REQUEST FOR DECISION
DATE: May 30, 2018 Report No. ADM-18-021
TO: Mayor and Council
FROM: Laurie Hurst, Chief Administrative Officer
SUBJECT:
Title
Fire Dispatch Contract Execution
End
RECOMMENDATION:
Recommendation
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 as attached to Staff Report ADM-18-021.
Body
RELEVANT POLICY:
Purchasing and Disposal Bylaw, 2014, No. 2845
STRATEGIC RELEVANCE:
Operational Strategy: Explore and identify efficiencies between local and regional initiatives.
BACKGROUND:
A joint Request for Proposals (RFP) was initiated this year in response to notification in 2017 that costs of the fire dispatch services currently provided to the Township by the District of Saanich would be increasing dramatically with no corresponding increase to service.
On March 12, Council resolved to accept the City of Surrey’s response to the joint RFP as the preferred proposal to provide joint fire dispatch services to Esquimalt and four other municipalities. Staff were directed to proceed with a transition program and finalize a contract. The staff report with recommendations considered at the March 12 meeting is attached for information.
As part of the transition of fire dispatch services, we knew that there would be additional one-time costs that would be incurred. We can now estimate that Esquimalt’s share of these costs will be somewhere between $25,000 and $30,000. The budget for fire dispatch was developed for 2018 utilizing the higher cost of remaining with Saanich; therefore these one-time transition costs can be funded through that budget as the transition to Surrey will occur prior to year end.
The Township has signed an extension to our fire dispatch agreement with Saanich that Saanich will provide service to the end of this year at the increased cost effective May 1. The transition date is currently expected to be September 1 and we will have to provide notification to Saanich to terminate our contract with them by June 30.
The Fire Chiefs and CAOs of the five municipalities that participated in the RFP and the City of Surrey have completed the process of finalizing the contract for service, attached for your review.
ISSUES:
1. Rationale for Selected Option
The staff recommendation is based on the RFP evaluation and transition process.
2. Organizational Implications
There are no organizational implications other than some additional staff time that will be required during the transition phase.
3. Financial Implications
As stated above, the budget for fire dispatch services for 2018 is sufficient to cover all costs associated with the current service, transition costs and new service for remainder of the year.
4. Sustainability & Environmental Implications
There are no sustainability nor environmental implications.
5. Communication & Engagement
Staff will proceed with the transition and contract process which will include communication with the other participating municipalities, current service provider and new service provider.
ALTERNATIVES:
1. 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 as attached to Staff Report ADM-18-021.
2. That Council provide alternative direction to staff.