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Agenda Item
ASR
Control 17-001110 |
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MEETING DATE: |
11/14/17 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Community Resources (Approved) |
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Department contact
person(s): |
John Gannaway (714) 973-6864 |
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Bill Reiter (949) 923-2291 |
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Subject: Third Amendment to Ranger
Dispatch Services Agreement
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
See Financial Impact section |
Annual Cost:
See Financial Impact section |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 11/19/2013
#6, 12/18/2012 #13, 10/23/2007 #8, 12/19/2006 #45 |
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RECOMMENDED ACTION(S):
Approve the Third Amendment to Agreement for Ranger Dispatch Services with the West Cities Police Communications Center to authorize a contribution toward West-Comm system upgrades, increase the annual contribution amount and extend the Agreement an additional five years from January 1, 2018, through December 31, 2022, for a total cost of $794,203 for the five-year term for a cumulative contract amount of $1,544,203.
SUMMARY:
Approval of the Third Amendment to the Ranger Dispatch Services Agreement with the West Cities Police Communications Center will support public and Park Ranger safety and expedite incident response times.
BACKGROUND INFORMATION:
OC Parks Park Rangers respond to incidents, injuries, distress calls, emergencies and other public or park related needs and administer the Ranger Civil Citation Program, which was authorized by the Board of Supervisors (Board) on September 21, 2004, for enforcement of ordinances within the County’s regional park system. Park Rangers are trained as Peace Officers and summon assistance when needed from appropriate local law enforcement, fire services, and other emergency service agencies. On December 19, 2006, after seeking and assessing dispatch services from government organizations within County boundaries, the Board approved Agreement D06-085 (Agreement) with the West Cities Police Communications Center (West-Comm) for radio communication and dispatch services to support Park Rangers in carrying out these responsibilities. West-Comm is a Joint Powers Authority (JPA) formed by an agreement among the municipalities of Seal Beach, Los Alamitos and Cypress that provides contracted dispatch services for the JPA cities and OC Parks. The Agreement had an initial term of five years commencing on January 1, 2007, and ending on December 31, 2012, in the amount of $30,000 annually. The equipment and expertise necessary to provide these services are an essential component of safety protections for both the public and Park Rangers that did not exist within OC Community Resources.
On October 23, 2007, the Board approved the First Amendment to the Agreement to adjust the annual compensation to West-Comm to $60,600. On December 18, 2012, the Board approved the Second Amendment to the Agreement to extend its term for an additional five years through December 31, 2017. The Second Amendment also slightly increased the annual contract amount from $60,000 to $63,000, subject to an annual percentage increase equal to the percentage increase in the Consumer Price Index (CPI) for the counties of Los Angeles, Orange and Riverside, not to exceed 2.5 percent. The Second Amendment, prepared by West-Comm, however, was later discovered to have incorrectly identified the annual fee amount for calendar year 2013 as $63,000, rather than the CPI-adjusted amount of $68,856 that West-Comm expected to be compensated. Consequently, West-Comm requested that a Restated Second Amendment be considered by the Board to correct the inadvertent error and provide for a Consumer Price Index increase of up to 5% per year, with an effective date of January 1, 2013. The Restated Second Amendment was approved by the Board on November 19, 2013, and is set to expire on December 31, 2017. The current, CPI adjusted cost of the West-Comm Agreement with OC Parks for 2017 is $72,934.97.
The next five-year term of the West-Comm Agreement coincides with necessary upgrades to the dispatch services systems being implemented by West-Comm. The Computer-Aided Dispatch/Records Management System (CAD/RMS) is being upgraded to improve system mapping and add report generation, equipment inventory tracking and mobile functionality with the new Freedom mobile app lication. The new system also provides for Global Positioning S ystem capability that will allow West-Comm staff to more accurately identify Park Ranger locations and determine the most efficient ingress, egress and route of travel, improving medical and safety response times and allowing for a more dynamic distribution of resources based on routine or emergency needs. Additionally, upgrades to the 800 MHz radios are in place to enhance radio communication quality, decrease interference from cellular telephone sites, utilize digital rather than analog systems and bring the radios up to Project 25 (or P25) standards of radio communications used by federal, state and local entities.
During the current term of the Agreement, incident reports initiated by West-Comm dispatch services increased by 20% : 473 in 2013, 497 in 2014, 539 in 2015 and 567 in 2016. Additionally, West-Comm continues to provide services for approximately 2,000 calls per year, not including in-service or out-of-service notifications and other Park Ranger radio talk time. As of 2017, West-Comm has access to mutual aid radio channels that it can utilize to coordinate response and obtain resources from other jurisdictions with the Sheriff’s Department and other law enforcement, Orange County Fire Authority, city fire departments, California State Parks, OC Animal Care, OC Public Works, and other organizations. Additionally, West-Comm will be providing new training to staff on the Freedom app , along with the Ranger Academy and Department of Justice trainings already administered by West-Comm.
OC Parks utilizes 5% of West-Comm’s resources, with the other 95% shared amongst the JPA member cities. Proposed cost-sharing among JPA members for the upgrades and annual costs, proportionate to the allocation of services, are provided below.
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One-Time Costs |
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Total Cost |
Contribution from other JPA cities (95%) |
Contribution from OC Parks (5%) |
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CAD/RMS upgrade |
$1,475,100 |
$1,401,345 |
$73,755 |
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800 MHz radio upgrade |
$725,000 |
$688,750 |
$36,250 |
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Annual, Ongoing Costs |
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Total Annual Cost |
Contribution from other JPA cities (95%) |
Contribution from OC Parks (5%) |
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Dispatcher/operating annual costs |
$2,516,718 |
$2,401,718 |
$115,000 |
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CAD/RMS upgrade annual maintenance costs |
$195,000 |
$185,250 |
$9,750 |
The previous annual cost of $72,934.97 for dispatcher services is proposed to be replaced with a contribution of approximately 5% of the total dispatcher costs from OC Parks, or $115,000 annually. A 5% portion of the CAD/RMS annual maintenance cost, or $9,750, is also proposed. An analysis on cost has been conducted, and staff have determined that the adjusted cost is reasonable, competitive and in line with the industry cost for the services.
The Third Amendment has been prepared to authorize the OC Parks contribution toward West-Comm system upgrades, increase the annual contribution amount and extend the Agreement an additional five years from January 1, 2018, through December 31, 2022. The City Managers for the participating JPA entities have agreed to the increase, and the Third Amendment is anticipated to be brought to the West-Comm JPA Board for approval in November 2017. West-Comm has satisfactorily performed services under the Agreement and approval of the Third Amendment is recommended. The Contract Summary Form is provided as Attachment C.
FINANCIAL IMPACT:
Costs for this Agreement are as follows:
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Calendar
Year: |
2018 |
2019 |
2020 |
2021 |
2022 |
Totals |
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Dispatch Services |
$115,000 |
$120,750 |
$126,788 |
$133,127 |
$139,783 |
$635,448 |
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CAD/RMS Maintenance Costs |
$9,750 |
$9,750 |
$9,750 |
$9,750 |
$9,750 |
$48,750 |
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CAD/RMS
Upgrade (one-time) |
$73,755 |
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$73,755 |
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Radio
Upgrade (one-time) |
$36,250 |
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$36,250 |
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TOTAL |
$794,203 |
Appropriations for this item are included in the FY 2017-18 Modified Budget and will be included in the budgeting process for future fiscal years.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Third Amendment
Attachment B – Redline Agreement
Attachment C – Contract Summary Form