HomeMy WebLinkAbout2017-18 Riverside County - Fire Protection, Prevention, Rescue, Marshall & Emergency SrvcsA COOPERATIVE AGREEMENT
TO PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE
AND MEDICAL EMERGENCY SERVICES FOR THE CITY OF LA QUINTA
THIS AGREEMENT, made and entered into this im�-day of
2016, by and between the County of Riverside, a political subdivision of the State of
California, on behalf of the Fire Department, (hereinafter referred to as "COUNTY") and the
City of La Quinta a duly created city, (hereinafter referred to as "CITY"), whereby it is
agreed as follows:
SECTION f: PURPOSE
The purpose of this Agreement is to arrange for COUNTY, through its Cooperative Fire
Programs Fire Protection Reimbursement Agreement ("CAL FIRE Agreement") with the
California Department of Forestry and Fire Protection ("CAL FIRE") to provide CITY with
fire protection, disaster preparedness and response, fire prevention, rescue, hazardous
materials mitigation, technical rescue response, medical emergency services, and public
service assists (hereinafter called "Fire Services"). This Agreement is entered into
pursuant to the authority granted by Government Code §55600 et seq., and will provide a
unified, cooperative, integrated, and effective fire services system. COUNTY's ability to
perform under this Agreement is subject to the terms and conditions of the CAL FIRE
Agreement.
SECTION II: DESIGNATION OF FIRE CHIEF
A. The County Fire Chief appointed by the Board of Supervisors, or his
designee, (hereinafter referred to as "Chief") shall represent COUNTY and CITY during the
period of this Agreement and Chief shall, under the supervision and direction of the County
Board of Supervisors, have charge of the organization described in Exhibit "A", attached
hereto and made a part hereof, for the purpose of providing Fire Services as deemed
necessary to satisfy the needs of both the COUNTY and CITY, except upon those lands
wherein other agencies of government have responsibility for the same or similar Fire
Services.
B. The COUNTY will assign an existing Chief Officer as the Fire Department
Liaison ("Fire Liaison"). The Chief may delegate certain authority to the Fire Liaison, as
the Chief's duly authorized designee and the Fire Liaison shall be responsible for directing
the Fire Services provided to CITY as set forth in Exhibit "A".
C. COUNTY will be allowed flexibility in the assignment of available personnel
and equipment in order to provide the Fire Services as agreed upon herein.
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
1 of 8
DEC 13 2016 3.��
SECTION III: PAYMENT FOR SERVICES
A. CITY shall annually appropriate a fiscal year budget to support the Fire
Services designated at a level of service mutually agreed upon by both parties and as set
forth in Exhibit "A" for the term of this Agreement. This Exhibit may be amended in writing
by mutual agreement by both parties or when a CITY requested increase or reduction in
services is approved by COUNTY.
B. COUNTY provides fire personnel, equipment and services through its CAL
FIRE Agreement. In the event CITY desires an increase or decrease in CAL FIRE or
COUNTY civil service employees or services assigned to CITY as provided for in Exhibit
"A," CITY shall provide one hundred twenty (120) days written notice of the proposed,
requested increase or decrease. Proper notification shall include the following: (1) The
total amount of increase or decrease; (2) The effective date of the increase or decrease;
and (3) The number of employees, by classification, affected by the proposed increase or
decrease. If such notice is not provided, CITY shall reimburse COUNTY for relocation
costs incurred by COUNTY because of the increase or decrease, in addition to any other
remedies available resulting from the increase or decrease in services. COUNTY is under
no obligation to approve any requested increase or decrease, and it is expressly
understood by the parties that in no event will COUNTY authorize or approve CITY's
request to reduce services below the COUNTY Board of Supervisors approved staffing
level for any fire station, or to reduce services to the extent that the services provided
under this Agreement are borne by other jurisdictions. COUNTY shall render a written
decision on whether to allow or deny the increase or decrease within thirty (30) days of the
notice provided pursuant to this section.
C. CITY shall pay COUNTY actual costs for Fire Services pursuant to this
Agreement. COUNTY shall make a claim to CITY for the actual cost of contracted
services, pursuant to Exhibit "A," on a quarterly basis. The COUNTY is mandated per
Government Code §51350 for full cost recovery. CITY shall pay each claim, in full, within
thirty (30) days after receipt thereof.
D. Any changes to the salaries or expenses set forth in Exhibit "A" made
necessary by action of the Legislature, CAL FIRE, or any other public agency with
authority to direct changes in the level of salaries or expenses, shall be paid from the funds
represented as set forth in Exhibit "A." The CITY is obligated to expend or appropriate any
sum in excess of Exhibit "A" increased by action of the Legislature, CAL FIRE, or any other
public agency with authority to direct changes. If within thirty (30) days after notice, in
writing, from COUNTY to CITY that the actual cost of maintaining the services specified in
Exhibit "A" as a result of action by the Legislature, CAL -FIRE, or other public agency will
exceed the total amount specified therein, and CITY has not agreed to make available the
necessary additional funds, COUNTY shall have the right to unilaterally reduce the
services furnished under this Agreement by an appropriate amount and shall promptly
notify CITY, in writing, specifying the services to be reduced. Any COUNTY or CAL -FIRE
personnel reduction resulting solely due to an increase in employee salaries or expenses
occurring after signing this Agreement and set forth in Exhibit "A" that CITY does not agree
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
2 of 8
to fund, as described above, shall not be subject to relocation expense reimbursement by
CITY. If CITY desires to add funds to the total included herein to cover the cost of
increased salaries or services necessitated by actions described in this paragraph, such
increase shall be accomplished by an additional appropriation by the City Council of CITY,
and an amendment to Exhibit "A" approved by the parties hereto.
E: Chief may be authorized to negotiate and execute any amendments to
Exhibit "A" of this Agreement on behalf of COUNTY as authorized by the Board of
Supervisors. CITY shall designate a "Contract Administrator" who shall, under the
supervision and direction of CITY, be authorized to execute amendments to Exhibit "A" on
behalf of CITY.
F. [ ] (Check only if applicable, and please initial to acknowledge)
Additional terms as set forth in the attached Exhibit "B" are incorporated herein 'and shall
additionally apply to this agreement regarding payment of services.
G. [ ] (Check only if applicable, and please initial to acknowledge) Additional
terms as set forth in the attached Exhibit "C" are incorporated herein and shall additionally
apply to this agreement regarding payment for the Fire Engine Use Agreement.
H. Notwithstanding Paragraph G herein if applicable, additional terms as set
forth are incorporated herein and shall additionally apply to this agreement regarding
payment of services. In the event that a fire engine, owned and maintained by the CITY
has a catastrophic failure, the COUNTY Fire Chief may allow use of a COUNTY fire
engine, free of charge up to one hundred twenty (120) days. After the initial one hundred
twenty (120) days, a rental fee will be applied to the CITY invoice for use of said COUNTY
fire engine. The rental fee shall be Nine Hundred Forty Four Dollars ($944.00) per day, or
Six Thousand Six Hundred Eight Dollars ($6,608.00) per week.
SECTION IV: ANITIAL TERM AND AMENDMENT
A. The term of this Agreement shall be from January 1, 2017, to June 30, 2018.
B. One (1) year prior to the date of expiration of this Agreement, CITY shall give
COUNTY written notice of whether CITY intends to enter into a new Agreement with
COUNTY for Fire Services and, if so, whether CITY intends to request a change in the
level of Fire Services provided under this Agreement.
SECTION V: TERMINATION
During the terms of this Agreement, this Agreement may only be terminated by the
voters of either the COUNTY or the CITY pursuant to Government Code §55603.5.
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
3 of 8
SECTION VI: COOPERATIVE OPERATIONS
All Fire Services contemplated under this Agreement shall be performed by both
parties to this Agreement working as one unit; therefore, personnel and/or equipment
belonging to either CITY or COUNTY may be temporarily dispatched elsewhere from time
to time for mutual aid.
SECTION VII: MUTUAL AID
Pursuant to Health and Safety Code Sections 13050 et seq., when rendering mutual
aid or assistance, COUNTY may, at the request of CITY, demand payment of charges and
seek reimbursement of CITY costs for personnel, equipment use, and operating expenses
as funded herein, under authority given by Health and Safety Code Sections 13051 and
13054. COUNTY, in seeking said reimbursement pursuant to such request of CITY, shall
represent the CITY by following the procedures set forth in Health and Safety Code
Section 13052. Any recovery of CITY costs, less actual expenses, shall be paid or
credited to the CITY, as directed by CITY.
In all such instances, COUNTY shall give timely notice of the possible application of
Health and Safety Code Sections 13051 and 3054 to the officer designated by CITY.
SECTION VIII: SUPPRESSION COST RECOVERY
As provided in Health and Safety Code Section 13009, COUNTY may bring an
action for collection of suppression costs of any fire caused by negligence, violation of law,
or failure to correct noticed fire safety violations. When using CITY equipment and
personnel under the terms of this Agreement, COUNTY may, on request of CITY, bring
such an action for collection of casts incurred by CITY. In such a case CITY appoints and
designates COUNTY as its agent in said collection proceedings. In the event of recovery,
COUNTY shall apportion to CITY its pro-rata proportion of recovery, less the reasonable
pro-rata costs including legal fees.
In all such instances, COUNTY shall give timely notice of the possible application of
Health and Safety Code Section 13009 to the officer designated by CITY.
In the event the CITY elects to use COUNTY funded Fire Marshal services, the
services will be provided at a cost outlined in COUNTY Ordinance 671(Establishing
Consolidated Fees For Land Use and Related Functions).
SECTION IX: PROPERTY ACCOUNTING
All personal property provided by CITY and by COUNTY for the purpose of
providing Fire Services under the terms of this Agreement shall be marked and accounted
for in such a manner as to conform to the standard operating procedure established by the
COUNTY for the segregation, care, and use of the respective property of each.
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
4of8
SECTION X: FACILITY
CITY shall provide Fire Station(s), strategically located to provide standard
response time within City of La Quinta from which fire operations shall be conducted. If
the Fire Station(s) are owned by the CITY, the CITY shall maintain the facilities at CITY's
cost and expense. In the event CITY requests COUNTY to undertake repairs or
maintenance costs or services, the costs and expenses of such repairs or maintenance
shall be reimbursed to COUNTY through the Support Services Cost Allocation, or as a
direct Invoice to the CITY.
SECTION XI: INDEMNIFICATION AND HOLD HARMLESS
To the fullest extent permitted by applicable law, COUNTY shall and does agree to
indemnify, protect, defend and hold harmless; CITY, its agencies, districts, special districts
and departments, their respective directors, officers, elected and appointed officials,
employees, agents and representatives (collectively, "Indemnitees") for, from and against
any and all liabilities, claims, damages, losses, liens, causes of action, suits, awards,
judgments and expenses, attorney and/or consultant fees and costs, taxable or otherwise,
of any nature, kind or description of any person or entity, directly or indirectly arising out of,
caused by, or resulting from (1) the Services performed hereunder by COUNTY, or any
part thereof, (2) the Agreement, including any approved amendments or modifications, or
(3) any negligent act or omission of COUNTY, its officers, employees, subcontractors,
agents, or representatives (collectively, "Liabilities"). Notwithstanding the foregoing, the
only Liabilities with respect to which COUNTY's obligation to indemnify, including the cost
to defend, the Indemnitees does not apply is with respect to Liabilities resulting from the
negligence or willful misconduct of an Indemnitee, or to the extent such claims do not arise
out of, pertain to or relate to the Scope of Work in the Agreement.
To the fullest extent permitted by applicable law, CITY shall and does agree to
indemnify, protect, defend and hold harmless COUNTY, its agencies, departments,
directors, officers, agents, Board of Supervisors, elected and appointed officials and
representatives (collectively, "Indemnitees") for, from and against any and all liabilities,
claims, damages, losses, liens, causes of action, suits, awards, judgments and expenses,
attorney and/or consultant fees and costs, taxable or otherwise, of any nature, kind or
description of any person or entity, directly or indirectly arising out of, caused by, or
resulting from (1) the services performed hereunder, by CITY, or any part thereof, (2) the
Agreement, including any approved amendments or modifications, or (3) any negligent act
or omission of CITY its officers, employees, subcontractors, agents, or representatives
(collectively, "Liabilities"). Notwithstanding the foregoing, the only Liabilities with respect
to which CITY's obligation to indemnify, including the cost to defend, the Indemnitees does
not apply is with respect to Liabilities resulting from the negligence or willful misconduct of
an Indemnitee, or to the extent such claims do not arise out of, pertain to or relate to the
Scope of Work in the Agreement.
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
5 of 8
SECTION XII: AUDIT
A. COUNTY and CITY agree that their designated representative shall have the
right to review and to copy any records and supporting documentation of the other party
hereto, pertaining to the performance of this Agreement. COUNTY and CITY agree to
maintain such records for possible audit for a minimum of three (3) years after final
payment, unless a longer period of records retention is stipulated or as required by law,
and to allow the auditor(s) of the other party access to such records during normal
business hours. COUNTY and CITY agree to a similar right to audit records in any
subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract
Code §10115 et seq., CCR Title 2, Section 1896).
B. Each party shall bear their own costs in performing a requested audit.
SECTION Xlil. DISPUTES
CITY shall select and appoint a "Contract Administrator" who shall, under the
supervision and direction of CITY, be available for contract resolution or policy intervention
with COUNTY, when, upon determination by the Chief that a situation exists under this
Agreement in which a decision to serve the interest of CITY has the potential to conflict
with COUNTY interest or policy. Any dispute concerning a question of fact arising under
the terms of this Agreement which is not disposed of within a reasonable period of time by
the CITY and COUNTY employees normally responsible for the administration of this
Agreement shall be brought to the attention of the Chief Executive Officer (or designated
representative) of each organization for joint resolution. For purposes of this provision, a
"reasonable period of time" shall be ten (10) calendar days or less. CITY and COUNTY
agree to continue with the responsibilities under this Agreement during any dispute.
Disputes that are not resolved informally by and between CITY and COUNTY
representatives may be resolved, by mutual agreement of the parties, through mediation.
Such mediator will be jointly selected by the parties. The costs associated with mediator
shall be shared equally among the participating parties. If the mediation does not resolve
the issue(s), or if the parties cannot agree to mediation, the parties reserve the right to
seek remedies as provided by law or in equity. The parties agree, pursuant to Battaglia
Enterprises v. Superior Court (2013) 215 Gal.App.4th 309, that each of the parties are
sophisticated and negotiated this agreement and this venue at arm's length. Pursuant to
this Agreement, the parties agree that venue for litigation shall be in the Superior Court of
Riverside County. Should any party attempt to defeat this section and challenge venue in
Superior Court, the party challenging venue stipulates to request the Court change venue
to San Bernardino County and shall not ask for venue in any other County.
Any claims or causes of actions, whether they arise out of unresolved disputes as
specified in this Section or claims by third parties that are made against the COUNTY,
shall be submitted to the Office of the Clerk of the Board for the County of Riverside in a
timely manner. For claims made against the COUNTY that involve CalFire employees, to
the extent permissible under the COUNTY's contract with CalFire, the claims will be
forwarded on to CalFire for processing.
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
6 of 8
SECTION XIV: ATTORNEY'S FEES
If CITY fails to remit payments for services rendered pursuant to any provision of
this Agreement, COUNTY may seek recovery of fees through litigation, in addition to all
other remedies available.
In the event of litigation between COUNTY and CITY to enforce any of the
provisions of this Agreement or any right of either party hereto, the unsuccessful party to
such litigation agrees to pay the prevailing party's costs and expenses, including
reasonable attorneys' fees, all of which shall be included in and as a part of the judgment
rendered in such litigation.
SECTION XV: DELIVERY OF NOTICES
Any notices to be served pursuant to this Agreement shall be considered delivered
when deposited in the United States mail and addressed to:
COUNTY
County Fire Chief
210 W. San Jacinto Ave
Perris, CA 92570
CITY OF LA QUINTA
City Manager
City of La Quinta
78-495 Calle Tampico
La Quinta, CA 92253
Provisions of this section do not preclude any notices being delivered in person to
the addresses shown above. Delivery in person shall constitute service hereunder,
effective when such service is made.
SECTION XVI: ENTIRE CONTRACT
This Agreement contains the whole contract between the parties for the provision of
Fire Services. It may be amended or modified upon the mutual written consent of the
parties hereto where in accordance with applicable state law. This Agreement does NOT
supplement other specific agreements entered into by both parties for equipment or
facilities, and excepting those equipment or facilities agreements, this Agreement cancels
and supersedes any previous agreement for the same or similar services.
[Signature Provisions on following page]
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
7of8
IN WITNESS WHEREOF, the duly authorized officials of the parties hereto have, in
their respective capacities, set their hands as of the date first hereinabove written.
ATTEST. -
By: �;�_ 6
Susan Maysels, City Clerk
(SEAL)
. — 9 s1
ATTEST:
KECIA HARPER-IHEM
ClV/bthe Board
ByN�t*_
uty
(SEAL)
CITY OF LA QUI
AC
City Manager
APPROVED AS TO FORM:
By:
iiliam H. Ihrke, City Attorney
COUNTYQF RIVERSIDE
ChAyfman, Ward of Supervisors
JOHN J-. �a
APPROVED AS TO FORM:
GREGORY P. PRIAMOS,
County Counsel
By:
ERIC STOW ER
Deputy County Counsel
F:\root\data\RRU County Finance\Contract Cities\COOPERATIVE AGREEMENT\TEMPLATE\TEMPLATE COOPERATIVE 2YR AGREEMENT 20160420 docx
Cooperative Fire Agreement
City of La Quinta
January 1, 2017 to June 30, 2018
8of8
EXHIBIT "A"
TO THE COOPERATIVE AGREEMENT
TO PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE
AND MEDICAL EMERGENCY SERVICES FOR THE CITY OF LA QUINTA
ESTIMATE DATED SEPTEMBER 13, 2016 FOR FY 2016/2017 AND 2017/2018
CITY BUDGET ESTIMATES (with Tax Credit)
FISCAL YEAR 2016/2017 (JANUARY 1, 2017 -JUNE 30, 2017)
FISCAL YEAR 2017/2018 (JULY 1, 2017 - JUNE 30, 2018)
TOTAL CITY BUDGET ESTIMATES FOR 2016/2017 AND 2017/2018
CITY BUDGET ESTIMATES (without Tax Credit)
FISCAL YEAR 2016/2017 (JANUARY 1, 2017 - JUNE 30, 2017)
FISCAL YEAR 2017/2018 (JULY 1, 2017 - JUNE 30, 2018)
TOTAL CITY BUDGET ESTIMATES FOR 2016/2017 AND 2017/2018
$114,744
$515,580
$630,325
$3,038,976
$6,399,344
$9,438,319
FY 2017 ESTIMATE
TO THE COOPERATIVE AGREEMENT
TO PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE
AND MEDICAL EMERGENCY SERVICES FOR THE CITY OF LA QUINTA
ESTIMATE DATED SEPTEMBER 13, 2016 FOR FY 2016/2017
CAPTAIN'S ENGINEER
FF II
CAPTAIN'S MEDICS ENGINEER'S MEDICS
FF II'S MEDICS
TOTALS
-------
STA #32
---- _----
Medic Engine 194,246 1.0 166,118 1.0
300,822 2.0 323,574 2.0
984,760
6.0
STA #70
Medic Engine 194,246 1.o 166,118 1.0
300,822 20 323,574 2.0
984,760
6.0
STA #93
Medic Engine 194,246 1.0 0 0.0 186,733
1.0 300,822 20 323,574 2.0
1,005,375
so
Fixed Relief 186,733
1.0 0 0.0 323,574 20
510,307
3.0
Vac. Relief -Engine 166,118 1.0 186,733
1.o 161,787 1.0
514,638
30
SUBTOTALS 582,738 0 498,354 560,199
902,466 1,456,083
3,999,840
SUBTOTAL STAFF 3 0 3
3 6 9
P4
FIRE SAFETY SPECIALIST (PCN 114438) 140,759
each
140,759
to
EMERGENCY SERVICES COORDINATOR (120745) 116,074
each
116,074
1.o
SUBTOTAL
$256,833
26
ESTIMATED SUPPORT SERVICES
Administrative/Operational 19,687
per assigned Staff
510,681
2594
Volunteer Program 8,700
Per Entity Allocation
8,700
1 o
Medic Program
Medic FTE/Defib Basis
97,483
12.29
Battalion Chief Support 63,244
.27 FTE per Station
189,732
3.0
Fleet Support 51,547
per Fire Suppression Equip
154,641
3.o
ECC Support
Calls/Station Basis
152,215
Comm/IT Support
Calls/Station Basis
244,155
Hazmat Support
30,013
SUPPORT SERVICES SUBTOTAL
1,387,620
ESTIMATED DIRECT CHARGES
164,568
FIRE ENGINE USE AGREEMENT 25,331
each engine
75,993
3
COOPERATIVE TRUCK AGREEMENT 12.5%
193,097
12.50%
TOTAL STAFF COUNT
25 94
TOTAL ESTIMATED CITY BUDGET
$6,077,951
ESTIMATED CITY BUDGET JANUARY 1, 2017 TO JUNE 30, 2017
$3,038,976
" LA QUINTA ESTIMATED FIRE TAX CREDIT
(5,848,462)
LA QUINTA ESTIMATED FIRE TAX CREDIT JANUARY 1, 2017 TO JUNE 30,
2017
(2,924,231)
NET ESTIMATED CITY BUDGET
114,744
STRUCTURAL FIRE TAXES 1,765.080
ESTIMATED REDEVELOPMENT PASS THRU 4.271,382
total contract transfer 188,000
TOTAL ESTIMATED TAX FUNDING 5,848,462
SUPPORT SERVICES
Administrative & Operational Services
24.0 Assigned Staff
1,13 Indio Truck (12.5%)
Finance Procurement
0.81 Battalion Chief Support
Training Emergency Services
25.94 Total Assigned Staff
Data Processing Fire Fighting Equip.
Accounting Office Supplies/Equip.
3 Fire Stations
Personnel
3,796 Number of Calls
12.29 Assigned Medic FTE
3 Monitors/Defibs
3 Hazmat Stations
15 Number of Hazmat Calls
FY 2017 ESTIMATE
CITY OF LA Q UINTA
Page 2 of 5
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 16117 POSITION SALARIES TOP STEP
290,934
DEPUTY CHIEF
25,331
287,052
DIV CHIEF
19,687
231,893
BAT CHIEF
8,700
194,246
CAPT
7,474
216,440
CAPT MEDIC
1,876
166,118
ENG
63,244
186,733
ENG/MEDIC
15,967
150,411
FF II
27.48
161,787
FF II/MEDIC
51,547
146,829
FIRE SAFETY SUPERVISOR
25,609
140,759
FIRE SAFETY SPECIALIST
44.08
122,031
FIRE SYSTEMS INSPECTOR
2,150
71,843
OFFICE ASSISTANT III
578.31
72,531
SECRETARY I
3,912
116,074
EMERGENCY SVC COORDINATOR
1,095.48
1,845
FY 16117 DIRECT BILL ACCOUNT CODES
520230
Cellular Phone
520300
Pager Service
520320
Telephone Service
520800
Household Expense
520805
Appliances
520815
Cleaning and
Custodial Supp
520830
Laundry Services
520840
Household Furnishings
520845
Trash
521380
Maint-Copier Machines
521440
Maint-Kitchen Equipment
521540
Maint-Office
Equipment
521600
Maint-Service Contracts
521660
Maint-Telephone
521680
Maint-Underground Tanks
522310
Maint-Building and Improvement
522360
Maint-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/Recognition
529500
Electricity
529510
Healing Fuel
529550
Water
537240
Inlerfnd Exp-Utilities
542060
Improvements -Building
FY 2017 ESTIMATE
CITY OF LA Q UINTA
Page 3 of 5
FIRE ENGINE
SRVDEL
VOL DEL
MEDIC FTE
MEDIC MONITORS/DEFIBS REPLACEMENT
BATT DEL
ECC STATION
ECC CALLS
FLEET SUPPORT
COMM/IT STATION
COMM/IT CALLS
FACILITY STATION
FACILITY FTE
HAZMAT STATION
HAZMAT CALLS
HAZMAT VEHICLE REPLACEMENT
FY 2018 ESTIMATE
TO THE COOPERATIVE AGREEMENT
TO PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE
AND MEDICAL EMERGENCY SERVICES FOR THE CITY OF LA QUINTA
ESTIMATE DATED SEPTEMBER 13, 2016 FOR FY 2017/2018
CAPTAIN'S ENGINEER FF II
CAPTAIN'S MEDICS ENGINEER'S MEDICS FF II'S MEDICS TOTALS
STA #32
Medic Engine 203,958 to
174,424
STA #70
Medic Engine 203,958 to
174,424
STA #93
Medic Engine 203,958 1.o
0
Fixed Relief
Vac. Relief - Engine
174,424
SUBTOTALS 611,875 0
523,272
SUBTOTALSTAFF 3 0
FIRE SAFETY SPECIALIST (PCN 114438)
EMERGENCY SERVICES COORDINATOR (120745)
SUBTOTAL
ESTIMATED SUPPORT SERVICES
Adm in istrative/Ope rational
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
COOPERATIVE TRUCK AGREEMENT 12.5%
TOTAL STAFF COUNT
TOTAL ESTIMATED CITY BUDGET
" LA QUINTA ESTIMATED FIRE TAX CREDIT
NET ESTIMATED CITY BUDGET
" STRUCTURAL FIRE TAXES
ESTIMATED REDEVELOPMENT PASS THRU
total contract transfer
TOTAL ESTIMATED TAX FUNDING
SUPPORT SERVICES
Administrative 8 Operational Services
1.0
315,863 2.0
10
315,863 2.0
0.0 196,070
t.o
315,863 2.0
196,070
to
0 00
1.0 196,070
to
588,209
947,589
3
3
6
147,797
each
121,878
each
1,800,382
4,271,382
(188.000)
5,883,764
Finance
Procurement
Training
Emergency Services
Data Processing
Fire Fighting Equip.
Accounting
Office Supplies/Equip-
Personnel
FY 2016 ESTIMATE
CITY OF LA Q UINTA
Page 4 of 5
339,753
2.0
1,033,998 6.0
339,753
2.0
1,033,998 6.0
339,753
2.0
1,055,644 6.0
339,753
2.0
535,822 3.0
169,876
1 o
540,370 3.0
1,528,887
4,199,832
21,065
per assigned Staff"
9,309
Per Entity Allocation
Medic FTE/Defib Basis
67,671
.27 FTE per Station
55,155
per Fire Suppression Equip
Calls/Station Basis
Calls/Station Basis
25,331 each engine
24.0 Assigned Staff
9 24
147,797 1.o
121,878 to
$269,675 26
1.13 Indio Truck (12.5%)
0.90
Battalion Chief Support
26.03
Total Assigned Staff
3
Fire Stations
3,796
Number of Calls
12.29
Assigned Medic FTE
3
Monitors/Defibs
3
Hazmat Stations
15
Number of Hazmat Calls
548,324 26.03
9,309 to
104,307 12.29
203,013 3.0
165,466 3.0
162,870
261,246
32,114
1,486,650
164,568
75,993 3
202,627 1750%
26.03
$6,399,344
(5,883,764)
515,580
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 17/18 POSITION SALARIES TOP STEP
305,481
DEPUTY CHIEF
25,331
FIRE ENGINE
301,405
DIV CHIEF
21,065
SRVDEL
243,488
BAT CHIEF
9,309
VOL DEL
203,958
CAPT
7,997
MEDIC FTE
227,262
CAPT MEDIC
2,007
MEDIC MONITORS/DEFIBS REPLACEMENT
174,424
ENG
67,671
BATT DEL
196,070
ENG/MEDIC
17,085
ECC STATION
157,932
FF II
29.40
ECC CALLS
169,876
FF II/MEDIC
55,155
FLEET SUPPORT
154,170
FIRE SAFETY SUPERVISOR
27,402
COMM/IT STATION
147,797
FIRE SAFETY SPECIALIST
47.17
COMM/IT CALLS
128,133
FIRE SYSTEMS INSPECTOR
2,301
FACILITY STATION
75,435
OFFICE ASSISTANT III
618.79
FACILITY FTE
76,158
SECRETARY I
4,186
HAZMAT STATION
121,878
EMERGENCY SVC COORD
1,172.16
HAZMAT CALLS
1,974
HAZMAT VEHICLE REPLACEMENT
FY 17/18 DIRECT BILL ACCOUNT CODES
520230
Cellular Phone
520300
Pager Service
520320
Telephone Service
520800
Household Expense
520805
Appliances
520815
Cleaning and
Custodial Supp
520830
Laundry Services
520840
Household Furnishings
520845
Trash
521380
Maint-Copier Machines
521440
Maint-Kitchen Equipment
521540
Maint-Office
Equipment
521600
Maint-Service Contracts
521660
Maint-Telephone
521680
Maint-Underground Tanks
522310
Maint-Building and Improvement
522360
Maint-Extermi nation
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/Recognition
529500
Electricity
529510
Heating Fuel
529550
Water
537240
Interfnd Exp-Utilities
542060
Improvements -Building
FY 2018 ESTIMATE
CITY OF LA Q UINTA
Page 5 of 5
EXHIBIT "B"
TO THE COOPERATIVE AGREEMENT
TO PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE
AND MEDICAL AID FOR THE CITY OF LA QUINTA
DATED JANUARY 1, 2017
PAYMENT FOR SERVICES
ADDITIONAL SERVICES
A. CREDIT TO CITY
Of the sum CITY has appropriated to provide fire protection services
within the area of responsibility of CITY, COUNTY shall allow a credit to CITY in the
estimated amount that represents 100% of the annual structural fire taxes collected by
the County and annual Redevelopment Pass Thru Funds in excess of $188,300
collected by COUNTY within the areas of responsibility of CITY. The amount of this
credit shall be determined by the County Auditor -Controller prior to the COUNTY's
billing of its claim for services with CITY as approved herein. The claim filed by
COUNTY with CITY shall be those expenses in excess of the credit allowed to CITY. If
the credit allowed to CITY is in excess of the expenses, any excess credit will be
deposited by the COUNTY into a trust fund for future fire facilities, equipment and/or
services within CITY. The procedures for use of the trust funds are outlined as follows:
B. TRUST FUND PROCEDURES
The excess credit deposited in a trust fund for Fiscal Year 2016/2017 and
for subsequent fiscal years during the term of this Agreement shall be expended,
dispersed and accounted for as follows:
The trust funds may be used for future fire facilities, equipment, or for
future services, at CITY's option. CITY shall have the right to designate the use of the
trust funds for one or more of these purposes.
If CITY opts to utilize the trust funds for fire facilities being constructed or
rehabilitated in CITY, COUNTY shall, upon CITY's request, release the funds for that
purpose to CITY, or to CITY's designee, within 30 days of receiving CITY's written
notification of its option.
If CITY opts to utilize the trust funds for equipment purchase or equipment
rental, COUNTY shall, upon CITY's request, release the funds for that purpose to CITY
or to CITY's designee, within 30 days of receiving CITY's written notification of its
option.
Exhibit "B"
CITY OF LA QUINTA
Page 1 of 2
If CITY opts to utilize the trust funds for services, it may either request
increased services or supplement the fund as a credit applied to future service costs.
The trust funds shall be maintained in an interest -bearing account. The
interest earned shall be added to the amount of the trust fund.
COUNTY shall provide an annual accounting of the trust fund amount to
CITY by August 1, 2016, and by August 1st of each year thereafter, during the term of
this Agreement. CITY shall review the accounting within 30 days of receipt, and shall
notify COUNTY of any dispute or objection thereto. CITY and COUNTY shall reconcile
any dispute within 30 days thereafter.
If any amount remains in the trust funds upon the effective date of the
termination of this Agreement, the funds shall be returned to CITY within 30 days of the
date of the termination, unless extended. CITY agrees that the returned funds shall
only be used for fire service, equipment and fire facilities.
Exhibit "B"
CITY OF LA QUINTA
Page 2 of 2
EXHIBIT "C"
TO THE COOPERATIVE AGREEMENT
TO PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE
AND MEDICAL AID FOR THE CITY OF LA QUINTA
DATED JANUARY 1, 2017
PAYMENT FOR SERVICES
ADDITIONAL SERVICES
FIRE ENGINE USE AGREEMENT
Station 32
Medic Engine ME32, RCO No. 08-881
Station 70
Medic Engine ME70, RCO No. 07-851
Station 93
Medic Engine ME93, RCO No. 04-816
$ 25, 331.00
$ 25,331.00
$ 25, 331.00
75, 993.00
The Fire Engine Use Agreement is utilized in the event that a fire
engine(s) which was initially purchased by the CITY, and then the CITY elects to have
the COUNTY take responsibility of said fire engine(s). The Fire Engine Use Agreement
guarantees the CITY the use of this fire engine(s), the COUNTY network of equipment,
and resources of the COUNTY.
This fire engine(s) shall be used as an integrated unit for Fire Services as
set forth in this Cooperative Agreement between the COUNTY and CITY, and shall be
stationed primarily in the CITY. The change in ownership of the fire engine does not
waive or supersede any responsibilities of the CITY pursuant to this agreement. This
exhibit is strictly to further detail for the CITY, the responsibilities and costs associated
within the Cooperative Agreement between the COUNTY and CITY; therefore, the Fire
Engine Use Agreement is inseparable.
The CITY will have the option of transferring title of said fire engine(s) to
the COUNTY. If the CITY transfers title of said fire engine(s) to the County, the County
will take ownership of the said fire engine(s), and the County will maintain insurance on
Exhibit "C"
CITY OF LA QUINTA
Page 1 of 2
said fire engine(s). If the CITY opts to maintain ownership and title of said fire
engine(s), the CITY will maintain insurance on said fire engine(s). Proof of Insurance is
to be provided to the COUNTY.
The COUNTY will ensure a working fire engine(s) is available for the CITY
at all times under this agreement. All capital improvements and/or betterments to the
fire engine(s) listed above, will be the responsibility and paid for by the COUNTY under
this Agreement.
When the Riverside County Fire Department Fleet personnel determine
the fire engine(s) listed above is due for replacement, the COUNTY will purchase a new
fire engine(s); and, survey the old fire engine(s).
The annual cost for this service is calculated at 1/20 of the replacement
cost. The current replacement cost is $506,625.00. If this Agreement is entered into
mid -year, the annual cost will be prorated accordingly.
Exhibit "C"
CITY OF LA QUINTA
Page 2 of 2
ta Qw�trcu
G,EM j ti,.- L)FtiKRT
MEMORANDUM
TO: Frank J. Spevacek, City Manager
FROM: Martha Mendez, Public Safety Manager
DATE: March 10, 2017
RE: Fire Office Assistance III
Attached for your signature is a letter requesting the Fire Department to provide an Office
Assistance dedicated to the City of La Quinta.
Please sign the attached letter and return to the City Clerk for processing and distribution.
Requesting department shall check and attach the items below as appropriate:
X Contract payments will be charged to account number: 101-2002-60139
X Amount of Agreement, Amendment, Change Order, etc.: approx. $30,000
NA A Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s) is attached with
no reportable interests in LQ or reportable interests
NA A Conflict of Interest Form 700 Statement of Economic Interests is not required because this Consultant
does not meet the definition in FPPC regulation 18701(2).
Authority to execute this agreement is based upon:
X Approved by the City Council on 02/21/2017 — CC RES 2017-004
X City Manager's signature authority provided under Resolution No. 2015-045 for budgeted expenditures
of $50,000 or less. This expenditure is approx. $30,000 and authorized by Council.
NA Initial to certify that 3 written informal bids or proposals were received and considered in selection
The following required documents are attached to the agreement:
NA Insurance certificates as required by the agreement (approved by Risk Manager on date)
NA Performance bonds as required by the agreement (originals)
NA City of La Quinta Business License number
NA Purchase Order number
ta Qw�tra
- GEM frim DESERT -
March 10, 2017
John R. Hawkins, Fire Chief
Riverside County Fire Department
210 West San Jacinto Avenue
Perris, CA 92570
Re: Office Assistance III
Dear Fire Chief Hawkins,
Hereby, City of La Quinta would like to request Riverside County Fire Department to
add to La Quinta's Fire contract an Office Assistant III dedicated to the City of La
Quinta and located at City Hall. On February 21, 2017, the La Quinta City Council
approved the addition of the position.
If you need any additional information, please feel free to contact Martha Mendez,
Public Safety Manager at 760-777-7161 or at mmendez@la-quinta.org
Thank you for your continuous support,
Digitally signed by Frank J. Spevacek
DN: seria1Number=g8z17zn0vS0w4d3x,
_US, st=California, I=La Quinta, o=Frank
1. Spevacek, cn=Frank J. Spevacek
Date: 2017.03.24 15:06:53-07'00'
Frank J. Spevacek
City Manager
78-495 Calle Tampico La Quinta, CA 92253 760.777.7000
BUSINESS SESSION ITEM NO. 2
City of La Quinta
CITY COUNCIL MEETING: November 1, 2016
STAFF REPORT
AGENDA TITLE: APPROVE COOPERATIVE AGREEMENT WITH THE COUNTY OF RIVERSIDE TO
PROVIDE FIRE PROTECTION, FIRE PREVENTION, RESCUE AND MEDICAL EMERGENCY
SERVICES
RECOMMENDATION
• Approve a Cooperative Agreement with the County of Riverside to provide fire
protection, fire prevention, rescue and medical emergency services, and authorize
the City Manager to execute the Agreement.
EXECUTIVE SUMMARY
• Since 1986, the City has contracted with the County of Riverside (County) for fire
services.
• The current Cooperative Agreement (Fire Services Agreement) will expire on
December 31, 2016; the new term will run from January 1, 2017 to June 30, 2018.
Services and service levels will remain at current levels.
FISCAL IMPACT
The total cost of the Fire Services Agreement is approximately $9,440,000.
There is no additional impact on the 2016/17 budget since fire service costs are offset by
an annual fire property tax credit. However, future costs may not be offset by the fire
property tax credit; these impacts will be evaluated during the 2017/18-budget process.
BACKGROUND/ANALYSIS
The City contracts with the County for fire and paramedic services who has a cooperative
agreement with the California Department of Forestry and Fire Protection. The contract
provides staffing for three fire stations via twenty-six fire personnel, firefighting and
suppression apparatus, and participation in the regional protection system.
The new agreements provide the following contract protections:
• In the event the California Legislature's actions increase fire service costs, the City
can elect to fund these additional costs or the County can unilaterally reduce
services to meet a service level the City can afford.
• The County must provide written notice to the City if fire salaries or expenses
increase/decrease.
The County commissioned a Fire Services Study to review service and cost allocations to
ensure that they were allocated equitably. A Technical Advisory Committee (TAC) was
subsequently established to review, modify, and approve changes to service deployment
and cost allocation formulas. As the TAC offers recommendations, each contracting city
will have the opportunity to provide input before adoption. The County has agreed to
notify cities at least 12 months prior to implementing any cost allocation formula
changes. Staff anticipates that these recommendations will generate changes to the
City's fire service costs. Because of this, a one year term is recommended for this Fire
Service Agreement.
AITTERNATIVES
Council may elect to reject the contract and direct staff to seek other fire service options.
Prepared by: Martha Mendez, Public Safety Manager
Approved by: Chris Escobedo, Community Resources Director
Attachments: 1. Cooperative Agreement to Provide Fire Protection, Fire Prevention,
Rescue and Medical Emergency Services for the City of La Quinta
100