TO: Mayor and Commissioners
FROM: Jeffrey S. Goldman, Police Department
THROUGH: Mark R. Lauzier, City Manager
DATE: July 10, 2018
Title
RESOLUTION NO. 64-18: APPROVAL OF AGREEMENT BETWEEN THE CITY OF DELRAY BEACH AND THE TOWN OF HIGHLAND BEACH FOR POLICE DISPATCH AND COMMUNICATIONS SERVICES
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 64-18 approving agreement between the City of Delray Beach and the Town of Highland Beach for police dispatch and communications services
Body
Background:
An agreement between the City of Delray Beach and the Town of Highland Beach for police dispatch and communications services would allow the City of Delray Beach Police Department to provide police communication services to the Town of Highland Beach. The city will provide dispatching and communication services to include the handling of radio dispatching of police and 911 calls, as well as non-emergency calls. All medical and fire calls received will be transferred to Palm Beach County Fire Rescue to dispatch the Delray Beach Fire Rescue Department. The City of Delray Beach will retain exclusive control over all equipment and personnel used in providing the services in accordance with the agreement, except for any radios/equipment required to be purchased and/or maintained by the Town of Highland Beach. The Town of Highland Beach will pay the City of Delray Beach the annual sum for these services. The initial fee of $69,513 includes the basic service fee of $69,259 and annual license maintenance fee for security and Criminal Justice Information Services (CJIS) compliance of $254 which is based on a quantity of six (6) licenses for mobile units. The fee for the basic service shall be adjusted each year from the previous year in an amount based upon the "All Urban Consumers-United States" April Consumer Price Index.
Some benefits for the Delray Beach Police Department include but are not limited to; interoperability with both agencies and Fire Rescue, license plate reader shared cameras and data, public safety situational awareness for all of the coastal barrier island from Boca Raton to Boynton Beach.
The effective date of the agreement is the last executed date which will be July 10, 2018 (Or whenever signed by the City of Delray Beach), and the termination date is September 30, 2022. Both parties may terminate this agreement at any time following thirty (30) days written notice by the Town of Highland Beach, and one hundred and twenty (120) days written notice by the City of Delray Beach. While the agreement shall become effective as of the date last executed; services shall not begin and payment shall not begin to accrue until both parties complete and execute the "Services Effective Date" document, in order to give the parties sufficient time to meet and coordinate the services to be provided. It is expected that the services will start October 1, 2018. If the services start prior or after the October 1, 2018 expected date, the payment for services will be prorated accordingly.
The Town of Highland Beach will be responsible for any costs associated with the license fees for users that will require access to City of Delray Beach Microsoft and SQL (Database) servers. Initial licensing and software assurance costs that will cover first three years are estimated to be $4,814, and the subsequent software assurance renewal for additional three years is estimated at $2,069. Any costs associated with the number of users would increase in case the amount of users increase. Because the servers are City's, the City may be required to process payments for these additional costs, however, in that instance, the Town of Highland Beach will reimburse the City. The reimbursement for the additional costs associated with the access to City's servers will be separate and is not included in the annual basic service fee and the annual license maintenance fee for security and Criminal Justice Information Services (CJIS) compliance.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
This is a revenue generating contract. Fiscal impact as far as expenses is projected to be minimal.