COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Office of Public Safety Communications

DATE:

January 8, 2010

BOARD MEETING DATE:

January 26, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Jaime D. Young, Public Safety Communications Director

SUBJECT:

Agreement With the San Mateo County Pre-Hospital Care Medical Group for 911 Communications Services

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board of Supervisors to execute an agreement between the County of San Mateo and the San Mateo County Pre-Hospital Care Medical Group JPA for the provision of 911 Communications Services for a term of three years and five months through June 30, 2013, with a six year extension, for a total payment not to exceed $1,624,516 for the remainder of FY2009/10 and including FY2010/11.

BACKGROUND:

PSC has provided all fire suppression, medical, hazardous materials and rescue fire communications to the San Mateo County Pre-Hospital Emergency Medical Care Group Joint Powers Authority (JPA), under a ten year contract that expired July 1, 2009. Contract negotiations continued through the expiration, prompting two amendments to the original agreement in order to extend the term until a long term contract could be reached. The Board approved the First Amendment on June 23, 2009 and then the 2^nd Amendment on December 1, 2009 which expires on January 31, 2010. Negotiations between the County and the JPA concluded prior to the end of the amended contract expiration allowing the JPA Management Committee to present the recommended agreement to the JPA Board of Directors on January 20, 2010 where it is expected to be approved.

DISCUSSION:

This contract term is for three years and five months term with an additional six- year extension expiring June 2019. In June 2013, the contract will be re-opened to insert an appendix with mutually agreed-upon changes and additions to the terms and conditions of the contract, most notably, the payment schedule for the six year extension, conflict resolution processes and performance standards, measures and reports rendered from the County to the JPA. During this fiscal year, the JPA will not receive an increase for services rendered. Effective FY2010/11, costs for services will increase 2% (equivalent to the increase in the amount of $28,902) for annual fees received of $1,473,986.

Effective FY2011/12, fees will increase by the Bay Area CPI percentage established in December 2010.

Highlights of this contract include:

• Development of a Finance Committee to identify a formula for cost increases after Year 2013.

• Collaboration with the Fire Chiefs Communications and Technology Committee to establish Performance and Training Standards, Measures and Compliance Reporting.

• Implementation of quality standards and programs as prescribed by the National Academy of Emergency Dispatch.

• Implementation of “on demand” access to Computer Aided Dispatch records

• Development of a County plan to comply with the National Fire Protection Agency (NFPA) standards for Communication Center standards of installation, performance, operation and maintenance.

• Implementation of the statewide mutual aid equipment tracking system funded by a combination of Homeland Security Grant and JPA monies.

County Counsel has reviewed and approved the recommended Agreement and Resolution as to legal form.

Approval of this Agreement contributes to the Shared Vision 2025 outcome of Healthy Community by collaboration between the County and the San Mateo County Fire Service resulting in an agreement that will provide the citizens of the County with high performance emergency dispatching of fire equipment responding to emergency and urgent calls for service.

Performance Measure(s):

Measure

FY 2008-09
Actual

FY 2009-10
Projected

Percent of high priority calls dispatched within established time frames:

• Fire

• Medical

94%

94%

94%

94%

FISCAL IMPACT:

This agreement will result in the County receiving payments in the amount of $30,106 per month for the remainder of FY2009/10. Effective FY2010/11, the County will receive a 2% increase in payments, totaling an annual amount received for services of $1,473,986. An increase in payment for services for FY2011/12 will be determined by the December 2010 Bay Area CPI.

The projected cost of services is estimated at $3,152,341. Fees received from this contract are $1,473,986. The Net County Cost of $1,566,882 includes unanticipated divergences between yearly increase formulas and actual (labor) costs accumulated from the previous ten year contract, the County's portion and assumed partnership in providing said services, and legacy agreements. There is no anticipated increase of Net County Cost during the term of this agreement. To narrow the Net County Cost in future years of this agreement and others, PSC will work with a Consultant on fee structures and formulas and will be represented on the proposed Finance Committee under this agreement.