HomeMy WebLinkAboutReso 58-2019 (19-121)City of South San Francisco P.O. Box 711 (City Hall,
400 Grand Avenue)
South San Francisco, CA
City Council
Resolution: RES 58-2019
File Number: 19-121 Enactment Number: RES 58-2019
A RESOLUTION APPROVING AND AUTHORIZING THE
EXECUTION OF AN AGREEMENT FOR COMMUNICATIONS
SERVICES WITH THE COUNTY OF SAN MATEO FOR
COMMUNICATIONS SERVICES PROVIDED TO THE SOUTH SAN
FRANCISCO FIRE DEPARTMENT FOR FISCAL YEARS 2020, 2021
AND 2022.
WHEREAS, the County of San Mateo ("County") provides communications services for fire, rescue and
emergency medical services providers; and
WHEREAS, the City of South San Francisco ("City") has been contracting with the County to provide
dispatch services for the South San Francisco Fire Department ("SSFFD"); and
WHEREAS, contracting for such services allows for reliable, high quality emergency service and
seamless response integration for emergency responses throughout the City of South San Francisco and
all of San Mateo County; and
WHEREAS, the current term of the dispatch services agreement between the City and the County is set
to expire on June 30, 2019, and the parties desire to enter into a new Agreement for Communications
Services to continue the provision of services; and
WHEREAS, the proposed Agreement would allow the County to continue to provide the same type of
fire, paramedic, and fire first -response communications dispatch services to SSFFD; and
WHEREAS, funding has been included in the FY 2019/20 proposed- and FY 2020/21 projected -
Biennial Budget for ongoing communications services, and SSFFD will request annual Fiscal Year
budget appropriations to pay for the contracted services provided by the County; and
WHEREAS, staff recommends that the City enter into the proposed Agreement with the County to
utilize efficient and cost effective dispatch services for SSFFD.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of South San Francisco that it
hereby approves the Agreement for Communications Services with the County of San Mateo for
communications services provided to the South San Francisco Fire Department, attached hereto as
Exhibit A, and authorizes the Mayor to execute the Agreement on behalf of the City.
City of South San Francisco Page 1
File Number. 19-121
Enactment Number. RES 58-2019
At a meeting of the City Council on 5/8/2019, a motion was made by Mark Nagales, seconded by Buenaflor
Nicolas, that this Resolution be approved. The motion passed.
Yes: 5 Mayor Matsumoto, Vice Mayor Garbarino, Councilmember Addiego,
Councilmember Nagales, and Councilmember Nicolas
Attest by
deog-
iosa Govea Acosta
City of South San Francisco Page 2
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AGREEMENT BETWEEN COUNTY OF SAN MATEO AND
CITY OF SOUTH SAN FRANCISCO
FOR COMMUNICATIONS SERVICES
This Agreement is entered into on ________________________, 2019, by and between the
COUNTY OF SAN MATEO, a political subdivision of the State of California hereinafter referred
to as "County" and CITY OF SOUTH SAN FRANCISCO, a municipal corporation, hereinafter
called "City."
W I T N E S S E T H
WHEREAS, pursuant to Section 51350 of the California Government Code, City and
County may contract for performance of City function by the appropriate officers and employee
of the County; and
WHEREAS, it is beneficial for County to provide fire and emergency medical dispatch
communications services to the geographical areas served by the City; and
WHEREAS, County is willing to provide such services and will contract with City to
provide such services, City will designate the geographical area of the City to which services will
be provided and ensure payment to County for such services; and
WHEREAS, City has requested County to provide communications services to City on a
24 hour a day, seven day a week basis; and
WHEREAS, County is willing to provide such services, provided that City compensates
County for providing such services as specified herein; and
WHEREAS, it is necessary and desirable that the parties enter into the Agreement as
set forth below;
NOW, THEREFORE, IT IS HEREBY AGREED between the County and City as follows:
1. County Obligations
(a) County will provide fire, paramedic, and fire first-response communications
dispatch services to the City as set forth in Exhibit A, attached hereto and
incorporated herein by reference.
(b) County will work cooperatively with City to determine the feasibility of dispatching
City ambulances on the fire channels as requested by City.
2. City Obligations
(a) In further consideration for the services provided by County, the City shall
provide personnel, facilities, and equipment as set forth in Exhibit B, attached
hereto and incorporated herein by reference.
(b) The City shall give written consent prior to County implementing any proposed
processes for change that would require in-depth County operational or technical
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changes.
(c) Additional equipment desired by the City to enhance the base dispatch system,
that is solely for the use of the City operation (Automatic Vehicle Locators,
Records Management System, etc. ), shall be purchased, installed, maintained,
and owned by the City, unless mutually agreed upon prior to purchase.
Furthermore, mutual agreement between the County and City must be in place in
order to install, test, train, implement, and operate such equipment in relation to
Communications Center operations. Additionally, mutual agreements must be
reached if a CAD interface is required for such implementation.
3. Contract Term.
The term of this Agreement shall be July 1, 2019 through June 30, 2022 for a term of
three years (“Contract Term”). This Agreement is subject to the termination by either
party, as stated below, with 180 days written notice.
4. Payment
(a) City will pay County in accordance with the following fee schedule:
July 1, 2019 –
June 30, 2020
July 1, 2020 –
June 30, 2021
July 1, 2021 –
June 30, 2022
Base Fee $177,034 $192,967 $210,334
Operational
Expenses (2%) N/A $ 3,859 N/A
Total $177,034 $196,826 $210,334
(b) City will reimburse County for all costs associated with pager rental, replacement
and damage fees, as necessary, in connection with the services provided under
this Agreement throughout the term. Should the County discontinue pager
services, this responsibility, other than the return of pagers, will also discontinue.
(c) The amount payable to County may be changed if there is a substantial change
in job responsibilities of the dispatch staff or an increase in the amount of staff
needed to effectively render services, which shall be determined solely by
County
(d) Should City decide to terminate this Agreement and become full fiscal partner
with the Pre-Hospital Emergency Medical Care Group (JPA), the City would be
responsible for those fees in the anticipated new Agreement between the County
and the JPA. .
5. Schedule.
City shall make payment for services provided under this Agreement and
reimbursements for pager rental in pro rata quarterly installments due on or before the
first day of June, September, December, March of each year of the term.
6. Notice. All notices, demands, requests, consents, approvals, waivers, or
communications ("notices") that either party desires or is required to give to the other
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party or any other person shall be in writing and either personally served or sent by
prepaid postage, first class mail. Notices shall be addressed as appears below for each
party except if either party gives notice of a change of name or address, notices to the
giver of that notice shall thereafter be given as demanded in that notice.
COUNTY: Dan Belville, Director, Public Safety Communications
Hall of Justice and Records
400 County Center
Redwood City, CA 94063-1662
CITY: City Manager
400 Grand Avenue
South San Francisco, CA 94080
7. Relationship of Parties.
Both parties agree and understand that the work/services performed by County under this
Agreement are performed as an independent contractor, and that neither party’s employees
acquire any of the rights, privileges, powers, or advantages of the other party’s employees.
No pension rights of City or County employees will be affected by this Agreement.
8. Hold Harmless.
A. City shall defend, save harmless and indemnify County, its officers and employees
from any and all claims which arise out of the terms and conditions of this Agreement
and which result from the negligent acts or omissions of City, its officers and/or
employees.
B. County shall defend, save harmless, and indemnify City, its officers and employees
from any and all claims for injuries or damage to persons and/or property which arise
out of the terms and conditions of this Agreement and which result from the negligent
acts or omissions of County, its officers and/or employees.
C. In the event of concurrent negligence of County, its officers and/or employees, and
City, its officers and/or employees, then the liability for any and all claims for injuries or
damage to persons and/or property which arise out of terms and conditions of this
Agreement shall be apportioned according to the California theory of comparative
negligence.
D. This section shall include, without limitation, any actions, claims, suits, demands, and
liability of every name, kind, and description brought for, or on account of injuries to or
death of any person, including City or County, or damage to property of any kind
whatsoever and to whomsoever belonging.
E. The duty to indemnify and hold harmless as set forth herein shall include the duty to
defend as set forth in Civil Code Section 2778.
9. Assignability and Subcontracting
Neither party may assign the benefits nor delegate the duties set forth in this Agreement.
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10. Insurance.
Both parties shall maintain sufficient insurance, self-insurance or a combination thereof to
comply with the following requirements, and, if requested, each party shall furnish the other
party with certificates of insurance evidencing the required coverage. Thirty (30) days' notice
must be given, in writing, to the County Manager’s Office of any pending change in the limits
of liability or of any cancellation or modification of the policy.
A. Worker's Compensation and Employer's Liability Insurance. Both parties shall
have in effect during the entire life of this Agreement Worker’s Compensation and
Employer's Liability Insurance, or an acceptable program of self-insurance providing
full statutory coverage. In signing this Agreement, parties certify, as required by
Section 1861 of the California Labor Code, that they are aware of the provisions of
Section 3700 of the California Labor Code which requires every employer to be
insured against liability for Worker's Compensation or to undertake self-insurance in
accordance with the provisions of the Code, and parties will comply with such
provisions before commencing the performance of the work of this Agreement.
B. Liability Insurance. City and County shall take out and maintain during the life of this
Agreement such Bodily Injury Liability and Property Damage Liability Insurance as
shall protect them while performing work covered by this Agreement from any and all
claims for damages for bodily injury, including accidental death, as well as any and all
claims for property damage which may arise from City’s and County’s operations
under this Agreement, whether such operations be by himself/herself or by any sub-
contractor or by anyone directly or indirectly employed by either of them. Such
insurance shall be combined single limit bodily injury and property damage for each
occurrence and shall be not less than:
1. Comprehensive General Liability . . . . . . . . . . . . . . . $2,000,000
2. Motor Vehicle Liability Insurance . . . . . . . . . . . . . . . $2,000,000
11. Non-Discrimination.
No person shall, on the grounds of race, color, religion, ancestry, gender, age (over 40), national
origin, medical condition (cancer), physical or mental disability, sexual orientation, pregnancy,
childbirth or related medical condition, marital status, or political affiliation be denied any benefits
or subject to discrimination under this Agreement.
City and County shall ensure equal employment opportunity based on objective standards of
recruitment, classification, selection, promotion, compensation, performance evaluation, and
management relations for all employees under this Agreement. City’s and County’s equal
employment policies shall be made available to either party upon request.
12. Retention of Records.
Each party agrees to provide to the other party, to any federal or state department having
monitoring or reviewing authority, to County’s or City’s authorized representatives and/or their
appropriate audit agencies upon reasonable notice, access to and the right to examine and audit
records and documents necessary to determine compliance with relevant federal, state, and local
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statutes, rules, and regulations, and this Agreement, and to evaluate the quality, appropriateness
and timeliness of services performed.
City and County shall maintain and preserve all financial records relating to this Agreement for a
period of four (4) years from the termination date of this Agreement, or until audit findings are
resolved, whichever is greater.
13. Merger Clause.
This Agreement, including the Exhibits attached hereto constitutes the sole Agreement of the
parties hereto and correctly states the rights, duties, and obligations of each party as of this
document's date. Any prior agreement, promises, negotiations, or representations between the
parties not expressly stated in this document are not binding. All subsequent modifications shall
be in writing and signed by the parties.
14. Controlling Law.
The validity of this Agreement and of its terms or provisions, as well as the rights and duties of the
parties hereunder, the interpretation, and performance of this Agreement shall be governed by
the laws of the State of California.
IN WITNESS WHEREOF, the parties hereto by their duly authorized representatives have
affixed their hands on the day and year in this Agreement first above written.
Dated:_______________________ ___________________________________
Carole Groom, President
Board of Supervisors, County of San Mateo
Dated: _______________________ _______________________________
Mayor, City Council
City of South San Francisco
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Certificate of Delivery
(Government Code Section 25103)
I certify that a copy of the original document filed in the Office of the Clerk of the Board
of Supervisors of San Mateo County has been delivered to the Vice President of the Board of
Supervisors.
_______________________________
County Manager’s Office/Clerk of the Board
ATTEST:
___________________________
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EXHIBIT A
COUNTY PROVISION OF SERVICES
1. Communications services are described as:
(a) County shall provide the City with telephone answering, personnel notification
and equipment dispatching, including automated status keeping, and associated
activity reports and inquires. Dissemination of workload and deployment of
personnel and the type of personnel is at the sole discretion of the County. The
county shall not be responsible for answering any non-emergency, administrative
phones belonging to fire department.
(b) County shall provide the City with services mentioned in Paragraph (A) above on
a twenty four hour basis, three hundred sixty-five days per year.
(c) County shall ensure that all Fire/EMS Controllers have attended a minimum of
120 hours of initial classroom instruction in Fire Communications procedures and
that they remain proficient and capable of providing service that meets or
exceeds established standards. Additionally, the County shall ensure a minimum
of 24 hours of in-service training annually. The curriculum development and
ongoing evaluation for fire dispatch training will be the joint responsibility of the
County and the City every 24 months.
(d) A service level will be maintained that meets the dispatch need of the City.
Communications performance standards shall be commensurate with the agreed
upon standards adopted by all other fire agencies in the County. If for any
reason the dispatch service levels provided by the County are unacceptable, the
City shall notify the Public Safety Communications Center Director, in writing, of
any deficiencies and expectations for correction. The County shall have 30 days
to respond in writing to the City about the service and its plan of action.
(e) Direct liaison with the City through the County's Fire and/or EMS Operations
Manager(s) (or designee) pertaining to overall operational coordination of City’s
fire service operation and its relationship to the communications center.
(f) Document and tape reproduction upon request to members of the City for
purposes of incident critique and de-brief, incident evaluation, statistics and
performance related issues. Normal turnaround time on such requests is 10-15
working days, Mondays through Thursdays.
2. In providing communications services, the County shall:
(a) Provide working space and facilities at a County facility for personnel and
equipment described in this Agreement.
(b) Provide and maintain telephone equipment to accommodate the City 911 and
seven digit emergency telephone call volume (emergency back-up hotlines).
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(c) Provide general business telephone numbers that can be used for official
business of the City to communicate directly with the fire dispatcher.
(d) Provide and maintain radio console equipment within the communications center
to effect radio transmissions from the communications center to the City
agencies on the frequencies designated by the City.
(e) Provide recording equipment to log and record incoming and outgoing City
incident related radio and telephone transmissions. All radio frequencies or
telephone lines used for City business in the communications center operation
(not administrative offices) shall be recorded.
(f) Serve as a Secondary Public Safety Answering Point (SPSAP) for 911
emergency services, in accordance with the rules, policies and regulations of the
State of California 911 program.
(g) Support the integration and operation of mutually acceptable computer program
enhancements that are installed in the Computer Aided Dispatch System at the
City's expense.
(h) Maintain a unique incident numbering system for City.
(i) Maintain detailed incident records online for a period of one year to date, for
duration of the contract.
(j) Ensure that the existing Computer Aided Dispatch system accurately reflects the
City operation.
3. The City will be provided with annual reports as specified by the City or that which
is mutually agreed upon by the County and all fire agencies served by the County.
EXHIBIT B
OBLIGATIONS OF CITY
1. City shall:
(a) Provide its own facility, personnel to answer and coordinate incoming business
and other non-emergency calls; during after hour periods, when applicable,
agencies will provide a recording for its business telephone lines which will
inform callers that emergency calls should be directed to "911" and non-
emergency, business calls should be made on the following business day. This
includes those phones which are positioned outside of Fire Stations to be
programmed to 911.
(b) Maintain all necessary telephone lines for digital/computer communications
between the County and the City fire stations. County shall not be responsible for
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notifying the City of the need for maintenance.
(c) Maintain any additional non-emergency telephone lines.
(d) The City shall ensure that the radio equipment is operating in an acceptable
manner that is free from static, squelch, and interference.
(e) The City will work with the County on operational changes. All changes will be
submitted to the County at least 30 days prior to the date the change will be
effected. The City and County will work together to determine scope of work
and timeline for implementation.
(f) Maintain a standardized deployment plan for all stations and apparatus belonging
to the City. To establish and maintain this plan, the guidelines used by all other
fire agencies in the County will be used. This includes but is not limited to the
established standardized method of apparatus deployment, identified station
ordering and priority stations. The City agrees that if deviation from the plan is
desired, that consultation with the PSC Fire Operations Manager will be
conducted prior to formalizing any change.