PREPARED BY: Brian Bubar DATE OF MEETING: 06/05/2023
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION APPROVING: (1) ONE-TIME FY 2023-24 BILLING RECONCILIATION OF $57,527, AND (2) AUTHORIZING THE CITY MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT WITH THE TRI-CITY CONSORTIUM WITH PINOLE AND HERCULES FOR DISPATCH AND CAD/RMS SERVICES FOR FY 2023/24 - 2027/28 FOR TOTAL ESTIMATED COSTS OF $6,913,726 OVER FIVE YEARS
CEQA: This proposed action is not a project under CEQA
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Strengthen Technological Infrastructure to Enhance Law Enforcement, Community Policing, and Training Programs using New 5g Emerging Technologies and Preserve Regional Approach are adopted policy items under the FY 2021-23 Council Priority Workplan Update, effective May 1, 2023.
BACKGROUND
On July 27, 2016, the Richmond Police Department presented all West County consortium members with a notice of intent to terminate consortium Records Management and Consolidated Communications services which were being provided by the Richmond Police Department.
After evaluating several options related to San Pablo Police Department’s operational efficiency and ensuring that the Department continues to improve upon service commitments to the community, the Police Department elected to enter into a Tri-City Consortium with the cities of Pinole and Hercules, whereby Pinole Police Department provides dispatch communication services for the agencies. Subsequently, the San Pablo Police Department provides San Pablo IT personnel support in maintaining the IT infrastructure for the Records Management System and related software systems.
On May 1, 2017, City Council approved Resolution #2017-078, authorizing the City Manager to execute the first Tri-City Consortium agreement with Pinole and Hercules for Dispatch and Computer Aided Dispatch / Records Management System (CAD/RMS Services).
On April 19, 2021, City Council approved a $1.4 million dollar 3-year agreement with Sun Ridge Systems, for service and maintenance for the Tri-City Consortium for CAD/RMS software.
The San Pablo Police Department has benefited from the regional collaborative relationship within the Tri-City Consortium. These services have supported police service and response to the San Pablo community. The Police Department wishes to continue services with the Tri-City Consortium. The proposed resolution authorizes the City Manager to execute a new five-year agreement for Dispatch and CAD/RMS services.
One-Time Billing Reconciliation
In FY 2021-22, Pinole and Hercules had overpayments to San Pablo in the amount of $57,527 due to billing for software maintenance and licensing which were already accounted for during the Sun Ridge System transition. This amount will be used to offset San Pablo IT services for the CAD/RMS system ($40,702 for FY 22-23 and $16,825 for FY 23-24).
Public Safety Standing Committee
Staff presented the proposed Dispatch and CAD/RMS Agreement and costs to the Public Safety Standing Committee. (Councilmember Xavier and Councilmember Pabon-Alvarado) on April 26, 2023 for its review. The Committee unanimously voted to receive the presentation and recommended to forward to City Council for formal consideration and approval.
Contra Costa College District
An inter-agency agreement between the City of San Pablo and the Contra Costa Community College District for the continued provision of only dispatch services through the Tri-City Agreement was ratified by the City Council on August 7, 2017. Staff plans to bring a separate item to City Council at a future meeting to extent the agreement with Contra Costa College District through the term of the Tri-City agreement for FY 23-24 and each subsequent year that the City provides dispatching for the additional five District Officers at the Contra Costa College Campus. Under the agreement with the Community College District, the Community College Police Department pays the City $16,065 annually, in addition to paying for the City’s Information Technology Division services on a materials basis, as needed.
FISCAL IMPACT
The annual expense of Dispatch services with the Pinole Police Department, as well as RMS service costs maintained by the San Pablo IT Division, will be allocated and budgeted as a recurring annual operating expense contained in the Police Department Departmental Budget (#100-2110-43600). Funding for the first year of the Agreement is already budgeted; funding for years 2 through 5 of the Agreement is subject to funding availability.
Pinole and San Pablo will provide estimated costs of services annually. Budgeted costs will be trued up to actual costs after each fiscal year-end close.
Costs are allocated utilizing an agreed upon formula using relevant data which will be updated during the term of the agreement to ensure accurate up-to-date accounting.
Dispatch Services Estimated Costs
|
Estimated Costs (5% increase per year) |
FY 23/24 |
FY 24/25 |
FY 25/26 |
FY 26/27 |
FY 27/28 |
|
|
$2,315,951 |
$2,431,749 |
$2,553,336 |
$2,681,003 |
$2,815,053 |
|
|
|
|
|
|
|
|
San Pablo Cost Share @ 49.80% |
$1,153,343 |
$1,211,010 |
$1,271,561 |
$1,335,139 |
$1,401,896 |
|
Pinole Cost Share @ 28.29% |
$655,182 |
$687,941 |
$722,338 |
$758,455 |
$796,378 |
|
Hercules Cost Share @ 21.91% |
$507,424 |
$532,796 |
$559,436 |
$587,407 |
$616,778 |
CAD/RMS Services Estimated Costs
|
|
FY 23/24 |
FY 24/25 |
FY 25/26 |
FY 26/27 |
FY 27/28 |
|
|
$ 132,170 |
$ 204,353 |
$ 228,955 |
$ 258,888 |
$ 227,741 |
|
|
|
|
|
|
|
|
San Pablo Cost Share @ 49.80% |
$65,820 |
$101,768 |
$114,020 |
$128,926 |
$113,415 |
|
Pinole Cost Share @ 28.29% |
$37,391 |
$57,811 |
$64,771 |
$73,239 |
$64,428 |
|
Hercules Cost Share @ 21.91% |
$28,958 |
$44,774 |
$50,164 |
$56,722 |
$49,898 |
One-Time Billing Reconciliation
In FY 2021-22, Pinole and Hercules had overpayments to San Pablo in the amount of $57,527 due to billing for software maintenance and licensing which were already accounted for during the Sun Ridge System transition. This amount will be used to offset San Pablo IT services for the CAD/RMS system ($40,702 for FY 22-23 and $16,825 for FY 23-24).
|
SPPD Dispatch Services |
$6,372,952 |
|
SPPD CAD/RMS Services |
$523,949 |
|
Reconciliation Credit |
$16,825 |
|
Total FY 23/24 - 27/28 Costs |
$6,913,726 |
Attachments:
Att 1 - Resolution
Att 2 - Tri-City Dispatch Services and CAD/RMS Agreement
Att 3 - Tri-City Dispatch Services and CAD/RMS Agreement Effective July 1, 2023
Att 4 - Resolution 2017-078