P R O P O S A L TO PROVIDE THE HALF MOON BAY COMMUNITY WITH LAW ENFORCEMENT SERVICES SAN MATEO COUNTY SHERIFF S OFFICE ~ A TRADITION OF SERVICE SINCE 1856 ~ Sheriff Greg Munks March 7, 2011
Table of Contents TABLE OF CONTENTS Staffing Options... 4 Ancillary Services... 11 Police Facility... 14 Equipment... 17 Letters of Reference... 19 Page 3
Staffing Options Staffing Configurations STAFFING OPTIONS The City of Half Moon Bay s Request for Proposal (RFP) presented several police staffing options for consideration. The staffing options submitted by the Sheriff s Office in response to this RFP addresses the following requested scope of work: All inclusive patrol services 24 hours a day, 365 days a year within the incorporated city limits of Half Moon Bay (Option 4 provides for an alternative staffing model) All management and oversight associated with providing law enforcement services All activities associated with personnel, including recruitment and training Crime prevention Response to high priority calls for service within four (4) minutes or less Conduct all criminal investigations Function as the City s representative in matters involving training and management in the Department s Operations Center Maintenance of all records, police reports, and required/related documents, at least at the current level provided by the Half Moon Bay Police Records Bureau Maintenance and management of the property/evidence function Court Liaison duties and responsibilities Administer programs involving the licensing and permits required for massage establishments, massage technicians and taxicab operations The contract allocates support services to the City of Half Moon Bay based on a per employee basis. These costs include the following: Property provides property and evidence management including receiving found property and the safekeeping and proper disposal of all property turned in as evidence Training provides for state mandated training and in service training. Technical Services provides technical support in matters relating to information technology Records maintains law enforcement records and provides copy of reports to the public Fiscal Services provide accounts payable, accounts receivable, budget, general accounting and contract services Personnel/Human Resources provides recruitment and hiring services including the administration of exams, review of criminal history, drivers license history, credit history and thorough background investigations, including those required for licensing and permits In addition to the staffing options provided, the Sheriff s Office has a K 9 Unit and the Special Weapons and Tactics (SWAT) Team available to assist calls for service in the City of Half Moon Bay. Page 4
Included in the cost of staff is liability insurance and workers compensation insurance. The County s Risk Management and Safety Division manages 14 insurance and selfinsurance programs that are used to control exposure in the areas of general and automobile liability, medical malpractice and property damage as well as contractual liability. Risk Management costs are allocated on a per employee basis and have been allocated to positions within the proposed staffing configurations. Workers Compensation insurance provides for benefits guaranteed by law and costs up to a maximum set by state law for medical care, payment for lost wages and rehabilitation. The only scope of work explicitly excluded from the Sheriff s Office options is to provide police dispatch services 24 hours a day, seven days a week. In response to a pre bidders question, the City stated that The City of Half Moon Bay currently contracts with PSC for dispatch services. Consequently, there would be no need to request a response from PSC. However, the service provider assuming they are not affiliated with PSC could include a bid on dispatch services. The Sheriff s Office is affiliated with PSC and due to this affiliation has not included dispatch services in its proposal. It is the Sheriff's Office recommendation that the City maintain their current contract with San Mateo County Public Safety Communications (PSC). Staffing Options Option 1 A detailed response on this option was not prepared for this proposal, which is consistent with the Department s current staffing configuration, because it would not generate any savings for the City of Half Moon Bay. Option 2 This option provides staffing of two (2) sworn uniformed deputies, 24 hours a day, seven days a week, to work exclusively within the city limits. The Half Moon Bay Police Station would be closed under this configuration. However, there would be a full time office assistant to handle the clerical duties during the day for 40 hours per week. Under this option, the citizens of Half Moon Bay may be required to go to the Sheriff s Office North Coast Substation (located in Moss Beach) or to the San Mateo County Hall of Justice (located in Redwood City) for police records services. This option utilizes a shared services model for investigations, supervision, and administrative management. This model provides a consolidation of these services with existing Sheriff s Office personnel assigned to the Sheriff s Coastside Patrol Bureau. Option 3 This option provides for one (1) sworn uniformed deputy to work exclusively within the City of Half Moon Bay during off peak hours and two (2) sworn uniformed deputies during peak/daytime hours. This option also utilizes a shared services model for investigations, supervision, and administrative management. Page 5
Staffing Options Although we have submitted a costing plan for Option 3, the Sheriff s Office has concerns regarding a lack of staffing to cover all emergency calls for service. Proposing a one officer/deputy during non peak hours may be considered an officer safety issue. With most emergency calls, there is a need to have at least two uniformed deputies respond to handle the matter. Therefore, unless the staffing configuration for non peak hours were to be modified, the Sheriff s Office would recommend against this option. Option 4 This option provides essential law enforcement services to the City of Half Moon Bay. Under this proposal, the Sheriff s Office will utilize shared services and consolidation of existing Sheriff s Office personnel to provide the highest quality of law enforcement to the City. In addition, all law enforcement units on the coast will act as one team. This allows flexibility to send more than two units to any emergency call for service in the City of Half Moon Bay. With this flexibility, the Sheriff's Office may assign Half Moon Bay units to emergency calls outside the city limits; e.g. mutual aid requests. As a result, the budget for Option 4 provides for a cost apportionment. The staffing plan includes six (6) full time uniformed deputies, one (1) full time record technician, and three (3) part time community service officers. In addition, the Sheriff s Office and the City of Half Moon Bay will share the services of two (2) uniformed deputies, one (1) detective, four (4) patrol sergeants, and one (1) Lieutenant/Chief using current Sheriff s Coastside personnel. This option will give the City a minimum of two (2) sworn uniformed deputies during the daytime hours and one and a third (1.33) sworn uniformed deputies for the night shift. Due to the sharing of services, night shift deputies will always have back up coverage for any calls for service. Since the coastside patrol units would function as one team, all necessary Sheriff s Office resources will be made available to handle emergency police service calls within the City of Half Moon Bay. In addition, all on duty uniformed deputies assigned to work within the city limits will be responsible for traffic enforcement. The three part time community service officers will be responsible for parking enforcement, abandoned vehicle removal, traffic control at special events, and other related duties. With a full time records technician, the City will have an option to keep a police service office/facility open for 40 hours per week to serve the City and its residents. Lastly, the Sheriff s Coastside Lieutenant will act as the Chief of Police for the City of Half Moon Bay, if such designation is approved by the Half Moon Bay City Council. Page 6
SHERIFF S OFFICE RECOMMENDATION Staffing Options It is the Sheriff s Office recommendation that the City of Half Moon Bay adopt the approach we have developed for the City as Option 4. This option satisfies Government Code requirements of Sections 51300 51308 and 54980 for generalized and specialized law enforcement and traffic services to the City of Half Moon Bay. With the consolidation and sharing of law enforcement services, the Sheriff s Office is able to offer this proposal at a cost that is significantly less than the City of Half Moon Bay s current budget for law enforcement services. Page 7
Staffing Options OPTION 2 Sergeant & Detective allocation based on weighted average using UCR report for 2008 California Department of Justice Page 8
Staffing Options OPTION 3 Sergeant & Detective allocation based on weighted average using UCR report for 2008 California Department of Justice Page 9
Staffing Options OPTION 4 Sergeant & Detective allocation based on weighted average using UCR report for 2008 California Department of Justice Page 10
Ancillary Services ANCILLARY SERVICES 1. Parking Enforcement utilizing City Ordinance Offense Codes options for 10, 20, or 30 hours per week The Sheriff s Office proposes to provide parking enforcement through the employment of an extra help Community Services Officer. Extra help community services officers are represented by the Service Employees International Union (SEIU). Pursuant to the union agreement with SEIU, the 30 hour per week option would include the cost of health benefits at 50%. The cost of providing parking enforcement under the three proposed options is outlined below: Position Options Salary Benefits Total Cost Extra Help Community Services Officer 10 hrs/week $10,743 $972 $11,715 Extra Help Community Services Officer 20 hrs/week $21,486 $1,945 $23,431 Extra Help Community Services Officer 30 hrs/week $32,230 $11,663 $43,893 2. School Resource Officer Program / Sheriff s Activities League The San Mateo County Sheriff s Office School Resource Officer (SRO) Program is active and operating in the Half Moon Bay Area. It is anticipated that the service area of existing programs will expand to include all eligible Half Moon Bay youth. At no additional cost, the Sheriff Office will utilize their current Coastside School Resource Officer (SRO) to work with the schools within the city limits. Additional programming may be provided by the Sheriff s Activity League (SAL). The SRO Program assigns deputies to schools in an effort to create and maintain a safe learning environment. The SRO Program currently serves a total of 21 schools and over 10,000 students in San Mateo County annually. Other schools in the Half Moon Bay area that are served by the SRO Program are El Granada Elementary and Farallone View Elementary. The SRO Program services include making presentations to students, staff and parents, conducting home visits, security and crowd control for school functions, youth & parent counseling, and drug & gang awareness training (DARE & GREAT). School Resource Officers conduct criminal investigations and make arrests utilizing the same criteria as a patrol deputy. With a focus on the school environment, the SRO Program works effectively to promote safe schools and valuable community partnerships. In addition to the School Resource Officer Program, the San Mateo County Sheriff s Office has an active Sheriff s Activities League (SAL) providing services to youth in the Half Moon Bay area that attend Half Moon Bay schools. SAL serves the unincorporated County areas of the coastside. Coastside SAL includes the following programs: Page 11
Ancillary Services Youth Leadership Academy Peer Mentoring Program Teen Leadership Council Cheerleading Mentoring Program Gardening Mentoring Program The North Coastside SAL serves the unincorporated area of San Mateo County, including Pillar Point, in collaboration with South Coastside Children s Services. The North Coastside SAL includes the following programs: Academic Enrichment Cooking Mentoring Classes Mentoring Programs Youth involved with Coastside and North Coastside SAL are from the following schools: Half Moon Bay High School Cunha Intermediate School Farallone View Elementary School Hatch Elementary School El Granada Elementary School 3. Incident Command responsibilities and police services for long standing traditional city events to include: Pumpkin Festival, Night of Lights, Rock the Block, 4 th of July Parade, and Chamarita The San Mateo County Sheriff s Office has provided assistance to the City of Half Moon Bay in the past for many events. The Sheriff s Office has worked with both the Half Moon Bay Beautification Committee and American Legion to staff their respective events. In addition to these events, the Sheriff s Office has provided resources for the Legends of the Coastside motorcycle event at the Ritz Carlton. There are many options available to staff special events. The Sheriff s Office has a host of armed and unarmed resources available including Sergeants, Deputies, Reserve Officers, and our Emergency Service Bureau (ESB) Volunteers. The ESB volunteers for the various units; Cliff/Dive/Marin Unit, Ground. Mounted and Aerial Search & Rescue, Bay Area Mountain Rescue Unit (BAMRU), Communication and Technical Reserves, Sheriff Team of Active Retired Seniors (STARS) and Youth Explorer Scouts. All of our volunteers are qualified and have been trained based upon their assignments and potential for deployment. Reserve Deputies are Peace Officers Standards and Training (POST) qualified and have passed an extensive background process. Our Explorer Scout Program includes youth ages 14 21 that are assigned to two different posts. These posts have historically included children that live in the Half Moon Bay area. Page 12
Ancillary Services To staff the above events, the Sheriff s Office anticipates using a combination of sworn staff and volunteers. Sworn staff or deputies will be provided on an overtime basis with the number of hours and positions being negotiable based on the needs of the event and the available budget. The below table reflects the maximum hourly rate for sergeants and deputy sheriffs. However, for long standing traditional City events, the Sheriff s Office will work collaboratively with the City and the various agencies to minimize costs and ensure they do not exceed prior year expenditures. Volunteers would be used to staff traffic posts, directing vehicles at main intersections, and pedestrian posts, governing the boundaries of the festival by blocking off streets and directing pedestrian and vehicle traffic. Many of our volunteers live on the Coastside and are available 24 hours per day, 7 days per week. Our STARS program exists solely on the Coastside and includes patrol related services such as reporting suspicious activities and traffic control. 4. Meetings Classification Maximum Rate Sergeant $110.62 Deputy Sheriff $ 97.71 Medical Reserve Corp Quarterly meetings Emergency Preparedness Advisory Committee meets every other month Police Athletic League Monthly meeting and periodic events Law Enforcement Advisory Committee (currently knows as Chief s Advisory Committee) meets every other month Department Head meetings Weekly City Council meetings twice a month The above meetings will be reviewed, and if representation is necessary, attended by the Lieutenant assigned as the Police Chief for the City of Half Moon Bay. There is no additional cost for this service. Page 13
Police Facility POLICE FACILITY In response to the request for proposal for law enforcement services to the City of Half Moon Bay, the Sheriff s Office has conducted a review of the current facility being utilized by the Police Department as well as reviewed some alternatives that we are willing to discuss with the City moving forward with a contract. The Sheriff s Office is flexible and willing to work with the City to discuss both the specific needs for a facility dependent on its proposed use, and the following options that we believe can be considered by the City of Half Moon Bay. Facility issues to be considered include the current radio equipment located at the current facility. Loss of this site will affect the law enforcement radio coverage for both the trunked system and the mutual aid channels service emergency responders in Half Moon Bay and elsewhere on the coast. The cost of relocating the equipment and constructing a new shelter and tower is estimated at around $200,000. Other issues to consider are the funds the City has available for the consideration of an Emergency Operations Center and discussions the County has regarding a potential plan for construction of a County facility on the coast and its shared services space potential. OPTIONS 1. Maintain Current Facility The current facility has accommodated 14 officers, four sergeants, one commander, one Chief, and four office staff personnel. We believe a contract will require fewer personnel. The current facility may be well beyond the size needed. The Sheriff s Office may be able to identify necessary space for a sub station operations while sharing the remaining space with other municipal functions such as Public Works, Planning, or other city departments. Advantages: Building is owned and designed to function as a police station Radio equipment would not have to be relocated, saving approximately $200,000 The site is known and recognized by the community as the police station Disadvantages: The building(s) are not designed to be a permanent structures The structure(s) is/are old and believed to be beyond sustainable repair The building may be too large for the number of law enforcement personnel needed to provide services to the City Page 14
Police Facility 2. Rent a Storefront There are several storefronts available on Main Street and three local shopping centers where a substation/service center could be established. Advantages: Smaller, efficient use of space, visible, and ability to modernize facility City could use the current site for other uses Disadvantages: The current station is already owned by the City Moving the radio equipment to another site will create interference with the current communications system and require the moving of the equipment which could cost as much as $200,000 3. Consolidate the Half Moon Bay Police Department Station and Sheriff s Coastside Station This option would involve relocating both current stations to an area that would provide access to both the City and the north coast unincorporated areas. The new station could be a joint shared facility located in either the northern limits of the City or the Miramar area. This would create a single point of service in equal proximity to both service areas. Advantages: Both operations would be consolidated into one center, requiring only one rent payment/purchase price Disadvantages: The North Coast Substation is the only County facility providing service for the north coast The Community has utilized this facility since 1998 Moving expenses for both the facilities and the radio equipment could cost as much as $200,000 4. Use the North Coast Sub Station Discontinue the use of the Half Moon Bay Police Station and work all operations from the North Coast Substation in Moss Beach. Advantages: The North Coast Substation is an established community asset and has served the overall coastal community well Easily visible from Highway One Close to both the Half Moon Bay Airport and Pillar Point Harbor which are valuable assets for logistical support in the event of a major incident Page 15
Police Facility Disadvantages: The City of Half Moon Bay may desire an in town service center when choosing their service provider The radio equipment location will become a cost to either the City or the County of as much as $200,000 5. Open a Point of Service Location/Service Center in Half Moon Bay Open a small Sheriff s Service Center in the City of Half Moon Bay. The Service Center could provide the following services: A. Reception/front counter assistance: that will provide: reports, information, and other walk in service request B. 911 phone outside for after hours calls for service C. Visibility in the community Advantages: The North Coast Sub Station would be used for storing the Half Moon Bay patrol vehicles and provide lockers for staff All staff would begin their day at the North Coast Sub Station The Sheriff s Service Center will provide community services while requiring a very limited amount of space available The Sheriff s Service Center could be located at an area in City Hall or a small space at the Ted Adcock Community Center (also located at 567 Kelly Ave) Other potential locations could be the Coastside Fire Protection District s offices on Main Street or any number of small rental properties The existing police station could be easily converted into a Sheriff s Service Center while freeing up space for other City departments Disadvantages: The Sheriff s Service Center would provide less service to the Half Moon Bay community than is currently offered The radio equipment at the existing police station would continue to be an issue Recommendations If selected as the provider of law enforcement services, we propose to engage in discussions to identify what the community needs in regards to a police department facility and services. We also believe it would be in our mutual best interests to look at facility partnership opportunities that would leverage our current presence on the Coastside in a manner that would meet our respective community needs. Page 16
Equipment EQUIPMENT Inventories The San Mateo County Sheriff s Office will conduct an inventory of equipment owned by the City of Half Moon Bay. This inventory includes assets such as vehicles, computers, electronic equipment, firearms, ammunition, safety supplies and radios. Relative to the transfer of such properties, an agreement that outlines the transfer of law enforcement services to the Sheriff's Office from the City of Half Moon Bay will be developed. This agreement will outline the equipment to be transferred to the Sheriff s Office including the fair market value of any equipment to be transferred. Fair market value may be determined using a variety of methods including Kelly Blue Book and other sources. The total cost of any additional start up purchases will be credited according to the fair market value of the equipment to be transferred. Vehicles Effective on the proposed transfer date, the City will be required to transfer to the Sheriff s Office all of the City owned vehicles that are found to be acceptable and not retained for the City s use. The Sheriff s Office will credit the City for the fair market value of acceptable city owned vehicles. For vehicles that are identified as unacceptable by the Sheriff s Office, at the City s option, the Sheriff s Office may offer to purchase the vehicles at the fair auction value as determined by the Sheriff s Office in good faith for purposes other than use in providing direct services to Half Moon Bay. Upon transfer of the vehicles, the City will be responsible for providing all maintenance records and ownership papers to the Sheriff s Office including without limitation, titles of the City owned vehicles. During the duration of the contract, the Sheriff s Office will be responsible for purchasing all vehicles necessary to perform law enforcement services for the City of Half Moon Bay. These costs will be factored into the contract. The current rate for vehicle replacement is shown in each of the contract options as well as the mileage rate that will be charged with mileage estimates. The vehicle replacement charge is an annual charge that reflects the annual cost requirement to build a reserve necessary to replace a vehicle at the end of its useful life. This charge is reflected in the contract amount and will be billed to the City in accordance with agreed upon billing practices. The mileage rate funds the operation and maintenance of the vehicles including fuel and maintenance such as oil changes, tune ups, tires, etc., during the life of the vehicle. Firearms, Ammunition and Safety Equipment Effective on the transfer date, the City will be responsible for transferring to the Sheriff s Office all City owned firearms, ammunition and safety equipment that the Sheriff s Office identifies as acceptable. If necessary as part of start up, the Sheriff s Office will purchase new firearms, ammunition and safety equipment for those deployed in Half Moon Bay, and Page 17
the City will be responsible for reimbursement to the Sheriff s Office for all costs and expenses arising from such start up purchase. The Sheriff's Office will credit the City the fair market value of the City owned firearms, ammunition and safety equipment identified as acceptable by the Sheriff's Office. As soon as possible after the transfer date, the City will be responsible for providing all maintenance records and ownership papers for City owned firearms, ammunition and safety equipment to the Sheriff's Office. The Sheriff's Office will update the transfer of the firearms with the California Law Enforcement Telecommunications System (CLETS), Automated Firearms System (AFS) as soon as possible after the transfer date. Included in the contract will be an annual charge for safety equipment for sworn employees assigned to the City of Half Moon Bay. The Sheriff's Office will bill the City in accordance with agreed upon billing practices. During the life of the contract, the Sheriff's Office will be responsible for purchasing all firearms, ammunition and safety equipment for use in providing direct services to the City of Half Moon Bay. Equipment Computers, Electronic Equipment and Radios Effective on the transfer date, the City will be responsible for transferring to the Sheriff's Office all City owned computers, electronic equipment and radios identified as to be used to provide law enforcement services to the City of Half Moon Bay. The City will be responsible for reimbursing the Sheriff's Office for all mutually agreed start up costs and expenses arising from the purchase of such new equipment and the Sheriff's Office will credit the City the fair market value of the City owned computer, electronic equipment and radio that the Sheriff's Office finds appropriate for transfer. The cost of radio maintenance is included in the cost of the proposed contract. This includes serviceability and maintenance provided by the San Mateo County Information Services Department. During the duration of the contract, the County will be responsible for the replacement of radios. The future replacement of other computer and electronic equipment will be made pursuant to mutual agreement between the City and County. Page 18
Letters of Reference LETTERS OF REFERENCE (Proceed to the following pages) Page 19