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HomeMy WebLinkAbout2009/01/07 - Minutes - SpecialJanuary 7, 2009 CITY OF RANCHO CUCAMONGA CITY COUNCIL MINUTES FIRE PROTECTION DISTRICT MINUTES REDEVELOPMENT AGENCY MINUTES Special Meeting A. CALL TO ORDER A special meeting of the Rancho Cucamonga City Council/Fire Protection DistricURedevelopmentRgency was held on Wednesday, January 7, 2009, in the City Council Chambers, located at 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor/Chairman/President Donald J. Kurth, M. D. called the meeting to order at 2:04 p.m. Present were Councilmembers/Boardmembers/Agencymembers: Sam Spagnolo, Diane Williams, Mayor Pro TemNice PresidenWice Chairman L. Dennis Michael; and Mayor/PresidenUChairman Donald J. Kurth. Councilmember/Boardmember/Agencymember Rex Gutierrez was absent. Also present were: Jack Lam, City Manager/Executive Director; Jim Markman, City Attorney (arrived at 2:40 p.m.); Pamela Easter, Assistant City Manager; John Gillison, Deputy Ciry Manager/Administrative Services; Mahdi Aluzri, Deputy City Manager/Community Development; Chief Peter Bryan, Rancho Cucamonga Fire Protection District; Mike Bell, Deputy Fire Chief; Mark Hartwig, Deputy Fire Chief; Jan Reynolds, Ciry Clerk and Debra L. McKay, Assistant City Clerk/Records Manager. B. PUBLIC COMMUNICATIONS No communication was made from the public. C. ITEM OF DISCUSSION 1. CONSIDERATION OF RECOMMENDATIONS RELATED TO COMMUNICATIONS/DISPATCH AND EMERGENCY MEDICAL DISPATCH SERVICES Jack Lam, City Manager, noted that providing Emergency Medical Dispatch (EMD) services has been a major goal in the 1987, 2000 and 2005 Fire Strategic Plans. Recognizing that EMD and emergency communications were so intertwined, the City Council directed staff in December of 2007 to issue a Request for Proposal to solicit providers that would supply both emergency communications and emergency medical dispatch services to the Rancho Cucamonga Fire District. John Gillison, Deputy City Manager/Administrative Services, indicated that an RFP was issued in February 2008 to retain an outside consultant with specialized expertise in both general and emergency communications. He reported that the firm of Pendleton Partners was chosen to assist the City/Agency/District and introduced Steve Pendleton and Geoff Cady from Pendleton Partners. Geoff Cady spoke about the advantages to implementing EMD services. EMD consistently verifies patient's location and chief complaint, minimizes response delays, improves communication between dispatchers and provides continuous updates. The services also establishes standard protocols for call processing, minimizes arbitrary or anecdotal decision-making, ensures compliance to standard dispatch protocols and provides medically validated pre- arrivalinstructions. The emergency incident time continuum and dispatcher functions were also discussed. Mr. Cady addressed the State EMD guidelines, scope of practice and EMD protocol reference system. Redevelopment Agency, Fire Protection District, City Council Special Meeting Minutes January 7, 2009 Page 2 of 4 Mr. Cady indicated that the Medical Priority Dispatch System (MPDS) was created by Dr. Jeff Clawson and is used by more than 2,500 providers nationwide. MPDS provides unifed protocol and a systems approach to EMD. He indicated that the system is aprotocol-specific continuing dispatch education component and is compliant with all National standards of practice and position papers. Key MPDS components, examples of the MPDS key questions, instructions and determinant descriptions were highlighted. Lastly, Mr. Cady discussed the system design process and how EMD fits into Fire strategic planning. In conclusion, Mr. Cady recommended the use of MPDS, as it improves patient outcomes, enhances data analysis and optimizes resource utilization. Policies and procedures can be expanded to include fire and other types of emergencies. EMD emphasizes the need for strategically laced and appropriately staffed all-risk stations, works in conjunction with the 2005 Strategic Plan and ensures the best and most efficient level of emergency medical service possible for the community. In response to Councilmember Spagnolo, Mr. Cady confirmed that there data was available which shows the effectiveness of MPDS. He indicated that he would provide information on the studies. In response to Mayor Kurth, Mr. Cady noted that the use of MPDS is superior to the current system as it uses a structured sequence of questions to determine the condition of the patient. He confirmed that 2,500 agencies are currently using MPDS. Mr. Cady indicated to Mayor Kurth that disadvantages to MPDS include its cost and the perception that the structured system is not intuitive and is inflexible. In response to Councilmember Spagnolo, Mr. Cady indicated that the use of MPDS would not dictate the number of type of resources to be provided. It was noted that the system would be updated annually and the existence of alternate systems was discussed. Mayor Pro Tem Michael stated that MPDS would provide first responders the information that they need to provide the highest quality of care. In response to Mayor Kurth, it was noted that the system would be updated annually to incorporate new medical knowledge and that pre-arrival dispatch protocol was available. Discussion was held regarding implementation and the use of existing computers. In response to Councilmember Williams,' Mr. Cady addressed the intensive physical evaluation that is done on-site and stated that use of MPDS would not completely eliminate this process. The system would; however, confirm the patient's symptoms and provide information to the first responder on the condition of the patient. John Gillison, Deputy City ManagerlAdministrative Services, addressed staffs recommendations for communications/dispatch and emergency medical dispatch services. He addressed the timeline on the retention of Pendleton Partners and the issuance and evaluation of a RFP. Four agencies submitted qualified proposals: City of Ontario, ConFire, City of San Bernardino and Rancho Cucamonga Fire District. In May 2008, the Project Team selected two proposals (Ontario and ConFire) for further review. A detailed scope of services was prepared and issued to the two finalists in October of 2008 and final interviews were conducted in December. Mr. Gillison reported on the current Fire District dispatch services and indicated that the District has contracted with the City of Ontario since the 1970's. He stressed that the City of Ontario is doing a very good job providing dispatch services to the City. The project goals and objectives, the steps taken to achieve the goals and objectives and the steps taken to ensure project success were discussed. Mr. Gillison reported that the City of Ontario proposed to implement EMD in 18-24 months, there is no option for increased governance, RCFD would assume all liability and would pay for the entire implementation (estimated at $2.6 million the first year and $1.7 million annually). In contrast, ConFire would implement communications and EMD services in 6-9 months, there would be a contractual arrangement the first year but membership in the Joint Powers Authority is possible in the second year. The cost is estimated at $500,000 annually with the potential cost of $200,000 to acquire member status. In response to Mayor Pro Tem Michael, the other members of the Joint Powers Authority were identified. Also discussed was ConFire's location at the airport and their working relationship with cities in San Bernardino County. In response to Mayor Kurth, Mr. Gillison confirmed that the District would be a contract agency at first but stated that ConFire is open to including the City in the Joint Powers Authority. Mr. Gillison noted that the actual cost to the City would be determined by the number of calls and the number of agencies in the JPA, indicating that $500,000 was an estimate. In response to Mayor Pro Tem Michael, Mr. Gillison stated that both finalists currently handle approximately the same number of EMS calls. He rated the quality of the dispatching services equally. The ISO rating was not known. Mayor Redevelopment Agency, Fire Protection District, City Council Special Meeting Minutes January 7, 2009 Page 3 of 4 known. Mayor Pro Tem Michael stressed the need for measurable performance standards. In response to Mayor Kurth, Mr. Gillison stated that there was a good chance that the City would be able to join the Joint Powers Authority. He indicated that this would be addressed in the terms of the contract. In response to Councilmember Spagnolo, Mr. Gillison reported that ConFire hasjustcompleted the training necessary to implement the EMD system. Consequently, by the time the District enters into a contractual relationship with ConFire, they will have been using EMD for about six months. Pamela Easter, Assistant City Manager, noted that ConFire is being recommended due to the following reasons: There is a more timely implementation schedule, ConFire is currently implementing an accredited EMD system, there is a focus on fire/EMS dispatch services, the participatory governance structure, ConFire is amenable to contractual performance goals/standards, there is a shared cost structure for EMD implementation and there is no additional liability concerns. Steve Pendleton addressed the dispatch and EMD implementation, recommending that a contract be negotiated with Confire, that an implementation committee be established (including a 2-person Ad Hoc Board Committee, City, Fire and Fire Association representatives), that a professional services agreement with Pendleton Partners be executed, that a transition plan from Ontario to ConFire be developed, that an evaluation be done on the feasibility of using ConFire as a communication provider for municipal dispatch and that system planning, training and technology work be conducted. A transition to ConFire would occur and a dry run would be held. In late 2009 to early 2011, staff would monitor the system performance, troubleshoot operational and technical issues, collect system data and validate EMD outcomes against field reports, utilize the data to improve patient outcomes and optimize resource allocation and continue to evaluate the dispatch/EMD process to maximize efficiency and ensure the best level of emergency medical service to the community. Councilmember Williams suggested that the existing contracts with the other members of the Joint Powers Authority be reviewed. Mrs. Easter recommended that staff be authorized to begin contract negotiations and implementation planning with Consolidated Fire Agencies of the East Valley to provide general dispatch/communication services and EMD to the Fire District and the City. If approved, she noted that a final contract for service would be brought back for formal approval as part of the FY 2009-10 Budget. It is recommended that staff be authorized to execute a professional services agreement with Pendleton Partners for EMD/Dispatch Implementation and EMD/Dispatch Evaluation, in an amount not to exceed $370,000. As a one-time expense, the costs will come out of Fire RDA reserves and be spread between FY 2008-09 and FY 2009-10. Lastly, she recommended that a 2-person Board Ad Hoc Committee be appointed to work with the City/Fire/Association transition and implementation team. Councilmember Spagnolo stressed the need to make sure that the focus is on dispatching services. He wanted to ensure quality of dispatching and did not want to jeopardize the people out in the field for a program. However, Councilmember Spagnolo could see the potential of the MPDS and how it could enhance the services provided to the community. In response to Mayor Kurth, Deputy Chief Bell, Deputy Chief Hartwig and Chief Bryan spoke in support of the recommended actions. Councilmembers Spagnolo and Michael indicated that they would like to serve on the Ad Hoc Committee. Mayor Pro Tem Michael was pleased that the review process had included so many people. He noted that dispatch was a critical component of the service being provided to the community. Mayor Pro Tem Michael agreed that the City of Ontario had provided excellent service but recognized the advantages with proceeding with ConFire. He encouraged staff to ensure that the automatic aid and response times were not impacted. Councilmember Williams commended staff for the thorough analysis and understandable report. She supported the inclusion in the Joint Powers Authority and the recommended actions. Mayor Kurth thanked everyone for their hard work and was pleased that a way to improve the services to the community had been found. He supported the process and the fact that so many people were included. Redevelopment Agency, Fire Protection District, City Council Special Meeting Minutes January 7, 2009 Page 4 of 4 MOTION: Moved by Williams, seconded by Spagnolo to support the recommendation in the staff report. Motion carried 4-0, Gutierrez was absent. MOTION: Moved by Williams, seconded by Kurth to appoint Mayor Pro Tem Michael and Councilmember Spagnolo to the Board Ad Hoc Committee. Motion carried 4-0, Gutierrez was absent. D. ADJOURNMENT The meeting adjourned 4:34 p.m. R Specttully s/ubmitted, De ra L. McKay, MMC Assistant City Clerk/Secretary/Secretary Approved: January 21, 2009