HomeMy WebLinkAbout06-19-2018 Agenda Item 12 - Emergency Services Agreement with Cal PolyMeeting Date: 6/19/2018
FROM: Garret Olson, Fire Chief
Prepared By:James Blattler, Administrative Analyst
SUBJECT:EMERGENCY SERVICES AGREEMENT WITH CALIFORNIA
POLYTECHNIC STATE UNIVERSITY (CAL POLY)
RECOMMENDATION
Authorize the Mayor to execute an Agreement with California Polytechnic State University (Cal
Poly) in a form subject to the approval of the City Attorney, approving a three-month extension
(July 1, 2018 until September 30, 2018) to the existing agreement for emergency response
services.
DISCUSSION
Background
The City has a long history of providing fire, rescue, and emergency medical services to Cal
Poly. Since 1993, the contract between Cal Poly and the City of San Luis Obispo has been in
effect and mutually beneficial. Through the contract, Cal Poly receives a high level of fire and
emergency medical response and the City receives compensation for services rendered.
Current Situation
The City and Cal Poly have been in negotiations for the past six months, collaborating to develop
a fee-for-services contract model that anticipates and supports the service demand impacts that
may result from the projects and initiatives of Cal Poly’s future Master Plan implementation.
The current 2013-2018 emergency response services contract (Attachment A) includes a static
base fee and an annual adjustment intended to address inflation. This has been the model for
several contract periods.
The renewal contract has remained with Cal Poly legal review for over two months. City
representatives have impressed upon Cal Poly representatives the importance of contract
renewal; however, the City has not yet received Cal Poly’s proposed revisions. Therefore, the
current contract must be extended (Attachment B) if the City is going to continue providing fire,
rescue, and medical services to Cal Poly while continuing to collaborate on a new contract with a
refreshed approach to calculating fee-for-services.
As with other areas outside the City and absent a contract to provide services, the City fire
department would only respond to major emergency incidents at Cal Poly if activated under the
provisions of the mutual aid agreement with the California Department of Forestry and Fire
Protection (CAL FIRE). The City, however, would not respond to daily medical emergency
incidents or other calls for service on the Cal Poly campus, and Cal Poly would need to arrange
for fire, rescue, and medical emergency services, likely through CAL FIRE.
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Once legal review has been completed by Cal Poly and the City and Cal Poly agree to revised
contract language and terms, City staff will return to Council at a future open meeting to present
the new contract.
Contract Modifications
The extension agreement language is proposed to be provided without a fee for service with the
understanding that the future agreed upon contract will be retroactive to the effective date of July
1, 2018. The new fee model that has been developed for the renewal contract, is proposed to be
based on the population of the campus. As proposed by the City, rates will be established based
on the residency status of students, faculty and staff, with a different rate for on-campus versus
off-campus residency status.
FISCAL IMPACT
Responding to Cal Poly will have associated cost, which will ultimately be reimbursed through
the agreement of the renewal contract. The exact amount will be communicated to Council when
the renewal contract is ready for review and approval. The Fire Department’s current authorized
budget does not need any adjustment to provide services to Cal Poly for the period of this
contract extension. If Cal Poly and the City were unable to agree to contract renewal terms, the
City would not reduce staffing or operating cost since Fire Station 2, the closest fire station to the
Cal Poly campus, provides primary emergency response services to the north side of the City.
Fire Station 2, at its current location, has been an important component in the Fire D epartment’s
citywide response capability for over 60 years, many decades longer than the City have provided
contract emergency response services to Cal Poly. Absent a contract with Cal Poly, the Fire
Department would likely realize a very small decrease in operating cost related to fuel and
disposable supplies. The more significant impact would be the loss of revenue.
ALTERNATIVE
The Council could allow the contract to expire and not continue contracting for services to Cal
Poly until a renewal agreement is in place. This is not recommended because of the mutual
benefits of the contract for both Cal Poly and the City.
Attachments:
a - Cal Poly Agreement 2013 - 2018
b - Emergency Services Agreement Amendment 1_temporary extension
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Amendment #1
Cal Poly/City of San Luis Obispo/County of San Luis Obispo
Emergency Services Agreement
APPROVED AS TO CONTENT:
THE CITY OF SAN LUIS OBISPO
By: ____________________________________ Date: __________________
Heidi Harmon
Its: Mayor
COUNTY BOARD OF SUPERVISORS
By: ____________________________________ Date: __________________
Its: ____________________________________
APPROVED AS TO FORM AND CONTENT:
THE BOARD OF TRUSTEES OF
THE CALIFORNIA STATE UNIVERSITY
By: ____________________________________ Date: __________________
Dawn S. Theodora
Asst. Vice Chancellor and Chief Counsel,
Business & Finance, Office of General Counsel
APPROVED AS TO FORM:
THE CITY OF SAN LUIS OBISPO
By: ____________________________________ Date: __________________
J. Christine Dietrick
City Attorney
THE COUNTY OF SAN LUIS OBISPO
Rita L. Neal
County Counsel
By: ____________________________________ Date: __________________
Nina Negranti
Chief Deputy County Counsel
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