HomeMy WebLinkAbout911 CITY OF
-ASHLAND
Council Communication
Title: Communications Services Subscription-Agreement
Dept: Police
Date: December 11, 2002
Submitted By: Scott Fleuter, Chief of Police
Reviewed By: Brian Almquist, Interim City Administratgf.~rf''~
Synopsis:
Mayor and Council have authorized City Staff to determine which outside agency could best provide
911/dispatch services to the City of Ashland. Southern Oregon Regional Communications (SORC) and
Medford Central Communications (CCOM) each have the capability to provide such service. Both
agencies have submitted proposals and draf~ contracts.
Recommendation:
Staff recommends contracting with Medford Central Communications.
Fiscal Impact:
The City of Ashland budget could be reduced nearly $400,000 a year by opting to use CCOM for
911/dispatch services.
Background:
Attached is a draft Communications Services Subscription-Agreement between the City of Ashland and
the City of Medford.
COMMUNICATIONS SERVICES
SUBSCRIPTION-AGREEMENT
Between
THE CITY OF MEDFORD
an Oregon Municipal corporation,
Provider
and
THE CITY OF ASHLAND
an Oregon municipal corporation,
Subscriber.
1. AUTHORITY. This Agreement is entered into pursuant to ORS 190.010 (4)
2. PURPOSE. By this Agreement, the Provider shall furnish basic emergency communications
services as herein defined, together with extended services as set forth in Schedule C (Extended
Service)
3. DEFINITIONS. As used in this Agreement:
Basic emergency communications service (basic service) means those services particularly
described on Schedules A and B for fire and police agencies, respectively;
Board means the Medford Communications Center Board.
Business/service call means a telephone or radio call for service handled by Provider for the
Subscriber, and which is not a 9-1-1 call.
Extended services are particular services provided by Provider beyond those included as basic
service, particularly described on Schedule B.
Field-initiated request means a communication which is handled by Provider from one of the
Subscriber's service units in the field.
Incident means either a 9-1-1 call, a business/service call, or afield-initiated request as those
Terms are herein defined, that generates an incident number for the Subscriber.
9-1-1 call means a telephone call for service received over a 9-1-1 line.
Subscriber, where used in the plural or generic context (not capitalized) means' any public agency
subscribing to basic service from Provider under similar contract.
System Delivery and Services, the shared computer aided dispatch, police, fire, and EMS System
intended to serve the parties as referenced in this agreement. End user participation and
connectivity to the system shall be the responsibility of the user. An agency wishing to access the
system shall be directly responsible for the purchase of all specified equipment, licenses, and
Ashland Contract - Revised 12-11-02.doc Page I of 6
installation services. An agency accessing the system shall be responsible for all maintenance,
upgrades, and replacement of their equipment.
Supervisor, means the Medford 9olol CCOM Communications Supervisor.
Manager, means the Medford 9-1-1 CCOM Communications Manager.
CCOM, is an acronym that stands for Central Communications
4. COMMUNICATIONS LINKAGE AND MAINTENANCE. Subscriber shall independently,
at its own expense, provide or arrange for installation, implementation, maintenance and support of
all lines and equipment necessary to transmit telephone, radio and radio microwave signals to and
from Provider's receiving point. Provider's responsibility is limited to accepting communications
at
its center and generating communications compatible with Subscriber's commumcations links.
Provider shall have no responsibility for maintenance or support of communications lines and
equipment except to contract with Qwest Communications, its subsidiaries, successors or approved
Contractors for 9-1-1 and E-9-1-1 lines and equipment, and to provide for maintenance of other
equipment and software required for Provider's effective operation of the system.
5. DISPATCH PROCEDURES
5.1 Not later than 14 days prior to its effective date, Subscriber shall furnish Provider a
complete copy of any proposed new or revised procedure, which would affect Provider's
operations. Within 14 days after receipt, Provider shall notify Subscriber of any provision, which
is incompatible with Provider's operating needs. Unless Provider gives such notice, any such new
or revised procedure shall be accepted and implemented by Provider no later that 15 days after its
receipt.
5.2 Subscriber may designate a particular procedure change as critical, where that change is
required by court order or other exigent circumstances. Provider shall, to the extent possible,
irnplement immediate procedures, which accommodate the change. If any such procedure is
incompatible with Provider's operating needs, Provider shall notify Subscriber of the reasons
therefore while still implementing the change to the greatest extent possible.
5.3 If Subscriber and Provider cannot informally resolve any dispute under paragraph 5.1 or
5.2 as to dispatch procedures, either party may request that the differences be reviewed by the
Board, as provided in paragraph 7.6.
5.4 Provider shall train its personnel in those of Subscriber's procedures and regulations,
which Provider deems necessary to effectively dispatch and communicate with Subscriber's
personnel. Provider will train Subscriber's personnel as need is determined by Provider and
Subscriber. Traimng of Subscriber's personnel will consist of radio procedure, introduction and
review of the emergency communications system, and topics that the Subscriber and Provider
agree will promote efficient and effective use of the communications system.
5.5 Subscriber shall provide and continuously update current personnel work schedules and
information necessary for Provider to contact Subscriber's on-call personnel.
6. ADMINISTRATIVE RESPONSIBILITY.
6.1 Provider 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. Provider shall have full discretion and authority to assign priority service
Ashland Contract - Revised 12-11-02.doc Page 2 of 6
among conflicting service demands at any given time.
6.2 Provider may contract to provide services to other agencies at its discretion; however,
Provider shall undertake no such obligation which has the effect of diminishing or
degrading the level of service provided to Subscriber.
7. BOARD. To assure the best possible service to the Subscriber and other subscribers, and to
provide an avenue for operational and budgetary input from the subscribers, the Subscriber shall
be entitled to participate with other subscribers in a Board, having the authority, responsibility and
functions described in this section.
7.1 The Board shall perform the following functions consistent with laws, ordinances, other
agreements, and sound management practices:
A. Recommend phone answering and dispatch protocol, procedures and policies
related to service delivery.
B. Recommend dispatcher training criteria and program related standards.
C. Recommend equipment replacement and improvement in order to maintain a
progressive standard within the communications center.
D. Recommend general dispatch standards including timeliness, unit designator,
and radio language.
7.2 COMPOSITION: The Board shall consist of one representative from each subscriber
agency chosen by the Subscriber Agencies as provided in this section, and one
representative chosen by the Medford Chief of Police.
7.2.1 The Manager shall chair the Board. In the absence of the Manager, the Manager
shall designate a representative to chair the Board. In the absence of a Subscriber Agency
representative, the Subscriber shall designate a representative to act on its behalf.
7.3 MEETINGS: The Board shall meet on a semi-annual basis. The next regular meeting
date and location shall be established prior to adjourning each regular meeting. The Chair
may call a special meeting at any time following a minimum of twenty-four (24) hours
notice to all members. The Chair must call a special meeting within seventy-two (72)
hours following a request to do so by any member of the Board, or by the Medford Police
Chief. Meetings shall be held to correspond with the Manager's annual budget
recommendation to the Board, on or about February 1. The second meeting shall be held
following the termination of the fiscal year, on or about July 1.
7.4 RECORDS: The Chair shall keep the records of the Board. A location shall be
provided by the Medford Communications Center as a permanent and accessible
depository for all Board records. All Board correspondence shall be in written form and
copies maintained with the Board's records. Subscribers shall be provided a copy of all
Board meeting records.
7.5 ADVISORY POWERS: The Board is advisory to the Chief of Police of the City of
Medford, and to the governing bodies of Medford Communications Center subscribers.
Consistent with laws, ordinances, and other agreements, the Medford Communications
Center Manager shall comply with recommendations regarding service delivery from the
Board, after approval by the Chief of Police of the City of Medford.
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7.6. DISPUTE RESOLUTION:
7.6.1 An individual subscriber having a concern affecting its service, may go directly
to the Manager to resolve the situation. If the issue is not resolved to the satisfaction of
the subscriber, the subscriber may then go to the Board.
7.6.2 If the issue is not resolved to the satisfaction of the subscriber by the Board, the
subscriber may bring the matter before the Chief of Police of the City of Medford, who
shall investigate and recommend a resolution.
7.6.3 Should Subscriber raise a concern that substantially affects other subscribers
or the overall functioning of the center, the Manager shall refer the concern to the Board.
7.6.4 The Board's responsibility is to review the facts surrounding the dispute and
attempt to mediate. Should the dispute be unresolved after the efforts of the Board, the
Board shall forward a complete report of its findings and its efforts at mediation to the
governing bodies of the Provider and the Subscriber. Neither party shall initiate any
action at law, nor resort to any other legally available remedy without first having
followed the procedure required by this section.
7.7 ANNUAL BUDGET RECOMMENDATION:
7.7.1 The Manager shall seek the advice and recommendations of the Board to
prepare his or her proposed budget, including desired service levels and subscriber
assessments for each ensuing fiscal year. Prior to submitting a budget to the Chief of
Police, the Manager shall submit a proposed budget to the Board for approval and
recommendation to the City's budget officer. Failure of the Board to approve a budget
within two weeks prior to the deadline for submitting the budget to the Medford Finance
Department shall relieve the Manager of obligation to seek Board approval.
7.7.2 The Board and the Manager shall abide by the budget adopted by the Medford
City Council with respect to any and all fiscal matters affecting the financial responsibility
of subscribers to the Medford Communications Center. Any program or operational
changes having expenditures requiring a supplemental budget under Oregon Local Budget
Law must go through all budget preparation and review stages involving the Board, as set
forth herein.
8. FEES. Subscriber shall pay an annual fee for services under this Agreement. That fee shall be
computed as provided in Schedule C (Fee Schedule). Fees shall be due and payable in advance in equal
quarterly installments as set forth in Schedule C. Should Subscriber be in arrears in payment of its fees
hereunder, such default shall not be deemed a material breach unless Subscriber's entire account balance is
still unpaid more than 45 days after written notice by Provider of intent to terminate.
9. RISK ALLOCATION. Neither party or its officers and employees shall be considered the agents
of the other for any purpose. Each party agrees to indemnify the other from each and every claim which the
indemnitor would be legally liable to pay if. (a) a claim asserting the same loss or injury were made directly
against the indemnitor, whether or not such a direct claim is actually made; and (b) the loss or injury
sustained by the complainant resulted from the acts, errors or omissions of the indemnitor or those for
whose actions the indemnitor is responsible under the Oregon Tort Claims Act. This mutual right to
indemnity is in addition to and not in lieu of any other right of contribution or indemnity which may exist in
favor of either party under Oregon Law; and the right to indemnity extends to officers, employees, and
Ashland Contract - Revised 12- l 1-02.doc Page 4 of 6
agents of the indemnitee party for claims made against them because of their actions or capacity as such.
"Indemnify," as used herein, means to
indemnify, defend, and save harmless.
10. TERM AND TERMINATION: This Agreement shall be in effect for the period commencing on
the date of execution as set forth below. Either party may terminate this Agreement without penalty and
without liability for fiscal years beyond the early termination date. To exercise this right, written notice of
intent to terminate must be given to the other party no later than January 1 of the calendar year prior to that
in which this Agreement is to be terminated. The effective date for any termination under this paragraph
shall be the close of the fiscal year following the notice to terminate.
11. RENEWAL. Not later than nine months prior to the expiration date set forth in paragraph ten
(10), above, parties shall give notice to each other of whether they intend to renew this Agreement, with or
without modification. If no such notice is given by a party, it shall be deemed the same as notice of intent to
renew. If both parties give notice of their intent to renew, the parties shall enter negotiations for the renewal
of this Agreement. In the event such negotiations do not result in a renewed or replacement agreement
covering the same subject matter not later than six months prior to expiration of this Agreement, then this
Agreement shall be automatically renewed for a period of one additional year after which it shall expire
without automatic renewal unless affirmatively renewed or replaced by the parties. Payment of fees shall
be established pursuant to Schedule "C", attached.
12. AMENDMENTS. The parties may, from time to time, agree to amend the provisions of any
schedules attached to this Agreement; provided, however, that the method used to compute Subscriber's
annual fee as set forth in Schedule C shall not be amended unless all other subscribers agree to similar
amendment. Costs associated with expansion of services, or new (not replacement) equipment shall not be
included in the calculation of the basic service fee without the consent of a majority of all subscribers. All
amendments shall be in writing, and signed by the parties' duly authorized representatives. As used in this
section, "replacement equipment" means equipment which replaces a function previously performed by
other equipment owned or leased by Provider, and which must be replaced because its repair or
maintenance cost equals or exceeds its fair market value.
The proposed extended service agreement (Schedule "B") includes: participation in the Computer Aided
Dispatch (CAD), Records Management System (RMS), Mobile Data Computer System (MDC), CAD/MDC
interface, Paperless Report Writing System, and MDC/RMS interface.
13. COMPLETE AGREEMENT
13.1 Schedules A, B, C, and D, referenced herein above, are hereby incorporated as part of this
Agreement as though fully reproduced herein.
13.2 This Agreement represents the complete and integrated understanding of the parties with
respect to all particulars covered herein. All prior agreements, written and oral, are hereby
canceled. No prior written or oral representation, negotiation, or statement which conflicts with
the terms hereof shall be considered to in any way modify, abridge, or invalidate any provision
hereof, and no evidence of such shall be admitted in any proceeding in which the terms and
application of this Agreement are at issue.
14. NOTICE Any notice required to be given to Provider under this Agreement shall be given to
Provider's Chief of Police. Any notice required to be given to Subscriber under this Agreement shall be
given to Subscriber's Chief of Police.
IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names
by their duly authorized representatives as the dates set forth below.
Ashland Contract - Revised 12-11-02.doc Page 5 of 6
CITY OF MEDFORD, OREGON THE CITY OF ASHLAND
By: By:
City Manager City Administrator
Date: Date:
Approved:
Chief of Police Chief of Police
City of Medford City of Ashland
Ashland Contract - Revised 12-11-02.doc Page 6 of 6
SCHEDULE A
BASIC EMERGENCY COMMUNICATIONS SERVICE
FOR POLICE, FIRE AND MEDICAL AGENCIES
1. Answer "business/service" and "9-1-1 emergency" calls for service.
2. Dispatch "business/service" and 9-1-1 emergency" calls for service.
3. Dispatching operations will be conducted with the use of a computer aided dispatching system, of which
Ashland is a member of the regional CAD project.
4. Maintain and record unit status and availability.
5. Paging services for "public safety purposes". (Shall include paging Ashland Public Works for
emergencies.)
6. Radio broadcasts of "administrative messages", "attempts to locate", "all-point bulletins", and "Street
Closure Announcements". This includes screening of teletypes and supplying that information to the
proper jurisdiction.
7. Provide DMV (Department of Motor Vehicle), NCIC (National Crime Information Center) LEDS
(Oregon Law Enforcement Data System), and Jackson County regional automated information as
requested by field units and the Subscriber.
8. Maintain (with mutual assistance) an equipment resource file, responsible persons file, personnel call-up
list, and department personnel work schedule.
9. Provide public safety telephone messages via the Communications Center.
10. Maintain backup radio and telephone equipment; also provide backup emergency power for radio and
telephone service for the Communications Center.
11. Maintain recordings of all telephone and radio communications, provide retrieval at the subscriber's
request. Audio-cassette copies will be provided at the subscriber's request.
12. Answer "business/service/emergency" drop line from Ashland Police Department. Phone equipment and
lines to be provided and maintained by Subscriber.
13. Provide routine "testing" at agency's request
14. Maintain and update the Geographic Base File (Geo Base). This file will be established in each
subscriber agency in conjunction with the City of Medford to cover geographic requirements within the
Computer-Aided Dispatch program.
15. Assist with the maintenance and upgrade of MSAG (Master Street Addressing Guide) files for the
Enhanced 9-1-1 System.
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SCHEDULE B
EXTENDED SERVICES FOR THE CITY OF ASHLAND
When systems are available and on-line, Provider will furnish Subscriber with the following extended services
beyond Basic Emergency Communications Service as described in Schedules A and B, as applicable:
1. Connectivity to MDC (Mobile Data Computer) interface with CAD (Computer Aided Dispatching)
System.
2. Connectivity to RMS (Record Management System) interface with CAD System.
3. Connectivity to CMS (Corrections Management System) interface with CAD.
4. Connectivity to Paperless Report Writing System interface with CAD, at the time that this system
becomes available.
5. After hours paging Services for Ashland Public Works Personnel for "Public Safety Purposes" or during
emergencies.
PACKETCLUSTER CUSTOMER FEES:
Initial Infrastructure Costs:
$2,688 Per Server License - (This includes $1,688 software costs + $1,000 server upgrade) One time
charge.
Licensing Costs:
$695. Client License required for each mobile and LAN-based machine. One time charge.
Annual Program Costs:
$796. Per Server License (Operating and Maintenance Fees)
PACKETVOiITER CUSTOMER FEES
Initial Infrastructure Costs:
$1,440 Per Client License - One time Charge
Licensing Costs:
$1,750. Per Client License (Includes $750. incident report + $750. Accident Report (one time fee)
+ $270. First year annual maintenance fee.)
Annual Program Costs - After the First Year:
$270. Per Client License - Maintenance Fee.
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MDC/CAD INTERFACE
Initial Infrastructure Costs:
No additional cost if Dispatch/PSAP Service is provided by Medford Police Department CCOM
PACKET WRITER/RMS INTERFACE
To be negotiated when implemented.
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SCHEDULE C
FEE SCHEDULE FOR THE CITY OF ASHLAND
1. FY 2002-2003 FEES: Subscriber's fee for services provided under this Agreement shall bc
$337,210 for Basic Service Fee plus negotiated fee for any extended services. The fees shall be
reviewed on an annual basis. Subsequent contract annual base fees shall be calculated on the
percentage of workload generated by subscriber in relation to CCOM's total operating budget.
1.1 Extended Service Fee: For Extended Services, as set forth in Schedule "B", Subscriber
shall pay based on service requested and the number of server/client licenses required
1.2 Fee Formula for Dispatching/PSAP Fees based on the following:
· Answering point for all Ashland PSAP calls, non-emergency phones, and after-
hours utility phones.
· Full-Time Dispatch Service to Ashland Police, and Ashland Fire/Medical.
· Ashland will maintain all necessary RF infrastructures to receive Medford's
radio transmissions.
· The five (5), currently employed, senior Ashland Dispatchers will be offered
the option of a lateral transfer to Medford CCOM. The remaining two (2),
currently employed, Ashland Dispatchers shall be listed by the City of Medford
as regular laid-off employees and shall have priority to subsequent vacant
Dispatcher positions over other eligible persons.. Per ORS 236.630, their
salaries will be equal to, or greater than, their current base salary. They will
retain all rights as described in ORS 236.605 to 236.640.
Cost Considerations:
Figures based on estimate of 26% increase in workload to CCOM:
Staffing Formula:
Additional CCOM staffing required: (1) Dispatcher - 24 hours x 365 days = 8,760
hours, divided by 1824 hours. (Staffing time available per employee) = 4.8 employees.
Five (5) Ashland Dispatchers by Lateral Transfer $270,000
Overtime five (5) Dispatchers x 50 hours per year x $31.00 7,750
Supervisor $70,500 x 10% 7,050
Manager $84,000 x 10% 8,400
Increase in Materials and Services 22,950
Administrative Costs $81,000 x 26% 21,060
$337,210
*Ashland 9-1-1 Funds, assigned to Medford, shall be debited from this contract figure
Ashland Contract Sec C -Revised 12-11--02. SCHEDULE C.doc
1.3. It is understood and agreed by the parties that the operating cost of"E-9-1-1" service shall,
when made available by Provider, be automatically included in the budget for purposes of
fee calculation. Subscriber shall be required to pay any additional fee based on the initial
capitation of E-9-1-1 capability. These fees would only be those costs directly associated
with providing E-9-1-1 service to Subscriber's venue. These fees will include such costs as
master street address guide (MSAG) development and maintenance, telephone lines
installation and maintenance, and any other costs that are required to provide this service
that are beyond which is required for providing this service to the City of Medford.
1.4 Subscriber will be responsible for installing a telephone accessible to the public after hours
at Ashland Police Department that rings into Provider's Communications Center; install
direct phone to Provider's Communications Center from each of Subscriber's fire stations;
install a business phone line to Provider's Communications Center that Subscriber's citizens
can use when reporting non-emergency calls for service.
1.5 Warrant confirmation: It will be the responsibility of Ashland Police Department (APD) to
enter their warrants according to LEDS/NCIC guidelines, complete a warrant worksheet for
each warrant, listing all pertinent warrant information, and deliver the entered warrants to
Medford Police Records Division (MPD) immediately after entry.
The original warrant, completed worksheet, and pertinent teletypes will be filed in a
8.5 X 11" manila envelope. A typed label will be affixed to the top right hand corner of the
envelope listing the last name, first name, and middle name. The label shall also contain
either "APD" or "Ashland PD
Any warrant locate teletype information received by APD will be relayed to the Medford
Police Department as soon as possible.
Upon receipt of the warrant envelope, MPD shall file the warrant alphabetically in MPD
warrant files. MPD will confirm the warrants and clear the warrants from LEDS/NCIC and
the Tiburon Records Management System (RMS).
MPD shall send cleared Circuit Court warrants back to Circuit Court or to the Jackson County
Sheriff's Office to be served upon receipt of the defendant. Ashland Municipal warrants will
be returned to APD. All completed warrant worksheets, teletypes and empty APD warrant
envelopes will be returned to APD.
2. EXTENDED SERVICE FEE: Subscriber may annually request renewal or modification of the
extended services contained in Schedule "B". Provider shall quote a fee for such request based on
the cost to Provider in extending those services. Provider's "Cost" shall take into consideration the
total cost of providing such services.
3. PAYMENT SCHEDULE: Once the Provider is able to provide basic communications service,
Subscriber shall pay its total annual fee in advance in equal quarterly installments. Quarterly
installment payments shall be due and payable on the following dates:
July 30 - September 30 - December 31 - March 31
4. 9-1-1 FUNDS: Ashland shall assign all 9-1ol State funds to the City of Medford. All Ashland
assigned 9-1-1 funds will be debited from the contractual annual fees. Should a change occur in
9-1-1 funding allocations, Schedule "C" shall be renegotiated.
Ashland Contract Sec C -Revised 12-11-02. SCHEDULE C.doc
SCHEDULE D
SATTELITE OFFICER DURING TRANSITIONAL PERIOD
This schedule shall be in effect for a period commencing on the date of execution and expire upon completion of
the construction of the new CCOM facility with a planned completion date of December 31, 2003. During this
transitional period all dispatchers will receive cross training on the individual jurisdiction's procedures and
standard operating policies.
1. Provider will assume the current Ashland Dispatch Center as a satellite Dispatch/PSAP center.
2. It is determined that a minimum of(7) dispatchers will be required to staff the satellite center. During
this transitional period all (7) currently employed Subscriber dispatchers will be retained. Provider will
be responsible for all related personal service costs of (5) dispatchers assigned to the center and
Subscriber will be responsible for all personal service costs for the remaining (2) assigned dispatchers.
3. Provider will be responsible for all satellite office related communications equipment.
4. Provider will be responsible for all satellite related material and services related costs.
5. Subscriber will assist in staffing and supervision issue of the assigned personnel.
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