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Home My WebLink About2023-107 PO 20240071- ECSO Emergency Comm. of So. OR Purchase Order ,aft • Fiscal Year 2024. Page: 1 of: 1 • B City of Ashland I ATTN:.Accounts Payable L 20 E. Main Purchase 20240071 L Ashland, OR 97520 Order# T Phone: 541/552-2010 O Email: payable@ashland.or.us E ECSO, EMERGENCY COMMUNICATION OF H C/O Police Department N SOUTHERN OREGON I 1155 East Main Street D 400 PECH ROAD P Ashland, OR 97520 OR CENTRAL POINT, OR 97502 Phone: 541/482-2211 T Fax: 541/488-5351 € e- �dt e e s ��_°- �- 1a a �_ -�: _�-a r�.c'-IF! ��a£lLf��_ ili �..- ��[1�—_ a E`I=-!`=��`�`�==zf, 1�t?._.�.°—. � ,jr,et--c---,•..--..,.[Ir ' S a t' _ b • • • y n , , .: � . . }t r 1a. .' EMERGENCY COMMUNICATIONS ' OF SOUTHERN OREGON P, .^ " _ 4. r July 5,2023 i•-/jvv, ----- . City of Ashland. ' Police Department • ' 1155 E.Main Street • �� Ashland,OR 97520 kl 2023-2024 Telecommunications Contra / Quarterly Billing: July/Aug/Sept 2023 • S 126,625:18 . • / Please remit to Emergency Communications of Southern Oregon. • 51 rm • %✓'T'. arwVe!-got- = ;Er, y xe 01 r' 2 ' sigrzstr PCcccuftrQT2O0 i041‘.20 . 'PLEASE RE,ITUR'. D PAYABLES . 400 Pech Road • Central Point Oregon 97502 • 541-774-5060 • 541-772-1817 Fax , -,..,-=-t---1—. CITY OF A request for a Purchase Or Jer d - -( '°' -. ° 7 / . I SHLAND , REQUISITION Date of request: 07/19/2023 Required date for delivery: Vendor Name ECSO, EMERGENCY COMMUNICATION OF SOUTHERN OREGON Address,City,State,Zip 400 PECH ROAD, CENTRAL POINT OREGON 97502 _, , Contact Name&Telephone Number Email address SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Invitation to Bid "x r�'':. R 4, °ta " • •.!,‘,•-'1-' '"1;707„4,4A15-:):,,,,;; ❑ Reason for exemption: Date approved by Council:. ;`' `A .r, '.: Yt Pit ❑ AMC 2.50 _(Attach copy of council communication) iv b, v ,, �, ' r.. ❑ Written quote or proposal attached ,}k ,t' .rcK 3- a �d ❑ Small Procurement 0 Request for Proposal ,, ii; - £ *; ; ., Not exceeding$5,000 Date approved by Council: h C6c Y � �� r '`'' l � Ike ti F �; r ! ❑ Direct Award (Attach copy of council communication) t Y �� ❑ Verbal/Written bid(s)or proposal(s) ❑ Request for Qualifications(Public Works) b„ ,, ., 4. ;L L Date approved by Council: nr k0, � d Attach copyof council communication) r. 4 e N,P4,,...,.1._,-- _ Intermediate Procurement ❑ Sole Source �'k -,, � - • - g' �.y '.: GOODS&SERVICES 0 Applicable Form(#5,6,7 or B) ke, ,,,A,%.—,�', Greater than$5,000 and less than$100,000 0 Written quote or proposal attached .---,' x' �, a, ,,-,�_+ i-,; ❑ (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K ,oxf „x> �., r) x kc {tt3* 71 ,�. PERSONAL SERVICES Date approved by Council:. 4 � . ,.:, 4 ,,,. ,a ' ` -'4_-...--, --, -,-,:,:-:,-?5,....7,...„!,,,:-0,;,?,,,, Greater than$5,000 and less than$75,000 Valid until: (Date) �` �' � --J.,: s • by " ax ❑ Less than$35,000,by direct appointment ® Special Procurement a *, A � ,� ,. 0 (3)Written proposals&solicitation attached c] Form#9,Request for Approval '`�., .._ � ,,, ❑ Form#4,Personal Services$5K to$75K ® Written quote or proposal 4ttached 'r r, ,w `a� � Date approved by Council: 7/i S/Z3 F f ,1 ,� ,..e. - r,` ,�-��? Valid until: 0 to/30/2 —(Date) , � A;,i, ,...,44.:.-N-ft-7.f '�° Y ':'A x"... Description of SERVICES Annual 911 Dispatch Services Contract TOTAL COST $506,500.70 Item,# Quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached quote/proposal TOTAL COST — $506500.70 Project Number Account Number 0 6 0 9 0( .6 0 4 1 6 0 • 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 collaborationwith department to approve all hardware and software purchases: IT Director Date Support-Yes/:No By signing this requisition form,l certif_that the City's public contracting requirements have been satisfied. , • Employee. ill P 1 1 - ` • 1L. Department Head: � /', qual to or gre er than$5,000) Department Manager/Supervisor• City Manager: , (Greater tha $3 ,000) Funds appropriated for current fiscal year: YES NOir I Financ hector-(Equal to neater than$5,000) Da e G" �� Comments: Form#3-Requisition t, 4 11►a Council Business Meeting July 18,2023 • Contracts for Police and Fire Emergency Dispatch Services with Emergency Agendaitem Communications of Southern Oregon (ECSO) Chief Tighe O'Meara Police Chief From Chief Ralph Sartain Fire Chief Tighe.omeara@ashland.or.us 541-552-2142 Contact Ralph.sartain@ash land.or.us 541-552-2229 i Item Type', Requested by Council ❑ Update 0 Request for Direction 0 Presentation ❑ 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 V FY21 $668,749.71 FY20 $668,749.71 FY19 $649,271.56. FY18 $630,360.74 FISCAL IMPACTS Page 1 of 2 - aetia5oge t. • • v Council Business .Meeting The contract between the police department and ECSO will cost the city$506,50.0.70 and is budgeted for in the current budget.The contract between the fire department and ECSO will cost 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 • J • • • Page2of2 , Amendment No. 5-to ECSO UserAgreement This AMENDMENT No. 5 to the ECSO User Agreement,dated October 18, 2018 (the"contract") between Ashland Police Department("Agency")and Emergency Communications of Southern Oregon ("ECSO")is effective July 1, 2023. AMENDMENT 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. Eicepit a expressly modified by this Amendment, the terms and conditionof the Contract remain in full force and effect. EMERGENCY COMMUNICATIONS , ASHLAND POLICE DEPARTMENT OFThSOUTHERN OREGON: \ \-/ By: By:4(ZA/0/4/a21 Date: May 31, 2023 Title; biredtor OLR ' • 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 1)5,664.44 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 -‘ 1$ 15,664.44 US Forest Service $ 7,55043 Ashland Fire $ 224,260.16 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 Telell 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. 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: By: By: (Z. C� Date: May 31, 2023 Title: Director Title: "11\e_ 0(1/1 L�.rr 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 $ 224,260.16 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 Talent Police $ 96,547.53