To: Board of Supervisors
From: Ben Winkleblack, Animal Services Director
Report Title: Contract with San Ramon Valley Fire Protection District for Dispatch Services to the Animal Services Department
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Animal Services Director, or designee, to execute a contract with San Ramon Valley Fire Protection District in the amount of $2,600,000 to provide dispatch services for the period of January 1, 2025, through December 31, 2027, subject to approval by the County Administrator, or designee, and approval as to form by the County Counsel, or designee.
FISCAL IMPACT:
The cost for SRVFPD dispatch services for the remainder of FY 2024/25 is $400,000. 34% General Fund, 58% Contract Cities, 8% Licenses and Fees.
BACKGROUND:
The Contra Costa County Sheriff's Office (CCCSO) has historically been responsible for after-hours dispatch and incoming phone coverage for the 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 CCCSO. While the CCCSO cost is variable, the current FY 2024/25 agreement for dispatch services between CCAS and the CCCSO is $308,000.
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 (SRVFPD) and the City of Antioch presented viable options to meet the CCAS dispatch needs.
After evaluating fee comparison estimates, operational requirements, and the capacity for a timely start date, at the December 3, 2024, Board of Supervisors meeting, CCAS sought direction on proceeding with the SRVFPD contract. The Board unanimously voted to authorize staff to negotiate and finalize an agreement with SRVFPD.
The estimated cost to contract dispatch services from SRVFPD is $2,600,000 over a three (3) year period from January 1, 2025, through December 31, 2027 ($800,000 for services in the first year, and $900,000 for services in each of the second and third years). SRVFPD will provide CCAS with 24-hour call taking and dispatch services for emergency and non-emergency calls using their established computer-aided-dispatch system, report writing, and CCAS officer support. SRVFPD will charge quarterly, in arrears, for services provided during the preceding calendar-year quarter. Under the contract, SRVFPD will indemnify the County for the proportion of liabilities that arise from its negligence or willful misconduct while performing services under the contract. The contract may be terminated by either party upon 120 days’ advance written notice to the other party.
The approved FY 2024/25 budget includes $308,000 dispatch services. The CCCSO dispatch services have been utilized for the first six months of FY 2024/25 at an estimated cost of $154,000. The transition to SRVFPD dispatch services will start on January 1, 2025; there would be an estimated cost of $430,000 for the remainder of FY 2024/25, or through June 30, 2025, which includes $30,000 in system transition expenses in addition to the service contract. The increase to CCAS’ FY 2024/25 dispatch service costs will be approximately $246,000.
CONSEQUENCE OF NEGATIVE ACTION:
If approval for contracting new dispatch services with SRVFPD is not granted, CCAS will face significant challenges in effectively serving the public and ensuring staff safety. Response times will be delayed, critical incidents may be mishandled, and staff may be left without proper coordination and backup, putting personnel and the community at risk.