HomeMy WebLinkAbout15 - NB-2 - Fire Service Delivery Options Assessment - 7/19/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: July 19, 2011 ITEM NUMBER:
SUBJECT: FIRE SERVICE DELIVERY OPTIONS ASSESSMENT
DATE: JULY 7, 2011
FROM: OFFICE OF THE CEO
PRESENTATION BY: TERRY MATZ, INTERIM ASSISTANT CHIEF EXECUTIVE OFFICER
FOR FURTHER INFORMATION TERRY MATZ, INTERIM ASSISTANT CHIEF EXECUTIVE
CONTACT: OFFICER AT (714) 754-5688
RECOMMENDATION:
Review Fire Service Delivery Options Assessment and provide staff with direction.
DISCUSSION:
The Costa Mesa City Council, at the request of the Costa Mesa Fire Association, who agreed to
pay for the costs of the proposal preparation, directed staff to seek a proposal from the Orange
County Fire Authority (OCFA) for contract fire services. Based upon Council's direction, staff
solicited, and received a formal proposal from OCFA on February 16, 2011 (Attachment 1).
Subsequent to the initial submittal, OCFA revised their proposal costs to remove their retirement
plan's previous unfunded liability which significantly reduced the proposed cost for each option
(Attachment 2). However, there will be a corresponding on-going cost that Costa Mesa will
have to PERS to fund the unfunded retirement liability for departing fire employees.
The City Council directed that a review and analysis of the proposal be performed along with a
comparison of these proposals with the Costa Mesa Fire Department services and costs. The
Fire Service Delivery Options Assessment (Attachment 3) presents the City Council with four
options to consider in providing Fire Protection, Emergency Medical, and Fire Prevention
Services to the Community. Each of the following options was analyzed:
• Maintain the Costa Mesa Fire Department in its current configuration;
• Orange County Fire Authority Option 1;
• Orange County Fire Authority Option 2; or
• Orange County Fire Authority Option 3
The Assessment discusses each of these options using evaluation criteria approved by the City
Council at a study session conducted in March 2011.
EXECUTIVE SUMMARY
The Costa Mesa Fire Department and the Orange County Fire Authority are both prepared to
provide all-risk fire protection, emergency medical, and fire prevention services to the City of
Costa Mesa. Each agency's staff is fully qualified and trained to provide the proposed services.
While each of the options submitted differs, each staffing and equipment option is able to meet
the necessary response times to deal with any emergency that may occur in any area of Costa
Mesa. OCFA has a greater depth of directly controlled resources within five miles of the city
limits that offer additional operational capabilities than are provided to the Costa Mesa Fire
Department in its current configuration.
OCFA has estimated that annual contract cost increases will average 2.29% for the next five
years and has provided estimated increases for each individual year. However, the contractual
cap on annual increases would be 4.5%. As a result, cost projections over a 5 -year period are
provided for both scenarios.
One-time start-up costs ranging from $729,844 to $816,106 for OCFA to provide services would
need to be absorbed by Costa Mesa. However, these costs may be amortized over five years
at no interest which lessens the financial impact of transition. These costs can be paid from the
savings that would be achieved with contracting with most options, or from the sale of surplus
vehicles, equipment, or fire station properties to OCFA or others.
Beyond the start-up costs, there will be staff transition costs consisting of paying off remaining
leave banks for employees transitioning to OCFA, as well as paying off leave banks for those
employees who will not be absorbed by the new fire agency. The estimate for these transition
costs is $750,000. These costs have been included in the first year estimates for each of the
OCFA options. While these costs are significant, they are one-time and can quickly be
recovered from future savings in annual contract costs in years 2 and beyond for most options.
The President of the Costa Mesa Fire Association has indicated that the Association is willing to
negotiate a solution that will reduce the fiscal impact from these transition costs, should the City
elect to contract with OCFA for fire services.
There are savings to Costa Mesa by contracting with OCFA for all of the options with the
average 2.29% scenario, and for options 2 and 3 with the 4.5% scenario. A comparison of costs
of the current Costa Mesa Fire Department structure with the OCFA over a 5 -year period with
average 2.29% and 4.5% annual growth scenarios is presented below:
OCFA Option 1
(Average 2.29% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA#1 Net Costs
20,439,087
20,317,471
20,950,700
21,313,655
21,475,494
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
(707,612)
345,716
619,780
742,721
1,011,669
OCFA Option 1
(Assumes 4.5% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA#1 Net Costs
20,536,789
20,761,326
21,913,872
22,750,076
23,623,909
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
(805,314)
(98,139)
(343,392)
(693,700)
(1,136,746)
IRA
OCFA Option 2
(Average 2.29% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA #2 Net Costs
19,318,903
19,175,020
19,793,344
20,137,036
20,290,287
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
412,572
1,488,167
1,777,136
1,919,340
2,196,876
OCFA Option 2
(Assumes 4.5% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA#2 Net Costs
19,411,420
19,595,320
20,705,400
21,497,228
22,324,689
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
320,055
1,067,867
865,080
559,148
162,474
OCFA Option 3
(Average 2.29% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA #3 Net Costs
18,659,160
18,498,915
19,106,286
19,435,825
19,582,765
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
1,072,315
2,164,272
2,464,194
2,620,551
2,904,398
OCFA Option 3
(Assumes 4.5% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA #3 Net Costs
18,747,867
18,901,907
19,980,784
20,740,004
21,533,389
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
983,608
1,761,280
1,589,696
1,316,372
953,774
In addition to the annual savings identified above, Costa Mesa may avoid large financial outlays
for certain capital costs if it chooses to contract with OCFA. One example is the purchase of fire
apparatus, which would normally be purchased from the Vehicle Replacement Fund. While
OCFA does include a contribution toward vehicle replacement in their annual contract costs, no
large purchase would be required. This would free up the fund balance contained in the City's
Vehicle Replacement Fund for other uses. Another example is the 800 MHz Countywide
Communication System which is nearing the end of its useful life and will need to be replaced in
the near future. Costa Mesa's share will likely be several million dollars, with the fire component
representing a large portion of that share. While a financing plan is being developed at the
County level, Costa Mesa will need to plan for a large cost for this important project. OCFA will
spread its costs over all of its contract cities which may result in a reduced annual cost to its
member agencies.
Additionally, the City administers a post employment benefits plan which provides medical
insurance benefits to eligible retirees and their spouses in accordance with various labor
agreements. A number of current fire employees are eligible for this benefit upon retirement
from Costa Mesa. Should the City elect to contract for fire services with OCFA, it would be
relieved of the future financial obligation to provide this retiree medical benefit to those eligible
fire employees who would transfer to OCFA.
A summary of resources proposed to be deployed within the city limits is presented below:
3
Option
Station
Station
Station
Station
Station
Station
Total
1
2
3
4
5
6
Positions
Costa Mesa Fire
Medic
Medic
Medic
USAR
Medic
Quint
29 Full -Time
Engine
Engine
Engine
Unit
Engine
Truck
(4)
(4)
(4)
(4)
(4)
(4)
Truck
Battalion
(4)
Chief
10
(1)
Paramedics
OCFA Option 1
PAU
PAU
PAU
PAU
PAU
Medic
25 Full -Time
Engine
Engine
Engine
Quint
Engine
Quint
(3)
(3)
(3)
Truck
(3)
Truck
(4)
(4)
Medic
Medic
Battalion
Van
Van
Chief
11
(2)
(2)
(1)
Paramedics
OCFA Option 2
PAU
PAU
Medic
PAU
PAU
Closed
24 Full -Time
Engine
Engine
Engine
Quint
Engine
(3)
(3)
(4)
Truck
(3)
(4 )
Medic
Medic
Medic Van
Van
Van
(2)
(2)
(2)
Battalion
Chief
12
(1)
Paramedics
Station
Station
Station
Station
Station
Station
Total
1
2
3
4
5
6
Positions
OCFA Option 3
PAU
Closed
Medic
PAU
PAU
Medic
23 Full -Time
Engine
Engine
Quint
Engine
Engine
(3)
(4)
Truck
(3)
(4)
(4 )
Medic
Medic Van
Van
(2)
(2)
Battalion
Chief
11
(1)
Paramedics
OCFA will absorb all the sworn fire personnel that meet basic requirements, but will only
transfer the employees in rank that they require to serve Costa Mesa. All others will be
offered positions as Firefighters. However, OCFA does not Y -Rate, meaning that fire
personnel will not transfer in at their existing Costa Mesa salaries, unless the City wants
to pay for that benefit, and will bring in transferring employees at the step in the position
salary range that most closely matches their current salary. OCFA will absorb two (2)
non -sworn Fire Prevention personnel, and will consider absorbing a third Fire
Prevention staff member subject to their staffing needs at the time of contract.
If the City chooses to contract for fire services, the Costa Mesa City Council will have to
give up some of the direct control of policy and budget. OCFA offers some policy and
budget role for the City since it is organized as a Joint Powers Authority (JPA), meaning
that each member agency has a seat on the JPA Board of Directors and has an equal
vote in policy matters. However, OCFA proposes a long-term contract with cost
containment provisions that should mitigate some of the issues associated with a
4
reduced governance role. OCFA does provide an organizational structure that assures
regular communication on operational and budget matters, and strives to resolve any
issues that may arise with their contract cities.
Finally, at the Study Session held on March 8, 2011, the City Council posed a number
of questions based upon their initial review of the OCFA proposal. Answers for these
questions have been provided (Attachment 4).
ALTERNATIVES CONSIDERED:
Beyond the options analyzed in the Assessment, the City could undertake further study
to determine whether the Costa Mesa Fire Department can be restructured similarly to
one or more of the OCFA options to achieve cost savings and still maintain adequate
service levels. Additionally, Costa Mesa could explore other service provider options
and/or work with neighboring cities to determine if any opportunities for sharing fire
resources exist.
FISCAL REVIEW:
There are savings to Costa Mesa from $350,000 to $2.2Million in year two and between
$2.2 Million and $2.9 Million in year five for each of the OCFA options using the average
2.29% scenario.
There are savings for Options 2 and 3 using the 4.5% annual growth scenario from $1.1
to $1.7 Million in year two and between $162,000 and $953,000 in year 5.
CONCLUSION:
The City Council is requested to discuss the information presented in the Fire Options
Delivery Assessment and determine whether to proceed to negotiations with OCFA. If
Council elects to proceed, a service option needs to be selected.
Thomas R. Hatch
Chief Executive Officer
Terry Matz
Interim Assistant Chief Executive Officer
Attachments: Attachment 1 Original OCFA Proposal, dated February 16, 2011
Attachment 2 Proposal Update Letter, dated March 30, 2011
Attachment 3 Fire Service Delivery Options Assessment
Attachment 4 Answers to City Council Questions
5
City of Costa Mesa
i CITY OF THE
Fire Service Proposal
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ORANGE COUNTY FIRE AUTHORITY
1 Fire Authority Road
Irvine, CA 92602
' (714) 573-6000
www.ocfa.org
February 16, 2011
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Table of Contents
Foreword 4
Summary of Proposal
5
Benefits of Contracting with OCFA
7
Cost Reductions when Contracting with OCFA
8
Long Term Savings
8
Overview of OCFA
9
Governance Structure
10
Board of Directors
10
Executive Committee
10
Budget and Finance Committee
11
City Managers' Technical Advisory Committee
11
City Managers' Budget & Finance Committee
11
Organizational Structure
12
Executive Management
12
Clerk of the Authority
12
Corporate Communications
12
Human Resources
13
Operations Department
15
Fire Prevention Department
19
Support Services Department
21
Business Services
24
Fiscal Considerations
26
OCFA's Fiscal Strength
26
Cost Control
27
Associated Savings and Benefits
28
Overview of Costa Mesa Fire Department
29
2
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Resource and Strategic Decisions 30
Resource Decisions 30
Strategic Decisions - Costa Mesa and OCFA Liaison 30
Proposed Service Options 32
Fire Protection Options 34
Apparatus 36
Facilities 37
OCFA Leasing of Facilities 38
Hazard Issues 38
Personnel 39
Compensation
40
Seniority
40
Probation
40
Medical/Physicals/Fingerprint/DMV
40
Sick Leave
41
Vacation Accrual
42
Start -Up Costs Detail
43
Communications Services/Information Technology
44
Personnel & Safety Equipment
44
Facilities & Equipment
44
Adoption of Codes and Ordinances
45
Documents for City Council Approval
45
Facility Issues
46
Glossary
48
Attachment A-2011 Board of Directors
50
Attachment B-OCFA Fire Station Map
52
3
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Foreword
The Orange County Fire Authority (OCFA) appreciates the invitation by the City of Costa
Mesa to evaluate the feasibility of providing contract services to the City. This proposal
presents OCFA's method of providing the highest quality services to the residents of Costa
Mesa through our regional fire service delivery system.
The principal benefits of a regional system are centered on optimal utilization of available
revenue to reduce costs, increase effectiveness, and to provide a far greater depth of
resources. The consolidation of resources, the streamlining of overhead and a partnership in
a regional protection system is beneficial for all parties.
The results the OCFA achieves every day in providing protection to our communities occur
through individual and team dedication, commitment, and organizational values. I am proud
of the men and women of the Orange County Fire Authority, and I am confident the
residents of Costa Mesa will feel similar pride if we become your City's fire service provider.
The service costs provided in this document include our basic service charge, station
maintenance, and equipment and vehicle replacement costs. I have included a brief
description of each of OCFA's departments and sections to provide an overview of the
services available through us as a regional provider.
Our Mission Statement summarizes our commitment:
We enhance public safety and meet the evolving needs of our communities through
education, prevention, and emergency response.
Keith Richter
Fire Chief
M
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Summary of Proposal
The Orange County Fire Authority (OCFA) deploys resources based on a regional service delivery
system, assigning personnel and equipment to emergency incidents without regard to jurisdictional
boundaries. Regional fire protection offers the citizens a wide range of services that results in
quality and strength extending well beyond the fire station. It enables the use of existing
administrative resources on a broader scale, increases purchasing power for major expenditures, and
maximizes the use of all emergency and support resources within the OCFA, regardless of
jurisdictional boundaries or physical location.
The Orange County Fire Authority presents three service options based on countywide response
standard for structure fires of three engines, one truck, one paramedic unit, and one Battalion Chief
and an ALS capable unit for EMS incidents. OCFA developed the options utilizing computer -
modeling, data analysis and standards of coverage. All options include the transition of 81 sworn
personnel and 2' civilian fire prevention personnel.
The options provided give the City the opportunity to evaluate several choices for delivering fire and
emergency services to the citizens of Costa Mesa and either maintain the current 8 units in the city
or increase the number to 9 units. To ensure the highest level of service for the City of Costa Mesa,
OCFA proposes a paramedic capable of delivering advanced life support, at each station for all of
our three options. Options are subject to discussion, as multiple configurations will serve the needs
of the community, however the presented scenarios allow for the largest range of savings and
coverage choice. Costs listed in table 1 represent FY10/11 figures.
Table 1. Service Options (PAU Paramedic Assessment Unit with 1 Paramedic Firefighter)
Medic Engine (4)
^Current Deployment &
Costs of Costa Mesa FD
OCFA Option 1
OCFA Option 2
OCFA Option 3
Station 1 Medic Engine (4)
Engine PAU(3)
Engine PAU(3)
Engine PAU(3)
Station 4
Medic Van(2)
Medic Van(2)
Medic Van(2)
Station 2 Medic Engine (I
Engine PAU(3)
Engine PAU(3)
Close
Engine PAU(3)
Engine PAU(3)
Medic Van(2)
rM& am
Station 3
Medic Engine (4)
Engine PAU(3)
Medic Engine(4)
Medic Engine(4)
Truck (4)
Medic Van(2)
Station 4
USAB Unit (4)
d1k
� Truck-
Quint/PAU(4)
Truck-Quint/PAU(4)
Truck-Quint/PAU(4)
Medic Engine (4)
Engine PAU(3)
Engine PAU(3)
Engine PAU(3)
Station 5
Battalion Chief (7)
Battalion Chief (1)
Medic Van(2)
Medic Van(2)
Battalion Chief (1)
Battalion Chief (1)
Station 6
Truck (4)
W
Medic Truck'
Close
Medic Engine(4)
-Quint
Quint(4)
Units in
8
9
9
8
the City
Staffing
29
25
24
23
Cost
$ 20,255,086
$ 18,157,231
$ 17,186,890
$ 16,483,219
^This model is the current Costa Mesa deployment and current Costa Mesa budgeted amount for comparison
1 The 3,d Fire Prevention Position is subject to OCFA need at time
of transition
ATTACHMENT
Costa Mesa Proposal for Emergency Services
In addition to the annual contract price, a one-time start up cost will be charged to facilitate
the transition of personnel, standardization of equipment, and facilities upgrades. One time
costs assume 81 sworn personnel and 2 civilian (Fire Prevention/Protection) personnel and
can be adjusted for variations in staffing. To assist the City in offsetting the start up costs,
OCFA is open to discussing purchasing additional surplus fire department vehicles and
applying the agreed upon purchase price to the start up costs. In addition, OCFA is willing
to discuss amortizing the start up costs over multiple years rather than incurring a large cash
outlay in a single budget year.
Table 2. Start Up Costs -Summary
^Cost Range NJ
Communications
$221,186
$255,348
Facilities
$262,500
$315,000
Personnel
$85,716
F
1
w
Service Center
$160,042
Total:
$729,444 $816,106
'Range of cost variables exist and are dependent on option selected; see Table 6 cost details and
2 The 3rd Fire Prevention Position is subject to OCFA need at time of transition. The civilian costs only apply to
personnel hiring, all other charges are absorbed by OCFA.
2
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Benefits of Contracting with OCFA
The Orange County Fire Authority enhances services to the citizens of Costa Mesa and
increases efficiencies within the City. OCFA's full service fire education, prevention and
emergency response brings with it a full support network and eliminates the workload for
other city departments that currently support Costa Mesa Fire. The support network
includes Training/Safety and EMS Sections that provide in-house certifications and
enhancement, skills maintenance, and safety officer coverage during incidents. These
support functions ensure that a high level of service is provided to our residents. Other
service enhancements include our depth of resources, specialized resources, a dedicated fire
prevention program, a hazardous materials program, dedicated fire dispatchers, and a
comprehensive public education program. These are standard in our regional system and are
included in the contract price.
Additional benefits include:
• City Council Member on OCFA Board — participation in public policy decisions
• City Council Member on Executive Committee based on position or
appointment
• City Council Member on Budget & Finance Committee by appointment
• City Manager participation on Technical Advisory Committee on rotational basis
• City Manager participation on City Manager Budget and Finance Committee on a
rotational basis
• Cost Control — Contract increases are capped at 4.5% per year
• Active participation in Community Events
• Ambulance Exclusive Operating Area's (EOAs): Significant experience in
administering, preparing the request for proposal, evaluating bids, and awarding
ambulance contracts through the competitive bid process.
• Training and certification programs developed and presented in-house
• Paramedic nurse educators, training staff, and associated training facilities
• Dedicated Fire/EMS Emergency Dispatch including Emergency Medical
Dispatch
• Risk Management program including the "WEFIT" health and wellness program
• Central recruitment and hiring, personnel management, and benefit coordination
• Common Radio System within Orange County
• Response compatibility with other Orange County Fire Departments
• Active participation and coordination with all Orange County city fire agencies
7
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Cost Reductions when Contracting with OCFA
The City of Costa Mesa will realize significant savings to several other city departments
should OCFA assume the management, support, and service expenses for administering the
fire department. OCFA, in discussion with City staff, identified potential net reductions of
approximately $851,682, relating to vehicle maintenance and replacement. This is in addition
to the direct savings in the contract cost of services provided by OCFA. Other reductions
associated with the long term PERS costs, workers compensation as well as other
departmental efficiencies gained were not factored into these savings.
Table 3.• Cost savings when contracting with OCFA
Cost Savings
Costa Mesa Fire Department Budget FY 10/11 $19,403,404
Other Costa Mesa Costs Relating to Fire Dept $ 851,682
Total Costa Mesa Service Cost $20,255,086
OCFA Annual Service Cost
OCFA Services Contract Option 1 Option 2 Option 3
$18,157,231 $17,186,890 $16,483,219
First Year Reduction ($2,097,855) ($3,068,196) ($3,771,867)
Long Term Savings
Over the past 10 years, the City of Costa Mesa's fire department budget has grown at an
average rate of 7% per year. Using OCFA's yearly maximum contract cap of 4.5% applied
to the City's fire department budget, the following table demonstrates the advantage OCFA
brings with contract service. Again this does not factor in savings associated with long term
PERS costs, workers compensation and other departmental efficiencies.
Table 4: Estimated 5year savings
5 Year Savings
2011/12 2012/13
2013/14
2014/15
2015/16 Cumulative
Savings
OCFA Service $17,960,300 $18,768,514
Charge
$19,613,097
$20,495,686
$21,417,992
I
Maximum
Contract 4.50% 4.50%
4.50%
4.50%
4.50%
% Increase
City Fire Dept.
Budget
$21,672,942 $23,190,048
$24,813,351
$26,550,286
$28,408,806
Annual
($3,712,642) ($4,421,534)
($5,200,254)
($6,054,600)
($6,990,814) ($26,379,844)
Reductions
Assumes a 7% increase scenario for the City of Costa Mesa's
Fire Department Budget (based on historical expenditure growth)
The median price was used for comparison purposes; savings can change based on
option selected
Assumes the maximum 4.5% increase for OCFA
^City Fire Department Budget figure includes other identified savings
M
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Overview of OCFA
The Orange County Fire Authority (OCFA) is one of the largest regional fire service
providers in California. The Authority responded to 87,519 emergency incidents throughout
its fire protection area during the 2010 calendar year. The Fire Authority currently staffs'
with 843 firefighters, 41 fire management, 299 professional staff, and 280 reserve positions,
serving 1.4 million residents in an area of 550 square miles. This service area consists of
twenty-three political jurisdictions including the unincorporated county areas and twenty-two
member cities with real property having an assessed valuation in excess of 213 billion dollars.
Communities Proudly Served
Aliso Viejo
La Palma
San Clemente
Buena Park
Lake Forest
San Juan Capistrano
Cypress
Los Alamitos
Seal Beach
Dana Point
Laguna Niguel
Stanton
Irvine
Mission Viejo
Tustin
Laguna Hills
Placentia
Villa Park
Laguna Woods
Rancho Santa Margarita
Westminster
Unincorporated Orange County
Yorba Linda
The OCFA operates out of a Regional Fire Operations and Training Center in the City of
Irvine and 61 fire stations in eight battalions, providing fire suppression, emergency medical,
rescue, hazardous materials response, and fire prevention and education services. The
department's service area, which is non-contiguous and includes all parts of the county, is
organized into five major geographical divisions. The equipment used by the department has
the versatility to respond to both urban and wildland emergencies. The OCFA's inventory
includes structural engines, brush engines, trucks/quints, paramedic vans, and other
specialized equipment, including a hazardous materials unit, urban search and rescue units,
command units, water tenders, crew -carrying vehicles, air utility units, a fuel tender, dozers
and helicopters.
The OCFA has twenty automatic and mutual aid agreements with other fire departments for
use and assignment of resources for daily operations and in the event of major emergencies.
Under contract to the State, the OCFA protects approximately 175,000 acres of wildland in
state and federal responsibility areas located within the county. The OCFA also provides
aircraft rescue firefighting services by contract to John Wayne Airport.
3 Authorized positions, not all are filled.
9
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Governance Structure
Prior to May 1980, Orange County was protected under a joint fire protection agreement
with the California Department of Forestry. The Department provided fire protection to a
population of approximately 420,000, encompassing 500 square miles, from 35 fire stations
strategically located throughout Orange County. In May 1980, the County of Orange
assumed full responsibility for fire and paramedic services to over 513,000 residents county-
wide.
Over the years, the changing demographics underscored the need to consider transition to
an alternate organizational structure—a structure that shares decision-making among the
participants while retaining the economies of scale and depth of service of the regional
system. In March of 1995, members of a newly formed joint powers authority—the Orange
County Fire Authority—met for the first time. The member cities each selected a council
member and alternate council member to sit on the OCFA governing board along with two
members of the Board of Supervisors (Attachment A).
Board of Directors
Unique to OCFA's governance system is Costa Mesa's representation on the Board of
Directors and their equitable share in the decision-making authority with other participants
in the regional system. Members of the Costa Mesa City Council and the City Manager have
direct access to the Fire Chief for matters relating to service in their city, and select the Costa
Mesa Council Member appointed to the Board of Directors. All authority rests with the
Board of Directors unless it is delegated by statute or board action. When delegated, these
authorities are further defined by contracts, resolutions, policies, or other board actions.
Today, the Orange County Fire Authority serves 22 of Orange County's 34 cities; member
cities now comprise approximately 90 percent of our service population.
In addition to Costa Mesa's participation on the full Board of Directors, the opportunity to
participate on the Executive Committee, Budget and Finance Committee, City Managers'
Technical Advisory Committee and City Managers' Budget and Finance Committee are
available to our member cities.. The City of Costa Mesa may provide representation on
these committees on a positional or appointment basis.
Executive Committee
The Executive Committee conducts all business of the OCFA, with the exception of policy
issues, including labor relations, budget issues and other matters specifically retained by the
Board of Directors. The Executive Committee consists of no more than nine members of
the Board of Directors. The committee membership is comprised of the following
designated positions: the Chair and Vice Chair of the Board of Directors, the immediate past
Chair of the Board and the Chair of the Budget and Finance Committee. In addition, the
Chair appoints five at -large members. At least one member of the Board of Supervisors
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serves on this committee. The ratio of committee members representing cash contract cities
to the total committee membership will be as close as reasonably possible to the ratio of the
number of cash contract cities to total member agencies. The Chair of the City Managers'
Technical Advisory Committee serves as an ex officio non-voting member of the Executive
Committee.
Budget and Finance Committee
The Budget and Finance Committee advises staff and makes recommendations to the Board
of Directors on matters related to financial and budget policies, development of budgets for
the General Fund and capital expenditures, designations of reserves, budget balancing
measures, evaluation and development of plans to meet long-term financing needs,
investment oversight and purchasing policies. The Chair of the City Manager Budget and
Finance Committee serves as an ex officio non-voting member of this committee. Effective
beginning the year ended June 30, 2006 the Budget and Finance Committee was also
designated to serve as the OCFA's audit oversight committee.
City Managers' Technical Advisory Committee
The City Managers' Technical Advisory Committee (TAC) is comprised of 8 City Managers
whom advise the Fire Chief and make recommendations on major policy decisions, prior to
submittal to the Board. The OCFA believes it is essential that there be harmonious and
collaborative working relationships between the Fire Chief and City Managers; therefore, the
TAC provides an effective means of building and facilitating that collaborative working
environment. Upon joining OCFA, the Costa Mesa City Manager would be placed in the
rotation for the Committee to provide additional participation in OCFA management.
City Managers' Budget & Finance Committee
The City Managers' Budget & Finance Committee (B&FC) is comprised of 6 City Managers
whom meet annually to review the proposed budget. This Committee also meets, when
needed, to review significant changes in OCFA's financial condition and to discuss proposed
policy decisions which may have financial ramifications for OCFA and/or its member
agencies. The Committee provides input to OCFA's financial staff, the Chief, and the Board
of Directors regarding their recommendations for proposed financial policies, budget
priorities, uses of available fund balance, and/or steps they believe OCFA should take to
reduce the budget.
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01g'an za tional Structure
Executive Management
An appointed Fire Chief, a Deputy Fire Chief, four Assistant Fire Chiefs, and a combination
of safety and professional managers provide leadership for the OCFA. Service activities are
organized into four departments: Operations, Fire Prevention, Business Services, and
Support Services.
Fire Chief
Clerk of
Keith Richter
Corporate
Authority
Communication
Deputy Fire ChiefHuman Resources
Ron Blaul
Division
Operations
Fire Prevention Business Services
Support Services
Department
Department Department
Department
Jorge Camargo
Laura Blaul Lori Zeller
Dave Pierce
Assistant Chief
Assistant Chief Assistant Chief
Assistant Chief
Clerk of the Authority
The Clerk of the Authority is responsible for attending and taking minutes of all public
meetings of the Board of Directors, executing orders of the Board as directed, preparing
legal notices for publication, distributing copies of Board orders, and performing records
management functions for the Authority.
Corporate Communications
Corporate Communications is responsible for a wide variety of services including multi-
media services and community relations. Other responsibilities in support of the Fire Chief
and executive management team include customer service follow-up, special studies as
required by the Fire Chief, and liaison to various constituencies including OCFA member
cities.
Multi -Media Services
The Multi -Media Services Section produces award-winning media. Productions may
be in video format, in still format, or computer generated, providing support
programs in all areas of the Orange County Fire Authority.
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Community Relations
Community Relations is comprised of the Public Information Office and is
responsible for providing both internal and external communications; keeping
members of the OCFA, and the public apprised of current events and issues
regarding the OCFA through the use of various media.
Human Resources
The Human Resources Division administers the employee relations program, the employee
benefit programs, the risk management program, and organizational training and
development.
Employee Relations
The employee relations programs involve classification and compensation
administration, recruitment and selection processes, labor negotiations, grievance
administration, and Memorandum of Understanding administration. Employee
relations staff also serves as consultants to supervisors and managers in employee
relations matters.
Organizational Training and Development
The Organizational Training and Development Section is responsible for providing
professional staff with statute mandated training programs. The section also
facilitates career development training programs such as the Leadership Institute,
which is open to employees aspiring to advance their careers in management
positions. In addition, the section administers programs involving hands-on
supervisory training for employees in current supervisory and management positions,
as well as, general and job specific training programs for all employees. The section
administers the Bilingual testing process, Tuition Reimbursement Program,
Educational Incentive Pay eligibility process and Internship Program.
Risk Management
The Risk Management Section administers the general liability and worker's
compensation insurance programs, the safety and occupational health programs and
the Wellness and Fitness program (WEFIT). The section secures insurance coverage
for the Authority's insurance needs, responds to general liability losses and claims,
designs and implements safety compliance programs, conducts health/safety and
ergonomic assessments and is responsible for maintaining CalOSHA and NFPA
health and safety records. With a 90% participation level the WEFIT program has
maximized efficiencies within OCFA. The WEFIT Program Coordinator is
responsible for administering the WEFIT exam process, fitness facilities and
maintaining the Peer Fitness Trainer program for the career firefighter workforce.
This program, which is a joint Labor -Management initiative, emphasizes the
prevention of injuries to the employee and since its inception the WEFIT program
has decreased the costs associated with lost work days, workers compensation and
reduced the potential for re-injury.
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Employee Benefits and Services
This section is responsible for the administration of a variety of benefit programs
including Ca1PERS Medical Plans (for non Firefighter Unit employees), Employee
Assistance Program, Retiree Medical Program, and Dependent Care Assistance
Program. The benefits section is also responsible for the administration of the
dental, vision and life insurance programs for non Firefighter Unit employees, and
serves as a liaison to the Orange County Employees Retirement system.
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Operations Department
The Operations Department, under the command of an Assistant Chief, is responsible for
the delivery of fire suppression, hazardous materials, emergency medical, and rescue services
and is most recognizable to the citizens protected by the Orange County Fire Authority. The
department is composed of six divisions, each under the command of a Division Chief. One
of the six Division Chiefs is responsible for the Fire Authority's operational support
sections: Emergency Command Center (Dispatch), Emergency Medical Services, Special
Operations, Community Volunteer Services, Emergency Planning & Coordination, and
Training & Safety. The other five divisions are based on geographical areas and are divided
into battalions under the command of Battalion Chiefs. Each battalion contains five to nine
stations. Stations are staffed with captains who are responsible for supervising the fire and
emergency medical services for that station on a day-to-day basis. Like fire station personnel
positions, Battalion Chief positions are staffed on a shift basis (A, B, and C shift) twenty-
four hours per day. A Fire Captain is assigned to each engine and truck company. A captain
supervises the station and is responsible for the fire prevention, fire suppression, emergency
medical, and day-to-day services within the station's jurisdictional area.
Division 1 Division 2
Division Chief Division Chief
Operations Department
Jorge Camargo
Assistant Chief
I �]
Division 3 Division 4 Division 5 7 r Division 6
Division Chief FE ivisioChi Division Chief Division Chief
hL
The varied nature of emergency response requirements in Orange County dictates that the
OCFA's emergency response system be an all risk/multi-function system. OCFA
firefighters provide a diverse range of services to Orange County residents, including:
• Structural Firefighting • Aircraft Firefighting
• Technical Rescue
• Wildland Firefighting
• Public Education
• Urban Search and Rescue
• Hazardous Materials Response
Fire Suppression
• Helicopter Response
• Fire Prevention Inspections
• Emergency Medical Response
• Swift Water Rescue
The Operations Department is responsible for controlling and suppressing all hostile
fires in the Authority's jurisdiction. This service is enhanced by mutual and automatic
aid agreements with surrounding local, state and federal jurisdictions.
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Emergency Medical Services (EMS)
All suppression personnel are certified emergency medical technicians (EMTs)
trained in the use of cardiac defibrillators, which are carried on all department
apparatus. In addition, 335 career personnel are certified paramedics. EMS services
are provided to the communities served by the Orange County Fire Authority
through a combination of paramedic vans, paramedic engines, and paramedic
assessment units—a "front loaded" advanced life support system. The term "front
loading" relates to a method of providing paramedic response whereby the first
arriving OCFA career -staffed company is capable of delivering advanced life
support.
Fire Prevention Activities
Operations Department field personnel, located in stations throughout the county,
also devote considerable time each day to fire prevention activities. To maximize
resources, engine, truck, and paramedic companies perform most fire safety and
code enforcement inspections of businesses and multi -tenant occupancies. Personnel
are trained in fire prevention and controlled -activity permit procedures. In addition,
field companies provide safety education and familiarization programs to schools,
community groups, and interested citizens as part of the Authority's efforts to
prevent fires and the associated injuries and losses. OCFA's "Ready, Set, Go!"
wildfire education program is one example of Operations department personnel
actively engaging with the communities at risk.
Hazardous Materials Emergency Response Team
The Haz-Mat Team responds to hazardous materials spills and leaks, providing
expertise in the safe handling, abatement, and documentation of the emergency. The
OCFA is a member of the Orange County -City Hazardous Materials Emergency
Response Authority, a joint powers response and cost recovery system.
Aircraft Rescue and Firefighting
The OCFA provides aircraft rescue and firefighting (ARFF) services through a
contract with John Wayne Airport. The ARFF crews also provide aircraft refueling
safety classes.
Urban Search and Rescue
The Orange County Fire Authority is capable of providing Urban Search and Rescue
(USAR) services, utilizing four USAR truck companies strategically placed within
Orange County. One of these truck companies is within close proximity to the City
of Costa Mesa in Irvine. In addition, OCFA and the Federal Emergency
Management Agency (FEMA) jointly sponsor one of the twenty-eight national
Urban Search and Rescue Teams. California Task Force Five (CATF-5) based in
Orange County, has an extensive array of equipment and provides advanced search
and rescue services to communities in need. CATF-5 is available to respond to local,
state, and national emergencies within six hours of notification.
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Operations Department's Specialized Sections
Emergency Medical Services (EMS) Section
The EMS Section provides continuous quality improvement, administrative and
liaison services, and continuing education related to the Authority's EMS program.
This includes tracking records, certification, and licensure of all emergency medical
technicians and paramedics employed by the Authority. EMS staff review new pre-
hospital equipment and procedures and administer the maintenance contracts for
medical equipment and the request -for -proposal process to select ambulance
companies. Using records management systems and data analysis, EMS staff
monitors and reviews all reported exposures of personnel to communicable diseases
and medical trends in the Orange County.
The OCFA employs a full-time medical director for oversight of quality control of
pre -hospital care. Dr. Ken Miller is actively involved with OC/EMSA and
participates in numerous local, state, and federal EMS and Urban Search and Rescue
(USAR) task forces and decision making commissions. There are also six dedicated
Nurse Educators (RN's) for field training, review and certification in addition to the
Paramedic Coordinator (RN), and Firefighter/Paramedic field support liaison who
report to the EMS Battalion Chief. Our EMS section is dedicated to quality control,
training, and tracking the latest emergency medical trends and health care to best
serve the citizens in our communities.
Operations Training and Safety Section
This section delivers and facilitates all organization -wide training activities for
emergency response personnel. This includes research, development, and
implementation of a variety of training courses to meet local needs as well as state
and federal mandates, such as basic firefighter, driver/operator, hand crew, and
officer academies for career and reserve firefighters. The section also serves in a lead
capacity on issues of employee and incident safety, with training officers also serving
as safety officers on major incidents.
Special Operations Section
The Special Operations Section is responsible for coordination of the Authority's
helicopter program, handcrews, and dozers. The Authority currently maintains
firefighting helicopters at Fullerton Airport which are used for emergency responses
throughout the year for wildland and wildland-urban interface fires, swift water and
still water rescues, medical rescue support, and disaster mitigation. The Crews and
Equipment Unit is responsible for coordinating firefighting handcrews and dozers,
fire road maintenance, and various construction and maintenance projects.
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Emergency Command Center
The Emergency Command Center is responsible for receipt and dispatch of
emergency calls. The dispatcher answering the initial call determines the type of call,
jurisdiction, and closest unit(s), and dispatches units via computer -aided -dispatch
(CAD). In the event of a medical emergency, a dispatcher remains on the phone and
utilizes OCFA's Emergency Medical Dispatch (EMD) procedures to render life-
saving instructions while apparatus are responding.
Emergency Planning and Coordination Section
The Emergency Planning and Coordination (EPAC) Section coordinates the
Authority's emergency planning with federal, state, and local jurisdictions and
agencies, and serves as the Authority's liaison to any agency requiring information
regarding emergency response or planning. The EPAC Battalion Chief represents
the Authority on working task forces, such as the state and federal Terrorism Task
Force, Nuclear Power Authority, and Marine Disaster. This section also maintains
and updates all city and county emergency plans, the multi -agency Mutual Aid Plan,
California Emergency Management Agency (CalEMA) Mutual Aid Plan,
Supplemental Response Guidebook, and the Orange County Fire Chief Association's
Mutual Aid Operational Area Plan.
Community Volunteer Services
The Community Volunteer Services (CVS) office coordinates all volunteer programs
within the OCFA. This includes the Reserve Firefighter Program, the Fire Exploring
Program, and the Fire Chaplain Program. The office is staffed by a Battalion Chief
as the program manager, and the Division 6 Administrative Assistant. The Fire
Exploring Program, in conjunction with Boy Scouts of America and Learning for
Life, provides opportunities for youth between the ages of 14 and 21 to develop
leadership, management, and accountability skills at an early age.
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Costa Mesa Proposal for Emergency Services
Fire Prevention Department
The Fire Prevention Department, under the leadership of an Assistant Chief, contributes to
community safety and prosperity through the systematic mitigation of risk. Staff works with
the development community and partner agencies to help build safe communities; with
community stakeholders and residents to maintain and enhance safety at the neighborhood
level; and with other stakeholders to evaluate losses and improve mitigation through
engineering, education and enforcement.
IrFire Prevention
Department
Laura Blaul
Assistant Chief
Safety & Environmental
Services 7
Deputy Fire Marshal
Investigations
Battalion Chief
Planning & Development
L Deputy Fire Marshal
Pre Fire Management
Battalion Chief '
Planning and Development
The Planning and Development Section works with the development community
and jurisdiction planning and building staff to ensure new tracts and projects meet
state and local fire and life safety requirements. Staff review design and construction
plans, working closely with architects, engineers, and consultants following the
planning process to ensure that the California and International Fire Code
requirements are met prior to issuance of grading and/or building permits. They
also conduct inspections of all construction projects.
Safety and Environmental Services
The Safety and Environmental Services Section assists stakeholders such as
businesses, partner agency staff, first responders, environmental regulatory agencies,
and the general public in maintaining and enhancing safe communities. Each division
office provides a high level of life safety by: (1) ensuring that minimum state and
local codes are met, (2) responding in a timely manner to citizen complaints
regarding fire hazards, (3) working closely with local civic groups to ensure code
compliance with the special events they sponsor, and (4) providing training and
assistance with fire prevention issues to Operations Department personnel and (5)
implementing the Hazardous Materials Disclosure, the Business Emergency Plan,
and the California Accidental Release Prevention (formerly RMPP) Programs.
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Pre -Fire Management
The Pre -Fire Management Section takes a proactive approach to fire prevention
through the systematic mitigation of risk in our communities. Pre -Fire Management
is comprised of four units: Risk Analysis and Mitigation Evaluation, Wildland Fire
Prevention, Community Education and Automation Support. Risk Analysis and
Mitigation Evaluation identifies and profiles our fire risks in order to develop and/or
modify and target effective risk intervention programs. Wildland Fire Prevention
oversees OCFA's "Ready, Set, Go!" Program which includes the mitigation of
wildfire risks through a formalized vegetation management, community education
and outreach, and agency/public partnership program. The unit also drafts and
updates the County wildfire plan. Through the utilization of technology,
Automation Support creates and maintains efficiencies in all Fire Prevention
processes and procedures. Our all-risk educators support our approach to ensuring
safe communities by providing an array of programs to meet the needs of the
community, from school requests, community events, business needs, and service
organization functions. The focus of these efforts is to reduce accidental and fire
related deaths, injuries, and property loss through the delivery of high quality fire
safety education programs as well as all-risk preparedness programs.
Investigation Services
The Investigation Services Section's investigators review all fires to determine and
document fire cause providing the data necessary for effective decision making. A
thorough and accurate investigation provides the foundation for current and future
prevention, education and emergency services. Criminal cases are investigated
through law enforcement partnerships and are followed up by filing with the District
Attorney's Office, while juvenile -related fires are handled through the Fire
FRIENDS (Fire Regional Intervention Education and Delivery System) Program.
Cost recovery is pursued on all applicable incidents.
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Support Services Department
The Support Services Department is managed by an Assistant Chief and provides support to
all departments of the Authority. Department responsibilities include coordinating all facility
maintenance, repairs, and construction; automotive and fleet maintenance, repairs, and
acquisition; and government liaison services including legislative activities and provides
information systems development, repairs, and installations. Also included are the analysis
of development and demographic shifts on service delivery, annexations, incorporations,
developer agreements for future fire station construction, and management of the OCFA
Strategic Plan.
Support Services
Department
Dave Pierce
Assistant Chief
............. ...............
Automotive
Fleet Services Manager
Strategic Services
Battalion Chief
d& Legislative Services
Legislative Analyst
Information Technology
Information Technology Manager
Property Management
Property Manager
Legislative Services Section
The Legislative Services Section monitors legislation and regulations and advocates
the Authority's position before federal, state, and local governing and regulatory
agencies. The OCFA takes an active role in state and federal legislation and regularly
interacts with statewide groups such as the League of Cities, California State
Association of Counties and California Fire Chiefs Association. Most recently
OCFA has communicated directly to state legislators on the potential impacts of
State Budget cuts or borrowing from local governments. In addition, the Legislative
Services Section assists on fire service grant requests and works with our Orange
County Congressional delegation to seek support and funding for fire agency specific
projects. As a stakeholder in Orange County, the OCFA has a strong understanding
of the political issues affecting not only the OCFA, but all of our partner cities.
Efforts at the local, state and federal level are often on issues that affect our cities as
well as the fire service.
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Fleet Services Section
The Fleet Services Section manages a fleet of more than 500 vehicles and fire
apparatus; performs preventive maintenance, major and minor repairs, and
renovations on the Authority's apparatus and vehicles; tests and certifies specialty
equipment; designs and develops specifications; and oversees acquisition and
manufacturing quality assurance of all vehicles and apparatus.
Property Management
The Property Management Section manages the needs assessment, design,
engineering, and construction of new facilities; structural and cosmetic remodeling of
existing facilities; and other extensive upgrades through a comprehensive Capital
Improvement Program.
This section coordinates all requests for repairs to facilities and oversees scheduled
maintenance for over a half million square feet of facilities space owned or operated
by the OCFA. These activities are accomplished primarily through contracted
vendors and technicians. Service areas include fuel and power sources, heating and
ventilation systems, air quality such as diesel exhaust systems, landscape and
irrigation, utilities, and systems required to ensure that facilities are ready, safe, and
habitable. In addition, this section also services building systems, including repair
and replacement of furnishings, fixtures and household equipment.
The Property Management Section oversees the acquisition of land and facilities for
use by the OCFA through a variety of service agreements. The section also provides
space planning and needs assessment studies for all space requests. Staff also
coordinates relocations of safety and non -safety personnel.
Strategic Services
The Strategic Services Section, in conjunction with city/county and Local Agency
Formation Commission (LAFCO) planning staff, reviews and responds to major
development proposals for public safety and fire protection impacts. Other
responsibilities include analyzing and monitoring impacts of development projects,
annexations, and incorporations of fire resources, and initiating agreements with
developers for acquisition, design, construction, and dedication of fire facilities and
equipment. This section also coordinates all CEQA related reviews and processes of
the agencies. Also included are all activities associated with analysis of demographic
shifts on service delivery, Authority performance standards, management of the
OCFA Strategic Plan, and proposal coordination for new partner cities.
Information Technology
The Information Technology Section is responsible for the development, operation,
maintenance, and security of the Authority's computers, networks, information
systems, and communication systems. Responsibilities include strategic planning and
forecasting of technology needs; development and monitoring of technology
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standards and guidelines; systems analysis, design, and implementation; software and
hardware evaluation; selection and deployment of all IT related purchases, upgrades,
and replacements; and maintenance of a centralized Geographic Information System
(GIS).
OCFA's IT Section oversees and implemented several grant -funded initiatives in the
areas of technology and interoperability. Countywide technology projects led by
OCFA have included CAD -to -CAD Interoperability, Wireless Mobile Data
Network, Countywide GIS Repository & Mapping Standards, and an Automatic
Vehicle Location program.
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Business Services
The Business Services Department, under the direction of an Assistant Chief, manages all
financial, purchasing and treasury activities. The department coordinates and prepares all
budget, payroll, accounting, and administrative support to the Authority; monitors cash
balances, makes investments, coordinates issuance and administration of long and short term
debt; and provides warehouse, purchasing, shipping and receiving.
r e
Business Services
Department
Lori Zeller
L Assistant Chief
Finance Division Treasury and Financial
Planning Services
Finance Manager
,,,,,,..,,,_ Treasurer
Purchasing & Material
Management
kurchasing and Materials Manager
Finance
The Finance Section is responsible for providing financial accounting, reporting,
planning, and developing procedures and policies to protect and safeguard the
financial and material assets of the Authority. Responsibilities include accounts
receivable, accounts payable, and payroll; general accounting of fixed assets, and
general ledger; and support budget preparation and monitoring, financial forecasting,
and special financial studies.
Treasury and Financial Planning Services
The Treasury and Financial Planning Services Section is responsible for providing a
variety of Treasury and Financial Planning services for the Authority. Treasury
services include monitoring cash balances, making investments, issuing and
administering long and short-term debt, oversight of the Deferred Compensation
program, and accounting support to the Employee Benefits Section. Financial
Planning services include preparation of annual budgets, monitoring and reporting of
budget variances, financial forecasting, and special financial studies.
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Purchasing and Material Management
The Purchasing Section processes all purchasing requisitions, develops requests for
proposals (RFP), manages formal bid processes, and manages surplus property for
the Authority. The Material Management Section (also known as the Service Center)
provides shipping, receiving, and warehousing services for the Authority; performs
mail processing and delivery services; certifies and maintains apparatus; provides
repair and fabrication services on equipment, woodworking, safety garments, and
tools; manages the acquisition and distribution of bulk supplies and equipment; and
provides logistical support for major emergencies. Based upon the OCFA's strong
purchasing practices and policies, the Section has received an award for Achievement
of Excellence in Procurement in 2007 and 2008.
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Fiscal Considerations
OCFA's Fiscal Strength
The Orange County Fire Authority, funded much like a fire district, derives the majority of
its funds from property taxes and contract city service charges. Currently the Fire Authority
has cash and investments of approximately $131 million and has high quality credit ratings
by Standard and Poor's (AA) and Moody's Investor Service (Al). Both rating agencies
indicated that the primary factors for assigning positive ratings were OCFA's strong financial
management and a solid record of fiscal discipline.
Further demonstrating OCFA's fiscal strength is the fact that OCFA's Business Services
Department has received national awards for its fiscal management. In fiscal years 1998
through 2009, OCFA received a Certificate of Achievement for Excellence in Financial
Reporting from the Government Finance Officers Association (GFOA).
The Municipal Treasurer's Association of United States and Canada has certified OCFA's
investment policy three times. In addition, OCFA has received a total of four Budget awards
from California Society of Municipal Finance Officers (CSMFO) for the 2001 through 2009
biennial budgets and GFOA's Distinguished Budget Presentation Award for the 1999
through 2009 biennial budgets. The Distinguished Budget Award is the highest form of
recognition bestowed by the GFOA for governmental budgeting.
Structural Fire Fund Cities
The Structural Fire Fund (SFF) is a separate allocation of property taxes for fire protection
services and is mandated by Revenue and Taxation Code Section 95. Property taxes based
on calculated tax factors are allocated to the SFF from the cities of Aliso Viejo, Cypress,
Dana Point, Irvine, Laguna Hills, Laguna Niguel, Laguna Woods, Lake Forest, La Palma,
Los Alamitos, Mission Viejo, Rancho Santa Margarita, San Juan Capistrano, Villa Park,
Yorba Linda, and the unincorporated areas of the county.
Cash Contract Cities
The cities of Buena Park, Placentia, San Clemente, Seal Beach, Stanton, Tustin, and
Westminster receive services on a cash contract basis. A base charge was established for each
city at time of entry. This charge is updated annually based on the percentage increase in the
General Fund budget subject to a cap on the cost of annual adjustments. These costs
represent the cost of providing service within a contract city and include:
• Direct Labor Costs — Labor, Service and Supplies
• Indirect Support Costs — Emergency Management and Support Staff
• Station Maintenance
• Vehicle and Equipment Replacement
The proposed contract with Costa Mesa would be a cash contract.
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Service Charge Relative to Regional Costs
The proposed annual service charge would fund fire suppression, hazardous materials, fire
prevention, emergency medical services, and support functions, such as dispatching,
equipment maintenance, supply, and procurement, risk management and all other services
required in the City of Costa Mesa for the effective operation of a modern fire department.
The charge would be prorated on a quarterly basis, and payment would be due quarterly in
arrears. During the twenty year contract period, each March the OCFA would provide the
City of Costa Mesa with notification of estimated changes in contract costs for the next
fiscal year. Each June, the OCFA would provide the final annual contract service charge
amount to the City. The new service agreement will be concurrent with the twenty-year JPA
agreement.
Cost Control
A common concern of cities interested in contracting with the OCFA is the ability to control
costs. Orange County Fire Authority cash contract cities enjoy the financial protection of a
cap on annual increases not -to -exceed 4.5%. The cap includes recapture provisions, wherein
increases above the cap are banked for future recapture in subsequent years when cost
increases are less than the cap. The functionality of the recapture bank is illustrated below.
Recapture Bank
Contract
Increase to OCFA
Increase to Cash Contract
Recapture
Year
Budget
Charge
Bank
FY 2010/11
2%
2%
n/a
FY 2011/12
4%
4%
n/a
FY 2012/13
5.5%
4.5%
+1%
FY 2013/14
3.5%
4.5% '
-1%
FY 2014/15
2.5%
2.5%
n/a
Contributions to vehicle replacement and station maintenance are relatively stable cost
elements of the proposal, and are added to cash contract city charges outside of the cap
calculation. Vehicle replacement contributions are calculated using the current replacement
cost for the emergency vehicles assigned to the City, divided by the years of expected service
for the vehicles (i.e., useful life). Station maintenance contributions are handled as a
revolving fund, requiring an initial deposit of $15,000 per station, and then requiring annual
replenishment only if/when funds are used for improvement projects or maintenance
projects.
The cap and recapture provisions are intended to ensure that the City is protected from the
volatility of large cost increases during any single year, while also ensuring that OCFA's costs
for providing the services are covered over time. Periodic administrative reviews will be
conducted every five years to review actual cost increases compared to the cap. Automatic
triggers are included to ensure that any future cash contract city payment shortfalls that may
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develop can be addressed through the administrative reviews every five years'. The term of
the JPA is twenty years with an option to withdraw at each ten-year interval. Article IV,
Section 3.F. of the JPA agreement provides detailed methodology for this review.
Associated Savings and Benefits
The City of Costa Mesa will realize significant savings to several City departments should
OCFA assume the management, support, and service expenses in support of the fire
department. The City will also achieve savings from the reduction of its insurance premiums.
The following are some of the services that will be provided by OCFA's management and
staff professionals:
• Human Resources services including recruitment, testing, selection,
employee records, labor negotiation, discipline, grievances, ADA
compliance, OSHA, benefits management, etc
• Information System Management including emergency and administrative
computer systems
• Facility and Property Management/Maintenance
• Compliance Training for FMLA, FLSA, Sexual Harassment and
EEOC
• Risk Management & Worker's Compensation Management
• Legislative Analyst & Lobbying Services
• Contract Administration
• Vehicle Purchasing and Maintenance
• Equipment and Supplies purchase, inventory management, repair and
delivery
• Processing of subpoenas and information records requests
• Media Relations
• Community education including school programs
• Trained Public Information Staff
• Community risk identification, prevention and mitigation programs
• Dispatching
• Communications Equipment purchase, repair, maintenance
• Emergency response mapping (GIS, AVL)
• Paramedic continuing education services including a Medical Director
• Quality Assurance Programs
• Community Survey Programs
• Disaster Planning and Coordination
• Financial Management, Budgeting and Payroll
4 It should be noted that, following recent agreements achieved with labor, OCFA's current five-year financial projection
shows an average annual increase of 2.29%; therefore, we do not anticipate the recapture provision, nor the trigger
provision, to have any applicability during the foreseeable five years.
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Overview of Costa Mesa Fire Department
The Costa Mesa Fire Department serves approximately 116,500 residents within its
geographical boundaries of 16.8 square miles. The City's real property's assessed value is in
excess of $14.2 billion. Costa Mesa's fire department provides fire protection, emergency
medical services, and public assistance services within the City of Costa Mesa and responded
to approximately 9,000 emergency calls in the 2009 calendar year.
Costa Mesa's fire department consists of 87 employees. The department has 81 sworn
career firefighters who provide administrative services as well as staffing for the six fire
stations. Of the 81 suppression personnel, 27 are licensed paramedics.
Current Staffing
Fire Station #1— 2803 Royal Palm Dr
Type I Paramedic Engine (4 personnel)
Fire Station #2 — 800 W Baker St
Type I Paramedic Engine (4 personnel)
Fire Station #3 —1865 Park Ave
Type I Paramedic Engine (4 personnel)
Aerial Truck (4 personnel)
Fire Station #4 — 2300 Placentia Ave
USAR Squad (4 personnel)
Fire Station #5 — 2450 Vanguard Way
Type I Paramedic Engine (4 personnel)
Battalion Chief
Fire Station #6 — 3350 Sakioka Dr
Quint/Truck (4 personnel)
Dispatching
The Costa Mesa Communications Center will remain the primary answering point and will
transfer all fire and medical aid calls directly to OCFA. For medical aid responses, EMD will
be provided by OCFA. Fire responses will be transferred and limited reporting party
information obtained by the City dispatchers. When calls involve police related
incidents, the City dispatchers will obtain all pertinent police related details and
communicated to the responding police personnel. A protocol will need to be established
for coordination between Costa Mesa Communications and OCFA Communications.
29
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Resource and Strategic Dects-lo s
Resource Decisions
Fire department resources are controlled by a fire agency for city coverage and emergency
situations through three methods: direct control, automatic aid, and mutual aid. OCFA
would utilize direct control of regional resources on a day-to-day basis to ensure that
emergency units will be available in Costa Mesa.
Automatic aid agreements are contracts between two fire services agencies in day-to-day
situations. Automatic aid agreements enhance regional services by providing response to
designated areas on a day-to-day basis.
Mutual aid is a system that uses statewide and local resources for a specific emergency
response. Mutual aid allows a community to request assistance from neighboring
communities during an emergency without compensation for the first critical hours.
OCFA provides a depth of resources which allows for an aggressive move -up and cover
program. This allows for rapid coverage of Costa Mesa if resources are committed to
incidents in the city. Automatic Vehicle Location (AVL) enables OCFA to utilize the closest
resources, including automatic aid for rapid response to emergencies. OCFA continues to
implement modern technology such as a resource status system called MUM, or Move -Up
Module, which tracks incidents and commitment of resources and recommends coverage;
and the new Public Safety Project which will be a multifunctional state of the art GIS/AVL
based dispatch system, a records management system and an integrated Fire Prevention and
Inspection system. These new technological improvements will supplement our existing
multi -agency 800MHz radio system and inter -agency dispatch link.
Strategic Decisions - Costa Mesa and OCFA Liaison
While the City will have a representative on the Board of Directors, OCFA recognizes that
ongoing liaison between the City and their direct relationship with its' fire department is
essential; the OCFA assigns a Division Chief and a Battalion Chief to maintain a day-to-day
working relationship with the City Manager, and through him/her, the City Council. If the
City of Costa Mesa is to transition to the Fire Authority the division headquarters will be
located in Irvine and will be easily accessible to Costa Mesa. The battalion headquarters
would ideally be at the current Costa Mesa Station 5, however, the option chosen and space
allocation would be reviewed prior to final assignment.
The Division Chief is responsible for representation at meetings called by the City Manager,
city council meetings, and other city staff meetings where fire department input is needed.
The Division Chief or Battalion Chief represents the fire department at community events,
meetings, or other functions upon request of the City Manager or designated city staff. The
Fire Chief and Executive Staff are also available to the City Council and City Manager at any
time.
30
ATTACHMENT
Costa Mesa Proposal for Emergency Services
To ensure the City has an active role in fire and life safety service delivery, OCFA and the City will
discuss changes to fees, staffing, and permanent placement of equipment and companies prior to
implementation; however, the final decision-making authority lies with the OCFA for staffing and
equipment needs. As changes in the staffing and placement of equipment in adjacent communities
serviced by the OCFA could affect service to the City, the OCFA will advise the City prior to
implementation if such changes should occur. Both parties will also discuss changes in fire codes
and ordinances relating to the Fire Authority's implementation programs; final fire code adoption
authority is with the City of Costa Mesa.
City of Costa Mesa Access to OCFA Resources
City Council Board of Directors
Fire Chief
City Manager
Division Chief
City Staff Battalion Chief
31
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Proposed Service Options
The Orange County Fire Authority's options are based on a countywide response standard
for structure fires of three engines, a truck, a paramedic unit, and a Battalion Chief. A
"working structure fire" receives an augmented response of an additional engine, truck,
Division Chief and Safety Officer. Response times to a fire incident for each type of
equipment are utilized to determine equipment placement within a geographical area.
OCFA's response time goal throughout our urban/suburban service areas is for the first unit
to arrive on scene within a 5 minute drive time for 80 percent of the emergency calls for
service.
The OCFA utilizes several computer programs, Apparatus Deployment Analysis Module
(A.D.A.M.), CAD Analyst, and ArcView with Network Analyst to determine apparatus
deployment. Utilizing these programs, OCFA is able to estimate call -to -scene times based
on past history and actual street systems and not on distance "as the crow flies." To meet
OCFA's response standards, additional units would be provided through the regional
concept using the nearest available OCFA equipment, apparatus, and personnel. These units
would augment the proposed Costa Mesa resources on a variety of responses such as
Vegetation Fires, Technical Rescues, Hazardous Materials Spills, and Multiple Victim
Incidents.
Area Coverage
Area coverage (also known as First Unit coverage) analysis shows that a unit (Engine or
Truck) is required at Stations 1, 3, 4, 5 and one at either station 2 or 6. This will cover the
populated area of the City at suburban standards.
Truck Company Coverage
OCFA's analysis of Costa Mesa truck coverage is that one centralized truck, or two trucks
placed in the outside stations would meet standards.
Paramedic Coverage
OCFA's analysis of Costa Mesa recommends 3 full medic units in the City. The Orange
County Fire Authority's paramedic program provides additional advanced life support and
care to victims of accidents or illnesses through an integrated approach to pre -hospital care
by utilization of paramedic assessment units (PAUs).
Battalion Chief Coverage
Due to the geographical location of the City of Costa Mesa and OCFA's performance
standards, a Battalion Chief will remain in the City. The Battalion Headquarters will be
assigned once the option is chosen and space allocation is evaluated. Fire Station 5 is the
preferred location.
32
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Service Option Overview
Contract estimates provided reflect the cost of each piece of equipment assigned to the City
of Costa Mesa. These costs include all the equipment, personnel, vehicle and equipment
depreciation, station maintenance; as well as services available through OCFA as a regional
provider such as helicopters, handcrews, dozers, fire mechanics, fire prevention inspectors,
dispatch and all administrative staff. The added benefit to the City of Costa Mesa of this
regional approach is that it enables the use of existing administrative resources such as Fire
Prevention, Plan Check and Public Education on a broader scale. In addition, the City will
have a dedicated fire prevention officer with the primary fire prevention responsibility for
the City with support from the complete OCFA Fire Prevention Department. This fire
prevention service portion will be offset with the fire prevention fees collected by the Fire
Authority or the City on behalf of the Fire Authority. By contracting with OCFA the
administrative functions for the fire department will be administered by the Fire Authority.
These administrative functions include, Human Resources, Finance/Payroll, Information
Technology and Purchasing. All options assume that all equipment, supplies, furnishings
and items necessary for emergency response and station operations and maintenance are
transferred to OCFA upon transition.
33
ATTACHMENT
Costa Mesa Proposal for Emergency Services
FW -e Protection Options
All options include the service option cost, facilities maintenance charge, and vehicle depreciation
cost. All Options include a paramedic at each Costa Mesa station. Not included in the option cost
is the one time start up costs or costs associated with facilities issues listed on page 46.
Option 1- $18,157,231
In Option 1, an Engine and Paramedic Van are at both Stations One and Three, allowing for
coverage when a unit is on hospital follow up, a Paramedic Assessment Unit (PAU) Engine
or Truck at non medic unit stations ensures advanced life support at all stations. Two trucks
are located to provide full City coverage, with the Truck at Station six being a full medic unit.
Option 2 - $17,186,890
In Option 2, an Engine and Paramedic Van are located at Stations One, Two and Five,
allowing for coverage when a unit is on hospital follow up, and an additional full Medic
Engine at Station Three. Station Four is a Paramedic Assessment Unit (PAU) Truck. This
option allows for the closure of Station Six.
Option 3 - $16,483,219
In Option 3, an Engine and Paramedic Van are located at Stations One and Five, allowing
for coverage when unit is on hospital follow up, and an additional full Medic Engine at
Station Three and Six. Station Four is a Paramedic Assessment Unit (PAU) Truck. This
option allows for the closure of Station Two.
34
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Table 5.• Annual Cost Service Option, Maintenance and Vehicle Depreciation
Annual Cost
Option Vehicles/ Staffing Service Facilities' Vehicle Total
Charge Maintenance Deoreciation
2 Truck/Quints
(1 Medic 1 PAU)
1 4 Engines (PAU)
2 Medic Vans
1 Command Vehicle
25 Personnel/Shift
75 Personnel
1 Truck (PAU)
1 Medic Engine
2 3 Medic Van
3 PAU Engine
1 Command Vehicle
24 Positions
72 Personnel
1 Truck (PAU)
3 2 Medic Engine
2 PAU Engine
2 Medic Van
1 Command Vehicle
23 Positions
69 Personnel
$17,806,349 $90,000 $260,882 $18,157,231
$16,872,621 $75,000 $239,269 $17,186,890
$16,192,425 $75,000 215,794 $16,483,219
35
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Apparatus
In order for the Orange County Fire Authority to provide fire and emergency medical
service protection to the City of Costa Mesa, the following fully equipped apparatus will
transition to the OCFA:
• Five Type I Engines (Frontline units 527, 524, 523, 516, 515)
• 1 75' Quint Truck (525)
• One Tractor Drawn Aerial (517)
• Two Battalion Vehicles (511, 510)
• One F250 Utility (509)
Depending on the option chosen, 1 Engine and 1 Truck may or may not be needed. Since
the City leases the Tractor Drawn Aerial, negotiations will be required for either a lease
takeover, purchase, or continuation of the lease program under the City if the service option
selected requires that unit. OCFA is open to discussing purchasing additional surplus fire
department vehicles (USAR Unit and Trailer and 100' Aerial) and applying the agreed upon
purchase price to the start up costs. Equipment currently assigned to the Fire Department
and not requested by OCFA will return to the City, or, the City may choose to have OCFA
sell the equipment on Public Auction with the monies gained from the sale applied to the
contract or returned to the City.
The City will lease to the OCFA at no cost all current fire department vehicles and apparatus
necessary to maintain service within the City of Costa Mesa as outlined above. The
apparatus will be incorporated into the Fire Authority's vehicle rotation and replacement
plans and preventative maintenance program. The vehicle rotation plan provides that
vehicles are rotated between assignments (fire stations) as necessary to ensure that mileage
and years of service are optimized. Currently, an engine is expected to obtain approximately
120,000 miles during a life span of approximately fifteen (15) years. Throughout the engine
or truck's service life, it will be rotated between busy and slow stations to allow the
maximum life expectancy to be reached. The replacement cost of each vehicle is based on
the current replacement cost divided by the years of expected service.
In conjunction with the vehicle rotation and replacement plans, the Fire Authority has an
aggressive preventative maintenance program. Each of the fleet's more than 500 vehicles is
scheduled for preventative maintenance, based on mileage and use to ensure safety and
response capability. The Automotive Section tracks each vehicle's mileage, use,
performance, and repairs. If a trend develops due to increased vehicle failure or need for
repair, maintenance schedules are adjusted as necessary to correct any problems or potential
problems. If any apparatus develops ongoing issues, the vehicle's use and life span are re-
evaluated and adjusted accordingly.
36
ATTACHMENT
Costa Mesa Proposal for Emergency Services
The routine fleet maintenance of Fire Authority vehicles is normally performed at our
headquarters facility in Irvine, and relief equipment is placed in service while the unit is out
for maintenance. All Costa Mesa units have been reviewed and evaluated by our Fleet
Services Section. There are several minor repairs that must be made to the units prior to
transition. The City may choose to perform these repairs or OCFA can perform the repairs
at a onetime start up cost. This will be discussed during negotiations and are not part of the
startup costs quoted in this proposal.
Facilities
OCFA's Property Management completed a cursory review of the six Costa Mesa fire
stations with technical professionals to evaluate the overall conditions of each facility.
Supporting Costa Mesa documents were also reviewed. The inspection included the
following areas:
• Electrical
• Plumbing
• Heating and air conditioning
• Emergency generators
• Asbestos
• Roofing
• Hazardous Materials Assessment
• Apparatus Bay Doors
• Diesel Exhaust Collection
• Underground Fuel Storage Tanks
The general comments from the technical professionals were that the Costa Mesa fire
stations require upgrades to meet OCFA station standards, and require discussion on items
listed in the Facilities Issues list on page 46. The facility issues will require separate
discussion for action items and are not included in the startup cost options.
Vehicle exhaust collection systems are standard in all OCFA fire stations. These systems
collect the harmful engine exhaust before entering the stations and are expelled to the
exterior. The cost to upgrade all Costa Mesa fire stations with this feature is approximately
$300,000, and constitutes approximately half of the contract startup costs. The diesel
exhaust collection systems mitigation will be installed by OCFA prior to commencing fire
service in Costa Mesa.
37
ATTACHMENT
Costa Mesa Proposal for Emergency Services
OCFA Leasing of Facilities
The City of Costa Mesa will lease to the Fire Authority for $1.00 per year the following
stations:
Fire Station #1– 2803 Royal Palm Dr
Fire Station #2 – 800 W Baker St
Fire Station #3 –1865 Park Ave
Fire Station #4 – 2300 Placentia Ave
Fire Station #5 – 2450 Vanguard Way
Fire Station #6 – 3350 Sakioka Dr
If an option closing a station is selected, that station will be removed from the list above and
not leased. The Fire Authority will use the premises for public safety purposes. The Fire
Authority will assume responsibility for personal liability and the City shall be responsible for
insurance protection of improvements against fire or other risks. The Authority will provide
daily maintenance and cleaning of all leased facilities in accordance with local industry
standards. OCFA will pay for all utilities at the facilities unless the utilities are shared by
other departments within the City such as Fire Station 5.
The Fire Authority will pay the costs of fire station day-to-day operation including janitorial
supplies, cleaning, and maintenance of interior surfaces; routine service and repair of
plumbing and electrical systems; trash pickup; and other minor repairs. Repairs of major
items—such as air conditioning, apparatus doors, heating systems, and exterior coverings—
are covered by participation in the station maintenance plan. Alterations and improvements
in excess of $15,000 will be the responsibility of the City of Costa Mesa and would be
submitted to the City by the Division Chief for consideration. Currently, the City provides
landscape maintenance and OCFA assumes that they will continue to do so. It is also
assumed that the HVAC replacement systems in the CIP budget of the City will remain in
place for Fire Stations 1, 3, 4, and 5 and will be replaced as currently scheduled.
The City will be responsible for any seismic repair, and any major remodel, renovation or
relocation of existing stations. In addition, the City will be responsible to discuss and/or
mitigate and abate all items noted in the Facilities Issues list on page 46.
Hazard Issues
The City will maintain all hazard responsibility for current underground fuel tanks
and piping located at any of the Costa Mesa fire stations and any other previously
caused hazardous material action, including asbestos mitigation. These costs will be
the responsibility of the City of Costa Mesa and will occur at the earliest convenience
of both the City of Costa Mesa and OCFA. A list of additional facilities issues for
discussion is located on page 46.
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Personnel
If the City of Costa Mesa decides to contract with the Orange County Fire Authority for
emergency services, the OCFA is committed to making the transition of the Costa Mesa Fire
Department's operations and personnel to the OCFA as smooth as possible. The positions
filled are those created by the contract between the City of Costa Mesa and the OCFA.
Therefore, the considerations rendered regarding personnel are based on any new positions
added to the OCFA by this contract.
The OCFA will retain all sworn current Costa Mesa Fire Department employees based on
their rank held on November 8, 2010, subject to the conditions noted in this section and the
following:
Proposed current employees for retention (81 safety personnel, and 2 non safety personnel)
• 1 Interim Fire Chief
• 2 Battalion Chief positions
• 19 Fire Captain positions
• 22 Fire Apparatus Engineer positions
• 37 Firefighter positions (includes those working as paramedics)
• 2 Fire Prevention' positions (non -safety)
An additional fire prevention position is subject to discussion and consideration and will be
based upon OCFA's personnel and workload at the time of contract negotiations.
The policy of the OCFA is that only positions of rank (Battalion Chief, Captain, Engineer)
created by the addition of a new contract are available to the new transitioning personnel. If
the transitioning city has more positions of rank than the option selected, those individuals
in excess will be transitioned as Firefighters. The Interim Fire Chief will be offered a
Battalion Chief position. Two additional Fire Captain position will be required in
administration, which will allow for the transition of two Costa Mesa Fire Captain position
to be transitioned at that rank. Fire prevention/protection position offers will be based
upon available assignments and are at the discretion of OCFA.
The City of Costa Mesa will determine which individuals will fill the positions of rank, prior
to the transition. Shortly after contract signing, OCFA will, through the OCFA position bid
system, offer the transitioning Costa Mesa Fire Department employees an opportunity to bid
for other stations and shifts. Costa Mesa Firefighters will retain their current post position
following transition until they voluntarily transfer per OCFA SOP and MOU. To smoothly
transition Costa Mesa employees, OCFA will administratively assign a minimum of fifty (50)
percent of the City personnel to other OCFA stations during the first year of the contract.
5 OCFA term is Fire Prevention, City term is Fire Protection.
39
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Compensation
Using documentation provided by the City, the OCFA Human Resources Section will
prepare calculations to match the Costa Mesa employees' base salary with the closest
comparable base pay on OCFA's salary schedule for the rank in which the employee will
transition, and for non -safety, the position they are offered. If the employee base salary falls
between two steps, the employee will receive the higher step increase. The employees will
receive the retirement and medical benefits as outlined in the current Firefighter MOU.'
OCFA is open to negotiations with the City of Costa Mesa to help transitioning employees
receive a total compensation package that is as close as possible to their current salary,
benefits and retirement.
Seniority
Within the limits of the number of safety (suppression) employees required by the selected
service option, continuous employment as a full-time firefighter with Costa Mesa shall be
considered the same as continuous employment with the OCFA for transitioning safety
employees only for the purposes of:
• Layoff seniority
• Bid assignment seniority preference
• Promotional opportunities
• Accrual of vacation and sick leave
Probation
Current regular Costa Mesa Fire Department employees retained by the OCFA will be
considered to have passed their probation period with the Fire Authority, except for the
following:
• Any employee who has not completed probation with the City of Costa Mesa;
• Any employee who has been suspended within the last year;
• Any employee who has disciplinary action pending or is under investigation for
possible disciplinary action at the time of transition, and disciplinary action has been
sustained.
If an employee meets any of the above exceptions, the employee will serve a new probation
period of twelve months.
Medical/Physicals /Fingerprint/DMV
All Costa Mesa Fire Department employees offered employment with the OCFA would be
required to pass a medical/physical examination, Lifescan, and California Department of
Motor Vehicles (DMV) check. If a Costa Mesa employee fails to meet the medical
requirements or the OCFA determines their fingerprint records or DMV record eliminates
them from consideration, then that employee will not be offered employment with the
OCFA. The City may provide, or may require the employees to provide, the DMV check to
OCFA.
6 Non -safety employee(s) will follow the General Unit MOU.
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Sick Leave
Transitioning employees will accrue sick leave at the rates described below, and as if they had
been with the OCFA while they were with the City of Costa Mesa. All sick leave accrued by
transitioning employees during their employment with the City of Costa Mesa shall be the
responsibility of the City of Costa Mesa. OCFA suggests a sick leave bank for the City of
Costa Mesa employees of five shifts (120 hours) for a one-year period commencing on the
transition date. If the City of Costa Mesa establishes a sick leave bank for the use of
transitioning employees whose accrual with the Fire Authority is insufficient to cover an
absence due to a non -occupational illness or injury, the Fire Authority will continue to pay
the employee to the extent the employee has time available from such City -maintained sick
leave bank provided the City of Costa Mesa reimburses the Fire Authority for all salary and
benefit costs related to such a paid absence.
Staff employees regularly assigned to a forty (40) hour workweek
Hours of Continuous Service
Hourly Accrual Rate
Exclusive of Overtime
1 through 6,240.00 regularly scheduled
0.0347 hours for each regularly listed work
hours
hour paid
6,240.01 or more regularly scheduled
0.0462 hours for each regularly scheduled
hours
work hour paid
Shift employees regularly assigned to a fifty-six (56) hour average
Hours of Continuous Service
Hourly Accrual Rate
Exclusive of Overtime
1 through 8,736.00 regularly scheduled
0.0347 hours for each regularly listed work
hours
hour paid
8,736.01 or more regularly scheduled
0.0462 hours for each regularly scheduled
hours
work hour paid
41
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Vacation Accrual
Transitioning employees will accrue vacation at the rates described below, and as if the
employees had been with the OCFA while they were with the City of Costa Mesa. All
vacation accrued by transitioning employees during their employment with the City of Costa
Mesa shall be the responsibility of the City of Costa Mesa.
Staff Emnlovees regularly assigned to a fortv (40) hour workweek
Years of Completed
Equivalent hours of
Hourly Accrual Rate
Continuous Service
completed continuous
Service Exclusive of
Overtime
1 year
2,080.00 regularly scheduled
80 hours total
hours
After 1 year but less than 3 years
2,080.00 through 6,240.00
0.0385 hours for each
regularly scheduled hours
regularly scheduled hour
aid
After 3 years but less than 10
6,240.01 through 20,800.00
0.0577 hours for each
years
regularly scheduled hours
regularly scheduled hour
aid
After 10 Years
20,800.01 or more regularly
0.077 hours for each
scheduled hours
regularly scheduled hour
aid
Shift Emnlovees regularly assigned to a fiftv-six (56) hour average dutv week
Years of Completed
Equivalent hours of
Hourly Accrual Rate
Continuous Service
completed continuous
Service Exclusive of
Overtime
1 year
2,912.00 regularly scheduled
112 hours total
hours
After 1 year but less than 3 years
2,912.01 through 8,736.00
0.0385 hours for each
regularly scheduled hours
regularly scheduled hour
aid
After 3 years but less than 10
8,736.01 through 29,120.00
0.0577 hours for each
years
regularly scheduled hours
regularly scheduled hour
aid
After 10 Years
29,120.01 or more regularly
0.077 hours for each
scheduled hours
regularly scheduled hour
aid
42
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Start- Up Costs Detail
This list of one-time only basic expenses are necessary for implementation of services (start-up
costs) and will be the responsibility of the City of Costa Mesa.
l ante o: otart UD costs Ueta"s
Start up cost based on 81 Sworn/2 Civilian Personnel
Costs provided for both 5 and 6 station o tions
Cost
Service Center
Helmet Shields
Station Equipment
Brush Helmets
Fire Shelters
Goggles
Rain Gear
Apparatus Complement
Uniforms
Wildland T-shirts
Total: $160,042
Personnel Costs
Physicals
Lifescan
Total: i $85,716
Communications
4 1MB Phone Lines
911 Call Box
Add Network Equipment to UPS
Install T1 to OCFA
New Station Alarm
OCFA Nortel Phone Switch^
Phone Switch Programming
Replace Routers with Cisco^
Station CAD Computer
Station CAD Printer
VHF Mobile Radio Installs
MDC Broadband Integration (all Vehicles)
Radio Reprogramming
Total w/5 Stations: $221,186
Total w/6 Stations: $255,348
Facilities
Plymovent
Total I w/5 Stations: $262,500
Total w/6 Stations: $315,000
Total W19stations: $ 729,444
Total w/6&ations: $ 816,106
:N
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Communications Services/ Information Technology
Computer charges are for adapting the stations to OCFA's computer aided dispatch (CAD),
software and hardware to allow access to the OCFA Fire Incident Reporting system, and
modifications to the main OCFA computer room to support the additional systems. The
charges for computers can be placed in two categories, computer room equipment and
station equipment. The computer room equipment is located at the Orange County Fire
Authority's Emergency Command Center and is necessary for dispatching emergency
response units within the City of Costa Mesa.
Adaptability to the network, standardization of radio and telephone systems are also
included in the startup costs. The cost range provided is as a result of possible compatibility
and integration issues. OCFA shall attempt to use existing equipment and integrate where
practical.
Personnel & Safety Equipment
Hiring: Personnel costs reflect charges incurred during the hiring process.
Safety Equipment.- Charges include the cost of basic safety equipment and protective clothing
for wildland and structural emergency incidents. Costa Mesa's safety equipment standards
are similar to those of the OCFA and the majority of the equipment meets and/or exceeds
OCFA requirements; therefore the only items that will require purchase are items that are
not currently issued by the Costa Mesa Fire Department or identification changes to safety
equipment.
Uniforms: Charges are for uniforms for the fire department sworn personnel. The cost of
uniforms will be for 4 sets of new uniforms with nametapes and patches, badges, dress
uniforms, and work boots
Facilities & Equipment
Facility start-up costs include Plymo-Vent installation and signage. Additional costs exist
and are listed on page 46 The list includes CIP items and items that can be mitigated by the
City prior to OCFA occupancy. Some items may be performed by OCFA on behalf of the
City. All items listed require discussion and agreement on maintenance timeline and
funding.
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Adoption of Codes and Ordinances
Upon the City of Costa Mesa entering into a contract with the Orange County Fire Authority, the
City would agree to:
• Recommend adopting OCFA amendments to the 2010 California Fire and Building
Codes.
• Adopt a resolution authorizing the Hazardous Materials JPA to seek cost recovery
from responsible parties within the City of Costa Mesa.
• Designate the Orange County Fire Authority's Fire Chief as the City of Costa Mesa's
Fire Marshal.
Documents for City Council Approval
• JPA Service Agreement (20 year term through June 30, 2030 with an option to exit at
the 10 -year interval)
• Letter of Understanding on the transition of personnel
• Facility and Vehicle lease agreement
• Ordinances and codes for City adoption
45
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Facility Issues
The Orange County Fire Authority has inspected the fire station facilities and has identified several
issues that, while may or may not be an immediate need for correction, must be discussed and
agreed upon how to handle funding and/or repair responsibilities. It is assumed that system
replacements currently in the Costa Mesa CIP budget for fire station items will remain in place at the
timeline currently set by the budget. OCFA may coordinate and schedule the below listed work at
the request of the City, but the replacement cost will remain with the City. These issues are not
included in the contract or startup cost in this proposal.
Table 7.• Facilities Issues for Discussion
Issues to be discussed:
FS01-05 are at the end of life expectancy. Plans for
reconstruction should be identified. Possibilities of
relocation should be discussed. i.e. Move FS02 and 06
and build one to service both areas.
All current CIP HVAC and Roof replacements should
remain in City budget.
FS01
General Maintenance issues (paint, patch, repair asphalt,
repair front wall, relocate water heater ect
Gate -add electric opener
Remodel shower for privacy
Remove ceiling acoustics -check for asbestos
Plumbing upgrade
Privacy Dorms
FS02
Privacy Dorms
Remodel shower for privacy
Repair security and rear gate
Replace front walk
Remove Hose Tower
Replace/repair roof ,Remove ceiling acoustics -check for
asbestos
FS03
Underground fuel tank 1000 gal
Replace/repair roof and Acoustic with asbestos ceiling
Privacy Dorms
Remove Hose Tower
FS04
General Maintenance Issues (roof ponding, remove coral
tree, fix concrete
Drill Tower maintenance (concrete andpaint)
Privacy Dorms
M.
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Remove ceiling acoustics --check for asbestos
Remodel shower for privacy
Underground fuel tank 1000 gal
FS05
Replace asphalt behind station
Replace Roof -immediate PM for temp solution Remove
ceiling acoustics --check for asbestos
Remodel shower for privacy
Replace Water Heater
Fire Pole Safety
Privacy Dorms
FS06
Add security ate
Replace Roof
Privacy Dorms
General Maintenance Issues (Upgrade Air Compressor,
replace water heater, replace wallpaper with paint,
moisture seal kitchen floor
47
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Glossary
Automatic Aid Response Agreement
An agreement between two or more agencies under which designated fire companies are
automatically dispatched into predetermined areas for fire protection and medical
emergencies.
Battalion
A geographic protection area of the Orange County Fire Authority with 6 to 9 stations.
CAD
Computer-aided dispatch, state of the art communication.
City
The City of Costa Mesa.
City Council
The City Council of the City of Costa Mesa
Company
Suppression staff assigned to staff a particular piece of firefighting equipment.
Contract City
A city that has chosen to contract with the Orange County Fire Authority for fire protection
and emergency medical services.
Cross -Staffing
Personnel assigned to a station's Engine or Truck Company will staff a specialized piece of
equipment as necessary.
ECC
Emergency Command Center of the Orange County Fire Authority located at Orange
County Fire Authority headquarters in Orange.
Emergency Medical Service
Include pre -hospital paramedic services, but not ambulance transport.
Engine
A mobile piece of fire equipment which carries hose, water, and a pump (750 gpm or larger).
First Alarm
The initial emergency response force. Number and type of equipment is dependent on type
of emergency. Standard first alarm for fire includes: 3 Engines, 1 Truck, 1 Medic Unit, 1
Battalion Chief.
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Master Mutual Aid Agreement
An agreement between all fire agencies in Orange County to provide resources to handle
large or unusual emergencies. Net 1 (Orange County Fire Authority) serves as the area
coordinator.
OCFA
The Orange County Fire Authority.
Paramedic Assessment Unit
A first -out engine/truck company staffed by full-time career personnel, including a certified
paramedic. Authorized to initiate advanced life support care if deemed necessary.
Platoon
Personnel assigned to work the same 24-hour shifts; normally one third of the total
suppression work force.
Quint/Truck
A mobile piece of fire equipment which carries hose, water, a pump, ladders, and an aerial
ladder.
Second Alarm
Additional equipment dispatched when the emergency exceeds the capability of the first
alarm assignment. Standard second alarm for fires includes: 6 Engines, 2 Trucks, 1 Medic
Unit, 2 Battalion Chiefs, 1 Division Chief, 1 Safety Officer and additional support units.
Shift
24-hour work period used by the suppression force.
Structure Fire
A fire in a building or other structure of value.
Third Alarm
Additional equipment dispatched when the emergency exceeds the capability of the second
alarm assignment. Standard third alarm for fires includes: 9 Engines, 3 Trucks, 1 Medic Unit,
3 Battalion Chiefs, 1 Duty Officer, 1 Division Chief, 2 Safety Officer and additional support
units.
Working Structure Fire
A report of an incident with detail supporting active fire in a building. A standard working
structure fire includes: 4 Engines, 2 Trucks, 1 Medic Unit, 1 Battalion Chief, 1 Division
Chief, 1 Safety Officer.
800 MHz
An advanced high frequency radio transmission band. Also referred to as 800 radio
frequency.
.•
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Attachment A-2011 Board ofDlrectors
CHAIR
Name: Mark Tettemer
Representing: Lake Forest
Board Member Since: 2005
` Alternate: Peter Herzog
Name: Donald Garcia
Representing: Aliso Viejo
Board Member Since: 2010
Alternate: Phillip Tsunoda
Name: Todd Seymore
Representing: Cypress
Board Member Since: 2007
Alternate: Doug Bailey
Name: Larry Agran
Representing: Irvine
Board Member Since: 2010
Alternate: Sukhee Kang
Name: Gary Capata
Representing: Laguna Niguel
Board Member Since: 2008
Alternate: Joe Brown
Name: Ralph Rodriquez
Representing: La Palma
Board Member Since: 2008
Alternate: Henry Charoen
Name: Jeremy Yamaguchi
Representing: Placentia
Board Member Since: 2010
Alternate: Chad Wanke
Name: Jim Dahl
Representing: San Clemente
Board Member Since: 2007
Alternate: Bob Baker
kth[01WWW 10 CA
Name: Trish Kelley
Representing: Mission Viejo
Board Member Since: 2005
Alternate: Dave Leckness
Name: Elizabeth Swift
Representing: Buena Park
Board Member Since:
Alternate: Miller Oh
Name: Steven Weinberg
Representing: Dana Point
Board Member Since: 2008
Alternate: William Brough
Name: Randal Bressette
Representing: Laguna Hills
Board Member Since: 2011
Alternate: Barbara Kogerman
Name: Martin Rhodes
Representing: Laguna Woods
Board Member Since: 2009
Alternate: Cynthia Conners
Name: Ken Stephens
Representing: Los Alamitos
Board Member Since: 2010
Alternate: Gerri Graham-Mejia
Name: Jerry Holloway
Representing: Rancho Santa
Margarita
Board Member Since: 2011
Alternate: Gary Thompson
Name: Sam Allevato
Representing: San Juan
Capistrano
Board Member Since: 2010
Alternate: John Taylor
50
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Name: Gordon A. Shanks
Representing: Seal Beach
Board Member Since: 2010
Alternate: Mike Levitt
Name: John Nielsen
Representing: Tustin
Board Member Since: 2011
Alternate: Al Murray
Name: Tyler Diep
Representing: Westminster
Board Member Since: 2009
Alternate: Tri Ta
Name: Pat Bates
Representing: County of Oran€
Board Member Since: 2007
Alternate: Bill Campbell
Name: David john Shawvei
Representing: Stanton
Board Member Since: 1995
Alternate: Carol Warren
Name: Brad Reese
Representing: Villa Park
Board Member Since: 2007
Alternate: Robert Fauteux
Name: Nancy Rikel
Representing: Yorba Linda
Board Member Since: 2009
Alternate: Mark Schwing
Name: Janet Nguyen
Representing: County of Orange
Board Member Since: 2010
Alternate: Bill Campbell
Executive Committee Members names are in Bold Italics
51
ATTACHMENT
Costa Mesa Proposal for Emergency Services
Attachment B-OCFA Fire Station Map
52
March 30, 2011
Mr. Toni Hatch, CEO
City of Costa Mesa
77 Fair Drive
Costa Mesa, California 92626
Dear Mr. Hatch:
ATTACHMENT 2
ORANGE COUNTY FIRE AUTHORITY
P. O. Box 57115, Irvine, CA 92619-7115 • 1 Fire Authority Road, Irvine, CA 92602
Keith Richter, Fire Chief (714) 573-6000 ivivw.ocfa,org
On February 16, 2011, the OCFA submitted a Fire Service Proposal to the City of Costa Mesa. The proposal was
prepared using OCFA's standard costing methodology, which included OCFA's full retirement costs per employee,
net of employee contributions.
At the OCFA Board of Directors meeting on March 24, 2011, staff proposed and the Board approved a modified
costing methodology for the City of Costa Mesa. The intent of the modified costing methodology is to ensure that
the unfunded pension liability component of OCFA's retirement costs is not passed on to a new city looking to join
OCFA. In past years when cities joined OCFA, the issues of unfimded pension liabilities were insignificant;
therefore, exclusion of the liability from the costing methodology had not been previously explored with the OCFA
Board.
The modified costing methodology is explained and presented in Attachment I and resulted in a reduction to our
proposed costs by approximately 10% for each option. Furthermore, we have revised the Cost Savings calculation to
reflect the fact that the City will remain responsible for funding its existing pension liability with PERS that has
accrued for current fire department employees and retirees. In preparing the estimated Cost Savings, OCFA was
uncertain of the amount of the City's unfitnded pension liability, therefore broad estimates were made. OCFA staff
believes it will be important for the City to obtain an independent calculation from PERS regarding the amount of the
unfunded pension liability, and the terms under which PERS will require the liability to be paid, in order to
accurately quantify total savings associated with contracting with OCFA.
Please don't hesitate to contact us if you have any questions about this modified cost proposal or the overall proposal
process. Detailed questions relating to the unfunded pension liability and modified cost proposal can be directed to
Assistant Chief Lori Zeller at (714) 573-6020 and questions about the overall proposal process can be directed to
Battalion Chief Bryan Brice at (714) 573-6026.
Sincerely,
Keith Richter
Fire Chief
Attachments
cc: Steve R4andoki, Administrative Services Director
Kirk Dominic, Interim Fire Chief
Titn Vasin, CMFA President
Serving the Cities of. Aliso Viejo • Buena Park - Cypress • Dana Point - Imine • Laguna Hills • Laguna Niguel - Laguna Woods • Lake Forest • La Palma
Los Alamitos - Mission Viejo - Placentia - Rancho Santa Margarita -San Clemente • San Juan Capistrano - Seal Beach • Stanton - Tustin • Villa Park
Westminster - Yorba Linda • and Unincorporated Areas of Orange County
RESIDENTIAL SPRINKLERS AND SMOKE DETECTORS SA'L'E LIVES
ATTACHMENT 2
Orange County Fire Authority
Fire Service Proposal o City of Costa Mesa
FebruaL�,__2,0,11 Ori inal Submittal (Standard Method & Terns}
Assumptions:
(1) OCFA Annual Service Costs are based on OCFA's standard Truck & Engine Company Cost methodology, which
includes OCFA's retirement costs for safety members, applied as a percentage of salary.
(2) OCFA's retirement costs are net of employee contributions for FY 2010111.
(3) OCFA's retirement rate, including employer share and net employee contributions, per the standard Truck & Engine
Company Cost methodology, is calculated as a retirement benefit ratio of 65.77%.
(4) This 65.77% retirement benefit ratio includes 27.70% which is directly attributable to OCFA's current unfinided
actuarial accrued liability (UAAL) for current OCFA safety mernbers.
(5) Cost savings shown below assume that Costa Mesa's entire Fire Department budget will be eliminated if they contract
with OCFA. This assumption may be incorrect since the City will remain responsible for the UAAL attributable to their
current fire department employees.
Table 3: Cosi smlings when contracting with OCFA
Cost SaviIngs
Costa Mesa Fire Department Budget FY 10/11
Plus Other Costa Mesa Costs Relating to Fire Dept
Total Costa Mesa Fire Department Service Cost
OCFA Semites Contract
OCFA Annual SeiWee Cost
Option 1
$18,157,231
Option 2
$17,196,890
19,403,404
$ 851,682
S 20,255,086
Option 3
$16,483,219
First Year Reduction ($2,491,555) (S3,068,I96) (S3,771,967)
Orange County Fire Authority
.Fire Service Proposal - City of Costa Mesa
March 24 2011 Modified Submittal Excludes OCFA UAAL
Assumptions:
ATTACHMENT 2
(1) OCFA Annual Service Costs shown below are based on a proposed modified Truck & Engine Company Cost
methodology, which excludes the UAAL portion of OCFA's current retirement costs for safety members, producing a
modified retirement benefit ratio of 38.07%.
(2) Cost savings shown below assume that Costa Mesa will remain responsible for their current UAAL attributable to
their current fire department employees if they contract with OCFA.
(3) Using the city's Actuarial Valuation dated October 2010, we've estimated the City's UAAL (upon plan termination) at
$35 million and assumed it would be amortized over the "Average Remaining Period" for the plan, which is 18 years.
(4) These assumptions produce an estimated annual UAAL payment of $1.9 million that the City would continue to be
responsible for paying to PERS if the City were to contract with OCFA for fire services.
(5) The actual terms and amounts for plan termination are highly likely to vary from these assumptions; however, it was
necessary to produce estunates in order to estimate annual savings for the City, including the impacts of both agencies'
existing UAALs,
Proposed Uodified Table 3: Cost sm�ings tit>/yen contracting ivith OCFA
Cost Savings
Current Costa Mesa Cost
Costa Mesa Fire Department Budget FY 10/11 $ 19,403,404
Plus Other Costa Mesa Costs Relating to Fire Dept $ 851,682
Current Annual Fire Deparhirent Cost $ 20,255,086
Proposed Costa Mesa Cost - Contracting with OCFA
OCFA Option I OCFA Option 2 OCFA Option 3
City's Annual Contract Payment to OCFA $16,283,619 $15,419,469 $14,784,490
City's Annual UAAL Payment to PERS $1,944,444 $1,944,444 $1,944,444
Proposed Costa Mesa Cost - Contracting %v/ OCFA $18,228,063 $17,363,913 $16,728,934
First Year Reduction (S2,02,7,Q2,3) (S2,913/1,173) (S3,�26,152)
Reduced smwings compai-ed to original proposal $70,832 $177,023 5'245,715
ATTACHMENT 2
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ATTACHMENT
CITY OF
OSTA
FIRE SERVICE
DELIVERY OPTIONS
ASSESSMENT
..............................................
Costa Mesa
Prepared by TERRY MATZ
June 30, 2011
TABLE OF CONTENTS
INTRODUCTION----------------------------------------------------------------------------------------------------------
1
METHODOLOGY--------------------------------------------------------------------------------------------------------
2
EXECUTIVE SUMMARY -----------------------------------------------------------------------------------------------
3
FIRE AGENCY DESCRIPTION--------------------------------------------------------------------------------------
9
Costa Mesa Fire Department-------------------------------------------------------------------------------- 9
Orange County Fire Authority-------------------------------------------------------------------------------
9
COSTA MESA FIRE DEPARTMENT STAFFING AND COSTS ----------------------------------------------
10
Summary of Costa Mesa Fire Station Staffing ---------------------------------------------------------10
Costa Mesa Fire Cost Methodology----------------------------------------------------------------------10
Costa Mesa Fire Department 5 -Year Cost Projection ------------------------------------------------11
ORANGE COUNTY FIRE AUTHORITY STAFFING AND COSTS ------------------------------------------
11
Summary of OCFA Fire Station Staffing-----------------------------------------------------------------12
OCFAOption 1-------------------------------------------------------------------------------------------------12
OCFAOption 2-------------------------------------------------------------------------------------------------13
OCFAOption 3-------------------------------------------------------------------------------------------------13
OCFA 5 -Year Cost Projection------------------------------------------------------------------------------14
SERVICE LEVEL COMPARISON -------------------------------------------------------------------------------------- 16
Emergency Medical Response----------------------------------------------------------------------------16
StationStaffing-------------------------------------------------------------------------------------------------17
TruckCoverage------------------------------------------------------------------------------------------------17
ResponseTimes-----------------------------------------------------------------------------------------------18
START -UP/CONVERSION COSTS---------------------------------------------------------------------------------- 20
STAFF TRANSITION POLICIES AND COSTS--------------------------------------------------------------------
22
ATTACHMENT
COSTA MESA RESPONSIBILITY FOR PHASE-OUT OF PERS RETIREMENT COSTS ----------- 25
FIRE PREVENTION SERVICES---------------------------------------------------------------------------------------
26
Fire Sprinkler System (T.I.)---------------------------------------------------------------------------------27
Fire Alarm System (T.I.)-------------------------------------------------------------------------------------27
Commercial Hood Extinguishing System----------------------------------------------------------------27
Special Extinguishing System------------------------------------------------------------------------------27
Underground Fire Line/Hydrants--------------------------------------------------------------------------27
DISPATCH AND COMMUNICATIONS ----------------------------------------------------------------------------
28
LENGTH OF CONTRACT CONSIDERATIONS ----------------------------------------------------------------
28
ANNUAL COST CONTAINMENT PROVISIONS---------------------------------------------------------------29
REGIONAL FIRE PROTECTION------------------------------------------------------------------------------------30
RESOURCES WITHIN FIVE MILES OF COSTA MESA ------------------------------------------------------30
GOVERNANCE----------------------------------------------------------------------------------------------------------33
Summary of Governance Control-------------------------------------------------------------------------34
CONCLUSION-----------------------------------------------------------------------------------------------------------
34
Exhibit A — Other City Costs to Serve Costa Mesa Fire Department -----------------------------35
Exhibit B — Fire Revenue-------------------------------------------------------------------------------------37
Exhibit C — City Retained Costs----------------------------------------------------------------------------38
INTRODUCTION
The delivery of fire and paramedic services is a core component of maintaining the public and life
safety of the Community, and consistently rates high in terms of importance to the residents and
businesses of Costa Mesa. The Costa Mesa City Council has recognized these facts and has
continuously invested in maintaining a high quality, effective fire department. As a result, the cost
of fire and paramedic services represents a significant portion of the City's budget and continues to
rise on an annual basis. In light of the major fiscal challenges facing Costa Mesa and all cities in
California and the nation, it is appropriate to examine alternative delivery options that are available
to provide the necessary services and still reduce costs now and over the long-term.
Accordingly, the Costa Mesa City Council at the request of the Costa Mesa Fire Association, who
agreed to pay for the costs of the proposal preparation, directed staff to seek a proposal from the
Orange County Fire Authority (OCFA) for contract fire services. Based upon Council's direction,
staff solicited, and received a formal proposal from OCFA on February 16, 2011. Subsequent to
the initial submittal, OCFA revised their proposal costs to remove their retirement plan's previous
unfunded liability which significantly reduced the proposed cost for each option. However, there
will be a corresponding on-going cost that Costa Mesa will have to PERS to fund the unfunded
retirement liability for departing fire employees.
The City Council directed that a review and analysis of the proposal be performed along with a
comparison of these proposals with the Costa Mesa Fire Department services and costs.
This report presents the City Council with four options to consider in providing Fire Protection,
Emergency Medical, and Fire Prevention Services to the Community. Each of the following options
was analyzed:
Page I
ATTACHMENT
• Maintain the Costa Mesa Fire Department in its current configuration
• Orange County Fire Authority Option 1
• Orange County Fire Authority Option 2
• Orange County Fire Authority Option 3
This report discusses each of these options using evaluation criteria approved by the City Council
at a study session conducted in March 2011.
METHODOLOGY
Prior to commencing the study, the Interim Assistant Chief Executive Officer consulted with the
Chief Executive Officer (CEO) and Costa Mesa Fire Chief in order to arrive at a common
understanding of the project scope and timetable for the performance of the analysis. A City
Council study session was conducted for the purpose of validating the rating criteria to be utilized
for the analysis.
Additionally, the Interim Assistant Chief Executive Officer scheduled individual meetings with key
stakeholders including the President and an officer of the Costa Mesa Fire Association, as well as
the Public Services Director and members of his staff to gain an understanding of their specific
interests with respect to the analysis.
The Costa Mesa Finance and Administrative Services Departments were engaged to provide data
necessary to determine the current net costs for maintaining the Costa Mesa Fire Department, and
to develop assumptions for future growth in costs, and transition costs for departing Costa Mesa
Fire Department employees in the event that the City Council elects to contract for fire services.
Therefore, all cost data and assumptions included in this report have been provided and validated
by the Costa Mesa Finance Department.
Page 2
To initiate the assessment, the Interim Assistant Chief Executive Officer performed an extensive
review of the proposal submitted by OCFA. Once the Interim Assistant Chief Executive Officer
developed a general understanding of the proposal, a number of questions were formulated and
transmitted to OCFA for the purpose of clarifying proposal information and obtaining more specific
data to aid in the analysis of service options.
Utilizing the information contained in the proposal, the responses to the questions, and the
financial and personnel information provided by the City of Costa Mesa, the Interim Assistant Chief
Executive Officer completed the analysis of the various options, which is presented herein for
review by the Costa Mesa City Council and City Staff.
EXECUTIVE SUMMARY
The Costa Mesa Fire Department and the Orange County Fire Authority are both prepared to
provide all-risk fire protection, emergency medical, and fire prevention services to the City of Costa
Mesa. Each agency's staff is fully qualified and trained to provide the proposed services.
While each of the options submitted differs, each staffing and equipment option is able to meet the
necessary response times to deal with any emergency that may occur in any area of Costa Mesa.
OCFA has a greater depth of directly controlled resources within five miles of the city limits that
offer additional operational capabilities than are provided to the Costa Mesa Fire Department in its
current configuration.
OCFA has estimated that annual contract cost increases will average 2.29% for the next five years
and has provided estimated increases for each individual year. However, the contractual cap on
annual increases would be 4.5%. As a result, cost projections over a 5 -year period are provided
for both scenarios.
Page 3
One-time start-up costs ranging from $729,844 to $816,106 for OCFA to provide services would
need to be absorbed by Costa Mesa. However, these costs may be amortized over five years at
no interest which lessens the financial impact of transition. These costs can be paid from the
savings that would be achieved with contracting with most options, or from the sale of surplus
vehicles, equipment, or fire station properties to OCFA or others.
Beyond the start-up costs, there will be staff transition costs consisting of paying off remaining
leave banks for employees transitioning to OCFA, as well as paying off leave banks for those
employees who will not be absorbed by the new fire agency. The estimate for these transition
costs is $750,000. These costs have been included in the first year estimates for each of the
OCFA options. While these costs are significant, they are one-time and can quickly be recovered
from future savings in annual contract costs in years 2 and beyond for most options. The
President of the Costa Mesa Fire Association has indicated that the Association is willing to
negotiate a solution that will reduce the fiscal impact from these transition costs, should the City
elect to contract with OCFA for fire services.
There are savings to Costa Mesa by contracting with OCFA for all of the options with the average
2.29% scenario, and for options 2 and 3 with the 4.5% scenario.
A comparison of costs of the current Costa Mesa Fire Department structure with the OCFA over a
5 -year period with average 2.29% and 4.5% annual growth scenarios is presented below:
OCFA Option 1
(Average 2.29% Growth) 2011-12 2012-13 2013-14 2014-15 2015-16
OCFA #1 Net Costs
Costa Mesa Fire Costs
Annual Savings
20,439,087
20,317,471
20,950,700
19,731,475
20,663,187
21,570,480
(707,612)
345,716
619,780
21,313,655
22,056,376
742,721
21,475,494
22,487,163
1,011,669
Page 4
OCFA Option 1
(Assumes 4.5% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA#1 Net Costs
20,536,789
20,761,326
21,913,872
22,750,076
23,623,909
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
(805,314)
(98,139)
(343,392)
(693,700)
(1,136,746)
OCFA Option 2
(Average 2.29% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA #2 Net Costs
19,318,903
19,175,020
19,793,344
20,137,036
20,290,287
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
412,572
1,488,167
1,777,136
1,919,340
2,196,876
OCFA Option 2
(Assumes 4.5% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA#2 Net Costs
19,411,420
19,595,320
20,705,400
21,497,228
22,324,689
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
320,055
1,067,867
865,080
559,148
162,474
OCFA Option 3
(Average 2.29% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA #3 Net Costs
18,659,160
18,498,915
19,106,286
19,435,825
19,582,765
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
1,072,315
2,164,272
2,464,194
2,620,551
2,904,398
OCFA Option 3
(Assumes 4.5% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA #3 Net Costs
18,747,867
18,901,907
19,980,784
20,740,004
21,533,389
Costa Mesa Fire Costs
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
Annual Savings
983,608
1,761,280
1,589,696
1,316,372
953,774
Page 5
++
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OCFA Cost Comparison (Average 2.29% Growth)
$25,000,000
$24,000,000
$23,000,000
$22,000,000
$21,000,000 Costa Mesa Fire Costs
$20,000,000 OCFA#1 Net Costs
$19,000,000 OCFA#2 Net Costs
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Fiscal Year
OCFA Cost Comparison (Assumes 4.5% Growth)
$25,000,000
$24,000,000
$23,000,000
$22,000,000
$21,000,000
$20,000,000
$19,000,000
$18,000,000
N N N N N
O O O O O
N N N N N
1� N W A U1
N W A U'I Ql
Fiscal Year
Costa Mesa Fire Costs
OCFA #1 Net Costs
OCFA#2 Net Costs
OCFA#3 Net Costs
In addition to the annual savings identified above, Costa Mesa may avoid large financial outlays for
certain capital costs if it chooses to contract with OCFA. One example is the purchase of fire
apparatus, which would normally be purchased from the Vehicle Replacement Fund. While OCFA
does include a contribution toward vehicle replacement in their annual contract costs, no large
purchase would be required. This would free up the fund balance contained in the City's Vehicle
Replacement Fund for other uses. Another example is the 800 MHz Countywide Communication
System which is nearing the end of its useful life and will need to be replaced in the near future.
Page 6
Costa Mesa's share will likely be several million dollars, with the fire component representing a
large portion of that share. While a financing plan is being developed at the County level, Costa
Mesa will need to plan for a large cost for this important project. OCFA will spread its costs over all
of its contract cities which may result in a reduced annual cost to its member agencies.
Additionally, the City administers a post employment benefits plan which provides medical
insurance benefits to eligible retirees and their spouses in accordance with various labor
agreements. A number of current fire employees are eligible for this benefit upon retirement from
Costa Mesa. Should the City elect to contract for fire services with OCFA, it would be relieved of
the future financial obligation to provide this retiree medical benefit to those eligible fire employees
who would transfer to OCFA.
A summary of resources proposed to be deployed within the city limits is presented below:
Option
Station
Station
Station
Station
Station
Station
Total
1
2
3
4
5
6
Positions
Costa Mesa Fire
Medic
Medic
Medic
USAR
Medic
Quint
29 Full -Time
Engine
Engine
Engine
Unit
Engine
Truck
(4)
(4)
(4)
(4)
(4)
(4)
Truck
Battalion
(4)
Chief
10
(1)
Paramedics
OCFA Option 1
PAU
PAU
PAU
PAU
PAU
Medic
25 Full -Time
Engine
Engine
Engine
Quint
Engine
Quint
(3)
(3)
(3)
Truck
(3)
Truck
(4)
(4)
Medic
Medic
Battalion
Van
Van
Chief
11
(2)
(2)
(1)
Paramedics
OCFA Option 2
PAU
PAU
Medic
PAU
PAU
Closed
24 Full -Time
Engine
Engine
Engine
Quint
Engine
(3)
(3)
(4)
Truck
(3)
(4)
Medic
Medic
Medic Van
Van
Van
(2)
(2)
(2)
Battalion
Chief
12
(1)
Paramedics
Page 7
Station
1
Station Station
2 3
Station
4
Station
5
Station
6
Total
Positions
OCFA Option 3 PAU
Closed Medic
PAU
PAU
Medic
23 Full -Time
Engine
Engine
Quint
Engine
Engine
(3)
(4)
Truck
(3)
(4)
(4)
Medic
Medic Van
Van
(2)
(2)
Battalion
Chief
11
(1)
Paramedics
OCFA will absorb all the sworn fire personnel that meet basic requirements, but will only transfer
the employees in rank that they require to serve Costa Mesa. All others will be offered positions as
Firefighters. However, OCFA does not Y -Rate, meaning that fire personnel will not transfer in at
their existing Costa Mesa salaries, unless the City wants to pay for that benefit, and will bring in
transferring employees at the step in the position salary range that most closely matches their
current salary. OCFA will absorb two (2) non -sworn Fire Prevention personnel, and will consider
absorbing a third Fire Prevention staff member subject to their staffing needs at the time of
contract.
If the City chooses to contract for fire services, the Costa Mesa City Council will have to give up
some of the direct control of policy and budget. OCFA offers some policy and budget role for the
City since it is organized as a Joint Powers Authority (JPA), meaning that each member agency
has a seat on the JPA Board of Directors and has an equal vote in policy matters. However,
OCFA proposes a long-term contract with cost containment provisions that should mitigate some of
the issues associated with a reduced governance role.
Finally, OCFA does provide an organizational structure that assures regular communication on
operational and budget matters, and strives to resolve any issues that may arise with their contract
cities.
Page 8
ATTACHMENT3
FIRE AGENCY DESCRIPTION
Costa Mesa Fire Department
The Costa Mesa Fire Department is a department within the City of Costa Mesa structure, which is
a municipal corporation, operating under the Council -Manager form of government. The Fire Chief
is appointed and supervised by the Chief Executive Officer. The Costa Mesa City Council is the
governing body and exercises policy and budget control for the City as a whole including the Costa
Mesa Fire Department. The Costa Mesa Fire Department serves approximately 116,500 residents
within its geographical boundaries of 16.8 square miles. The Fire Department consists of 93 full
time positions that provide administrative services as well as staffing for the six fire stations. The
Department has 88 sworn career firefighters. Of the 88 suppression positions, 30 are licensed
paramedic positions.
Orange County Fire Authority
The Orange County Fire Authority is a Joint Powers Authority, formed in 1995, for the purpose of
providing regional fire protection services to its 23 member agencies, consisting of 22 Orange
County cities, and the County of Orange. The Governing Board consists of one representative
appointed by every member city, along with two members of the Orange County Board of
Supervisors, each of which has an equal vote on the Governing Board. The Board appoints the
Fire Chief, and exercises policy and budget control. The Fire Authority's authorized staffing level is
1,182 full-time positions. A total of 990 authorized positions of personnel provide front-line
services, including emergency response, dispatch and fire prevention. The remaining 192
authorized positions are for technical and administrative support. The OCFA's staffing level also
includes 495 authorized reserve firefighter positions who currently serve 1.4 million residents in an
area of 550 square miles.
Page 9
COSTA MESA FIRE DEPARTMENT STAFFING AND COSTS
The Costa Mesa Fire Department provides fire prevention, inspection, plan check, emergency
preparedness, and education using non -sworn staff that operates from Costa Mesa City Hall, and
operates 6 fire stations with sworn staffing and equipment as follows:
Summary of Costa Mesa Fire Station Staffing
Station 1 Station 2 Station 3 Station 4 Station 5 Station 6
Total
Positions
Medic Medic Medic USAR Unit (4) Medic Engine Quint Truck 29 Full -Time
Engine(4) Engine(4) Engine(4) (4) (4)
Truck (4) Battalion 10
Chief (1) Paramedics
Costa Mesa Fire Cost Methodology
In order to give the City Council the best possible estimate of the cost of maintaining the Costa
Mesa Fire Department, it is important to calculate the net cost of providing the services. The Fire
Department budget is only one cost component. Other departments also incur on-going costs in
support of an in-house fire department, and there are certain major capital costs that will be
incurred to maintain an in-house fire function which are not contained in the Fire Department
budget. These include replacement of major apparatus that will be lease -purchased, as well as the
replacement of other fixed assets. Similarly, the Costa Mesa Fire Department generates revenue
from their plan -check and inspection services, First Responder Fees, ALS Fees, and other fees
and reimbursements, directly related to fire activities. The generation of these revenues offset a
portion of the cost of providing the services and therefore is credited to the Fire Department.
Page 10
The Costa Mesa Finance Department projected the growth of the fire -related component for the 5 -
year period commencing with the 2011-12 fiscal year. The projected costs for maintaining the
Costa Mesa Fire Department in its current configuration are depicted in the table below:
Costa Mesa Fire Department 5 -Year Cost Projection
ORANGE COUNTY FIRE AUTHORITY STAFFING AND COSTS
The Orange County Fire Authority provided three (3) different options for serving the City
of Costa Mesa. Assuming that the Council elects to contract for fire services, there are
certain costs that the City will continue to incur for services currently provided to the Costa
Mesa Fire Department by other city departments. Additionally, some of the revenues that
are currently generated by the Costa Mesa Fire Department will no longer be available to
help offset fire services costs. Those that will continue to be available have been credited
towards the cost of the OCFA contract options. The proposed station staffing and
equipment configuration and the estimated costs for each of the three options are
summarized below:
1 See Exhibit A
2 See Exhibit B
Page 11
2011-12
2012-13
2013-14
2014-15
2015-16
Fire Budget
19,875,475
20,807,187
21,714,480
22,200,376
22,631,163
City Costs'
551,000
551,000
551,000
551,000
551,000
Fire Revenue
(695,000)
(695,000)
(695,000)
(695,000)
(695,000)
NET COSTS
19,731,475
20,663,187
21,570,480
22,056,376
22,487,163
ORANGE COUNTY FIRE AUTHORITY STAFFING AND COSTS
The Orange County Fire Authority provided three (3) different options for serving the City
of Costa Mesa. Assuming that the Council elects to contract for fire services, there are
certain costs that the City will continue to incur for services currently provided to the Costa
Mesa Fire Department by other city departments. Additionally, some of the revenues that
are currently generated by the Costa Mesa Fire Department will no longer be available to
help offset fire services costs. Those that will continue to be available have been credited
towards the cost of the OCFA contract options. The proposed station staffing and
equipment configuration and the estimated costs for each of the three options are
summarized below:
1 See Exhibit A
2 See Exhibit B
Page 11
Summary of OCFA Fire Station Staffing
OCFA Option 1
The option allows for:
• An Advanced Life Support (ALS) capable unit to arrive on scene to all areas currently
covered by Costa Mesa Fire Department
• 2 trucks
• 3 full Paramedic units
• Paramedic vans to cover multiple areas without removing the Engine from their first due
coverage area
• ALS coverage when the Paramedic unit is out of area, at hospital, or at training
Page 12
Station 1
Station 2
Station 3
Station 4
Station 5
Station 6
Total
Positions
Option 1
PAU
PAU Engine
PAU Engine
PAU Quint
PAU Engine
Medic Quint
25 Full -Time
Engine
(3)
(3)
Truck
(3)
Truck
(3)
(4)
(4)
Medic Van
Battalion
Medic Van
(2)
Chief
11
(2)
(1)
Paramedics
Option 2
PAU
PAU Engine
Medic
PAU Quint
PAU
Closed
24 Full-time
Engine
(3)
Engine
Truck
Engine
(3)
(4)
(4)
(3)
Medic Van
Medic Van
(2)
Medic Van
(2)
(2)
Battalion
Chief
(1)
12
Paramedics
Option 3
PAU
Closed
Medic
PAU Quint
PAU
Medic
23 Full -Time
Engine
Engine
Truck
Engine
Engine
(3)
(4)
(4)
(3)
(4)
Medic Van
Medic Van
(2)
(2)
Battalion
Chief
11
(1)
Paramedics
OCFA Option 1
The option allows for:
• An Advanced Life Support (ALS) capable unit to arrive on scene to all areas currently
covered by Costa Mesa Fire Department
• 2 trucks
• 3 full Paramedic units
• Paramedic vans to cover multiple areas without removing the Engine from their first due
coverage area
• ALS coverage when the Paramedic unit is out of area, at hospital, or at training
Page 12
OCFA Option 2
The option allows for:
• Closure of Station 6, allowing City to actualize savings of personnel, and maintenance
costs of station
• 1 Truck
• Low workload of Station 6 can be assumed by other units
• ALS coverage at all remaining stations
• 4 full Paramedic units
• 3 Paramedic vans to cover multiple areas without removing the engine from their first
due coverage area
• Fire Station 2 can cover Fire Station 6's area within 5 minute response time
OCFA Option 3
The option allows for:
• Closure of Station 2, allowing City to actualize savings by closing an older station which
will require replacement in the near future and capital improvements over the next few
years
• City will actualize savings of personnel and maintenance costs of station
• 4 full Paramedic units
• 1 Truck
• ALS coverage at all remaining stations
• 2 Paramedic vans to cover multiple areas without removing the engine from their first
due coverage area for high workload engines
• Paramedic units placed on either side of closed station to increase ALS response time
• Minimal coverage change - area near airport exceeds 5 minute coverage standard by
approximately 35 seconds. A total of 30-35 calls per year will be affected
Page 13
OCFA 5 -Year Cost Projection
OCFA Option 1 I 2011-12 2012-13 2013-14 2014-15 2015-16
(Average 2.29% Growth)
OCFA Contract Cost
City Retained Costs3
PERS UAAL Payment4
Truck Lease Payment
Startup Costs
Staff Separation Cost
Fire Revenue
Net Costs
16,918,680
17,338,263
17,619,143
17,982,098
18,143,937
207,186
207,186
207,186
207,186
207,186
2,610,000
2,818,800
3,171,150
3,171,150
3,171,150
220,000
220,000
220,000
220,000
220,000
163,221
163,221
163,221
163,221
163,221
750,000
220,000
220,000
220,000
220,000
(430,000)
(430,000)
(430,000)
(430,000)
(430,000)
20,439,087
20,317,471
20,950,700
21,313,655
21,475,494
OCFA Option 1
(Assumes 4.5% Growth)
2011-12
2012-13
2013-14
2014-15
2015-16
OCFA Contract Cost
17,016,382
17,782,119
18,582,314
19,418,519
20,292,352
City Retained Costs
207,186
207,186
207,186
207,186
207,186
PERS UAAL Payment
2,610,000
2,818,800
3,171,150
3,171,150
3,171,150
Truck Lease Payment
220,000
220,000
220,000
220,000
220,000
Startup Costs
163,221
163,221
163,221
163,221
163,221
Staff Separation Cost
750,000
Fire Revenue
(430,000)
(430,000)
(430,000)
(430,000)
(430,000)
Net Costs
20,536,789
20,761,326
21,913,872
22,750,076
23,623,909
OCFA Option 2
2011-12
2012-13
2013-14
2014-15
2015-16
(Average 2.29% Growth)
OCFA Contract Cost
16,020,828
16,418,145
16,684,119
17,027,812
17,181,062
City Retained Costs
222,186
222,186
222,186
222,186
222,186
PERS UAAL Payment
2,610,000
2,818,800
3,171,150
3,171,150
3,171,150
Startup Costs
145,889
145,889
145,889
145,889
145,889
Staff Separation Cost
750,000
Fire Revenue
(430,000)
(430,000)
(430,000)
(430,000)
(430,000)
Net Costs
19,318,903
19,175,020
19,793,344
20,137,036
20,290,287
3 See Exhibit C
4 PERS Estimate of annual Unfunded Liability for 20 year period for departing Costa Mesa Fire Employees
Page 14
OCFA Option 2 I 2011-12 2012-13 2013-14 2014-15 2015-16
(Assumes 4.5% Growth)
OCFA Contract Cost
City Retained Costs
PERS UAAL Payment
Startup Costs
Staff Separation Cost
Fire Revenue
Net Costs
OCFA Option 3
(Average 2.29% Growth)
OCFA Contract Cost
City Retained Costs
PERS UAAL Payment
Startup Costs
Staff Separation Cost
Fire Revenue
Net Costs
OCFA Option 3
(Assumes 4.5% Growth)
OCFA Contract Cost
City Retained Costs
PERS UAAL Payment
Startup Costs
Staff Separation Cost
Fire Revenue
Net Costs
16,113,345
16,838,446
17,596,176
18,388,004
222,186
222,186
222,186
222,186
2,610,000
2,818,800
3,171,150
3,171,150
145,889
145,889
145,889
145,889
750,000
145,889
145,889
145,889
(430,000)
(430,000)
(430,000)
(430,000)
19,411,420
19,595,320
20,705,400
21,497,228
19,215,464
222,186
3,171,150
145,889
(430,000)
22,324,689
2011-12 2012-13 2013-14 2014-15 2015-16
15,361,085
15,742,040
15,997,061
16,326,601
16,473,540
222,186
222,186
222,186
222,186
222,186
2,610,000
2,818,800
3,171,150
3,171,150
3,171,150
145,889
145,889
145,889
145,889
145,889
750,000
(430,000)
(430,000)
(430,000)
(430,000)
(430,000)
18,659,160
18,498,915
19,106,286
19,435,825
19,582,765
2011-12 2012-13 2013-14 2014-15 2015-16
15,449,792
16,145,033
16,871,559
17,630,779
18,424,164
222,186
222,186
222,186
222,186
222,186
2,610,000
2,818,800
3,171,150
3,171,150
3,171,150
145,889
145,889
145,889
145,889
145,889
750,000
(430,000)
(430,000)
(430,000)
(430,000)
(430,000)
18,747,867
18,901,907
19,980,784
20,740,004
21,533,389
Page 15
ATTACHMENT3
SERVICE LEVEL COMPARISON
Emergency Medical Response
Costa Mesa and OCFA use the same Emergency Medical Dispatch system. The major difference
between the two emergency medical systems is the use of four -person Paramedic Engines by the
Costa Mesa Fire Department vs. the use of two -person Paramedic Vans coupled with three-person
Paramedic Assessment Engines utilized by OCFA. Both systems have inherent advantages and
disadvantages, but each provides excellent response to emergency medical calls for service.
A Costa Mesa Paramedic Engine is staffed with 4 fire personnel, 2 of which are Paramedics. The
advantage of Costa Mesa's system is that only one piece of fire apparatus is necessary to deliver
the required staff to handle an Advanced Life Support (ALS) call. However, when an ALS call
requires at least one of the Paramedics to ride in the ambulance with the patient to the receiving
hospital, the entire Engine Company must follow the ambulance to retrieve the staff member.
When this occurs, the unit is out of its response area and essentially out of service until it returns
from the hospital.
OCFA's Paramedic Van is staffed with two Paramedics, and the PAU Engine is staffed with three
fire personnel, one of which is a Paramedic. When an emergency medical call is received, the
Paramedic Van and the PAU Engine are typically dispatched to the call. The advantage to this
system is that when a Paramedic is required to ride with the patient to the receiving hospital, the
remaining staff member on the Paramedic Van will follow the ambulance to retrieve the Paramedic,
allowing the PAU Engine to remain in service and capable of providing paramedic level care in its
first due response area. The disadvantage to this system is that two pieces of fire apparatus are
required to respond to an emergency medical incident. It should be noted that OCFA does
propose the use of some Paramedic Engines as part of their deployment plan in options 2 and 3.
Page 16
ATTACHMENT
The Costa Mesa Fire Department staffs 4 Paramedic Units, while OCFA proposes to staff 3 or 4
Paramedic Units, depending upon the option. However, OCFA will provide at least one (1)
Paramedic on all of the apparatus proposed to be deployed in Costa Mesa, which increases the
number of Paramedics staffed on each shift.
Station Staffing
The Costa Mesa Fire Department staffs six (6) fire stations with 29 fire personnel per shift. Of
these, 10 are licensed Paramedic positions.
OCFA proposes options that provide for daily staffing of five (5) or six (6) fire stations ranging from
23 to 25 personnel, of which, 11 or 12 are licensed paramedics
OCFA advises that it is able to close a fire station in options 2 and 3 due to their current Standard
of Cover guidelines and the system in which they deploy resources. In both options, the
surrounding stations are capable of meeting the response standards. Additionally, OCFA's depth
of resources and move up and cover procedure provide a mechanism to ensure coverage in the
City. Response time would be met by all options and by the current Costa Mesa model.
Truck Coverage
The major operational difference between the Costa Mesa Fire Department and OCFA is Costa
Mesa's use of a USAR Unit and a Ladder Truck Company as part of their truck coverage which do
not have the ability of pumping water. Costa Mesa Fire deploys a four -person Quint Truck and a
four -person Tillered Aerial Ladder Truck to provide their Truck coverage, with the USAR Unit
serving as a third truck for certain types of calls.
OCFA proposes the use of either one (1) or two (2) four -person Quint Trucks which have the ability
to pump water. Depending upon the option, the Quint Trucks are either full Paramedic
(2 Paramedics) or Paramedic Assessment Units (1 Paramedic). No USAR Unit is proposed to be
Page 17
located in the city limits, although there is a USAR Rescue Unit located at OC Fire Station 06 in
Irvine, which is 3.6 miles from the Costa Mesa city limits and would be available to respond to an
incident in the City, if needed. While in Options 2 and 3 OCFA proposes truck coverage utilizing
one (1) Quint, their deployment models and analysis indicates that they can meet the necessary
response time goals. OCFA's regional approach allows for the movement of other truck
companies into the city should the need arise.
Response Times
OCFA and Costa Mesa both measure response performance using time as the basis for
performance. The terminology, definition and means of reporting the performance is different and
difficult to make an "apples to apples" comparison. OCFA incorporates the call processing time of
their dispatch center and reports the time for the "first unit" to arrive (any unit for any call type).
Additionally they report the time for an "effective response force" (representing a full structure fire
alarm of 15 personnel). Costa Mesa reports the time for the first unit to arrive on fires of any type.
Since the Costa Mesa Fire Department does not operate the Dispatch function, they do not set
goals for call processing times. As a result, the most comparable response time goals relate to
turnout time and travel time.
The Costa Mesa Fire Department's response time goals are as follows:
Respond to Code 3 Emergency Medical Emergencies within 5 Minutes total 90% of the
time ( 1 minute turnout time, and 4 minutes travel time)
A review of actual response time data for emergency medical calls indicates that performance 90%
of the time is closer to 6 minutes and 15 seconds.
• Respond to Code 3 Fire emergencies within 5 minutes and 20 Seconds 90% of the time
(1:20 minute turnout time, and 4 minutes travel time).
Page 18
ATTACHMENT
A review of actual response time data for fire calls indicates that performance 90% of the time is
closer to 7 minutes and 09 seconds.
OCFA has adopted "Standards of Cover" (SOC). This SOC takes into account OCFA's wide
geographic diversity associated with both urban and rural response areas, and accommodates the
varying city's street design and associated complexities. In order to achieve an "apples to apples"
comparison between the Costa Mesa Fire Department and OCFA response time goals, only
turnout time and travel time goals are identified:
• First Unit—from receipt of call to on scene of all emergency incidents, the first unit will
respond within 6 minutes 20 seconds 80% of the time (1 minute 20 seconds turnout time,
and 5 minutes travel time). This standard includes all call types including medical aides,
traffic accidents, and fires.
Because OCFA has such a wide range of response areas, a review of the actual response time
data for the OCFA cash contract cities of Buena Park and Westminster was used and indicates
that the 80% First Unit actual arrival time is approximately 6 minutes and 38 seconds.
• First Medic- From receipt of call to on scene of EMS emergency incidents, the first
paramedic unit will respond within 9 minutes 80% of the time with 4 personnel, 2 of them
being paramedics (1 minute 20 seconds turnout time, and 7 minutes 40 seconds travel
time). This time is separate from the "first unit" and the delivery of ALS care by the
paramedic assessment unit (PAU).
Because OCFA has such a wide range of response areas, a review of the actual response time
data for the OCFA cash contract cities of Buena Park and Westminster was used and indicates
that the 80% First Medic Unit actual arrival time is approximately 7 minutes and 3 seconds.
Page 19
• Effective Response Force Structure Fire- From receipt of call to on scene of Structure Fire
emergency incidents, the full assignment (3 engines/1 truck/1 medic/1 Battalion Chief) with
15 personnel will respond within 11 minutes 80% of the time (1 minute 20 seconds turnout
time, and 9 minutes 40 seconds travel time)
Response performance is not a true "apples to apples" comparison, and while it appears that the
Costa Mesa Fire Department's response time goals and actual performance for emergency
medical are somewhat lower than those of OCFA's, this is primarily based upon the diverse
geography and topography that exists within the cities served by OCFA. In the event that OCFA
was selected to provide fire services to Costa Mesa, it would be expected that they would be able
to achieve the same response time performance as the Costa Mesa Fire Department.
Both agencies have excellent emergency response times which assure that emergency medical
calls and other emergency incidents that assure that patients and property are treated properly and
well -protected.
START —UP/CONVERSION COSTS
In the event that the Costa Mesa City Council elects to contract for fire services with OCFA, there
will be certain one-time costs outside of the annual contract costs that will need to be funded by the
City in order for the contract agency to provide services. In preparing their proposal, OCFA
inspected the current equipment, facilities, and vehicles of the Costa Mesa Fire Department. As a
result of these inspections, they itemized the additional equipment that needs to be purchased and
improvements that need to be made to City Fire stations. Additionally, OCFA identified the existing
Costa Mesa fire vehicles that they would accept as part of the contract.
Page 20
ATTACHMENT
Costa Mesa would be required to lease to OCFA, at no cost, those vehicles and apparatus that
would be necessary to maintain service to the City. These vehicles would transition to OCFA, and
would be placed into their vehicle rotation program.
OCFA also identified vehicles that would not be directly needed to serve the City, but would be
considered for purchase as a credit toward the contract costs. The value of these vehicles would
need to be negotiated. The remaining Costa Mesa fleet could be sold and utilized to pay a portion
of the transition costs.
Start-up costs would include purchases and modifications related to Communications
Services/Information Technology, Personnel and Safety Equipment, Facilities and Equipment.
These costs are estimated as follows:
Total with 5 Stations = $ 729,844
Total with 6 Stations = $ 816,106
The above cost estimates include improvements and purchases that would be necessary in
advance of OCFA assuming operations in Costa Mesa. OCFA also identified several issues in the
proposal that, while not in immediate need for correction, are future needs that will require funding
and would be discussed and agreed upon between Costa Mesa and OCFA. These issues are
long-term in nature and many of them could be paid for out the existing OCFA contract allocation
of $15,000 per station designated for maintenance. Additionally, Costa Mesa has a Capital
Improvement Program budget which should be adequate to cover the costs for these
improvements. The annual CIP costs have been included in the calculation of net costs for the
OCFA contract options.
Page 21
STAFF TRANSITION POLICIES AND COSTS
The City of Costa Mesa Fire Department provides its services with a complement of sworn safety
and non -sworn employees. The sworn personnel provide Fire Suppression, Paramedic Services,
and annual inspection services, while the non -sworn employees provide Fire Prevention,
Emergency Medical Services coordination, Public Education as well as general administrative
duties. Should the City Council choose to contract for fire services, it will impact the existing
employees. OCFA has established policies which govern who and how transitioning employees
are absorbed into the new organization. It should be noted that while OCFA will absorb all safety
personnel that meet basic criteria, there is no commitment to offer positions, except two (2) for the
non -sworn Costa Mesa personnel. This means that unless the City of Costa Mesa is prepared to
offer these employees positions in other parts of the City organization, which may be difficult given
the current budget constraints, layoffs of the non -transitioning employees will be necessary.
If the City contracts with OCFA, it will be responsible for the cost of accrued benefits that have
been earned by Costa Mesa employees who are leaving the organization. For those employees
being absorbed by OCFA, the City would be responsible for the cost of paying off any remaining
balance of vacation and compensated time. Any employee being laid off would also be entitled to
a payoff of any of these leave balances. The Costa Mesa Finance Department provided an
estimate of these transition costs which is included in this section. These costs would be in
addition to the start-up costs identified in the previous section.
OCFA's policy for absorbing transitioning personnel is described below:
OCFA will retain all sworn current Costa Mesa Fire Department employees based upon their rank
held on November 8, 2010, subject to certain conditions. Proposed current employees for hiring
include 81 safety personnel, and 2 non -safety prevention personnel. This includes 1 Interim Fire
Page 22
Chief, 2 Battalion Chiefs, 19 Fire Captains, 22 Engineers, 37 Firefighters (including those working
as paramedics) and 2 Fire Prevention positions (non -sworn). An additional fire prevention position
is subject to discussion and consideration and will be based upon OCFA's personnel and workload
at the time of contract negotiations.
The policy of OCFA is that only the number of positions of rank created by the contract with Costa
Mesa would be available to new transitioning personnel. All other individuals in excess of the
contract requirements would be transitioned as Firefighters. OCFA will make an exception to this
policy and offer the Costa Mesa Interim Fire Chief a Battalion Chief position.
OCFA does not "Y -Rate" transitioning employees. Y -rating means that the employee comes to the
new agency making no less than their current salary with their existing agency. Instead, OCFA will
place the employee at the salary step in the range for the rank they are transitioning to which most
closely matches their current salary.
For the transitioning Costa Mesa Fire safety personnel, even those who have the most seniority,
and therefore transition to the same rank, there will be some negative financial impact, since the
OCFA salary ranges for comparable Costa Mesa Fire ranks are generally lower as a result there
will be a reduction in salary as a result of the transition to OCFA. A comparison of the salary and
benefits is presented in the chart on the next page:
Page 23
Comparison of Total Salary and Benefits
$250,000
M
$200,000
4-
$150,000 $150,000
c
$100,000
m
m
`^ $50,000
76
~ $0
Fire FF/Medic Engineer Captain Batt.
Fighter Chief
Job Classification
Costa Mesa
■ OCFA
Page 24
Salaries
(1) (2)
Retirement
Health
Insurance/H&W
Medicare
Total Salary
and Benefits
(3) (4)
Costa Mesa
$93,753
$40,990
$6,672
$1,359
$142,774
Fire Fighter
OCFA Fire
$89,722
$42,456
$15,348
$1,301
$148,827
Fighter
Costa Mesa
$115,555
$50,226
$6,672
$1,676
$174,129
FF/Medic
OCFA
FF/Medic
$101,694
$48,121
$15,348
$1,475
$166,638
Costa Mesa
$117,112
$50,910
$6,672
$1,698
$176,392
Engineer
OCFA Engineer
$100,126
$47,380
$15,348
$1,452
$164,306
Costa Mesa
Captain
$128,191
$55,943
$6,672
$1,859
$192,665
OCFA Captain
$116,549
$55,151
$15,348
$1,690
$188,738
Costa Mesa
Batt. Chief
$156,689
$68,354
$17,592
$2,272
$244,907
OCFA
Batt. Chief
$148,577
$69,668
$15,707
$2,154
$236,106
(1) Salaries include
top step base salary
for each rank, plus paramedic bonus pay where applicable.
(2) Salaries include
EMT Bonus 5% of top
step FF, FLSA & Holiday Pay
(3) Does not include overtime or other special pay
(4) Does not include Worker's Compensation costs
Comparison of Total Salary and Benefits
$250,000
M
$200,000
4-
$150,000 $150,000
c
$100,000
m
m
`^ $50,000
76
~ $0
Fire FF/Medic Engineer Captain Batt.
Fighter Chief
Job Classification
Costa Mesa
■ OCFA
Page 24
ATTACHMENT
Depending upon the option selected, OCFA would need from 15 to 18 Captains, 15 to 18
Engineers, 27 to 33 Firefighter Paramedics, and 6 to 9 Firefighters. As a result, the Interim Fire
Chief, and a number of Captains and Engineers, depending upon their seniority will be transitioned
at least one rank below their current positions.
OCFA will hire two Fire Prevention staff and will consider as part of negotiations, hiring a third Fire
Prevention staff member. The remaining non -sworn full-time and part-time Costa Mesa Fire
Department personnel will not be absorbed and will be subject to layoff. This would involve 3 or 4
full-time and 4 part-time employees.
If the City wishes to Y -Rate the transitioning employees, OCFA will calculate the additional cost of
that benefit and will add it to the annual service cost.
OCFA suggests that a 120 -hour sick leave bank be established for all transitioning employees. This
is an option that the City can choose not to exercise. City staff recommends against this option and
would prefer to cash out remaining leave banks for transitioning personnel in order to avoid the need
to continue to manage the record-keeping of leave banks for former (now current) employees.
COSTA MESA RESPONSIBILITY FOR PHASE-OUT
OF PERS RETIREMENT COSTS
If the City Council elects to contract with OCFA for fire services, the transferring Costa Mesa fire
employees will become members of the Orange County Employees Retirement System (OCERS).
However, the City will continue to have an obligation to CalPERS for the unfunded liability to that
retirement system. According to the CalPERS actuary, there are two options for dealing with these
costs. Costa Mesa currently has separate PERS plans for the Police and Fire employees. The first
option is for the two plans to remain separate and to move the City's Fire plan to inactive status.
This results in an approximate annual payment of $3.7 Million to CalPERS, for 2011-12, $4.0
Million for 2012-13, and $4.5 Million for 2013-14 and beyond for a 20 year period.
Page 25
ATTACHMENT
The second option is to merge the Police and Fire PERS plans, and place the Fire plan on inactive
status. This option results in a significant savings over the first option and results in an estimated
approximate annual payment of $2.6 Million for 2011-12, $2.8 Million for 2012-13, and $3.2 Million
for 2013-14 and beyond for a 20 year period. However, while the overall PERS costs will be
reduced as compared to the first option, the PERS Safety rate for the combined plan will rise. The
combined plan option estimate has been factored in to the net costs of OCFA contract services
presented in this report.
FIRE PREVENTION SERVICES
In addition to the fire and life safety services provided through the staffing located at the fire
stations, OCFA provides a full Fire Prevention department which provides the services currently
provided by the City of Costa Mesa Fire Department non -sworn staff at the Costa Mesa City Hall.
Although OCFA's main operations are located in Irvine, it will provide convenient local resident and
business access to plan check services. The cost for these services is covered by user fees.
OCFA will discuss options with Costa Mesa on how they would like processes to be established
and can accommodate plan check pick up and drop off at the City Hall as they do with many other
partner agencies. OCFA Fire Prevention operates a full-time front counter operation and has
technical staff available to answer questions.
It appears from an initial review of the information submitted by the City and OCFA that goals for
turn -around times for plan check services are similar. However, the Costa Mesa Fire Chief has
advised that they currently experience difficulty in meeting those goals due to reduced staffing.
Costa Mesa and OCFA both charge fees for plan check and inspection for Fire Prevention
activities. A comparison of those fees for some typical examples of service requests:
Page 26
Type of Permit
Costa Mesa Fire
OCFA
Fire Sprinkler System (T.I.)
$191
$266
Fire suppression permit to relocate 22 fire
sprinkler heads in conjunction with a 1,960
sq ft tenant improvement.
Fire Alarm System (T.I.)
$245
$362
Fire alarm. 1 system and 10 devices to
include: 4 strobes, 5 speaker/strobes, 1
smoke detector.
Commercial Hood Extinguishing System
$325
$372
Fire suppression permit for the installation of
a ul 300 fire suppression system for hood
and duct.
Special Extinguishing System
$555
$660
Installation of detection and control system
for server room for use with fm -200
suppression.
Underground Fire Line/Hydrants
$485
$755
Permit for the installation of underground
from fire hydrant to the multi tenant.
Based upon the above information, it appears that while the OCFA fees are slightly higher using
the comparative examples, the residents and businesses in Costa Mesa will be provided with at
least comparable services to those currently provided by the Costa Mesa Fire Department, and will
have easy access to those services, should the City Council elect to contract with OCFA.
Page 27
ATTACHMENT3
DISPATCH AND COMMUNICATIONS
OCFA provides dispatch and communications through their centralized communications facilities in
Irvine. If the City contracts with OCFA, the "911" emergency reporting system would remain in
effect. A direct computer link and a direct telephone (ring -down) line or "speed dial" system would
be maintained between the Costa Mesa Communication/Dispatch Center which is the PSAP
(public safety answering point) and OCFA's dispatch center. If a fire call comes in to Costa Mesa
Public Safety Dispatch, a one -button transfer device will be used to send the call to the regional
dispatch facility. No impact is anticipated to the current Costa Mesa Public Safety Dispatch
operation in terms of staffing. This is due to the fact that the same number of calls will still need to
be answered, and for those transferred to OCFA, the Costa Mesa dispatcher will need to stay on
the line to determine if any police personnel will need to be dispatched along with the OCFA
personnel. If the City Council selects OCFA to provide contract fire services, the City will review
the staffing needs in the Dispatch Center further to identify any potential savings. There will be
some savings in costs for training of Costa Mesa dispatch staff, since they will no longer be
required to be certified as Emergency Medical Dispatchers.
LENGTH OF CONTRACT CONSIDERATIONS
As a condition of entering into a contract for services with the City of Costa Mesa, OCFA
requires that a long-term contract be entered into for a specified period. OCFA proposes a JPA
Service Agreement with a 20 -year term through June 30, 2030, with an option to exit at the 10 -
year interval. OCFA's JPA contract asks for a two-year advance notice for withdrawal. Any
city may give notice of withdrawal by transmitting written notice of such withdrawal to the Clerk
of the Authority prior to July 1 of the second to last year of every ten-year interval of a twenty-
year term (e.g., for the first ten-year interval, notice must be given by July 1, 2018 to withdraw
by June 30, 2020).
Page 28
Therefore, the City must give the required notice specified in the JPA Agreement in order to
withdraw from OCFA; however, there are no further provisions that would limit the city's ability to
return to its own city fire department following an initial term with OCFA.
ANNUAL COST CONTAINMENT PROVISIONS
OCFA will enter into a contract with Costa Mesa that will provide a cap on the maximum increases
in the cost for services for each fiscal year of the contract. These provisions should provide some
certainty in terms of future budget planning and mitigate, to some degree, the requirement to
commit to long-term agreements and the reduced level of policy control.
OCFA limits the annual contract increases to 4.5% for the full term of the agreement. The cap will
include recapture provisions, wherein increases above the cap will be banked for future recapture
in subsequent years when cost increases are less than the cap. Contributions to vehicle
replacement, station maintenance, and amortized shortfalls will be added to cash contract city
charges outside of the cap calculation. Administrative reviews will be conducted every five years to
review the actual cost increases compared to the cap. Automatic triggers are included to ensure
that any future cash contract city payment shortfalls that may develop can be addressed through
the administrative reviews every five years.
Although the OCFA annual contract increase cap is 4.5%, the agency believes that the actual
increase for the next 5 years will average 2.29%. Projected increases are currently as follows:
11/12
12/13
13/14
14/15
15/16
Five Year Average
3.9%
2.48%
1.62%
2.06%
0.9%
2.29%
Page 29
ATTACHMENT
REGIONAL FIRE PROTECTION
As the City Council considers their options, it is important to understand the operational
characteristics and differences between a municipal fire department whose directly controlled fire
assets are located entirely within its jurisdictional boundaries and regional fire service providers like
the Orange County Fire Authority. Regional agencies have access to the resources located within
the jurisdictional boundaries of the cities they serve, as well as directly controlled resources within
their agency that are located within reasonable proximity to the jurisdiction and can respond to an
incident within the required response time.
Therefore, while comparisons are provided for staffing and equipment proposed to be located
within the City, information is also presented that identifies directly controlled resources within five
miles of jurisdictional boundaries.
Mutual aid and Automatic Aid is currently available to the Costa Mesa Fire Department. While not
directly comparable to directly controlled resources, there is no specific statistical data to suggest
that those resources would be any less responsive than in the past, if Costa Mesa continued to
provide its own fire services.
RESOURCES WITHIN FIVE MILES OF COSTA MESA
The deployment models described for OCFA depict the resources proposed to be located at
existing Costa Mesa Fire Stations within the city limits. However, in fact, OCFA operates under a
regional concept in their approach to providing emergency services to their contract cities. To
provide the best response times possible, the closest available resource is dispatched to all
incidents regardless of jurisdictional or municipal boundaries. OCFA has significant directly
controlled resources located within five miles of Costa Mesa that will be utilized to provide services
Page 30
to the Community in addition to those within the city limits. These regional resources located within
five miles of Costa Mesa are as follows:
Station Location
Personnel/Equipment
Distance from Costa Mesa
OC Fire Station 33
7 personnel assigned to
Within City
374 Paularino Ave.
Crash Fire Rescue units
Costa Mesa
John Wayne Airport
Available if needed for foam
or plane crash incidents
OC Fire Station 28
3 personnel
1.4 miles
17862 Gillette Ave.
Irvine
PAU Engine
OC Fire Station 06
8 personnel
3.6 miles
3180 Barranca Pkwy.
Irvine
Medic Engine
Truck
USAR Rescue
Division Chief
OC Fire Station 37
3 personnel
3.6 miles
14901 Red Hill Ave.
Tustin
PAU Engine
OC Fire Station 04
10 personnel
3.62 miles
2 California Ave.
Irvine
Engine
Medic Van
Truck
Battalion Chief
Page 31
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Page 32
GOVERNANCE
Obviously, maintaining a municipal fire department offers the highest level of policy and budget
control, since the City Council is the governing body for the organization. Under the Council -
Manager form of government, the Chief Executive Officer (CEO), who is responsible to the City
Council, appoints the Fire Chief and administers the affairs of the City, including the supervision of
the Fire Chief and the Fire Department. In recent years, this has allowed Costa Mesa to reduce
some budgetary expenditures in the Fire Department to respond to the economic downturn.
However, maintaining total control may result in higher costs for services and lesser directly
controlled fire resources than contract options. The OCFA model still provides an opportunity to
participate in policy making and budgeting and to communicate and resolve service and fiscal
concerns to the contract fire agency. Additionally, cost controls that can be placed in fire service
contracts offer an additional protection measure for the City Council.
If the Costa Mesa City Council elects to enter into a contract for fire protection services with OCFA,
it will be necessary to relinquish a certain amount of local control.
The Orange County Fire Authority is a Joint Powers Authority, formed in 1995, for the purpose of
providing regional fire protection services to its 23 member agencies, consisting of 22 Orange
County cities, and the County of Orange. The Governing Board consists of one representative
appointed by every member city, along with two members of the Orange County Board of
Supervisors, each of which has an equal vote on the Governing Board. The Board appoints the
Fire Chief, and exercises policy and budget control.
If the City of Costa Mesa chooses to contract with OCFA, the City Council will have a seat on the
Board of Directors and will have one vote on policy and budget issues providing an equitable share
of decision-making authority. Additionally, the Costa Mesa member will be placed in the rotation to
serve on the nine -member Executive Committee which conducts all the business of the Authority
except policy issues, including labor and budget issues and the Budget and Finance Committee.
Page 33
ATTACHMENT
OCFA maintains a number of subcommittees which are comprised of member agency City
Managers, therefore, the Costa Mesa CEO would have an opportunity to participate on these
committees, including the Technical Advisory Committee and the Budget and Finance Committee.
Summary of Governance Control
Total Control I Shared Control
City of Costa Mesa I OCFA
CONCLUSION
The Costa Mesa City Council is faced with a number of difficult policy choices, particularly given
the issues that all cities in California and the nation are facing. One of the most critical choices is
how to provide fire and emergency services now, and in the long-term. The budget problem
creates a unique opportunity to look at the options available to Costa Mesa to assure that fire
services are delivered at the highest level achievable with the scarce dollars available.
Fortunately, a number of options are available to the City Council, although each of these options,
including maintaining the Costa Mesa Fire Department as it currently exists have fiscal and other
impacts that must be weighed, evaluated, and compared to each other in order to make an
informed policy choice.
Beyond the options analyzed in this report, the City could undertake further study to determine
whether the Costa Mesa Fire Department can be restructured similarly to one or more of the OCFA
options to achieve cost savings and still maintain adequate service levels. Additionally, Costa
Mesa could explore other service provider options and/or work with neighboring cities to determine
if any opportunities for sharing fire resources exist.
Page 34
Exhibit A
Other City Costs to Serve Costa Mesa Fire Department
Dispatch
Broadband Connection to Fire $ 8,158.00
EMD Certification and Pay $ 62,800.00
Total Dispatch $ 70,958.00
Personnel
Background and Recruitment Costs $ 3,000.00
Total Personnel
Information Technology
Telestaff $ 3,270.00
My Fire Rules (Incident Tracking) $ 600.00
Rescue Net (Records Management) $ 6,700.00
Total Information Technol
Risk Management
Liability Excess Coverage $ 14,395.00
Workers Compensation Excess $ 20,963.00
Property Insurance $ 26,386.00
$ 3,000.00
$ 10,570.00
Total Risk Management $ 61,744.00
Landscape Maintenance
Station Landscape Maintenance $ 11,772.00
Water $ 13,190.00
Page 35
Additional Landscape Costs
Turf Maintenance $ 1,791.00
Planters $ 2,749.00
Irrigation repairs $ 1,130.00
Tree Maintenance $ 1,864.00
Total Landscape Maintenance $ 32,496.00
Underground Fuel Tanks
Total Underground Fuel Tanks $ 17,700.00
Building Maintenance
HVAC/Building Capital Costs $ 210,100.00
Hazmat Disposal $ 25,000.00
Generator Maintenance $ 13,000.00
Traffic Signal Controls $ 5,000.00
Total Building Maintenance $ 253,100.00
Utilities
Water $ 26,713.00
Gas $ 8,822.00
Electricity $ 62,935.00
Refuse Disposal $ 2,800.00
Total Utilities $ 101,270.00
TOTAL
$ 550,838.00
Page 36
Exhibit B
Fire Revenue
Fire Inspections
$
5,000.00
Fire Permits
$
100,000.00
Hazmat Disclosure Fee
$
100,000.00
EMS First Responder Fee*
$
200,000.00
Paramedic Fee — Advanced*
$
100,000.00
Medical Supply Reimbursement*
$
100,000.00
Fire False Alarms*
$
30,000.00
Accident Cost Recovery
$
60,000.00
$
695,000.00
*Revenues Available with Contract $ 430,000.00
Page 37
Exhibit C
City Retained Costs
Property Insurance
Property and Boiler Coverage $ 26,386.00
Total Property Insurance $ 26,386
Underground Fuel Tanks
Total Underground Fuel Tank Maintenance $ 17,700
Building Maintenance
HVAC/Building Capital Costs $ 210,100 (1)(2)(3)
Hazmat Disposal $ 25,000
Generator Maintenance $ 13,000
Traffic Signal Controls $ 5,000
Total Buildinq Maintenance $ 253,100
TOTAL CITY RETAINED COSTS $ 297,186 (4)(5)
(1) City 5 -year Capital Improvement budget of $1,050,500/5 years
(2) For OCFA Option1, this amount reduced by $90K to account for 6 stations@ $15K per station
OCFA maintenance cost in contract
(3) For OCFA Options 2 and 3, this amount reduced by $75K to account for 5 stations@$15K
OCFA maintenance cost in contract
(4) Option 1 = $207,186 ($297,186 - $90,000 OCFA station maintenance cost — 6 stations)
(5) Options 2 and 3 = $222,186 ($297,186 - $75,000 OCFA station maintenance cost — 5 stations)
Page 38
ATTACHMENT 4
OCFA Proposal Questions from the City Council
1. Please explain ISO ratings and how OCFA's services affect those
ratings in the contract cities that they serve.
ISO collects information on a community's public fire protection and
analyzes the data using a Fire Suppression Rating Schedule (FSRS).
They assign a Public Protection Classification from 1 to 10. Class 1
generally represents superior property fire protection, and Class 10
indicates that the area's fire -suppression program doesn't meet ISO's
minimum criteria. The Orange County Fire Authority is divided into five
rating areas. For the majority of the area we are a class 3, and the
canyon areas near the wild land is a 4.
Costa Mesa would remain a 2 until a re-evaluation is done by the ISO.
ISO can keep Costa Mesa as a separate rating area if they choose to do
so, and OCFA would support that decision. The insurance rating of 1-5 for
residential remains the same rate; commercial property rates are different
for 2 and 3.
2, Describe the differences in "Response Standards" for OCFA vs.
Costa Mesa Fire and the reasons for those differences.
OCFA uses the following "response standards" for time. The chart shows
the difference in the number and types of units that respond to various
emergencies.
• First Unit (this can be any emergency response unit)—From receipt
of call to on scene of all emergency incidents. The first unit will
respond within 7 minutes 20 seconds 80% of the time
o This is 1 minute call processing (Receipt of 919 to Entered in
Computer Aided Dispatch CAD)
o 1 minute 20 seconds turnout time (Dispatched to Enroute,
needed time to don protective equipment)
o 5 minutes travel time (Enroute to On Scene, drive time)
• First Medic- From receipt of call to on scene of EMS emergency
incidents, the first medic unit will respond within 10 minutes 80% of
the time with 4 personnel 2 of them being paramedics
o This is 1 minute call processing (Receipt of 911 to Entered in
CAD)
0 1 minute 20 seconds turnout time (Dispatched to Enroute,
needed time to don protective equipment)
0 7 minutes 40 seconds travel time (Enroute to On Scene)
ATTACHMENT 4
Effective Response Force Structure Fire- From receipt of call to on
scene of Structure Fire emergency incident, the full assignment (3
engines/9 truck/1 medic/18attalion Chiet) with 95 personnel will
respond within 92 minutes 80% of the time
o This is I minute call processing (Receipt of 911 to Entered in
CAD)
0 9 minute 20 seconds turnout time (Dispatched to Enroute,
needed time'to don protective equipment)
o 9 minutes 40 seconds travel time (Enroute to On Scene, this
is the time for all of the units to arrive — the first unit standard
still applies)
Information
Officer
2
ATTACHMENT 4
3, How will existing mutual aid and automatic aid agreements with
surrounding cities be affected by contracting with OCFA? Will there
be any effect on response times?
Mutual aid is a system that uses statewide and local resources for a
specific emergency response. Mutual aid allows a community to request
assistance from neighboring communities during an emergency without
compensation for the first critical hours.
Automatic aid agreements are contracts between two fire services
agencies in day-to-day situations. Automatic aid agreements enhance
regional services by providing response to designated areas on a day-to-
day basis but are not intended to supplant emergency resources of
individual city or county fire departments,
OCFA and Costa Mesa both participate in the statewide system of mutual
aid as well as having auto aid agreements with the fire departments that
adjoin the city and use similar language in them. There will be no
discernable difference in the response time. Both Costa Mesa and OCFA
need to contact other fire dispatch centers to request resources from
adjoining fire departments.
4, Paramedic Services
• How do OCFA Paramedics interact with the Ambulance
provider in transport of patients?
• Does OCFA charge any First Responder or ALS fees?
• Will the City of Costa Mesa still be able to charge their First
Responder and ALS fees under a contract with OCFA?
Patients are evaluated by the on scene OCFA Paramedic. The paramedic
assessment determines whether the patient requires Basic Life Support
(BLS) or Advanced Life Support (ALS) treatment and transport. If the
patient is stable, does not need advanced interventions, and only requires
advanced first aid, the paramedic will give a report of the patient's
condition and other pertinent information to the ambulance attendants.
The EMT team will escort the patient to the hospital.
If the patient is determined to have ALS level needs (invasive therapies,
medication, ongoing monitoring, or transport to a specialty center
hospital), the on scene OCFA paramedic(s) will maintain the current
course of treatment for the patient. The paramedic(s) will then accompany
the ambulance provider EMT team and escort the patient in the
ambulance to the hospital where further care will be rendered by hospital
staff,
ATTACHMENT 4
OCFA currently does not charge a "first responder fee," Private
ambulance providers, under contract with OCFA, that respond to and
transport patients as a result of a 911 call to a OCFA jurisdiction are
required to reimburse OCFA for medical supplies and ALS services (
when the ALS services are utilized). The private providers bill the patient/
insurance company for these services in addition to the transportation
costs, The maximum allowable billing rates are set by the County of
Orange and the reimbursement rates are approved by the OCFA Board of
Directors
Under the proposed contract between Costa Mesa and OCFA, the city will
continue to administer the program. As such, the current first responder
fee and ALS reimbursement arrangement that the city has with the current
provider (CARE ambulance inc.). These reimbursements would remain
intact with all revenue remaining with the city.
5. Plan Check and Inspection Services
• Describe the OCFA process, turnaround times, etc,
• Does OCFA offer an expedited plan check process?
Is there an option available to allow Costa Mesa to continue to
provide these services, rather than OCFA as part of the Fire
Services contract?
Turn -around times for plan review services are identified on the fee
schedule. In most cases turn- around times are identified as 10 days or
less, with several plan types at 5 days and a handful that can be reviewed
"over the counter" (same day service). Construction inspections are
typically accomplished within 48 hours of the request. Our plan review and
construction inspection turn -around time frames have consistently achieved
our turn -around time goals 90% or better for the past ten years (10 days for
plan review, 2 days for inspection). OCFA does offer an accelerated plan
review and inspection process.
OCFA Planning & Development will discuss options with Costa Mesa to
determine how they would like processes to be established. OCFA can
accommodate plan pick up and drop off at the City of Costa Mesa as they
do with many other partner agencies. Some agencies allow plans to be
processed directly through OCFA. Ultimately, the choice falls to the City.
OCFA Fire Prevention operates a full time front counter operation and has
technical staff available to answer questions.
6. What is the length of contract provisions? is there a modification to
the maximum cap at any point in the term of the Agreement?
0
ATTACHMENT 4
The length of OCFA's contract provisions are specified in the OCFA's
Joint Powers Agreement. The term of the JPA is twenty years with an
option to withdraw at each ten-year interval. The Board, upon consent of
a majority of all of the Directors, may approve terms and conditions which
vary from those specified in the JPA for a new non-member City that is
joining the Authority.
The annual cap remains at a maximum of 4.5% throughout the term of the
JPA.
7. Describe the types of apparatus proposed to be provided by OCFA to
Costa Mesa and why it differs from the current Costa Mesa fleet?
• Engine companies are the same type of apparatus.
• Battalion Chief Vehicle is the same.
• The Costa Mesa Truck at station 6 is a quint (water pumping truck),
however; the staffing and equipment would include one paramedic
capable of delivering Advanced Life Support (ALS)with OCFA.
• The Costa Mesa Truck at Station I does not pump water and cannot be
used as a single unit response to incidents involving fire, electricity or
hazardous conditions. OCFA uses water pumping trucks for a more
versatile response platform.
• Medic Van: The medic van is configured with two firefighter/paramedics
and responds to all types of emergencies. They can be used for dual
functions such as firefighting and rescue operations and bring the added
benefit of being paramedics capable of delivering Advance Life Support
(ALS). A medic unit serves more than one first due area in most
circumstances. A van allows the first due engine to go back in service to
provide emergency response coverage in the primary area while the
medic van follows up to the hospital with patients. This delivery platform
provides a more reliable service to the citizens.
8, Sick Leave and Vacation Accrual
• Cost for paying off leave banks for departing employees
The estimated cost is $750,000.
9. Retirement Benefits
• How would a contract with OCFA affect the City's PERS rates for
safety employees
See Report, Page 25
ATTACHMENT 4
• What will be the impact to transferring employees on their
retirement benefits? (i.e. what happens with. PERS benefits when
they become OCERS members)
Employees will have the option of choosing reciprocity or retirement.
Employees who choose reciprocity will enter OCERS with service
credit for eligibility for Service Retirement, Disability Retirement (non-
occupational) and Survivor Benefits under each system. Employees
who choose retirement will begin to draw retirement from PERS and
will stall over in OCERS as a new employee
• What impact does the OCERS mistake have on Costa Mesa
contract costs?
The OCERS mistake has an impact on OCFA's unfunded pension
liability, however, since OCFA has excluded its pension liability from
the modified cost proposal to Costa Mesa, there is no impact from
OCERS mistake on Costa Mesa's proposed contract costs.
• How has the increase in benefits to 3% at 50 affected OCFA fiscal
condition generally and cash contract costs specifically?
OCFA uses a five-year financial forecast to project the future costs of
negotiated benefits. Financial staff provides these forecasts to the
Board of Directors when they are considering a new benefit or
program. Various models of the forecast are compared against the
"baseline" model, which reflects OCFA's financial outlook with no
changes,
In the case of 3%@50, actual cost increases exceeded the impacts
that staff had anticipated; however, there were many additional driving
factors that contributed to increased retirement costs beyond 3%@50
(investment losses, reduced interest rate assumptions, changed
mortality tables, etc.).
Staff used the flve-year forecast to continuously update the Board on
changes in financial outlooks from retirement costs along with all other
financial areas, which enabled the Board to modify plans to hold
financial spending plans in line with projected revenues.
During the years when OCFA experienced .retirement increases
associated with 3%@50 (2003/04 -2004/05), the OCFA's cash contract
cities were protected by the cap on annual increases. At that time, the
cap was only 3.5%. (See History of Annual increases for Cash
Contract Cities);
ATTACHMENT 4
How is OCFA handling the unfunded pension liability?
As described above, OCFA used its five-year forecast to project
changes in financial position resulting from the unfunded pension
liability, as well as impacts from reduced property tax revenues (74%
of OCFA's revenue is from property taxes). This enabled OCFA to
begin planning for negative financial impacts before the impacts were
Imminent. As a result, OCFA implemented a variety of cost-cutting
measures resulting in no layoff of permanent employees and minimal
reductions in operational services. Major changes included;
• Mid-term contract concessions from employees and managers which
reduced projected expenses by $27 million over the next four years.
• Safety employees begin paying 9% of pay towards retirement; phased -
in over four years (transitioning Costa Mesa Firefighters will be
considered new hires and will begin paying the 9% immediately).
• New safety employees in the future (July 2012) will have a reduced
retirement formula, 3%@55 rather than 3%@50.
• Safety employees and managers agreed to future pay raises based on
a Trigger Formula, which means that employees will only get pay
raises when predetermined financial health indicators are met for
OCFA — pay raises will not be guaranteed based on a calendar date.
• A voluntary retirement incentive program was issued for OCFA's non -
safety employees, offering a cash incentive - $25,000 for those who
retired by 12/31/10, $95,000 by 3/31/91, and $10,000 by 6/30/11.
Twelve employees took advantage of the incentive, with eleven of the
vacated positions frozen to produce $1.5 million in annual ongoing
savings,
• Several administrative safety support positions have been frozen,
pending improved financial condition.
• Over $20 million in planned capital projects were eliminated, reduced,
or deferred pending improved financial condition. /Necessary repairs
and maintenance projects continue.
10. Facilities
• Provide cost estimate for repairs to City fire stations
The estimated cost for those items identified in the OCFA proposal is
$587,000, The City's 5 -year capital improvement budget of
$9,050,500 will provide funding for the identified costs.
ATTACHMENT 4
• What is the estimate of the remaining useful life of each station
Staff estimates that the stations have a useful life of at least 30 years
which can be extended with repairs and maintenance,
• Who pays for repairs and how is the need for future
improvements and/or major repairs determined and negotiated?
• Who is the final authority is determining whether to make a
repair?
Minor/routine repairs under $1000 are completed using OCFA's General
Fund which does not decrement the City's annual repair budget
contribution of $15,000. Repairs and/or improvements over $1000 and
single projects or aggregate of projects up to $15,000 are paid using the
$15,000 that is included in the service costs, . The amount of
repairs/impro.vements will be replenished by the City the following year, up
to the $15,000 bank requirement. Projects over $15,000 become capital
projects/improvements and are coordinated with and funded by the city.
11. Provide Costs in Other Departments to support Fire Department and
Identify any savings from contracting,
See Report, Exhibit A, Page 35
12. Can OCFA provide a price quote for staffing the Costa Mesa stations
the same way as they are currently staffed now.
Vehicles! Service Facilities Vehicle
Optioxz Staffing Charge Maintenance Depreciation Total
*Current Service 4 Medic
Level Engines $18,397,047 $90,000 $259,020 $18,746,067
2 Trucks
1 USAR
Squad
28 Post Positions
*Note: OCFA's quote includes the cost associated with the full service
support network for the operation of a fire department. For an "apples to
apples" comparison City costs associated with staff in support of the fire
department should be factored into City Fire budget.
13.What are the actual response times for the Costa Mesa Fire
Department?
See Report, Page 18
ATTACHMENT 4
14. Please explain how the apparatus that is transferred to OCFA valued
in the event that Costa Mesa would seek to reestablish its fire
department after the initial contract term with OCFA? In other words,
what would Costa Mesa have to pay to buy back the apparatus after
10 years?
OCFA's financial staff will track the value of apparatus transferred to
OCFA from Costa Mesa, also accounting for the added value of annual
vehicle replacement contributions received from the City, and deducting
for any vehicle purchases that are made to replace the apparatus
assigned to the City. This accounting produces an ongoing "value" either
positive, reflecting monies or apparatus due back to the City should the
City exit from OCFA, or the accounting produces a negative, reflecting no
value due back to the City upon exit from OCFA.
15. Costa Mesa has an active CERT program, What level of support will
be provided to this program by OCFA in the event of a contract for
fire services?
OCFA also participates in the CERT program and that program would
continue.
16. Do the proposed contract costs for the 3 options take into
consideration the fact that Costa Mesa is not surrounded by wild
lands, and therefore should present a reduced fire risk?
Costa Mesa does have a small portion of wildland and has utilized OCFA
resources for that area in the past. The cost for service incorporates all of
the risks and specialty resources within OCFA jurisdiction. The specialty
resources have multiple uses and are considered "all risk" They could be
deployed for other large scale 'incidents such as earthquakes, floods,
terrorism, etc.
17.Explain the Paramedic Assessment Unit (PAU) concept proposed to
be utilized by OCFA and how they operate and are deployed as
compared to the Paramedic units? How does this benefit the
Paramedic units?
The Orange County Fire Authority's paramedic program provides
additional advanced life support and care to victims of accidents or
C
ATTACHMENT 4
illnesses through an integrated approach to pre -hospital care by utilization
of paramedic assessment units (PAUs). In a system as diverse as
Orange County, fire stations are spaced geographically based on call
volume and response time 'requirements. These areas need a fire
suppression and first response medical unit. The Paramedic Assessment
Unit (PAU) concept allows for staffing an apparatus with a firefighter
paramedic that is capable of performing firefighting duties and Advanced
Life Support (ALS) treatment. OCFA paramedic assessment units are
equipped to the same standards as a paramedic unit.
When a PAU is dispatched to a medical aid call, the closest ALS (two -
paramedic) unit is also dispatched as per County of Orange policy. On
arrival, the PAU paramedic begins assessment and treatment of the
patient while awaiting the arrival of the two person paramedic team.
This system delivers two direct benefits to the citizens, it distributes
paramedics on engines uniformly over a geographic area, allowing for a
more timely delivery of advanced life support care and treatment.
Additionally, based on the severity of illness or injury, the PAU paramedic
can cancel the paramedic unit responding -- putting that unit back in
service for the next call.
18. What accounts for the reduction of $970,341 between options 1 and
2, with a reduction of only 1 in staffing per shift?
The difference between option 1 and 2 is due to the decrease of one post
position (3 personnel). Also factored in are the types of positions and the
relating costs associated with the different positions of rank, For example,
option 1 calls for 18 Fire Captains and 18 Fire Apparatus Engineers.
Option 2 calls for 15 Fire Captains and 15 Fire Apparatus Engineers.
Additionally the vehicle replacement costs contribute to the difference
between the options; the cost to replace paramedic vans is less than that
of fire engines and trucks.
19. Provide OCFA salary tables for fire staffing.
See Attached
20. Provide total compensation comparison between Costa Mesa Fire
and OCFA.
See Report, Page 24
t0
ATTACHMENT 4
21. What accounts for the $851,000 in "other costs" identified in the
Proposal?
In the Costa Mesa FY 09/10 and 90/11 budgets the internal rent costs
(these are costs associated with vehicle repair/maintenance and
replacement) were removed from the budget. If Costa Mesa were to
retain the Fire Department these costs could not be removed from the
budget for a prolonged period. OCFA validated this with Costa Mesa city
staff and it was determined that these costs are attributable to the fire
department budget, To get a representation of those costs as a go
forward the actual costs for the internal rent was compiled from the
previous ten years budget.
22. Dispatch
• Describe the process for transferring fire calls coming to the Costa
Mesa Communications Center to OCFA.
• What Is the anticipated transfer time?
The 9-1-1 system is designed with a one button instant transfer system.
OCFA currently operates with 14 Public Safety Answering Point (PSAP)
police dispatch agencies, without issue, In a positive professional working
relationship.
The Police Dept. would answer the 9-1-1 phone "Costa Mesa 9-1-1 what
is your emergency?" and when the person says " I have a fire or medical
call" the PD would hit a single button transfer switch to forward the call to
OCFA. The PD would not ask any additional questions and would remain
on the line as OCFA obtained the details and provided emergency medical
dispatch instructions, If it is a non -PD call, the PD can hang up without
notice by the caller. If it is a PD call (i.e. assault or shooting victim) OCFA
dispatch would state at the end of instruction 'PD go ahead" and they
would obtain suspect details.
The delay is approximately 10 seconds
23. Does OCFA inspect apartments, and if so, is there a charge?
With the exception of High Rise apartments, Operation's personnel
perform annual inspections on all apartments. All High Rise structures are
inspected by Fire Prevention. There are no inspection fees.
I
ATTACHMENT 4
24. How does OCFA handle the 4t" of July period for those contract
cities that still permit the sale and use of safe and sane fireworks?
OCFA arranges to meet with all firework vendors prior to their setup and
goes over the site plan for the location. A physical inspection is performed
after the setup before the inventory is delivered and once again after the
delivery, Follow up inspections are performed as needed. OCFA charges
an inspection fee of $436.00 to recover the costs associated with the
Inspectors,
Additionally, OCFA has a detailed plan for all of the public displays of
fireworks that occur within OCTA jurisdiction and provide an' inspector
onsite during the event to ensure safe operation,
25. OCFA Helicopter Program — What would the anticipated response
time be from its base in Fullerton to Costa Mesa? How is the
helicopter allocated to the OCFA cities?
OCFA operates two Bell 492 helicopters gout of the Fullerton airport. The
helicopter has a 2-5 minute warm up to depart Fullerton and a 12-15
minute flight time to Costa Mesa. There is no specific allocation of the
helicopter to any partner city.
26.Would the current Costa Mesa fire personnel (many live in the City)
be able to continue to serve in Costa Mesa under OCFA?
Costa Mesa Firefighters will retain their current post position in the city
following transition until they voluntarily transfer per OCFA SOP and MOU.
To smoothly transition Costa Mesa employees, OCFA will administratively
assign a minimum of fifty (50) percent of the City personnel to other OCFA
stations during the first year of the contract. Those employees will retain
the right to move back following the one year re -assignment if so desired.
27, Station 6 Closure with Option 2 — Who Is served by that station and
what would be the impact on service and response times to those
served?
Station 6's service area is the area north of the 1405 freeway and East of
Fairview Dr. Analysis shows that Station 2 can fully cover the area within
5 minutes. In addition, Santa Ana Station 6 can respond to the complete
area within 5 minutes to ensure reliability. This, with the Medic Van at
Station 2 allowing for the Engine to remain in the first due area while the
Van is on follow up stabilizes the reliability factor to the service area all
within the 5 minute travel time standard.
12
ATTACHMENT 4
28. How does the OCFA proposal account for special risks such as the
Fairgrounds, South Coast Plaza, and the Performing Arts Center,
particularly as it relates to a natural disaster or act of terrorism?
The high risk occupancies will be handled by OCFA similarly as they are
currentlyhandled. They would be flagged in the Computer Aided Dispatch
(CAD) system as a target hazard or as a special area. Special Area
mapping including staging, access, water or other special needs would be
mapped and placed on units in Costa Mesa and Irvine, with a copy in the
stations for cover units. Multi victim incidents, earthquakes procedures,
and all high risk terrorism policies would be incorporated in the systems in
place.
OCFA has several special risk areas such as San Onofre Nuclear
Generating Station, UCI Berkley Auditorium, Knott's Berry Farm, colleges,
malls and marketplaces throughout the jurisdiction. Training and disaster
preparedness are part of OCFA's standard operating practice and
personnel prepare for these types of emergencies on a regular basis.
29. is there any flexibility in the service options presented?
There is some limited flexibility with the service options with relation to the
exact location of units. For example if Option 2 is selected the closed
station could be station 2 instead of station 6 with the same staffing and
cost.
30. How will the elimination of the USAR unit from the City affect service
to Costa Mesa? Where will USAR service be provided from?
The elimination of the Urban Search and Rescue (USAR) vehicle from the
city will not affect the day to day service to the citizens.
The Orange County Fire Authority is capable of providing Urban Search
and Rescue (USAR) services, utilizing four USAR truck companies
strategically placed within Orange County. One of these truck companies
is within close proximity to the City of Costa Mesa in Irvine. in addition,
OCFA and the Federal Emergency Management Agency (FEMA) jointly
sponsor one of the twenty-eight national Urban Search and Rescue
Teams, California Task Force Five (CA TF -5) based in Orange County,
has an extensive array of equipment and provides advanced search and
rescue services to communities in need. This additional cache of
equipment coupled with OCFA's USAR qualified personnel, allows OCFA
to deliver multiple USAR units, response personnel and equipment to
emergencies.
13
ATTACHMENT 4
31. Provide information on the Reserve Firefighter program.
The OCFA operates 10 Reserve Stations, where members are required to
reside within a 10 minute response time from home to station. The
program has been significantly modified over the past 15 years, to reduce
the OCFA's reliance on Reserves primarily for front-line emergency
response, to that of a support role, Over time, the demographics of
Orange County have become more populous with numerous new cities
being formed. This has caused the necessity for evolution of the program
over several decades, to coincide with the county's changing
demographics.
In 2002, a comprehensive study was completed, recommending the
reduction of the front-line emergency role of the Reserves, to more of a
support function. The majority of fire engines were removed from the
Reserve stations and replaced with Patrols and Squads. In 2008 and
2009, additional studies were performed to identify Issues and problems of
non -response and lack of participation by OCFA's Reserves, In
September, 2010, a performance report was presented to the OCFA
Board of Directors, which focused on participation by the Reserves, and
the effective utilization and contribution by the Reserve units.
Recommendations for the closure of 11 Reserve Stations were adopted
by the Board of Directors. The majority of these station closures were
within the urban areas, where recruitment, participation, and volunteer
retention is more difficult. The affected Reserves at the closed stations
have been offered opportunities to transfer to other stations, or have
expressed interest in OCFA's future Fire Corps Volunteer Program, which
is currently being reviewed and developed.
32. Provide historical growth in expenditures for Costa Mesa Fire
Department for last 10 years.
2002.03
2003.04 2004.05 2005.06 2006-07
$15,496,569
$15,932,031 $16,985,620 $18,827,510 $19,226,654
%
Increase
2,81% 6.6 1 % 10.84% 2.12%
2007.08 2008-09 2009-10
2010-11
2011.12
$21,568,367 $22,898,621 $20,851,51T
$19,398,404
$19,875,475
% 10,86% 6,17% <8,94%>
Increase
<6.97%>
2,46%
14
ATTACHMENT 4
33, Provide historical growth in expenditures for OCFA for last 10 years
overall and cash contract cities specifically,
See spreadsheet reflecting the History of Annual Increases for Cash
Contract Cities, OCFA's cash cities have experienced an average annual
increase of 3.20% over the past 16 years,
34. Provide average cost per firefighter for OCFA.
See Report, Page 24.
is
ATTACHMENT 4
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