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HomeMy WebLinkAboutItem #10 Approval to Contract Police Communications Services from the City of Apopka center of GoodlJ ~ AGENDA ITEM COVER SHEET Meeting Date: August 18, 2009 Item # 10 Contact Name: Contact Number: C. Brown X 3021 Reviewed By: Department Director: Char City Manager: Robert Fra Subject: Contract police communication services from the City of Apopka Background Summary: The police department is asking to enter into a contract with the City of Apopka for police communication services. The current Ocoee Police Department communications personnel budget is $708,670. In order to reduce the cost of communication services, the City of Ocoee has researched contracting the City of Apopka to provide all communications services through the City of Apopka Communications Division. Entering into this contract for communication services would reduce cost for communications services. Issue: Should the Honorable Mayor and the Board of City Commissioners approve the contract with the City of Apopka for Police Communication services? Recommendations Staff respectfully recommends that the Honorable Mayor and Board of City Commissioners enter into a contract with the City of Apopka for police communication services. Attachments: Contract is forthcoming. Financial Impact: Contracting with the City of Apopka is projected to reduce the communications budget approximately $250,000. Type of Item: (please mark with an "x'J Public Hearing Ordinance First Reading Ordinance Second Reading Resolution X Commission Approval Discussion & Direction For Clerk's Deot Use: _ Consent Agenda _ Public Hearing _ Regular Agenda Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by 0 ~k N/A N/A N/A City Manager Robert Frank - oc~in, Commissioners Gary Hood. District I Rosemary Wilsen. District 2 Rusty Johnson. District 3 Joel Keller. District 4 Mayor S. Scott Vandergrift STAFF REPORT TO: Commissioners FROM: DATE: RE: Ocoeel Apopka Police Communication Services Contract ISSUE: Should the Honorable Mayor and the Board of City Commissioners approve the contract with the City of Apopka for Police Communication services? BACKGROUNDIDISCUSSION: The Ocoee Police Department currently provides full service police communications for the City of Ocoee. The cost of police communications is high and continues to rise. In order to provide communication services, the Ocoee Police Department is allotted fourteen (14) communications positions. The current Ocoee Police Department communications personnel budget is $708,670. In order to reduce the cost of communication services, the City of Ocoee has researched contracting the City of Apopka to provide all communications services through the City of Apopka Communications Division. Entering into this contract for communication services would reduce cost for communications services. The city of Apopka, which borders Ocoee to the north, has established itself as a leader in communication services in Central Florida. Apopka has the ability to provided communication services to other municipalities and currently provides communication services for the City of Maitland and City of Eatonville. Apopka has the ability to provide these services, with their geographical location and they have maintained their own radio tower and frequencies. This has eliminated their need to rely on other agencies. Goals and Objectives Contracting communication services out to Apopka will allow for the realization of the following goals and objectives. . Goal]: Reduce the cost of operating police communication services .Objective 1.1 Enter into a contract with City of Apopka, this will reduce communication personnel cost by approximately 25% .Objective 1.2 Reduce time and cost spent administratively (payroll, training, etc.) for communications operations . Goal 2: Ensure effective communications services for citizen and officer safety .Objective 2.1 Telephone, TDD (telephone communications for the hearing impaired), 911, secured fax, data line, radio, coverage, traffic, interoperability, CAD (computer aided dispatch) .Objective 2.2 Maintain quality service with service and performance measurements Users There are two primary user groups involved in this project, citizens and police employees. The citizens of Ocoee are the primary users identified in this project. A high level of communications service to the citizens of Ocoee is the main objective of this project. The contract includes performance measures to ensure a continued high level of service. The police officer on the road and police administrative staff must receive a high level of service; the contract includes performance measures for law enforcement user. Equipment/Supplies The title for the Motorola Gold Elite radio consoles and related currently used by Ocoee communications is held by Orange County Government. Orange County will maintain title of all the Gold Elite systems including the equipment moved to Apopka. Any office equipment such as chairs and desk owned by Orange County 911 will be returned to them. The remaining ancillary office equipment will be moved to the new Ocoee Police Headquarters. Although costs will be reduced, the need for resources to maintain radio operations will continue. Equipment maintenance contracts will be required to maintain an operational radio system. Police officer's portable will be maintained by the City of Ocoee as well as any replacement portables purchased in the future. A data link between Ocoee and Apopka will be necessary to transmit data to Records section as well as police officers. Resources include: .Tl data link currently from Orange County to Ocoee, continued to Apopka .Radio operations consoles currently provided by Orange County .Air-card data links from Apopka to Ocoee Police officer for CAD and reporting purposes Personnel Communications center staff will be reduce by twelve (12) communications employees. The remammg employee the chief communication supervisor will be transferred to supervise the Ocoee Police Department's Records Section. The records supervisor will act as a liaison between the Ocoee Police and Apopka's Communication Center. The records supervisor will act as the agency T AC (terminal agency coordinator), completing FDLE verifications, FCIC/NCIC certifications and maintain officers' radio equipment, train agency employees on communication topics, supervise five (5) employees. The remaining communication operators will be given a severance package based on years of service with the City of Ocoee. 2 Facilities Currently communications occupies 460 square feet of City facilities. Should the move to Apopka take place the only facilities area which will be occupied will be server space in an existing server room. Bud2et with In-house Communication vs. Bud2et Contractin2 Cost Personnel services currently $708,670 for fourteen (14) employees. This is expected to increase 4% per year. This cost includes payroll, FICA and overtime. However it does not include insurance. In-house Personnel Cost Projected FY 09/1 0 $737,017 FY 10/11 $766,498 FY 11/12 $797,158 FY 12/13 $829,044 FY 13/14 $862,206 The cost of contracting with the City of Apopka is $454, 100. This cost will increase 5.5% per year. The first year will include a start-up cost of approximately $68,000. Contract Cost FY 09/1 0 $454, I 00 + $68,000 = $522,100 FY 10/11 $479,075 FY 11/12 $505,424 FY 12/13 $533,233 FY 12/13 $562,550 Even though the operating costs will be reduced, there will be recurring telephone cost's (T I data line, ring- down phone) and other communication related cost in the police budget. For example the cost of radios and radio maintenance are found in the police budget not the communication budget. Conclusion The Ocoee Police Department must maintain a high level of service while being fiscally responsible. There are several benefits to contracting out communication services to the City of Apopka which include: . Cost reduction . Reduction in staffing responsibility . Close proximity of radio service . Creates partnership with local police agency . Improves options for future radio services . Improves options for future CAD systems 3 STAFF RECOMMENDATION: Staff respectfully recommends that the Honorable Mayor and Board of City Commissioners enter into a contract with the City of Apopka for police communication services. 4