AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 22-000760
MEETING DATE:	09/13/22
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	3
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Ross Caouette (714) 647-1807
	Dennis Breckner (714) 569-2046

Subject: Orange County Fire Authority Security Services Agreement

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: No

Current Year Cost: N/A

Annual Cost: N/A

Staffing Impact:

Yes

# of Positions: 5.21

Sole Source: N/A

Current Fiscal Year Revenue: $1,004,122

Funding Source: Orange County Fire Authority: 100%	County Audit in last 3 years: No

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Approve and authorize Sheriff-Coroner agreement with the Orange County Fire Authority for Security Services, for a three-year term, renewable for two additional one-year terms effective upon Board approval and all necessary signatures.

Approve the FY 2022-23 charges for security services to the Orange County Fire Authority for a one-year term, in an amount not to exceed $1,004,112, which shall be adjusted each year based on the Sheriff's updated cost study.

SUMMARY:

The Sheriff-Coroner requests approval of the Security Services Agreement with the Orange County Fire Authority for a three-year term, renewable for two additional two-year terms.

BACKGROUND INFORMATION:

On April 23, 2021 the Sheriff-Coroner Department (Sheriff) responded to the Orange County Fire Authority's (OCFA) Request for Proposals (RFP Number RO2480a) for Physical Security/Security Management Services. A notice of Intent to Award was issued on September 20, 2021 and the Sheriff was considered responsive and was selected to provide these services and the agreement negotiations ensued.

On September 22, 2022, OCFA's Board is scheduled to vote to authorize and accept an agreement with the County for the Sheriff's to provide security services. The Sheriff and OCFA have negotiated an Agreement regarding the provision of services.

AGREEMENT

The Agreement is for an initial three-year term, renewable for two additional one-year terms upon Board approval and all necessary signatures set forth in OCFA’s requested level of services that will be provided by the Sheriff’s Department, and the amount of the maximum obligation of OCFA for FY 2022-23.

Proposed security services for FY 2022-23 include the positions and service levels as noted on the table below:

Supervision:

Sergeant available by phone 24 hours a day, 7 days a week, 52 weeks a year (FTE 0.21)

Security Services:

Five Sheriff's Special Officers (SSO's)

Equipment:

2 Pac Set APX 6000 Handheld Radio (One-Time Cost) and Body Worn Cameras

Sheriff will provide four (4) Sheriff's Special Officers (SSO's) for coverage twenty-four (24) hours a day, seven (7) days a week (including holidays) at the Regional Fire Operations and Training Center (RFOTC). Another SSO will be posted on RFOTC business days during Shift 1 on a 9/80 shift and available for periodic up staffing on a twenty-four (24) hour basis as needed on overtime.

Sheriff will act as the physical security management services contractor and will act as security advisor to the OCFA Logistics and Risk Management sections on all matters related to ensuring the safety of staff and public visitors at OCFA's facilities and fire stations, including during an emergency situation.

Sheriff will provide the supervision of the SSOs via a Sheriff's Sergeant available by telephone 24 hours a day, 7 days a week, 52 weeks a year and able to respond within 90 minutes. SSOs will have at least one-year work experience and will possess a valid California's Driver's License.

At the written request of the OCFA, Sheriff may provide additional services to those specified in the scope of work at an additional cost. Any additional compensation not exceeding 15 percent of the agreement amount annually must be approved in writing by the OCFA Purchasing Manager. Any greater increase must be approved in writing by the Executive Committee of the OCFA Board of Directors.

Contract costs for the base service level include salaries, wages, benefits, services and supplies, and transportation expenses, as well as division, department, training and County (County-Wide Cost Allocation Plan) overhead for FY 2022-23. The total cost to OCFA for the one-year is $1,304,269 adjusted at each year based on the Sheriff updated cost study.

The Body Worn Camera (BWC) program is now included as part of the cost in the law enforcement services contract. The Patrol Video System (PVS) in car system is now integrated with the new BWC system as the In Car Video (ICV).

This agreement is submitted for approval less than 30 days prior to the start of the proposed agreement due to an extended negotiation period over the terms and conditions in the agreement. The agreement contains language which allows both the County and OCFA to terminate the Agreement with or without cause upon a ninety (90) day written notice.

FINANCIAL IMPACT:

The OCFA is responsible for 100% of the costs related to this agreement. Adjustments to reconcile positions with related appropriations and revenue to the adopted FY 2022-23 agreement will be requested in the FY 2022-23 Mid-Year Budget Report.

STAFFING IMPACT:

During the Mid-Year Budget Report, a positions analysis will occur to determine if 5 new posisitions are needed, or existing positions can be reallocated. A total of 5 positions, described in the Exhibit to this ASR, are required to provide law enforcement services to OCFA. In addtion, one-quarter of one Sergeant will be shared. The 5 positions will not be filled until the commencement of law enforcement services.

ATTACHMENT(S):

Attachment A - OCFA 2022 Agreement