HomeMy WebLinkAbout10/2/2002 - STAFF REPORTS (6) DATE: October 2, 2002
TO: City Council
FROM: Gary Jeandron, Chief of Police
SPECIAL EVENT STAFFING
RECOMMENDATION:
That the City Council authorize the City Manager to contract with the California Highway Patrol
for Special Event staffing.
SUMMARY:
Three annual events held in the downtown area, The Gay Pride Parade, Veterans' Day Parade,
and Festival of Lights, have grown exponentially. As a result, the policing of the events has
become an overwhelming task. For the past several years, we have called upon the California
Highway Patrol (CHP) to assist us with pre-parade and post-parade traffic control for these
events. In the past, this arrangement was done verbally and informally between the Palm
Springs Police Department and the Indio CHP; however, the CHP is now requiring a formal
written agreement authorizing the City Manager to contract with the CHP for these services.
BACKGROUND:
The CHP has been assisting the Palm Springs Police Department and Parks & Recreation for
the past several years with a number of our special events. Arrangements for CHP services in
the past were generally made verbally during the weekly Special Events Planning Team
meetings. The request for CHP services was made by the Police Department representative at
the meeting, and then Parks & Recreation would be invoiced after the events. The CHP is now
requiring a formal written agreement for these services authorizing the City Manager to enter
into a contract with the CHP for special event staffing. This will have no additional fiscal impact
to the City budget, as these services have been budgeted for in the past.
Gary Jeandron, Chief of Police
Approved: -.•.1' �%. — ,..,:-7. �;
City Manager
Attachments:
1. Copy of CHP Letter of Intent
2. Minute Order
SEP - 9 _002-
State of California—Business,Transportation and Housing Agency GRAY DAVIS, Governor
DEPARTMENT OF CALIFORNIA HIGHWAY PATROL VA&Z' ,
79-650 Varner Road
Indio, CA 92201-9704 �� L
(760) 772-8911 G
(760) 772-8995 (FAX)1-800-735-2929 (TT/TDD) or V I
1-800-735-2922 (Voice) ✓ "
September 3, 2002
File No.: 630.10656 \J
J
Mr. David Ready
Palm Springs City Manager
3200 East Tahquitz Way
Palm Springs, CA 92262
Dear Mr. Ready:
It is the intent of the Department of the California Highway Patrol, Indio Area, to provide traffic
control services for the three public events list below as requested:
1. EVENT: Gay Pride Parade.
SUMMARY/MISSION: The City of Palm Springs, and the Palm Springs Police Department,
requests the California Highway Patrol to provide traffic control services for the event noted
above. Services are required to mitigate the impact on the traffic environment; before, during
and after the event. Said services are to commence and conclude on November 3, 2002. It is
anticipated that Indio Area will need to assign four (4) officers in order to adequately perform
the services requested.
PROJECTED CHP PERSONNEL/EQUIPMENT COSTS:
Officers / 22 Hours @ $49.31 per hour = $1,084.82
Patrol Car miles / 280 @ $0.45 per mile = $ 126.00
Total = $1,210.82
2. EVENT: Veterans Day Parade.
SUMMARY/MISSION: The City of Palm Springs, and the Palm Springs Police Department,
requests the California Highway Patrol to provide traffic control services for the event noted
above. Services are required to mitigate the impact on the traffic environment before, during
and after the event. Said services are to commence and conclude on Novembi.T 11, 2002. It is
anticipated that Indio Area will need to assign four (4) officers in order to adequately perform
the services requested,
No
.c /- Q
Mr. {David Ready
Page 2
September 3, 2002
PROJECTED CHP PERSONNEL/EQUIPMENT COSTS:
Officers / 42 Hours @ $49.31 per hour = $2,071.02
Patrol Car miles / 280 @ $0.45 per mile = $ 126.00
Total = $2,197.02
3. EVENT: Festival of Lights Parade.
SUMMARY/MISSION: The City of Patin Springs, and the Palm Springs Police Department,
requests the California Highway Patrol to provide traffic control services for the event noted
above. Services are required to mitigate the impact on the traffic environment,before, during
and after the event. Said services are to commence and conclude on December 7, 2002. It is
anticipated that Indio Area will need to assign four (4) officers in order to adequately perform
the services requested.
PROJECTED CHP PERSONNEL/EQUIPMENT COSTS:
Officers / 32 Hours @ $49.31 per hour = $1,577.92
Patrol Car miles / 280 @ $0.45 per mile = $ 126.00
Total = $1,703.92
4. PROJECTED TOTAL CHP COSTS:
The total projected CHP costs for all three events = $5,111.76
Services are contingent on verification of authority for the Palm Springs City Manager to contract
with the CHP, as well as delivering a copy of the pertinent City Council meeting minutes to this
office. In addition, the City Manager will be required to sign of a Letter of Agreement between
the City of Palm Springs and the Department. Our Contract Management Unit in Sacramento will
prepare the agreement and you will receive it in the mail for signature. In the interim, we will
continue to coordinate the operational details with you.
I have assigned Lieutenant Elaine Wallace, Area Field Operations Officer, to coordinate the
Department's participation in these events. Should you need any further information, please feel
free to contact Lieutenant Wallace or the at (760) 772-8911.
Sincerely,
N, Captain
Commander
Indio Area
cc: Gary Jeandron, Chief of Police, City of Palm Springs
� �3
MINUTE ORDER NO.
AUTHORIZING THE CITY MANAGER TO CONTRACT
WITH THE CALIFORNIA HIGHWAY PATROL FOR
SPECIAL EVENT STAFFING IN THE FISCAL YEAR
2002-03.
1 HEREBY CERTIFY THAT this Minute Order, authorizing the City Manger to contract
with the California Highway Patrol for special event staffing in the fiscal year 2002-03,
was adopted by the City Council of the City of Palm Springs in a meeting thereof held
on the 2"d day of October, 2002.
City Clerk
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