To: Board of Supervisors
From: Ben Winkleblack, Animal Services Director
Report Title: Contract Amendment with SRVFPD Dispatch Services
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Animal Services Director, or designee, to execute an amendment to the interagency agreement with the San Ramon Vally Fire Protection District to increase the payment limit by $3,398,324 to a new payment limit of $6,048,324, extend the termination date from December 31, 2027, to a new termination date of December 31, 2030, and make the other amendments summarized in this staff report, for continued dispatch services provided by the District, Countywide.
FISCAL IMPACT:
This amendment increases the total contract payment authority by $3,398,324 over the amount approved by the Board on January 14, 2025, reflecting updated dispatch service rates for calendar years 2026 and 2027. The revised cost for the San Ramon Valley Fire Protection District (SRVFPD) dispatch services for the remainder of FY 2025/26 is $880,000, an increase of $30,000. The cost for FY 2026/27 is $984,000, an increase of $84,000.
Increase costs will be funded with 58% City Contracts, 9% User Fees, 33% County General Fund.
BACKGROUND:
Previously, on December 17, 2024, the Board authorized a three-year dispatch services agreement with the San Ramon Valley Fire Protection District (SRVFPD), a public agency, in an amount not to exceed $2,600,000 for the term January 1, 2025, through December 31, 2027. An additional $30,000 was included and approved for system transition expenses, funded through the Animal Services Department. The agreement was executed on the standard County interagency agreement form.
After Board approval, SRVFPD requested modifications to include mutual indemnification language and other updates, including reimbursement of up to $50,000 for hardware, equipment, and vendor services needed to perform dispatch functions. Any purchased equipment or hardware will remain the property of the Department. An amendment incorporating these changes was approved by the Board on January 14, 2025, and the payment limit was increased to $2,650,000 through December 31, 2027.
This current amendment extends the service term an additional three years, through December 31, 2030, revises the termination provision to increase the notice period from 90 to 365 days to ensure continuity of dispatch services during transitions, and updates the annual cost schedule to reflect current service needs. Because these services are critical and the proposed changes are reasonable, the Animal Services Director recommends Board approval of this amendment, as reviewed and approved by County Counsel.
The amendment extends the agreement by three years, with annual rates escalating over the extended term as outlined below:
|
Calendar Year |
Contract Period |
Quarterly Rate (Original) |
Quarterly Rate (Amended) |
Calendar Year Total* (Amended) |
Calendar Year Increase (Amended) |
|
2025 (Year 1) |
Jan 1-Dec 31, 2025 |
$200,000 |
$200,000 |
$800,000 |
$0 |
|
2026 (Year 2) |
Jan 1-Dec 31, 2026 |
$225,000 |
$240,000 |
$960,000 |
$60,000 |
|
2027 (Year 3) |
Jan 1-Dec 31, 2027 |
$225,000 |
$252,000 |
$1,010,000 |
$110,000 |
|
Additional Service Years (Amended) |
YOY Calendar Increase |
|
2028 (Year 4) |
Jan 1-Dec 31, 2028 |
|
$265,125 |
$1,060,500 |
$50,500 |
|
2029 (Year 5) |
Jan 1-Dec 31, 2029 |
|
$273,078.75 |
$1,092,315 |
$31,815 |
|
2030 (Year 6) |
Jan 1-Dec 31, 2030 |
|
$281,377.25 |
$1,125,509 |
$33,914 |
|
|
|
|
Total Amended |
$6,048,324 |
|
|
|
|
|
|
*not to exceed |
CONSEQUENCE OF NEGATIVE ACTION:
If the amendment is not approved, Contra Costa County Animal Services could experience disruption or loss of dispatch services currently provided through the San Ramon Valley Fire Protection District.