HomeMy WebLinkAboutContract 56009 CSC No. 56009
STATE OF TEXAS §
COUNTY OF TARRANT §
INTERLOCAL AGREEMENT BETWEEN
CITY OF FORT WORTH AND CITY OF RIVER OAKS
This Interlocal Agreement ("Agreement") is made between the City of Fort Worth ("Fort
Worth"), a home-rule municipal corporation of the State of Texas, and the City of River Oaks, a
home rule municipality in the State of Texas ("River Oaks"), acting by and through Marvin
Gregory, its duly authorized City Manager. Fort Worth and River Oaks may be referred to
individually as a"Party" and collectively referred to as the"Parties."
WHEREAS, the Texas State Legislature has authorized the formation of interlocal
cooperating contracts between and among governmental entities; and
WHEREAS, this Agreement is made under the authority granted by and pursuant to
Chapter 791 of the Texas Government Code which authorizes Fort Worth and River Oaks to
enter into this Agreement for purposes of providing a governmental function or service that each
Party to the contract is authorized to perform individually;
WHEREAS, Fort Worth and River Oaks desire to enter into this Agreement to detail
the terms of the Suburban Dispatching and Station Altering Project ("Dispatching and Station
Alerting Project");
WHEREAS, the governing bodies of Fort Worth and River Oaks find that this Agreement
is necessary for the benefit of the public and the performance of this Agreement is in the
common interest of both Parties;
WHEREAS, the governing bodies of Fort Worth and River Oaks have authorized
entering into this Agreement; and
WHEREAS, the governing bodies of Fort Worth and River Oaks, in paying for the
performance of governmental functions or in performing such governmental functions, shall
make payments only from current revenues legally available to such Party.
NOW THEREFORE, IN CONSIDERATION of the mutual promises and agreements
contained herein, the Parties do hereby agree as follows:
1. Purpose. The purpose of this Agreement is to incorporate dispatching services for
River Oaks into Fort Worth's Public Safety Answering Point (PSAP) for all calls related to fire
protection, emergency medical, and rescue services. Furthermore, this Agreement is to
incorporate station alerting hardware and support. Doing so will increase efficiencies, reduce
call transfer times between agencies, reduce dispatch delays due to cellular calls, begin a
regionalization and consolidation approach to dispatching, and enhance cooperation with
adjacent municipalities.
OFFICIAL RECORD
Interlocal Agreement CITY SECRETARY
FT. WORTH, TX
2. Fort Worth's Responsibility.
A. Services. On behalf of River Oaks, Fort Worth will provide twenty-four (24) hour per
day dispatching services for the River Oaks Fire Department including accepting all calls for
service and transfers from River Oaks' PSAP, dispatching the appropriate resources, monitoring
the appropriate radio frequencies or talk groups, and making notifications and phone calls as
needed. Fort Worth will provide answering services for the seven-digit emergency number and
9-1-1 for the River Oaks and dispatch and perform all on-scene dispatch management. Fort
Worth will also provide 24 hours/7 days a week support for Locution systems installed at River
Oaks and this will be based on normal on-call processes for Fort Worth. Service Level
Agreements ("SLAs") will also be within normal Fort Worth operating procedures. Locution
support will be provided on an as needed basis.
B. Standards. Fort Worth shall notify River Oaks of all standards adopted and
revised for GIS data, run card information, and hardware and software
requirements for radios, telephones, public address systems, and mobile clients.
C. Agency Liaison. Fort Worth agrees to designate a representative (and an
alternate) who will act as the authorized liaison to River Oaks for purposes of data
sharing, notification of GIS data changes, run card information, and other
information as required by Fort Worth. That representative shall be identified by
name, business address, primary and emergency telephone and facsimile numbers,
and email address, provided to the Fire Chief or Agency Liaison for River Oaks.
D. Records. Fort Worth will maintain all call logs and records related to the
dispatching for River Oaks. At any time, River Oaks may request additional
statistical information, recordings, printouts, or other data that Fort Worth
maintains in relation to this Agreement.
If Fort Worth is required by law to release data or other records involving agents
or employees of River Oaks in relation to this Agreement, or incidents occurring
within the boundaries of the River Oaks in relation to this Agreement, Fort Worth
agrees to notify the River Oaks as applicable of such disclosure prior to such
release. Such requests shall be honored in accordance with Fort Worth's open
records policy and the laws of the State of Texas.
E. Equipment. Fort Worth will provide equipment to River Oaks under its current
vendor contracts and will be responsible for the installation, repair, programming,
and maintenance of all equipment, including but not limited to: Mobile Data
Computers (MDC's), Cradlepoints, antennas, docking stations, swivel mounts,
and air cards from the vendor designated by Fort Worth's telephones, radios,
mobile clients, and public address systems. Fort Worth will also work with River
Interlocal Agreement Page 2 of 9
Oaks in partnering on the purchase of equipment related to Locution Station
Alerting including those items outlined in Attachment B.
F. Invoicing. In accordance with Attachment "A" — Dispatching Project Costs and
Attachment "B", Fort Worth will invoice River Oaks for the "one-time" costs
prior to the project getting underway. The reoccurring "annual" costs will be
invoiced by Fort Worth as a separate line item each year, and then the cost/run fee
of $30/run will be invoiced on a quarterly basis and will be accompanied with
monthly run-volume totals so that River Oaks can validate before remitting
payment. The cost/run fee of$30/run could be slightly adjusted in future years to
account for inflation; however, any changes will be reviewed with River Oaks in
advance for their concurrence. In the case of Station Alerting
support/maintenance, the City of Fort Worth will invoice $70 an hour, the parts
needed plus 10% of the parts. If the call is after hours, the charge is time and half
with a minimum of a two-hour charge.
G. Stakeholder Group. Fort Worth shall establish a stakeholder group with the goal
of continuous quality improvement and support.
H. Review. Fort Worth will investigate and complete a report to River Oaks on any
complaints/concerns that arise either internally or externally related to this
Agreement.
3. River Oaks' Responsibilities.
A. Agency Liaison. River Oaks agree to designate a representative (and an alternate)
who will act as the authorized liaison to Fort Worth for purposes of data sharing,
notification of GIS data changes, run card information, and other information as
required by Fort Worth. That representative shall be identified by name, business
address, primary and emergency telephone and facsimile numbers, and email
address at Fort Worth's Emergency Communications Center.
B. Agency Contacts. River Oaks will provide Fort Worth with a list of persons to be
called or notified and the specific incidents or circumstances in which those calls
and notifications are to be made.
C. Data. River Oaks will provide Fort Worth with infrastructure data including but
not limited to address, building, emergency data, and water supply information.
River Oaks will also provide Fort Worth with a listing of resource amounts and
types, apparatus, equipment, staffing levels, and special conditions, e.g. is an
engine and medic either/or, and responsive levels required by call type. All data
shall be current and in a format that is compatible with Fort Worth's databases.
D. Requests for Information. River Oaks agrees to forward any public information
requests for dispatch specific records or recordings to Fort Worth. Such requests
Interlocal Agreement Page 3 of 9
will be honored in accordance with Fort Worth's open records policy and the laws
of the State of Texas.
E. Equipment. River Oaks shall be solely responsible for notifying Fort Worth of
any maintenance, support, or repair needs associated with the equipment noted in
Section 2.E. above, and maintain current-life devices that can be vendor-
supported
F. Payment. In accordance with Attachment "A" — Dispatching Project Costs and
Attachment "B" Station Altering Costs, River Oaks will pay the "one-time" costs
upfront prior to the project getting underway and then be allowed to annually pay
the reoccurring "annual" costs associated with the equipment and
maintenance/support activities. The reoccurring "annual" costs will be invoiced
by Fort Worth as a separate line item each year, and then the cost/run fee of
$30/run will be invoiced on a quarterly basis. In accordance with Attachment"B"
— Station Alerting Costs, River Oaks will pay the support costs on a monthly
basis, once installs have taken place and the systems are functional.
G. Stakeholder Group. River Oaks shall participate in a stakeholder group which
shall be established by the Fort Worth Fire Alarm Office in coordination with
River Oaks. The goal of the group will be continuous quality improvement and
support.
H. Grant Support. River Oaks shall provide support for any grants related to the
communication center or radio communication system.
I. Alert Notification System. River Oaks will work in association with Fort Worth
in the maintenance of the alert notification system and maintain a support
agreement with Locution and allow Fort Worth to call on their behalf.
4. Term and Termination. This Agreement shall begin upon the date executed by the
Assistant City Manager for Fort Worth below and shall continue in full force and effect unless
terminated. Either party to this Agreement may terminate this Agreement at any time and for
any reason by providing thirty (30) days written notice to the other party or pursuant to other
provisions within this Agreement.
5. Immunily. It is expressly understood and agreed that in the execution of this
Agreement, no party waives nor shall be deemed hereby to waive any immunity or defense that
would otherwise be available to it against claims arising in the exercise of governmental powers
and functions.
6. Assignment. None of the Parties shall have the right to assign or subcontract any
of its duties, obligations or rights under this Agreement without the prior written consent of any
of the other Parties.
7. Governing Law and Venue. This Agreement shall be construed in accordance
with the laws of the State of Texas. Venue for any action brought on the basis of this Agreement
Interlocal Agreement Page 4 of 9
shall lie exclusively in state courts located in Tarrant County, Texas or the United States District
Court for the Northern District of Texas — Fort Worth Division. In any such action, each parry
shall pay its own attorneys' fees, court costs and other expenses incurred as a result of the action.
8. Remedies. No right or remedy granted herein or reserved to the parties is
exclusive of any other right or remedy herein by law or equity provided or permitted; but each
shall be cumulative of every other right or remedy given hereunder. No covenant or condition of
this Agreement may be waived without written consent of the parties. Forbearance or indulgence
by either parry shall not constitute a waiver of any covenant or condition to be performed
pursuant to this Agreement.
9. Severability. If any provision of this Agreement is held by a court of competent
jurisdiction to be invalid, illegal or unenforceable, the validity, legality and enforceability of the
remaining provisions shall not in any way be affected or impaired.
10. Applicable Law. This Agreement is entered into subject to the Interlocal
Cooperation Act, the governing charters and ordinances of Fort Worth and River Oaks, as they
may be amended from time to time, and is subject to and is to be construed, governed and
enforced under all applicable Texas and Federal law.
11. Entire Agreement. This Agreement contains the entire understanding and
agreement between Fort Worth and River Oaks as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in
conflict with this Agreement.
12. Signature Authority. The person signing this Agreement hereby warrants that he
or she has the legal authority to execute this agreement on behalf of the respective party, and that
such binding authority has been granted by proper order, resolution, ordinance or other
authorization of the entity. The other party is fully entitled to rely on this warranty and
representation in entering into this Agreement.
13. Independent Contractor. In performing the duties under this Agreement, each
Party is acting as an independent contractor, and not as an agent, representative, servant or
employee of the other Parry. Subject to the terms of this Agreement, each Party shall have the
right to control the details of its performance hereunder. Additionally, nothing herein shall be
construed as the creation of a partnership or joint enterprise between Fort Worth and River Oaks.
14. No Waiver. The failure of either party to insist upon the performance of any
provision or condition of this Agreement or to exercise any right granted herein shall not
constitute a waiver of that party's right to insist upon appropriate performance or to assert any
such right on any future occasion.
15. Non-Appropriation of Funds. Fort Worth and River Oaks will use best efforts to
appropriate sufficient funds to support obligations under this Agreement. However, in the event
that sufficient funds are not appropriated by either party's governing body, and as a result, that
party is unable to fulfill its obligations under this Agreement, that party (i) shall promptly notify
Interlocal Agreement Page 5 of 9
the other party in writing and (ii) may terminate this Agreement, effective as of the last day for
which sufficient funds have been appropriated.
16. Right to Audit. Each Party agrees that any of the other Parties shall, until the
expiration of three (3) years after termination of this Agreement, have access to and the right to
examine at reasonable times any directly pertinent books, documents, papers, records, and
communications involving transactions relating to this Agreement at no additional cost. Each
Party shall have access during normal working hours to all necessary facilities and shall be
provided adequate and appropriate work space in order to conduct audits in compliance with the
provisions of this section. An auditing Party shall give the audited Party reasonable advance
notice of intended audits.
17. Liability. Nothing in the performance of this Agreement shall impose any liability
for claims against Fort Worth and River Oaks other than claims for which liability may be
imposed by the Texas Tort Claims Act.
18. Amendments. No amendment to this Agreement shall be binding upon either
parry hereto unless such amendment is set forth in writing, and signed by both parties.
19. Force Majeure. The parties shall exercise their best efforts to meet their respective
duties and obligations hereunder, but shall not be held liable for any delay in or omission of
performance due to force majeure or other causes beyond their reasonable control, including, but
not limited to, compliance with any state or federal law or regulation, acts of God, fires, strikes,
lockouts, national disasters, wars, riots, material or labor restrictions, transportation problems or
existing contractual obligations directly related to the subject matter of this Agreement.
20. Notice. Notices required pursuant to the provisions of this Agreement shall be
conclusively determined to have been delivered when (1) hand-delivered to the other party, its
agents, employees, servants or representatives or (2) received by the other party by United States
Mail, registered, return receipt requested, addressed as follows:
To Fort Worth: To River Oaks:
City of Fort Worth City of River Oaks
Attn: Assistant City Manager Marvin Gregory- City Manager
200 Texas Street 4900 River Oaks Blvd.
Fort Worth, TX 76102-6314 River Oaks,Texas 76114
With copy to Fort Worth City Attorney's Office at
same address
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples.
(signature page follows)
Interlocal Agreement Page 6 of 9
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
Valerie was-Knciton responsible for the monitoring and administration
By: Valerie Washington(Jul 18—,202116:02 CDT) of this contract, including ensuring all performance
Name: Valerie R. Washington and reporting requirements.
Title: Assistant City Manager
Date: J u 113,2021 , 20_
Mark Rauscher(Jul 12,202111:59 CDT)
By:
APPROVAL RECOMMENDED: Name: Mark Rauscher
Title: Assistant Fire Director
By:J sDavis(Jul12,202110:19PDT) APPROVED AS TO FORM AND LEGALITY:
Name: James Davis
Title: Fire Chief ORT
,
ATTEST: p&F °4 O By: v
o° oP. Name: Christopher Austria
�jg o=d Title: Assistant City Attorney
o d
By: �` dad°°°° °o°�`� CONTRACT AUTHORIZATION:
Name: Mary Kayser ���b�EXpSoaQ M&C: 21-0449
Title: City Secretary
CITY OF RIVER OAKS:
By:
Name: Marvin C. Gre oU III
Title: City Manager
Date: May 14, 2021
OFFICIAL RECORD
CITY SECRETARY
Interlocal Contract—Page 7 FT. WORTH, TX
ATTACHMENT"A"
DISPATCHING COSTS
One-Tim Quantity One-Time Total Monthly Annual** Quantity Annual Total
Apparatus Costs
MDC Hardware
Dell Latitude 7224 Rugged(CTO) $3,554.29 1 $3,554.29
Docking Station(Havis DS-DELL-612) $541.53 2 $1,083.06
Swivel Mount(Havis C-MKM-102) $135.58 2 $271.16
HAVIS FIXED ADAPTER PLATETALL:UNIVERSAL $56.78 2 $113.56
HavisPKG-KB-208-Keyboard-with touchpad $357.01 2 $714.02
Cradlepoint Hardware
IBR 900 Cradlepoint w/5 Years NCE(MA5-09001200-NNA) $1,037.70 2 $2,075.40
Cradlepoint Antenna(AP-IBR1300-Q-BL) $198.28 2 $396.56
Labor\I nsta llatio n
Labor-Configure MDC $126.16 2 $252.32
Labor-Install Equipment in Apparatus $433.96 2 $867.92
Recurrin¢Costs
GTS Management Cost(annual),per device - - $152.44 1 $152.44
Cradlepoint Cellular Service-Unlimited(DIR) $37.99 $455.88 2 $911.76
Cradlepoint NCE per year(after Year 5) - $62.81 2 $125.62
River Oaks TOTAL-Per Apparatus Costs $6,441.29 $9,328.29 $37.99 $671.13 $1,189.82
Interlocal Contract—Page 8
ATTACHMENT"B"
STATION ALERTING COSTS
Station Alerting Costs One-Time Quantity One-Time Total Monthly Annual" Quantity Annual Total
Alerting System Hardware
CFW PC $866.45 1 $866.45
PA Amp $610.05 1 $610.05
Locution Hardware(RO engage Locution)
Connectivity-Network
Meraki device $659.55 1 1 $659.55
Internet Circuit-AT&T FirstNet USB backup $37.99 $455.88 1 $455.88
Internet Circuit-Spectrum Primary service` $99.00 1 $99.00 $114.99 $1,379.88 1 $1,379.88
Network Cabinet and Installation $938.00 1 $938.00
Recurring Costs
Meraki License per year $27.60 $331.16 1 $331.16
TOTAL-Station Alerting Costs $3,173.05 $3,173.05 $180.58 $2,166.92 1$�2116.92
Interlocal Contract—Page 9
M&C Review Pagel of 3
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FORT_ ��
REFERENCE "M&C 21- 36RIVER OAKS FIRE
DATE: 6/22/2021 NO.: 0449 LOG NAME: DISPATCHING AND STATION
ALERTING
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL)Authorize Interlocal Agreement with the City of River Oaks for Dispatching and
Station Alerting Services,Authorize the Fire Department to Accept Reimbursements for
One-Time Costs for Initial Equipment Installment and Reoccurring Annual Costs for
Services,and Adopt Attached Appropriation Ordinances
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize an interlocal agreement to provide dispatching and station alerting services to the City of River Oaks;
2. Authorize the acceptance of reimbursement for one-time equipment installation costs from the City of River Oaks into the
Special Purpose Fund related to initiating fire dispatching and station alerting services;
3. Authorize the acceptance of quarterly reimbursements from the City of River Oaks into the General Fund for reoccurring costs
as a result of Fort Worth handling fire dispatching and station alerting services;
4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Special Purpose Fund in
the amount of$12,501.34, from available funds, for the Suburban Dispatching and Station Alerting project to facilitate the
initial equipment installation to be fully reimbursed by the City of River Oaks subject to the need of equipment purchased by
the City of Fort Worth; and
5. Adopt the attached appropriation ordinance to increase estimated receipts and appropriations in the General Fund, in the
amount of$3,356.74 from available funds, for the support of equipment, both amounts to be fully reimbursed by the City of
River Oaks.
DISCUSSION:
The City of River Oaks (River Oaks) shares common geographical boundaries with the City of Fort Worth (Fort Worth) and already
participates in a mutual aid agreement to provide fire protection, emergency medical, and rescue services in each other's jurisdictions.
Fort Worth currently operates a Public Safety Answering Point (PSAP) with the responsibility to receive calls for help and dispatch
appropriate fire suppression,emergency medical,and emergency rescue resources for citizens of Fort Worth. It has become mutually
agreeable to incorporate the call-receiving, dispatching, station alerting, and incident record-keeping functions for River Oaks into the
Fort Worth PSAP for all calls related to fire protection,emergency medical,and rescue services.
Common communications and Information Technology(IT)equipment may be necessary. Fort Worth has agreed to purchase equipment
for River Oaks if they cannot obtain the specified items to be utilized for dispatching. If Fort Worth accommodates the procurement,
appropriations will be established and reimbursed by River Oaks.These potential one-time costs will be captured in the Special Purpose
Fund and will be calculated on a per apparatus station basis with two apparatus and one station being equipped initially. Estimated total
for both dispatching and station alerting is$12,501.34.
The equipment will be supported by Fort Worth through an existing contract with GTS Technology Solutions(GTS).An amendment has
been executed with GTS to allow for managed service providing maintenance and support of the mobile data computers(MDCs).Annual
costs will be paid by Fort Worth and invoiced to River Oaks for repayment to the General Fund.Annual recurring costs are expected to
be$3,356.74 for the services and maintenance of equipment and hardware.
Potential one-time purchase costs and annual cost of support details are shown below:
One-Time Monthly Annual Annual
Apparatus Costs-per Apparatus One-Time Quantity Total Support Support" Quantity Support
Total
MDC Hardware
Dell Latitude 7224 Rugged(CTO) $3,554.29 1 $3,554.29
Docking Station (Havis DS-DELL-
612) $541.53 2 $1,083.06
Swivel Mount(Havis C-MKM-102) $135.58 2 $271.16
HAVIS FIXED ADAPTER $56.78 2 $113.56
PLATETALL: UNIVERSAL
Havis PKG-KB-208- Keyboard-with
$357.01 2 $714.02
ouchpad
Cradlepoint Hardware
IBR 900 Cradlepoint w/5 Years NCE $1,037.70 2 $2,075.40
(MA5-09001200-N NA)
Cradlepoint Antenna(AP-IBR1100- $198.28 2 $396.56
Q-BL)
Labor/Installation
file:///C:/TJsers/bray/AppData/Local/Temp/2FVVYIC4.htm 7/12/2021
M&C Review Page 2 of 3
Labor-Configure MDC $126.16 2 $252.32
Labor- Install Equipment in $433.96 2 $867.92
Apparatus
Recurring Costs
GTS Management Cost(annual),
per device $152.44 1 $152.44
Cradlepoint Cellular Service- $37.99 $455.88 2 $911.76
Unlimited(DIR)
Cradlepoint NCE per year(after year
5) $62.81 2 $125.62
River Oaks TOTAL-Per $6,441.29 $9,328.29 $37.99 $671.13 $1,189.82
Apparatus Costs
Station Alerting Costs-per One-Time Quantity One-Time Monthly Annual Quantity Annual
Station Total Support Support" Support Total
Alerting System Hardware
CFW PC $866.45 1 $866.45
PA Amp $610.05 1 $610.05
Locution Hardware(RO engage
Locution)
Connectivity-Network
Meraki Device $659.55 1 $659.55
Internet Circuit-AT&T FirstNet USB $37.99 $455.88 1 $455.88
backup
Internet Circuit-Spectrum Primary $99 00 1 $99.00 $114.99 $1,379.88 1 $1,379.88
service"
Network Cabinet and Installation $938.00 1 $938.00
Recurring Costs
Meraki License per year $27.60 $331.16 1 $331.16
River Oaks TOTAL-Station $3,173.05 $180.58 $2,166.92 $2,166.92
Alerting Costs
Additionally, Fort Worth will invoice River Oaks quarterly for dispatching services provided by the PSAP at the rate of$30.00 per run.
This fee will be reviewed on an annual basis and may be adjusted each year when necessary to account for inflation.This revenue will
be deposited to the General Fund quarterly. Revenue from this agreement is estimated at $33,360.00 annually and includes both
hardware support and operational costs based on an annual run volume of 1,000 per year.
This project will serve ALL COUNCIL DISTRICTS.
FISCAL INFORMATIONICERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations,authorization of the agreement,and adoption of the
attached appropriation ordinances,funds will be deposited in the General and Special Purpose Funds.The Fire Department(and
Financial Management Services)is responsible for the collection and deposit of funds due to the City. Prior to any expense being
incurred,the Fire Department also has the responsibility to validate the availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
Submitted for City Manager's Office by: Valerie Washington(6199)
Originating Department Head: Jim Davis(6801)
Additional Information Contact: Mark Rauscher(6803)
ATTACHMENTS
36RIVER OAKS FIRE STATION ALERTING 10100.docx
file:///C:/TJsers/bray/AppData/Local/Temp/2FVVYIC4.htm 7/12/2021
M&C Review Page 3 of 3
36RIVER OAKS FIRE STATION ALERTING 25002.docx
file:///C:/TJsers/bray/AppData/Local/Temp/2FVVYIC4.htm 7/12/2021