TITLE:
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TRAFFIC MANAGEMENT SERVICES AGREEMENTS WITH THE 32ND DISTRICT AGRICULTURAL ASSOCIATION
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DEPARTMENT: POLICE DEPARTMENT
PRESENTED BY: JARED BARNES, POLICE SERGEANT
CONTACT INFORMATION: JARED BARNES (714) 754-5125
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve the 2024 agreement between the City and the 32nd District Agricultural Association for traffic management services for the Orange County Fair.
2. Approve the 2024 agreement between the City and the 32nd District Agricultural Association for traffic management services for all designated year-round events at the Orange County Fair and Event Center (“OCFEC”).
3. Authorize the City Manager, or her designee, to execute the agreements.
4. Authorize the City Manager, or her designee, to execute any amendments to the agreements, including but not limited to, amendments increasing the maximum compensation to be paid to the City.
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BACKGROUND:
Each year the City enters into two agreements with the 32nd District Agricultural Association (“District”) to provide traffic management services. The first agreement applies to services provided by Police Department personnel during the annual Orange County Fair (“OC Fair”). The second agreement applies to services provided by Police Department personnel at designated events that occur at the Orange County Fair & Event Center (OCFEC) throughout the year.
The State of California requires the governing body (City Council) to approve all agreements before payment can be made.
ANALYSIS:
The Costa Mesa Police Department is requesting City Council approval to enter into agreements with the District to provide the District with traffic management services during the 2024 OC Fair and during designated events throughout the year at the OCFEC.
The agreements provide for reimbursement of personnel costs incurred by the City for providing traffic management services for the events. The District will compensate the City in accordance with the hourly rates set forth in the City of Costa Mesa Rate Determination, established pursuant to Administrative Regulation 2.13.
Generally, the services that will be provided under both agreements include:
1. Providing and coordinating traffic management services for events at the OCFEC.
2. Controlling or “pickling” traffic lights in unison with the efforts of the District’s Parking Department.
3. Closing City streets in unison with the efforts of the District’s Parking Department. Police Department personnel will update signage boards to reflect street closures and directional information in conjunction with the District’s Parking Department.
The details relating to each agreement are outlined below.
Traffic Management Services - Orange County Fair
The agreement specific to traffic management services during the OC Fair has a term of July 19, 2024 through August 18, 2024. The services will be provided during the OC Fair, which is scheduled from July 19, 2024 through August 18, 2024. The District will pay the City a maximum of $314,747.50 for services provided during the OC Fair. However, if that amount is reached, the City and District will meet to amend the maximum compensation as needed.
Traffic Management Services - Designated Events at the OCFEC
The agreement specific to traffic management services during designated year-round events has a term of July 1, 2024 through June 30, 2025. The services will be provided during designated large-scale events that occur at the OCFEC. The District will pay the City a maximum of $118,090 for services provided for events throughout the year. However, if that amount is reached, the City and District will meet to amend the maximum compensation as needed.
ALTERNATIVES:
The City Council could choose not to approve the agreements between the City and the 32nd District Agricultural Association for traffic management services. However, this alternative would result in increased traffic congestion in and around the OC Fair during large-scale events, which would impact and require Police Department resources without any compensation.
FISCAL REVIEW:
The agreements are not anticipated to have a fiscal impact on the fiscal year 2024-25 budget.
The City is eligible for a reimbursement of up to $314,747.50 for services rendered during the OC Fair. Similarly, costs incurred for services provided at large-scale events at the OCFEC from July 1, 2024 through June 30, 2025 is offset by the agreement with the 32nd District Agricultural Association for up to $118,090. The agreements can be amended if maximum compensation is reached.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and the agreements and approved them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports City Council Goal: Strengthen the Public’s Safety and Improve the Quality of Life.
CONCLUSION:
Staff recommends the City Council:
1. Approve the 2024 agreement between the City and the 32nd District Agricultural Association for traffic management services for the Orange County Fair.
2. Approve the 2024 agreement between the City and the 32nd District Agricultural Association for traffic management services for all designated year-round events at the Orange County Fair and Event Center (“OCFEC”).
3. Authorize the City Manager, or her designee, to execute the agreements.
4. Authorize the City Manager, or her designee, to execute any amendments to the agreements, including, but not limited to, amendments increasing the maximum compensation to be paid to the City.