PLAN TO COOPERATE, COLLABORATE, & CONSOLIDATE SERVICES (2013) Economic Vitality Incentive Program

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1 PLAN TO COOPERATE, COLLABORATE, & CONSOLIDATE SERVICES (2013) Economic Vitality Incentive Program January 24, 2013

2 Table of Contents Introduction... 3 Consolidation of Public Safety Answering Points (Dispatch)...4 Consolidation of Public Safety Answering Points with Bloomfield Township...4 Consolidation of Public Safety Answering Points with the Village Beverly Hills (NEW)...4 Proposed Building Inspection Agreement with Beverly Hills... 5 Michigan Intergovernmental Trade Network (MITN)... 6 Transit-Oriented Development Task Force... 7 Central Woodward Corridor Alternatives Analysis... 8 Service Sharing Efforts with Baldwin Public Library... 9 Sharing Internet Services with Baldwin Public Library... 9 Sharing Telephone Service Circuits with Baldwin Public Library... 9 Sharing of Financial System with Baldwin Public Library Sharing of Baldwin Public Library Staff Future Opportunities to Cooperate, Collaborate, and/or Consolidate Past & Ongoing Cooperative, Collaborative, & Consolidated Services

3 Introduction The City of Birmingham has long been an organization which has sought out regional partners with which it can partner to provide local government services in an effective and efficient manner. Examples include long-standing collaborative service arrangements such as the waste management services provided through the Southeast Oakland County Resource Recovery Authority (SOCRRA) and mutual aid efforts for emergency response. As the City continues to strive for efficiency and effectiveness in its operations, the administration will continue to seek out viable partnerships with neighboring communities to continue providing high quality services to residents, businesses and visitors. The following summary of cooperative, collaborative, and consolidation-related efforts is provided for public review pursuant to the State of Michigan s guidelines for the FY 2013 Economic Vitality Incentive Program (EVIP). 3

4 Consolidation of Public Safety Answering Points (Dispatch) Consolidation of Public Safety Answering Points with Bloomfield Township In 2007, the City of Birmingham and neighboring Bloomfield Township received a professional services grant from Oakland County which provided for a study of the consolidation of police and fire operations, including dispatch operations. From the beginning, this effort has been described as an evolution, not a revolution, with the focus of the effort being on evolving the existing relationship between the City and Township to the point where service are provided in a cooperative or consolidated manner. Consolidated dispatch operations would allow for enhanced mutual aid responses for police, fire, and emergency medical services. Later in the discussions, the option of adding a third partner community, the Village of Beverly Hills, was explored. STATUS Following a close examination of the potential consolidation options available, the City and Township decided not to pursue consolidation of Public Safety Answering Points at this time. Project began in 2007 and is currently on hold. Consolidation was not feasible at this time due to concerns over loss of 24 hour public access to Birmingham Police Station, which is located downtown. Additional staffing to keep station open resulted in minimal cost savings. To be determined. Consolidation of Public Safety Answering Points with the Village Beverly Hills (NEW) During the discussions with Bloomfield Township regarding consolidation of Public Safety Answering Points, the Village of Beverly Hills was considered as a possible third partner community. Following the end of discussions with Bloomfield Township, Beverly Hills approached Birmingham in April STATUS: COMPLETED, EFFECTIVE JULY 1, 2012 Effective July 1, 2012 the City of Birmingham has been contracted by the Village of Beverly Hills to serve as the central public safety answering point for both communities, including the dispatching of police, fire, emergency medical services, and public safety. The agreement resulted in a payment of $232,500 from the Village to the City for fiscal year This resulted in additional revenues for the City and represented a lower cost of service for the Village. 4

5 Proposed Building Inspection Agreement with Beverly Hills The Village of Beverly Hills currently provides its building plan review and inspection services with contract inspectors and processes permit applications with a shared clerical position within the Village. Inspections are conducted within the Village two days per week. The Village s electrical inspector has retired and their building official will retire shortly. The City of Birmingham has highly trained full time inspectors and permit technicians. The City and Village have already entered into an intergovernmental contract for the City to provide electrical inspection services to the Village; and are developing a comprehensive plan in which the City will provide the Village with full building department services. STATUS Discussions ongoing, the City is currently providing electrical inspection services to the Village on an interim basis for a flat $50 per inspection fee. Discussions began in early 2011 and implementation is currently targeted for the 4 th Quarter of None at this time. To be determined. 5

6 Michigan Intergovernmental Trade Network (MITN) The City of Birmingham has long been a member of the Michigan Intergovernmental Trade Network (MITN) purchasing cooperative. This cooperative, formerly known as the Tri-County Purchasing Cooperative, originally comprised public entity purchasers from Southeastern Michigan and was initially formed to network and discuss common issues. Soon after its formation, common items were identified that are now bid as a Cooperative. The group has expanded to include public entities from across the State. Some members, including Birmingham, voluntarily banded together to create an e-procurement system that allows vendor Registration, bid postings and tabulations, bid awards and on-line auction services. It provides vendors a single location where they can register for bids from numerous participating entities, and allows cities to save administrative costs. This has been done at no cost to the participating cities. STATUS: IMPLEMENTED, ADDITIONAL SHARING IN PROGRESS A new online cooperative purchasing function was launched in November A new contract database provided a way for City departments and purchasing staff to share contracts with "piggyback" identification. Some additional features and benefits included the ability to share contracts within the system, ability to enter start/end dates, extension options and value, attach supporting documents, revisions to contracts, and more easily locate contracts that have "piggyback" language within the Bid Library. There are now 100 members using MITN. Utilizing MITN has improved the City's business processes and provided operating efficiencies. The City has 15 departments that have used the MITN system. Departments have posted 451 online solicitations and auctioned 354 items on the MITN website. The Tri-County Purchasing Cooperative was started in October 2002 and MITN was started in March 2003 and has continued to develop and expand membership. The cooperative will continue to seek additional opportunities as they arise, including expansion of membership throughout None at this time. To be determined. 6

7 Transit-Oriented Development Task Force The City of Birmingham is one of five municipalities in Oakland County currently working together with key institutional partners, employers, and regional, state and federal authorities to develop a vision for the Woodward Avenue corridor in southern Oakland County as a unified "linear city". Formed in the fall of 2010, the TOD Task Force is working to enable a coordinated review of local land use planning, zoning and development standards in the corridor in conjunction with the alignment of high-capacity mass transit. This transit-oriented development (TOD) approach to planning will allow residents, businesses, and visitors to the area to enjoy enhanced economic development and reinvestment in the region, higher property values, improved public transit service and greater mobility options, expanded transit capacity, and additional connections to major employment and activity centers. STATUS TOD Task Force in place. Further action pending based upon results of Alternatives Analysis (see below). Task force formed in fall 2010, further action pending based upon results of Alternatives Analysis. None at this time, further action pending based upon results of Alternatives Analysis. To date, $47,000 received in grants from Michigan Department of Transportation & the Urban Land Institute. Future savings/revenues to be determined. 7

8 Central Woodward Corridor Alternatives Analysis The City of Birmingham is one of six municipalities in Oakland County currently working together voluntarily to connect the Woodward Light Rail project (currently in the Preliminary Engineering Phase with the Federal Transit Authority) to the densely populated areas of southern Oakland County to enhance transit service to residents and spur economic development. This initiative commenced in the summer of 2011, and the resulting collaboration team includes the municipalities of Ferndale, Pleasant Ridge, Huntington Woods, Berkley, Royal Oak and Birmingham, along with SMART, DDOT and the MDOT, the Michigan Suburbs Alliance, Woodward Avenue Action Association, Wayne State University, Beaumont Hospital and the Detroit Zoological Society. STATUS In 2012, the Central Woodward Corridor Steering Committee was expanded to include the entire 27-mile Woodward Ave. corridor from Detroit to Pontiac. A Request for Proposals was issued and Parsons Brinkerhoff was hired to conduct the Alternatives Analysis in summer Public input meetings were held in December 2012 and progress continues with an estimated completion date in the 2 nd Quarter of The project began in the summer of 2011 and is expected to conclude in the 2 nd Quarter of None at this time. To date, $2,000,000 received in federal grant funds. Future savings/revenues to be determined upon completion of study. 8

9 Service Sharing Efforts with Baldwin Public Library The Baldwin Public Library is housed in a building owned by the City of Birmingham, but is governed by a six-member Library Board elected by the voters. The Baldwin Public Library, which is located in Downtown Birmingham, serves as the local library for Birmingham and several neighboring communities - Beverly Hills and Bingham Farms. In November 2011, the Library also entered into a contractual agreement with the City of Bloomfield Hills to provide library services to its residents. While the City and the Baldwin Public Library have always worked together, the two organizations have focused on improving working relationships and increasing cooperative efforts in recent years in order to fully take advantage of economies of scale and improve service delivery. Following is a summary of current collaborative projects being explored. Sharing Internet Services with Baldwin Public Library The City of Birmingham has proposed sharing Internet services with the Baldwin Public Library for the purpose of providing a back-up connection method for City in the event of communication failure. The Library will be provided upgraded equipment as part of this project. The collaboration effort is possible through the use of fiber optic cable connecting both buildings. STATUS: COMPLETE, EFFECTIVE APRIL 2012 Implementation has resulted in cost savings and provided for redundancy in backup capabilities. Projected costs savings are approximately $3,600 per year in addition to added stability of internet services. Sharing Telephone Service Circuits with Baldwin Public Library The City of Birmingham has proposed a joint sharing of telephone circuit service (Primary Rate Interface) with the Baldwin Public Library for the purpose of providing a back-up connection method for both parties in the event of telephone circuit communication failure. The collaboration effort is possible through the use of fiber optic cable connecting both buildings, leveraging telephone system hardware and by the City proposing system programming changes, which will further leverage assets to mutually benefit both parties. Baldwin Public Library will gain redundant service. The City will have eliminated the need for paying for a redundant service circuit. STATUS: COMPLETED, EFFECTIVE APRIL 2012 Implementation has resulted in cost savings and provided for redundancy in backup capabilities. Projected costs savings are approximately $3, per year, in addition to improved business continuity in the event of a service disruption. 9

10 Sharing of Financial System with Baldwin Public Library The Library is in need of a financial software system and the City has proposed that the Library use its financial software. The Library will pay the City a fee to help offset costs of software maintenance. The Library will retire its outdated system and have access to a new system for a fraction of the cost. Staff time is expected to be reduced as Library staff currently enters accounting and payroll data in their current system and then it must be transferred to the City s system for processing. STATUS Networking changes have been implemented and payroll component went live in January Other components will be implemented throughout City upgrade to financial software took place beginning in It is expected that the Library will be fully integrated by the 4 th quarter of None at this time. Projected savings for the Baldwin Public Library are estimated at $5,500 annually. Sharing of Baldwin Public Library Staff The City of Birmingham has used Baldwin Public Library s Technology Instructor and computer lab when the City is in need of computer training. The Library collects a fee and in return the City receives customized training and the use of the Library s computer lab at a reduced cost. This solution is cost effective for the City and generates revenue for the Library. The classes are customized so the time the employees are away from the office is reduced and since the Library is within walking distance, no travel expenses are incurred. The City will continue to use this service in 2013 to provide Windows 7 operating systems training to employees as computers are replaced. STATUS Program in place, possible expansion being explored. Discussions began in early 2011 and several trainings have occurred. Additional trainings anticipated throughout As the City rolls out new software options, additional training opportunities may arise. None at this time. This effort reduces computer training costs for the City by approximately 50% compared to using off-site training facilities or contracting with a private entity. 10

11 Future Opportunities to Cooperate, Collaborate, and/or Consolidate The City of Birmingham is committed to providing high levels of services to residents and businesses within the community utilizing the most effective and efficient means available. The City Administration will continue to aggressively pursue future opportunities to cooperate, collaborate, and/or consolidate which are in the best interest of the City and its residents and businesses. Past & Ongoing Cooperative, Collaborative, & Consolidated Services In addition to the efforts detailed above, the City of Birmingham has previously entered into a number of cooperative, collaborative, and/or consolidated service arrangements, which are detailed below. Department(s) Assessing Building Information Technology* Information Technology* Information Technology & Finance* Finance & Treasury Finance & Treasury Fire/EMS Fire/EMS Fire/EMS Fire/EMS Fire/EMS Description of Services Contracted Assessing services with Oakland County and eliminated City Assessing Department Oakland County Building Officials Association Damage Assessment Mutual Aid Agreement Phone System sharing agreement with Baldwin Public Library Internet services sharing agreement with Baldwin Public Library Financial System sharing agreement with Baldwin Public Library Internal consolidation of Finance & Treasury functions, including combining multiple positions Member of the Michigan Intergovernmental Trade Network (MITN) purchasing cooperative Mutual Aid to provide fire, rescue, hazardous materials and EMS assistance to the city during emergencies Member of Regional Alliance for Firefighter training (RAFT) providing discounted training opportunities Participate in the Oakland County 800 MHz Radio System Recent fire truck group bid process with five other communities OCMCA Group Purchasing Consortium for medical supplies. Estimate Annual Cost Savings/Revenue $386,300 $3,000 $3,500 $5,500 $311,536 $50,000 $56,000 11

12 Department(s) Fire/EMS Police Police Police Police Police* Description of Services Participate in the Oakland County Fire Records Management System (FRMS) Oakland County CLEMIS participation Participation in Oakland County CLEMIS Open Sky Radio System Member of Major Criminal Case Investigations collaboration with 4 other agencies Agreements to share police pistol range facility & school crossing guard program with Beverly Hills Public Safety Participation in Oakland County Narcotics Enforcement Teaminvestigations Estimate Annual Cost Savings/Revenue Equivalent of 12 FTE (per CLEMIS Report) $933,977 $6,200 $45,000 Police Officer & Dispatch training through State of Michigan $8,260 Police Agreement with Birmingham Public Schools to provide School Liaison Officer $60,300 Police Consolidated and privatized Animal Control services $130,000 Public Safety Answering Point (Dispatch) * Public Services Public Services Public Services Agreement between the City and the Village of Beverly Hills for the City to provide Public Safety Answering Point (Dispatch) services to the Village. Member of Southeastern Oakland County Resources Recovery Authority (SOCRRA); includes cooperative bidding for private trash & recycling collection Member of Southeastern Oakland County Water Authority Service agreement to utilize City of Troy fleet maintenance services in emergency situations $232,500 *IMPLEMENTED IN

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