HomeMy WebLinkAboutResolution 6898RESO~UTlON 6838
CITY OF MOUNDS .VIEW
. COUNTY OF RAMSEY
STATE OF MINNESOTA
AGREEMENT BETWEElr' RAMSEY COUNTY AND THE CITY OF MOUNDS VIEW
FOR DISPATCH SERVICES
This Agreement is betveen Ramsey County, a political subdivision of the State of Minnesota ("county") and
the City of Mounds View, a municipality under the laws of the State of Minnesota ("City"}.
WHEREAS, The County is in the process of implementing a new 800 MHz radio communication system as a
subsystem to the regionwide 800 MHZ system; and
WHEREAS, The County currently operates a Public Safety Answering Point ("PSAP")/Dispatch Center,
from which dispatch services are provided for the Ramsey County Sheriff; the cities of Arden Hills, Gem
Lake, Little Canada, Mounds View, New Brighton, North Oaks, Roseville, Shoreview, and Vadnais Heights;
and the township of White Bear (collectively, the "Contract Cities"); and
WHEREAS, The County has entered into agreements with the City of Saint Paul and the City of Maplewood
for consolidated dispatch operations; and
WHEREAS, The County is constructing a new facility on the campus of the Ramsey County Law
Enforcement Center anal the Saint Paul Police Department Headquarters to house the new Dispatch Center
for the consolidated dispatch operations using the County's new Public Safety Communication System
("PSCS")/800 MHz radio communication subsystem; and
WHEREAS, The City, which is one of the Contract Cities, wishes to obtain dispatch services from the
County from the new Dispatch Center using the 800 MHz radio communication system; and
WHEREAS, The parties have reached agreement on the terms and conditions for the provision of dispatch
services for the City by the County;
NOW, THEREFORE, in consideration of the mutual promises and agreements contained herein, the parties
do hereby agree as follows:
Article I. Purpose
The purpose of this agreement is to establish the parameters for the provision of dispatch services by the
County for the City from the Consolidated Dispatch Center, and to delineate the terms and conditions under
which the County will provide dispatch services.
Article II. Definitions
2.01 Additional Member means any public entity or agency or governmental unit that signs an agreement
with the County after the Dispatch Center becoming operational, for dispatch services by the County
from the Dispatch Center.
2.02 Call for Service means a Computer Aided Dispatch ("CAD") incident number that originates from a
911 call.
2.03 County Manager means the Ramsey County Manager appointed by the Ramsey County Board of
Commissioners, or the Ramsey County Manager's designee.
2.04 Dispatch Center means the location from which the County will provide emergency 911
communications and dispatching services using its PSCS/800 MHz radio communications
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subsystem, for police, fire, emergency medical services, and other public safety functions for cities
and agencies that have contracted with the County for such services.
2.OS Initial Member means any municipality that signs an agreement with the County, prior to the
Dispatch Center becoming operational, for dispatch services by the County from the Dispatch Center.
2.06 Initial Service Term means the time period from January 1, 2007, through December 31, 2016.
2.07 Member means either an Initial Member or an Additional Member.
2.08 Radio System Manager means the Ramsey County employee who manages the County's 800 MHz
interoperable radio communication system and the County's Dispatch Center.
2.09 Year means a calendar year.
Article III. Term
This agreement shall become effective on the date executed by both parties ("Effective Date") and shall
continue in effect through December 3 ], 2016 ("Initial Term"). Thereafter, the term shall automatically
renew foi• additional one (1) Year periods, up to a maximum of 30 renewal periods, subject to the right of
either party to terminate as set forth in Section 7.01.
Article IV. Dispatch Policy Committee
• 4.01 Creation
The Dispatch Policy Committee ("Committee") is hereby created with the powers and
responsibilities as set forth herein.
4.02 Membership
a. If the Cities of Maplewood, Saint Paui, and White Bear Lake sign agreements to consolidate
their PSAP/Dispatch Centers with the County's PSAP/Dispatch Center, the Committee is to
be made up of the following elected officials:
1. The Ramsey County Sheriff
2. Four members of the Saint Paul City Council
3. The Mayor of the City of Saint Paul
4. The Mayor or one member of the Maplewood City Council
5. The Mayor or one member of the White Bear Lake City Council
6. Two elected representatives of the other cities in Ramsey County that do not operate
independent PSAP/Dispatch Centers and that sign agreements with Ramsey County
to receive dispatching services from the Dispatch Center, to be selected in a manner
to be determined by the involved cities.
b. If the City of White Bear Lake does not sign an agreement to consolidate its PSAP/Dispatch
Center with the County's PSAP/Dispatch Center, the number of Saint Paul City Council
members will be reduced by one. If the City of Saint Paul does not sign an agreement to
consolidate its PSAP/Dispatch Center with the County's PSAP/Dispatch Center, the
Committee will be made up of representatives from the jurisdictions that have entered into a
consolidation agreement.
c. If the individual appointed to the Committee leaves the elected office, the public entity's
elected officials will be responsible for appointing a replacement representative in a timely
fashion.
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d. Committee tnembers shall be appointed by the jurisdiction they represent for such period of
time as determined by each jurisdiction.
4.03 Duration
Unless earlier dissolved by mutual agreement of all of the then-current Members, the Committee
shall continue to operate for the duration of this Agreement.
4.04 Officers
a. The Committee members shall select a Chair and a Vice Chair at its first meeting, and
thereafter on an annual basis, provided that, during the first two Years of its operation, the
Mayor of the City of Saint Paul shall be the Chair of the Committee. Thereafter, the Chair
shall be selected annually from the Committee members. The initial term of the Chair shall
be two Years and of the Vice Chair shall be one Year. Thereafter each shall serve for one
Year. The Vice Chair shall be a representative of a Member other than a Member represented
by the Chair. If the City of Saint Paul does not sign an agreement to consolidate its
PSAP/Dispatch Center with the County's PSAP/Dispatch Center, the Committee will select a
Chair and Vice Chair from Committee members from jurisdictions that have entered into a
consolidation agreement.
b. The duties of the. Chair shall be as follows:
1. approve the agenda for Committee meetings, with the input and assistance of the
Radio System Manager and other Committee members;
2. preside at Committee meetings;
3. sign all official documents as authorized by the Committee;
4. .make reports, directly or through a designee, to the Committee and the Ramsey
County Board as deemed appropriate; and
• 5. perform such other duties as are incident to the office and properly expected by the
Committee.
c. The duties of the Vice Chair shall be as follows:
1. in the absence of the Chair, to perform the duties of the Chair; and
2. to perform such duties as may be requested by the Chair.
d. The Radio System Manager shall serve as executive secretary to the Committee and shall
provide for all correspondence, reporting, and recordkeeping functions for the Committee,
consistent with Minnesota Statutes Chapter 13 and statutory retention laws.
4.05 Powers and Authorities of the Committee
a. The Committee shall assist the County in reviewing and evacuating the performance ofthe
Dispatch Center to ensure that the service meets the needs and expectations of the
communities and public safety user agencies.
b. The Committee shall make recommendations to the County Manager and to the Radio
System Manager concerning voice and data communications systems relating to public
safety agency dispatching, public service information, education and advertising programs,
and any other matter relating to the provision of emergency communications services.
c. The Committee shall periodically review operations and make recommendations on the
operations, standards, and budget for the Dispatch Center.
d, The Radio System Manager shall report to and serve at the pleasure of the County Manager
as advised by the Committee relating to the functions involving consolidated dispatch
services for the Members. The County Manager will work with the Radio System Manager
in an expeditious manner to resolve any concerns raised by the Committee. If, however, a
majority of the Committee is not satisfed with the outcome, the County Manager will take
appropriate personnel action, which may involve termination.
e. The Committee shall perform such other duties as may be requested by the Ramsey County
Board of Commissioners.
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4.06 Meetings and Voting
a. The Committee shall meet at least quarterly during the first Year this Agreement is in effect.
Thereafter, the Committee members shall determine the frequency of regular meetings. In
addition, a special meeting may be called by the Chair or by a majority of the then-current
Committee members.
b. Each public entity with a member on the Committee shall be responsible for complying with
requirements of State Statute relatin g to open meetings.
c. Committee members may not appoint proxies.
d. Each Committee member shall have one vote.
e. A decision of the Committee shall require approval by a majority of the Committee
members, provided there is a quorum in attendance.
f. A quorum of the Committee shall require one half of the Committee members plus one to be
in attendance at the time of any decision.
g. At its first meeting, the Committee shall adopt a process for resolving tie votes.
Article V. Dispatch Center Operations and Services
5.01 Mission
The Mission of the Dispatch Center is to provide both field responders and citizens the best
emergency communication service making maximum use of personnel and technology.
5.02 Day-to-Day Operations
a. Day to day operations of the Dispatch Center will be under the direction of the Radio System
• Manager.
5.03 Services
a. Emergency communications and dispatch services shall be provided on behalf of the City,
the County, and other Members 24/7/365 for police, fire, and emergency medical services.
b. The Dispatch Center will utilize atwo-stage dispatching system whereby telecommunicators
will take incoming requests for service and relay them to dedicated dispatchers who will be
assigned for police calls as well as those for fire and emergency medical calls. This will not
impact the County's ability to cross train dispatchers for fire and police dispatch.
c. Standardized procedures will be formulated with input from user groups. Customization of
procedures for participating agencies will be provided to the extent such customization can
be accommodated by the Computer Aided Dispatch System.
d. A quality assurance program will be adopted based on national standards.
5.04 Dispatch Users Group
a. A Dispatch Users Group shall be formed, to be comprised of one chief or command officer
from each of the following agencies:
1. St Paul Police;
2. St Paul Fire;
3. Maplewood Police;
4. Maplewood Fire;
S. One suburban fire department other than Maplewood;
6. One suburban police department other than Maplewood; and
7. One undersheriff or command officer from the Ramsey County Sheriff's Office.
b. The Dispatch Users Group may adopt rules regarding the selection by the agencies of their
Dispatch Users Group member by job classification and the duration of membership in the
Dispatch Users Group. If the City of Saint Paul does not sign an agreement to consolidate its
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PSAP/Dispatch Center with the County's PSAPlDispatch Center, the Dispatch Users Group
will be made up of the appropriate representatives from the jurisdictions that have entered
into a consolidation agreement.
c. The suburban fire department representative will be selected annually by the Ramsey County
Fire Chiefs Association. The suburban police department representative will be selected
annually by the Ramsey County Chiefs of Police. The Dispatch Users Group will meet
quarterly or at some other interval as determined by the group.
d. The Dispatch Users Group shall have a Law Enforcement Subcommittee and Fire and EMS
Subcommittees. The Law Enforcement Subcommittee shall be comprised of one police
officer, deputy, or supervisor from each law enforcement agency served by the Dispatch
Center. The Fire and EMS Subcommittees shall be comprised of one firefighter, emergency
medical responder, or supervisor from each fire and EMS agency served by the Dispatch
Center,
e. Each representative to the Dispatch Users Group will have one vote.
£ The roles and responsibilities of the Dispatch Users Group will be to:
1. Provide user agency input to the Radio System Manager into the process of
developing protocols and dispatching standards for the Dispatch Center.
2. Provide a forum for the exchange of ideas between Dispatch Center staff and users
for the purpose of improving service, reviewing critical incidents, and resolving
complaints.
3. Provide for coordination of service between the Dispatch Center and local agencies
with the intent of providing seamless public safety service that makes the
administrative boundary between dispatching and field responders as transparent as
possible to the public.
4. Provide input to the Dispatch Policy Committee as to the overall performance of the
Dispatch Center in serving the needs of the user agencies.
g. Issues that cannot be resolved by the Dispatch Users Group may be referred to the
Committee.
Article VI. Cost and Funding
6.01 Capital Expenditure and Equipment
a. The County will pay the facility construction and site development costs for a Dispatch
Center that will be of such size and configuration as to provide communications and dispatch
services to meet the needs of consolidated dispatch.
b. The County will pay for the 800 MHz radio system equipment in the Dispatch Center,
including consoles and connections to the regional system backbone.
6.02 Operating Costs
a. For the first Year (2007) and second Year (2008) of the Initial Service Term, the City will
pay the annual sum of $82,594 if the City of Saint Paul is not a Member and the annual sum
of $SS,755 if the City of Saint Paul is a Member. The City shall make payment to the
County monthly in an amount equal to I/12 of the appropriate sum for that Year. The County
will be responsible for the balance of operating costs for the Dispatch Center ("Dispatch
Operating Costs") not covered by payments from Members.
b. Thereafter, sixty (60) percent of the Dispatch Operating Costs will be paid through a county-
wide property tax levy, and forty (40) percent of the Dispatch Operating Costs will be paid
through an assessment to each Member based on Calls for Service from within the Member's
jurisdictional boundaries compared to total Calls for Service to the Dispatch Center. A three-
year rolling average of the Member's Calls for Services as a percentage share of Total Ca]]s
for Service for those three Years will be used to compute the Member's share. The City's
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annual share of the Dispatch Center Operating Costs that will be paid based on Calls for
Services will be computed as follows after the second Year of the Initial Service Term.
1. For the third Year of the Initial Service Term, an average of the following will be
used to determine the City's share:
i. The City's initial share of Dispatch Operating Costs in the first Year as
identified in section 6.02.a; and
ii. The City's initial share of Dispatch Operating Costs in the second Year as
identified in section 6.02.a; and
iii. The City's percentage share of Calls for Service in the first Year.
2. For the fourth Year of the Initial Service Term, an average of the following will be
used to determine the City's share:
i. The City's initial share of Dispatch Operating Costs in the second Year as
identifed in section 6.02.a; and
ii. The City's percentage share of Calls for Service in the first Year; and
iii. The City's percentage share of Calls for Service in the second Year.
3. For the fifth Year and for each Year thereafter, the City's share will be the average
of the City's Calls for Services over the most recent three Years for which Total
Calls for Service data is available.
4. The County will give the City notice no later than the first day of Tune each Year of
the amount due and payable to Ramsey County as the City's annual share of the
Dispatch Operating Costs for the following Year.
5. The City shall make payment to the County monthly in an amount equal to l /l2 of
the amount due and payable to Ramsey County for the Year, on the tenth day of each
month of the Year, except far the payment for the first month of the Year, which
shall be due by the end of the month.
6.03 91l Fees
Commencing with the first full month of the Initial Service Term, the County shall credit forty (40)
percent of any 91 I fees received by the County to the payments due to the County by the Members
for forty (40) percent of the Dispatch Operating Costs for the Year the 911 fees aze received, and
shall credit sixty (60) percent of any 911 fees received by the County to reduce the County's property
tax levy for the sixty (60) percent of the Dispatch Operating Costs to be paid through acounty-wide
property tax levy.
6.04 Other Funds
Nothing herein shall preclude either party from applying for and receiving federal or state, or funds
from other public and private sources, for the capital, equipment and/or operating costs of the
Dispatch Center.
Article VII. General Terms and Conditions
7A1 Termination
a. Except as otherwise provided herein, this Agreement may not be terminated during the Initial
Term. Thereafter, either party may terminate this Agreement at the end of a calendar year by
action of its governing body and upon a minimum of twelve (12) months written notice to the
other party.
7.02 lndemnification and Insurance
a. Each party agrees that it will be responsible for its own acts and the acts of its employees,
elected officials, and agents as they relate to this Agreement and for any liability resulting
therefrom, to the extent authorized by law, and shall not be responsible for the acts of the
other party or its employees, elected officials, and agents, or for any liability resulting
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therefrom. Each party's liability shalt be governed and limited by the Municipal Tort Claims
Act, Minn. Stat. Chapter 466 and other applicable law.
b. Consistent with the provisions of Section 7.02 a., each party agrees to defend, indemnify and
hold harmless the other party, its employees, elected officials, and agents from any liability,
claims, causes of action, judgments, damages, losses, costs or expenses, including reasonable
attorneys fees, resulting directly or indirectly from any act or omission of the indemnifying
party, its employees, elected officials, or agents, in the performance or failure to perform its
obligations under this Agreement.
c. Each party warrants that it is able to comply with the aforementioned indemnity
requirements through commercial insurance or aself-funding program.
d. The County agrees to maintain property insurance coverage throughout the term of this
Agreement on the Dispatch Center facility and all of the County equipment within the
Dispatch Center.
7.03 Non-Assignability
Neither party shall assign any interest in this Agreement nor transfer any interest in the same,
whether by subcontract, assignment or novation.
7.04 Compliance With Applicable L,aw
a. Both parties agree to comply with all federal, state and local laws, resolutions, ordinances,
rules, regulations and executive orders pertaining to unlawful discrimination on account of
race, color, creed, religion, national origin, sex, marital status, status with regard to public
assistance, sexual preference, disability, or age.
b. Both parties agree to comply with all federal, state and local laws or ordinances, and all
• applicable rules, regulations, and standards established by any agency of such governmental
units, which are now or hereafter promulgated insofar as they relate to the parties'
performance of the provisions of this Agreement.
7.05 Data Practices
All data collected, created, received, maintained or disseminated for any purpose in the course of
either party's performance of this Agreement is governed by the Minnesota Government Data
Practices Act, Minn. Stat. Ch. 13, or any other applicable state statutes, any state rules adopted to
implement the Act and statutes, as well as federal statutes and regulations on data privacy.
7.06 Audit
Until the expiration of six (6} Years after the termination of this Agreement, each party shall, upon
written request of the other party, shall make available to the requesting party, the State Auditor or
the requesting party's ultimate funding sources, a copy of this Agreement and the books, documents,
records and accounting procedures and practices relating to this Agreement.
7.07 Alteration
Any alteration, variation, modification, or waiver of the provisions of this Agreement shall be valid
only after it has been reduced to writing and duly signed by both parties.
7.08 Notice
Any notice required to be given by this Agreement shalt be made by delivery by first class mail,
postage applied, to:
Ramsey County
Office of the County Manager
250 City HaII/Courthouse
I S West Kellogg Boulevard
Saint Paul, Minnesota 55102
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therefrom. Each party's liability shall be governed and limited by the Municipal Tort Claims
Act, Minn. Stat. Chapter 466 and other applicable law.
b. Consistent with the provisions of Section 7.02 a., each. party agrees to defend, indemnify and
hold harmless the other party, its employees, elected. officials, and agents from any liability,
claims, causes of action, judgments, damages, losses, costs or expenses, including reasonable
attorneys fees, resulting directly or indirectly from any act or omission of the indemnifying
party, its employees, elected officials, or agents, in the performance or failure to perform its
obligations under this Agreement.
c. Each party warrants that it is able to comply with the aforementioned indemnity
requirements through commercial insurance or aself-funding program.
d. The County agrees to maintain property insurance coverage throughout the term of this
Agreement on the Dispatch Genter facility and all of the County equipment within the
Dispatch Center.
7.03 Non-Assignability
Neither party shall assign any interest in this Agreement nor transfer any interest in the same,
whether by subcontract, assignment or novation.
7.04 Compliance With Applicable Law
a. Both parties agree to comply with all federal, state and local laws, resolutions, ordinances,
rules, regulations and executive orders pertaining to unlawful discrimination on account of
race, color, creed, religion, national origin, sex, marital status, status with regard to public
assistance, sexual preference, disability, or age.
b. Both parties agree to comply with all federal, state and IoCal laws or ordinances, and all
applicable rules, regulations, and standards established by any agency of such governmental
• units, which are now or hereafter promulgated insofar as they relate to the parties'
performance of the provisions of this Agreement.
7.05 Data Practices
All data collected, created, received, maintained or disseminated for any purpose in the course of
either party's performance o f this Agreement is governed by the Minnesota Government Data
Practices Act, Minn. Stat. Ch. 13, or any other applicable state statutes, any state rules adopted to
implement the Act and statutes, as well as federal statutes and regulations on data privacy.
7.06 Audit
Until the expiration of six (6) Years after the termination of this Agreement, each party shall, upon
written request of the other party, shall make available to the requesting party, the State Auditor or
the requesting party's ultimate funding sources, a copy of this Agreement and the hooks, documents,
records and accounting procedures and practices relating to this Agreement.
7.07 Alteration
Any alteration, variation, modification, or waiver of the provisions of this Agreement shall be valid
only after it has been reduced to writing and duly signed by both parties.
7.08 Notice
Any notice required to be given by this Agreement shall be made by delivery by first class mail,
postage applied, to:
Ramsey County
Office of the County Manager
250 City Hall/Courthouse
15 West Kellogg Boulevard
Saint Paul, Minnesota 55102
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WHEREFORE, this Agreement is duly executed on the last date written below.
RAMSEY COUNTY CITY 0~~1
Tony Bennett; Chair
Board of County Commissioners
Bonnie Jackelen, Chief Clerk
Board of County Commissioners
Date:
Approved as to form:
Assistant County Attorney
Approval recommended:
David Twa, County Manager
• Funds are available:
Budgeting and Accounting
Attest:
SEAL
ity Clerk
Date: 1I ~ t:
Approved as to form:
Assistant City Attorney
Funds are available:
Adopted this 14~h day of August-2006.
Rof, Marty, Mayo
~~ ~-~
Kurt Ulrich, City Administrator
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