Correspondence from P. Thorkelsson, Saanich Re: Extension of Fire Dispatch and Communications Services Agreement

Re: Extension of Fire Dispatch and Communications Services Agreement

Enclosed for your consideration and execution is a Fire Dispatch and Communications Services Agreement Amending Agreement (the “Amending Agreement”), setting out the terms upon which Saanich is willing to continue providing fire dispatch and communications services while the Town of View Royal transitions to its new service provider, the City of Surrey.

Although the mechanics of the transition process are largely out of Saanich’s control, given our current understanding of the complexities involved, it is expected that the process will take several months at a minimum. In order to avoid the necessity of further and repeated requests for extension of the current agreement, and in order to provide both parties with relative certainty as to the timelines under contemplation, the Amending Agreement extends the term of the current agreement to the end of 2018, but allows for earlier termination upon 60 days’ written notice to Saanich.

Saanich Council has directed that extensions of service agreements beyond April 30, 2018 must be under the revised cost allocation model. As such, the fees payable under the Amending Agreement for the period of May 1 through December 31, 2018 will total $50,730.00, which reflects the first step of implementation of new rates introduced in November, 2017.

So there is no misunderstanding, please note that the rates prescribed in the Amending Agreement do not include transition-related costs. It is Saanich’s expectation that all transition-related costs will be borne by either or both View Royal and the City of Surrey. Those costs may include but are not limited to charges levied by E-Comm for agency-specific data extracts and transfers, reconfiguration of related technology software and equipment, and costs associated with transferring or purchasing technology licenses, maintenance agreements, registrations and warranties.

Saanich acknowledges that it may be asked to provide assistance in the transition process, and we affirm that Saanich is committed to providing any reasonable assistance required, subject to reimbursement for any associated costs including but not limited to staff time and overhead. These costs are not included within the rates set out in the Amending Agreement. We anticipate making arrangements with you in respect of such costs as and when the need arises.

We trust you will attend to the execution of the Amending Agreement without delay, as the current agreement is set to expire April 30, 2018, and while we remain disappointed that View Royal has chosen to change its service provider, we are committed to working with you to achieve an orderly transition.

Sincerely,

Paul H. Thorkelsson M. Arch., MPA, Architect-AIBC Chief Administrative Officer

Enclosure

c:

• His Worship, Mayor David Screech and Council, Town of View Royal
• Paul Hurst, Fire Chief, View Royal Fire Department
• His Worship, Mayor Richard Atwell and Council, District of Saanich
• Michael Burgess, Fire Chief, Saanich Fire Department