HomeMy WebLinkAboutItem 2k - Agreement with Evidence-Based Staffing Inc.Io ., 5, 1903
STAFF REPORT
Police Department
DATE: August 5, 2014
TO: Mayor and Members of the City Council
FROM: Robert Guthrie, Chief of Police
By: Jennifer Brutus, Management Analyst
SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH
EVIDENCE -BASED STAFFING INC. FOR TEMPORARY DISPATCH
SERVICES IN AN AMOUNT NOT TO EXCEED $30,000
Recommendation: Approve
SUMMARY
The existing Professional Services Agreement ( "Agreement ") with Evidence -Based
Staffing, Inc. ( "EBI ") for temporary dispatch services expires on August 31, 2014. It is
recommended that the City Council authorize and direct the City Manager to execute a
one year extension to the Agreement with EBI from September 1, 2014, through June 30,
2015, in an amount not to exceed $30,000.
BACKGROUND
The Police Department ( "Department ") began contracting temporary dispatch services in
September 2013 after conducting an informal competitive bid process. Evidence -Based
Staffing, Inc. was determined to be the only provider of such services. As a sole source
vendor, EBI offers immediate availability of experienced and trained dispatchers to many
law enforcement agencies and understands the time sensitivity of dispatch services.
Utilizing EBI for temporary dispatch services is beneficial to the Department for its cost -
savings, convenience and flexibility, and high quality temporary staff. As in the original
Agreement, EBI will continue to recruit and train experienced and retired members from
the law enforcement community. All EBI personnel will have completed pre - employment
background investigations, which equates to new -hire savings for the Department. EBI
will also continue to handle all employee issues, ensure that each employee completes
all POST requirements, and provide copies of personnel background paperwork for
Department records. In addition, EBI will, at its own costs, make its temporary
dispatchers available for an initial forty (40) hours of training, which will be administered
by a designated employee from the Arcadia Dispatch Center to ensure understanding of
Department- specific programs and systems. The training will last no more than five (5)
Extension to Agreement with Evidence -Based Staffing, Inc.
August 5, 2014
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days; after which, the Department will approve or deny each temporary dispatcher
appointment.
DISCUSSION
The Department will utilize EBI temporary dispatch services on an as- needed basis, in
an amount not to exceed $30,000. The hourly rate for each temporary dispatcher will
remain $35.00 with overtime to be paid at a rate of 1.5 times the hourly rate for hours
above forty (40) hours per week.
By utilizing temporary contract employees, the City will experience significant savings in
overtime costs, which were over budget by approximately 100% in FY 2012 -13 and
75% in FY 2013 -14 due to unusually high personnel leave of absences and paid time off
occurrences. The availability of EBI's temporary staff will help accommodate future
unforeseen staffing shortages. Overall, the City will save in personnel costs including
salary, retirement, and medical benefits.
The Department anticipates using EBI temporary dispatch services for thirty -two (32)
hours or more per month for the period of September 1, 2014, to June 30, 2015. The
City's current annual agreement allows the option to renew on a year -to -year basis for a
maximum of three (3) one -year periods. This will serve as the first extension year. A
copy of the proposed Professional Services Agreement Amendment is attached.
FISCAL IMPACT
For the term of the professional services agreement, from September 1, 2014, to June 30,
2015, the fee for temporary dispatch services will not exceed $30,000. This amount has
been budgeted in the City's Operating Budget for FY 2014 -15.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to execute
a one year extension to the Professional Services Agreement with Evidence -Based
Staffing, Inc. for temporary dispatch services in an amount not to exceed $30,000,
including a maximum of three one -year extensions.
Approved,
Dominic LazzarAd
City Manager
Attachment: Proposed Professional Services Agreement Amendment
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT FOR TEMPORARY DISPATCH SERVICES
This Amendment No. 1 ( "Amendment No. 1 ") is hereby entered into by and between the
City of Arcadia, a charter city organized under the Constitution and laws of the State of
California, and Evidence -Based Staffing, Inc. with respect to that certain Professional Services
Agreement between the parties dated September 10, 2013 ( "the Agreement ").
The parties agree as follows:
1. Section 3.1.2 of the Agreement is amended by extending the term to September 1,
2014, through June 30, 2015 ( "Extended Term ").
2. Section 3.3.1 of the Agreement is amended to provide that the total compensation for
the Extended Term from September 1, 2014, through June 30, 2015, shall not exceed
Thirty Thousand Dollars ($30,000.00), as set forth in the attached Exhibit "C ".
3. All of the remaining terms and provisions of the Agreement are hereby reaffirmed.
In witness whereof the parties have executed this Amendment No. 1 on the date set forth below.
CITY OF ARCADIA
Dominic Lazzaretto
City Manager
Date:
ATTEST:
City Clerk
EVIDENCE -BASED STAFFING, INC.
tx/
John McLaughlin
CEO /President
Date:
Karen Borders
Vice President
Date:
APPROVED AS TO FORM: CONCUR:
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Stephen P. Deitsch
City Attorney
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Robert Guthrie
Chief of Police
Robert Guthrie
Chief of Police
Exhibit "C"
COMPENSATION
Evidence -Based Staffing, Inc.
Temporary Dispatcher Rates
Regular Rate per hour
$35.00
Over -time Rate per hour
$52.50 ($35 plus $17.50)
Rates for Temporary Police Dispatcher: $35.00 per hour, overtime will be paid at a rate of 1_5
times the hourly rate for hours above forty (40) hours a week or in compliance with the City's
current overtime policy. Any overtime must be approved by the Chief of Police, or his or her
designee, prior to the hours being worked.
Included in the budget set forth below are all ordinary and overhead expenses incurred by
Consultant and its agents and employees, including meetings with City representatives, and
incidental costs incurred in performing under this Agreement.
The total compensation for the Scope of Services set forth shall not exceed $30,000.00 per
year including all amounts payable to Consultant for its overhead, payroll, profit, and all
costs of whatever nature, including without limitation all costs for subcontracts,
materials, equipment, supplies, and costs arising from or due to termination of this
Agreement.
Consultant shall submit invoices on a weekly basis and provide invoices with sufficient
detail to ensure compliance to pricing as set forth in this Agreement. The information
required may include: date(s) of work, hours of work, hourly rate(s), and material costs.
Consultant shall notate the City's Purchase Order Number on all invoices, along with
the City Representative's name and contact information.
Consultant is required to address invoices as follows:
Arcadia Police Department
240 W. Huntington Drive
Arcadia, CA 91007
Attn: Robert Guthrie, Chief of Police
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