REQUEST FOR DECISION
DATE: July 10, 2023 Report No. FIRE-23-004
TO: Mayor and Council
FROM: Steve Serbic, Fire Chief
SUBJECT:
Title
Fire Dispatch Contract Amendment and Extension
End
RECOMMENDATION:
Recommendation
1. That Council approve an amendment to the existing Fire Dispatch contract with the City of Surrey in order to add a renewal clause;
2. That Council authorize the Mayor and Corporate Officer to execute the contract between the City of Surrey and the Township of Esquimalt for the provision of fire dispatch services to Esquimalt Fire Rescue for the period September 19, 2023 to December 31, 2028; as attached to Staff Report FIRE-23-004.
Body
RELEVANT POLICY:
Purchasing and Disposal Bylaw, 2014, No. 2845
STRATEGIC RELEVANCE:
Build and Enhance Partnerships: Work with governments, school districts and stakeholders to enhance relationships and advance issues impacting the community.
BACKGROUND:
In 2017, our department received a notice from our previous provider (District of Saanich) that they intended to significantly increase dispatch service fees. As a result, fire chiefs and senior staff in View Royal, Colwood, North Saanich, Sidney, and Esquimalt, concerned with dramatically increased service costs with no corresponding increase in the quality of service, collaborated on a joint Request for Proposal (RFP) for fire dispatch services.
A detailed fire dispatch cost comparison was conducted as part of our RFP in 2017, and detailed vendor cost quotations up to and including 2022. Costs for Saanich, the CRD/Langford, which has ceased operations (Langford is now a Surrey client), and Surrey fire dispatch costs were tabled. Within the CRD, the City of Victoria also operated their own internal fire dispatch center, but they too have ceased operations and are now Surrey clients.
In response to the RFP, the city of Surrey provided by far the best value in terms of cost per call, support services and technology, coming in at approximately half the cost of the competitors. All five departments made the transition to Surrey in September, 2018.
To date, the services provided by the City of Surrey have exceeded our expectations and enhanced both our operational and organizational efficiency. Surrey provides “full service” fire dispatch, as it supports tablet-based inspections, eliminating post inspection data input. Client support is timely, and we have access to templates, guidelines, databases, and subject matter experts at no additional cost.
The original five-year contract does not have a renewal or extension clause. Having successfully made the transition to the new provider and having experienced the enhanced service from Surrey Dispatch for over four years, staff from all five municipalities are pursuing renewal terms ahead of the expiry of the service contract in September 2023.
ISSUES:
1. Rationale for Selected Option
The current agreement is expiring, and we need to get another agreement in place. Sidney, View Royal, North Saanich and Colwood have either signed an extension for five years to December 31, 2028, or are in the process of doing so.
2. Organizational Implications
There are no organizational implications.
3. Financial Implications
The total 2022 dispatch fee was $107,043, and in 2023 this is slated to increase to $110,943 based on the original contract terms and annual number of calls. Historically, the Township’s call volume through Surrey dispatch has been below 1,000 and a slight increase to 1,100 is estimated during 2024; however, forecasting call volumes with a high degree of certainty is extremely difficult. In consideration of these lower call volumes, Surrey has amended its dispatch service fee schedule during this contract renewal term. The pricing outlined in Attachment 4 - Esquimalt Fire Department Dispatch Service Fee Schedule is based on lower call volumes (ranging from 1,000-1,611 calls) and given the Township’s forecasted call volume, the anticipated dispatch fee for 2024 should be approximately $72,600.
4. Sustainability & Environmental Implications
There is no sustainability nor environmental implications.
5. Communication & Engagement
Staff will proceed with the contract process and once signed will communicate with the other participating municipalities.
ALTERNATIVES:
1. That Council approve an amendment to the existing Fire Dispatch contract with the City of Surrey in order to add a renewal clause; and that Council authorize the Mayor and Corporate Officer to execute the contract between the City of Surrey and the Township of Esquimalt for the provision of fire dispatch services to Esquimalt Fire Rescue for the period September 19, 2023 to December 31, 2028;
as attached to Staff Report FIRE-23-004.
2. That Council provide alternative direction to staff.