HomeMy WebLinkAbout2005-152 CONT AMND - City of Medford
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AMENDMENT
This Amendn1ent is made and effective as of the date of the last signature hereon, by
and among the parties, the City of Medford, Oregon (Medford), the City of Ashland, Oregon
(Ashland), Jackson County, Oregon (Jackson County) and Southern Oregon Regional
Comn1tll1ications, an ORS 190 Intergovernmental Agency (SORC) and the parties agree as follows:
RECIT ALS
WH:EREAS, the parties to this Amendment are the parties to the A]mended Joint
Agency Agreement, Jackson County Public Safety Agencies Public Communications Services
(JCPSA Agreen1ent, with an effective date of November 18, 1998 which agreement is incorporated
by this reference herein; and
WH:EREAS, the parties have reached certain understandings as to the handling of
one of the joint agency accounts held pursuant to the JCPSA Agreement, the Technical Replacement
Fund (TRF), notwithstanding the language of the JCPSA Agreement as written; and
WE[EREAS, the parties desire to reduce their agreement to writing;
NO'W THEREFORE, the parties agree as follows:
1. Declaration of TRF Excess Revenues
The parties declare that all monies held in the TRF over the sum of Two Hundred
Fifty Thousand Dollars and No/Cents ($250,000.00) as of June 30 of any given year shall be
considered as excess revenues. Medford will make the determination as to whether there are excess
revenues in the TRF as of June 30 in any given year within fifteen (15) business days after June 30
and will in1mediately notify the parties in writing of the existence and total amount of the excess
revel1\l~S and the pro rata share of the excess TRF revenues available to each party.
2. Request for TRF Excess Revenue Disbursement.
Should any party desire that its share of the TRF excess revenues be disbursed to that
party, its authorized representative shall make such party's request in writing of Medford via the
CAD Systel11s 11anager or designee and deliver, by mail or otherwise, its request to the CAD
Systems Manager, no later than September 1, or if that date falls on a weekend or holiday, by the
next business day thereafter. Failure of a party to make a timely request shall be conclusive
indicc:!t:on of such party's intent to allow its pro rata share ofTRF excess revenues to remain in the
TRF for the entire1ty of the fiscal year.
3. Disbursement of Pro Rata Share.
Upon receipt of a request for disbursement of a party's pro rata shar1e of the excess
AMENDMENT - 1
TRF revenues, Medford shall cause prompt reimbursement to be made to the requesting party, but
in any event within thirty (30) calendar days of its receipt of the request or, in the event the thirtieth
day falls on a weekend or holiday, by the next business day following. Time is of the essence.
4. Conflict with JCPSA Agreement.
To the extent that the terms of this Amendment may conflict with or contradict the
JCPSA Agreement, the parties agree that this Amendment shall control and supersede the JCPSA
Agreement. In all other respects, however, the JCPSA Agreement is deemed to be in full force and
effect and unaffected hereby.
SIGNATURES:
CITY OF MEDFORD
&~
MAYOR
ACTING
Approved as to fonm:
CITY OF ASHLAND
CITY
~
JACKSON COUNTY
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DATE
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JACKSON COUNTY ADMINISTRATOR DATE
'( ,.~-o);
DATE
Approved as to form:
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JA ON COUNTY COUNSEL
7~~
SOUTHERN OREGON REGIONAL
COMMUNICATIONS
~(I(( 6>
DATE
~~
./SORC CO CIL CHAIR
DATE
Approved as to form: Approved as to form:
~~~;~z~~
AMENDMENT - 2
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 A1!Teement. the Provider shall furnish basic emergency communications
services as herein defmed, together with extended services as set forth in Schedule C (Extended
Service~
3. DEFINITIONS. As used in this Agreement:
Basic ~~mergency 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.
Busim'.Sslservice call means a telephone or radio call for service handled by Provider for 1the
Subscriber, and which is not a 9-1-1 call.
CCOk.(, is an acronym that stands for Central Communications
Extemled 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
Subscliber'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 defmed, that generates an incident number for the Subscriber.
Mana,ger, means the Medford 9-1-1 CCOM Communications Manager.
9-1-1 call means a telephone call for service received over a 9-1-1 line.
Provider means the City of Medford
SORC is an acronym that stands for the Southern Oregon Regional Communications CeI1lter
Communications Services Subscription-Agreement
---- ..----
---.,...----- ---
Subscriber, where used in the plural or generic context (not capitalized) means any public agency
subscribing to basic service from Provider under similar contract.
Supervisor, means the Medford 9-1-1 CCOM Communications Supervisor.
System Delivery and Services, means the shared computer aided dispatch, police, fire, andl 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 a~:cess the
system shall be directly responsible for the purchase of all specified equipment, licenses, Clnd
installation services. An agency accessing the system shall be responsible for all maintenance,
upgrades, and replacement of their equipment.
4. COMMUNICATIONS LINKAGE AND MAINTENANCE. Subscriber shall independently,
at their IDwn expense, provide or 3JTange for installation, implementation, maintenance and
support of all lines and equipment necessary to transmit telephone, radio and radio microwave
signals 1lo and from Provider's receiving point. Provider's responsibility is limited to accepting
commu][lications at its center ~d generating communications compatible with Subscriber's
commwaications links. Proyider shall have no responsibility for maintenance or support of
communications lines and equipment except to contract with Qwest Communications, its
subsidi,u-ies, 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,
implement immediate procedures, which accommodate the change. If any such procedw'e is
incompatible with Provider's operating needs, Provider shall notify Subscriber of the reas,ons
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 Subscribc:r's
personnel. Provider will train Subscriber's personnel as need is determined by Provider and
SubscIiber. Training 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
infomlation necessary for Provider to contact Subscriber's on-call personnel.
Communications: Services Subscription-Agreement
2
6. ADMINISTRATIVE RESPONSIBILITY.
6.1 Provider shall have full authority and responsibility over hiring, training, discipline,
scheduling, and assignment of personnel assigned to perfonn and to supervise services provided
under this Agreement. Provider shall have full discretion and authority to assign priority service
among c~onflicting 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. BOARU. 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 Subscrirn:r 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 perfonn the following functions consistent with laws. ordinances. other
agreements, and sound management practices:
7.1.1 Recommend phone answering and dispatch protocol, procedures and policies
related to service delivery (including participation in detennining 911/F'SAP
service if such service is transferred to another entity).
7.1.2 Recommend dispatcher training criteria and program related standards.
7.1.3 Recommend equipment replacement and improvement in order to maintain a
progressive standard within the communications center.
7.1.4 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 and serve as the Board representative for the
Medford Police Department. 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 tennination of the fiscal year, on or about July 1.
Communications Services Subscription-Agreement
3
7.4 RECORDS: The Chair shall keep the records of the Board. A location shall be
provided by the Medford Communications Center as a pennanent 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 Communic<itions
Center Manager shall comply with recommendations regarding service delivery from the
Board, after approval by the Chief of Police of the City of Medford.
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 Jto to the Board.
7.6.2 If the issue is not resolved to the satisfaction of the subscriber by the BO::ird, the
subscriber may bring the matter before the Chief of Police of the City of Medford, who
shall investigate and recommend a resolution. In the event the issue is not resolved by
the Chief of Police to the satisfaction of the subscriber, the subscriber may appeal to the
City Manager of the City of Medford.
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 BOaJrd, the
Board shall forward a complete report of its fmdings 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 CMef 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 M:edford
City Council with respect to any and all fiscal matters affecting the [mandaI
responsibility of subscribers to the Medford Communications Center. Any program or
operational changes having expenditures requiring a supplemental budget under Oregon
Communications Services Subscription-Agreement
4
Local Budget Law must go through all budget preparation and review stages involving
the Board, as set forth herein.
8. FEES. Subscriber spall pay an annual fee for services under this Agreement. That fee shall be
compute:d as provided in Schedule C (Fee &hedule). Fees shall be due and payable in adyance in
equal quarterly installments as set forth in Schedule C. Should Subscriber be in arrears in
paymen1t 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; ~md (b) the loss or injury sustained by the complainant resulted from the acts, error.) 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 Ore:gon
Law; and the right to indemnity extends to officers, employees, and 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 hannless.
10. TERM AND TERMINATION: This Agreement shall be in effect commencing on the dalte of
execution as set forth below and ending June 30, 2008. This Agreement shall be automatic:ally
renewed after the original tenn unless either party provides notice to the other as provided in this
paragraph eleven.
11. RENE'NAL. Either party may tenninate this Agreement at the end of the original term (June 30,
2008) without penalty or cause, by written notice of intent to tenninate delivered to the other party
no later than January I, 2007. If no such notice is given the Agreement is automatically extended
and shall remain in effect between the parties unless tenninated in the following manner: After the
end of the original tenn, the agreement may be terminated at the end of any fiscal year, wiithout
penalty or cause, by written notice of intent to tenninate delivered to the other party no later than
18 months prior to the end of that fiscal year. 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
scheduIes attached to this Agreement; provided, however, that the method used to compute
Subscriiber'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 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 perfonned by other equipment owned or leased by Provider,
and which must be replaced because its repair or maintenance cost equals or exceeds its fclir
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), CADIMDC interface, Paperless Report Writing System, and MDCIRMS interface.
Communications Services Subscription-Agreement
5
13. COMPIJETE AGREEMENT
13.1 Schedules A, B, C, and D, referenced herein above, are hereby incorporated as part of
this Agr~:ement as though fully reproduced herein.
13.2 This Agreement represents the complete and integrated understanding of the parti(~s 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 tenns hereof shall be considered to in any way modify, abridge, or invalidate any provi:sion
hereof, and no evidence of such shall be admitted in any proceeding in which the tenns 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
Providelr'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 autborized representatives as the dates set forth below.
CITY OF MEDFORD, OREGON
B~ay2?fr
Mayoj;l'
Date: ?"-~J03
THE CITY OF ASHLAND
'- u ~ ..... /')
Br~~ /'.
City Administrator
Date:
;2-f-t1s
~
Approved:
~e._ ~~W ~ \Q..
Chief of Police
City of Medford
A~-
Chief of Police
City of Ashland
(Lr;v I \~ R1l.. t/lr-- "2 - CO -0 ~
'- n y A-rry
Communications: Services Subscription-Agreement 6
SCHEDULE A
BASIC EMERGENCY COMMUNICATIONS SERVICE
I~OR POLICE, FIRE AND MEDICAL AGENCIES
I. Answer "businesslserviceu and "9-1-1 emergencyU caUs for service.
2. Dispatch "businesslserviceu and 9-1-1 emergencyU 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.
S. Paging servIces for "public safety purposes". (Shall include paging Ashland Public Works for
emergencie~;. )
6. Radio broadcasts of "administrative messages". "attempts to locate", "all-point bu])etins", and"~trf"f"t
Closure Announcements". This includes screening ofteletypes 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, programming for CAD files, and department personnel work schedule.
9. Provide public safety telephone messages via the Communications Center.
10. Maintain backup radio and telephone equipment; also pI:Ovide backup emergency power for ra.dio and
telephone service for the Communications Center. .
11. Maintain re:cordings 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 ea(:h
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 ofMSAG (Master Street Addressing Guide) files for the
Enhanced 9-1-1 System.
Communications Services Subscription-Agreement
7
SCHEDULE B
EX1'ENDED 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" ~r
duri'1g ."mprgencies
P ACKETCLUSTER CUSTOMER FEES
Initial Infrastructure Costs:
$2,688 Per Servl~r License - (This includes $1,688 software costs + $1,000 server upgrade) One time
.charge.
Licensin2 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)
P ACKETWRITER CUSTOMER FEES
Initial Infrastruc:ture Costs:
$1,440 Per Client License - One time Charge
Licensin2 Costs~
$1,750. Per Clic:nt 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.
MDC/CAD INTERFACE
Initial Infrastru~cture Costs:
No additional cost ifDispatchlPSAP Service is provided by Medford Police Department CCOM
PACKET WRITERlRMS INTERFACE
Communications Services Subscription-Agreement
8
To be negotiated when implemented.
Communications Services Subscription-Agreement
9
SCHEDULE C
}'EE SCHEDULE FOR THE CITY OF ASHLAND
I. FY 2002-2003 FEES: Subscriber's fee for services provided under this Agreement shan be
$337,210 for Basic Service Fee plus negotiated fee for any extended services, less Ashland's
9-1..1 funds. 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
celOM'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:
1.2.1 Answering point for all Ashland PSAP calls, non-emergenc:y
phones, and after- hours utility phones.
1.2.2 Full Time Dispatch Scn ice to Ashland Police, and Ashland
FireIMedical.
1.2.3 Ashland wilJ maintain aU necessary RF infrastructures to receive
Medford's radio transmissions.
1.2.4 Per ORS 236.610 (4) (b), at the time of transfer, Subscriber shall
pay to Provider a sum equal to the number of hours of accrued
leave, retained by the transferred employees, times the employee's
hourly rate of pay. Subscriber shall pay their transferred
employees any compensation required by ORS 236.
1.2.5 The fees for fiscal year 2003-2004 shall be based on the 2002
calendar year calls for service as a percentage ofCCOM's ,calls for
service as applied to the budget for CCOM.
(Note: Ashland's calls for service for calendar year 2002 were
69,932 and the calls for service for CCOM for the calendar year
2002, including Ashland, were 248,821)
1.2.6 The fees for fIScal year 2004-2005, and thereafter, shall be
adjusted annually, based on the preceding calendar year's actual
calls for service as a percentage oftotal CCOM's calls for :)ervice
as applied to CCOM's budget.
Communications Services Subscription-Agreement
10
ANNUAL FEE SCHEDULE
Cost Considerations:
Figures based on estimate of26% increase in workload to CCOM:
Staffing Formula:
Additional CCOM staffmg required: (1) Dispatcher - 24 hours x 365 days =
8,760 hours, divided by 1824 hours. (Staffmg time available per employee) =
4.8 employees.
Five (5) Ashland Dispatchers by Lateral Transfer'
Overtime five (5) Dispatchers x 50 hours per year x $31.00
Supervisor $70,500 x 10%
Manager $84,000 x 10%
Increase in Materials and Services
Administrative Costs $81,000 x 26%
$270,000
7,750
7,050
8,400
22,950
_ 21.060
$337,210*
.. Ashland ,}-I-I tunds, assIgned to Medford or SORC (see paragraph ~~ below),
shall be debited from this contract figure.
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 ofE-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 thalt 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 confmnation: It will be the responsibility of Ashland Police Department
(APD) to enter their warrants according to LEDS/NCIC guidelines, completc~ 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 II U manila envelope. A typed label will be affixed to the top right hand
comer of the envelope listing the last name, first name, and middle name. The label
shall also contain either "APDu or "Ashland PD
Communications Services Subscription-Agreement
11
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
confmn the warrants and clear the warrants from LEDSINCIC and the Tiburol1
Records Management System (RMS).
MPD shall send cleared Circuit Court warrants back to Circuit Court or to the
Jackson County Sheriffs Office to be served upon receipt of the defendant. Ashland
Municipal warrants will be returned to APD. All completed warrant workshel~ts,
teletypes and empty APD warrant envelopes will be returned to APD.
2 . EXTENDED SERVICE FEE: Subscriber may annually request renewal or modificadon of
the ,extended services contained in Schedule "B". Provider shall quote a fee for such request
basc:d 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
~er"ice, Subscriber shall pay it~ total annllal {pe in acivanr.p inP'1',a1 '1',arterly installments
Qum1erly installment payments shall be due and payable on the following dates:
July 30 - September 30 - December 31 - March 31
4. 9-l-1 FUNDS: Ashland shall assign all 9-1-1 State funds to the City of Medford. AU
Ashland assigned 9-1-1 funds will be debited from the contractual annual fees. Should. the
State require Ashland 9-1-1 funds be assigned to SORC, the amounts so assigned to SORC
shaU continue to be deducted from the contractual annual fees due under this Agreem(:nt. For
2002-2003,9-1-1 funds received by Ashland will be approximately $1.09187 per capita per
qU2111er, multiplied by the city population of 19,770 or $86,345 per year.
Communications Services Subscription-Agreement
12
SCHEDULE D
SATELLITE OFFICE DURING TRANSITIONAL PERIOD
It shall be the responsibility of Subscriber to arrange and provide 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. The below listed tenns shall be in effect during
the transition period commencing on the date of execution of this contract and expiring upon Subscriber's
completion of the: radio/telephone connectivity.
1. Proyider will assume supervisory responsibility of Subscriber's current Dispatch/PSAF'
facility.
2. Upon execution of the contract, the employment status of Subscriber's five (5) currently
employed senior Dispatchers' shall be transferred to Provider's CCOM, per ORS 236.620.
Subscriber's remaining two (2), currently employed, Dispatchers shall remain employ(:es of
the Subscriber, assigned to the satellite dispatch center until such time as Subscriber installs
a1lll:quipment necessary to transmit telephone and radio signals to and from Provider's
receiving point. At that time, the employment status of the two (2) remaining dispatchers
shall be transferred to ProvIder and lIsted as "regular laId-ofT employees.', per ORS 236.630
(3).. Should vacancies in CCOM occur during this transitional period, the employee(s) will be
immediately transferred to Provider as a full time Dispatcher(s).
3. Subscriber will be responsible for all satellite office related communications equipment, and
radio tower maintenance.
4. Provider will be responsible for all satellite office related material and services related costs.
Communications Services Subscription-Agreement
13
Page 1 /1
r~'
C I T Y 0 F CITY RECO
A.SHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
06136
VENDOR: 002503
MEDFORD, CITY OF, ATTN FINANCE DEPT
411 WEST 8TH STREET, #358
MEDFORD, OR 97501
SHIP TO: City of Ashland - Police Dept.
1155 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: POLICE
Contact: Michael Bianca
Confirming? No
BILL TO: Account Payable
20 EAST MAl N ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
487 000.00
0.00
0.00
487,000.00
~ ~/ o/'SflJ
Au rized Si!gnature
VENDOR COpy
<:ITY OF
ASiHLAND
REQUISITION FORM
Date of Request:
THIS REQUEST IS A:
D Change Order( existing PO #
Required Date of Delivery/Ser/ice:
Vendor Name:
Address:
City, State, Zip:
Phone:
Fax Number
Deliver Location
City of Medford
Services Only
Description
Dispatch & RMS Services
Blanket PO $121,750.00 per qualrter
Total Cost
Solicitation Plrocess:
D Exempt D 3 Written Quotes
(copies attached)
~ Sole Source D Invitation to Bid
(copies on file)
D Request for
Proposal (copies on file)
~...r,J .....""
(I u"
C/ ~ ~I'''
D Less than
$5000
Project Number
Account Number 110-06-11.04.604000
*Please attach the Original signed contract and Insurance certificate.
Materials Only
Item # Quantity Unlit
Description
Unit Cost Total Cost
Project Number
Account Number
- - -
--. -- -- ------
"- I
Employee Signature: Supervisor/Dept. Head Signatur' /'
NOTE: By signing this requisition form, I certify that the above request meets the City of Ashland Solicitation Pro ss (i
when necess~ry.
<:> c-<:. r .:Y
....JI
G: Finance\P rocedure\AP\Forms \req uisition
Updated on:07/15/02
Rich Walsh - ALLOCATION Ash. FOR 2005-06 DISPATCH.xls
Dispatch, CAD, and RMS Expense Allocation
Total Medford Police Dispatch Budgeted Cost
Total Medford Police CAD/RMS Budgeted Cost
'':!dford Police Total Budgeted for Dispatch, CAD, and RMS
Current Charge to Ashland
Cost Allocation based on J Cases
Medford
Ashland
Totals
Additional/Enhances Services:
Ashland Public Works Call-Out (Electric Dept.)
Ashland Fire/Rescue Separate Channel
CIPs 05/06 Include CAD/RMS Upgrade to 7.5, ARS, Maverick Mapping
::--.-
$2,014,215
$379,995
$2.394,210
$443.000
J Cases
162,650
57,220
219,870
Page 1
$2,394.210
Percent Allocation Discount New Billing 05/06
74% $1,771,715.40 $0.00 $1,907,210.00
26% $622.494.60 $135.494.60 $487,000.00
100% $2,394,210.00 $2,394,210.00
Rich Walsh - ALLOCATION Ash. FOR 2005-06 DISPATCH.xls
Page 1
From:
To:
Date:
Subject:
"Craig A. Amann" <Craig.Amann@cityofmedford.org>
<walshr@ashland.or.us>
2/24/20059:15:50 AM
ALLOCATION Ash. FOR 2005-06 DISPATCH.xls
Hello DC Walsh -
Attached is the allocation we discussed.
The J case totals for 2004 are:
APD - 52,948
AFR - 4,272
Total - 57,220
MPD - 149,400
MFD - 13,250
Total - 162,650
SOU/Ashland PW calls were not counted in the totals.
Please let me know if you have any questions. Thanks.
cc:
"Craig A. Amann" <Craig.Amann@cityofmedford.org>
76741 Sprenger
76741 Unfilled Supervisor
90178 Dutra
67565 Hamillton
54052 Venables
63076 Stromquist
55472 Sanchez
53851 Kramer
53177 Ogren
67531 Stag~Jers-Shurtz
61131 Vega
67539 Steigleder
62297 Farmer
62273 Cotone
67337 Evans
64931 Hobbs
64931 Lewis
62150 James
62297 Froehlich
62297 Williams
62297 Spence
68092 Greenstein
68065 Glas~Jow
62319 Warnen
50685 Unfilled Dispatcher .
50685 Unfmed Dispatcher
50685 Unfilled Dispatcher
1708394 Total Salaries and Benefits/Full Time
93800 Total Overtime w/Benefits/Full Time
64021.28 Total Part Time (Dispatcher & Secretary)
1866215
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