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HomeMy WebLinkAboutResolution 47-13RECORD OF RESOLUTIONS Dayton Legal Blank, Inc Form No 36045 Resolution No. 47 -13 Passed _ 20_ A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH WASHINGTON TOWNSHIP TO PROVIDE COMMUNICATION SERVICES FORTH WASHINGTON TOWNSHIP FIRE DEPARTMENT. WHEREAS, the Township desires to contract with the City for communication services for the Township Fire Department; and WHEREAS, the City and Township are contiguous; and WHEREAS, the City is able to furnish to the Township such communication services and it is in the best interests of the City to do so; and WHEREAS, the City desires to execute an agreement in a substantially similar form to the attached Exhibit "A." NOW, THEREF90 tE, BE IT RESOLVED by the Council, of the City of Dublin, State of Ohio, of the elected members concurring that: Section 1. The City Manager is hereby authorized to execute an agreement in a substantially similar form to the attached Exhibit " "A" with Washington Township, Ohio for communication services. Section 2. This Resolution shall be effective upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this day of -�/� 2013. o fficer ATTEST: i Clerk of Council Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1090 City of Dublin Phone: 614 - 410 -4400 • Fax: 614- 410 -4490 To: Members of Dublin City Council From: Marsha I. Grigsby, City Manager Date: August 22, 2013 Initiated By: Chief Heinz von Eckartsberg Memo Re: Resolution 47 -13 — Communication Services Agreement with Washington Township Background Attached for your consideration is Resolution 47 -13, authorizing the City Manager to enter into an agreement with the Washington Township Trustees for the purpose of providing communications services for the Washington Township Fire Department. The current agreement expired on May 31, 2013 and negotiations on a new three -year agreement have taken place over the last several months. The parties have reached an agreement, which is submitted for your approval. The Washington Township Trustees approved this agreement at their August 13, 2013 meeting. In conjunction with Washington Township, we have identified the following annual reimbursement schedule for dispatching and radio programming services: June 1, 2013 — May 31, 2014 $292,762.00 (payable by September 30, 2013) June 1, 2014 — May 31, 2015 $307,400.00 June 1, 2015 — May 31, 2016 $322,770.00 These costs represent a 5% increase for each year of the agreement, which is in accordance with the escalator clause included in Section 10 of the previous agreement. There has been significant discussion among staff about whether to tie the annual payments made by Washington Township to the proposed billing formula being used for Hilliard, Norwich and other future dispatch contracts. Staff concluded that the set amounts for Washington Township reflected the ongoing partnership with our fire department and the service they provide to Dublin residents. Staff will evaluate moving Washington Township to the formula -based billing at the conclusion of this three -year agreement. The only other modification to the agreement is language in Section I relating to Incident Dispatching services. This language is added to ensure consistency with the other dispatch service agreements planned for Hilliard and Norwich Township. The additional language reads: (8) Dublin shall provide on scene Incident Dispatch Team services for large scale emergency events whenever possible when requested by the Township. Recommendation We recognize that the continued partnership between Washington Township and the City of Dublin, especially in the area of public safety, is beneficial for our residents. We endorse this proposed resolution and recommend Council approval on August 26, 2013. AGREEMENT Agreement to provide communication services ( "Agreement ") for the Washington Township ( "Township ") Fire Department by the City of Dublin ( "City") is made and entered into on , 2013 by and between the City, an Ohio Municipal Corporation, and the Township, an Ohio Political Subdivision. RECITALS WHEREAS, the Township desires to contract for communication services for the Township Fire Department; and WHEREAS, the City and Township are contiguous; and WHEREAS, the City is able to furnish to the Township such communication services and it is in the best interests of the City to do so; and WHEREAS, the Township Trustees wish to enter into and execute, on behalf of the Township, this Agreement with the City for such communication services; and WHEREAS, the Council for the City by Resolution 47 -13, passed 2013 authorized the City Manager to enter into and execute, on behalf of the City, this Agreement with the Township to furnish such communication services; and NOW, THEREFORE, made and entered into this the day of , 2013, by and between the Township and the City witnesseth. I. The City shall furnish to the Township the facilities, personnel and equipment for the purpose of providing communication services ( "Communication Services ") to the Township Fire Department. Communication Services shall include, but not be limited to: (1) Providing the Township access to the City's computer aided dispatch ( "CAD ") network for the purpose of accessing CAD call reports. This access shall be available at all Township stations; and (2) Providing the Township CAD printout to each Township station for each call for service received by the City; and (3) Representing the Township at all Franklin County E9 -1 -1 PSAP meetings; and (4) Maintaining the E9 -1 -1 master street address guide for all areas located in the Township; and (5) Performing other services as may from time to time be mutually agreed by the parties. (6) Performing radio programming, radio template management, advanced radio replacement and management of spare radio equipment for Township owned portable and mobile radios. (7) Providing the Township access to and use of the public safety radio system for their operations. (8) Dublin shall provide on scene Incident Dispatch Team services for large scale emergency events whenever possible when requested by the Township. II. Additionally, the parties agree as follows: (1) The City shall provide the equipment and personnel necessary to provide twenty -four (24) hour a day and seven (7) day a week communication services for the Township Fire Department; and (2) The City shall receive all calls and communicate the message or internal requests to the Township Fire Department in accordance with generally acceptable procedures for dispatching and in accordance with such procedures as shall from time to time be prescribed by the Township Fire Department and/or the City; and (3) The City shall answer the Township Fire radio and communicate the message or internal requests to the Washington Township Fire Department in accordance with generally acceptable procedures for dispatching and in accordance with such procedures as shall from time to time be prescribed by the Township Fire Department and/or the City; and (4) The City shall maintain a written and/or electronic log of all communications referred to in Sections II(2) and II(3) above. Such log shall be transferred to the Township Fire Department in accordance with procedures prescribed by the Township Fire Department; and (5) Dispatching shall be performed only by qualified individuals hired by the City. A review panel consisting of the Fire Chief for the Township and Chief of Police for the City shall establish and 2 periodically review the selection process, criteria, experience, and performance requirements for qualified dispatchers; and (6) The City shall endeavor to schedule a minimum of two (2) dispatchers at all times. Both parties recognize that the City is under no obligation to assign either dispatcher to exclusively perform dispatch duties under this Agreement and that there is no penalty upon the City for failing to meet this recommended staffing minimum; and (7) The City will continue its policy of handling radio calls in priority order without regard to whether the call is related to police, fire or emergency medical activity; and (8) The Township, at its sole expense, shall assume all responsibility for the Township mobile radio equipment and shall pay any expenses, fees or other charges required to render it compatible so that the Township equipment will properly interface with the City dispatch center; and (9) The City, at its expense, shall maintain the central dispatch computer and other City equipment; and (10) Dispatchers will be periodically available, as mutually agreeable, for training purposes. Should emergency medical dispatching be adopted by the City dispatch center, the cost of said training for certification and continuing education requirement will be shared equally between the City and Township. III. As referred herein, City and Township shall routinely prescribe dispatching procedures in, respectively, the Dublin communication center policies and procedures and the Township Fire dispatching guidelines. IV. The Township is solely responsible for providing fire and other emergency services for the residents, public officials, business entities and other individuals in the Township. The Township, at its sole discretion, is responsible for determining the proper allocation of the equipment, personnel and all other resources for providing fire and other emergency services. V. The City shall have sole discretion and oversight in determining the appropriate allocation of equipment, personnel and all other resources for providing Communication Services under this Agreement. VI. As consideration for the aforementioned services to be provided by the City to the Township pursuant to this Agreement, the Township shall pay the City as follows: 3 (1) In year one (1) of this Agreement, beginning June 1, 2013, and ending May 31, 2014, the sum of Two Hundred and Ninety Two Thousand Seven Hundred and Sixty Two and No Cents (U.S. $292,762.00) shall be paid by check or other negotiable instrument to the City in one (1) lump sum payment by September 30, 2013. (2) In year two (2) of this Agreement, beginning June 1, 2014, and ending May 31, 2015, the sum of Three Hundred and Seven Thousand Four Hundred Dollars and No Cents (U.S. $307,400.00) shall be paid by check or other negotiable instrument to the City in one (1) lump sum payment by June 15, 2014. (3) In year three (3) of this Agreement, beginning June 1, 2015, and ending May 31, 2016, the sum of Three Hundred and Twenty Two Thousand Seven Hundred and Seventy Dollars and No Cents (U.S. $322,770.00) shall be paid by check or other negotiable instrument to the City in one (1) lump sum payment by June 15, 2015. VII. This Agreement shall be for a period of three (3) years commencing on June 1, 2013 and ending on May 31, 2016 unless otherwise terminated earlier, as provided for herein. The City and Township may terminate this Agreement, without penalty or obligation, at the expiration of its original term or any extension thereof. VIII. During the original term of this Agreement and any extensions permitted hereunder, the Parties agree that they will meet and discuss the development and/or possible cost sharing of any new communications and/or technological improvements that would be beneficial to both Parties. IX. This Agreement may be renewed or extended for additional periods of three (3) years upon mutual agreement of the parties, pursuant to the following process: (1) If Township seeks an extension of the term of this Agreement it shall submit, in writing, a request to the City to extend this Agreement at least one hundred and eighty (180) days prior to the expiration of original term and/or any previously approved extension. (2) Dublin shall be required to approve or disapprove, in writing, any request for an extension within ninety (90) days of receipt. X. If this Agreement is extended for an additional three (3) year term pursuant to Section IX hereunder, the Township shall pay a sum equal to the amount contained in Section VI(3) plus an additional five percent (5 %). The total due by the Township shall be increased by an additional five percent (5 %) per year. 4 XI. Either party, at its sole discretion, shall have the right upon one hundred eighty (180) days written notice to terminate this Agreement without penalty. XII. In the event of a breach of any provision of this Agreement, either party may terminate this Agreement, if following written notice to the breaching party, said breaching party fails to immediately attempt to remedy such material breach. XIII. It is understood and agreed that this Agreement may not be changed, modified, or altered except by an instrument, in writing, signed by both parties and executed in accordance with the laws of the State of Ohio. XIV. Any controversy or claim, whether based upon contract, statute, tort, fraud, misrepresentation or other legal theory, related directly or indirectly to the Agreement, whether between the parties, or of any of the party's employees, agents, or volunteers will be resolved under the laws of the State of Ohio, in an appropriate court in Franklin County, Ohio. IN WITNESS WHEREOF, the City of Dublin and Washington Township have set their hands by their authorized representatives the day and year first written above. CITY OF DUBLIN, OHIO By: Marsha I. Grigsby, City Manager WASHINGTON TOWNSHIP, OHIO LIM Gene Bostic, Trustee Denise Franz King, Trustee Charles W. Kranstuber, Trustee LON Approved as to form: By: Stephen J. Smith, Law Director Un 5