2022-06-13_item_4.17_approve_amendment_no.1_to_the_agreement_with_the_city_of_ripon_in_support_of_the_lathrop_police_dept

ITEM 4. 17

CITY MANAGER' S REPORT
JUNE 13, 2022 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE AMENDMENT NO. 1 TO THE AGREEMENT

WITH THE CITY OF RIPON TO EXPAND SERVICES TO

INCLUDE EVIDENCE STORAGE AND MANAGEMENT IN

SUPPORT OF THE LATHROP POLICE DEPARTMENT
RECOMMENDATION: Adopt Resolution Approving Amendment No. 1 to the Agreement with the City of Ripon, dated October 13,
2021, to Expand Services to Include Evidence
Storage and Management in Support of the Lathrop
Police Department, with Term Ending une 30, 2023
SUMMARY:

On October 13, 2021, the City of Ripon and the City of Lathrop entered into an agreement in which the City of Ripon agreed to provide police dispatch services for the City of Lathrop. Lathrop has requested Ripon to expand services to include evidence storage and management. Services will include all normal evidence handling processes required by State and Federal law to ensure the security of the materials received.

Staff is requesting City Council approval of Amendment No. 1 to expand services to include storage evidence and management in support of the new Lathrop Police Department. Sufficient funds are included in the adopted Fiscal Year 22/ 23 budget to cover the cost of these services.

BACKGROUND:

At the March 22, 2021, City Council Special Meeting, Council directed staff to create Capital Improvement Project ( CIP) GG 21- 11, to begin the creation of the new Lathrop Police Department, and implement the transition of law enforcement services from the San Joaquin County Sheriff to the City of Lathrop. The new Police Department project identified the need to provide evidence storage and management.

Evidence storage and management is an essential component of law enforcement activities. As a new agency, the Lathrop Police Department currently does not have the facilities to store all of the anticipated evidence and property for the new department. Additionally, there are policies and procedures the Police Officers Standards & Training Commission ( P. O. S. T) recommends to be in place for evidence storage and management. P. O. S. T policies and procedures ensures the safety of the employees and the proper storage of evidence for the evidence be useable in court prosecution. Lathrop must maintain the chain of custody for the evidence and property received, and make sure the facility requirements are met to store chemicals, hazardous materials, narcotics, explosive materials, and safekeeping of CITY MANAGER' S REPORT PAGE 2
7UNE 13, 2022 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 1 TO THE AGREEMENT WITH THE CITY OF RIPON

FOR EVIDENCE STORAGE AND MANAGEMENT
high value properties. As part of the agreement, the City of Lathrop will provide the property evidence technician that will primarily be responsible in processing the evidence at the City of Ripon facility. The City of Ripon will provide staff training, support, and provide designated times to be available when evidence is being processed at the City of Ripon facilities.

On October 13, 2021, the City of Ripon and the City of Lathrop entered into an agreement in which the City of Ripon will provide police dispatch services for the City of Lathrop. As an integral partner of the City' s new Police Department, Lathrop and Ripon have agreed to expand the existing services agreement to include evidence storage and management. The City of Ripon is familiar with providing the identified services for evidence storage and management, is experienced and competent to perform the requested services, and is able to meet the target date of July 1, 2022.

Staff is requesting Council approve Amendment No. 1 to expand services to include evidence storage and management in support of the Lathrop Police Department.

REASON FOR RECOMMENDATION:

Staff is requesting City Council approval of Amendment No. 1 to expand services to include storage evidence and management in support of the new Lathrop Police Department, with initial term ending June 30, 2023 to be extended automatically in 12 month intervals unless notice is given by either party. Staff time will be invoiced at a rate of$ 70 per hour for regular time and $ 95 per hour for overtime, on a monthly basis for actual hours worked supporting the City of Lathrop. Sufficient funds are included in the adopted Fiscal Year 22/ 23 budget to cover the cost of these services.

FISCAL IMPACT:

The cost of Amendment No. 1 to expand services to include storage evidence and management in support of the Lathrop Police Department is anticipated to be approximately $ 50, 000. Sufficient funds are included in the adopted Fiscal Year 22/ 23 budget to cover the cost of these services.

CITY MANAGER' S REPORT PAGE 3
JUNE 13, 2022 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 1 TO THE AGREEMENT WITH THE CITY OF RIPON

FOR EVIDENCE STORAGE AND MANAGEMENT
ATTACHMENTS:

A. Resolution Approving Amendment No. 1 to Expand Services to Include Storage Evidence and Management in Support of the Lathrop Police Department B. Amendment No. 1 to Expand Services to Include Storage Evidence and Management in Support of the Lathrop Police Department
CITY MANAGER' S REPORT PAGE 4
JUNE 13, 2022 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 1 TO THE AGREEMENT WITH THE CITY OF RIPON

FOR EVIDENCE STORAGE AND MANAGEMENT
APPROVALS:
fl 6 22-
Raymond Bechler Date
Chief of Police
f ,
Cari James i Date
Finance Direc r
J
Z. 2.

Salvador Navarrete Date
City Attorney
O•$• vZ
Step en J. Salvatore Date
City Manager
RESOLUTION NO. 22 -

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP APPROVING AMENDMENT NO. 1 TO THE AGREEMENT WITH THE CITY OF

RIPON TO EXPAND SERVICES TO INCLUDE EVIDENCE STORAGE AND

MANAGEMENT IN SUPPORT OF THE LATHROP POLICE DEPARTMENT
WHEREAS, at the March 22, 2021, City Council Special Meeting, Council directed staff to create Capital Improvement Project ( CIP) GG 21- 11, to begin the creation of the new Lathrop Police Department, and implement the transition of law enForcement services from the San Joaquin County Sheriff to the City of Lathrop; and WHEREAS, the new Police Department project identified the need to provide evidence storage and management; and
WHEREAS, evidence storage and management is an essential component of law enforcement activities. As a new agency, the Lathrop Police Department currently does not have the facilities to store all of the anticipated evidence and property for the new department; and
WHEREAS, on October 13, 2021, the City of Ripon and the City of Lathrop entered into an agreement in which the City of Ripon will provide police dispatch services for the City of Lathrop; and
WHEREAS, Lathrop and Ripon have drafted a proposed Amendment No. 1 to expand the existing services agreement to include evidence storage and management. Services will include all normal evidence handling processes required by State and Federal law to ensure the security of the materials received; and WHEREAS, as part of the proposed Amendment No. 1, the City of Lathrop will provide the property evidence technician that will primarily be responsible in processing the evidence at the City of Ripon facility. The City of Ripon will provide staff training, support, and provide designated times to be available when evidence is being processed at the City of Ripon facilities; and WHEREAS, the City of Ripon is familiar with providing the identified services, is experienced and competent to perform the requested services, and is able to meet the target date of July 1, 2022; and
WHEREAS, staff time will be invoiced at a rate of $ 70 per hour for regular time and $ 95 per hour for overtime, on a monthly basis for actual hours worked supporting the City of Lathrop. Sufficient funds were included in the adopted Fiscal Year 22/ 23 Budget to pay for these services.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby approve Amendment No. 1 to the agreement with the City of Ripon to expand services to include evidence storage and management in support of the Lathrop Police Department.

The foregoing resolution was passed and adopted this 13t'' day of June 2022, by the following vote of the City Council, to wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS O FORM:

Teresa Vargas, City Clerk Salvador Navarrete, City Attorney Attachment B
AMENDMENT NO. 1

TO THE AGREEMENT WITH THE CITY OF RIPON TO PROVIDE POLICE

DISPATCH SERVICES TO THE CITY OF LATHROP

TO EXPAND SERVICES TO INCLUDE EVIDENCE STORAGE AND MANAGEMENT

IN SUPPORT OF THE LATHROP POLICE DEPARTMENT
THIS AMENDMENT ( hereinafter " AMENDMENT NO. 1") to the Agreement between CITY OF RIPON, and the CITY OF LATHROP, dated October 13, 2021, ( hereinafter AGREEMENT") dated for convenience this day of 2022, is by and between CITY OF RIPON, a municipal corporation (" Ripon") and the CITY OF LATHROP, a municipal corporation (" Lathrop");
RECITALS:

WHEREAS, on October 13, 2021, RIPON and LATHROP entered into an AGREEMENT for RIPON to perform Police Dispatch Services to Lathrop as it is establishing a Lathrop Law enforcement department with a target date for the commencement of service on July 1 2022; and WHEREAS, LATHROP made an additional request of RIPON to Amend the AGREEMENT to provide additional services related to evidence storage and management services for the City of Lathrop Police Department with a target date for the commencement of service in July 1 2022; and
WHEREAS, RIPON is specially trained, experienced, and competent to perform evidence storage and management services for the City of Lathrop Police Department, which are required by this agreement; and
WHEREAS, RIPON provided scope of services attached to Amendment No. 1 as Exhibit A" for AMENDMENT NO. 1 and incorporated herein by reference.

NOW, THEREFORE, RIPON and the LATHROP agree as follows:

AMENDMENT NO. 1 TO AGREEMENT
1) Scone of Service/ Duties. Section ( 1) of the AGREEMENT is hereby amended to add the following:

RIPON agrees to perform evidence storage and management services for the City of Lathrop Police Department for FY 2022- 2023, in accordance with the scope of services and fee proposal provided by RIPON, attached hereto as Exhibit " A" in addition to the scope of work in the original AGREEMENT dated October 13, 2021. 1 2) Staffin. Section ( lc) of the AGREEMENT is hereby amended to add the following:

RIPON agrees to provide trained employees responsible for providing evidence storage and management services.
3) Pro Rata Pavment. Section ( 3b) of the AGREEMENT for is hereby amended as follows:

LATHROP hereby agrees to pay RIPON hourly rates and other service charges set forth in Exhibit " A" of this AMENDMENT. RIPON shall be paid sums due and payable within thirty( 30) days of receipt of billings containing all information pursuant to Paragraph 4 in the AGREEMENT dated October 13, 2021.
4) Term
The term of this AMENDMENT shall commence on July 1, 2022, and shall expire on June 30, 2023. However, if neither party informs the other party of its intent to allow for the automatic expiration ofthis Agreement prior to June 30, 2023, this AMENDMENT shall be automatically extended for another twelve ( 12) month term. 5) Aaplicabilitv to Ori inal AGREEMENT
All terms and conditions set forth in the AGREEMENT dated October 13, 2021 are still in effect unless specifically amended by this AMENDMENT.
6) Signatures
The individuals executing this AMENDMENT represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this AMENDMENT on behalf ofthe respective legal entities ofthe RIPON and the LATHROP. This agreement shall inure to the benefit of and be binding upon the parties hereto and their respective successors and assigns.

Signatures on the next page]
Ripon"
2 Ripon"

CITY OF RIPON,
a municipal corporation
By:

DANIEL DE GRAAF, Mayor
ATTEST: APPROVED AS T FORM:

By: By:

LISA ROOS THOMAS H. TERPSTRA
City Clerk City Attorney
Lathrop"

CITY OF LATHROP,
a municipa corparation
By: /
L
SONNY DHALIWAL, Mayar
ATTES` T: APPR4VED AS TO FORM:

C// By

T RESA VARGAS SALVADOR NAVARRETE
lty C~lerk City Attarney
3 ExxTBIT« A„
EVIDENCE STfJRAGE AND MANAGEMENT IN SUPPORT OF THE LATHROP

POLICE DEPARTMENT
Evidence Storage and Managernent functions:

Designated City of Ripon staff will provide evidence storage facilities and training services for the City of Lathrop' s evidence received at the Ripon facility. These services will include all nor nal evidence handling required by State and Federal law and ensuring fhe security of the materials received.

City of Lathrop will provide evidence tectuucian( s) that shall be primarily responsible to process the evidence at the City of Ripon facility. This individual shall schedule days and times to pracess the evidence that is inutually agreeable with the City af Ripon designated individual t.hat must be present at all times the evidence is being processed at the City of Ripon facility.

The Designated City of Ripon staff time associated with these activities will be invoiced to the City of Lathrop on a monthly basis based on the actual hours in support ofCity of Lathrop evidence training ar oversi; ht. For time desi mated as regular time, the billing rate shall be $ 70 per haur and as overtime rate, the billing rate shall be$ 95 per hour. Modifications to the hourly rate may be made by the City of Ripon as needed ta accommodate compensation adjushnents. 4

Lathrop City CouncilJune 13, 2022

Lathrop City Council
June 13, 2022