To: Board of Supervisors
From: Ben Winkleblack, Animal Services Director
Report Title: Ratify 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:
RATIFY the Animal Services Director’s execution of an interagency agreement with the San Ramon Valley Fire Protection District for dispatch services, inclusive of a mutual indemnification clause and additional reimbursable costs in the amount of $50,000, for a new payment limit of $2,650,000, and other minor changes to the previously approved agreement, effective January 1, 2025, through December 31, 2027.
FISCAL IMPACT:
This action ratifies the execution of a contract that includes a payment limit of $2,650,000, which is $50,000 higher than the contract payment limit approved by the Board on December 17, 2024. The cost for the SRVFPD dispatch services for the remainder of FY 2024/25 is $450,000. These amounts will be paid for with 34% General Fund, 58% Contract Cities, 8% Licenses and Fees.
BACKGROUND:
Previously, on December 17, 2024, the Board authorized the execution of a dispatch services agreement with the San Ramon Valley Fire Protection District (SRVFPD), for dispatch services provided by the SRVFPD, in an amount not to exceed $2,600,000 during the three-year term, from January 1, 2025, through December 31, 2027. An additional $30,000 was approved in system transition expenses which would be funded through the Animal Services Department. The agreement is on a standard County interagency agreement form.
After the Board approved the agreement, SRVFPD informed the department that the agreement would need to include mutual indemnification language and other changes. One of those changes provides for reimbursement of up to $50,000 in hardware, equipment, and services from other vendors required to perform dispatch services. The Department will own any equipment and hardware that is purchased. Additionally, SRVFPD would need the ability to terminate on 90 days’ advance written notice. Other changes are within the director’s discretion to approve.
This agreement is with another public agency and the inclusion of mutual indemnification is a reasonable request and one the County makes often when it contracts to provide services. Under the indemnification clause, each party will indemnify, defend, and hold harmless the other in proportion to liabilities that arise from the indemnifying party’s negligence or misconduct.
The Animal Services Director executed the agreement with a payment limit of $2,650,000, a mutual indemnification clause, and other minor changes, to ensure there was no delay in commencement of these critical services on January 1, 2025. Because the services are critical and these additional changes are reasonable, the Animal Services Director recommends that the Board ratify his execution of the agreement with these additional changes included.
CONSEQUENCE OF NEGATIVE ACTION:
The Board would not ratify these changes to the previously approved interagency agreement with the SRVFPD.