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Home My WebLink AboutFIR 03-24Report to Executive Committee Report Number: FIR 03-24 Date: April 2, 2024 From: Stephen Boyd Fire Chief Subject: Oshawa-Pickering Fire Dispatch Service Agreement - File: A-1440-001-24 Recommendation: 1. That Council approve the attached Fire Communications Services Agreement to outsource fire call taking and dispatch services to the City of Oshawa; 2. That the Fire Chief be authorized to execute the Fire Communications Services Agreement substantially in the form attached hereto, subject to revisions satisfactory to the Fire Chief and the Director, Corporate Services & City Solicitor; 3. That the Chief Administrative Officer and the Fire Chief be authorized to take such actions as are necessary to terminate the existing Dispatch Agreement with the Town of Ajax by mutual agreement of the parties, such termination to be effective as of the beginning of the term of the new Fire Communications Services Agreement; and, 4. That appropriate officials of the City of Pickering be authorized to take such action as is necessary to give effect to the recommendations in this report. Executive Summary: The purpose of this report is to seek Council endorsement for the provision of fire dispatch services from the City of Oshawa, and allow for the termination of the current Ajax-Pickering shared fire dispatch costing agreement. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Strengthen Existing and Building New Partnerships. Financial Implications: Current Budget actuals in 2023 for dispatch were $1,059,383.00. As a result of this new agreement estimated 2024 dispatch costs will be $827,080.00. This is a reduction of $280,160.00 from the 2023 budget. The 2024 Current budget year will consist of a blended costing with 4 months allocated to the Ajax/Pickering model, and 8 months allocated to the new Oshawa model. The 2025 dispatch cost are estimated to be $824,000.00. Discussion: The purpose of this report is to seek Council approval of an agreement for fire dispatching services with the City of Oshawa , and allow for the termination of the current Ajax- Pickering shared fire dispatch costing agreement. FIR 03-24 April 2, 2024 Subject: Oshawa-Pickering Fire Dispatch Service Agreement Page 2 Fire dispatch services have been provided to the City of Pickering by the Town of Ajax since January 2011, under a cost sharing arrangement (Ajax 50%, Pickering 50%). Several regulatory and legislative changes affecting 911 dispatching have been introduced in the past few years that have placed financial and operational pressures on dispatch centres. These include but are not limited to, the transition from the legacy 911 system to NextGen or NG-911, and the new mandatory National Fire Protection Association Certification requirements for dispatchers. 1. The introduction of NG-9-1-1 NG 9-1-1 is an internet protocol (IP) based 9-1-1 service. Bell, as the lead for the NG 9-1-1 transition requires that Public Safety Answering Points have dedicated staff for network security and cyber security. In addition to this, emergency communications centers will require 24 hours per day, 7 days per week information technology monitoring and support. At the present time, IT staff for the Town of Ajax are only available on-call until 10 pm. To properly support an in Ajax NG 9-1-1 centre with Town of Ajax IT staff, it would require significant increases in operational expenditures, for example: an increase in hardware and software maintenance costs, staff training, availability and further investments in network and security technology. The capital and ongoing support expenditures for the hardware of an NG 9-1-1 Ajax only solution to call take and dispatch for Ajax and Pickering is projected over a five-year term to be at minimum $900,000.00. If capital costs were covered through NG 9-1-1 grants from the Province of Ontario there would still be operational costs of approximately $80,000.00 per year in shared costs related to monitoring, maintenance and support of the hardware and software. As a result of the transition to NG 9-1-1, the Computer Aided Dispatch System (CAD) is required to be updated or replaced as well. The following was stated in the May 2021 Ajax Fire 0DVWHU3ODQ UHJDUGLQJ WKH 7RZQ¶V FXUUHQW &$' V\VWHP DQG 1* -1-1: x Upgrade or replacement of the CAD records management systems should be pursued. x There is a concern with CriSys and its ability to operate in the NG9-1-1 environment. o Ajax Fire Emergency Services (AFES) and Pickering Fire Services (PFS) staff have been dissatisfied with this product. Fire Services in the Region of Durham are currently looking at a different dispatch system that meets their current and future needs. x The reports that the system can run are severely lacking. Updates take many months, if not years be released. CriSys also does not provide analytics review to an accepted standard for AFES or PFS. In addition to the above, Oshawa Fire Services shares concerns regarding the ability of the existing CAD vendor to operate in an NG 9-1-1 environment. As such, Oshawa has formally notified the existing CAD vendor that they will be moving to a different CAD vendor that is a leader in the industry and will be NG 9-1-1 compliant. FIR 03-24 April 2, 2024 Subject: Oshawa-Pickering Fire Dispatch Service Agreement Page 3 2. Mandatory National Fire Protection Association (NFPA) Certification This regulation requires that Fire Services are certified to a series of NFPA standards by July 1, 2026. In relation to emergency call taking and dispatching, this means that all personnel who work in a Fire Services emergency services dispatch center are certified to NFPA 1061 ± Standard for Public Safety Telecommunications Personnel Professional Qualifications by July 1, 2026. This is a serious operational concern for the AFES given its current staffing model. Presently, AFES relies on junior firefighters to backfill the communications centre when Alarm Room Operators are unavailable for their shift(s) and are not available to work overtime. The process to certify personnel is expected to be quite extensive and may prove to be problematic for Fire Suppression Firefighters. By transferring responsibility to Oshawa Fire Services to provide call taking and dispatching services for AFES, this operational issue would be avoided. Current Budget Impacts The annual operating budget for providing fire call taking and dispatch services for Ajax and Pickering 2023, budget is $2,040,500.00. As these costs are shared with Ajax Fire Services presently, the actual annual Operating Expenditures for 3LFNHULQJ¶V VKDUH in 2023 were $1,059,383.00. It is also important to note the above financial information does not include projected cost avoidances to the Town of Ajax in relation to information and technology staff that would be required to support the Emergency Communications Centre in an NG-911 environment on a KRXUV SHUGD\ GD\V SHUZHHN EDVLV DQG KDYH D GLUHFW ILQDQFLDO LPSDFW RQ 3LFNHULQJ¶V financial contribution. Capital Budget Impacts 3UHVHQWO\ DV SDUW RI $MD[¶V &DSLWDO %XGJHW SURFHVV, $1,200,000.00 has been projected in 2024 for the CAD replacement. Whereas previous projected costs provided to Oshawa to host a CAD solution for all of Durham Region, including Ajax and Pickering, would be in the order of $2.1 million to $2.6 million. Based upon this information, it is expected that cost efficiencies can be found by sharing these costs across the region. As part of the consideration of cost avoidances with the outsourcing of dispatch to Oshawa, the CAD Capital project C10700.2306 CAD Replacement ($350,000.00) is recommended to be cancelled in the Report FIN 06-24 on the March Council meeting agenda. An additional capital cost avoidance would also be realized in 2025 as the Town of Ajax would no longer be required to replace one of the four ergonomic desks in the dispatch centre for $45,000.00. Other Operational Benefits Oshawa Fire Services (OFS) operates with a staffing model which includes one on-shift supervisor in the emergency communications center on each platoon. This is something that AFES does not presently have and was recommended to be implemented in the short-term in the Ajax 2023 Fire Master Plan. FIR 03-24 April 2, 2024 Subject: Oshawa-Pickering Fire Dispatch Service Agreement Page 4 By outsourcing this service to Oshawa, not only will cost efficiencies be found, but also OFS can conduct ongoing call data review to further optimize quality control and training of staff. Building upon efficiencies already mentioned, a consolidated dispatch center will also have improved efficiency and effectiveness when dealing with emergency incidents bordering multiple municipalities, or for Highway 401 responses. Rather than having two separate dispatch centers working to coordinate an emergency response, one central communications center will streamline dispatching and emergency communications. 7KH 7RZQ RI $MD[¶V 7HFKQRORJ\ DQG ,QQRYDWLRQ 'LYLVLRQ ,7FXUUHQWO\ VXSSRUWV WKH GLVSDWFK center for AFES and PFS, which is a critical system. By outsourcing these services to the City of Oshawa, the operational burden and liabilities associated with supporting this system will be UHGLUHFWHG WR WKH &LW\ RI 2VKDZD¶V GHGLFDWHG ,7 VWDII DQG YHQGRUV From time to time, mutual and automatic aid calls, boarder calls and overlapping emergency response area calls, such as on Highway 401, can create confusion and possibly lead to a delay in ensuring the appropriate Fire Service and level of response is dispatched in a timely and efficient manner. This outsourcing will result in improved efficiency and effectiveness when dealing with these types of emergency incidents. The outsourcing of emergency call taking and dispatching to Oshawa not only provides for a cost effective and efficient service level increase, but it also provides and supports added value customer services for the City of Pickering. Attachments: 1. 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