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HomeMy WebLinkAbout2012-162 Contract - ECSO - Fire . i j� �"'f C J 9-I-I I v � EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON TELECOMMUNICATIONS CONTRACT i i This Contract is made and entered into in duplicate this —7 day of j 209-'by and between EMERGENCY COMMUNICATIONS OF SOUTHERN OR ON, an unincorporated association of governmental entities organized under ORS Chapter 190, hereafter"ECSO," and ASHLAND FIRE 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 j 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 i 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: i I 1. Telecommunications Connectivity and Maintenance: i 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. i 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. j 4) Provide connectivity to the MDC interface with CAD. 5) Provide connectivity to the RMS interface. j i 6) Provide connectivity to the CMS interface. i 7) Provide dispatch specific connectivity to the Mercy Flights Ambulance interface. i 8) Provide connectivity to the MDS field reporting system. I 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. I 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. 2 . i i e) Scope 1) Provide PSAP Services on a 24/7 basis. 2) Provide Dispatch Services 2417, including status keeping and after-hours call- outs. I I 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. i 7) Provide Phase 11 911 mapping within dispatch, and as available to MDC's. i 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, 2012, and end at midnight on June 30, 2013. 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. i 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. 3 f i 5. ECSO Administrative Responsibility: i 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. I 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 j 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. I 6. Performance Standards: a. The CEO Board will review and approve a system for performance measurements. j 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 $162,670.07 in consideration of the f services outlined in Paragraph 1 above for the Contract term. This amount shall not increase during the Contract term. i 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 (13/4 %) per month from its due date. 4 i i 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 j 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. i 9. Property: I During the term of this Contract, ECSO shall ensure the operation of all equipment and I 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. i 11. Default: s 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 j 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: i In the event a dispute arises under the terms of this Contract, the parties shall submit j 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. j 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. I 5 I i 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 federal or state law, the remainder of the Contract not affected thereby shall remain in force. I 14. Notices: Any notice required or permitted under this Contract shall be given when actually j 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. ECSO: USER: EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON 400 Pech Road Central Point, OR 97502 I 15. Signators: I Signators to the Contract shall be: a. For ECSO: An authorized representative of ECSO. f b. For USER: An authorized representative of USER. IN WITNESS WHEREOF, the parties hereto execute this Contract. ECSO" _ USER ! '� z�/// — xc d .rte CEO Board, Chairman (Signature) pp pro i Date (Print Name) �y 17//,2 Date APPROVED AS TO FORM: std- Ccn10-F - Oy' 0-1ly 'Ago ':�a 4 b y ,� Mqftial E. Henault, ECSO Legal Counsel Date 6 I I CITY RECORDER Page 1 / 1 ASHLAND CITY OF DATE 7 1 PO NUMBER -20 E MAIN ST. 7/18/2012 10990 ASHLAND, OR 97520 (541)488-5300 VENDOR: 015371 SHIP TO: Ashland Fire Department ECSO, EMERGENCY COMM OF SO (541)482-2770 400 PECH ROAD 455 SISKIYOU BLVD CENTRAL POINT., OR 97502 ASHLAND, OR 97520 FOB Point: Req.No.: Terms: Net Dept.: Req.Del.Date: contact: John Karns- Greq Case Special]net: Confirming? No Quantity Unit Description Unit Price Ext.Price THIS IS A REVISED PURCHASE ORDER 911 Dispatch Services- Fire- FY 2013 162,670.07 Emerqencv Communications of Southern Oreqon Telecommunications Contract Beginninq date: July 1, 2012 Endinq date, June 30, 2013 Approved by Council -Auqust 7, 2012 SUBTOTAL 162 670.07 BILL TO:Account Payable TAX 0.00'. 20 EAST MAIN ST FREIGHT 0.00' 541-552-2010 TOTAL 162,670.07 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 110.07.12.00.60410 32 534.01 E 110.07.13.00.60410 130,136.06 Auttibrized Signature VENDOR COPY FORM #3 CITY OF A request for a Purchase Order ASHLAND REQUISITION Date of request: Required date for delivery: F EL Vendor Name Emergency Communications of Sothem Oregon Address,City, State,Zip 400 Pech Road Central Point OR 97502 Contact Name&Telephone Number Fax Number Jody Hathaway 541774-5060 SOURCING METHOD ❑ Exemot 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) ❑ Stale of Washington Intermediate Procurement 0' Sole Source pvfG / Contract It GOODS&SERVICES El Applicable Form(#55,6,77 orV VY4 L110l ❑ Agency government agency contract $5.000 to$100.000 l" ❑ (3)Written quotes attached ❑ Soecial Procurement Contract# PERSONAL SERVICES ❑ Form#9,Request for Approval Intergovernmental Agreement $5,000 to$75.000 ❑ Written quote or proposal attached ❑ Agency Cl Less than$35,000,by direct appointment Date approved by Council: Date original contract approved by Council: ❑ 3 Written proposals attached Valid until: Date (Dale) Description of SERVICES Total Cost Dispatch services for Fire for FY 2013 -to be billed Quarterly. $ 162,670.07 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quotelproposal $ Project Number______-___ ©VccountNumberj-fO-_0''r-Le--VC' �oy100 Account Number___-__-__- -____ ,6.ccountNum bar_/IIP-9x-13- PCZ-E.0Y10V '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 lignin I; u'iffon nn,l certify that the City's public contracting requirements have b en fisted. Employee Signature: — Department Head Signature: «� (Equal to or breater than$5,000) Additional signatures(if applicable): 1 Funds appropriated for current fiscal year. ES NO tk 4` y 711r//L Finance Director-(Equaltoorgre erthan$5,000) Date Comments: Form#3-Requisition