HomeMy WebLinkAboutStaff Report FIre itemCITY OF PALO ALTO
Memorandum
May 6, 2010
TO: CITY COUNCIL
FINANCE COMMITTEE
SUBJECT: Services, Resources and Utilization Study for the Palo Alto Fire Department
This packet includes the CMR and new scope of services (Attachment A) for the Fire Department
services, resources and utilization study that was directed by the Finance Committee and will be
reviewed and discussed at Thursday evening's Finance Committee.
Fire Chief
-
-
City of Palo Alto
City Manager's Report
TO: HONORABLE CITY COUNCIL
ATTN: FINANCE COMMITTEE
FROM: ASSISTANT CITY MANAGER DEPARTMENT: FIRE
DATE: MAY 6, 2010 • CMR: 244:10
SUBJECT: SERVICES, RESOURCES AND UTILIZATION STUDY FOR THE
PALO ALTO FIRE DEPARTMENT
This is an Informational Report and no action is required by the Finance Committee.
BACKGROUND
The City of Palo Alto had previously awarded a contract to conduct a study to analyze Fire
Department operations. At the April 20 Finance Committee meeting, a teleconference was held
with the consultant Project Manager from ESCI. During the course of that discussion and as the
details of the study's scope unfolded, members of the Finance Committee voiced concerns
surrounding methodology and affiliations of the consultant. It was also determined that the scope
of services for the project did not directly address the City Auditor's recommendation in the
2003 Report of Overtime Procedures (Recommendation #2 — Fire Department Staffing and
Overtime) "to conduct a staffing study to assess the appropriateness of current Fire Department
minimum staffing levels in the context of call volume, response times and employee safety".
Based on these concerns, Staff recommended to the City Manager that the contract be terminated
and the consultant dismissed. The City Manager cancelled the contract and directed staff to
modify the scope of services to focus specifically on staffing as it relates to the Auditor's
recommendation options for different staffing models that address both peak and low volume
times periods, and develop recommendations and options that would address not only overtime
costs, but the utilization and deployment of staff as well. Staff was further directed to begin an
RFP process for a new consultant and to minimize turn -around time and project completion. At
this point in time, the project completion date is yet to be determined.
DISCUSSION
The City of Palo Alto provides comprehensive fire and medical emergency response services to
the City of Palo Alto, Stanford University and the Stanford Linear Accelerator Center (SLAC)
environments. The primary goal of the study\is to conduct a focused, objective analysis of
overall Fire Department emergency response operations that will analyze current resource
deployment practices to assess the appropriateness of current Fire Department minimum staffing
levels in the context of call volume, response times and employees safety, provide staffing
recommendations (with options) for a more efficient and effective distribution of current and
future company fire loads, provide various staffing models with associated costs, evaluate
options between full-time staffing and use of overtime to provide appropriate coverage and
CMR 244:10 PAGE 1 OF 3
response times, to develop strategies for reduction of overtime costs and to ascertain future
community needs for emergency response service delivery.
The scope of services for this project was designed to include, but is not limited to, more specific
review of the following:
• Review current fire department emergency response times
• Review current fire company workload including emergency responses
• Review current fire protection services agreement with Stanford University and SLAC
• Review current fire station distribution and concentration
• Review current fire company and shift staffing levels and fire company distribution &
concentration
• Coordinate with City and Fire Department staff for the collection of necessary and
pertinent local data
• Evaluate appropriate staffing levels needed to respond to varying call volume throughout
the day (e.g. determine specific peak and low call volume by time and day of the week,
along with staffing levels necessary for response times and employee safety)
• Evaluate options between full-time staffing and use of overtime to provide appropriate
coverage and response times
• Recommend, and prioritize short-term, mid-term, and long-term plans for implementing
any recommended actions including associated cost information
• Prepare a report (draft and final) with supportive data; present findings from report to
Council and Council Finance Committee
Project deliverables include, but are not limited to:
1. Final report on study findings that include an introduction, methodologies, discussion,
conclusion and recommendations addressing the effectiveness of current PAFD resource
deployment practices;
2. Provide recommendations and detailed analysis including call analysis by station, shift,
fire company, etc. by time of day and day of the week for Fire Company and shift
staffing levels and any resource modifications, including changes in response and risk
paradigms and automatic aid agreements. Staffing level recommendations will also
address peak and low call volume and appropriate staffing levels necessary to meet
response times and employees safety;
3. Provide recommendations for fire station and fire company distribution and
concentration;
4. Provide recommendations (with options) for a more efficient and effective distribution of
current and future Fire Company work loads.
5. Provide cost and any potential service impact analysis of the respective
recommendations and options;
6. Evaluate options between full-time staffing and use of overtime to provide appropriate
coverage and response times, Review and identify operational limitations as a result of
labor agreements and/or Fire Department administrative procedures;
7. Develop and outline strategies for reduction of overtime that is prompted by current
minimum staffing requirements or alternative methods of overtime administration.
CMR 244:10
PAGE 2 OF 3
The next steps of the process is to put the scope of services, once approved, out to a Request for
Proposal (RFP) to prospective contractors and to award a contract with as quick a turn -around.
time as is possible.
COORDINATION
Development of the scope of services for this study was done in conjunction with the Fire
Department, City Auditor's Office, Administrative Services Department and the. Assistant City
Manager's Office.
RESOURCE IMPACT
The contract for this study will be funded under existing program budget and staffing.
POLICY IMPLICATIONS
This project is consistent with existing City policies,
ENVIRONMENTAL REVIEW
This is an informational report only and CEQA review is not required.
ATTACHMENT
Scope of Services: Services, Resources and Utilization Study for the Palo Alto Fire Department
PREPARED BY:
PAMELA ANTIL
Assistant City Manager
CITY MANAGER APPROVAL:
CMR 244:10 PAGE 3 of 3
ATTACHMENT A
SCOPE OF SERVICES
Scope of Services for a Services, Resources and Utilization Study for, the Palo Alto Fire
Department
I. Project Objectives:
The primary goal of the study is to conduct a focused, objective analysis of overall Fire
Department emergency response operations that will analyze current resource deployment
practices to assess the appropriateness of current Fire Department minimum staffing levels in the
context of call volume, response times, and employee safety. The study will evaluate the
appropriate staffing levels needed to respond to varying call volume throughout the day. The
analysis will also determine specific peak and low call volume by time of day and day of the
week and address staffing levels necessary for response times and employee safety during those
periods. The study will evaluate options for reduction of overtime costs and will evaluate options
between full-time staffing and use of overtime to provide appropriate coverage and times. The.
study will attempt to determine future community needs for emergency response service delivery
and will evaluate and make recommendations regarding fire and medical emergency response
capabilities, fire station and fire company deployment, staffing requirements to meet critical
tasks for each major call type and will provide staffing recommendations with options for a more
efficient and effective distribution of current and 'future fire company work loads. The staffing
options will include all associated costs to provide.
II. Background:
The City of Palo Alto Fire Department .(PAFD) currently provides all-risk fire protection
services to four (4) service areas: the City of Palo Alto, Stanford University, Stanford Linear
Accelerator Center (SLAC) and the Palo Alto Foothills. The total response area is approx. 50
square miles. (City proper is approximately 25 square miles, with an additional 25 square miles
of foothills, and 8,000 acres of Stanford University property and open space serving a population
of 77,779 area residents.) Current daily PAFD coverage is 7 engines, 1 truck, 1 rescue, 1.5
paramedic units (one 12 hour unit and one 24 hour unit), and the on -duty Battalion Chief -
totaling 32 personnel — operating from 7 fire stations. Current minimum staffing of 29 personnel
per shift (in the current MOA) does not include staffing for the 12 hour ambulance (staffed with
overtime) or the on -duty Battalion Chief. Two Deputy Fire Chiefs and 1 Fire Chief can also
respond, if needed. From approximately July 1 through November 1 each year, an additional
engine is seasonally available from an eighth fire station located in the Palo Alto foothills.
Station #8 staffing is accomplished by using overtime.
III. Scope of Services:
The scope of services will include, but not be limited to, components listed below. The
consultant may suggest other approaches or methods to meet the project's stated objectives.
• Review current fire department emergency response times.
• Review current fire company workload including emergency responses
• Review current fire protection services agreement with Stanford University and SLAC
• Review current fire station distribution and concentration
•. Review current fire company and shift staffing levels and fire company distribution &
concentration
• Coordinate with City and Fire Department staff for the collection of necessary and
pertinent local -data
• Evaluate appropriate staffing levels needed to respond to varying call volume throughout
the day (e.g. determine specific peak and low call volume by time and day of the week,
along with staffing levels necessary for response times and employee safety).
• Evaluate options between full-time staffing and use of overtime to provide appropriate
coverage and response times.
• Recommend, and prioritize short-term, mid-term, and long-term plans for implementing
any recommended actions including associated cost information
• Prepare a report (draft and final) with supportive data; present findings from report to
Council and Council Finance Committee
IV. Project Deliverables:
Project deliverables include, but are not limited to:
1. Final report on study findings that include an introduction, methodologies, discussion,
conclusion and recommendations addressing the effectiveness of current PAFD resource
deployment practices;
2. Provide recommendations and detailed analysis including call analysis by station, shift;
fire company, etc. by time of day and day of the week for Fire Company and shift
staffing levels and any resource modifications, including changes in response and risk
paradigms and automatic aid agreements. Staffing level recommendations will also
address peak and low call volume and appropriate staffing levels necessary to meet
response times and employees safety;
3. Provide recommendations for fire station and fire company distribution and
concentration;
4. Provide recommendations (with options) for a more efficient and effective
distribution of current and future Fire Company work loads.
5. Provide cost and any potential service impact analysis of the respective
recommendations and options;
6. Evaluate options between full-time staffing and use of overtime to provide appropriate
coverage and response times. Review and identify operational limitations as a result of
labor agreements and/or Fire Department administrative procedures;
7. Develop and outline strategies for reduction of overtime that is prompted by current
minimum staffing requirements or alternative methods of overtime administration .
V. Project Schedule:
To be determined and agreed upon between selected CONSULTANT and CITY. City desires to
have final report completed by mid -June 2010 or sooner.
VI. Qualifications of Consultants:
The consultant shall have the following qualifications to be considered for this project:
• Experience in conducting a similar type of study in communities of comparable size,
configuration and demographics;
Experience in conducting such. a study in California;. preferably at least one study in the 9
Bay Area County Region of Northern California;
• Experience preferred in. conducting, such a study with; fire departments that have
contractual agreements for fire protection services, preferably with a private or public
university or: a Federal governmental entity;
• Experience in conducting studies in fire clepartments,that have fire paramedic ambulance
services and automatic aid agreements with neighboring jurisdictions;
• ;Project team experience should include a combination of general city management,
public safety, financial, anddata/CAD analysis management consulting. Consulting
firms may consider partnering with another firm . to achieve this broad overview of
management consulting experience to best meet the expectations of . the City for this
study
• Successful completion of 3 projects involving Items #1 - 4, above;
• Ability to present findings to stakeholders groups, if requested;
• Submit copies of 2 previous competed studies; and
• Submit 3 references from previous clients.
May, 2010