AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 19-000922
MEETING DATE:	09/10/19
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	2
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Jeff Hallock (714) 647-1804
	Mike Peters (714) 647-4559

Subject: Ratify Amendment #1 to Orange County Fairgrounds Agreement

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $23,064

Annual Cost: N/A

Staffing Impact:

# of Positions:

Sole Source: N/A

Current Fiscal Year Revenue: $23,064

Funding Source: See Financial Impact Section	County Audit in last 3 years: No

Prior Board Action: 6/4/2019 #3, 6/26/2018 #13, 6/27/2017 #11, 5/24/2016 #12

RECOMMENDED ACTION(S):

Ratify and authorize execution of Amendment #1 to the State of California Agreement SA-138-18YR between the State of California's 32nd District Agricultural Association and the County of Orange for the Sheriff-Coroner Department to provide law enforcement services for events held at the Orange County Fair & Event Center, effective June 1, 2019, for the period July 1, 2018 through June 30, 2019, with a maximum obligation of $208,064.

Ratify and authorize execution of First Amendment to the Orange County Agreement between the State of California's 32nd District Agricultural Association and the County of Orange for the Sheriff-Coroner Department to provide law enforcement services for events held at the Orange County Fair & Event Center, effective June 1, 2019, for the period July 1, 2018 through June 30, 2019, to increase the contract by $23,064, for a revised total contract maximum obligation of $208,064.

SUMMARY:

Ratification of Amendment #1 and First Amendment to the agreements between the State of California and the County of Orange will allow the Sheriff-Coroner Department to be reimbursed for law enforcement services provided for year-round events held at the Orange County Fair & Event Center.

BACKGROUND INFORMATION:

The 32nd District Agricultural Association of the State of California has been contracting with the County since 1991 for the Sheriff-Coroner Department (Sheriff) to provide law enforcement services during some events held at the Orange County Fair & Event Center (Fairgrounds), including car shows and festivals.

The following table details the recent agreement history with the Fairgrounds for law enforcement services.

Board of Supervisors (Board) Approved	Amendment Number or Agreement	Agreement Term	Agreement Amount	Comments
5/24/16	Agreement	7/1/16 - 6/30/17	$130,000	New agreement
6/27/17	Agreement	7/1/17 - 6/30/18	$175,000	New agreement
6/26/18	Agreement	7/1/18 - 6/30/19	$185,000	New agreement
6/4/19	Agreement	7/1/19 - 6/30/20	$250,000	New agreement

There are two documents requested for Board approval through this Agenda Staff Report that cover the provision of law enforcement services at the Fairgrounds for FY 2018-19: the State of California Standard Agreement SA-138-18YR (Attachment A - Amendment #1 to State Agreement) and a separate document between the County and the State of California (Attachment B - First Amendment to County Agreement).

The contract law enforcement services are provided by utilizing existing staff at overtime rates. The costs to provide law enforcement services for events held at the Fairgrounds are determined by Sheriff and include salaries and wages, benefits, services and supplies and indirect costs, which include County-Wide Cost Allocation Plan, division and department overhead. Costs are 100 percent reimbursed by the State of California (State).

A pre-planning meeting for this contract was held with representatives of the 32nd District Agricultural Association of the State of California, during which Sheriff recommended the level of service required for the number of events planned for the upcoming year and to develop a maximum obligation for State budgetary purposes. For FY 2018-19, the maximum obligation has been set at $185,000. However, the number of events increased from the original amount that was planned for the Fairgrounds during FY 2018-19. In July 2019, the State advised Sheriff that it would like to request an amendment to the agreement to increase the agreement maximum obligation by $23,064 to cover the unanticipated events. The Orange County Fair & Events Center Board has this Amendment #1 for the Orange County Fairgrounds events scheduled for its September 26, 2019, public hearing. On August 1, 2019, the State provided proposed Amendment #1 to increase the maximum obligation to $208,064, effective June 1, 2019.

Sheriff requests that the Board ratify and authorize execution of Amendment #1 to the State of California Agreement SA-138-18YR between the State of California's 32nd District Agricultural Association and the First Amendment to the County of Orange for Sheriff to provide law enforcement services for events held at the Fairgrounds, effective June 1, 2019, for the period July 1, 2018 through June 30, 2019, with a maximum obligation of $208,064.

FINANCIAL IMPACT:

Appropriations and revenue related for these agreements will be absorbed in FY 2019-20 Budget for Budget Control 060, Sheriff-Coroner. There will be no cost to the County for providing these services because the State will reimburse the County at full cost recovery. The hourly rates are based on FY 2018-19 costs for salaries and wages, benefits, services and supplies and indirect costs that include all overhead costs.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment #1 to State Agreement Number SA-138-18YR
Attachment B - First Amendment to Agreement with State of California
Attachment C - Redline Version of Previous State Agreement
Attachment D - Redline Version of Previous County Agreement