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Receive an update on consolidated dispatch services.
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BACKGROUND:
As the council is aware, the cities of Farmers Branch, Carrollton, Addison and Coppell have been working together to find ways to share and combine services in order to eliminate duplication, reduce costs and improve services for citizens. One of the major projects that has been undertaken is the study of the possibility of combining public safety dispatch centers. The project commenced on December 20th, 2011 when the City Council passed Resolution 2011-008 which authorized an inter-local cooperation agreement with the other cities to perform a feasibility study concerning the establishing a joint public safety dispatch center. The study has taken many turns due to the complicated nature of the project, but has recently concluded that a combined public safety dispatch center could meet the goals listed above.
Congruent with the consolidated dispatch project, the four cities have been moving forward with a project to update the shared 800 MTz public safety radio system. The four cities have shared radio equipment for several years and it has been determined that a radio equipment upgrade is needed. On December 4, 2012 the City Council issued $3,650,000 in certificates of deposits to pay for the equipment to upgrade our equipment.
Over the last 2 years there has been a great deal of analysis on both dispatch consolidation and the radio system. Along with the way several meetings have occurred between Public Safety Administrators, Finance Directors, IT personnel and City Managers. At this time the radio system project is moving to the final stages and well on its way to completion. The radio system has been analyzed, designed and put out for bids. A vendor has been selected (Harris) and this summer the final design of the system will be determined and approved for installation.
The Radio system project and the consolidation study are linked as the radio equipment is used by the dispatch center. In order to finalize the design of the radio system and maximize the potential cost savings it is essential to know how many 911 dispatch centers (PSAP's) are needed. Therefore, currently the four City Managers are being asked to get direction from their City Council concerning the inclusion in the consolidated dispatch concept or not.
As a reminder, the following is a list of the milestones that have occurred regarding this cooperative effort:
• In early 2011, RCC was retained to develop two bodies of information for the group; a Radio System Assessment Report (issued September 2011) and a Public Safety Communications Consolidation Analysis Report (originally issued in July 2011 and then revised in October 2011).
• Following these activities, the group decided to proceed with the radio system upgrade project and retained RCC to coordinate the effort. The group also decided to proceed further in considering consolidation options and retained iXP Corporation in early 2012 to conduct a Business Case analysis for a consolidation of the four cities' 9-1-1 and emergency communications operations.
• The 9-1-1 Dispatch Consolidation Business Case Report was delivered on July 11, 2012. This report examined a variety of facility and technology configurations for a consolidated operation and concluded that all the scenarios provided for improved levels of service and potential economic savings for the combined jurisdictions. However, for the home rule jurisdictions (Addison, Farmers Branch and Coppell), the level of economic benefit varied depending on assumptions on how 9-1-1 services would be obtained and whether a collective arrangement could be structured to obtain these services through Denco 9-1-1 (as is already the case for the City of Carrollton) or through contracted services with a different carrier.
• In January, 2013 the Carrollton City Council decided to leave Denco and participate with the other 3 cities to consolidate 911 (PSAP) and dispatch operations.
• On April 22nd, 2013 iXP delivered an updated business case to the four cities.
After working out several complicated issues over the last few months and answering questions from interested parties, iXP has issued a final report concerning consolidating. The final report and executive summary are attached.
DISCUSSION:
According to the report, the consolidation of emergency communications functions for the four cities will result in approximately $12 million in savings across the 20 year analysis.
The report also indicates that in addition to the cost savings, the depth of staffing and cross jurisdictional operational awareness that would be possible in a consolidated operation could increase service levels from the communications center to all agencies being served.
According to the consultant, if the decision is made to consolidate the four cities, radio equipment for one center rather than four could realize cost savings of $500,000 associated with the 800 MHz radio upgrade project.
Kevin Kearnes of iXP will be on hand to present his study, answer related questions and explain the value of consolidating or maintaining 4 stand alone 911 centers. If the decision is made by the all cities to consolidate it will take 12-18 months to build the radio system and 6-8 months to build out a consolidated 911 center (January 2015). After looking at several locations a site has been found that would provide a suitable building for the project. The CyrusOne building located at 1649 West Frankfort is a new 670,000 sq ft facility that was constructed with safe guards required by the cloud computing industry. (The proposed consolidated center would need 12,000 square feet of the space). Safeguards include peril resistance, security, and redundant power supply and internet services (making a power outage virtually impossible). These safeguards are perfect for the housing of a 911 center. iXP negotiated a favorable lease rate with the owner of the facility.
The report covers many of the concerns that have been brought up during the study period. Of the upmost concern is the level of service that is provided to the residents of the 4 cities. The document (page 2) sets out a structure of governance for the consolidated center that includes equal representation from all four cities. It is proposed to have a Governing Board and Operations Board. This scenario is designed to assure quality of service to our citizens.
It is proposed that the consolidated communications center would be operated under the guidance of a Communications Center Manager who would report directly to the Governing Board while maintaining a close relationship with the Operations Board.
If we go forward in consolidation the City of Farmers Branch would eliminate 15 positions from our 2014-15 budget. It is anticipated that current dispatchers would have a great opportunity to be employed by the new center at wages and benefits closely aligned with current conditions.
The Coppell City Council has reviewed the proposal and has directed the City Manager to move forward with consolidation with the following stipulations:
• at least 3 cities participating
• as long as the numbers make sense
• as long as service is enhanced
They also wanted to assure that their employees are treated appropriately.
The Carrollton City Council has reviewed the issue and has committed to consolidation because it enhances public safety.
RECOMMENDATION:
The mission of the City of Farmers Branch is to build a vibrant, dynamic community that consistently seeks to improve the quality of life for the citizens of Farmers Branch. By researching ideas that provide better service at less cost we are following that mission. Additionally, by working with surrounding communities we are leveraging our ability to meet our mission. Core Value #1 in the strategic plan says that we should provide safety and security for citizens, visitors and businesses through progressive public safety programs. To this point, goal numbers 1,7,8,9 and 10 address maintaining exceptional response times to emergencies. Additionally, core value #10, goal 74 directed staff to Engage with community partners to explore and implement shared service delivery. Consolidation can enhance our ability to meet our mission, core values and goals.
Consolidated dispatch centers have proven to provide cost savings and increase efficiency and effectiveness across the country. Consolidation streamlines the activities of a 911 services and eliminates duplication and redundancy. Some of the largest and most critical advantages include the ability to seamlessly talk to surrounding emergency personnel and assuring that the most expedient police/fire/EMS unit is directed to emergency situations.
For these reasons, after considerable study and investigation city administration recommends that the City Council direct the City Manager to move forward to consolidate dispatch services with the cities of Carrollton, Coppell, and Addison.
ACTIONS:
1) Direct the City Manager to prepare a resolution directing city to move forward with consolidating dispatch services with the cities of Carrollton, Coppell, and Addison.
2) Direct the City Manager to move forward with stand alone dispatch services for the City of Farmers Branch only.
ATTACHMENTS:
1. Executive Summary Business Case Report
2. Updated Business Case Report