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03-34 - 09-02 - Preliminary Feasibility Study Dispatching Services Resolution 03-34 September 2, 2003 Member Johnson introduced the following resolution and moved its adoption: RESOLUTION AUTHORIZING PARTICIPATION IN PRELIMINARY FEASIBILITY STUDY FOR THE CONSOLIDATION OF PUBLIC SAFETY DISPATCHING SERVICES WHEREAS, the City of St. Louis Park and City of Golden Valley have stated their intent to participate in a preliminary feasibility study for the consolidation of public safety dispatching services for which the City of St. Louis Park has conducted a request for proposals; and WHEREAS, The City of St. Louis Park has completed the RFP process and plans to enter into an agreement with the selected consultant for the purpose of conducting the study; and WHEREAS, It is our intent to concurrently enter into an agreement with St. Louis Park to participate in the study and pay our city's proportionate share of the costs of said study; and WHEREAS, The proportionate share of the cost of the study has been estimated to range between $3,700 - $5,500 based on the number of participants being between 7 and 10, NOW, THEREFORE, BE IT RESOLVED that the City of Golden Valley agrees to pay the City of St. Louis Park an amount estimated to fall between $3,700 - $5,500 as our share of the cost of the study. WE FURTHER RESOLVE to provide a contact person to represent our city in the business issues related to participating in the study and coordinating the efforts for the study process. We also agree to provide access to premises and give full cooperation to PSC Alliance in conducting the study. The contract between St. Louis Park and PSC Alliance is attached and made part of this agreement. Linda R. Loomis, Mayor ATTEST: Donald G. Taylor Jerk Resolution 03-34 - Continued September 2, 2003 The motion for the adoption of the foregoing resolution was seconded by Member LeSuer and upon a vote being taken thereon, the following voted in favor thereof: Grayson, Johnson, LeSuer, Loomis and Tremere; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted, signed by the Mayor and her signature attested by the City Clerk. CONTRACT N0. Resolution 03-34 - Continued Exhibit A epteml%&,2M' AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT is made on the / h day ofule U17- 1, 2003 by and be CITY��ST.LOUIS PARK een ine u, of St. Louis Park, a unit of Minnesota government, he referred to as "City" and PSC Alliance Incorporated, a Minnesota corporation, with principal business address of 4921 Fifth Avenue South, Minneapolis, Minnesota, 55409 hereinafter referred to as"PSC'. PRELIMINARY STATEMENT The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of professional services for City projects. That policy requires that persons, firms, or corporations providing such services enter into written contracts with the City. The purpose of this contract is to set forth terms and conditions for the Public Safety Answering Point Consolidation Analysis. The City and PSC agree as follows: SCOPE OF SERVICES 1. In response to City's request, PSC has submitted a written proposal dated July 7, 2003 and agrees to provide professional services as described in Exhibit A, attached and made a part of this Agreement. 2. Time for Performance of Services —PSC shall perform the services outlined in Exhibit A according to the schedule in Exhibit C. 3. Compensation for Services. The City agrees to pay PSC for services as described in Exhibit A. Compensation shall be in accordance with Exhibit B, attached and made a part of this Agreement. A. Nothing in this Agreement shall preclude PSC and City from negotiating additional work for services and at fees established in writing. B. Abandoned or Suspended Work. If any work performed by PSC is abandoned or suspended in whole or in part by the City, the PSC shall be paid for any services performed on account of it prior to receipt of written notice from the City of such abandonment or suspension, all as shown on Exhibit A attached hereto and incorporated herein by reference. 4. The City agrees to provide PSC with complete information concerning the scope of the Project and to perform the following Services: A. Access to the Area: The City shall obtain access to and make all provisions for PSC to enter upon public and private lands as required for PSC to perform such work as necessary and authorized by the City. B. The City further agrees to fulfill its liaison role as set forth in the proposal with other participating communities. 5. Accuracy of Work. PSC shall be responsible for the accuracy of the work and the utilization of all determinant data, and shall promptly make necessary revisions or corrections resulting from errors or omissions on the part of PSC without additional compensation. Resolution 03-34 - Continued September 2, 2003 If the data or materials furnished by City, and used in the conduct of this work are found to be in error, incorrect, or inappropriate, City shall direct PSC to modify, update, and/or correct the affected work product. All such corrective work performed by PSC shall be considered to be additional services for which additional compensation shall be paid to PSC on the basis of PSC's standard fees or actual costs incurred. 6. Proiect Manager and Staffing. PSC has designated Jeff Nelson, Russ Sinkler, and Tom Nelson to serve on the Project. Jeff Nelson shall be the Project Manager. They shall be assisted by other staff members as necessary to facilitate the completion of the Project in accordance with the terms established herein. PSC may not remove or replace these staff from the Project without the approval of City. 7. City's Representative: A person shall be appointed to act as City's representative with respect to the work to be preformed under this Agreement. He or she shall have complete authority to transmit instructions, receive information, interpret, and define City's policy and decisions, with respect to the materials, equipment, elements, and systems - - pertinent to the work covered by this Agreement. 8. Audit Disclosure: PSC shall allow the City or its duly authorized agents reasonable access to such of PSC's books and records as are pertinent to all services provided under this Agreement. Any reports, information, data, etc. given to, or prepared or assembled by PSC under this Agreement which the client explicitly requests to be kept confidential shall not be made available to any individual or organization without the City's prior written approval. All finished or unfinished documents, data, studies, photographs and reports prepared by PSC shall become the property of City upon termination of this Agreement, but PSC may retain copies of such documents as records of the services provided. 9. Term. The term of this Agreement shall be from August 18, 2003 through October 10, 2003, the date of signature by the parties notwithstanding. This Agreement may be extended upon the written mutual consent of the parties for such additional period, as they deem appropriate, and upon the terms and conditions as herein stated. 10. Termination. The City reserves the right to cancel this agreement at any time it deems to be in the best interest of the project upon giving fifteen (15) days written notice of such cancellation to PSC. Upon termination under this provision if there is no fault of PSC, PSC shall be paid for services rendered and reimbursable expenses until the effective date of termination. If however, the City terminates the Agreement because PSC has failed to perform in accordance with this Agreement, no further payment shall be made to PSC, and the City may retain another contractor to undertake or complete the work identified in Paragraph 1. If as a result of City's termination for PSC's failure to perform, the City incurs total costs for the work (including payments to both the present PSC and reasonable costs to a future contractor which exceed a maximum Agreement amount, if any, specified under Paragraph 3, then PSC shall be responsible for the difference between the cost actually incurred and the Agreement amount. All finished or unfinished documents, data, studies, photographs and reports prepared by PSC shall be delivered to the City within 10 days of any termination of this Agreement Resolution 03-34 - Continued September 2, 2003 11. Subcontractor. PSC shall not enter into subcontracts for services provided under this Agreement except as noted in the scope of services, without the express written consent of the City. The PSC shall pay any subcontractor involved in the performance of this Agreement within ten (10) days of PSC's receipt of payment by the City for undisputed services provided by the subcontractor. If the PSC fails within that time to pay the subcontractor any undisputed amount for which PSC has received payment by the City, PSC shall pay interest to the subcontractor on the unpaid amount at the rate of 1-1/2 percent per month or any part of a month. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. For an unpaid balance of less than $100, the PSC shall pay the actual interest penalty due the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from PSC shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 12. Independent Contractor. PSC is not an employee of City, but is a contractor who may contract with individuals and/or corporations for specific services. It is agreed that PSC _ shall, to the best of its knowledge, contract only with parties that: a) withhold taxes as provided by law, and b) do not discriminate against any employee or applicant because of race, sex, color, religion, age, or national origin. 13. Assignment. Neither party shall assign this Agreement, or any interest arising herein, without the written consent of the other party. 14. Services Not Provided For. No claim for services furnished by PSC not specifically provided for herein shall be honored by City. 15. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of the Agreement. 16. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 17. Compliance with Laws and Regulations. In providing services hereunder, PSC shall abide by all statues, ordinances, rules and regulations pertaining to the provisions of services to be provided. Any violation shall constitute a material breach of this Agreement and entitle the City to immediately terminate this Agreement. 18. Waiver. Any waiver by either parry of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 19. Indemnification. PSC agrees to defend, indemnify and hold the City, its officers and employees harmless from any liability, claims, damages, costs, judgement, or expenses, including reasonable attorney's fees, resulting directly or indirectly from n act or omission (including without limitation professional errors of omissions) of PSC, its agents, employees, or subcontractors in the performance of the services provided by this Agreement and against all losses by reason of the failure of said contractor fully to perform, in any respect, all obligations under this Agreement. Resolution 03-34 - Continued September 2, 2003 20. Insurance: A. General Liability. During the term of this Agreement, PSC shall maintain a general liability insurance policy with limits of at least $600,000 for each person, and each occurrence, for both personal injury and property damage. This policy shall name the City as an additional insured for the services provided under this Agreement and shall provide that PSC's coverage shall be the primary coverage in the event of a loss. A certificate of insurance on the City's approved form, which verifies the existence of this insurance coverage must be provided to the City before work under this Agreement is begun. B. Worker's Compensation. PSC shall secure and maintain such insurance as will protect PSC from claims under the Worker's Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of PSC's services under this Agreement. C. Professional Liabilitv Insurance. PSC certifies they have in effect, with an insurance - company in good standing and authorized to do business in Minnesota, a professional liability insurance policy. Said policy shall insure payment of damage for legal liability arising out of the performance of professional services for the City, in the insured's capacity as the Contractor, if such legal liability is caused by an error, omission, or negligent act of the insured or any person or organization for whom the . insured is legally liable. Said policy shall provide an aggregate limit of$1,000,000. 21. Records Access. PSC shall provide the City access to any books, documents, papers and records which are directly pertinent to the specific contract, for the purpose of making audit, examination, excerpts, and transcriptions, for three years after the final payments and all other pending matters related to this contract are closed. 22. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota. This agreement has been reviewed by the City Attorney. EXECUTED as to the day and year first above written. CITY OF ST. LOUIS PARK PSC Alliance Inc. - _ r By PV a3 I � Its Tanas hK. Hamenir DepCity Manager Attest: By .s Its nthia D. Reic i�. SEAL �Se,PIN Go., Resolution 03-34 - Continued September 2, 2003 EXHIBIT A SCOPE OF WORK GENERAL We understand the purpose of this project.is to determine the feasibility of consolidating the now separate public safety answering points(PSAPs) serving St. Louis Park, Golden Valley, Edina, Minnetonka, Brooklyn Center, Richfield and' Hopkins. Also, the examination of Minneapolis and Hennepin Radio as possible providers of service. A key component of any consolidation analysis should be to identify the effect that consolidation may have service levels to existing constituents and the opportunities for improved service which consolidation offers. Questions we intend to address include: o Essential minimum service delivery expectations; o Value-added local services now provided by autonomous PSAPs; • Candidate location(s) for a consolidated facility; o Space required for a multi-agency PSAP; o Cost of operating existing vs. consolidated systems; o Estimated staff required to operate the consolidated center(s); o Suggested management strategy for the consolidated center(s); o Possible governance models for the center(s) o Integration with local Records Management Systems (RMS); o Role of Mobile Data in a consolidated facility; o General overview of technical interconnection issues o How possible joining of Metro/Regional 800 MHz Radio System may affect; o Recommended action steps. In addition to specific tasks listed below, we will meet-with a steering committee which should be formed to review our work and provide directions to clarify, emphasize, or temporarily pass over issues which are the focus of our current tasks. Done properly, this project holds promise to realize reduced cost and offer the same or better service than now provided to citizens and field personnel. To reach these goals,we propose to investigate these domains: Operations, Site, Technical Considerations, Staff, and Budget. OPERATIONS Day to day operational matters that are now taken for granted will become important considerations in any consolidation. Procedures that are now unique to local departments may need to be changed and, if so, consideration of new procedures should anticipate impact upon service delivery efforts. We propose to: Resolution 03-34 - Continued September 2, 2003 o Meet with local representatives of each current agency to obtain their input on the process. o Interview agency heads for needs and problems with their own dispatch capability plus anticipated problems if a consolidated communications center is implemented. o Evaluate existing call receipt and dispatch processes to identify records requirements, similarities, differences, and procedural concerns. o Identify current communications procedures, training, and equipment which must be modified or upgraded to maintain any law enforcement (CALEA) accreditation status and optimal NFPA (National Fire Protection Association) dispatch facility conformance. o Examine options for RMS access for inquiries and record entries at both the departmental and dispatch center levels. o Explore influence which existing or planned computer systems may have on successful consolidation. o Assess how dispatch records can be promptly and conveniently obtained at the department level. o Analyze current alarm monitoring equipment and protocols. o Explore options to handle "walk-in" traffic at each of the communities. o Analyze any current building access control or inmate monitoring tasks being performed at any of the current PSAPs. c Determine if any of the proposed communities should be eliminated from the study due to major roadblocks to consolidation. Examples could be extremely strong opinions of agency heads or local elected officials against consolidation, recent major capital improvements in a local PSAP, or a major technical issue uncovered that would prevent relocation to a consolidated site. SITE Because expense is one driving force for consolidation of dispatch facilities, low cost space which can be made available for this purpose may play a determining_role in any local decision of where to locate the consolidated facility. Existing space may need to be renovated or adapted to optimize its use for a consolidated dispatch center. Issues of rent, leases, and possibly property ownership will need to be considered. Closely related to cost of space is the continuing cost of leased lines for telephone, radio, and alarms. To assist you to make a carefully reasoned decision on site(s) for the proposed facility, we propose to: o Establish space requirements for the consolidated dispatch center(s). o Compare required space with potentially available space in municipally owned buildings. Resolution 03-34 - Continued September 2, 2003 o Explore cost of new construction or commercial space if no municipally owned space appears to be available or its use is impractical. o Compare and rank environmental, security, and electrical accommodations at potential dispatch sites. o Estimate leased lines and other site dependent costs. o Develop choices for an alternate communications center or reduced service substitute to a backup center in case of service difficulty at the consolidated site. o Include any needed connections to Golden Valley for the Metro/Regional 800 MHz Radio System. GOVERNANCE In order for consolidation of dispatching to succeed, a structure needs to be in place for governance of the operation. There are differing models that can be used. Whether a Joint Powers arrangement, Vendor/Client, or other arrangements govern the operation of a consolidated PSAP; users will expect assurance that their needs are addressed and any issues resolved. Capital and operational budget approval, fund allocations as well as fees for service require some form of governance. We propose to: o Identify critical elements of governance needed to meet local user's expectations. o Identify several governance options. o Generate possible organizational charts for review. o Provide examples of successful model intergovernmental agreements. o Provide demographic and operational information about consolidated PSAPs, which have been successfully created to permit further, in depth, comparisons and analysis by local officials. TECHNICAL CONSIDERATIONS Establishing "connectivity" and operational access to telephone, radio, data, and other systems will be essential elements for successful consolidation. Your ability to communicate with the public in the fashion to which they have become accustomed is fundamental to success of your consolidation effort. Your initiative has the best chance for success if the public(a).doesn't notice the transition to consolidated facilities or(b) recognizes an improvement in the level of service provided. For example, we propose to: o Investigate system architectures for dispatch from a common communications center while maintaining easy contact between field personnel and each/all local departments. o Investigate the role that a mobile data system might have to improve officer safety and effectiveness, and reduce staff at the consolidated communications center. o Determine what equipment should be used to answer 9- 1-1 and administrative calls. Resolution 03-34 - Continued September 2, 2003 o Establish the communications equipment necessary to outfit a backup (alternate) PSAP in the event the primary facility (ies) is crippled. o Forecast the changes that must be made to existing administrative and other telephone-related circuits and facilities to include lines to the new communications center(s). o Explore how administrative calls should be:answered and transferred which are now routed to the'individual PSAPs. o Identify and review options for monitoring and alarming performance of telephone circuits including line outages, and automatic switching to diverse routes. STAFF Satisfactory resolution of staffing and personnel issues is critical to successful consolidation of existing PSAPs. The best equipment and most thoughtfully prepared transition plan will not succeed without committed employees. If existing employees from the existing PSAPs are brought together at one site there will be issues of pay equity, seniority, and personality. We propose to: o Identify activity levels for police, fire, and medical calls. o Compare current staffing levels with workloads; estimate staffing required for a consolidated communications center by hours of the day and day of the week. o Identify number of required workstations in the consolidated dispatch center(s). o Compare existing pay, benefits, and job descriptions of existing communications personnel. Document areas of consistency and discrepancy and suggest how differences can be reconciled. o Compare existing work rules, schedules, labor considerations, and other factors governing existing staff and make recommendations for transition. o Identify any non-dispatch tasks are currently being performed at each PSAP and raise possible residual staffing issues. o Assess if all existing communications personnel can or should be used in the consolidated environment. o -Suggest how new employees can be recruited, trained, evaluated, and supervised. BUDGET& FISCAL IMPACTS One of the earliest questions local officials will confront in deciding the feasibility of consolidating your communications will be cost. To be practical, a consolidated PSAP will need to cost less than your existing operations or if the cost is the same, offer a higher level of service. Every aspect of our investigations will have financial implications. We will address how each decision Resolution 03-34 - Continued September 2, 2003 communities are asked to make will influence initial and continuing cost. We propose to: o Estimate capital investment required for each recommendation or combination of recommendations. o Estimate recurring and/or maintenance cost for each recommended improvement. , o Estimate savings in initial and recurring cost for each recommended change. o Describe options for participating agencies to pay for system capital investment and operating cost. o Estimate impact which joint purchase of equipment, maintenance, and consumables might have on cost versus continued independent purchases. OTHER TASKS Additional tasks may be added by mutual agreement, subject to negotiation. Resolution 03-34 - Continued September 2, 2003 EXHIBIT B FEES Pursuant to the RFP, the fee for this project is quoted at $36,975. This fee is based upon the following investments of our time and expertise: Task Name Allocation Operations....................................$5,850 Site...............................................$5,200 Governance..................................$3,800 Technical......................................$7,150 Staff..............................................$4,300 Budget..........................................$3,750 Reporting......................................$4,600 Expenses.....................................$2,325 TOTAL.......................................$36,975 Many of these tasks will be worked concurrently and will entail both on-site and off-site efforts. Consequently, we submit the following objective based payment schedule: OBJECTIVE PERCENTAGE VALUE Status Report 20% $7,395 Operations&Siting Status Report 30% $11,093 Governance & Technical Considerations Preliminary Draft 20% $7,395 Ops, Site,Staff&Budget Final Report 30% $11,192 TOTAL 100% $36,975 A rateI schedule which describes our hourly rates, expenses, and terms-of-payment is included in Section 5. This project is quoted as a fixed-fee engagement. Terms-of-payment shown on the rate schedule apply to this project. Hourly rates and expenses apply only to the extent that additional services are contracted which are beyond the scope of the Statement of Work described in Section 3. Resolution 03-34 - Continued September 2, 2003 EXHIBIT C SCHEDULE OBJECTIVE SCHEDULE FORECAST Contract Execution Au ust 18,2003 Status Report September 8,2003 Operations&Siting Status Report September 22,2003 Governance & Technical Interfaces Preliminary Draft October 3,2003 Ops, Site, Governance, Interfaces, Staff&Budget Final Report October 10,2003