Contra Costa County Header
File #: 24-4149    Version: 1 Name:
Type: Discussion Item Status: Passed
File created: 11/13/2024 In control: BOARD OF SUPERVISORS
On agenda: 12/3/2024 Final action: 12/3/2024
Title: CONSIDER accepting a report and recommendation on Animal Services Department dispatch services, and PROVIDE guidance for proceeding with a contract, as recommended by the Director of Animal Services. (Ben Winkleblack, Director of Animal Services)(Relisted from November 12, 2024)
Attachments: 1. CCAS Dispatch Presentation

To:                                          Board of Supervisors

From:                                          Ben Winkleblack, Animal Services Director

Report Title:                     CONSIDER accepting a report and recommendation on Animal Services dispatch services, and PROVIDE guidance for proceeding with a contract, as recommended by the Director of Animal Services.

Recommendation of the County Administrator Recommendation of Board Committee

 

RECOMMENDATIONS:

 

CONSIDER accepting a report and recommendation on Animal Services Department dispatch services, and PROVIDE guidance for proceeding with a contract, as recommended by the Director of Animal Services.

 

FISCAL IMPACT:

 

There is no fiscal impact to consider this report and recommendation.

 

 

BACKGROUND:

 

The Contra Costa County Sheriff's Office (CCCSO) has historically been responsible for after-hours dispatch and incoming phone coverage for Contra Costa County Animal Services Department (CCAS). In July 2020, CCCSO expanded its scope to handle all dispatch operations and incoming phone calls for CCAS.

 

In March 2023, the CCCSO informed the CCAS that interdepartmental dispatch services would be discontinued as of January 1, 2025, due to staffing shortages and limited capacity at the CCSO. While the CCCSO cost is variable, the current FY 2024/25 agreement for dispatch services between CCAS and the CCCSO is $308,000 for the year.

 

In response, the CCAS contacted several local agencies to explore contracting options for dispatch services, including 211 Contra Costa, Contra Costa County Fire Protection District, the City of Pinole Police Department, the City of Concord Police Department, and the City of Brentwood Police Department. These agencies are unable to provide CCAS’ requested services.

 

The San Ramon Valley Fire Protection District and the City of Antioch have presented viable options to meet CCAS’s dispatch needs.

 

Fee comparison estimates between both options are as follows:

 

Agency

Annual Average Cost*

Three-Year Cost*

First Year Cost

San Ramon Valley Fire Protection District

$866,667

$2,600,000

$800,000

City of Antioch

$923,374

$2,770,123

$900,000

*Annual average cost and the three-year cost are inclusive of cost escalators.

 

The Department recommends negotiating and finalizing a contract with the San Ramon Valley Fire Protection District (SRVFPD) due to its cost-effectiveness and ability to take over dispatch services by January 1, 2025, the necessary start date. Once negotiated, the contract will be brought back to the Board for approval.

 

The estimated cost to contract dispatch services from SRVFPD is $2,600,000 over a three (3) year period. There is an anticipated one-time setup and system transfer fee of approximately $30,000 to transition dispatch operations from the County to SRVFPD.

 

The approved budget for current FY 2024/25 includes $308,000 for the CCCSO dispatch services. The exact cost of dispatch services provided by SRVFPD for FY 2024/25 will be determined once the service agreement is finalized, with services expected to begin January 1, 2025. The CCCSO dispatch services are being utilized for the first six months of FY 2024/25, at an estimated cost of $154,000. If the transition to SRVFPD dispatch services were to start on January 1, 2025, there would be an estimated cost of $430,000 for the next six (6) months through June 30, 2025, inclusive of the additional $30,000 in system transition fees. The increase  to CCAS’s FY 2024/25 dispatch costs would be approximately $276,000.

 

The approximate increased annual cost for dispatch services with SRVFPD is $558,667. Cost funding projections are approximately 33.64% from General Fund, 57.48% from Contract Cities, and 8.88% from licenses and fees for FY 2025/26.

 

CONSEQUENCE OF NEGATIVE ACTION:

 

If approval for contracting new dispatch services is not granted, the Contra Costa County Animal Services Department will face significant challenges in effectively serving the public and ensuring staff safety during Field Services dispatch and operations. Without the necessary support for dispatch functions, response times may be delayed, critical incidents could be mishandled, and staff may be left without proper coordination and backup, putting both personnel and the community at risk. Inadequate dispatch coverage could undermine CCAS’s ability to provide timely, efficient services and jeopardize the safety of both staff and the public they serve.