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HomeMy WebLinkAboutItem 11a - Feasiblity Study for Provision of Fire Response Services DATE: February 5, 2019 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Michael E. Lang, Fire Chief Maria Lourdes A. Taylor, Sr. Management Analyst SUBJECT: CONDUCT A FEASIBILITY STUDY FOR THE PROVISION OF FIRE RESPONSE SERVICES TO THE CITY OF SIERRA MADRE BY THE CITY OF ARCADIA Recommendation: Approve SUMMARY The management staff of the City of Sierra Madre approached the City of Arcadia for a proposal to provide fire response services to the City of Sierra Madre. Through the course of multiple discussions between the two cities, the Sierra Madre City Council approved a “non-binding term sheet” (“term sheet”) between the City of Arcadia (“Arcadia”) and the City of Sierra Madre (“Sierra Madre”) delineating the basic terms and conditions should Arcadia formally agrees to provide fire suppression and related response to all areas within the municipal boundaries of Sierra Madre (see “Attachment”). Based on the attached term sheet, it is recommended that the City Council authorize Arcadia staff to conduct a feasibility study for the provision of fire response services to Sierra Madre by Arcadia. The study will evaluate the impact and viability of these services towards Arcadia’s operational, financial, and risk assessment requirements while maintaining and/or enhancing its current level of service to its Arcadia residents, including its “Class 1” status. Sierra Madre will appropriate $20,000 for this study to cover staff time and materials. Results of the study, with staff recommendations, will be presented to the City Council around mid-year of 2019. BACKGROUND During the past year, in order to increase fire response and suppression capabilities, Sierra Madre has been exploring the potential procurement of fire response services from Arcadia. Currently, through an Agreement approved by the Arcadia City Council, Feasibility Study to Provide Fire Response Services to the City of Sierra Madre February 5, 2019 Page 2 of 4 Battalion Chief Services are provided to Sierra Madre for incident scene management with reimbursement for such services. All other services provided to Sierra Madre from Arcadia are on a mutual-aid basis without reimbursement. Through several discussions, it is the interest of both Arcadia and Sierra Madre to conduct a study for Arcadia to provide Sierra Madre fire suppression and related response to all areas within the municipal boundaries of Sierra Madre. In addition to fire-related response services, an Engine from Arcadia would be on all incidents for Emergency Medical Services (“EMS”) calls in Sierra Madre. Sierra Madre also expects that it would be included in a unified response, which Arcadia participates in as a member of the Verdugo Dispatch system. Under a unified response system, Sierra Madre would receive automatic aid in dispatching the nearest appr opriate fire resources from all unified members in the Verdugo system including, but are not limited to, cities of Pasadena, Burbank, and Glendale. All other services such as paramedic response and ambulance services, and f ire prevention inspections would continue to be delivered by the Sierra Madre Fire Department within the municipal boundaries of Sierra Madre. Based on multiple discussions and considerations between the two cities, the attached “non-binding term sheet” was jointly drafted, and was approved by the Sierra Madre’s City Council on January 8, 2019. The basic terms and conditions of Sierra Madre’s proposal for fire suppression response services to be provided by Arcadia are outlined in the term sheet. The term sheet is “non-binding” until negotiations have been finalized by the two cities and a Fire Suppression Services Agreement has been formally approved by the Arcadia City Council and the Sierra Madre City Council. As part of the term sheet’s conditions and to aid Arcadia’s decision-making in fully considering Sierra Madre’s request for Arcadia to provide for their fire response services, Arcadia staff is seeking the City Council’s authorization to conduct a feasibi lity study on the impact of this proposal to Arcadia. The study will provide valuable information regarding the extent of the proposal’s impact to the current level of services provided by the Arcadia Fire Department to its residents while maintaining its “Class 1” status. DISCUSSION As a guideline for Arcadia to formally conduct a feasibility study, listed below are the key elements of the term sheet developed by the cities of Arcadia and Sierra Madre, and approved by the Sierra Madre City Council on January 8, 2019:  Arcadia would provide fire suppression and related response to all areas within the municipal boundaries of Sierra Madre. Feasibility Study to Provide Fire Response Services to the City of Sierra Madre February 5, 2019 Page 3 of 4  The municipal boundaries of Sierra Madre would be included in the Verdugo System’s unified response.  Sierra Madre would continue to provide EMS response and all fire prevention services to all its residents including fire and building inspections, brush inspections and clearance, Fire Marshal duties, and plan checks.  Sierra Madre’s Emergency Operations Center (“EOC”) and all its administrative and financial oversight would remain the sole responsibility of Sierra Madre.  The cost for Arcadia to provide all fire response services in Year 1 is expected not- to-exceed $800,000. Arcadia would not proceed unless it is certain that all Arcadia’s costs would be covered within this amount.  Arcadia’s fire and medical response services would either be maintained at their current levels or enhanced by this arrangement including an assurance that Arcadia’s “Class 1” status would be maintained.  Arcadia will lead the efforts for conducting the feasibility study. Sierra Madre would pay Arcadia $20,000 for the study to cover staff time and materials, which would be credited in the first year of contract if an Agreement goes forward.  Should the use of any outside consultants or experts are deemed to be necessary during the course of the study, Arcadia and Sierra Madre would split the contract costs equally. It is worth noting that Sierra Madre and Arcadia understand that nothing in the term sheet is binding and any commitments or agreements regarding Sierra Madre’s proposal are subject to a formal approval by the City Council of each respective City. The results of the feasibility study will provide direction to Arcadia and Sierra Madre’s negotiations staff regarding the next course of action on how to proceed with Sierra Madre’s fire response services proposal. Upon the City Council’s approval, it is expected that the study will be initiated with a tentative completion date around mid-year 2019, and with implementation occurring in early 2020 if both communities are interested in entering into an Agreement. ENVIRONMENTAL IMPACT The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sierra Madre has agreed to pay Arcadia $20,000 to conduct a feasibility study to cover staff time and materials, which will be credited in the first year of contract if an Agreement Feasibility Study to Provide Fire Response Services to the City of Sierra Madre February 5, 2019 Page 4 of 4 goes forward. Cost for any use of outside consultants or experts deemed to be necessary during the course of the study will be shared equally between Arcadia and Sierra Madre. The results from the proposed feasibility study will provide a more comprehensive cost analysis associated with Arcadia providing such services to Sierra Madre. RECOMMENDATION It is recommended that the City Council approve staff to conduct a Feasibility Study for the provision of fire response services to the City of Sierra Madre by the City of Arcadia. Attachment: Non-Binding Term Sheet for Contract Fire Response from Arcadia to Sierra Madre (dated January 8, 2019)