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HomeMy WebLinkAboutItem 6.3 Police Service Contract (2) CITY OF DUBLIN AGENDA STATEMENT MEETING DATE: June 13 , 1983 SUBJECT Police Services Contract EXHIBITS ATTACHED Letter from Mel Hing dated May 13, 1983 RECOMMENDATIO r , Authorize City Manager to work with County Staff to U, develop a police services contract in accordance with the recommendations below DESCRIPTION On April 28 , 1983 , Staff presented a report to the City Council as part of the Police Contract Evaluation which described several issues related to the provision of police services to the City of Dublin. At that meeting, two contractual issues were left unresolved. The first issue was whether the City should purchase patrol vehicles or continue to utilize County patrol vehicles . The second issue was the length of the Police Services contract . PATROL VEHICLE ISSUE -At the City Council meeting of May 9 , 1983 , a majority of the City Council authorized Staff to purchase 6 or 7 patrol vehicles from Shamrock Ford at a base unit price of $10 , 306 , provided that Staff received adequate assurances from the County that 1 ) the County would lease the City County vehicles in the event that a City patrol vehicle was placed out of service ; and 2 ) the County would maintain City vehicles . It was understood at that meeting that the Shamrock Ford Dealer could only make patrol vehicles available to the City for a few days . Staff received the County ' s response on Friday, May 13 , 1983 . The County indicated that it would lease backup vehicles to the City on a short term basis not to exceed 60 days , subject to vehicle availability. It also indicated that it would be willing to maintain the City ' s patrol vehicles . However , it proposed that maintenance would be provided at an hourly rate of $39 .00/hour plus materials , as opposed to the $ . 33/mile figure the City was initially given. The County also indicated that if the City decided not to purchase City vehicles , that the County would provide the City with new patrol vehicles which would be painted in accordance with the direction of the City, provided that the City entered into a three year contract for police services . --------------------------------------------------------------------------- COPIES TO : County Administrator / ITEM NO. Dan Vohl , Undersheriff / •y AGENDA STATEMENT: Police Services Contract Page 2 RECOMMENDATION In view of the County ' s response , Staff would not recommend the purchase of City patrol vehicles at this time for the following reasons : 1 ) It takes approximately 90 days to get delivery on a patrol unit once .it is ordered. If a City patrol vehicle was damaged beyond repair, there would be a 30 day period in which the City would be short a vehicle . This would become a significant problem from the standpoint of fielding officers (re ular . and reserve ) when other vehicles were in the shop for maintenance anMr minor repairs . 2 ) Maintenance costs cannot be determined at this time because there is inadequate repair history for such vehicles . This data may be developed over a period of time if the department monitors vehicle repair. Given the circumstances above , it is Staff ' s recommendation that the City Council approve the continued utilization of Sheriff ' s patrol units , provided that the City receives new units which have proper local identification and color. TERM OF CONTRACT ISSUE The County has indicated its desire to have a 3 year contract if the City wishes to have County vehicles distinctively marked. It is Staff ' s viewpoint that a 3 year contract would benefit both the City and the County. Both agencies could better plan their operations because of the stability of a longer term contract . There should be provision for annual review of the contract if so desired by the City, in order that the Council could have a regular opportunity to discuss the provision of police services to Dublin. RECOMMENDATION It is Staff ' s recommendation that the City Council approve the concept of a 3 year contract. C'1 °F A, COUNTY ADM IN ISTRATOR MEL HING May 13, 1983 STEPHEN A. HAMILL COUNTY ADMINISTRATOR ASSISTANT COUNTY ADMINISTRATOR Richard Ambrose, City Manager City of Dublin P.O. Box 2340 Dublin, CA 94568 Dear Mr. Ambrose: Subject: Patrol Services Contract This is in response to your May 6, 1983 verbal request for additional information related to the Sheriff' s patrol services contract with the County for the 1983-84 fiscal year. The Sheriff' s Department has reviewed each of your questions and consulted with the General Services Agency regarding vehicle rental and maintenance rates. The answers to each of your questions are as follows: 1 . If the CitX decides to purchase its own vehicles, will the County provide_ ac<up vehicles in the event that a City car cannot be used because of major maintenance or an accident? If so, what are the rental rates? The Sheriff' s Department is prepared to provide a backup vehicle resource to Dublin Police Services for temporary use during such times of major maintenance or damage repair. Such resource would best be clarified under contractual terms, not to exceed an agreed-upon time period proposed at sixty days per each request, and understandably limited to departmental capability to furnish such resource. The General Services Agency indicates that- the projected 1983-84 vehicle rental rates would be $441.00 per month, plus $.33 per mile. 2. What are the County' s maintenance rates if the City purchases its own vehicles and enters into an agreement with the County for maintenance only? Please identify maintenance rates with and without fuel purchase if possible. The General Services Agency' s projected 1983-84 rate for maintenance of City-owned vehicles would be $39.00 per hour for mechanic' s time plus the actual cost of necessary automotive parts. Fuel purchase can be itemized separately and billed monthly at cost, plus a small surcharge, currently fixed at $.04 per gallon. 1221 OAK STREET - SUITE 555 - OAKLAND. CALIFORNIA 94612 - 14151 874.6252 Richard Ambrose -2- May 13, 1983 3. If the City decides to use CountX vehicles, is it possible to get newer rep acements for existing high-mileage vehicle's? Replacement of high-mileage patrol vehicles, currently assigned to Dublin Police Services, is contemplated this year. 4. If the City decides to use County cars and paint those vehicles with the approval of the Sheriff' s Department, is the minimum contract period three years? Distinctly marked County patrol vehicles solely identifiable to Dublin Police Services would preclude integration of these vehicles with Sheriff' s fleet and rotation for service within the unincorporated area, thereby creating a disparity in accrued mileage. As a consequence, patrol vehicles assigned to Dublin Police Services, with lesser mileage, would not be replaced in sequential order of Sheriff' s patrol vehicles, with replacement of such vehicles estimated on a three-year basis. If such option is exercised by the City of Dublin, a minimum contract of three years is desired. It is my understanding that the City plans to make final decisions on the 1983-84 Sheriff' s Patrol Services contract at the May 23, 1983 Council meeting. I would appreciate it if the City would formally advise the County of its decisions by May 27, 1983 so that the contract document can be finalized for execution by the Board of Supervisors and City Council. Please do not hesitate to contact me if you have any questions. Very truly yours, MEL HING COUNTY ADMINISTRATOR MH:SM:lb cc: Dan Vohl, Undersheriff Steve Scheinman; General Services Agency County Counsel 2708C