TRI- CITY DISPATCH SERVICES AND CAD/ RMS AGREEMENT
This Dispatch Services and Computer Aided Dispatch / Records Management Systems (" CAD/ RMS") Agreement ( hereinafter " Agreement") is made and entered into by and between the CITY OF PINOLE, a municipal corporation ( hereinafter, Pinole"), the CITY OF HERCULES, a municipal corporation ( hereinafter " Hercules"), and the CITY OF SAN PABLO, a municipal corporation ( hereinafter " San Pablo").
Pinole, Hercules and San Pablo may be collectively referred to herein as the Parties," on May 11, 2017 (" Effective Date").
RECITALS
A. WHEREAS, Pinole, Hercules and San Pablo wish to consolidate dispatching services to provide better services to the respective police departments and communities; and
B. WHEREAS, Pinole operates a communications center referred to herein as the West Bay Communications Center (" WBCC"), that operates 24 hours per day; and
C. WHEREAS, Hercules does not operate and has elected not to operate a police dispatch communications center and desires to contract for police dispatch and communications services with Pinole; and
D. WHEREAS, San Pablo currently receives police dispatch communications through the City of Richmond, but desires to contract for police dispatch and communications services with Pinole; and
E. WHEREAS, San Pablo intends to provide computer Aided Dispatch/ Records Management Systems (" CAD/ RMS") to Pinole and Hercules; and F. WHEREAS, San Pablo includes dispatch services for Contra Costa College Police District at the Contra Costa Community College campus only; and G. WHEREAS, consolidation will enhance deployment and communication during critical incidents for the three cities and updated and compatible technology will improve the interoperability of the three cities; and
H. WHEREAS, consolidation would also result in economies of scale, cost savings and increased efficiencies for the three cities; and
I. WHEREAS, under a consolidation staffing model agreed to by the Parties, the Cities agree to pay costs in proportion to the " Formula Model", which is shared by Parties as more fully described in Exhibits C 8sD.
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NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND CONDITIONS IDENTIFIED HEREIN, THE PARTIES HEREBY AGR. EE AS FOLLOWS:
1. SCOPE OF SERVICES. Pinole shall perform the services (" Dispatch Services") described in Exhibit " A," attached hereto and incorporated herein by reference, in accordance with the terms and conditions contained in this Agreement to Hercules and San Pablo. San Pablo shall perform the CAD/ RMS services CAD/ RMS") described in Exhibit " B" attached hereto and incorporated herein by reference, in accordance with the terms and conditions contained in this Agreement to Hercules and Pinole.
2. TERM.
2(A) Effective Date. This Agreement shall become effective on the Effective Date, and upon execution by the Parties. It is understood that the Parties have begun, and will continue upon execution of this Agreement, to take steps to have Pinole provide the Dispatch Services to Hercules and San Pablo and San Pablo to provide CAD/ RMS services to Hercules and Pinole. 2( B) Commencement Date. The Commencement Date of this Agreement shall be once Pinole has all the technology, personnel and infrastructure in place and begins providing the Dispatch Services and San Pablo has all the technology, personneland infrastructure in place and beginsproviding the CAD/ RMS Services, which the Parties estimate will be July 1, 2017. 2 C) Termination Date. The term of the Agreement shall begin on the Commencement Date and end on June 30, 2022 (" Termination Date"). The Parties recognizethat there may be a need to amend the Agreementbefore August 2020, when the Parties will likely need to renegotiate significant software license agreements. The Parties also agree that should there be mutual agreement, the term of the Agreement may be extended for another ve ( 5) year period.
3. TERMINATION.
3 A Termination without Cause. No party may terminate this Agreement without cause within the first twelve ( 12) months of the Commencement Date. Therefore, the earliest time of termination of the Agreement without cause would be at 30 months from the Commencement Date (after the initial 12- month period and a minimum of 18 months of notice). If any party wishes to terminate this Agreement after the iirst twelve ( 12) months and before the Termination Date, it shall be subject to a reimbursement requirement equal to a percentage of the one- time initial costs that remain at the time of termination pursuant to the provisions of Section 7 of this Agreement. The terminating party shall pay Pinole and/ or San Pablo for all Tri-City DispatchServices8 GAD/RMSAgreement
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costs for services provided up to the date of termination as provided herein, depending on whether services are being terminated from one or both Parties. In order to terminate any services under this Agreement, a party shall deliver written notice to the other Parties of its intent to terminate.
Such written notice shall be provided at least eighteen ( 18) months prior to termination.
3 B) Termination for Cause. If a party fails to cure any material breach, following notice and opportunity to cure as set forth in Section 18, the other party, upon written notice, may terminate this Agreement for cause. The termination shall be effective not less than ninety ( 90) days from the date of the notice or such longer time as determined by the Parties. 3( C) Licenses. Pinole and Hercules currently maintain licenses for certain computer assisted dispatch (" CAD") software and San Pablo maintains licenses to certain CAD and Records Management Systems (" RMS") applications, as listed in an inventory to be prepared by San Pablo and shared with the other Parties. During the term of this Agreement, San Pablo may have all licenses consolidated for CAD/ RMS to better coordinate with the software provider. These licenses shall be returned to the respective licensees upon termination of this Agreement. All costs and responsibility for data conversion upon termination shall be the responsibility of the terminating party.
4. COSTS.
41A1 Dispatch Services Cvsts. In consideration of Pinole' s performance of the services described in Section 1 and Exhibit A, Hercules and San Pablo shall pay, pursuant to Section 5 below, for the services rendered under this Agreement using the " Formula Model" allocation of the annual WBCC budget, which estimated costs are further detailed in Exhibit C, which is attached hereto and incorporated herein. Budgeted costs will be trued up to actual costs after each fiscal year- end close. Hercules and San Pablo will receive a detailed billing for their proportionate share of the trued-upexpenses. In the event that actual costs are lower than budget, overpayments shall be provided as credit to the appropriate entity on its next quarterly invoice.
Each year in March, Pinole shall provide an estimate of the following year's costs to all Parties to plan for anticipated expenses/ savings in that year.
Costs will be charged according to the Adopted Budget for each year. 41B1 CAD/ RMS Services Costs. In consideration of San Pablo' s performance of the services described in Section 1 and Exhibit B, Hercules and Pinole shall pay, pursuant to Section 5 below, for the services rendered under this Agreement, which estimated costs are further detailed in Exhibit D, which Tri-City Dispatch Services & CAD/ RMS Agreement
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is attached hereto and incorporated herein. These costs include the costs paid by San Pablo on a yearly basis to license, operate, maintain, and upgrade the CAD/ RMS systems used by the Parties to provide computer aided dispatching services and records management; the cost for radio, voice, and data communications lines, circuits, and equipment among the three cities; staff; and the cost for mapping and GIS services, if any.
Budgeted costs will be trued up to actual costs after each fiscal year- end close. Hercules and Pinole will receive a detailed billing for their proportionate share of the trued- up expenses. In the event that actual costs are lower than budget, overpayments shall be provided as credit to the appropriate entity on its next quarterly invoice.
Each year in March, San Pablo shall provide an estimate of the following year' s costs to all Parties to plan for anticipated expenses in that year. Costs will be charged according to the Adopted Budget for each year. 4 C) Technolo v Replacement/ Up rade Fund. The Parties shall also pay into a fund for the replacement and upgrade for technology as described in more detail in Exhibit D. • If a party terminates participation in CAD/ RMS services pursuant to this Agreement, the terminating party shall receive a pro- rata refund of the Fund balance based on the formula detailed in Exhibit D.
5. PAYMEI iT.
5(A) Once Pinole begins providing the Dispatch Services, Pinole shall send quarterly invoices ( October 1 S, January 1 S, April 15 and July 15) to Hercules and San Pablo which shall include the Dispatch Services Costs for the prior three ( 3) months. The first invoice may have more or less than three ( 3) months' costs depending on when Pinole begins providing dispatching services to Hercules and San Pablo as specified in Section 1.
Hercules and San Pablo shall pay Pinole the quarterly invoices within thirty 30) calendar days of the date of the invoice. After thirty ( 30) calendar days, payment shall be considered late and a default under Section 18 of this Agreement. Dispatch services costs are set forth in more detail in Exhibit C, which is incorporated herein.
5 B) Once San Pablo begins providing the CAD/ RMS services, San Pablo shall send quarterly invoices (October 15, January 15, March 15 and July 15) to Hercules and Pinole which shall include the CAD/ RMS Services Costs for the prior three ( 3) months. The first invoice may have more or less than three ( 3) months' costs depending on when San Pablo begins providingCAD/ RMS services to Hercules and Pinole as specified in Section 1.
Hercules and Pinole shall pay San Pablo the quarterly invoices within thirty 30) calendar days of the date of the invoice. After thirty ( 30) calendar days, payment shall be considered late and a default under Section 18 of this Tn-City Dispatch Services 8 CAD/RMS Agreement
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Agreement. The CAD/ RMS servicescosts and supporting costs are set forth in more detail in Exhibit D, which is incorporated herein.
S C As to one- time costs, Pinole and San Pablo shall issue invoices to the Parties for iifty percent ( 50%) of the estimated one- time costs that will be due the later of 30 days after the date of the invoice or 30 days after the Effective Date of the Agreement. The balance of the one-time costs/ trued- up actual costs will be included with the October 15, 2017, quarterly invoice.
As to Hercules' share of the one- time Dispatch costs, San Pablo agrees to advance payment on Hercules' behalf. Hercules agrees to repay San Pablo for their proportionate share of the trued-up one-time Dispatch start-upcosts over the term of the Agreement. The payment schedule will be negotiated between Hercules and San Pablo after execution of the Agreement.
6. COMPUTER- AIDED DISPATCHING AND RECORDS MANAGEMENT SYSTEMS. 6 A) Pinole will purchase software upgrades and the appropriate number of licenses to the existing CAD system and will pay all implementation costs related to the software system upgrade, including hardware, to enable the software and Pinole staff to provide dispatching services to the Parties. The costs for these upgrades shall be borne by the Parties as set forth in Sections 4 and 5 of this Agreement.
6(B) San Pablo will purchase software upgrades and the appropriate number of licensesfor the RMS applications, including licensedancillary modules, to the multi- agency versions of the software and pay all implementation costs related to the software system upgrade, including hardware, to enable the software and staff to provide CAD/ RMS services to the Parties. The costs for these upgrades shall be borne by the Parties as set forth in Sections 4 and 5 of this Agreement.
7. ONE- TIME INITIAL COSTS. The Parties will need to incur one- time costs to upgrade the Pinole Dispatch Center to accommodatethe additional stafiing required to provide San Pablo with Dispatch Services. These costs and the allocation to each agency are detailed in Exhibit C of this Agreement.
The Parties will need to incur one- time CAD/ RMS costs to purchase equipment, software and licenses; to convert the Parties existing data from Richmond' s system to San Pablo' s system; and for various vendor services. These costs and the allocation to each agency are detailed in Exhibit D of this Agreement.
If any Party terminates this Agreement after the initial ve ( 5) year term there shall be no reimbursement of any portion of these initial costs and all equipment, Tn-Ciry Dispatch Services & CAD/ RMS Agreement
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software, etc. procured to provide services under this Agreement shall become the property of the service provider agency ( Pinole or San Pablo). If any party terminates this Agreement after the initial twelve ( 12) months, but before ve ( 5) years, that agency shall be entitled to a reimbursement of their portion of these initial costs as described below.
The earliest time of termination of the agreement without cause would be at 30 months from the Commencement Date ( after the initial 12- month period and a minimum of 18 months of notice). At the 30th month, the percentage reimbursement shall be 40 percent of the one- time initial costs as de ned in Exhibits C and D. During years three and four of the Agreement, the percentage reimbursement shall be 20 percent. During the fth year of the Agreement and beyond there shall be no reimbursement to the party electing to terminate. The reimbursement amount shall be subject to the allocation percentages among the parties as set forth in Exhibits C and D.
8. HIRING OF ADDITIONAL STAFF. Following notice to the other Parties, a Party determining that additional staff is needed in order to perform services required by this Agreement may hire new staff. New hires for dispatch services will be employees of Pinole and subject to Pinole rules and regulations, which includes training and probationary period. New hires for CAD/ RMS services will be employees of San Pablo and subject to San Pablo rules and regulations, which includes training and probationary period.
9. LIAISONS O' THE PARTIES. The City Managers are the authorized representatives of Pinole, Hercules and San Pablo respectively for purposes of administration of this Agreement. The City Managers, or their designees, shall meet quarterly or more often as needed to discuss issues pertaining to:
Annual budget, and unforeseen expenditure changes;
Operational issues, including changes to service delivery; Technical issues related to information technology and system components; and
Dispatch operational issues related to field unit reporting and system status management.
In addition, there shall be a technical/ user group that will meet at least quarterly.
10. ADDITIO ITAL USERS.
10( A) The Parties acknowledge and agree that Pinole reserves the right to provide dispatch services to other agencies, without the consent of Hercules and San Pablo as long as such service does not increase the annual cost to either Hercules or San Pablo, and the entering entity pays 100% of any associated one- time/ on- boarding costs. If Pinole provides dispatch services to another agency resulting in lower Dispatch Service Costs as established in this Tri- City Dispatch Services 8 CAD/ RMS Agreement
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Agreement, the proportional cost for Hercules and San Pablo will be adjusted accordingly. If the costs would increase, then this Agreement would need to be amended pursuant to mutual agreement of all Parties. lO B) The Parties acknowledge and agree that San Pablo reserves the right to provide CAD/ RMS services to other agencies, without the consent of Hercules and Pinole as long as such service does not increase the annual cost to either Hercules or Pinole, and the entering entity pays 100% of any associated one- time/ on- boarding costs. If San Pablo provides CAD/ RMS services to another agency resulting in lower CAD/ RMS Service Costs as established in this Agreement, the proportional cost for Hercules and Pinole will be adjusted accordingly. If the costs would increase, then this Agreement would need to be amended pursuant to mutual agreement of all Parties.
11. NONDISCRIMINATION. The Parties shall comply with all applicable federal, state, and local laws regarding nondiscriminatory employment practices, whether or not said laws are expressly stated in this Agreement. The Parties shall not discriminate against any employee or applicant because of race, color, religious creed, national origin, physical disability, mental disability, medical condition, marital status, sexual orientation, or sex.
12. COMPLIANCE VVITH L. W. The Parties shall comply with all applicable legal requirements including all federal, state, and local laws ( including local ordinances and resolutions), whether or not said laws are expressly stated in this Agreement.
13. INSUR. ANCE.
The Parties recognize that they are all members of a memorandum of coverage against claims,
lawsuits and damagesfrom a commonjoint powers authority known as the Municipal Pooling Authority (" MPA"). If any third party files a claim or lawsuit against any Party in connection with the performance of obligations under this Agreement, the receiving party shall immediately notify MPA and the other Parties. If such claim or lawsuit represents a covered event as defined by MPA, the Parties acknowledge that MPA will provide a common defense unless there is a conflict ( see Section 14 regarding indemnity). The terms of this section will not preclude the Parties from requesting the dispute resolution procedures in this Agreement. If any party is no longer a member of MPA, then the Parties recognize that there will be a need to amend the Agreement, which may include requiring evidence of acceptable insurance or self- insurance.
14. INDEMNIFICATION.
14( A) Mutual Indemnification. Each Party shall indemnify, hold harmless, and Tri- City Dispatch Services & CAD/ RMS Agreement
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defend the other party ( including its elected officials, officers, agents and employees) from and against any and all claims ( including all litigation, demands, damages, liabilities, costs, and expenses, and including court costs and attorney' s fees) resulting or arising from that party' s performance, or failure to perform, under this Agreement. 14 B) Copvri ht and Patent Indemnification. Claims which trigger Pinole and San Pablo's responsibility under Section 14 shall include any claims that the software resulting from the provision of Services pursuant to the attached Exhibits A or B, Scope of Services, infringe any patent, copyright, or accidental or intentional violation of a trade secret or other intellectual property of a third party not included in this Agreement. Pinole and/ or San Pablo shall, in its reasonable judgment and at its option and expense:
i) obtain for the Parties the right to continue using the Software; or ii) replace or modify the Software so that it becomesnon-infringing while giving equivalent performance. Pinole and San Pablo shall not have any liability for a claim alleging that any Software infringes a patent or copyright if the alleged infringement is the result of a modi cation of source code made by a party without the software licensor' s consent. 14( C) Records Recyuests and Liti ation Holds. The Parties shall develop procedures and forms for notifying Pinole and/ or San Pablo to provide records needed to respond to a Public Records Act request or subpoena or retention of records due to a potential or actual claim or litigation. The Parties recognize that significant requests are beyond the anticipated budget and may require adjustments to the costs for dispatch services or CAD/ RMS. It is the responsibility of the requesting department to ensure that it receives the requested records. Once the records have been provided, it is the responsibility of the requesting department to secure and maintain those records.
15. FORCE MAJEURE. If by reason of force majeure any Party is unable in whole or in part to perform the obligations under this Agreement, such Party shall not be in default during the continuance of such inability. The term "force majeure" as used herein shall mean the following: acts of God; strikes, lockouts or other industrial disturbances; acts of public enemies; orders or restraints of any kind of the government of the United States or of the State or any of their departments, agencies or of cials, or any civil or military authority; insurrections, riots, landslides, earthquakes, fires, storms, droughts, floods, explosions, breakage or accident to machinery, transmission pipes or canals; or any other cause or event not reasonably within the control of such Party.
16. RELATIONSHIPOF THE PARTIES. It is expresslyunderstood that no agency, employee, partnership, joint venture or other separate entity is established by the Agreement.
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17. ADDITIONAL DOCUMENTS AND AGREEMENTS. The Parties agree to cooperate in the execution of any additional agreements, documents, policies and procedures, which may be required to carry out the terms of this Agreement.
18. DEFAULT. If any Party (" demanding party") has a good faith belief that another Party (" defaulting party") is not complying with the terms of this Agreement, the demanding party shall schedule a meeting of the City Managers of all Parties and other staff as deemed necessary to discuss the potential default. If after such pre- default meeting, the demanding party still has a good faith belief that the defaulting party is not complying with the terms of this Agreement, the demanding party shall give written notice of the default ( with reasonable specificity) to the defaulting party, and demand the default to be cured within ten days of the notice. If (a) the defaulting party fails to cure the default within ten days of the notice, or, ( b) if more than ten days are reasonably required to cure the default and the defaulting party fails to give adequate written assurance of due performance within ten days of the notice, then ( c) the demanding party may ter•minate this Agreement upon written notice to the defaulting party. A default shall result in the applicable reimbursement requirement ( as described in Section 7) being immediately due and payable.
19. C N`1`INUCAUS SERVICE DELIVERY.
19 A)Pinole agrees that there is a public health and safety obligation to assist Hercules and San Pablo in every effort to ensure uninterrupted and continuous service delivery in the event of a material breach, even if Pinole disagrees with the alleged determination of material breach. Accordingly, Pinole will continue to provide services under this Agreement during any dispute resolution process. Additionally, in the event that any Party terminates services under this Agreement for any reason, Pinole shall cooperate with the Party in its transition to a new service provider. 19( B) San Pablo agrees that there is a public health and safety obligation to assist Hercules and Pinole in every effort to ensure uninterrupted and continuous service delivery in the event of a material breach, even if San Pablo disagrees with the alleged determination of material breach.
Accordingly, San Pablo will continue to provide services under this Agreement during any dispute resolution process. Additionally, in the event that any Party terminates services under this Agreement for any reason, San Pablo shall cooperate with the Party in its transition to a new service provider.
2[?. WARRANTY.
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20(A Pinole provides the hardware, software, and ancillary systems without any warranty or condition, expressed or implied. Pinole specifically disclaims any implied warranties of title, merchantability, iitness for a particular purpose, and non- infringement. Hercules and San Pablo acknowledges that the systems may not operate totally without interruption. Pinole makes no representations, warranties, or guarantees regarding uptime for the systems. Pinole agrees to pursue remedies through the vendor for the systems for all software problems arising from software provided by the vendor. Remedies for problems arising that are caused by circumstances outside of the vendor' s control ( network connection issues, user errors, hardware failures, etc.) shall be pursued by Pinole until a resolution is achieved. If a total or partial failure should occur, Pinole Police dispatch shall continue to dispatch for Hercules and San Pablo using whatever manual methods may be necessary and provide the same level of service they would for Pinole Police.
20 B) San Pablo provides the hardware, software, and ancillary systems without any warranty or condition, expressed or implied. San Pablo specifically disclaims any implied warranties of title, merchantability, fitness for a particular purpose, and non- infringement. Hercules and Pinole acknowledges that the systems may not operate totally without interruption.
San Pablo makes no representations, warranties, or guarantees regarding uptime for the systems. San Pablo agrees to pursue remedies through the vendor for the systems for all software problems arising from software provided by the vendor. Remedies for problems arising that are caused by circumstances outside of the vendor' s control ( network connection issues, user errors, hardware failures, etc.) shall be pursued by San Pablo until a resolution is achieved, unless such circumstance is related to the equipment, hardware or software of the party not the services provided by San Pablo under this Agreement.
21. OPERATIONAL CONCERNS OR COMPLAINTS. The Parties shall attempt to resolve . operational concerns or complaints in the most expeditious manner. If necessary, these concerns or complaints shall be documented and forwarded through the complaining Party' s chain of command in the Police Department and then brought to the attention of the Police Chief of the involved Party.
If there are concerns or complaints regarding a particular employee or contractor, those shall be addressed first verbally to the Police Sergeant liaison for the Party employing or engaging the particular employee/ contractor. If the particular employee is not a Police Department employee, then the Police Sergeant will coordinate with the appropriate supervisor or Department Head.
If the matter cannot be resolved informally, the complaining Party may be asked to put those complaints in writing, addressed to the Police Chief for that Tri- Ciry Dispatch Services & CAD/ RMS Agreement
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particular employee or contactor, who shall respond to all complaints in writing within three ( 3) weeks of receipt of any written complaint regarding the statusthereof, and shall continue to update the complaining Party with the status thereof every forty- five ( 45) days until disposition. It is the intent of the Parties that all complaints be resolved within ninety ( 90) days of receipt.
If the concern is causing immediate harm or is hazardous to Officer safety, it will be brought to the attention of the appropriate Watch Commander for immediate action, as well as any necessary documentation.
22. DISPUTE RESOLUTION.
22( A) In the event that a party disputes any provision or interpretation of or performance under this Agreement, including cost of service or billing, or contends there has been a material breach of the Agreement, the Parties shall meet to attempt to resolve the dispute. Disputes not resolved at the City Manager and Police Chief ( or his/ her designee) level may be escalated by giving written notice to the other party of the need to proceed with non- binding mediation. It is the Parties' intention to avoid the cost of litigation and to resolve any issues that may arise amicably if possible. 22 B) Within ten ( 10) business days from the effective date, pursuant to Section 20, of written notice from one party to the other indicating that a dispute is to be mediated, the Parties shall mutually select one person from the Judicial Arbitration and Mediation Services (" JAMS") or other mediation service provider, who shall mediate the dispute. The Parties should select a qualiiied professional with expertise in the subject matter of the dispute. If the Parties are unable to mutually agree upon a mediator within fourteen ( 14) business days following the notice, the Parties shall each designate one person as a mediator within twenty ( 20) business days following the notice. 22( C) These two designated mediators shall mutually select a third mediator also a qualified professional with expertise in the subject of the dispute) within twenty ( 20) business days of the notice. The one selected mediator shall mediate the dispute. The mediation shall be completed within thirty ( 30) business days of the appointment of the mediator. The mediation shall be conducted in accordance with the discretion of the mediator. However, if the mediator is unable to resolve the dispute within thirty ( 30) business days and the Parties do not agree to an extension of time, the mediator shall submit specific and written recommendations for full resolution of the dispute within ten ( 10) business days thereafter. The Parties shall consider the written recommendations of the mediator.
22(D) The feesand expensesof the one selectedmediatorshall be dividedequallybetween the Parties, but otherwise each Party shall be responsible for their Tri-City Dispatch Services & CAD/RMS Agreement
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own costs and expenses. The above deadlines shall be enforced unless extensions are mutually agreed upon or granted to either party by the mediator for good cause shown.
22 E) No Party shall be permitted to le a legal action without first requesting mediation and making a good faith attempt to reach a mediated settlement.
Should litigation be commenced, each party shall be responsible for its own attorneys' fees and costs and not entitled to collect such fees and costs from the other party.
23. N TICES. All notices required or contemplated by this Agreement shall be in writing and shall be deliveredto the respectiveparty's City Manager, with a copy to the City Attorney, as set forth in this section. Communications shall be deemed to be effective upon the first to occur of: ( a) actual receipt by a party' s Authorized Representative, or ( b) actual receipt at the address designated below, or ( c) three ( 3) working days following deposit in the United States Mail of registered or certi ed mail sent to the address designated below. The Authorized Representative of either party may modify their respective contact information identified in this section by providing notice to the other party.
TU: City of Pinole
Attn: City Manager
2131 Pear Street
Pinole, CA 94537
TO: City of Hercules
Attn: City Manager
111 Civic Drive
Hercules, CA 94547
TO: City of Saa Pablo
Attn: City Manager
13831 San Pablo Ave.
San Pablo, CA 9480
24. HEADINGS. The heading titles for each paragraph of this Agreement are included only as a guide to the contents and are not to be considered as controlling, enlarging, or restricting the interpretation of the Agreement.
25. SEVER.ABILITY. If any term of this Agreement (including any phrase, provision, covenant, or condition) is held by a court of competent jurisdiction to be invalid or unenforceable, the Agreement shall be construed as not containing that term, and the remainder of this Agreement shall remain in full force and effect; provided, however, this Section shall not be applied to the extent that it would result in a frustration of the Parties' intent under this Agreement. 2 i. GOVERNINCLAW, JURISDICTION, AND VENUE. The interpretation, validity, and enforcement of this Agreement shall be governed by and interpreted in accordance with the laws of the State of California. Any suit, claim, or legal proceeding of any kind related to this Agreement shall be filed and heard in a court of competent jurisdiction in the County of Contra Costa.
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27. ASSIGNMENT AND DELEGATION. This Agreement, and any portion thereof, shall not be assigned or transferred, nor shall any of the Parties' duties be delegated, without the written consentof the other party. Any attempt to assign or delegatethis Agreementwithout the written consent of the other party shallbe void and of no force or effect. Consent by a party to one assignment shall not be deemed to be consent to any subsequent assignment.
28. SUCCESSORS. This Agreement shall bind and inure to the bene t of all successors and assigns of the Parties and any associates in interest, and their respective directors, of cers, agents, servants, and employees, and the successors and assigns of each of them, separately and collectively.
29. MODIFICATIONS. This Agreementmay not be modifiedorally or in any manner other than by an agreement in writing signed by the Parties.
30. WAIVERS. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of this Agreement. .
31. CL7NFLICTS. If any conflicts arise between the terms and conditions of this Agreement and the terms and conditions of the attached exhibits or any documents expressly incorporated, the terms and conditions of this Agreement shall control.
32. ENTIRE AGREEMENT. This Agreement, including all documents incorporated herein by reference, comprisesthe entire integratedunderstandingbetweenthe Parties concerning the services described herein. This Agreement supersedes all prior negotiations, agreements, and understandings regarding this matter, whether written or oral. The documents incorporated by reference into this Agreementare complementary; what is called for in one is binding as if calledfor in all.
33. SIGNATURES. The individuals executing this Agreement represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this Agreement on behalf of the respective the Cities. This Agreement shall inure to the beneft of and be binding upon the Parties hereto and their respective successors and assigns.
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IN WITNESS WHE EOF, Pinole and Hercules and San Pablo do hereby agree to the full performance of the terms set forth herein.
CITY OF PINOLE
By: Michelle Fitzer
Title: City Manager
ATTEST:
r ' cc
By: osa Acosta
City Clerk
APPROVED AS TO FORM:
Ben amin T. Reyes II
Title: City Attorney
CITY OF SAN PABLO
By: att Rodriguez
Title: ty Manager
CITY OF HERCULES
1 By: David Biggs
Title: City Manager
ATTEST:
5 ,
By: ori Martin
City Clerk
APPROVED AS TO FORM:
7-'--
By: Patr ck Tang
Title: City Attorney
ATTEST:
By: Te . Denney
Title: Ci Clerk
APPROVED AS TO FORM:
By: L nn Tracy N rl d
Title: City Attorney
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EXHIBIT " A"
DISPATCH SERVICES PLAN
SCOPE OF SERVICES
The scope of services to be provided hereunder shall include the following:
Priority of Dispatch Services shall be allocated equally between the parties and according to this Agreement.
Calls-for-service received by the WBCC will be dispatched without unreasonable delay as long as the respective parties patrol personnel are available. A reasonable delay may only oc cur in the event of multiple concurrent emergencies or some other critical event.
Following the dispatching of the call-for- service, dispatch personnel will continue to obtain information as it is made available by the calling party. Information shall be relayed to the responding Police personnel as expeditiously as possible.
Pinole, Hercules and San Pablo repeaters will receive broadcast of ' BOLOs," also known as be- on- the- look- out- for."
Repeat of radio traffic, referred to as " echo" dispatching, will take place during incidents affecting Officer safety or other emergency situations.
WBCC will comply with state or national systems requirements for immediate input of stolen, stored or recovered vehicles, firearms, runaways, and/or missing persons information, and sha11send urgent teletype information as needed during non-business hours.
Status checks on Police personnel, verified in-service, operating via a mobile or portable radio in the field will be made at five (5) minute intervals whenever possible during vehicular or pedestrian stops, or on hazardous calls dispatched by WBCC.
The WBCC will accept inquiries from field personnel, verified in- service, via mobile or portable radio, or at the scene of a call- for- service, pertaining to general information requests, including, but not limited to, Alpha, DMV, warrants, or criminal history.
The WBCC will assign a case file number to a report initiated by field personnel, verified in- service.
WBCC will answer incoming calls-for- service received via the dedicated 911 telephone lines or the seven ( 7) digit, 510- 724- 1111, emergency lines ( including "call box" and "emergency box" calls) and all calls that rollover to either of these lines after business hours. The Hercules and San Pablo Police Department business lines will not be mechanically forwarded to Pinole at any time.
Herculesand San Pablo will be providedwith a data connectionallowingthe downloadingof Tri-City Dispatch Services & CAD/RMS Agreement
May 11, 2017 — June 30, 2022 Page 15 of 29
Computer Aided Dispatch ( hereinafter " CAD") information into Hercules and San Pablo Police Department RMS computers. As each call is completed, this information can be immediately and automatically downloaded to the Hercules and San Pablo computers, allowing Hercules and San Pablo to produce appropriate reports. Appropriate CAD generated reports available for the Pinole Police Department will also be provided to the Hercules and San Pablo Police Departments, upon request and in the same manner and time frame as for the Pinole Police Department.
Police field staff will be notified of any and all calls-for-service requiringan emergency response by Fire personnel in Hercules or San Pablo that Pinole is made aware of. For the purposesof this section, odor complaintsfrom refineriesor other sources and calls relatingto hazardous wastes and materials are considered " calls-for-service requiring an emergency response."
As required by law, the WBCC shall have a CLETS terminal available. This terminal shall be maintained by the Pinole Police Department on a twenty-four ( 24) hour basis, and informationrequiredduringnon-businesshoursshall be providedto field unitsas necessary.
The WBCC shall also notify other City services neededfor response, includingpublic utilities, outside agency personnel for 11-99 or immediate mutual aid assistance, and/ or other services needed in conjunction with a call- for- service under investigation. The WBCC will notify Hercules and San Pablo City service personnel after hours for emergencies and matters that are other than routine senrice calls.
Twenty- four ( 24) hour recordings of communication transmissions, both radio and telephones, of WBCC communication transmissions, will be made. Copies of these transmissions are available upon request to Pinole Police representative overseeing the WBCC; copieswill be made availablewithoutchargewithin seven (7) workingdays from thedate of request.
Standard of PerFormance. Pinole shall perform all services required pursuant to this Agreement in a professional manner and in accordance with the Dispatch Manual of Protocols and with federal, state and local laws. All recordings and tapes shall be of reasonable quality normally associated with emergency dispatch services.
Hercules' and San Pablo' s Duties and Responsibilities. Changes, upgrades, or additional communications equipment added by Hercules or San Pablo which impact radio communicationshall be reviewedby the Pinole Policerepresentativeoverseeingthe WBCC prior to installation and activation.
All Hercules and San Pablo Police personnel shall be authorized to request recordings of the WBCC communication transmissions.
Herculesand San Pablo Police Departmentpersonnelagree to notify Dispatch prior to and after the conclusion of any transmission over their base station radio. The rst notification shall include the purpose of the transmission, the personnel involved, and expected length.
Personnel on mobile radios speaking to Hercules or San Pablo Police Department base station shall preface their transmission with " Hercules or San Pablo Base" as if they were talking to another mobile unit. Hercules and San Pablo Police Departments agree that the Tri-City Dispatch Services 8 CAD/RMS Agreement
May 11, 2017 — June 30, 2022 Page 16 of 29
use of the Hercules and San Pablo Police Department base radio should be kept to those situations that are absolutely necessary.
Clerical and Data Support. Pinole shall not be required to provide clerical and data support for or assume responsibility for any data entries in connection with the perFormance of this Agreementexcept as it relatesto DOJ/CLETS data entries and RameyWarrants, which are required after business hours. San Pablo' s non- business hours are defined as 1800 to 0630 Monday through Thursday, and 24-hour service Friday through Sunday and holidays.
Hercules' non-businesshoursare definedas 1700to 0800 hoursMondaythroughThursday and 24-hour service on Friday through Sunday and holidays. Hercules and San Pablo shall otherwise be responsible to provide clerical support for tasks normally associated with records data entries and warrants during business hours.
Maintenance. Pinole shall be responsible for coordinating routine maintenance and hardwaresupportfor the WBCC and its relatedequipment. Pinoleshall also coordinateany maintenance provided under other vendor agreements with Pinole covering hardware or software related to the perFormance contemplated by this Agreement. Hercules and San Pablo shall pay for their share of the maintenance agreement costs incurred under vendor contracts with Pinole by making the payments required under this Agreement. Any repair and maintenance costs incurred by Hercules or San Pablo over and above such routine maintenance and hardware support shall be the sole responsibility of Hercules or San Pablo.
This includes maintenance, repair, replacement, or support costs incurred pursuant to contracts befinreenHercules or San Pablo and a vendor to which Pinole is not a party, including any maintenance and/or repair of two-way radio equipment housed or maintained for use at Hercules or San Pablo. File maintenance provided by Pinole in connection with its perFormanceunder this Agreement shall be equivalent to those practices normally associated with shared data files, hardware maintenance, timely system backups, journaling, data archival, purging, and general systems administration.
Tri-City Dispatch Services & CAD/ RMS Agreement
May 11, 2017 — June 30, 2022 Page 17 of 29
EXHIBIT " B"
CAD/ RMS SERVICES PLAN
CAD ( Computer Aided Dispatch) / RMS ( Records Management System) Scope of Work of the San Pablo Information Technology Division The City of San Pablo InformationTechnologyDivision (City of San Pablo) will be supporting and maintaining the Tri-City CAD/RMS systems and its interoperability between sites consisting of the San Pablo, Pinole and Hercules Police Departments. The supported systems will consist of CAD, RMS, Mobile, VPN, Advanced Authentication and CLETS messaging. With the involvement of Tyler New World Systems Public Safety implementation team, San Pablowill look to replicatethe existingCAD/RMSsystemscurrentlybeing utilized at the Richmond Police Department.
The first objective for the City of San Pablo is to gather and collect the data sets from the Richmond Police Department. Tyler New World Systems implementation team will assist in the process and once the data sets are received, the consolidation of records will commence.
The City of San Pablowill establishthe communicationlinksto each Party, includingnefinrork routers to be configured by the City of San Pablo. The Parties will make the necessary accommodationsfor the network router to be secured and conditionedwith proper cooling and conditioned electrical power.
The City of San Pablo will establish the communicationto the ACCJIN (All County Criminal Justice Information Nefinrork) nefinrork that provides access to JAWS ( Justice Automated Warrant System), Cal- Photo, ARIES, Cogent live scan, Mobile ID and several Contra Costa County Sheriff and DOJ web links.
The City of San Pablo will procurethe CAD/RMS servers, data storage, network, backup, cabling, mounts, rack, software and additional peripherals needed to build the Tri-City CAD/ RMS systems and network.
The City of San Pablo is responsible to operate, maintain, service, upgrade, update and replace damaged, worn, and/ or outdated components from servers, data storage, network and backup equipment as needed, and the cost of such shall be a shared expense in accordance with the provisions of Exhibit D. Hardware, software or additional support outside the normal scope of standard warranties will require additional costs. All Party liaisons will be notified of such expenses.
During systems or equipment failure, the City of San Pablo will immediately contact Pinole Dispatch regarding known outages. All other departments and agencies will be notified shortly after the announcement has been made first to Pinole Dispatch. Once the systems havebeenstabilized, PinoleDispatchwill be immediatelynotifiedto begintestingoperations.
The San Pablo, Pinoleand HerculesPoliceDepartmentswill be notifiedshortlythereafter.
Tri-City bispatch Services & CAO/RMS Agreement
May 11, 2017 — June 30, 2022 Page 18 of 29
The Cityof SanPabloshallmakethe necessarycallsto vendorsto remedyserverissues that occur on the Tri-City CAD/RMS systems. If more difficult issues arise requiringassistance of vendors; these costs will be a shared expense in accordance with the provisions of Exhibit D. All Party liaisons will be notified of such expenses.
Standard of Performance
The City of San Pablo shall perform all services required pursuant to this Agreement in a professionalmannerand in accordanceto the operationsand importanceof publicsafetyneeds.
Pinole and Hercules Police Department Duties and Resaonsibilities Changes, upgrades, additionalsoftwareand/or equipmentaddedby any Partythat impact the systems functionality shall be reviewed by the City of San Pablo prior to implementation or consideration.
The Partiesmust notifythe City of San Pablo immediatelyin the event of an MDC (MobileData Computer), workstationor devicethat may have been compromisedby a virus/malware or malicious software while connected to the Tri- City CAD/ RMS network.
The Partiesmust notifythe City of San Pabloimmediatelywhen the loss of equipmentsuchas an MDC occurs.
In the event of a communicationfailure or inabilityto run the CAD/RMS systems, the Parties will be responsible to contact the San Pablo Police Department Watch Commander at (510) 215- 3171 regarding the connection and/ or soflware issue relating to the CAD/RMS system( s). The reporting agency shall designate an official Point of Contact in regards to the connectionand/or softwareissueof the CAD/RMSsystem(s) and/or the Tri-City PartnershipCLETS connection. It will be important that the reporting agency provide a detailed descriptionoftheissuebeingreported, andanytriagestepstakenbythereportingparty, to the City of San Pablo for them to properlytriage the issue. The City of San Pablo will take the necessary steps to troubleshoot and remedy the issue. While in the process of diagnosing a software support issue, if it is discovered that a peripheral system(s) or other software is the cause of the issue, the City of San Pablo will notify the Information TechnologyDivisionof the affectedPartyfor resolution. City of San Pablois not responsible to supportor maintainthird party productsexcept as expresslyset forth in this Agreement.
Data Support
The San Pablo Information Technology Division shall not be required to provide clerical, training and data supportor assume responsibilityfor any data entries or correctionsfor or on behalf of Hercules and Pinole in connection with the performance of services under this Agreement. Each Partywill be responsiblefor the entry, update, creationor modificationof their own content such as the following functions: password reset, data analysis and mapping, UCRstatisticsor reports. ForCAD/RMS, MDCpasswordresetsshallbe doneby San Pablo IT Division during normal business hours.
Maintenance
The City of San Pablo shall be responsiblefor coordinatingroutine maintenanceand hardware support for the Tri-City CAD/RMS systems and its communication links between the San Pablo, Pinole and Hercules Police departments.
Tri-City Dispatch Services & CAD/RMS Agreement
May 11, 2017 — June 30, 2022 Page 19 of 29
The City of San Pablo shall work with CCCSO ( Contra Costa County Sheriff' s Office) / CCCDoIT ( ContraCosta CountyDepartmentof InformationTechnology) on coordinatingroutine maintenance of the ACCJIN/ CLETS network.
The Cityof SanPabloshallalsocoordinateanymaintenancerequiredbyvendoragreements with the City of San Pablo covering hardware or software related to the performance contemplated by this Agreement. Parties shall pay for their share of the maintenance agreementcosts incurredundervendorcontractswith the Cityof San Pabloby makingthepayments required under this Agreement. Any repair and maintenance costs incurred by Pinole or Hercules over and above such routine maintenance and hardware support shall be the sole responsibility of that Party. This includes maintenance, repair, replacement, or support costs incurred pursuant to contracts between the Parties and a vendor to which the City of San Pablo is not a party. Services provided by the City of San Pablo in connection with its performanceunderthis Agreementshallbe equivalentto thosepracticesnormallyassociated with shared data files, hardware maintenance, timely system backups, data archival, purging, and general systems administration.
The Partiesare responsiblefor maintainingand replacingtheir own desktopcomputers, MDCs, CogentLivescan, MobileIDandotherperipheraldevicesbelongingto the respectiveagencies.
The Partiesmustabideby recommendedsystemrequirementssetforth by vendorsin order to receivephonesupportfor the Parties' workstationsor MDC's. This mayrequirethe Parties to update operating systems, anti-virus, firewall activation, windows update patches and pre- requisites needed for applications to properly function.
Software and Technical Support
The City of San Pabloshall be responsiblefor procuringthe Tri-City CAD/RMSsoftwareonbehalf of the Parties.
The City of San Pablo will schedule and collaborate with each Parties' Information TechnologyDivisionregardingsuchupgradesandupdatesto softwareaffectingtheTri-CityRMS/ CAD systems. It will be the responsibility of the Parties to maintain, upgrade, and replace client software provided by the City of San Pablo. For Dispatch related equipment and support, reference Exhibit A under maintenance.
The City of San Pablo does not provide support for the applications such as ARIES, Cal Photo, JAWS, Livescan, MobileID andDOJ/Countyweblinks. TheContraCostaCounty Sheriff's OfficeandDOJhaveassigneda systemsadministratorforeachagencyusingsuchapplications. Issuesand accessto these systemsare the responsibilityof each Party'ssystem administrator.
Protection of Data
The City of San Pabloshall be responsiblefor ensuringdata for the Tri-City CAD/RMS systems are routinely saved and preserved in case of a catastrophic event. In addition, the City of San Pablo will schedule rotational storage backups at each agencies' evidence room for additionalmeasuresof backup. TheCityof SanPablowill routinelydeliverandpickup the physical backups as they are needed.
Tri-City Dispatch Services & CAD/ RMS Agreement
May 11, 2017 — June 30, 2022 Page 20 of 29
The San Pablo InformationTechnologyDivisionis not responsiblefor any inconsistencies with the data received from the Richmond Police Department. All Parties are subject to inconsistencies that occurred in the data crash of November 2015 at Richmond Police Department.
Reauests for Software Correction on Licensed Standard Software Before any notice is sent to Tyler Technologies ( or other software vendor), it must be reviewed and approved by the City of San Pablo. Documented examples of the claimed defect must accompany each notice. Tyler Technologies is required to review the documented notice and when a feature or report does not conform to the published specifications, Tyler Technologies should be responsible to provide software correction service at no charge. A non-warranty request is handled as a billable Request for Service RFS).
Theno char e softwarecorrectionservicedoesnotapplyto the following: a) Situationswherethe LicensedStandardSoftwarehasbeenchangedbyanyone other than Tyler Technologies personnel;
b) Situations where Customer' s use or operations error causes incorrect information or reports to be generated; and;
c) Requests that go beyond the scope of the specifications set forth in the current User Manuals.
Tri-City Dispatch Services & CAD/ RMS Agreement
May 11, 2017 — June 30, 2022 Page 21 of 29
EXHIBIT " C"
Compensation: Dispatch Services
For all services identified in Exhibit " A", Scope of Services, Hercules and San Pablo agree to payandPinoleagreestoacceptastotalcompensationthefollowing:
Estimated one time cos# s
Construction
Electrical
CAD Console 2
Vesta ( AT& T)/ 911 2
AT& T Maintenance
EBRCS ( radio) 1
Furniture ( desks/ chairs/ headsets)
Estimated Sub- Total
10% Contingency
Estimated Total
30, 000
10, 000
6, 000
48, 000
11, 000
60, 000
40, 000
Lowest bid received
May be able to obtain 1 used trunk from Richmond
Equipment for 1 console & labor costs for 2
30, 000
10, 000
12, 000
96, 000
11, 000
60, 000
40, 000
259, 000
25, 900
284, 900
Added headsets not previously accountedfor & higherquotefor furniture. Maystillbe able to get furniture at lower rate.
One- time cost allocation based on formula
San Pablo $ 140, 284
Pinole $ 90, 515
Hercules $ 54, 101
Tri-City Dispatch Services & CADIRMS Agreement
May 11, 2017 — June 30, 2022 Page 22 of 29
Current- without retiree medical
Pinole
Hercules
Current- including retiree medical
Retiree medical
Total
Pinole
Hercules
Adding San Pablo
Annual Costs
Dispatchers 3
Lead Dispatcher 1
Overtime *
Medical Retirement 4
Internal Cost Allocations
Administrative Credits
Administrative Debits
IS
ESTIMATED Revised 3- 31- 17
1, 077, 805
64. 5% $ 695, 184
35. 5% $ 382, 621
1, 077, 805
82, 865
1, 160, 670
64. 5% $ 748, 632 $
35. 5% $ 412, 038 $
118, 097 $ 354, 291
129, 800 $ 129, 800
113, 379
11, 838 $ 47, 351
644, 821
64, 339)
62, 269 $ 106, 134
108, 204
Difference
53, 448
29, 417
Services and Supplies
Equipment Mainenance "* $ 3, 928
Professional Services *** $ 7, 108 $ 21, 486
Travel and Training t $ 10, 450
New estimated budget $ 1, 933, 111
Formula Model tt
San Pablo 49% $ 951, 859 $ 179, 418
Hercules 19°/ a $ 367, 086 $ ( 44, 952)
Pinole 32% $ 614, 166 $ ( 134, 467)
overtime $ 71500 ( increasing by 4 positions with one at a 10% increase) headseUcordreplacement (increasing by 4 positions)
800 MHz maintenance (increasingfrom 3 to 5 terminals)
t Training (increasing by 4 positions)
tt Includesadditionalcost of retiree medicalnot previouslyincluded Tri-Ciry Dispatch Services & CADIRMS Agreement
May 11, 2017 — June 30, 2022 Page 23 of 29
Formula Calculation Revised 3- 22-" 7
Population Sworn FTE
Non- CFS
Data EntryPopulation
Year Allocation I Sworn 11 / 2014- Stats
FTE 10/ 2015
San Pablo 29685 2013 62 5 35460 8, 508
Pinole 18902 2013 27 5 25354 4, 123
Hercules 24848 2013 23 0 18166 2, 693
73435 1 I 112 10 j 78980I 15324
Average
San Pablo 40. 42% 55. 36% _ 50. 00% 44. 90% , 55. 52% 49. 24% Pinole * 25. 74% 24. 11 % 50. 00% 32. 10% 26. 91 % 31. 77% Hercules ' 33. 84% 20. 54% 0 _ 0. 00% 23. 00% 17. 57% 18. 99% t_ - --- - --
San Pablo numbers are inclusive of CC College Campus personnel & call data The actual numbers will be updated periodically, but the formula/data points are as establishedhereunlessmutuallyagreedin writingby all partiesto be amended.
Tri-City DispatchServices & CAD/RMSAgreement
May 11, 2017 — June 30, 2022 Page 24 of 29
EXHIBIT " D"
Compensation: CAD/ RMS Services
For all services identified in Exhibit " B", Scopeof Services, Herculesand Pinoleagreeto pay andSanPabloagreesto acceptastotalcompensationthefollowing:
Cost Allocation Model
Population
San Pablo
Pinole
Hercules
I
29685
18902
24848
73435
Formula Calculation
Population Sworn FTE
Year Allocation
2013 62
2013 27
2013 .
i
23 1
1 112
Revised 3- 22- 17
Non- CFS
Data EntrySworn 11/ 2014-
StatsFTE 10/ 2015
5 35460 8, 508 !
5 t 25354 4, 123 +
0 18166 2, 693
10 78980 15324 '
Average
San Pablo 40. 42% 55. 36% 50. 00% 44. 90% 55. 52% { 49. 24% Pinole 25. 74%
t
24. 11 % + 50. 00% ' 32. 10% 26. 91 %+ 31. 77%
Hercules 33. 84% { 20. 54% 1 0. 00% y 23.00% 17. 57% + 18. 99% i i t
I
San Pablo numbers are inclusive of CC College Campus
personnel1&
call data
The actual numberswill be updated periodically, but the formula/data points are as established here unless mutually agreed in writing by all parties to be amended.
Tri-City Dispatch Services & CAD/ RMS Agreement
May 11, 2017 — June 30, 2022 Page 25 of 29
ESTIMATED CAD 8 RMS ONE- TIME COSTS
DATA MOVE SET UP
Tyler Tech: Server Migration
Tyler Tech: System Assurances & Software Install
Tyler Tech: Fixed installation Service: ( including)
CAD Pager Interface
911 Interface
State/ NCIC
On- Line CAD Interface to State/ NCIC
Livescan Interface
Citizen Reporting Interface
On-Line Property Checks InterFaceto NCIC
Third Party Products, Hardware, & Service
Travel & Living Expenses
SUB TOTAL
DATA CONSOLIDATION
Tyler Tech: Consolidation of data
SUB TOTAL
SERVERS FOR CAD AND RMS
Servers and related Equipment
Unitrends Backup ( 3yr Support and Service)
SUB TOTAL
SERVICE COSTS
NET MOTION
S. P.S TEAM - Scope of Work
Agency Fiber Links ( AT& T)/ Routers
SUB TOTAL
DOJ REQUIREMENTS
Two- Factor Authenication ( Includes 1yr support and Install)
SUB TOTAL
TYLER TECH REQUIRED SOFTWARE
VMWARE - Software ( Includes 1yr support and Install)
Arc Gis Desktop Client ( Not Server) ( Includes 1yr support)
SUB TOTAL
CAD & RMS ADDITIONAL - EQUIPMENT
One Computer for IT Division: $ 2500 each
One ( 1) Server Rack, UPS, Switch Rack Power
SUB TOTAL
11, 520
5, 120
24, 320
N/ C
N/ C
N/ C
N/ C
N/ C
N/ C
N/ C
11, 350
4, 000
56, 310
60, 000
60, 000
200, 000
36, 000
236, 000
27, 000
75, 000
20, 000
122, 000
8, 000
8, 000
22, 000
7, 630
29, 630
2, 500
7, 161
9, 661
Subtotal $ 521, 601
Allocation of Estimated One- Time CAD/ RMS Costs
Tri-City Dispatch Services & CADIRMS Agreement
May 11, 2017 — June 30, 2022 Page 26 of 29
San Pablo - 49%
Pinole - 32%
Hercules - 19%
Subtotal
256, 835
165, 717
99, 049
521, 601
Tri-Ciry Dispatch Services & CAD/RMS Agreement
May 11, 2017 — June 30, 2022 Page 27 of 29
TYLER TECH CAD, RMS, 8 MOBILE ANNUAL TRI CITY COST
SAN PABLO Currentlyonlypaysmobilesoftwarewhichconsistsof 25licensesandSupport Aqreement. 6% increase from FY16- 17 (Via New World)
SUPPORT AGREEMENT TOTAL with a 6% increase fram FY 16-17
PINOLE PD
MSP ( CAD) Software
Law Enforcement Records Soflware
PublicSafteyInterfaceto State/NCIC
Corrections Management Soflware
Mobile Management Server Software/ Data Merge to AegisIMSP LE Records/ Field Rpl.
Mobile SoNware an the RS6000/ Base Message switch to NCIC, upload, CAD inte face MobileClientLaptopSoflware: 15 licenses
Mobile Software on the 400 or MSP Server: MDT/ MCT Base CAD/ RMS Inte face SUPPORT AGREEMENT TOTAL with a 5% increase ( Via Tyler Tech)
HERCUL S PD
MSP ( CAD) Software
Law En(orcement Records Software
PublicSafley Inlerfaceto State/NCIC
Mobile Management Server Software/ ata Merge to Aegis/ MSP LE Reords/ Field Rpt.
Mobile Soflware on the RS6000/ Base Message switch to NCIC, upload, CAD interface Mobile Client Laptop Software: 10 licenses
Mobile Software on the 400 or MSP Server: MDT/ MCT Base CAD/ RMS Interface Embedded3rd PatrySokware -ArcG15StandardEnterpriseServerIntegretion
SUPPORT AGREEMENT TOTAL
Maintenance Agreement adjusted to discontinue/ remove saftware never used
SUB TOTAL TYLER TECH CAD, RMS, MOBILE ANNUAL TRI - CITY AGENCIES ADDITIONAL ANNUAL TRI- Cli' Y COSTS
All TRI- CITY
NET- MOTION: Support for 1st year included in one- time costs VMWARE: Support for 1st year included in one- time costs ARCGIS Desktop Client (Support for 1st year included in one-time costs) Sink ng Fund for Hardware Replacement
Annual CCC50 / CLETS Message Switch Software & Hadrware Maintenance FeP Crsco SmartNet support
2FA (Advanced Authentication) Support for lst year mcluded in one•time costs UnitrendsBackupAppllance (Upfront 36Kincludes3 yr support andrep+acement) Microsoh License Agreement for Servers\ SQL\Core\ CAL-Users SUB iOTAL
ALL TRI- CITY
SUB TOTAL
ALL TRI- CITY
ADDITIONAL ANNUAL TRI- CITY COSTS
SALARY and BENEFITS for ONE Additional IT Employee
InformationTechnology Administrator i Salary: $99,036 Benefits @44% $ 41, 595 i , .
MONTHLY TRI- CITY COSTS
A7& T FIBER LINK FEE
1,356 Per Month
GRAND TOTAL ANNUAL TRI- CITY COSTS
Tri-City Dispatch Services & CADIRMS Agreement
May 11, 2017 — June 30, 2022
FY 17- 18
30, 560
a30, 560
9, 450
12, 691
1, 163
386
658
4, 058
7, 075
877
9 38, 178
5, 592
6, 383
848
338
2, 089
2, 429
452
2, 379
13, 552
82, 290
Y 17- 18
0 0
0 30, 000
1,232
2, 390
5, 566
0 0
39, 188
I
FY 17- 18
140, 631
140, 631
I '
FY 17- 18
16, 272
FY 17- 18
5278, 381
Allocation of Estimated Annual CAD/ RMS Costs
FISCAL YEAR FY 17 18
AGENCY COSTS
San Pablo 125, 948
Pinole 101, 108
Hercules 51, 326
278, 381
Tn-City Dispatch Services & CAD/ RMS Agreement
May 11, 2017 — June 30, 2022 Page 29 of 29
RESOLUTIOIV 2017- 078
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO: ( 1) FINALIZE ( WITH THE CITY ATTORNEY) AND EXECUTE
A TRI- CITY AGREEMENT WITH PINOLE A D HERCULES FOR DISPATCH AND CAD/ RMS SERVICES; ( 2) APPROPRIATE $ 276, 885 FROM GE VERAL FUND
DESIGNATED RESERVES TO THE POLICE DEPARTMENT SPECIAL DEPARTMENT EXPENSES LIIVE ITEM ( 100- 21 10-44000) FOR DISPATCH AND CAD/ RMS ONE- TIME START- UP COSTS; ( 3) ESTABLISH RECEIVABLES OF $ 165, 717 AND $ 99, 049 FROM
THE CITIES OF PI OLE AND HERCULES RESPECTIVELY FOR THEIR SHARES OF THE START- UP COSTS OF THE CAD/ RMS SYSTEM; ( 4) ESTABLISH APPROPRIATE ACCOUNTING TREATMEiVT, INCLUDING THE ESTABLISHMENT OF A NEW FUND, TO ENSURE THE SAFETY AND SECURITY OF THE SYSTENI FINANCES; AND 5) 1 OTIFY THE CITY OF RICHMOIVD FOR DISBURSEMENT OF SAN PABLO' S PRO-
RATA SHARE OF FORMER WEST COUNTY CAD/ RMS CONSORTIUM RESERVES EFFECTIVE JUfVE 30, 2017
WHEREAS, new CAD/ RMS Services Alternative is an adopted policy item under the FY 2015-17 Council PriorityWorkplan Update, effectiveOctober 1, 2016; WHEREAS, this proposed action is not a project under CEQA pursuant to Guidelines Section 15378( b)( 5): Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment. If a project, then the Ordinance is exempt from the provisions of the California Environmental Quality Act, CEQA), under CEQA Guidelines § 15061( b)( 3), in that it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment;
WHEREAS, on July 27, 2016, the Richmond Police Department presented all consortium members with a notice of intent to terminate consortium Records Management and Consolidated Communications services which were being provided by the Richmond Police Department;
WHEREAS, staff discussed options with the Council' s Public Safety Standing Committee on November 15, 2016 and the Committee directed staff to explore alternate servicemodels, includinga newTri-City modelwiththe Citiesof Herculesand Pinole; WHEREAS, after evaluating several options related to San Pablo Police Department's operationalefficiencyand ensuringthat the Departmentcontinuesto improve upon service commitments to our community, the San Pablo Police Department elected to opt-out as a member of the CAD/ RMS consolidated consortium, effective July 1, 2017, and ratified by the City Council on January 17, 2017;
Resolution 2017- 078 Page 1
WHEREAS, in order to comply with the terms of the letter from the Richmond Police Department, a letterwas sent notifyingPolice Chief Allwyn Brownand the City of Richmond Mayor Tom Butt of the City's intent to terminate all consortium records management and consolidated communications services provided by the Richmond Police Department effective July 1, 2017;
WHEREAS, consistent with the San Pablo City Council' s Resolution No. 2017-038, San Pablo, Pinole and Hercules have prepared the documents to form a tri-city agreement where Pinole will provide communication ( dispatch) services and San Pablo will host and maintain the CAD and RMS system and servers;
WHEREAS, there are one-time costs associated with starting up both the Dispatch and CAD/RMS functions for the Tri-City Partnership that will be shared among the three cities with a total net cost to the City of San Pablo of $397, 119; WHEREAS, in the spirit of partnership, the City of San Pablo has offered to pre-pay the $54,101 that represents the City of Hercules' contribution to the Dispatch start-up costs, with the understanding that during the course of the agreement, San Pablo will be reimbursed by Hercules; and
WHEREAS, on April 25, 2017 the Public Safety Standing Committee heard a presentation and supported the recommendations regarding: a consolidated Tri-City Agreement for Dispatch and CAD/ RMS Services; the allocation of General Fund Designated Reserve funds for one- time costs assoc ated with start- up; and authorizing the City Managerto notifythe Cityof Richmondfor disbursementof San Pablo's pro-ratashare of former West County CAD/RMS Consortium Reserves effective June 30, 2017.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Pablo:
1. Authorizes the City Manager to finalize (with the City Attorney) and execute a Tri-City Agreementwith the cities of Herculesand Pinolefor Dispatchand CAD/RMS Services in substantially the same form as attached, including any necessary administrative changes to allow the Tri-City Dispatch and CAD/RMS agreement to be completed to meet operational deadlines;
2. Appropriates a total of $$ 276, 885 from General Fund Designated Reserves/ IT Systems Maintenance. Replacement & CAD/ RMS to the Police Department Special Department Expense line item ( 100- 21 10- 44000- CAD- RMS) for Dispatch and CAD/ RMS start- up costs;
3. Authorizes the establishment of receivables of $ 165, 717 and $ 99, 049 from the cities of Pinole and Hercules respectively for their shares of the start-up of the CAD/ RMS system;
Resolution 2017- 078 PaM1e2
L
4. Authorizes the City Manager to establish appropriate accounting treatment, including the establishment of a new fund, to ensure the safety and security of the system finances; and
5. Authorizes the City Manager to notify the City of Richmond for disbursement of San Pablo's pro-rata share of former West County CADfRMS Consortium Reserves effective June 30, 2017.
ADOPTED this 1 day of May, 2017, by the following vote:
AYES: COUNCILMEMBERS: Cruz, Kinney, Morris, Calloway and Valdez NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ABSTAIN: COUNCILMEMBERS: None
ATTEST:
Ted J. nney, City Cler, i
Resolution 2017- 078
APPROVED:
Cecilia Valdez, Mayo
Paae 3