City Council
MEETING DATE: 3/25/2015
TITLE:
Title
Ratification of Desert Hot Springs Dispatch Services Contract
End
FROM:
George Crum, Chief of Police
RECOMMENDATION:
Recommendation
Staff recommends that the City Council approve a 42 month contract to continue providing Public Safety dispatching services to the Desert Hot Springs Police Department.
Body
BACKGROUND:
In June of 2007 Cathedral City and Desert Hot Springs Police Departments agreed to have professional dispatching services provided by the City of Cathedral City. On November 6, 2007, these dispatching services commenced with Cathedral City Police assuming full dispatching services for the Desert Hot Springs Police Department.
These services have grown over the last 7 ½ years due to additional sworn personnel and non-sworn personnel being employed, calls for service increasing, as well as specialty teams being created and increases in technology along the way with the citywide camera system in Desert Hot Springs. The partnership that has been formed by the two police departments over the last eight years by joining Dispatch Centers has enabled both organizations to provide quality dispatching to our community members and the men and women of the Desert Hot Springs and the Cathedral City Police Department's respectively.
Towards the end of the five year contract Desert Hot Springs issued a Request For Proposal (RFP) to invite proposals from other qualified Public Safety Answering Points (PSAPs) to provide dispatching services. Cathedral City was the only RFP that was submitted to the City of Desert Hot Springs. In October of 2012 an amendment to the contract to extend the dispatch services to June 30, 2014 was negotiated. This extension would allow for the City of Desert Hot Springs to gain a better perspective to determine the viability of Desert Hot Springs providing municipal police services to their community or a contract with the Riverside County Sheriff's Department. Since a clear understanding was not determined on the actual direction upon the expiration of the contract on June 30, 2014, the Cities of Desert Hot Springs and Cathedral City have been operating on a month to month contract for the last nine months. The two cities have negotiated a new forty-two (42) month contract that with a start date of January 1, 2015 and an end date of July 1, 2018.
The contract communication services will include transferring medical and fire service calls to the Riverside County Fire Department. Services will include the facilitation of radio communication between law enforcement units and allied public safety agencies operating with the City of Desert Hot Springs. The Communication Center will also provide National Law Enforcement Telecommunications System (NLETS) and California Law Enforcement Telecommunications System (CLETS) access to the Desert Hot Springs Police units in the field. Additionally, the proposal includes the digital recording of all Desert Hot Springs Police Department radio traffic and telephone communications to the Communications Center. These recordings will be available for review by authorized Desert Hot Springs Police personnel on site at Cathedral City Police Department. These records will be maintained for the appropriate time mandated by law and the City of Desert Hot Springs Ordinances.
The first two years for FY 14/15 and FY 15/16 of reoccurring fees is One Million Fifty Nine Thousand Dollars, ($1,059,000). This rate shall increase by nine percent (9%) on July 1, 2016, to One Million One Hundred Fifty Four Thousand Three Hundred Ten Dollars, ($1,154,310). On July 1, 2017, this rate will increase by six point one percent (6.1%), to One Million Two Hundred Twenty Four Thousand Seven Hundred Twenty Three Dollars, ($1,224,723).
DISCUSSION:
The City of Cathedral City has completed an analysis that factors in time and materials costs in determining fully burdened rates for fulltime classifications throughout the City for FY 14/15. This analysis was completed by utilizing three cost layers, that when combined, constitute the fully burdened cost of services. The cost layers are defined as Direct Labor, Departmental Indirect Labor, and Central Overhead.
Direct Labor is staff hours spent directly on fee-related services. These hours are related to cost as a burdened salary rate. This rate includes the staff member's salary, plus benefits and taxes paid by the City.
Departmental Indirect Labor is staff hours spent on supervision and departmental administration activities. This cost layer consists primarily of secretarial staff, clerical staff, supervision and management staff, material and supplies and portions of a department head.
Central Overhead are costs representing those departments whose primary function is to support other departments. Examples include: City Management, City Attorney, Finance, Management Information Systems, Human Resources, Training, City Clerk, Risk Management and Facilities.
The contract with the City of Desert Hot Springs calls for seven dispatchers with the dispatch supervisor factored fully into burdened rate for costs of providing supervision for the dispatchers.
FISCAL IMPACT:
The contract service fee paid by the City of Desert Hot Springs will pay for the required expenditures for providing the services, to include salaries and benefits of the personnel, anticipated overtime and the Central Overhead of a fully burdened rate.
The first two years for FY 14/15 and 15/16 of reoccurring fees is One Million Fifty Nine Thousand Dollars, ($1,059,000). This rate shall increase by nine percent (9%) on July 1, 2016, to One Million One Hundred Fifty Four Thousand Three Hundred Ten Dollars, ($1,154,310). On July 1, 2017, this rate will increase by six point one percent (6.1%), to One Million Two Hundred Twenty Four Thousand Seven Hundred Twenty Three Dollars, ($1,224,723).
ATTACHMENTS:
Professional Services Agreement for Public Safety Dispatching Services