CONTRACT 5848 Service AgreementAgreement No. 5848
20-154
Contract
AGREEMENT FOR EMERGENCY POLICE & FIRE
DISPATCH SERVICES
THIS AGREEMENT FOR EMERGENCY POLICE AND FIRE DISPATCH SERVICES
("Agreement") is entered into as of the date set forth below by and between the City of
EI Segundo, a general law city and municipal corporation ("City") and the South Bay
Regional Public Communications Authority, a joint powers authority ("Authority").
A. City desires that the Authority provide dispatch services to its police and fire
departments.
B. Authority represents that it possesses the requisite expertise, equipment,
personnel and qualifications to provide such services to City.
C. By this Agreement, the parties desire to set forth the terms and conditions
under which the services are to be provided to City.
D. Authority and City acknowledge that by executing this Agreement they are
terminating the agreement commencing October 1, 2010 and expiring
September 30, 2020 ("Initial Agreement") three months early, on June 30,
2020 at 11:59 pm. The price point of $343,217 associated with the last three
months of the Initial Agreement is honored and incorporated into the first
three months (1st quarter billing) pricing of the new fee structure within this
Agreement beginning July 1, 2020.
NOW, THEREFORE, in consideration of the foregoing, and the promises and covenants
hereinafter set forth, the parties agree as follows:
Term of Aareement. The term of this Agreement shall be for a period of ten (10)
years commencing from July 1, 2020, and expiring on June 30, 2030. Thereafter,
the parties may mutually agree to renew this Agreement for additional designated
periods by amendment to the Agreement.
2. Freauencv Sharina.
a. Authoritv Channels. Subject to and in conformance with Section 90.421
and 90.421(a) of the rules and regulations of the Federal
Communications Commission (FCC) and any such successor rules and
regulations, and for as long as this Agreement is in effect, Authority shall
permit the City to use in the City's mobile and portable transmitter units
all radio frequency assignments that are licensed to Authority and its
members and not licensed to City (the "Authority Channels") for the
City's use in connection with emergency police and fire communications
services provided by Authority.
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Agreement No. 5848
b. Citv Channels. City will continue to maintain in its own name FCC
authorizations covering the use of the frequency assignments 453.775,
155.430, 154.130, 154.280, 154.355, 153.860, 155.055, 4711474.3375,
and 4721475.5375 (the "City Channels") in the mobile, portable transmitter
units, and/or City Site Transmitters (defined as the sites located at the
Water Tower at 400 Lomita Street and at Pacific Corporate Towers)
licensed by the FCC for use by City for emergency police and fire
communications. The City hereby designates, pursuant to and in
conformance with Section 90.463(a) of the FCC's rules and any successor
regulations, the Authority as its agent to control the City Site Transmitters.
The foregoing notwithstanding, Authority acknowledges that City also
operates certain of the City Channels pursuant to the FCC authorization
bearing the call sign WQKG689 and will not interpose an objection to
City's continued use of those City Channels consistent with that
authorization, so long as such use causes no harmful interference to
Authority's use of the City Channels on behalf of City. If City obtains the
use of additional frequency assignments, those frequency assignments are
not subject to this Agreement and are for the exclusive use of City unless
City otherwise specifies in writing.
c. Riahts to ON Channels Uaon Termination. City and Authority agree that,
upon termination of this Agreement: (i) any and all rights to the City
Channels vest exclusively in City; (ii) Authority expressly waives any
claims or rights to the City Channels; (iii) Authority must promptly modify
any FCC authorizations it holds and cause its members to modify any FCC
authorizations they hold to delete authority permitting the use of the City
Channels by Authority or its members; (iv) at the City's request, Authority
must promptly modify any equipment it operates and cause its members to
modify any equipment they operate to remove the ability of that equipment
to use the City Channels; and (v) Authority shall promptly modify its
dispatch console and related equipment so that it is no longer capable of
controlling the City Site Transmitters.
d. Riahts to Authoritv Channels Upon Termination. City and Authority further
agree that, upon termination of this Agreement: (i) any and all rights to the
Authority Channels shall vest exclusively in Authority; (ii) City expressly
waives any claims or rights to the Authority Channels; (iii) City must
promptly modify any FCC authorizations it holds to delete authority
permitting use of the Authority Channels by City; and (iv) at the Authority's
request, the City must promptly modify any equipment it operates to
remove the ability of that equipment to use the Authority Channels.
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e. Shared Channels. City and Authority further agree that as to any
frequencies that' are licensed to both City and Authority by the FCC as of
the date of this Agreement (the "Shared Channels"), this Agreement shall
not in any way effect a change in the rights and obligations of City and
Authority under those licenses.
3. Dispatch Services.
a. Authority shall provide City with emergency police and fire dispatch
services on a 24 hours, 7 days per week basis utilizing Authority's
dispatch and control station transmitter facilities located in the City of
Hawthorne. Authority shall establish a separate dispatch console for
providing dispatch services to City's Police Department. City's Fire
Department shall be dispatched by the Authority's multi -agency fire
dispatch.
b. The Authority shall, to the extent permitted by the FCC rules, provide
access to and share its radio telecommunications infrastructure and
facilities with City in connection with emergency police and fire dispatch
services provided by Authority to City.
c. The Authority shall provide fire dispatch services, to the best of its abilities,
in a manner that conforms with the following industry standards:
9-1-1 Call Answerina Time: Ninety percent (90%) of all 9-1-1 calls
shall be answered within ten (10) seconds during the busy hour (the
hour each day with the greatest call volume) and ninety-five (95%) of
all 9-1-1 calls shall be answered within twenty (20) seconds (National
Emergency Number Association 56-005.1, Revised August 31, 20171.
Call Processina Time: Call processing time for emergency events, as
measured from the time a call is answered to the time Fire Department
personnel are dispatched, shall be completed within sixty (60)
seconds, ninety (90) percent of the time [National Fire Protection
Association 1221, 2019 Edition].
The Authority shall provide City with reports documenting its 9-1-1 Call
Answering Times periodically and upon request. Once City and Authority
transition to a Computer Aided Dispatch ("CAD") system capable of
providing reports necessary to determine compliance with the Call
Processing Time benchmarks established by National Fire Protection
Association ("NFP, A") Standard 1221, Authority shall provide City with
reports documenting its Call Processing Times periodically and upon
request.
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If at any time 9-1-1 Call Answering Times and/or Call Processing Times are
determined not to be within the standards established above, City and
Authority mutually agree to use reasonable efforts in order to meet these
standards including, but not limited to:
L Review and refinement of fire call taking and fire dispatching policies
and procedures.
ii. Review of staffing levels and recommendation of modifications.
iii. Consultation with third parties about best practices.
Except as provided in Section 3d of this Agreement, failure of Authority to
meet any of the standards established in this section shall not constitute a
default under this Agreement nor shall it be grounds for City to terminate this
Agreement.
d. Citv's Riaht to Terminate Fire Disoatchina Services. Authority acknowledges
that City is exploring options related to regional fire -specific dispatching for
City's Fire Department. If City in its sole opinion determines that its Fire
Department's dispatching needs would be better served by an entity other
than the Authority, City has the right to terminate Authority's provisioning of
fire dispatch services. In order to exercise this right, City must provide the
Authority with a notice of intent to terminate Authority's provisioning of fire
dispatch services at least 12 months prior to the termination date. Such
notice shall include a termination fee in the amount equal to 10 percent of
the total annual assessment fees assessed by Authority on City for fire
dispatch services only for the fiscal year in which the notice is served.
Authority and City shall collaboratively work together to be in compliance
with the industry standards listed in Section 3c of this Agreement. If, by July
2023 or three years after City and Authority transition to a CAD system
capable of providing reports necessary to determine compliance with the
Call Processing Time benchmarks established by NFPA Standard 1221,
whichever is later, the industry standards listed in Section 3c of this
Agreement are not met, on average, during the previous 12 months (or
thereafter are not met during two consecutive 12 month periods), then the
10% termination fee shall be waived if the Fire Department exercises its right
to terminate Authority's provisioning of fire dispatch services. City
acknowledges that termination of fire dispatching services will cause a
reallocation of its annual assessment fees according to Section 6
(Consideration for Services) of this Agreement.
4. Eouioment Installation. Maintenance & Repair Services of Mobile and Portable
Eauioment. Equipment installation, maintenance and repair services apply to
current and future emergency lighting, sirens, mobile data computers ("MDCs"),
mobile and portable radio equipment, and audio/video equipment (collectively
"Emergency Equipment") used in vehicles of City Police Department, Fire
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Department, and Public Works Department. Authority shall install and maintain
Emergency Equipment. City shall bear the cost of purchasing new or
replacement lights, sirens and Authority -installed Emergency Equipment,
including mobile and portable radios. When possible, the repairs required of the
mobile and portable radios and MDCs will be done by Authority staff. However,
repairs exceeding the capabilities of Authority staff will be sent to an outside
vendor for an estimate of charges and after obtaining City's approval of such
estimate, the Authority may authorize the repair of such equipment, the costs of
which shall be billed by Authority back to City. As a result of Police and Fire
Task Force action, the Authority's Technical Department maintains specific
types of mobile radios, portable radios and MDCs. For standardization
purposes, City will be provided specifications for Authority -recognized
equipment. If City requests in writing that Authority purchase equipment,
material, apparatus and parts specifically and solely intended for installation and
or maintenance of City's equipment under this Section, City will be billed
separately by Authority for the cost of such purchases.
5. Fiscal Year. The fiscal years referred to in this Agreement shall refer to an
annual period beginning on July 1 and ending the following calendar year on
June 30.
6. Consideration for Services. In consideration for all services provided by
Authority to City in this Agreement, City shall pay to Authority the fees described
in this Section:
a. An annual assessment fee as determined by the Cost Allocation Policy
adopted by resolution of the Authority's Board of Directors. For reference
purposes, the current Cost Allocation Policy in effect at the time of the
execution of this Agreement is incorporated into this Agreement as Exhibit
A. Authority will notify City of any amendments to this policy adopted by the
Board of Directors within 30 days of such adoption.
The annual assessment fee shall be increased or decreased each year this
Agreement is in effect based on the Cost Allocation Policy adopted by
resolution of the Authority's Board of Directors. Authority shall notify City by
April 1 of each year this Agreement is in effect of the annual assessment fee
for the ensuing fiscal year. To allow cost increases for City to be phased in
over a four year period, for each fiscal year through Fiscal Year 2023-24,
the annual assessment fee shall be adjusted as follows:
i. For Fiscal'IYear 2020-2021, year 1 of this Agreement, City's annual
assessment fee shall not exceed $1,493,738. The annual
assessment fee will be billed in four equal quarterly payments in the
amount of; $373,434.50.
ii. For Fiscal', Year 2021-2022, year 2 of this Agreement, City's annual
assessment fee shall not exceed $1,699,634.
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iii. For Fiscal Year 2022-2023, year 3 of this Agreement, the City's
annual assessment fee shall not exceed $1,869,811.
iv. For Fiscal Year 2023-2024, year 4 of this Agreement, the City's
annual assessment fee shall not exceed $2,044,684.
b. A workload support fee for Technical Services Division equipment
installation, maintenance and repair services as determined by the Cost
Allocation Policy adopted by resolution of the Authority's Board of Directors.
In accordance with the policy, the billing of workload support fees will occur
on a quarterly basis.
c. The annual assessment fee for services to be paid to Authority by City shall
be paid in four equal installments and on a quarterly basis, due by July 15th,
October 15th, January 15th, and April 15th of each fiscal year.
d. At City's election, Authority shall furnish City quarterly invoices, at least
thirty (30) days before the due date of installment payments. A five percent
(5%) penalty shall attach to service payments received by Authority's
Treasurer 15 to 29 days late, and a ten percent (10%) penalty shall attach to
service payments received by Authority's Treasurer that are 30 or more
days late.
e. Maintenance of Radio Eauioment at Citv Sites: The Authority maintains the
following radio sites for City ("City Sites"):
i. Transmitter and Receiver Site located at Pacific Corporate Towers
ii. Receiver Site located at west -side of Chevron refinery
iii. Transmitter and Receiver Site located at the Water Tower at 400
Lomita Street
Authority is responsible for all costs related to the maintenance of the
equipment located at the City Sites and must pay the costs of upgrading or
replacing the equipment located at the City Sites when required. There are
no rental costs or written leases associated with the City Sites, except for
the site designated as Pacific Corporate Towers. City agrees that the cost of
renting space at the transmitter and receiver site located at Pacific
Corporate Towers shall remain City's obligation and City shall continue to
be the lessee of that transmitter and receiver site.
7. Nature of Agreement. This Agreement shall not convey to City any duties,
obligations, responsibilities or privileges of membership in Authority; City is
contracting for service only. Authority and City agree that this Agreement
shall not confer on City any rights to the assets of Authority.
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8. Dispute Resolution. City and Authority shall attempt to settle any claim,
dispute or controversy arising from this Agreement through consultation and
negotiation in good faith and in a spirit of mutual cooperation. If those
attempts fail, the dispute shall be mediated by a mediator chosen jointly by
City and Authority within thirty (30) days after notice by one of the parties
demanding non-binding mediation. Neither party may unreasonably withhold
consent to the selection of a mediator, and City and Authority shall share the
cost of the mediation equally. The parties may agree to engage in some
other form of non-binding alternate dispute resolution ("ADR") procedure in
lieu of mediation. Any dispute that cannot be resolved between the parties
through negotiation or mediation within two months after the date of the
initial demand for non-binding mediation may then be submitted to a court of
competent jurisdiction in the County of Los Angeles, California. If a lawsuit
is necessary to resolve any dispute arising out of any of the provisions of
this Agreement, the prevailing party in such action shall be entitled to
reasonable attorney's fees and costs of suit as adjudicated and determined
by the Court.
9. Indemnification.
a. City agrees to indemnify, hold harmless and defend Authority and all its
successors and assignees, and its officers, directors, agents and
employees, and all of the officers, officials, and employees of each of the
cities that are members of the Authority at the time the Agreement is in
effect from any and all claims, demands, losses, damages, actions, causes
of action, suits, expenses and or liability whatsoever, including attorney's
fees and costs of suit, arising from or occasioned by any act, omission or
negligence of the City of EI Segundo or its agents, officers, servants or
employees, in the performance of this Agreement.
b. Authority agrees to indemnify, hold harmless and defend City and all its
successors and assignees, and its officers, directors agents and employees
from any and all claims, demands, loss, damages, actions, causes of action,
suits, expenses and or liability whatsoever, including attorney's fees and
costs of suit, arising from or occasioned by any act, omission or negligence
of Authority or its, agents, officers, servants or employees, in the
performance of this Agreement.
10. Governina Law. The rights and obligations of the parties hereunder shall be
governed by, construed and enforced in accordance with the laws of the
State of California. Venue for any action arising from this Agreement shall
be the Los Angeles Superior Court or appropriate federal district court for
the Central District of California.
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11. Entire Aareement. This Agreement contains the full and entire agreement
between and among the parties with respect to the entire subject matter
hereof and supersedes any and all previous or contemporaneous
agreements and discussions, whether written or oral. Any and all prior or
contemporaneous discussions, negotiations, writings, commitments and/or
undertakings are merged herein, and no representations by any party not
embodied herein shall be valid or binding.
12. Amendments to Aareement. This Agreement may be amended only by a
subsequent agreement in writing signed by all parties to this Agreement.
13. Severabilitv. The invalidity in whole or in party of any provision of this
Agreement shall not void or affect the validity of any other of the provisions
of this Agreement.
14. Counterparts. This Agreement may be executed in any number of
counterparts, each of which shall be deemed an original; however, all such
counterparts shall constitute but one and the same instrument with the
effective date hereof being the date set forth below herein.
15. Authority to Execute. Each person signing this Agreement warrants and
represents that, to the extent he or she is executing this Agreement for and
on behalf of an entity, he or she has been fully empowered and properly
authorized to execute this Agreement for and behalf of said entity, and
instructed by those having the requisite authority to cause said entity to
make and enter into this Agreement.
16. Notices. Notices shall be given pursuant to this Agreement by personal
service on the party to be notified, or by written notice upon such party sent
by Registered Mail of the United States Postal Service addressed as
follows:
CITY: Attention: City Clerk
City of EI Segundo
350 Main Street
EI Segundo, CA 90245
AUTHORITY: Attention: Executive Director
South Bay Regional Public Communications Authority
4440 West Broadway
Hawthorne, CA 90250
The notices shall be deemed to have been given as of the date of personal
service, or three days after deposit of the same in the custody of the United
States Postal Service. City agrees to provide any required notice to
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Authority at or addressed to any new headquarters/facility that Authority may
move to, upon the City being advised of Authority's new address. Authority
agrees to provide any required notice to City at or addressed to any new
headquarters/facility that City may move to, upon the Authority being
advised of City's new address.
17. Default. In the event of default by either party hereto, upon written notice by
the non- defaulting party, the defaulting party shall have 30 days to cure any
default hereunder unless such relates to the provision of emergency
services, in which event the defaulting party shall be required to cure a
default as soon as is practicable. Failure to cure a default as required by
this section shall constitute a material breach of this Agreement and grounds
for immediate termination for cause.
18. Joint Draftino. Should a dispute arise respecting this Agreement, the
Agreement shall be interpreted as though it were jointly drafted by the
parties hereto.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement entered into
this 1"day of M6Kh , 20 LO .
CITY OF EL SEGUNDO
ell
DREW�B �Y��u�, Mayor
BILL W, ALEN, Chief of Police
CHRIS bOt\/AN, Fire Chief
I, --
MARK HENSLEY, C. byttorney
SOUTH BAY REGIONAL PUBLIC
COMMUNICATIONS AUTHORITY
. . .. ........ -- ... .... . ..... ....
BRU��E MOE, Chair�p®r on
Executive C mitt b/
ERIC L Executive Dirbptor
A� PROVED AS T� Q,RM:
NI R
J i AeRtb)&S, Gen rai ouh el-
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EXHIBIT "A"
Cost Allocation Policy
Section 1. Background. This Cost Allocation Policy is based on the Matrix Consulting Group's Report on
the Cost of Services and Cost Allocation Study — August 2019 that was accepted by the Executive
Committee on August 20, 2019.
Section 2. UDdatine of Policv. in accordance with the consultant's recommendations, the assessment
methodologies and corresponding cost allocation model that serve as the foundation of this Cost
Allocation Policy should be updated every5-7 years or when a new agency begins to receive, or an existing
agency ceases to receive, services from the Authority.
Section 3. Total Fiscal Year Costs. As established by the Authority's Budgetary Policy, staff shall develop
a preliminary fiscal year operating and capital outlay budget for presentation to the Executive Committee
in February of each year. This budget will include the total costs to operate the Authority for the fiscal
year ("Total Fiscal Year Costs"). Based on this preliminary budget, staff shall separate the Total Fiscal Year
Costs into the following three categories:
1. Administrative costs
2. Operations Department costs
3. Technical Services Division costs
Each agency shall be assessed its, proportionate share of Operations Department and Technical Services
Division costs, including commensurate allocations of indirect Administrative costs, as part of the fiscal
year budget adopted by the Board of Directors in March of each year.
Section 4. Administrative Costs. The portion of the Total Fiscal Year Costs relating to the Authority's
Administration shall be determined to be its Administrative costs. Such costs shall include:
1. Personnel Costs: Administration Department salaries and benefits
2. Operating Costs: Administration Department supplies, equipment, and services
3. Fixed Assets: Annual depreciation costs associated with building and equipment
4. Capital Outlay: Any capital improvement program expenses
5. Reallocation of Technical Services Costs: Any Authority -wide costs budgeted in the
Technical Services Division
6. Revenue Offsets: Reimbursement and investment earnings revenues
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Section 4.A. Administrative Functions. Administrative costs shall be allocated to the following four
functional areas:
Function
Authority -wide support
Financial support
Personnel and support services support
Operations support
Total
Allocation of
Administrative Costs
14%
10%
54%
22%
100%
Section 4.8. Allocation of Administrative Costs. Administrative costs from the four functional areas
shall be allocated between the Operations Department and the Technical Services Division in
accordance with the following schedule:
Section S. Operations Department Costs. The portion of the Total Fiscal Year Costs relati ng to dispatching
services shall be determined to be the Operations Department costs. Such costs shall include:
1. Personnel Costs: Operations Department salaries and benefits
2. Operating Costs: Operations Department supplies, equipment, and services
3. Revenue Offsets: Reimbursement revenues
4. Incoming Indirect Support: Administrative costs and support received from the Technical
Services Division
Section S.A. Operations Department Functions. As part of the annual budget development process, the
Executive Director shall develop a staffing allocation plan that allocates Communications Operator staffing
between the Operations Department's three functional areas of Call -Taking, Police Dispatch and Fire
Dispatch. All Operations Department costs shall be allocated according to this staffing allocation plan.
Beginning in Fiscal Year 2020-2021 and until a modified staffing allocation plan is recommended by the
Executive Director and approved by the Executive Committee, the staffing allocation plan and corollary
allocation of Operations Department costs between the three functional areas is as follows:
I
Function Position Allocations Allocation of Operations
Department Costs
Call -Taking 3.5 32%
Police Dispatch 6.0 55%
Fire Dispatch 1.5 13%
Total 11.0 100%
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Operations
Technical
Function
Total
Department
Services Division
Authority -wide support
81%
19%
10096
Financial support
50%
50%
100%
Personnel and support services support
92%
8%
100%
Operations support i 1
100%
0%
100%
Section S. Operations Department Costs. The portion of the Total Fiscal Year Costs relati ng to dispatching
services shall be determined to be the Operations Department costs. Such costs shall include:
1. Personnel Costs: Operations Department salaries and benefits
2. Operating Costs: Operations Department supplies, equipment, and services
3. Revenue Offsets: Reimbursement revenues
4. Incoming Indirect Support: Administrative costs and support received from the Technical
Services Division
Section S.A. Operations Department Functions. As part of the annual budget development process, the
Executive Director shall develop a staffing allocation plan that allocates Communications Operator staffing
between the Operations Department's three functional areas of Call -Taking, Police Dispatch and Fire
Dispatch. All Operations Department costs shall be allocated according to this staffing allocation plan.
Beginning in Fiscal Year 2020-2021 and until a modified staffing allocation plan is recommended by the
Executive Director and approved by the Executive Committee, the staffing allocation plan and corollary
allocation of Operations Department costs between the three functional areas is as follows:
I
Function Position Allocations Allocation of Operations
Department Costs
Call -Taking 3.5 32%
Police Dispatch 6.0 55%
Fire Dispatch 1.5 13%
Total 11.0 100%
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Section S.B. Allocation of Operations Deoartment Costs. The allocation of Operations Department
costs between its three functional areas shall be in accordance with the following schedules:
Call -Taking Percent of Call -Taking Percent of Total Operations
Allocation Department Costs
9-1-1 Calls 60% 19%
Non -Emergency Calls 40% 13%
Total 100% 32%
Call -Taking charges will be derived by each agency's corresponding percentage of 9-1-1 calls and
non -emergency calls. In developing the Call -Taking allocations, a rolling three-year average of
calls for each agency, as of December 31, shall be used, except in cases where three years of
reliable data is not available. In such cases, a two-year average, one year of actual data, or an
annual projection may be used.
Police Dispatch Percent of Police Dispatch Percent of Total Operations
Allocation Department Costs
Assigned Staff 70% 39%
CAD incident Volume 30% 16%
Total 10096 55%
For Police Dispatch, Assigned Staff costs for each agency will be determined by the assessment
year's staffing allocation plan. CAD Incident Volume charges will be derived by each agency's
corresponding percentage of all police calls for service. In developing the CAD Incident Volume
allocation, a rolling three-year average of calls for service for each agency, as of December 31,
shall be used, except in cases where three years of reliable data is not available. In such cases, a
two-year average, one year of actual data, or an annual projection may be used.
Fire Dispatch
Assigned Staff
CAD incident Volume
Total
Percent of Fire Dispatch
Allocation
70%
30%
100%
Percent of Total Operations
Department Costs
9%
4%
13%
For Fire Dispatch, Assigned Staff costs for each agency will be determined by the assessment
year's staffing allocation plan. CAD Incident Volume charges will be derived by each agency's
corresponding percentage of all fire calls for service. In developing the. CAD Incident Volume
allocation, a roiling three-year average of calls for service for each agency, as of December 31,
shall be used, except in cases where three years of reliable data is not available. in such cases, a
two-year average, one year of actual data, or an annual projection may be used.
Section 6. Technical Services Division Costs. The portion of the Total Fiscal Year Costs relating to vehicle
upfitting services shall be determined to be the Technical Services Division costs. Such costs shall include:
1. Personnel Costs: Technical Services Division salaries and benefits
2. Operating Costs: Technical Services Division supplies, equipment, and services
3. Excluded Costs: Certa11n line items relating to Authority -wide functions and support
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4. Revenue Offsets: Reimbursement revenues
5. Incoming Indirect Support: Administrative costs
Section 6.A. Technical Services Division Functions. The Technical Services Division costs shall be
allocated to the following two functional areas:
Function
Dedicated Support
Workload Support
Total
Allocation of Technical
Services Division Costs
50%
50%
100%
Section 6.8. Allocation ofTechrlical Services Division Costs. The Technical Services Division's functional
costs will be allocated in accordance with the following schedules:
Dedicated Support Percent of Dedicated Percent of Total Technical
Support Allocation Services Division Costs
Number of Police & Fire Vehicles 100%
Total 100%
50%
50%
Dedicated Support charges will be derived by each agency's corresponding percentage of police
and fire vehicles that are anticipated to be active in inventory (either in-service or pending
commissioning/decommissioning) during the assessment year. All such vehicles shall be listed on
each agency's "Active Vehicle Inventory List" and certified annually by its Chief of Police or Fire
Chief. Accounting of and billing for Dedicated Support will occur as part of the annual assessment
process.
Workload Support Percent of Workload Percent of Total Technical
Support Allocation Services Division Costs
Number of Work Orders 100% 50%
Total 100% 50%
For Fiscal Year 2020-2021, Workload Support charges will be derived by each agency's
corresponding percentage of vehicle installation and repair work orders. Accounting of and billing
for Workload Support will occur on a quarterly basis.
Beginning in Fiscal Year 2021-2022, the Authority anticipates changing the calculation of
Workload Support charges from a three-year average of work orders to the actual percentage of
labor hours associated with vehicle installation and repair work orders. The Executive Director
shall present recommendations on implementing this anticipated change to the Executive
Committee by September 30, 2020.
Section 7. Cost Adiustment Surcharse for Contract Aeencies. In addition to the assessments for
Operations Department and Technical Services Division costs, each contract agency shall be required to
pay any cost adjustment surcharge as established by a resolution of the Executive Committee. This cost
adjustment surcharge can be assessed in order to fund future costs related to unfunded liabilities
associated with the California Public Employees' Retirement System ("CalPERS"), Other Post -Employment
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Benefits ("OPEB") and/or long-term capital improvement needs, which are not currently accounted for in
annual budgets. The aforementioned resolution shall specify the source(s) of costs for the surcharge,
provide for surcharge funds to accumulate in a separate restricted fund, and designate parameters and
conditions under which surcharge funds may be expended.
Section B. Policv Exceptions. This policy shall be not be applicable to any contract agency that has
entered into an agreement with the Authority which authorizes a specific assessment amount that is less
than this policy would otherwise require.
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