Item #10 Approval to use $4,811.83 of the Pre-Planning Incident Software to cover the CAD to RMS Interface t I
Ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: December 6, 2016
Item # /0 -
Reviewed By: 1 i
Contact Name: John Miller, Fire Chief Department Director: (
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Contact Number: 407-905-3140 City Manager: �f -
Subject: Approval to use $4,811.83 of the Pre-Planning Incident Software to cover the CAD to
RMS Interface.
Background Summary:
The Ocoee Fire Department's CAD to RMS interface allows for the City's software to communicate with
the Orange County Fire Department's CAD system, which is essential for reporting and compliance
with the Fire Dispatch Services Interlocal Agreement with Orange County. The approved city budget
includes the purchase of the CAD to RMS Interface at a not to exceed amount of $8,578.50. The
amount normally billed annually for CAD services by Orange County under the adopted Interlocal
agreement slightly exceeded the expected amount, which resulted in a shortfall of$4,811.83 needed to
complete the purchase of the CAD to RMS interface. The additional amount will come from the
following account: Pre-planning Incident Software 001-522-00-6405 - $4,811.83.
Issue:
Should the Honorable Mayor and City Commission approve transfer of $4,811.83 from 001-522-00-
6405 to cover the compliance expense with Orange County Fire Dispatch and the CAD to RMS
interface.
Recommendations:
Staff recommends the approval of the transfer of $4,811.83 from 001-522-00-6405 in order for the
Ocoee Fire Department to be compliant with the Fire Dispatch Services Interlocal agreement with
Orange County.
Attachments:
Attached is the Interlocal Agreement for Fire Dispatch Services cost allocation sheet.
Financial Impact:
It will lower the amount of funds that were allocated for the Pre-Planning Incident Software.
Type of Item: (please mark with an"x')
Public Hearing for Clerk's Dept Use:
Ordinance First Reading X Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion& Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. .._—_ %y/i!/ N/A
Reviewed by 0 N/A
2
0t�? ORANGE COUNTY FIRE RESCUE DEPARTMENT
Kimberly Stewart-Horan, Division Chief, Communications
C 8;W P.O. Box 5879
GOVERNMENT Winter Park, Florida 32793-5879
" H I 11 , 407-836-9119 Fax:407-836-9046
Kimbedy.Stewart-Horan @oc8.net
October 19, 2016
Fire Chief John Miller
Ocoee Fire Department
563 South Bluford Avenue
Ocoee, FL 34761
Dear Chief Miller,
On October 1, 2014, the Interlocal Agreement for Dispatch Services between
the City of Ocoee and Orange County went into effect to provide dispatch
services for the fiscal year(s) October 1, 2014, through September 30, 2019.
Section 7 of the "Interlocal Agreement for Fire Dispatch Services" defines the
formula that shall be used to calculate costs in each new fiscal year of the
contract.
The attached document details the actual costs for the period of October 1,
2015, through September 30, 2016. The invoice for these costs will be
forthcoming, and shall be deemed the not to exceed" cost for dispatch
services.
Please contact me if you have any questions or need further information. We
look forward to providing you with excellent service in the coming year.
Sincerel ,
Kimberly Stewart-Horan
Division Chief, Communications
Orange County Fire Rescue Department
Attachment: Municipal Dispatch Services Cost Formula
Orange County Fire Rescue
Interlocal Agreement for Fire Dispatch Services
Municipal Cost Allocation for FY 15-16
These costs shall be set as the not to exceed"cost for municipal dispatch services, and the invoice for
each city is forthcoming.
Calls for Service and Cost Allocation(Oct 1,2015-Sep 30,2016) (Actual)
City Calls for Service %of Calls Salary Allocation
Maitland 2844 21% $103,759.73
Eatonville' 809 6% $29,515.34
Ocoee 5057 37% $184,498.22
Windermere** 197 1% $7,187.29
Winter Garden 4737 35% $172,823.42
Total 13644 100% $497,784.00
•
The dispatch services base cost is set in this Agreement to represent the current contract cost
for eight(8)dispatcher positions. Each dispatcher position is allocated a cost of$62,223. The
total cost allocations for all currently Participating Cities are set at a cost not to exceed
$506,362.50.
Dispatcher Salary+ Fringe is set at$62,223.00
(Includes: base salary, shift differential, FICA, Florida State Retirement system contribution,
and Orange County Health Insurance)
$62,223 X 8 dispatcher positions equals$497,784
Town of Eatonville dispatch services costs are billed to the City of Maitland
**Town of Windermere dispatch services cost are billed to the City of Ocoee
Additional Services Provided
_
Maitland $0.00
Ocoee CAD to RMS Interface $8,578.50
Winter Garden $0.00
Total $8,578.50
Total Dispatch Services $497,784.00
Total Additional Services $8,578.50
Grand Total $506,362.50
I cent' that the above inform-tion is accurate.
IIAL:_iattatills„, /61/16,hip
°mberly Slwart-Horan Date
Division Chief, Communications
Orange County Fire Rescue