HomeMy WebLinkAboutItem III - Interlocal Agmt. for Dispatch Services
AGENDA ITEM COVER SHEET
Meeting Date: September 13, 2007
Item # III
Contact Name:
Contact Number:
Pete McNeil
407-905-3100 ext. 2001
Reviewed By:
Department Director: Richard Firstner
City Manager: Robert Frank
Subject: Interlocal Agreement for Dispatch Services
Background Summary:
The City of Ocoee currently has an Interlocal agreement with Orange County that provides dispatch services for
the Fire Department. This agreement expires on September 30,2007.
Issue:
A new agreement for dispatch services will be required to continue those services for a one (1) year period,
starting October 1, 2007 through September 30, 2008. The cost of the dispatch service is shared between the
Cities of Winter Garden, Maitland and Ocoee, and is based on the cost of dispatcher salaries and the call
volume allocation between the cities. The cost of the one year contract is $143,840, which represents 35.5% of
the total call volume. This cost will be assessed in the FY 2008/2009 budget.
Recommendations
Staff recommends the City Commission approve the one year agreement with Orange County to provide
dispatch services for the Ocoee Fire Department.
Attachments:
Four (4) copies of the Interlocal Agreement for signature.
Financial Impact:
The agreed cost of $143,840 will be required to be budgeted in the City of Ocoee's FY 2008/2009 annual
budget.
Type of Item: (please mark with an "x')
Public Hearing
Ordinance First Reading
Ordinance Second Reading
Resolution
Commission Approval
Discussion & Direction
For Clerk's DeDt Use:
_ Consent Agenda
_ Public Hearing
_ Regular Agenda
Y- Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by 0
-4~#-
N/A
N/A
N/A
City Manager
Robert Frank
Commissioners
Gary Hood. District 1
Scott Anderson. District 2
Rusty Johnson. District 3
Joel Keller. District 4
Mayor
S. Scott Vandergrift
STAFF REPORT
TO:
The Honorable Mayor and City Commissioners
FROM:
Richard Firstner, Fire Chief
DATE:
September 18, 2007
RE:
Interlocal Agreement for Dispatch Services
ISSUE
The City of Ocoee currently has an Interlocal agreement with Orange County that provides dispatch services for
the Fire Department. This agreement expires on September 30,2007.
BACKGROUNDIDISCUSSION
A new agreement for dispatch services will be required to continue those services for a one (1) year period,
starting October 1, 2007 through September 30, 2008. The cost of the dispatch service is shared between the
Cities of Winter Garden, Maitland and Ocoee, and is based on the cost of dispatcher salaries and the call
volume allocation between the cities. The cost of the one year contract is $143,840, which represents 35.5% of
the total call volume. This cost will be assessed in the FY 2008/2009 budget.
1
INTERLOCAL AGREEMENT FOR FIRE DISPATCH SERVICES
between
ORANGE COUNTY, FLORIDA
and
CITY OF OCOEE
THIS AGREEMENT is made and entered into, by and between ORANGE COUNTY, a charter county and
political subdivision of the State of Florida ("County") and the CITY OF OCOEE, a municipal corporation
organized and existing under the laws ofthe State of Florida ("City").
WIT N E SSE T H:
WHEREAS, both the County and City provide fire and rescue services from fixed facilities which are
geographically located to provide rapid response in case of emergency; and
WHEREAS, the County currently operates and maintains a modern emergency communications facility
capable of receiving and dispatching fire and rescue units within City; and
WHEREAS, the parties hereto recognize that it is desirable to enter into this Agreement to provide
superior fire communications services for the benefit of both agencies, more particularly described herein; and
WHEREAS, this Agreement is for the benefit of the general public and is authorized by and entered into
pursuant to law.
NOW THEREFORE, in consideration ofthe mutual promises, terms and conditions contained herein and
other good and valuable consideration, it is agreed by and between the County and City as follows:
Section 1. Purpose and Intent ofthe Agreement.
The purpose and intent ofthis Agreement is to outline the delivery of fire and rescue dispatch services
through a coordinated system. More specifically, this Agreement outlines specific services and costs related to the
provision of emergency communications between the County and City.
Section 2. Standard Services.
The County agrees to provide the following services to City:
a. Answer 911 calls transferred from the City or third party for fire and Emergency Medical Service
(EMS).
b. Provide Emergency Medical Dispatch (EMD) pre-arrival medical instructions to callers needing aid, as
well as categorizing EMS calls into nationally recognized severity levels.
c. Receive and process incoming ten-digit telephone calls for emergency service, including notifications
for automatic fire alarms and joint response, automatic aid, and mutual aid.
d. Provide dispatch alerting function to City fire department utilizing County fire station alerting system.
e. Provide differential response patterns for the City, allowing the City to dictate the number and type of
emergency units that should be deployed on each type of emergency call in their City or jurisdiction to
which they provide service.
f. Allow the City to utilize the County Mobile Data Computer (MDC) system and Automatic Vehicle
Location (A VL) system.
g. Provide automatic notification to chief offIcers of the City fire department using Computer Aided
Dispatch (CAD) system paging program.
h. Prepare statistical reports on service delivery and performance for City units.
i. Provide Monthly Data export of all activity involving City fire units.
j. Provide copies of records and audiotapes as needed or requested.
k. Appoint a designated liaison to work with the City on dispatch issues.
I. Supervise all 9] ] functions, call taker and dispatcher assignments.
m. Provide comprehensive quality assurance function of all aspects of the dispatch system.
n. Attend regular meetings with the City to share information and provide feedback on dispatch services.
o. Provide up to four automated statistical reports customized for the City
p. Provide one Mobile Data Computer (MDC) license and associated maintenance cost for each front run
emergency response vehicle which is coded to be dispatched by the CAD system.
q. Provide 24 hour support of County approved Fire Station Alerting system hardware and associated
components.
Section 3. Supplemental/Optional Services.
The City may elect, at any time during this Agreement, to purchase those supplemental services from the
County that are listed in Attachment "A".
Services purchased under Attachment "A" are considered "services" and the County shall purchase and
retain custody of all actual equipment and devices used to provide the service. Upon termination ofthis Agreement,
the City shall not be entitled to any of the equipment or devices purchased by the County, unless otherwise
negotiated and documented in the associated Memorandum Of Understanding (MOU).
Section 4. Services Not Covered or Provided.
City agrees that the following services and fees are the responsibility of the City, except for any
supplemental services purchased pursuant to Section 3 of this Agreement.
a. Purchase of Fire Station Alerting equipment in each City fire station.
b. Payment for dedicated dispatch circuit linking County dispatch center to each City fire station, for the
purpose of installing a station alert printer or station mobile computer terminal, if desired.
c. Lease cost for pagers and/or wireless phone devices to be carried by City fire and rescue personnel,
which are coded to receive automatic alerts from the County CAD system.
d. Purchase of MDC and A VL in-vehicle equipment and leased airtime.
e. MDC software license and maintenance costs for City units (other than those which are provided in
Section 2 of this agreement).
f. Purchase of mobile and portable radios for use by City units.
Section 5. Term of Agreement
This is a one year Agreement for the provision of dispatch service, commencing with the start of the fiscal
year on October], 2007 and terminating with the completion of the fiscal year ending September 30, 2008.
Section 6. Compensation.
The City shall pay the County a sum estimated to be $ 143,840 as compensation for the Standard Services
listed in Section 2 of this Agreement.
Any additional services purchased under Section 3 of this Agreement will be added to the cost allocated to
City.
The County shall invoice the City on October I st of 2008 for all dispatch services and optional services
rendered during the prior fiscal year. City shall make payment within thirty (30) days of receipt of invoice or be
subject to interest provided for under the Florida Prompt Payment Act.
Section 7. Standard Services Cost Formula.
The following formula shall be used to calculate the costs for services identified in
Section 2 ofthis Agreement.
The formula for cost allocation shall be as follows: In January, the County shall total the number of calls
for service occurring in the prior calendar year for all cities receiving fire dispatch services from the County through
an interlocal agreement (hereinafter defined as "Participating Cities"). A "call for service" is defined as an
emergency or non-emergency request for fire or EMS response within the municipal limits of a city (or other
jurisdiction to which the City provides service) which results in at least one fire, rescue, or EMS unit arriving on the
scene of the incident.
The County shall calculate the percentage of municipal calls for all Participating Cities and apply that
percentage to the cost for dispatcher salaries. For example, if City "A" had forty percent of the calls for service
among all Participating Cities, then City "A" would pay forty percent of the dispatcher salaries. The dispatch
system base cost shall be set in this Agreement to represent the current contract cost for eight (8) dispatcher
positions used in previous agreements for dispatch service. Each dispatcher position is allocated a cost of $50,648.
This formula would be recalculated to acknowledge the addition of other Participating Cities. Eight
dispatcher positions shall be considered adequate staffing until the combined calls for service level in all
Participating Cities exceeds 20,000 alarms. In this event, four additional dispatcher positions will be added for each
increment often thousand calls for service being handled by the County on behalf ofthe Participating Cities.
All employees hired under this Agreement are employees of the County and it is not the intent of this
Agreement to differentiate between employees assigned to perform County functions versus City functions.
Final cost calculations for the services are determined in January to coincide with the City's budget
planning process. The actual invoice for dispatch service will be sent eight months later, on October 1,2008 (the
following fiscal year in which service was rendered). Attachment "B" shows an example of how costs are allocated
using this formula.
Total cost allocations for all currently Participating Cities are set at a cost not to exceed $ 405,182. These
costs will be lowered if additional Participating Cities sign dispatch service agreements.
Section 8. User Advisory Committee.
A User Advisory Committee shall be formed, which will include a designated representative from County,
Participating Cities, and those other entities that receive dispatch services from the County. This committee shall
make recommendations regarding policy and operational procedures, as well as recommending standards of service
and performance goals. The User Advisory Committee shall meet at least quarterly, or upon the request of any
member.
Section 9. Conflict Resolution.
The County intends to work closely with City to resolve any dispatch issues or service performance
conflicts, which may arise out ofthis Agreement. Formal conflict resolution shall use the following procedure:
Step 3.
City's designated liaison shall discuss the issue with the County's Fire Communications designee, who
shall provide a written response within three (3) business days.
If City is not satisfied with the response, the City may appeal the decision, within five (5) business days
of receipt of the response, to the County's Division Chief of Fire Communications who shall provide a
written response within three (3) business days.
If City is not satisfied with the decision of the Division Chief of Fire Communications, City may appeal
within five (5) business days of receipt ofthe response, to the County Fire Chief who shall provide a
written response in five (5) business days. The decision of the County Fire Chief shall be considered
final.
Step I.
Step 2.
Failure to adhere to the time period for appeal shall constitute waiver of any right to appeal.
Section 10. Implementation Plan.
Staff from County Fire Rescue and City Fire Rescue will negotiate and implement specific operational
procedures and policies unique to City's operations.
Section 11. Amendments and Waivers.
This Agreement may not be amended, modified, altered, or changed in any respect whatsoever, except by
an amendment in writing duly executed by the parties hereto. No failure by the parties to insist upon the strict
performance of any covenant, duty, agreement or condition of this Agreement or to exercise any right or remedy
upon a breach thereof shall constitute a waiver of any such breach or a future breach of any other covenant,
agreement, term or condition. Anyone the parties hereto, by notice, may waive any of its rights or any conditions to
its obligations hereunder, or any duty, obligation, covenant or breach of any other party hereto. No waiver shall
affect or alter this Agreement but every covenant, agreement, term and condition ofthis Agreement shall continue in
full force and effect with respect to any other then existing or subsequent duty, obligation, covenant or breach
th ereo f.
Section 12. Notices.
Any notice which may be permitted or required hereunder shall be in writing and shall be deemed to have
been duly given as of the date and time the same are personally delivered, transmitted electronically (i.e. facsimile
device) or within three (3) days after depositing with the United States Posta] Service, postage prepaid by registered
or certified mail, return receipt requested, or within one (1) day after depositing with Federal Express or other
overnight delivery service from which a receipt may be obtained, and addressed as follows:
Copy to:
County Administrator
201 South Rosa]ind A venue
Post Office Box 38
Orlando, F]orida 32802
Te]ephone: 407-836-7370
Facsimi]e: 407-836-7395
Chief Car] Plaugher
Fire Rescue Department
6590 Amory Court
P.O. Box 5879
Winter Park, F]orida 32793
Te]ephone: 407-836-9] 12
Facsimi]e: 407-836-9128
Ocoee City Manager
150 N. Lakeshore Dr.
Ocoee, FL 34761
Te]ephone: 407-905-3100
Facsimi]e: 407-656-5725
Orange County:
City:
Copy to:
Richard Firstner
Ocoee Fire Chief
563 South B]uford A venue
Ocoee, FL 34761
Te]ephone: 407-905-3140
Facsimi]e: 407-656-1222
Section 13. Disclaimer of Third Party Beneficiaries.
This Agreement is solely for the benefit of the parties hereto. No right, remedy, cause of action or claim
shall accrue by reason hereof to or for the benefit of any third party who is not one of the parties executing this
Agreement.
Section 14. Assignment ofInterest.
This Agreement may not be assigned, in whole or in part, by any ofthe parties hereto without the express
written consent ofthe other party.
Section 15. Severability.
This Agreement is intended to be performed in accordance with and only to the extent permitted by all
app]icable laws, ordinances, rules and regulations. If any provision of this Agreement or the application thereof to
any person or circumstance shall, for any reason and to any extent, be invalid or unenforceable, the remainder of this
Agreement and the application of such provision to other persons or circumstances shall not be affected thereby but
rather shall be enforced to the greatest extent permitted by law.
Section 16. Entire Agreement.
This Agreement constitutes the entire agreement of the parties hereto, and no representations, inducements,
promises or agreements, oral or otherwise, between the parties not embodied herein shall be of any force or effect.
This Agreement supercedes and cancels all previous written and oral agreements and communications relating to the
subject matter of this Agreement.
Section 17. Recordation.
The parties agree that this Agreement shall not be recorded in the official records of Orange County,
Florida. or the public records of any other county in the State of Florida.
Section 18. Individual Liability.
All covenants, stipulations, obligations and agreements ofthe parties hereto contained herein shall be
deemed to be those of such party to the full extent authorized by the Constitution and the laws of the State of
Florida. No covenant, stipulation, obligation or agreement contained herein shall be deemed that of any member,
agent or employee of such party in his or her individual capacity, and no member, agent or employee of any party
shall be personally liable hereunder or subject to any personal liability or accountability by reason hereof.
Section 19. Captions and Headings.
Captions and headings at the beginning of articles and paragraphs are for convenience only and do not add
to nor subtract from the meaning of each article and paragraph.
Section 20. Construction of Agreement.
This Agreement is the result of mutual negotiations between the parties hereto and all parties have
contributed substantially and materially to the preparations hereof. Accordingly, this Agreement shall not be
construed more strictly against either party.
Section 21. Attorneys' Fees.
In the event of any dispute hereunder or of any action to interpret or enforce this Agreement, any provision
hereof or any matter arising here from, each party shall be responsible for their own attorneys' fees and costs.
Section 22. Effective Date.
This Agreement shall be deemed effective on October], 2007.
IN WITNESS WHEREOF, the parties hereto have executed and delivered this instrument on the date indicated
below.
COUNTY:
ORANGE COUNTY, FLORIDA
By: Board of County Commissioners
By:
RICHARD T. CROTTY, Chairman
Attest: Martha O. Haynie, County Comptroller
As Clerk ofthe Board of County Commissioners
By:
Deputy Clerk
Date:
,2007
CITY:
CITY OF OCOEE
By:
S. Scott Vandergrift Mayor
ATTEST:
By:
Jean Grafton. City Clerk
(SEAL)
FOR USE AND RELIANCE ONLY BY
THE CITY OF OCOEE. FLORIDA;
APPROVED AS TO FORM AND
LEGALITY this day of
.2007
APPROVED BY THE OCOEE CITY
COMMISSION AT A MEETING
HELD ON .2007
UNDER AGENDA ITEM NO.
FOLEY & LARDNER
By:
City Attorney
Attachment "A"
The following supplemental/optional services are provided by the County and may be purchased
by City at any time during the term of this agreement. These additional costs will be added to
the cost of services identified in Section 2 and will be billed to the City in October of each year,
for the preceding fiscal year.
1. Mobile Data Computer hardware
2. Mobile Data Computer CAD software license
3. Mobile Data Computer maintenance/replacement
4. Mobile Data Computer airtime
Cost for these services shall be the negotiated by County and City staff and shall reflect the
actual or prorated cost of the equipment or service being provided plus an administrative fee to
cover the cost of coordinating the service.
The County will provide an itemized service agreement and invoice to the City to fully document
the services requested and the negotiated cost.
. .
Attachment "B"
This attachment is for the purpose of providing an example of how the cost allocation formula
listed in Section 7 of this Agreement is calculated. The example below demonstrates how costs
were assigned in this Agreement using 2006 statistics. The exact cost will be calculated in
January of 2008 using calendar year 2007 data.
In January of2007, all calls for service that occurred in calendar year 2006 were totaled for each
City including any additional jurisdiction to which the City provides service. The County then
determined what percentage of calls each City handled compared to all cities receiving County
dispatch service.
$ 405,182 represents the new cost for eight dispatcher salaries for fiscal year 2007-2008. That
dollar value is then allocated back to each City using their assigned percentage. Eight dispatcher
positions are needed based on national standards for fire service communications.
Calls For Service & Cost Allocation
Calendar Year 2006 Call Volumes with Arrival Times
Ocoee, Winter Garden, Maitland
Citv Calls for Service
Ocoee/Windemere 3,235
Maitland/Eatonville 2,802
Winter Garden 3.086
TOTAL 9,123
0/0 of Calls Salarv Allocation
35.5% $ 143,840
30.7% $ 124,391
33.8% $ 136,951
100% $ 405,182
Dispatcher Salary + Fringe is set at $50,648
(Includes: base salary, EMT incentive pay, Shift Differential, FICA, Florida State Retirement
system contribution, and County Health Insurance).
$ 50,648 x 8 dispatcher positions equals $ 405,182