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Resolution 069-20RECORD OF RESOLUTIONS BARRETT BROTHERS - DAYTON, OHIO Resolution No. Passed A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH WASHINGTON TOWNSHIP TO PROVIDE COMMUNICATION SERVICES FOR THE 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; a n d WHEREAS, the City desires to execute an agreement in a substantially similar form to the attached Exhibit "A". NOW, THEREFORE, BE IT RESOLVED by the Council, of the City of Dublin, State of Ohio, of the elected members concurring that: Section 1. Dublin City Council authorizes the City Manager to execute an agreement in a substantially similar form to the attached Exhibit "A" with Washington Township, Ohio for communication services. Section 2. The Resolution shall be effective upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this 1� day of D �h�eY, 2020. ���XL e�e �� Z -A - Mayor — Presiding Officer ATTEST: Clerk of Council Form 6301 IcityOffice of the City Manager of Dublin 5555 Perimeter Drive • Dublin, OH 43017-1090 Memo Phone: 614-410-4400 To: Members of Dublin City Council From: Dana L. McDaniel, City Manager Date: November 10, 2020 Initiated By: Chief Justin Paez Bureau Director Jay Somerville Re: Resolution 69-20 — Washington Township Communications Services Agreement Background Attached for your consideration is Resolution 69-20, authorizing the City Manager to enter into an agreement with the Washington Township Trustees for the purpose of providing communications and dispatching services for the Washington Township Fire Department. The current agreement expires on December 31, 2020 and negotiations on a new agreement have taken place over the last several weeks. The parties have reached a tentative agreement which is submitted for your approval. The Washington Township Trustees approved this agreement at their October 27, 2020 meeting. Based on discussions with Washington Township, staff is recommending the contract term begin January 1, 2021 and last through December 31, 2025. This time period coincides with the term of Washington Township's fire services levy, which expires at the end of 2025. During this term, staff has identified the following annual reimbursement schedule for dispatching and communications services: Year 1 - 2021 $426,361.00 Year 2 - 2022 $441,284.00 Year 3 - 2023 $456,279.00 Year 4 - 2024 $472,249.00 Year 5 - 2025 $488,778.00 These costs represent a three and a half percent annual increase. In the previous agreement, the annual increase was five percent per year. However, by expanding shared services, the cost reduction in the new agreement is consistent with the average annual increase paid by all of our Northwest Regional Emergency Communications Center (NRECC) partners. There have been significant discussions among staff about whether to tie the annual payments made by Washington Township to the billing formula being used for Hilliard, Norwich, Upper Arlington and Worthington. 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. This will also ensure consistent billing for the Township through the end of their current levy cycle. Memo re. Washington Township Communication Services Agreement November 10, 2020 Page 2 of 2 Recommendation We recognize 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 agreement and recommend passage of this Resolution 69-20 at the November 16 Council meeting. AGREEMENT TO PROVIDE COMMUNICATION SERVICES This Agreement to Provide Communication Services ("Agreement") is made and entered into, by and between, Washington Township, Ohio (Franklin, Delaware, and Union Counties) ("Township") and the City of Dublin, Ohio ("City") on December 7, 2020. The City and Township collectively are referred to herein as "the Parties." 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 City's best interests to do so; and WHEREAS, the Township authorized the execution of this Agreement by adopting a resolution on . As such, the Township Administrator may enter into and execute this Agreement on behalf of the Township; and WHEREAS, the City authorized the execution of this Agreement by adopting Resolution No. on . As such, the City Manager may enter into and execute, this Agreement on behalf of the City. NOW, THEREFORE, in consideration of the exchange of valuable consideration and upon the mutual promises, covenants, and commitments set forth below, the City and Township hereby agree as follows: L The City shall furnish to the Township the facilities, personnel and equipment for the purpose of providing communication services ("Communication Services") to the Township and its 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 Fire Stations; and (2) Representing the Township at all Franklin County E9-1-1 PSAP meetings; and (3) Maintaining the E9-1-1 master street address guide for all areas located in the Township; and (4) Performing other services as may, from time to time, be mutually agreed by the Parties; and (5) Performing radio programming, radio template management, advanced radio replacement and management of spare radio equipment for Township owned portable and mobile radios; and (6) Providing the Township access to, and use of, the public safety radio system for their operations; and (7) Providing on scene Incident Dispatch Team services for large scale emergency events whenever possible when requested by the Township. IL Additionally, the Parties agree as follows: (1) The City shall provide, at its sole expense, the equipment and personnel necessary to provide twenty-four (24) hours a day and seven (7) days a week communication services for the Township's Fire Department; and (2) The City shall receive all calls and communicate the message or internal requests to the Township's Fire Department in accordance with generally acceptable procedures for dispatching and in accordance with such procedures as shall from time to time be agreed to by the Township and the City; and (3) The City shall answer the Township fire radio and communicate the message or internal requests to the Township's Fire Department in accordance with generally acceptable procedures for dispatching and in accordance with such procedures as shall from time to time be agreed to by the Township and 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's Fire Department in accordance with procedures prescribed by the Township; and (5) The City will ensure that dispatching shall be performed only by qualified individuals hired by the City. In its continuing effort to provide quality services, Dublin represents that its communications center is accredited by the Commission on Accreditation for Law Enforcement Agencies (CALEA). Dublin shall immediately notify the Township if this accreditation is suspended, lost or otherwise revoked; and (6) 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 (7) 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 (8) The City, at its sole expense, shall maintain and be solely responsible for the central dispatch computer and all other City equipment used to perform services under this Agreement; and (9) Dispatchers will be periodically available, for training purposes. Emergency medical dispatching shall be performed by the City dispatch center as required by the State of Ohio, Public Safety Answering Point (PSAP) Operating Standards; and (10) Dublin will exercise reasonable diligence and good faith effort to provide Communications Services to the Township at a service level comparable with Ohio PSAP Operating standards, CALEA Accreditation standards, CFAI Comprehensive Self-assessment and Quality Improvement Model, NENA Operational Standards and APCO ANSII standards; and (11) The Parties agree that the Northwest Regional Emergency Communications Center Fire/EMS Operational Committee shall meet as needed during the Term, but no less than once per year. Dublin agrees to work with the Township on continuous quality improvement of service delivery, including but not limited to, call handling/processing times and other critical service benchmarks as outlined by CFAI. III. The City and Township shall routinely prescribe dispatching procedures in, respectively, the City's Communication Center Policies and Procedures and the Township's 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, also 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 to the City, in one (1) lump sum, by check or other negotiable instrument, as follows: (1) In year one (1) of this Agreement, beginning January 1, 2021 and ending December 31, 2021, the sum of Four Hundred Twenty -Six Thousand Three Hundred Sixty -One Dollars and No Cents ($426,361.00) by January 31, 2021. (2) In year two (2) of this Agreement, beginning on January 1, 2022 and ending December 31, 2022, the sum of Four Hundred Forty -One Thousand Two Hundred Eighty -Four Dollars and No Cents ($441,284.00) by January 31, 2022. (3) In year three (3) of this Agreement, beginning on January 1, 2023 and ending December 31, 2023, the sum of Four Hundred Fifty -Six Thousand Two Hundred Seventy -Nine Dollars and No Cents ($456,279.00) by January 31, 2023. (4) In year four (4) of this Agreement, beginning on January 1, 2024 and ending December 31, 2024, the sum of Four Hundred Seventy -Two Thousand Two Hundred Forty -Nine Dollars and No Cents ($472,249.00) by January 31, 2024. (5) In year five (5) of this Agreement, beginning on January 1, 2025 and ending December 31, 2025, the sum of Four Hundred Eighty -Eight Thousand Seven Hundred Seventy -Eight Dollars and No Cents ($488,778.00) by January 31, 2025. VII. This Agreement shall be for a period of five (5) years, commencing on January 1, 2021 and ending on December 31, 2025 unless otherwise terminated earlier, as provided for herein ("Term"). VIII. During the Term, the Parties agree 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. IN. The City or the Township, at its sole discretion, has the right to terminate this Agreement, for any reason or no reason at all, upon one (1) year's written notice. X. In the event of a material breach of this Agreement, the non -breaching party may terminate this Agreement, if following written notice to the breaching party, said breaching party fails to immediately remedy such material breach. XI. This Agreement may not be changed, modified, altered, or amended except by an instrument, in writing, signed by the Parties and executed in accordance with the laws of the State of Ohio. XII. 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: Dana L. McDaniel, City Manager Approved as to form: WASHINGTON TOWNSHIP, OHIO By: Eric Richter, Township Administrator Jennifer Readler, Law Director Brian M. Zets, Attorney-at-law