HomeMy WebLinkAbout2014-116 Contract - ECSO - Police
1-ft-ECS 09-1-1
EMERGENCY COMMUNICATIONS
OF SOUTHERN OREGON
EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON
TELECOMMUNICATIONS CONTRACT
This Contract is made and entered into in duplicate this _I day of
201q by and between EMERGENCY COMMUNICATIONS OF SOUTHERN
OREGON, an unincorporated association of governmental entities organized under ORS
Chapter 190, hereafter "ECSO," and ASHLAND POLICE DEPARTMENT hereafter "USER."
WITNESSETH:
WHEREAS, ECSO is an association of governmental entities organized under an
Intergovernmental Agreement under the authority of ORS Chapter 190 and as a "local
jurisdiction" under authority of ORS Chapter 403 for the purpose of implementing a primary 911
Public Safety Answering Point, hereafter "PSAP," capable of providing wireline and wireless
phase I and phase II telephone services, collectively known as "PSAP Services" received at
ECSO for the greater Jackson County area and Crater Lake National Park, and also capable of
providing emergent and non-emergent public safety radio communications and dispatch
services, to its Users collectively known as "Dispatch Services"; and
WHEREAS, ECSO has a fully equipped and staffed telecommunications center,
hereafter "CENTER" capable of delivering PSAP Services and Dispatch Services, and
WHEREAS, USER desires that ECSO provide it with the aforementioned services, and
NOW, THEREFORE, in consideration of the mutual undertakings and obligations set
forth herein, the parties covenant and agree as follows:
1. Telecommunications Connectivity and Maintenance:
a) ECSO shall have responsibility for maintenance and support of communication lines and
equipment and to contract with Owest Communications, its subsidiaries, successors or
other approved Contractors for 911 lines and equipment, and to provide for
maintenance of other equipment and software required for effective operation of the
system.
b) ECSO Information Technology (IT) staff or agents will provide and/or manage the
installation, implementation, maintenance and support of ECSO lines and equipment
necessary to transmit telephone, radio and wireless signals between the User and
ECSO. Except as provided in c) below, User remains responsible for maintenance of its
side of the telecommunications link. The cost of accomplishing and maintaining this
linkage for all participating agencies will be shared as part of the ECSO technical
operating budget.
c) Scope
1) Respond to the User agency to trouble-shoot and repair User's minor
equipment malfunctions, such as printers, pc's, keyboards, etc. as it pertains to
dispatch and 911 services provided by ECSO.
2) Respond to the User agency to trouble-shoot and provide the IT staff as
necessary to repair Users' law and fire network servers and wireless networks
specifically in support of police and fire services and mobile communication
terminals as it pertains to dispatch and 911 services provided by ECSO. The
cost of any equipment to make such repairs shall be borne by the User Agency.
3) Assist with the User Agency's strategic planning for related projects which they
may wish to pursue.
4) Provide connectivity to the MDC interface with CAD.
5) Provide connectivity to the RMS interface.
6) Provide connectivity to the CMS interface.
7) Provide dispatch specific connectivity to the Mercy Flights Ambulance interface.
8) Provide connectivity to the MOS field reporting system.
2. Services:
a) The User shall have local control over the manner in which its calls-for-service are
processed and prioritized for dispatch by ECSO.
b) The User may only designate a particular procedure change as critical where the
change is required by court order or other severe mitigating circumstances. ECSO
shall, to the extent possible, implement immediate procedures which accommodate the
change. If any such procedure is incompatible with ECSO's operating policies, ECSO
shall notify the User of the reasons therefor while still implementing the procedure. The
procedure will be implemented, to the extent possible, until such time as both parties
can mutually resolve their concerns or bring the matter before the CEO Board for review
and recommended action. The CEO Board's decision shall be deemed final and binding.
c) If ECSO and the User cannot informally resolve any non-critical dispute as to dispatch
procedures, either party may request that the matter be brought before the ECSO CEO
Board for resolution. If any such procedure is incompatible with ECSO's operating
policies, ECSO shall notify the User of the reasons therefor while still implementing the
procedure. The procedure will be implemented, to the extent possible, until such time
as both parties can mutually resolve their concerns or bring the matter before the CEO
Board for review and recommended action. The CEO Board's decision shall be deemed
final and binding.
d) ECSO shall train its personnel in those User procedures and regulations which may be
deemed necessary to provide effective service. ECSO will provide orientation to User
personnel as may be requested by the User.
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e) Scope
1) Provide PSAP Services on a 24/7 basis.
2) Provide Dispatch Services 24/7, including status keeping and after-hours call-
outs.
3) Perform pages and notifications per User agency procedure, or upon demand.
4) Perform radio and/or MDC broadcasts of administrative messages, attempts to
locate and all-points bulletins.
5) Provide law enforcement access to DMV, NCIC, LEDS and as reasonably
feasible, other Jackson County regional information systems as requested by
eligible agencies..
6) Provide for the maintenance and update of the automated Geo-file and Master
Street Address Guide.
7) Provide Phase 11 911 mapping within dispatch, and as available to MDC's.
8) Maintain back-up communications systems.
3. Duration and Amendment:
a. This Contract shall be for a period of 12 months. The Contract term will begin at
midnight on July 1, 2014, and end at midnight on June 30, 2015. USER agrees
to notify the ECSO CEO Board Chair, in writing, no later than June 30 of any
year for withdrawal effective July 1st of the following calendar year. Failure of
USER to so notify ECSO will result in damages not less than the withdrawing
party's share of the Agency's annual operations costs for the next fiscal year, as
and for liquidated damages.
b. This Contract shall be subject to amendment only by written approval of both
ECSO and USER,
c. All previous contracts with USER for similar services are terminated as of the
effective date hereof.
4. User Advisory Groups:
a. The Law Enforcement User Advisory Group and the Fire/EMS User Advisory
Group may meet monthly, or as may be needed to review dispatch procedures
and develop common policies which will enhance mutual operations.
b. The USER shall be entitled to one voting representative on the Law and/or
Fire/EMS User groups for the purpose of representing the USER's special
interests, service requirements and operational role within the Center.
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5. ECSO Administrative Responsibility:
a. ECSO shall have full authority and responsibility over hiring, training, discipline,
scheduling and.assignment of personnel assigned to perform and to supervise
services provided under this Agreement. ECSO shall have full discretion and
authority under emergent conditions to prioritize service among conflicting service
demands.
b. ECSO may contract.to provide services to other agencies at its discretion
provided ECSO shall undertake no such obligation which has the effect of
diminishing or degrading the level of service provided to the current Users.
C. The ECSO Director, or designee will communicate with the User agency on a.
regular basis to ensure continuity of service.
d. Scope
1) Ensure appropriate staffing levels.
2) Provide scheduled system performance and activity reports.
3) Provide quarterly and annual performance reports.
4) Complete and maintain professional certifications.
5) Maintain State and Medical certifications.
6) Review and respond to in-service job performance inquiries.
7) Provide User community support.
6. Performance Standards:
a. The CEO Board will review and approve a system for performance
measurements.
7. Annual Budget Preparation:
Draft budget figures will be developed by ECSO by the end of December of each year.
On or about January 15th, the CEO Board will review and recommend modifications to
the proposed budget. On or about February 15th the Intergovernmental Council will
review and recommend modifications to the proposed budget. ECSO will make the
recommended modifications and issue a preliminary budget in March. The budget will
be adopted by the CEO Board no later than its June meeting,
8. Financial:
a. USER shall pay ECSO the 'total sum of $385,489.93 in consideration of the
services outlined in Paragraph 1 above for the Contract term. This amount shall
not increase during the Contract term.
b. USER agrees to pay the charges as prescribed at a minimum in four (4) equal
installments and due no later than July 10, October 10, January 10 and April 10
of each contract cycle. Payments shall be made to ECSO, 400 Pech Road,
Central Point, OR 97502.
c. If the installments are paid when due, no interest shall accrue on the unpaid
balance of the Contract amount stated in a. above, but any overdue installment
shall bear interest at one and three-quarters percent (1% per month from its
due date.
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d. Law user rates are based on 70% of the total budget less revenue and minimum
user fees, and fire user rates are based on 30% of the total budget less revenue
and minimum user fees. All user rates are then calculated by use of a formula
that incorporates the population base served by the user and the assessed
valuation of each user's jurisdiction.
e. State 911 tax revenue reimbursements to ECSO shall be maintained in a
separate interest bearing fund independent of the ECSO general fund.
9. Property:
During the term of this Contract, ECSO shall ensure the operation of all equipment and
property in the CENTER as necessary to provide the services which are to be performed
under this Contract, which services shall be in compliance with the operating standards,
procedures, and rules -adopted by ECSO.
10. Hold Harmless Clause:
The parties shall hold each other harmless and shall indemnify the other from any and
all causes of action, judgments, claims, damages, or otherwise arising out of its sole
and solitary acts.
11. Default:
Upon default by USER of the payment terms of this Contract, said default existing for
thirty (30) days, ECSO may terminate further provision of communication services to
USER upon ten (10) day written notice to cure given to USER. ECSO may also
terminate such services for default by USER of any other material term of the Contract
upon thirty (30) day written notice to cure given to USER.
12. Arbitration:
In the event a dispute arises under the terms of this Contract, the parties shall submit
the dispute to binding arbitration in accordance with ORS Chapter 36. Notice of intent to
arbitrate shall be given in writing to the other party. Within ten (10) business days of the
Notice of Intent to Arbitrate, ECSO shall request a list of seven (7) names from the
Jackson County Court Annexed Arbitrator List. The parties shall alternately strike one
name from the list until only one name from the list remains. The USER shall strike first.
The remaining individual shall be the Arbitrator. The striking shall be conducted no
longer than ten (10) business days after receipt of the list. The rules applicable to the
arbitration shall be the same as if the matter were being heard in a court annexed
arbitration proceeding in Jackson County, except to the extent such rules address
appeal or other recourse to the Court as the intent of the parties is that such arbitration
be final and binding and the parties agree to be so bound by such decision. Each party
shall initially bear the cost of arbitration equally, provided, however, that the prevailing
party as determined by the arbitrator shall be entitled to an award by the arbitrator of its
reasonable attorney fees and costs of the arbitration.
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13. Savings Clause:
If, during the period of this Contract, it is determined by judicial or arbitration ruling or by
mutual agreement of the parties that a specific clause of the Contract is illegal under I
federal or state law, the remainder of the Contract not affected thereby shall remain in
force. i
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14. Notices:
r
Any notice required or permitted under this Contract shall be given when actually
delivered or forty-eight (48) hours after deposited in the United States Mail as certified
mail addressed to the address set forth below or to such other address as may be
specified from time to time by either of the parties in writing.
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ECSO: USER:
EMERGENCY COMMUNICATIONS
OF SOUTHERN OREGON I
400 Pech Road
Central Point, OR 97502
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15. Signators:
Signators to the Contract shall be:
a. For ECSO: An authorized representative of ECSO.
b. For USER: An authorized representative of USER.
IN WITNESS WHEREOF, the parties hereto execute this Contract.
50 USER
I
CEO Bo Mairma (Signature)
~ i
Date (Print Name)
(0 p.
Date
APPROVED AS TO FORM:
Martial E. Henault, ECSO Legal Counsel Date
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a• i•,, Page 1 / 1
..a+ low m ~
. CITY OF
DATE PO NUMBER
ASHLAND
20 E MAIN ST. 7/10/2014 12355
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 015371 SHIP TO: City of Ashland - Police Dept.
ECSO, EMERGENCY COMM OF SO 1155 E MAIN STREET
400 PECH ROAD ASHLAND, OR 97520
CENTRAL POINT, OR 97502
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: contact: Gail Rosenberg
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
911 Dispatch Services - POLICE 385,489.93
Emergency Communications of Southern
Oregon Telecommunications Contract
Approved bV Council June 17, 2014
SUBTOTAL 385 489.93
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 385,489.93
ASHLAND, OR 97520
Account Number Project Number Amount' Account Number Project Number Amount
E 110.06.09.00.60416 385 489.93
Authory d si VENDOR COPY
FORM #3 Y OF
SHLAND
~a~ request for a Purchase Order
REQUISITION r~ A-4-X~ 06/26/14
Required date for delivery:
Vendor Name EC-Sn
Address, City, State, Zip 400 Parh Rri (:antral Pnint OR g7509
Contact Name & Telephone Number
Fax Number
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement Cooperative Procurement
Less than $5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source . Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100.000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovemmental Agreement
$5,000 to $75,000 ❑ Form #9, Request for Approval ® Agency ECSO
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: 06/17/14 (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
Annual 9-1-1 Dispatch Services Contract $385,489.93
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
❑ Per attached quote/proposal TOTAL COST
$
Project Number _ _ _ _ _ _ - _ _ _ Account Number 110.06.09.00.604160
Account Number--- - Account Number---.
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support -Yes/ No
By signing this requ' 'ion rm; l c ify that th City's public contracting requirements have been satisfied.
Employee: Department Hea . ~C) ~n
(Equal to or greater than $5,000)
Department M agerlStfperv ~
isor: l / City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year., NO '/K~ - //~c
Finance Director- (Equal to orgreeterthan $5,000) Dat4
Comments:
Form #3 - Requisition
CITY OF
ASHLAND
Council Communication
June 17, 2014 City Council Regular Meeting
Approval of an Intergovernmental Agreement Between Emergency
Communications of Southern Oregon and the Ashland Police Department
FROM:
Tighe O'Meara, Deputy Chief of Police, 541-552-2142, tighe.omeara@ashland.or.us
SUMMARY
The City of Ashland police department is coming before the council for approval of a
telecommunications contract between Emergency Communications of Southern Oregon (ECSO) and
the Ashland Police Department (APD) and between ECSO and Ashland Fire and Rescue (AFR)..
BACKGROUND AND POLICY IMPLICATIONS:
The APD as well as Ashland Fire and Rescue, contract with ECSO for emergency dispatch services.
All Jackson County emergency services' communications are consolidated at ECSO. There is no
viable option other than ECSO available to fizlfill this role at this time.
FISCAL IMPLICATIONS:
The cost of these two agreements was anticipated and budgeted for by the respective departments. The
cost of these contracts are $385,489.93 for the APD and $170,680.93 for AFR.
STAFF RECOM ENDATION AND REQUESTED ACTION:
Staff recommends that Council approve each of the above noted IGAs and empower the respective
department heads to sign the IGAs.
SUGGESTED MOTION:
I move that the council accept the Intergovernmental Agreement between the Ashland Police
Department and Emergency Communications of Southern Oregon as well as the Intergovernmental
Agreement between Ashland Fore and Rescue and Emergency Communications of Southern Oregon
and authorize the respective department heads to sign the agreements.
ATTACHMENTS:
Intergovernmental Agreement between ECSO and APD and between ECSO and AFR.
Page 1 of I
City of Ashland, Oregon - Agendas And Minutes Page 1 of 10
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City Council - Minutes View Agenda
Tuesday, June 17, 2014
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
June 17, 2014
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council
Chambers.
ROLL CALL
Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present.
MAYOR'S ANNOUNCEMENTS
Mayor Stromberg announced vacancies on the Airport, Wildfire Mitigation, Forest
Lands, Historic, Public Arts, and Tree Commissions.
APPROVAL OF MINUTES
The minutes of the Special Meeting of May 29, 2014, Study Session of June 2, 2014
and Business Meeting of June 3, 2014 were approved as presented.
Mayor Stromberg moved PUBLIC FORUM before the CONSENT AGENDA and
agenda items 3. Adoption of a resolution titled, "A resolution adopting a
supplemental budget establishing appropriations within the 2013-2015 biennium
budget' and 4. Adoption of a resolution titled, "A resolution transferring -
appropriations within the 2013-2015 biennium budget," under ORDINANCES,
RESOLUTIONS AND CONTRACTS after the first Public Hearing.
SPECIAL PRESENTATIONS & AWARDS
1. Report on winter shelter program for 2013-2014
Heidi Parker explained she was the volunteer coordinator for the homeless winter
shelters in Ashland and reported the 2013-14 shelter was successful. They were able
to provide shelter nights Monday through Thursday from Thanksgiving Week through
mid April for a total of 78 nights of shelter, and two emergency shelter nights. They
served more people than originally anticipated averaging twenty guests per night. They
utilized 80 volunteers and were able to have additional volunteers provide food and
greet guests. They now had a volunteer base of 116, all from Ashland. The need for
showers and clean clothes was a challenge and she expressed gratitude to OHRA
(Options for Homeless Residents of Ashland) for the new shower and laundry unit. The
goal was shelter every night during the winter. Each shelter had a volunteer
httn-//www achlancl.nr.nc/ArrendaS.a-;n?Disnlav=Minutes&AMID=5711 7/23/2014
City of Ashland, Oregon - Agendas And Minutes Page 3 of 10.
11. Approval of two intergovernmental agreements with Emergency
Communications of Southern Oregon for dispatch services
12. Approval of intergovernmental agreement with the Oregon Department of
Transportation for commercial vehicle inspection services
13. Donation of 2006 Ford Lift Van to Parks and Recreation Department from
RVTD
14. Declaration and authorization to dispose of 1993 Type 1 Fire Pumper
15. Approval of intergovernmental agreement with the City of Medford for
acceptance and disposal of partially treated biosolids
Councilor Slattery/Rosenthal m/s to approve Consent Agenda items. Voice Vote:
all AYES. Motion passed.
PUBLIC FORUM
Elizabeth Hallett/938 Mountain Meadows CirclelWas actively involved with Southern
Oregon Climate Action Now (SOCAN) and spoke on divestment from fossil fuels. She
referenced the Valdez Principals and expressed concern regarding the fossil fuel
industry's business plan to dump five times more carbon dioxide into the atmosphere
than was safe. Ashland should not invest in companies lobbying against cleaner
energy solutions and funding climate denial and anti-science think tanks.
Donna Swanson/863 Plum Ridge DriveNolunteered with SOCAN and shared
examples of what other cities were doing to combat the global warming issue through
fossil fuel divestment and investing in altemative energy sources.
Tamsin Taylor/580 Mountain Meadows Drive/Was also involved with SOCAN's
Divestment Project. The Local Government Investment Pool included fossil fuels and
therefore the City of Ashland invested in fossil fuels. She recommended the City join
other cities in Oregon by signing a resolution-to urge the short-term investment board,
the retirement board of the Public Employment Retirement System and the Oregon
State Treasurer to review holdings in fossil fuel companies, cease investments in fossil
fuel companies, and seek investment opportunities in sustainable energy sources.
Winston Friedman/1073 E Main Street/Was a SOCAN Divestment Project member
and read from the draft resolution submitted.into the record SOCAN wanted Council to
consider and pass.
Mami Koopman/1790 Homes Avenue/Explained she was the Chair of the
Conservation Commission and read a statement submitted into the record on behalf of
the Conservation Commission supporting divestment from fossil fuels.
Johnny Bolton/165 E Main Street(Referred to the recent shooting by Jackson County
police that resulted in the death of an Ashland resident. He recommended the police
wear body worn cameras. The cameras would provide evidence and accountability.
Judy Kerstetter/1354 Quincy Street/Addressed the irresponsible spraying of the
herbicide Glyphosate, marketed by Monsanto as Round Up. A property owner above
her apartment sprayed 100-feet of Glyphosate over the past six months and wanted to
know if a permit to use herbicide was required in Ashland.
Nancy Nelson/149 Clear Creek Drive #202/Volunteered with Oregon Right to Know to
obtain enough petition signatures to get the initiative For Labeling GMOs on the 2014
ballot. The deadline was Monday June 23, 2014 for mail in signatures, and the
deadline for signing petitions was the end of June.
Councilor Voisin/Marsh m/s put on the agenda the resolution for the City Council
to divest in fossil fuels. Voice Vote: all AYES. Motion passed.
PUBLIC HEARINGS
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