AGREEMENT NUMBER
MA 122381
AM. NO.
MASTER AGREEMENT
SERVICE PROVIDER IDENTIFICATION NUMBER
THIS AGREEMENT, made and entered into this 1st day of October, 2022 in the State of California, by and between the Trustees of the California State University, which is the State of California acting in a higher education capacity, through its duly appointed and acting officer, hereinafter called University and SERVICE PROVIDER’S NAME
City of Cotati , hereafter called City,
WITNESSETH: That the City for and in consideration of the covenants, conditions, agreements, and stipulation of the University hereinafter expressed, does hereby agree to furnish to the University services and materials as follows:
University and the City, agrees to enter into a 5-year agreement for Police Dispatch Services for University Police department located on the Sonoma State University campus at 1801 E. Cotati Ave, Rohnert Park, CA 94928. Services to be provided by the Cotati Police Department, which is located at 203 West Sierra Avenue in Cotati, CA 94931. Services are provided in accordance with the following documents, all of which by reference are incorporated herein and made a part of this Agreement.
Rider A – Scope of Service; consisting of six (6) pages; Exhibit A – Service Cost; consisting of one (1) page;
Rider B – CSU General Provisions for Service Acquisitions dated 05/15/2020; consisting of fourteen (14) pages.
The term of this Agreement shall be effective from October 1, 2022 through June 30, 2027, with two (2) five- year options to renew upon mutual consent of both parties.
University contact for this service is Nader Oweis, Chief of Police.
Amendments and extensions to this Agreement may be made by mutual agreement in writing by both parties. No alterations or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto, and no oral understanding or agreement not incorporated herein shall be binding on any of the parties hereto.
Upon completion of services in a manner satisfactory to the University, and upon receipt of approved invoice(s) by the Accounts Payable Department, the University agrees to pay City in accordance with the payment terms described in Exhibit A. Invoice must reference this Agreement in order for payment to occur without delay.
IN WITNESS WHEREOF, this agreement has been executed by the parties hereto, upon the date first above written.
UNIVERSITY CITY
Sonoma State University City of Cotati
BY (AUTHORIZED SIGNATURE) DATE
BY (AUTHORIZED SIGNATURE) DATE
PRINTED NAME AND TITLE OF PERSON SIGNING
Ming-Lan Sun
Manager of Contracts and Procurement
PRINTED NAME AND TITLE OF PERSON SIGNING
Damien O’Bid
City Manager
ADDRESS
1801 E. Cotati Avenue
Rohnert Park, CA 94928
ADDRESS
201 West Sierra Avenue
Cotati, CA 94931
CRL018 – 02/13/14
Agreement No MA122381
Rider A Scope of Service
1. Duties of the City: The City agrees to provide police dispatch services for Sonoma State University Police from the Cotati Police Department, located at 203 West Sierra Avenue in Cotati, California. These services shall include the following:
1.1 Emergency Telephone: City will receive and process all emergency telephone calls, including those received on 9-1-1 telephone lines, transferred by way of the police business line when police response is needed, and calls received on the Direct Dispatch telephone line (see 1.2).
All requests for police response will be received and processed by the City for incidents within the University jurisdiction.
1.2 Direct Dispatch Line: The University shall maintain an unpublished ten digit dispatch telephone number to be used as an alternate means to reach a police dispatcher. The direct dispatch number will not be published to the public but will be made available to law enforcement, EMS, and fire agencies and to designated critical University personnel.
The University will take all necessary actions to prevent the direct dispatch number from publishing to the public.
1.3 Business Telephone Line: The University will provide staffing for nonemergency and business calls Monday through Friday, between the hours of 8 a.m. and 5 p.m., excluding University holidays, campus-wide closures and extraordinary circumstances when University personnel are not available to answer the call, in which cases a phone tree shall be in place to mitigate non-emergency and business calls to the City’s 911 dispatch center. SSU will notify City Police Dispatch at 707.792.4611 in advance when SSU personnel are not available to answer non-emergency and business line calls Monday through Friday, 8 a.m. to 5 p.m. If the business telephone system is not sufficiently mitigating non-emergency calls to the City, the liaison officers for the City and University agree to meet to resolve the issue.
A list of campus holidays and scheduled closures will be provided to the City by the University prior to July 1 annually for the period between July 1 and June 30. The City may refer calls regarding inquiries regarding records, police administration, case follow-up, or other matters that do not require the response of a police officer, to the non-emergency line.
The City may refer non-emergency calls, record requests, inquiries or other matters that do not require the response of an officer or dispatcher to the business line or voicemail.
1.4 Calls for Police Service: A call for Police service is defined as being any incident reported to the City requiring the City to dispatch a member of Sonoma State Police to provide police/law enforcement service and/or emergency medical or fire response by way of REDCOM; or any incident initiated by a member of Sonoma State Police requiring the City to have radio/phone communication with the reporting member. The City will provide all communications and dispatch services associated with calls for Police service. This is to include but is not limited to receiving and Agreement No MA122381
Rider A Scope of Service
dispatching calls for service, tracking agency personnel, incidents, obtaining and providing information for responding personnel, and entries into the California Law Enforcement Telecommunications System (CLETS).
1.5 Computer Aided Dispatch and Records Management System: The City shall provide dispatch services utilizing a Computer Aided Dispatch (CAD) and Records Management System (RMS) provided by the Sonoma County Public Safety Consortium Joint Powers Authority (hereinafter the “Consortium”). The University will remain a member of the Consortium for the duration of this Agreement, unless both parties mutually agree to an alternate CAD/RMS system. The acquisition of any potential alternate system will be the sole responsibility of the City. The University will be consulted in any such procurement.
1.6 CAD/RMS Data: The City agrees not to release any information from the CAD/RMS system to any third party without prior written authorization from the University, except that the City may release information that describes any City operational activity from the CAD incidents generated for University police response; provided, however, that the parties acknowledge that the City may be obligated to release certain information pursuant to the California Public Records Act, subpoena, or court order. In the event that such request, subpoena or order is received by the City, the City shall promptly notify the University.
1.7 Other Data: The University retains responsibility for the maintenance and release of all data and information not covered in 1.6. The City will maintain audio logs from the radio and telephone systems. Generally, records request for recorded information for University incidents will originate with the University, which will request the information from the City. All recordings remain the property of the City and the City may release recorded data for the University pursuant to their department policy.
1.8 Records: The University is responsible for all public records requests, record keeping and management, Department of Justice statistics reporting and Uniform Crime Reporting, Clery Act reporting, and all other data and reporting.
2. OPERATIONAL ISSUES
2.1 Policies and Procedures: The University is responsible for establishing policies, practices and procedures on dispatching services in conjunction with the City. Notwithstanding University-specific operational needs, dispatching protocols will be those used and exercised by the City. The City and the University will follow said policies, practices and procedures in the administration of dispatch service pursuant to this Agreement.
2.2 Communications Liaison: Each department will designate a Communications Liaison to serve as the primary point of contact for matters related to dispatch procedures and protocols. The Liaisons will meet, at minimum, twice per year, to review dispatch services.
Agreement No MA122381
Rider A Scope of Service
2.3 Materials & Resources: The University will provide the City with materials or access to materials that are reasonably necessary for public safety communications. This may include, but is not limited to, maps, directories, emergency call out lists, and/or officer rosters.
2.4 Conflict Resolution: The supervisory personnel from the University Watch Commander (Officer in Charge) should attempt to resolve problems involving dispatch by contacting the City Watch Commander (Officer in Charge) on duty as soon as possible. Any unresolved or repetitive problems should be referred to the liaison officer for each agency as soon as practical.
2.5 Disaster and Emergency Operations: The City dispatch center will be the primary point for dispatching day to day emergencies. In the event the University Emergency Operations Center (EOC) is activated, there may be a need to modify how incidents are handled, especially for a largescale event which has truly exhausted local resources. The details of the interaction between the City and the University EOC will be communicated by the University Police Department to the City.
2.6 Special Events: Whenever possible, the University will notify the City of any planned special events that are expected to significantly impact dispatch operations at least thirty (30) days in advance. If extra personnel are reasonably required to handle the unusual workload caused by a special event, the University agrees to reimburse the City for the direct cost. The hourly rate for such services will be quoted for direct expenses from the City upon request and may be updated as direct costs change.
Whether extra personnel are reasonably required and the cost thereof shall be reviewed and agreed to by City and University in advance of the event. The University will maintain a local UHF radio channel to be used for event and other non-routine radio traffic. That channel may be monitored by the City, pursuant to operating protocols.
3. LEVEL OF SERVICE
3.1 Level of Service: The City shall provide twenty-four (24) hour per day, three hundred sixty-five (365) days per year, Police Communications Services as set forth in this Agreement, on a date and time mutually agreed upon by both parties, not to commence prior to the execution of this Agreement.
Agreement No MA122381
Rider A Scope of Service
3.2 Staffing: The City agrees to provide adequate staffing levels necessary to provide Police Communications Services to the University. Staffing is to be set at a minimum of one dispatcher twenty-four (24) hours a day.
Staffing levels may be reevaluated at the request of the University or by the City based on operational data or observations of activity levels.
Changes in minimum staffing that are deemed to be a result of sizable increases in the activity of the University may result in an increase to the annual fee to exceed the fee schedule as provided in Exhibit A, attached hereto and incorporated herein by reference, and must be mutually agreed upon prior to increase.
4. PROVISION OF SUPERVISION, LABOR, AND EQUIPMENT
4.1 Supervision: The responsibility of supervision of communications services at the City, hiring of personnel, establishing standards of performance, assignment of personnel, determining and effecting discipline, determining training required, maintaining personnel files, and other matters relating to the performance of services and control of personnel, shall remain with the City. The City shall comply with the requirements of the California Commission on Police Officers’ Standards and Training in the selection, hiring, and training of dispatch personnel.
4.2 Labor and Equipment: For the purpose of performing said services, the City shall furnish and supply all labor, supervision, and supplies necessary to maintain the level of service to be rendered hereunder.
4.3 University Responsibility: The City shall not be responsible for loss of service or access to the University’s telephone or radio systems due to circumstances beyond the City’s control, including, but not limited to, disasters or critical incidents, malfunction or nonoperation of the radio repeaters, telephone or data issues, or problems with other radio or telephone connections that the City does not control. The City is expected to notify the University as soon as reasonable upon discovery of any such issue that is unknown to the University.
Any equipment or materials required on the campus of the University, including any new or upgraded equipment needed for this contract service, shall be the sole responsibility of the University for the procurement, care, maintenance, and repair. In the event that City chooses to upgrade equipment that materially affects the University during the contract, the University must be consulted prior to upgrading the equipment.
5. COST FOR SERVICE
5.1 Payment Basis: The University shall pay for such service or services as are required, requested and provided under this agreement at the rates described in Exhibit A “Service Costs”. Services rendered for less than Agreement No MA122381
Rider A Scope of Service
one year, beginning July 1 and ending June 30, shall be calculated as indicated in Exhibit A, using the then-current prorated annual cost.
5.2 Establishment of Costs: Costs for the term of this Agreement, unless otherwise mutually agreed by the City and the University, are established in Exhibit A. The initial fee was based on proportion of activity for the University as compared to the City. If University activity during the course of this Agreement is significantly changed, the City may request reevaluation of calls for service and telephone call data. Changes to the fee must be based upon mutual agreement.
6. RIGHT TO AUDIT
6.1 Upon reasonable notice, either party shall have the right to inspect and audit any records maintained by the other party relevant to this Agreement, to the extent allowed by law.
7. INTERNAL PROCEDURES AND PROTOCOLS
7.1 If requested by the City or the University, an internal memorandum may be entered into by and between said parties, with respect to questions relating to the provision of service under this Agreement. The memorandum will set forth the question raised and agreements reached in resolution of the question. The intent and purpose of each such memorandum shall be to administratively implement, interpret, or clarify one or more provisions of this Agreement. No such memorandum shall have the effect of amending this Agreement unless an amendment to this Agreement is approved. In the event of any inconsistency between the terms of such memorandum and the terms of this Agreement, the terms of this Agreement shall prevail.
8. CALIFORNIA PUBLIC RECORD ACT
8.1 City acknowledges that University is a State of California agency acting in its higher education capacity and is subject to California Public Records Act, as is the City.
AGREEMENT MA 122381
EXHIBIT A
Service Costs
The cost for service fee schedule as defined in the Agreement is as follows:
FY 22-23 $193,865
FY 23-24 $200,650
FY 24-25 $207,673
FY 25-26 $214,941
FY 26-27 $222,464
Partial charges (Hourly/weekly/monthly) with respect to Section 13 of Rider B – CSU General Provisions (Cancellation), if applicable. Calculations based on total annual fee divided by 8,760 annual hours, 52 weeks, and 12 months, respectively. Hourly calculations not applicable for recovery of direct costs pursuant to Section 2.6 (Special Events) by the City. Charges for Special Events will be based on direct cost for personnel.
The City will provide the University invoices monthly. Any additional payments due, including those for hourly services, will be invoiced at least quarterly with Net 30 payment terms.
Invoices shall be sent to:
Sonoma State University
Attn: Chief of Police
1801 E. Cotati Ave
Rohnert Park, CA 94928
Upon completion of services in a manner satisfactory to the University, and upon receipt of approved invoice(s) by the Accounts Payable Department, the University agrees to pay City in accordance with the payment terms described above. Invoice must reference this Agreement in order for payment to occur without delay.
CSU GENERAL PROVISIONS FOR SERVICE ACQUISITIONS
Revised 10/15/14
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