Coordinator, in an amount not to exceed $58,037. 2. Approve the purchase of a vehicle and necessary equipment for the Emergency Services Coordinator, estimated at $35,000. Commission Action The Palm Desert Public Safety Commission will review this matter at their February 10, 2016, meeting. Staff will provide a verbal update on the Commission's action. Strategic Plan Obiective This matter is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Prioritv 3: Help the communitv become more prepared for disasters and public safetv emergencies. The priority's strategy is to expand the city's current disaster preparedness efforts through increased education and public outreach. A full-time contracted Emergency Services Coordinator will assist in meeting this priority through numerous public outreach efforts and hosting of Community Emergency Response Team classes. Background In 2015, the Cove Communities (Palm Desert, Rancho Mirage, and Indian Wells) explored the option of contracting with the Riverside County Emergency Management Department (EMD), to provide an enhanced Emergency Services Program to all three cities. However, the City of Rancho Mirage did not wish to proceed with this partnership. The Cities of Palm Desert and Indian Wells entered in to an agreement in October Emergency Services Coordinator MOU February 11, 2016 Page 2 of 4 2015, to proceed with contracting for a shared full-time Emergency Services Coordinator. This position will work in many areas including, but not limited to, emergency planning, staff training, community outreach, coordinating exercises, grant management, emergency response, and post -event recovery. Emergency response was previously coordinated within the Riverside County Fire Department; however, a new County Emergency Management Department was created last year to coordinate such functions. The EMD is currently transitioning out of the Fire Department; therefore, for FY 15/16 this position is budgeted within the Schedule A Exhibit of the Fire Cooperative Agreement. In subsequent years, staff will return with a formal agreement with EMD to contract for this position. Needs Assessment The National Incident Management System (NIMS) guides local governments to prevent, protect against, respond to, recover from, and mitigate the effects of emergency incidents, regardless of cause, size, location, or complexity. The State of California adopted NIMS on February 8, 2005, by Executive Order S-2-05. One of the key components of NIMS compliance and qualifier for Federal Preparedness Grant Funding is on -going training and credentialing. If County and Local Jurisdictions are not in compliance, thev may become ineliqible to apply for Federal Homeland Securitv qrant fundinq. In addition to NIMS, California jurisdictions operate under the Standardized Emergency Management System (SEMS). SEMS is required for managing multiagency and multijurisdictional responses to emergencies. Local government entities must use SEMS in order to be eligible for anv reimbursement of response -related costs under the state's disaster assistance programs. The City has not held any formal NIMS or SEMS training in many years and with recent staff turnover, many city employees are not current on their emergency response training. The contracted Emergency Services Coordinator would provide training and drills for all staff in NIMS and SEMS, to bring the City into compliance. County OES also met with staff from the three Cove Cities and prepared an assessment which summarizes these additional needs: Grant administration for the State Homelands Security Grant that can fund CERT classes and the Emergency Management Program Grant that can offset the Emergency Services Program's costs. • Conducting outreach to the local vulnerable populations within the Cove Communities including schools, colleges, and assisted living facilities. Identifying and coordinating mass care and shelter locations, including maintaining an updated Mass Care Plan. Emergency Services Coordinator MOU February 11, 2016 Page 3 of 4 • Ensuring continuity of government and updating the emergency operations plan, EOC checklists, Local Hazard Mitigation Plan, and other related documentations. • Responding to emergency events and coordinating resource and mutual aid requests with the County Operation Area. • Overseeing each city's disaster volunteer program efforts, including having an organized Community Emergency Response Team program in each city that does not only include holding courses, but also incorporates on -going coordination, communication, and training. The County has identified Eric Cadden, Emergency Services Coordinator, to serve in this position. Mr. Cadden is very familiar with the City of Palm Desert. He currently serves as an instructor in all Palm Desert sponsored Community Emergency Response Team (CERT) classes, conducts numerous public presentations on the City's behalf, and serves as County liaison during local emergency events, included the recent July 2015 windstorm. His extensive knowledge of not only emergency management, but our community, is a true asset. Fiscal Impact The operating cost to Palm Desert and Indian Wells is based upon the following estimate: Salary Rate $116,074 Vehicle & Supplies -Initial Costs $70,000 TOTAL $186,074 The estimated prorated salary for the remaining fiscal year is $48,000 and initial vehicle/equipment costs remain at $70,000. Palm Desert's share of these costs is $59,000, which includes any necessary overtime for incident response and public presentation. The City of Indian Wells has agreed to purchase the vehicle/equipment and bill the City for its portion. Please note that the new Emergency Services Coordinator is required to drive this vehicle home for response purposes. Due to liability and tax reasons, staff recommends that the vehicle be donated to the County, with an understanding that if the position is no longer funded, it be returned to the cities. A separate agreement detailing this arrangement will be brought back to the City Council for its review at a later date. Emergency Services Coordinator MOU February 11, 2016 Page 4 of 4 There is currently $50,000 budgeted for this position in FY 15/16. Savings are also realized for the remaining costs by sharing a Fire Safety Specialist (FSS) with the City of Indian Wells this fiscal year. The Fire Marshall estimates that the FSS position will be shared equally, potentially saving the City $70,379 in salary costs. Staff's recommendation will not require any additional appropriation at this time. Submitted By: �n r K p r Stephen Y. Avian, Risk M nager Reviewed By: 4 Paul S. Gibson, Director of Finance/City Treasurer 7val: / - C— J J M. Wohlmuth, City Manager 'z i EXHIBIT "A-i" TO THE COOPERATIVE AGREEMENT TO PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE AND MEDICAL EMERGENCY SERVICES FOR THE CITY OF PALM DESERT ESTIMATE DATED JULY 13, 2015 FOR FY 2015/2016 Add I Finergen(N ion ice Coor(iinator - Share Cost with Indian k�(dls (Per letter dated CAPTAIN'S ENGINEER FF II CAPTAIN'S MEDICS ENGINEER'S MEDICS FF II'S MEDICS TOTALS STA #33 Medic Engine 335,205 20 Medic Unit STA X67 Engine 195,993 1 o 167,602 10 Medic Unit 0 00 STA #71 Engine 195,993 1 o 167,602 10 Medic Unit 0 00 STA X55 Medic Unit Fixed Relief 0 00 0 Do 167,602 10 Vac. Relief - Engine 0 00 0 Do 167,602 10 Vac. Relief - Truck 0 00 0 Do 0 00 SUBTOTALS 391,985 0 1,005.614 SUBTOTALSTAFF 2 0 6 DEPUTY FIRE MARSHAL (52% Shared) FIRE SAFETY SPECIALIST (PCN 00006967) FIRE SYSTEMS INSPECTOR (PCNs 6971, 6972) EMERGENCY SERVICE COORDINATOR (50% SHARED WITH INDIAN WELLS) OFFICE ASSISTANT III (PCN 114440) SUBTOTAL ESTIMATED SUPPORT SERVICES Administrative/Operational Volunteer Program Medic Program Battalion Chief Support Fleet Support ECC Support Comm/IT Support Hazmat Support SUPPORT SERVICES SUBTOTAL ESTIMATED DIRECT CHARGES FIRE ENGINE USE AGREEMENT TOTAL STAFF COUNT TOTAL ESTIMATED CITY BUDGET PALM DESERT ESTIMATED FIRE TAX CREDIT NET ESTIMATED CITY BUDGET 148,843 1 o 188.117 t o 595,371 40 188,117 10 446,528 30 188,117 to 0 0o 0 0o 0 00 564,352 3 162,547 each 140,759 each 122,031 each 116,074 each 71,843 each 148.843 1 o 0 00 0 00 1,339, 585 9 488,881 30 972,929 814.802 50 1,002,919 958,966 651,841 40 839,959 162,960 1 o 973.084 814,802 50 1,002.919 814,802 50 814,802 162,960 1 o 479,406 162,960 1 o 330,563 0 00 0 4,074,008 7.375,546 25 45 84,525 052 140,759 10 244,062 20 y_ 58,037 o 5 7� 71 843 1 o $599, 24 4952 60 60 60 50 60 60 50 30 20 00 19,444 per assigned Staff" 1,106.364 5690 7,157 Per Entity Allocation 7,157 1 o Medic FTE/Defib Basis 179,216 280 70,247 .27 FTE per Station 210,741 30 51,374 per Fire Suppression Equip 205.496 40 Calls/Station Basis 283,411 Calls/Station Basis 481,676 51,020 2,525,080 138,343 25,331 each engine 75,994 3 4952 $10,714,187 (5,164,317) 5,549,870 STRUCTURAL FIRE TAXES 2,992,831 ESTIMATED REDEVELOPMENT PASS THRU 3,124,164 total contract transfer (952,678) TOTAL ESTIMATED TAX FUNDING 5,164,317 'The City of Palm Desert will be responsible for the Medic Unit at Indian Wells Station 55 and all maintenance and personnel costs associated there with "City of Palm Desert Truck 33 is on separate Exhibit "A-1" per Chiefs request 101409. --(PCA 37102) SUPPORT SERVICES Administrative & Operational Services 56 oo Assigned Staff Finance Procurement o 90 Battalion Chief Support Training Emergency Services 5690 Total Assigned Staff Data Processing Fire Fighting Equip. Accounting Office Supplies/Equip. 3 Fire Stations Personnel 809 Number of Calls 26 Assigned Medic FTE 6 Monitors/Defibs 3 Hazmat Stations 32 Number of Hazmat Calls CITY OF PALM DESERT ExmGt A, Page / of 2 Volunteer Program - Support staff, Workers Comp, and Personal Liability Insurance Medic Program - Support staff, Training, Certification, Case Review & Reporting, Monitor/ Defibrillator replacement cycle. Battalion Chief Support - Pooled BC coverage for Cities/Agencies that do not include BC staffing as part of their contracted services. Fleet Support - Support staff, automotive costs, vehicle/engine maintenance, fuel costs Emergency Command Center Support - Dispatch services costs Communications / IT Support - Support staff, Communications, radio maintenance, computer support functions Hazmat Program - Support staff, operating costs, and vehicle replacement FY 15/16 POSITION SALARIES TOP STEP 294,998 DEPUTY CHIEF 25,331 FIRE ENGINE 291,046 DIV CHIEF 19,444 SRVDEL 234.156 BAT CHIEF 7,157 VOL DEL 195,993 CAPT 6,005 MEDIC FTE 218,089 CAPT MEDIC 1,846 MEDIC MONITORS/DEFIBS REPLACEMENT 167,602 ENG 70,247 BATT DEL 188,117 ENG/MEDIC 15,538 ECC STATION 148,843 FF It 28.16 ECC CALLS 162,960 FF IUMEDIC 51.374 FLEET SUPPORT 146,829 FIRE SAFETY SUPERVISOR 26,407 COMM/IT STATION 140,759 FIRE SAFETY SPECIALIST 47.86 COMM/IT CALLS 122,031 FIRE SYSTEMS INSPECTOR 2,247 FACILITY STATION 71,843 OFFICE ASSISTANT III 604.46 FACILITY FTE 72,531 SECRETARY I 3.487 HAZMAT STATION 116,074 COUNTY EMERGENCY SERVICES COORDINATOR 1,209 79 HAZMAT CALLS 202,091 FIRE MARSHAL 1,845 HAZMAT VEHICLE REPLACEMENT 162,547 DEPUTY FIRE MARSHAL FY 15/16 DIRECT BILL ACCOUNT CODES 520230 Cellular Phone 520300 Pager Service 520320 Telephone Service 520800 Household Expense 520805 Appliances Cleaning and 520815 Custodial Supp 520830 Laundry Services 520840 Household Furnishings 520845 Trash 521380 Maint-Copier Machines 521440 Maint-Kitchen Equipment Mamt-Office 521540 Equipment 521600 Maint-Service Contracts 521660 Maint-Telephone 521680 Maint-Underground Tanks 522310 Mamt-Building and Improvement 522360 Maim -Extermination 522860 Medical -Dental Supplies 522870 Other Medical Care Materials 522890 Pharmaceuticals 523220 Licenses And Permits 523680 Office Equip Non Fixed Assets 526700 Rent -Lease Bldgs 526940 Locks/Keys 527280 Awards/Recognihon 529500 Electricity 529510 Healing Fuel 529550 Water 537240 Interfnd Exp-Utilities 542060 Improvements -Bin Idmg CITY OF PALM DESERT ExNbit A-, Pape 2 of