CITY OF BOISE. ORDINANCE or RESOLUTION NUMBER: R Dispatch contract for Boise Fire and Whitney Fire District

Transcription

1 CITY OF BOISE To: FROM: Mayor and Council Perry Oldenburg, Deputy Chief Boise Fire ORDINANCE or RESOLUTION NUMBER: R DATE: May 28, 2008 SUBJECT: Dispatch contract for Boise Fire and Whitney Fire District ACTION REQUIRED: Approval RECOMMENDATION: Approval FISCAL IMPACT/BUDGET IMPLICATIONS: $284, ($16.43 per response) BACKGROUND: This is the annual contract for Emergency (911) dispatch services. Changes this year included (without additional cost): City and County agree to use a dispatch liaison (with upgraded PCMSS access) to facilitate communications and training between and among the agencies. The County investigation shall be completed within fourteen (14) days. (complaint investigation) All such requests shall be made within thirteen (13) months of the origination of the incident related to City operation. (request for audio recordings)

2 RESOLUTION NO. BY THE COUNCIL: BISTERFELDT, CLEGG, EBERLE, JORDAN, SHEALY AND TIBBS A RESOLUTION AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE ON BEHALF OF THE CITY OF BOISE CITY, A CONTRACT FOR COMMUNICATION AND DISPATCH SERVICES BETWEEN THE CITY OF BOISE CITY FIRE DEPARTMENT AND ADA COUNTY, AND PROVIDING AN EFFECTIVE DATE. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF BOISE, IDAHO: Section 1. That the contract by and between the Boise Fire Department and Ada County for Communication Dispatch Services, a copy of which Agreement, marked Exhibit A, is attached hereto and incorporated herein by reference, be, and the same hereby is, approved both as to form and content. Section 2. That the Mayor and City Clerk be, and they hereby are, authorized to execute and attest said contract on behalf of Boise City. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the Council of the City of Boise, Idaho, this, APPROVED by the Mayor of the City of Boise, Idaho, this, day of day of APPROVED: Mayor ATTESTED: City Clerk R

3 CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND BOISE CITY FIRE DEPARTMENT THIS CONTRACT, by and between Ada County (hereinafter referred to as County ) and Boise City Fire Department (hereinafter referred to as City ) is entered into for the purpose of establishing a fire communication dispatch service for City, to be supplied by County, and for the payment of consideration by City to County for the provision of that service. It is further understood that operationally County means the Ada County Sheriff s Office (hereinafter referred to as ACSO ). W I T N E S S E T H: WHEREAS, County and City desire to enter into an agreement whereby County will furnish radio and telephone dispatch communication services and facilities to City. NOW, THEREFORE, the parties hereby mutually agree as follows: 1. Contract Term and Renegotiation Option. By the execution of this Contract, both parties hereby agree that this Contract will be in full force and effect upon execution, and will remain in full force and effect from October 1, 2007, until September 30, Both parties hereby agree that this Contract may be renewed upon re-execution by both parties for successive one-year periods, beginning October 1, through and including September 30 of the following year and each year thereafter. Should re-execution of this Contract not be accomplished by the beginning of the next contract period, this Contract shall remain in full force and effect for consecutive onemonth periods until a new contract has been renegotiated and executed. During any extension period, City shall pay to County a pro-rata monthly portion of the annual contract cost set forth in section 9 of this Contract. Each such payment shall be made within ten (10) days following the end of each such one-month extension and shall be delivered to the ACSO. 2. Termination. This Contract may be terminated by either party for a breach of its terms or conditions after written notice of termination has been served upon the other party ninety (90) days prior to the requested termination date. 3. Duties and Obligations. County shall provide dispatch services to City. County shall provide the services of a dispatch center to City, including the receipt, transmission, and transfer of emergency and routine communications made at the request or direction of City, and including deployment of emergency mobile communications utilizing the Emergency Communications Van ( ECV ). CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND BOISE CITY FIRE DEPARTMENT - 1 i:\legal\legal divisions\public safety div\resos 2008\(contract) dispatch agreement boise city fire dept doc

4 County agrees to staff the Emergency Communications Center with at least two (2) dedicated 1 Fire/EMS dispatchers on a 24-hour-a-day basis to provide Fire and Emergency Medical Service dispatch services in accordance with approved policies and procedures. Dispatch services shall always take precedence over other activities. Responsibility for developing the standards, manner of training, and dispatcher performance evaluations rest with County. City agrees to bring to the attention of County, through written notification directed to the ACSO or its designee, any operational, employee performance, or other problem which, in City s opinion, is, or has the potential to become, detrimental to City s ability to adequately deliver its services. County agrees to take whatever reasonable and customary steps are necessary to assuage City s concerns. City and County agree to use a dispatch liaison (with upgraded PCMSS access) to facilitate communications and training between and among the agencies. 4. Performance standards. County shall provide to City services which meet or exceed the following standards: a. Dispatch procedure shall be in compliance with Dispatch Standard Operating Policy ( SOP ). b. Published revisions to the Dispatch SOP shall be distributed and implemented within two (2) months after revisions are agreed upon by County and City. 5. Penalties. In the event that it appears the Performance Standards have not been met, City shall, within seven (7) days of the alleged performance deficiency, make written notification to County, specifically identifying the alleged performance deficiency. County shall immediately initiate an investigation of the matter. The County investigation shall be completed within fourteen (14) days. Upon completion of the investigation, a written report shall be forwarded to City. City and County shall meet within seven (7) days of submission of the report and agree on how to prevent any recurrence of any deficiency identified. 6. City Personnel. City agrees to maintain either full-time or on-call personnel to accept alarms requesting emergency fire services within the jurisdiction of City. 7. County Dispatch Services. County shall provide said City communications dispatch services. County agrees to convene a SOP meeting with participating agencies on a quarterly basis to discuss changes, additions, deletions, and protocols regarding City s SOP. It is further agreed that in consideration of City s immediate operational requirements, requests for priority changes, additions, deletions, or 1 Dedicated means they are dedicated to fire dispatching only. CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND BOISE CITY FIRE DEPARTMENT - 2 i:\legal\legal divisions\public safety div\resos 2008\(contract) dispatch agreement boise city fire dept doc

5 protocols to City s SOP will be accepted by County for consideration at any time during this contract term. Implementation of any SOP that would result in, or have the potential of resulting in, a significant financial impact, as determined by County, upon management of the Emergency Communications Center, shall require negotiation prior to implementation of that policy. Significant financial impact shall be defined as any amount in excess of One Thousand Dollars ($1,000.00) per contract term. In such case, County will consider said change and shall, within ten (10) days of notice, respond to City in writing as to the implementation or lack of implementation of change in the Emergency Communications Center. 8. Licenses, Permits and Regulations. City shall be responsible for renewal of all City licenses and permits required for the operation of City s radio frequencies by the Ada County Emergency Communications Center. County and City shall each comply with all laws, orders and regulations of the Federal Communications Commission and any other applicable local, state or federal law, order or regulation. 9. Tapes, Logs, Time Cards, Special Reports, and Other Materials. County shall, within five (5) days after written request by City, supply City with duplicates of the tapes, logs, time cards, special reports, recordings, or other materials that can be identified as being principally related to the dispatch of City-owned emergency vehicles. All such requests shall be made within thirteen (13) months of the origination of the incident related to City operation. No tapes, recordings, reports, or other materials relating to any other agency shall be supplied to City unless City first obtains approval in writing from said agency s chief official or his designee. Such approval shall be in a form approved by the ACSO in accordance with Dispatch Operating Policy Map Page Corrections. County shall coordinate and distribute map page corrections to City in the form of single-sided 8-1/2-inch x 14-inch white paper with black imaging suitable for printing on a schedule mutually agreed to. After receipt of the map book correction pages from County, it shall be City s responsibility to reprint any and all reproductions necessary for their Emergency Response Map Book requirements. 11. EMS and Fire Dispatching. It shall be understood by both City and County that equipment owned by both entities may be utilized in providing dispatch service for any agency within Ada County as well as the City. 12. Preparation of Annual Budget for Each Contract Year. The ACSO shall cause to be prepared and forwarded to City for review no later than April 15, an annual budget for operations of the Ada County Emergency Communication s Center. Said budget shall identify the itemized costs of providing all Fire/EMS-related communications services to City for the ensuing contract year. CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND BOISE CITY FIRE DEPARTMENT - 3 i:\legal\legal divisions\public safety div\resos 2008\(contract) dispatch agreement boise city fire dept doc

6 The Projected Costs of Services shall be and is hereby made a part of this Contract. (See Appendix A. ) 13. Consideration by City. In consideration of the foregoing and pursuant to this Contract, City hereby agrees to pay to County the sum of Two Hundred Seventy-Three Thousand, Six Hundred Sixty-Seven Dollars and Ninety-Three Cents ($273,667.93) for the services provided to City and Eleven Thousand, Seventy-Four Dollars and Eighty- Eight Cents ($11,074.88) for the services provided to Whitney Fire Protection District pursuant to the Boise City Fire Department/Whitney Fire Protection District Agreement for the total sum of Two Hundred Eighty-Four Thousand, Seven Hundred Forty-Two Dollars and Eighty-One Cents ($284,742.81), paid in equal portions quarterly at the end of each quarter, to the ACSO. Said total amount shall be paid to the ACSO no later than September 30, In the event of termination of this Contract pursuant to the provisions of section 7 herein above, City shall pay a pro-rata share of the contract amount set forth. IN WITNESS WHEREOF, the parties hereto have subscribed their names the day and year first above written. ADA COUNTY BOARD OF COMMISSIONERS CITY OF BOISE Fred Tilman, Chairman David H. Bieter, Mayor Paul R. Woods, Commissioner ATTEST: Rick Yzaguirre, Commissioner Boise City Clerk ATTEST: J. David Navarro, Ada County Clerk ADA COUNTY SHERIFF S OFFICE Gary Raney, Ada County Sheriff CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND BOISE CITY FIRE DEPARTMENT - 4 i:\legal\legal divisions\public safety div\resos 2008\(contract) dispatch agreement boise city fire dept doc

7 Appendix A Boise City Fire Department and Whitney Fire Protection District Fire Contracts Agency 2006 Runs Percent of Total Billed Amount Boise Fire 16, % $ 273, Whitney Fire % $ 11, Meridian Fire 3, % $ 58, Eagle Fire 1, % $ 21, Kuna Fire % $ 15, Star Fire % $ 8, NACFR 1, % $ 25, EMS 20, % $ 337, Total 45, % $ 751, Cost per run $ CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND BOISE CITY FIRE DEPARTMENT APPENDIX A i:\legal\legal divisions\public safety div\resos 2008\(contract) dispatch agreement boise city fire dept doc

8 CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND WHITNEY FIRE PROTECTION DISTRICT THIS CONTRACT, by and between Ada County (hereinafter referred to as County ) and Whitney Fire Protection District (hereinafter referred to as District ) is entered into for the purpose of establishing a fire communication dispatch service for District, to be supplied by County, and for the payment of consideration by District to County for the provision of that service. It is further understood that operationally County means the Ada County Sheriff s Office (hereinafter referred to as ACSO ). W I T N E S S E T H: WHEREAS, County and District desire to enter into an agreement whereby County will furnish radio and telephone dispatch communication services and facilities to District. NOW, THEREFORE, the parties hereby mutually agree as follows: 1. Contract Term and Renegotiation Option. By the execution of this Contract, both parties hereby agree that this Contract will be in full force and effect upon execution, and will remain in full force and effect from October 1, 2007, until September 30, Both parties hereby agree that this Contract may be renewed upon re-execution by both parties for successive one-year periods, beginning October 1, through and including September 30 of the following year and each year thereafter. Should re-execution of this Contract not be accomplished by the beginning of the next contract period, this Contract shall remain in full force and effect for consecutive onemonth periods until a new contract has been renegotiated and executed. During any extension period, District shall pay to County a pro-rata monthly portion of the annual contract cost set forth in section 9 of this Contract. Each such payment shall be made within ten (10) days following the end of each such one-month extension and shall be delivered to the ACSO. 2. Termination. This Contract may be terminated by either party for a breach of its terms or conditions after written notice of termination has been served upon the other party ninety (90) days prior to the requested termination date. 3. Duties and Obligations. County shall provide dispatch services to District. County shall provide the services of a dispatch center to District, including the receipt, transmission, and transfer of emergency and routine communications made at the request or direction of District, and including deployment of emergency mobile communications utilizing the Emergency Communications Van ( ECV ). CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND WHITNEY FIRE PROTECTION DISTRICT PAGE 1 i:\legal\legal divisions\public safety div\resos 2008\(contract ii) dispatch agreement whitney fire district doc

9 County agrees to staff the Emergency Communications Center with at least two (2) dedicated 1 Fire/EMS dispatchers on a 24-hour a day basis to provide Fire and Emergency Medical Service dispatch services in accordance with approved policies and procedures. Dispatch services shall always take precedence over other activities. Responsibility for developing the standards, manner of training, and dispatcher performance evaluations rest with County. District agrees to bring to the attention of County, through written notification directed to the ACSO or its designee, any operational, employee performance, or other problem which, in District s opinion, is, or has the potential to become, detrimental to District s ability to adequately deliver its services. County agrees to take whatever reasonable and customary steps are necessary to assuage District s concerns. District, the City of Boise and County agree to use a dispatch liaison (with upgraded PCMSS access) to facilitate communications and training between and among the agencies. 4. Performance standards. County shall provide to District services which meet or exceed the following standards: a. Dispatch procedure shall be in compliance with Dispatch Standard Operating Policy ( SOP ). b. Published revisions to the Dispatch SOP shall be distributed and implemented within two (2) months after revisions are agreed upon by County and District. 5. Penalties. In the event that it appears the Performance Standards have not been met, District shall, within seven (7) days of the alleged performance deficiency, make written notification to County, specifically identifying the alleged performance deficiency. County shall immediately initiate an investigation of the matter. Upon completion of the investigation, a written report shall be forwarded to District. District and County shall meet within seven (7) days of submission of the report and agree on how to prevent any recurrence of any deficiency identified. 6. District Personnel. District agrees to maintain either full-time or on-call personnel to accept alarms requesting emergency fire services within the jurisdiction of District. 7. County Dispatch Services. County shall provide said District communications dispatch services. County agrees to convene a SOP meeting with participating agencies on a quarterly basis to discuss changes, additions, deletions, and protocols regarding District s SOP. It is further agreed that in consideration of District s 1 Dedicated means they are dedicated to fire dispatching only. CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND WHITNEY FIRE PROTECTION DISTRICT PAGE 2 i:\legal\legal divisions\public safety div\resos 2008\(contract ii) dispatch agreement whitney fire district doc

10 immediate operational requirements, requests for priority changes, additions, deletions, or protocols to District s SOP will be accepted by County for consideration at any time during this contract term. Implementation of any SOP that would result in, or have the potential of resulting in, a significant financial impact, as determined by County, upon management of the Emergency Communications Center, shall require negotiation prior to implementation of that policy. Significant financial impact shall be defined as any amount in excess of One Thousand Dollars ($1,000.00) per contract term. In such case, County will consider said change and shall, within ten (10) days of notice, respond to District in writing as to the implementation or lack of implementation of change in the Emergency Communications Center. 8. Licenses, Permits and Regulations. District shall be responsible for renewal of all District licenses and permits required for the operation of District s radio frequencies at County s Emergency Communications Center. County and District shall each comply with all laws, orders and regulations of the Federal Communications Commission and any other applicable local, state or federal law, order or regulation. 9. Tapes, Logs, Time Cards, Special Reports, and Other Materials. County shall, within five (5) days after written request by District, supply District with duplicates of the tapes, logs, time cards, special reports, recordings, or other materials that can be identified as being principally related to the dispatch of District-owned emergency vehicles. All such requests shall be made within thirteen (13) months of the origination of the incident related to District operation. No tapes, recordings, reports, or other materials relating to any other agency shall be supplied to District unless District first obtains approval in writing from said agency s chief official or his designee. Such approval shall be in a form approved by the ACSO in accordance with Dispatch Operating Policy Map Page Corrections. County shall coordinate and distribute map page corrections to District in the form of single-sided 8-1/2-inch x 14-inch white paper with black imaging suitable for printing on a schedule mutually agreed to. After receipt of the map book correction pages from County, it shall be District s responsibility to reprint any and all reproductions necessary for their Emergency Response Map Book requirements. 11. EMS and Fire Dispatching. It shall be understood by both District and County that equipment owned by both entities may be utilized in providing dispatch service for any agency within Ada County as well as the District. 12. Preparation of Annual Budget for Each Contract Year. The ACSO shall cause to be prepared and forwarded to District for review no later than April 15, an annual budget for operations of the County s Fire/EMS dispatch communication center. Said budget shall identify the itemized costs of providing all Fire/EMS related communications services to District for the ensuing contract year. CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND WHITNEY FIRE PROTECTION DISTRICT PAGE 3 i:\legal\legal divisions\public safety div\resos 2008\(contract ii) dispatch agreement whitney fire district doc

11 The Projected Costs of Services shall be and is hereby made a part of this Contract. (See Appendix A. ) 13. Consideration by District. District is responsible for the payment of the sum of Eleven Thousand Seventy-Four Dollars and Eighty-Eight Cents ($11,074.88) to County. Such sum will be paid to County pursuant to the Boise City Fire Department/Whitney Fire Protection District agreement; however in the event that such sum is not paid by the City of Boise, District shall pay the amount due and owning under this Agreement. All amounts shall be paid to the ACSO no later than September 30, In the event of termination of this Contract pursuant to the provisions of section 7 herein above, District shall pay a pro-rata share of the contract amount set forth. IN WITNESS WHEREOF, the parties hereto have subscribed their names the day and year first above written. ADA COUNTY BOARD OF COMMISSIONERS WHITNEY FIRE PROTECTION DISTRICT BOARD OF COMMISSIONERS Fred Tilman, Chairman John C. Paustian, President Paul R. Woods, Commissioner Paul L. Henning, Commissioner Rick Yzaguirre, Commissioner ATTEST: Judy M. Simmons, Commissioner ATTEST: Ada County Clerk District Secretary ADA COUNTY SHERIFF S OFFICE Gary Raney, Ada County Sheriff Renn Ross, Chief CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND WHITNEY FIRE PROTECTION DISTRICT PAGE 4 i:\legal\legal divisions\public safety div\resos 2008\(contract ii) dispatch agreement whitney fire district doc

12 CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND WHITNEY FIRE PROTECTION DISTRICT PAGE 5 i:\legal\legal divisions\public safety div\resos 2008\(contract ii) dispatch agreement whitney fire district doc

13 Appendix A Boise City Fire Department and Whitney Fire Protection District Fire Contracts Agency 2006 Runs Percent of Total Billed Amount Boise Fire 16, % $ 273, Whitney Fire % $ 11, Meridian Fire 3, % $ 58, Eagle Fire 1, % $ 21, Kuna Fire % $ 15, Star Fire % $ 8, NACFR 1, % $ 25, EMS 20, % $ 337, Total 45, % $ 751, Cost per run $ CONTRACT FOR COMMUNICATION DISPATCH SERVICES BETWEEN ADA COUNTY AND WHITNEY FIRE PROTECTION DISTRICT APPENDIX A i:\legal\legal divisions\public safety div\resos 2008\(contract ii) dispatch agreement whitney fire district doc