Item #05
Date: February 15, 2022
To: Mayor and City Council
From: Jim Schaad, City Manager
Subject: Analysis for Outsourcing/Consolidation of Public Safety Dispatch Function Recommendation:
Pass a Motion to 1) provide direction to utilize a consultant to perform a feasibility analysis for outsourcing/consolidation of the City’s public safety dispatch function and/or direct staff to contact the Yuba County Sheriff's Office (YCSO) to determine the extent of services which the YCSO is willing to provide and the costs for such services, 2) approve a contract of $34,605 to APCO International to provide consulting services for a Public Safety Dispatch Consolidation Feasibility Assessment, and 3) authorize the Finance Director to make a supplemental appropriation of $24,605 to 10-105-5165 (Professional Services).
Rationale for Recommendation:
City Council has expressed its desire to have consultant perform an objective, outside analysis to determine the feasibility, benefits, cost and technical challenges of outsourcing emergency dispatch services for the City of Marysville’s public safety functions (Police and Fire Departments). APCO International is a consultant for the dispatch industry and has provided a scope of services to perform such analysis. Another option would be to enter into a contract with the YCSO to provide dispatch services with an estimated annual cost of $60,000 as originally considered in 2019.
Background:
Consolidation of emergency dispatch services has been discussed by Marysville City Council and City staff from time-to-time. In April 2019 at the request of the City’s Fire Chief, the YCSO provided a quote for services to the Marysville Fire Department to perform dispatch services. At that time the annual cost for the Sheriff’s office to dispatch Fire Department calls for service, based on 3,000 calls for service was quoted at $42,319.20. The cost estimate was based on a cost-per-call allocation of direct dispatch costs across all supported agencies. A determination to contract dispatch services with the Yuba County Sheriff was not made at that time. In and around April of 2021 renewed discussion of consolidating dispatch services with the YCSO occurred based on concerns related to costs and levels of service provided by Marysville’s Police Department. The City Manager suggested that an outside analysis of the cost/feasibility of dispatch services might be beneficial. An appropriation of $10,000 was placed in the budget based on an initial estimate to hire a consultant for this analysis. A search for qualified consultants willing to perform the analysis within the $10,000 estimate was not fruitful. Staff did locate one qualified consultant, American Public Safety Communications Officials (APCO) International, which could perform the analysis. At the Council meeting held on October 19, 2021, the City Manager offered to meet with the Police Chief, Fire Chief and individual Council members on the dispatch topic. Staff met Item #05
with each Council member and in those meetings, contracting of fire dispatch services to the YCSO was revisited as a possible option.
Discussion & Analysis:
The City Manager and City Attorney have worked with the consultant to develop a scope of work and consulting agreement. The cost of the effort is $34,605 based as defined in the APCO proposal (attached).
If City Council desires to pursue this analysis, the City Manager and staff will execute and manage the contract with the objective of a final report delivered by the consultant within 110 business days as outlined in the proposal. If City Council desires to contract fire dispatch services to the YCSO, staff will immediately commence negotiation of an agreement with the YCSO, with the intent of bringing back a proposed agreement and recommendations at a future date.
Fiscal Analysis:
The current FY21-22 has a budgeted amount of $10,000 in 10-105-5165 (Professional Services) for this analysis. If Council provides direction to move forward with the analysis, staff is recommending authorizing the Finance Director to make a supplemental appropriation of $24,605 to 10-105-5165 to cover the amount of the contract with APCO International. The estimated general fund impact to outsource fire dispatch services is $60,000 per year. If Council provides direction to pursue a contract with the YCSO for fire dispatch services, staff will provide the fiscal impact in conjunction with a proposed agreement and recommendations.
Attachments:
1) Consulting Agreement
2) APCO Proposal