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Home My WebLink About2023-099 PO 20240072- ECSO, Emergency Communication of So. OR Purchase Order n77- zzz Lt t Fiscal Year 2024 Page: 1 of: 1 • B City of Ashland = - ' I ATTN: Accounts Payable able L 20 E. Main Purchase 40�72� L Ashland, OR 97520 ' Order# L 202 L L T Phone: 541/552-2010 O Email: payable@ashland.or.us E ECSO, EMERGENCY COMMUNICATION OF H CIO Fire and Rescue Department SOUTHERN'OREGON I 455 Siskiyou Blvd D 400 PECH ROAD P Ashland, OR 97520 O CENTRAL POINT, OR 97502 Phone: 541/482-2770 T Fax: 541/488-5318 E.�___=�=-��_��_ (5411774-5060 Emily Matlock ". V-r ' 1i 08/08/2023 883 FOB ASHLAND OR/NET30 City Accounts Payable 911 Dispatch Services Fire 1 Annual 911 Dispatch Services Contract 1.0 $224,260.16 $224,260.16 Department: Fire Approved by the City Council on July 18, 2023 Project Account: • ***************GL SUMMARY*************** I 071200-604100,/ $224,260.16 1 I I • • • • By: Date: (4.)IZ _= Authorized Sign a __;a__-_= $224,260.16 I FORM #3 ��CITY of ,e , � ASHLAND request for a Purchase Order REQUISITION Date of request: . 06/08/2023 Vendor Name ECSO(Emergency Communications of Southern Oregon). Address,City,State,Zip 400 Pech Rd.,Central Point,OR 97502 Contact Name Jody Hathaway. Telephone Number 541-774-5062 Email address Jody.hathawayawcso911.com SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑,Reason for exemption: 0 Invitation to Bid (Copies on file) 0 Form#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council:• . - ' 0 Written quote or proposal attached O Written quote or proposal•attached _(Attach copy of,council communication) _(If council approval required,attach copy of CC) ❑ Small Procurement Cooperative Procurement. Less than$5,000 0 Request for Proposal (Copies on file) 0 State of Oregon Date approved by Council:_ ❑ Direct Award Contract# _(Attach copy of council communication) ❑ VerbalNVritten quote(s)or proposal(s) 0 State of Washington Intermediate Procurement U. Sole Source Contract# GOODS&SERVICES ❑.Applicable Form(#5,6,7 or 8) 0 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 • ❑ 'Speeial Procurement Intergovernmental Agreement $5,000 to$75,000 ❑ Form#9,Request for Approval 0.Agency ESCO ❑ Less than$35,000,by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: O .(3)Written proposals/written solicitation Date approved by Council: (Date) ❑ Form#4, Personal Services,$5K to$75K Valid until: Date !(Attach copy ofcouncil communication) Description of SERVICES - Total Cost 911 dispatching services for Ashland Fire&Rescue 224,260.16 yearly billed quarterly' • $ 224,260.16 Item# Quantity Unit Description of MATERIALS Unit Price ' Total Cost • TOTAL COST ❑ Per attached quote/proposal $_ Project Number _ __ Account Number of 7 1 2 0 0.6 0 4 1 0 0 $ - _,_ _ Project Number -_ Account Number - $_,_ _ _,_ _ _ Project 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 requisition fog, ;I certify that the City's public contracting requirements have been satisfied. Employee: Department Head: kl0/0- 41 (E ' or greaterthan , 00) Department Manage/Supervisor: City Administrator: ( ual to or greater than$25,000) Funds appropriated for current fiscal year: YES NO Mailadre 'en-u b/W 3 Deputy Finance Director-(Equal to or greater than$5,000) Date Comments: Form#3-Requisition . -A,--,• . . Ly . . :r-ECSO . _ . ..t....:::::, _ 9 9J • EMERGENCY COMMUNICATIONS " . • OF SOUTHERN OREGON • v t 9 1141 June 5,2023 - - {-r9 L Ir City of Ashland • "`�,DI Fire Department 2, 455 Siskiyou Blvd. Ashland, OR 97520. I Hello, = fs 4 Enclosed with this letter is an amendment to your User Agreement with ECSO, which • in = • includes an updated ECSO User Fee list for fiscal year 2023-2024: :fir! Please.sign the enclosed "Amendment No.5".page and return the original to ECSO (an ' addressed stamped envelope is enclosed for yotu•convenience,) You may keep the. ii •• Exhibit C.page to update your contract. • ' In4til ,Thank you! • . , i ;_ Jody Hathaway . � 'j ECSO Finance Manager . • . iody.hathaway@ecso911.com •• 541-774-5062 •• . ki /j in 2 ' >r • > ' J • i 1=5 • . • i ,l • ' 400 Pech Road • Central PoInt,Oregon 97502 • 541-774-5060 • 541-772-1817 Fax J' . • EXHIBIT "C" ECSO FY 2023/2024 USER FEES BLM $ 7,550.43 BLM - Law $ 7,550.43 Butte Falls Fire $ 3,765.32 Butte Falls Police $ 7,550.43 Crater Lake National Park $ 15,664.44 Greensprings Fire $ 7,550.43 Jackson County Airport $ 15,664.44 Jackson County Roads. $ 7,550.43 Jackson County Services $ 7,550.43 Lake Creek Rural Fire , $ 7,550.43 ODF $ 7,550.43 Community Justice . ' $ 7,550.43 Prospect Fire . $. 7,550.43 SOU $ 15,664.44 US Forest Service $ 7,550.43 Ashland Fire $ X224,260:1-6 Ashland Police $ 506,500.70 Central Point Police $ . 313,568.86 Eagle Point Police $ 162,779.44 Evans Valley Fire #6 $ 26,013:49 Jackson County Sheriff $` . 1,471,999.56 - Jacksonville Fire $ 31,512.25 Jacksonville Police $ 73,927.98' JCFD #1 $ 74,777.16 JCFD #3 $ 460,940.65 • JCFD#4 ' $ 51,965.67 JCFD #5 - $ 171,636.68 JCFD#9 • • • $ 52,056.83 Medford Fire • $ 747,052.85 Medford Police $ 1,544,561.78 • Phoenix Police $ • 78,893.45 Rogue River Police $ 39,831.04 Taleht Police • $ 96,547.53 • Amendment No. 5 to • ECSO User Agreement ✓ This AMENDMENT No. 5 to the ECSO User Agreement dated October 18, 2018 (the "contract") between Ashland Fire Department("Agency")and Emergency Communications of Southern Oregon ("ECSO") is effective July 1, 2023. AMENDMENT • 1 1. Defined terms used but not defined in this Amendment are as defined in the Contract. 2. Exhibit"C"of the Contract is hereby deleted and replaced by Exhibit C attached hereto. Except as expressly modified by this Amendment, the terms and conditions of the Contract remain in full force and effect. • EMERGENCY COMMUNICATIONS ASHLAND FIRE DEPARTMENT OF SOUTHERN OREGON: °41Z. I By: ^'" By Date: May 31, 2023 Title: Director Title: (\P. 0.,t\i S e r vai Council Business Meeting July 18;2023 ;:ktgenda=lterri Contracts for Police and Fire Emergency Dispatch Services with Emergency Communications of Southern Oregon (ECSO) ,.T. 1:0:4f7TYMTN"Chief Tighe O'Meara Police Chief jFrotii ,oF_, r g _,x ;4'r t `;I Chief Ralph Sartain Fire Chief 1 4 r3: n eR`p F" Contact�� s k - Tighe.omearaOashland.or.us 541-552-2142 Ralph.sartain@ashland.or.us 541-552-2229 40,7-7 .Item Type, % , Requested by Council ❑ Update ❑ Request for Direction 0 Presentation 0 SUMMARY Staff is seeking approval of two contracts with Emergency Communications of Southern Oregon (ECSO).One contract for the police department (APD),and one for the fire department (AFR). POLICIES,PLANS&GOALS SUPPORTED N/A BACKGROUND AND ADDITIONAL INFORMATION Prior to 2003 the City of Ashland maintained an in-house 911 dispatch center.Since 2003 the City has contracted with an outside agency to provide consolidated dispatch services.At first the City contracted with the City of Medford. In approximately 2009 Medford dispatch operations combined with the County's dispatch operations and together they became Emergency Communications of Southern Oregon (ECSO).All 911 calls in Jackson County go to ECSO,and all emergency services (except for Oregon State Police) are dispatched by ECSO. Having one regional dispatch center,as we have with ECSO,represents the most cost effective and efficient way to. handle emergency and first responder communications. The APD as well as AFR,contract with ECSO for emergency dispatch services.There•is no viable option other than ECSO available to fulfill this role currently.The language of the contract for 2022-2023 remains the same.As such,staff is seeking Council's approval of an amendment for both the police department and the fire department contracts with ECSO.The approval of this amendment extends the City's contracts with ECSO through June 30,2023. Previous user fees for police and fire combined: FY23 $709,206.56 • FY22 $688,812.20 • FY21 $668,749.71 FY20 ; $668,749.71 FY19 $649,271.56 FY18 $630,360.74 ' FISCAL IMPACTS Page 1of2 �:!11' • ! iCounciI Business .Meeting The contract between the police department and ECSO will cost the city$506,500.70 and is budgeted for in the current budget.The contract between the fire department and ECSO willcost the city is•$224,260.16 and is • budgeted for in the current budget. DISCUSSION QUESTIONS N/A SUGGESTED NEXT STEPS Staff requests Council approve both contracts. , I move for Council approves contracts between the police department and ECSO and the fire department and ECSO. REFERENCES&ATTACHMENTS Amendment to contract between ECSO and the Ashland Police Department • Amendment to contract between ECSO and Ashland Fire&Rescue User Fee schedule . • • • • • • • • • 0 Page2of2