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HomeMy WebLinkAbout2017-05-09; City Council; ; A resolution approving Amendment No. 3 to an agreement with Citygate Associates, LLC to analyze fire and emergency apparatus deployment among boundary drop mutual aid partnersCA Review~ CITY COUNCIL Staff Report Meeting Date To: From: Staff Contact: Subject May 9, 2017 Mayor and City Council V Kevin Crawford, City ManageMI Brianne Daley, Management Analyst brianne.daley@carlsbadca.gov or 760-931-2135 A resolution approving Amendment No. 3 to an agreement with Citygate Associates, LLC to analyze fire and emergency apparatus deployment among boundary drop mutual aid partners Recommended Action Adopt a Resolution approving Amendment No. 3 to the Agreement with Citygate Associates, LLC for an expanded standards of cover analysis to address strategic deployment of fire and emergency apparatus. Executive Summary On February 19, 2016 the Fire Department engaged Citygate Associates, LLC to prepare a standards of cover analysis and a departmental strategic plan. Since that time, the City of San Marcos Fire Department has partnered with the City of Carlsbad to assist in fire suppression, emergency medical services and specialty response situations. The Fire Department is requesting to expand the Citygate Associates scope of services in an amount not to exceed $4,618 to optimize the strategic deployment of fire and emergency apparatus in light of new opportunities presented by San Marcos joining the partnership. With this amendment, the total contract shall not exceed $103,428. Discussion Under contract to the Fire Department, Citygate Associates, LLC will prepare a standards of cover analysis and a departmental strategic plan. The standards of cover analysis is to evaluate Fire Department emergency service performance, fire and emergency apparatus deployment strategies, and management staffing. In addition to the standards of coverage analysis, Citygate will prepare a department strategic plan that will update to the department's mission, vision, and values, an examination of the Fire Department's lines of service, and an organizational framework for a.fire department designed to best serve the current and future needs ofthe City of Carlsbad. The standards of cover analysis and strategic plan are expected to be complete by August 2017. For the past 10 years, the Carlsbad Fire Department has partnered with Oceanside, Vista, and Encinitas Fire Departments to respond to emergencies occurring within our collective service area with the closest, most appropriate fire resource, regardless of jurisdictional boundaries. The "boundary drop" partnership with these cities is routinely and extensively studied and monitored to maximize operational efficiencies while providing the best level of service. Item #11 May 9, 2017 Page 1 of 7 The San Marcos Fire Department has recently joined the boundary drop partnership. With the proposed change in the scope of services, Citygate Associates will conduct additional analysis to optimize the strategic deployment of fire and emergency apparatus in light of new opportunities presented by San Marcos joining the partnership. The expanded scope will provide analytics with San Marcos, as currently available with initial boundary drop partners, and a complete regional perspective. The City of San Marcos maintains a similar contract with Citygate and intends to amend their contract with Citygate as well in order to share the cost of this additional analysis equally with the City of Carlsbad. The initial contract of $98,810 with Citygate was executed with City Manager approval. As described above, the Fire Department is requesting a change in scope to the original Citygate contract of $98,810. Carlsbad's share of the additional cost is $4,618 bringing the total cost of the contract to $103,428. Because the new contract would exceed the $100,000 City Manager spending limit, the proposed amendment requires City Council approval. Fiscal Analysis The additional requested amendment of $4,618 to be added to the Citygate Associates contract will be paid out ofthe Fire Department's budget for support services. Next Steps Should Council adopt the resolution approving Amendment No. 3 to the Agreement with Citygate Associates, LLC, an expanded standards of cover analysis will be conducted to analyze deployment and emergency response of fire and emergency apparatus in light of new opportunities presented by San Marcos joining the regional partnership. Environmental Evaluation (CEQA) Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require further environmental review. Public Notification N/A Exhibits 1. Resolution approving Amendment No. 3 to the Agreement with Citygate Associates, LLC for strategic deployment of ambulances and fire apparatus 2. Amendment No. 3 to the Agreement with Citygate Associates, LLC 2 Item #11 May 9, 2017 Page 2 of 7 RESOLUTION NO. 2017-081 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 3 TO THE AGREEMENT WITH CITYGATE ASSOCIATES, LLC FOR FIRE DEPARTMENT STANDARD OF COVER AND STRATEGIC PLAN EXHIBIT 1 WHEREAS, on February 19, 2016 the Fire Department entered into a contract with Citygate Associates, LLC for management consulting services. On February 15, 2017 Amendment No. 2 was executed to extend the contract for an additional six months, ending on August 19, 2017; and WHEREAS, over the course of the agreement the Fire Department requested additional services that include a shared analysis with the City of San Marcos; and WHEREAS, the purpose of the analysis is to determine the response time to any incident for each ofthe city's fire service resources. WHEREAS, these new services will add $4,618 to the original contract amount of $98,810, thereby resulting in a contract amount of $103,428; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Council hereby authorizes the Mayor to execute Amendment No. 3 to the Agreement with Citygate Associates, LLC. 3. The additional $4,618 will be paid from the fire department's budget. Item #11 May 9, 2017 Page 3 of 7 EXHIBIT 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 9th day of May, 2017, by the following vote, to wit: AYES: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. NOES: None. ABSENT: None. (SEAL) Item #11 May 9, 2017 Page 4 of 7 AMENDMENT NO. 3 TO AGREEMENT FOR MANAGEMENT CONSULTING SERVICES CITYGATE ASSOCIATES, LLC This Amendment No. 3 is entered into and effective as of the day of M~'-l I<B 1 Z.O \"] , 2017, amending the agreement dated February 19, 2016 (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Citygate Associates, LLC, ("Contractor") (collectively, the "Parties") for management consulting services. RECITALS A. On March 22, 2016, the Parties executed Amendment No. 1 to the Agreement to correct the initial agreement year from 2015 to 2016; and B. On February 15, 2017, the Parties executed Amendment No.2 to the Agreement to extend it for a period of six months beginning on February 20, 2017 and ending on August 19, 2017; and C. The Parties now desire to alter the Agreement's scope of work to include additional GIS analysis to report on regional coverage maps, future streets data, and incorporate this into the strategic plan; and D. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those additional services described in the attached Exhibit "A" to this Amendment No. 3. With this Amendment No. 3, the total annual Agreement amount shall not exceed one hundred three thousand four hundred twenty-eight dollars ($103,428.00). 2. City will pay Contractor for all work associated with those additional services described in the attached Exhibit "A" on a time and materials basis not-to-exceed four thousand six hundred eighteen dollars ($4,618.00). For these additional services, Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. 19, 2017. Contractor will complete all work described in the attached Exhibit "A" by August 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. City Attorney Approved Version 9/27/16 1 Item #11 May 9, 2017 Page 5 of 7 5. All requisite insurance policies to be maintained by Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR By: Chad Jackson, Vice President (print name/title) Lois Standley, Financial Services Manager (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California By:~~ , ~&~Bireel..,. ATTEST: City Clerk If required by City, proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A BREWER, City Attorney City Attorney Approved Version 9/27/16 2 Item #11 May 9, 2017 Page 6 of 7 EXHIBIT "A" SCOPE OF SERVICES AND FEE In addition to what was included in the original Agreement, as amended from time to time, Contractor will include: • A set of regional Tri-Cities ladder truck and ambulance coverage maps o The tri-cities region includes the cities of Carlsbad, San Marcos, Vista, and Oceanside. The purpose of the coverage maps is to determine the response time to an incident for each of the cities ambulances and truck companies. The coverage for ambulances was set to 4, 8, and 10 minutes. The coverage for truck companies was set to 10 minutes. The end product is a map showing the coverage of each city for the given response time and apparatus type. This provides fire chiefs with the analytical information to make decisions on the deployment/housing of apparatus. • Future streets data o Information gathered from the City of Carlsbad Planning and Engineering Departments showing the fully developed road networks will be put into a GIS format. This data will allow for future planning and demonstrate how fire department service levels will improve when road networks are completed through the city. The total cost for the additional work (including GIS hours, consultant time, and admin time) is $4,618.00. This work will be included in the Standards of Cover Analysis and completed within the term of this agreement. City Attorney Approved Version 9/27/16 3 Item #11 May 9, 2017 Page 7 of 7