Public Safety Dispatch Contract
|Meeting Date:||June 3, 2008||Primary Staff Contact:||Tery Holderness|
|Secondary Dept.:||Finance||Secondary Contact:||firstname.lastname@example.org|
|Approval:||Martha Bennett, City Administrator||Estimate Time:||10 minutes|
Should the Council approve the public safety dispatch contract with the City of Medford as proposed?
Staff recommends that Council vote to approve the public safety dispatch contract with the City of Medford as proposed.
In 2003 the City entered into an agreement with the City of Medford to supply dispatch services to the police and fire departments. That contract has expired and City of Medford has offered to renew the contract at a total cost of $692,000. This is an approximate 18% increase over the cost of the last year to the existing contract. The City of Ashland generates approximately 25% of the total activity in the Medford dispatch center. Under the new contract Medford is charging Ashland 25% of the total cost of maintaining the dispatch center. The police, fire and finance departments have analyzed the methodology being used by the City of Medford to determine the cost of the dispatch contract and feel that it is reasonable.
After the original contract was signed the police department liquidated all of the equipment required to operate a dispatch center. The police department would not be able to reopen it's dispatch center without a significant investment in new dispatch equipment. Police department staff has approached the only other dispatch center in Jackson County about the possibility of entering into a contract to provide dispatch services for the City of Ashland. We were advised that the dispatch center did not have the capacity to supply dispatch services to Ashland.
Jackson County is now using grant funding to conduct a study on the feasibility of consolidating all public safety dispatch services in the county. The purpose of that study is to determine if one consolidated dispatch center will reduce dispatch costs for the entire county. If the study determines that a consolidated dispatch center is cost effective we estimate that center would be open and able to provide us with dispatch services in three to five years.
|Related City Policies:|
Section 2.50.020 Public Contracting Officer' s Authority
A. Authority to Execute Contracts Without Prior Council Approval. The Public Contracting Officer may execute without prior Council approval contracts that satisfy all of the following:
i. The contract has a total value of seventy-five thousand dollars ($75,000) or less;
Section 2.50.025 Procedure for Review by Legal Counsel
B. Exemption from Review. Legal counsel review is not required in the following circumstances:
Section 2.50.075 Sole Source
The appropriate department head shall determine when there is only one seller or price of a product of the quality required available within a reasonable purchase area. To the extent reasonably practical, the appropriate department head shall negotiate with the sole source to obtain contract terms advantageous to the contracting agency. The determination of a sole source must be based on written findings that may include:
(1) That the efficient utilization of existing goods requires the acquisition of compatible goods or services;
The Council can either approve the contract as presented or request that the police department attempt to renegotiate the contract with the City of Medford.
I make a motion to approve the proposed contract with the City of Medford to supply public safety dispatch services for the City of Ashland.
|Attachments: Click on the PDF file below to view the following attachments:|
Contract for public safety dispatch services with the City of Medford.
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