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HomeMy WebLinkAboutR-1998-163 Agreement / Union Gap / Police Servers• RESOLUTION NO. R-98163 • A RESOLUTION authorizing and directing the City Manager and City Clerk of the City of Yakima to execute a new Data Processing and Law Enforcement Dispatch Services Agreement with the City of Union Gap. WHEREAS, the City of Union Gap desires to use the computer resources of the City of Yakima which consist of . equipment, personnel, and the RMS+ Automated Records System computer software; and WHEREAS, the City of Yakima possesses the necessary equipment, personnel, and software to provide computer services to the City of Union Gap to the extent described in the attached and incorporated agreement; and WHEREAS, in addition, the City of Union Gap desires to use City of Yakima law enforcement dispatching resources, consisting of equipment, personnel, and the Computer - Aided Dispatching System computer software; and WHEREAS, the City of Yakima possesses the necessary equipment, personnel, and software to provide law enforcement dispatching services to the extent described in the attached and incorporated agreement; and WHEREAS, the Cities of Union Gap and Yakima has previously executed an agreement wherein Yakima provided dispatch services and computer services to the City of Union Gap and computer resources, but said agreement will expire December 31, 1998; and WHEREAS, the City Council has determined that it is in the best interest of the City to enter into a new data processing and law enforcement dispatch services agreement with the City of Union Gap in accordance with the terms and conditions of the attached agreement, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and the City Clerk are hereby authorized and directed to execute the attached and incorporated agreement entitled "City of Yakima - City of Union Gap Data Processing & Law Enforcement Dispatching Services Agreement." ADOPTED BY THE CITY COUNCIL this 15th day of December, 1998. 7 ATTEST: John Puccinelli, Mayor City Clerk (Is)res/ d i spatc hl ng. p m CITY OF YAKIMA -- CITY OF UNION GAP DATA PROCESSING & LAW ENFORCEMENT DISPATCHING SERVICES AGREEMENT THIS DATA PROCESSING & LAW ENFORCEMENT DISPATCHING SERVICES AGREEMENT (hereinafter "Agreement"), is made and entered into by and between the CITY OF YAKIMA, Washington, a municipal corporation, and the CITY OF UNION GAP, Washington, a municipal corporation. WITNESSETH: WHEREAS, the City of Union Gap desires to use the computer resources of the City of Yakima, consisting of equipment, personnel, and the RMS+ Automated Records System computer software; and the City of Yakima possesses the necessary equipment, personnel, and software to provide computer services to the extent described in this Agreement and is willing to provide said computer resources on the terms and conditions defined herein; and WHEREAS, the City of Union Gap desires to use the law enforcement dispatching resources of the City of Yakima, consisting of equipment, personnel, and the Computer Aided Dispatching System computer software; and the City of Yakima possesses the necessary equipment, personnel, and computer software to provide law enforcement dispatching services to the extent described in this Agreement and is willing to provide said resources on the terms and conditions defined herein; and WHEREAS, the City of Union Gap and the City of Yakima previously executed a Data Processing & Law Enforcement Dispatching Services Agreement, dated November 19, 1996 and said Agreement will expire December 31, 1998; NOW, THEREFORE, in consideration of mutual promises contained herein and the mutual benefits to be derived hereunder, the parties agree as follows: A. THE CITY OF YAKIMA WILL: 1. Provide eight (8) terminal and printing device connections to the City of Yakima's Public Safety Computer. 2. Provide fifty (50) megabytes of on-line disk storage space for exclusive storage of City of Union Gap data. Page 1 of 7 Ok)agr/ dupatching2 clean.pm 3. Provide twenty-four (24) hour a day, seven (7) day a week on-line access by the Union Gap Police Department to the RMS+ Automated Records System and Wordmark Word Processing software operated on the City of Yakima Public Safety Computer system, excluding scheduled or unscheduled downtime for maintenance, or hardware or software malfunctions. 4. Provide programmer time necessary to bring the City of Union Gap on line, and programmer time required to maintain the City of Union Gap's status in accordance with this Agreement which may be necessitated by any City of Yakima hardware, software or operating system changes. 5. Provide telephone and radio communication personnel and equipment sufficient to enable it to answer the law enforcement related telephone communications of the City of Union Gap and relay such communications to City of Union Gap Police Officers. 6. Answer incoming emergency calls for service from the jurisdiction of the Union Gap Police Department and dispatch Union Gap Police Officers via Yakima Police Department radio frequency twenty-four (24) hours per day in accordance with mutually agreed upon procedures. 7. Answer incoming non -emergency calls directed to the Union Gap Police Department via their designated business telephone number during the hours of 5:00 PM to 8:00 AM and route calls or redirect callers in accordance with mutually agreed upon procedures. 8. Provide two-way radio communications and associated dispatching services in accordance with agreed upon procedures during the hours set out in Section 3 above. 9. Comply with the provisions of any mutually agreed upon operating agreements. 10. Give the City of Union Gap at least thirty (30) days' notice of any change in operation, computer hardware, or software that may foreseeably adversely affect the City of Union Gap, excluding normal upgrades of the UNIX operating system or aforementioned software. 11. Use a reasonable standard of care to insure the security of City of Union Gap data, which shall be no less than the precautions the City of Yakima uses to protect its own confidential information. Page 2 of 7 (Ik)agr/dispatching2 clean pm B. THE CITY OF UNION GAP WILL: 1. Provide and maintain any additional computer hardware necessary for the operation of the RMS+ Automated Records System beyond that hardware explicitly provided by the City of Yakima in this Agreement. Such equipment may include, but not be limited to, terminals, printers, multiplexers, and modems. All such equipment must be approved by the City of Yakima prior to connection to the system, which approval will not be unreasonably withheld. 2. Provide maintenance and repair for the communications equipment and lines between the City of Yakima and the City of Union Gap. Maintenance on any equipment provided by the City of Yakima must be performed by a vendor approved by the City of Yakima Information Systems Manager. 3. Provide any hardware deemed necessary by the City of Yakima to protect the City of Yakima's computer equipment from potential damage caused by the City of Union Gap's hardware. 4. Provide the communication lines between the City of Yakima and the City of Union Gap. 5. Operate the RMS+ Automated Records System on the City of Union Gap premises by City of Union Gap personnel. 6. Provide security for criminal record information contained in the RMS+ Automated Records System in accordance with applicable chapters of the Revised Code of Washington. 7. Be responsible for any software or hardware changes to the RMS+ Automated Records System made necessary by DEC authorized updates of the UNIX Operating Systems or other DEC system utilities. 8. Make no changes to the RMS+ Automated Records System or the DEC Operating System. 9. Provide and maintain any telephone lines and associated equipment necessary to route City of Union Gap law enforcement telephone calls to the City of Yakima Police Communications Center. 10. Provide maintenance and repair for the telephone equipment and lines between the City of Yakima and the City of Union Gap. Page 3 of 7 pk>.g./dbpaahing3 dean pm 11. Provide and maintain mobile two-way radio equipment capable of communicating with the City of Yakima Police Communications Center. 12. Provide and maintain Mobile Data Terminals and associated equipment capable of communicating with the City of Yakima Automated Records System and Computer Aided Dispatch System within thirty (30) days of the time that the City of Yakima begins to use such equipment for law enforcement communications. 13. Use the Yakima Police radio frequency in accordance with applicable laws, operating agreements, and generally accepted police radio communications practice. 14. Comply with the provisions of any mutually agreed upon operating agreement. C. EFFECTIVE DATE & TERMINATION 1. The effective date of this Agreement will be January 1, 1999 and shall continue in duration until terminated by either party in accordance with Section (C)(2) of this Agreement. 2. This Agreement may be terminated by either party, without cause, by giving written notice to the other party at least sixty (60) days in advance of the intended date of termination. D. CHARGES & BILLING 1. The monthly fee for the services provided by the City of Yakima will be Four Thousand Two Hundred Seventy -One Dollars (S4,271.00). 2. Effective January 1, 2000, and January 1 of each succeeding year, the monthly fee for the services provided herein shall be increased by the percentage change in the Seattle Consumer Price Index for Wage Earners calculated for the twelve month period ending on June 31 of the preceding year. If the percentage change in the Consumer Price Index does not result in an increase, the monthly fee shall not change. 3. If the City of Union Gap requests any changes of service for the City of Yakima, the monthly fee will be renegotiated. Such changes of service may include, but not be limited to, additional disk storage, additional Page 4 of 7 (Ik)agr/ Jwpaiching2 d.an.pm terminal/ printer connections, equipment maintenance support, programmer time, or use of additional software. 4. Any time spent by the City of Yakima on services requested by the City of Union Gap which are not covered by this Agreement will be charged at a rate agreed upon in advance by both parties. 5. The City of Yakima will bill the City of Union Gap on a monthly basis. 6. The City of Union Gap will pay the full amount of the monthly bill within thirty (30) days of its receipt. E. LIABILITY OF THE CITY OF YAKIMA The City of Yakima shall not be liable to the City of Union Gap, its elected officials, officers, employees, and agents in any manner for failure to provide, or delays in providing, services herein, if due to any cause beyond the City of Yakima's control, such as, but not limited to, power outage, failure of its communications or DEC hardware or operating system, natural disaster, or inability to provide or continue to provide the agreed upon services due to a court ruling or other legal action adverse to the City of Yakima or this Agreement. F. INDEMNIFICATION/PROMISE NOT TO SUE 1. The City of Union Gap agrees to hold harmless, indemnify, and defend the City, its elected officials, officers, employees, and agents from and against any and all suits, actions, claims, liability, damages, judgments, costs and expenses (including reasonable attorney's fees) which result from or arise out of the sole negligence of Union Gap, its elected officials, officers, employees, and agents in connection with or incidental to the performance or non-performance of this Agreement. 2. Except as otherwise provided in Section E of this Agreement, the City of Yakima agrees to hold harmless, indemnify, and defend the City of Union Gap, its elected officials, officers, employees, and agents from and against any and all suits, actions, claims, liability, damages, judgments, costs and expenses (including reasonable attorney's fees) which result from or arise out of the sole negligence of the City of Yakima, its elected officials, officers, employees, and agents in connection with or incidental to the performance or non-performance of this Agreement. 3. In the event that the officials, officers, agents, and/or employees of both the Cities are negligent, each party shall be liable for its contributory share Page 5 of 7 (Ik)agr/dupalching2 clean.pm of negligence for any resulting suits, actions, claims, liability, damages, judgments, costs and expenses (including reasonable attorney's fees). 4. Nothing contained in this Section or this Agreement shall be construed to vest a right of indemnification in any third party. G. TERMS TO BE EXCLUSIVE The entire agreement between the parties with respect to the subject matter hereunder is contained in this Agreement. In the event the City of Union Gap issues a purchase order, memorandum, specifications, or other instrument covering the services herein provided, such purchase order, memorandum, specifications, or instrument is for the City of Union Gap's internal purposes only and any and all items and conditions contained therein, whether printed or written, shall be of no force or effect. Except as herein expressly provided to the contrary, the provisions of this Agreement are for the benefit of the parties hereto solely and not for the benefit of any other person, persons, or legal entities. H. REPRESENTATIONS & WARRANTIES 1. The City of Union Gap acknowledges that it has not been induced to enter into this Agreement by any representation or statements, oral or written, not expressly contained herein or expressly incorporated by reference. 2. The City of Yakima makes no representations, warranties, or guaranties, express or implied, other than the express representations, warranties, and guaranties contained in this Agreement. I. WAIVER OR MODIFICATION INEFFECTIVE UNLESS IN WRITING No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by duly authorized representatives of the City of Yakima and the City of Union Gap. J. ASSIGNMENT This Agreement may not be assigned by either party hereto without the prior written consent of the other party. K. TIME IS OF THE ESSENCE Time and the punctual performance of each and all of the terms, provisions, and conditions of this Agreement are of the essence. Page 6 of 7 (Ik)agr/dbpatching2 dean.pm L. WRITTEN NOTICE All notices required by or sent under this Agreement shall be in writing, shall be delivered personally to the recipient, or sent by means of certified mail with full postage prepaid, return receipt requested. Any written notice hereunder shall become effective as of the date of when mailed or personally delivered. Notices to the City of Yakima shall be delivered to the Yakima City Manager at 129 North Second Street, Yakima, Washington 98901 and notices to the City of Union Gap shall be delivered to the Union Gap City Manager at 102 West Ahtanum, Union Gap, Washington 98903. M. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. N. VENUE The venue for any action to enforce or interpret this Agreement shall lie in the Superior Court of Washington for Yakima County, Washington. O. RECORDATION OF AGREEMENT A copy of this Agreement shall be filed with the City Clerks of the cities of Yakima and Union Gap, shall be recorded with the Yakima County Auditor, and shall be delivered to the Secretary of the State of Washington. CITY OF YAKIMA CITY OF UNION GAP Date: City Manager T2 Date: 7 Mayor aick: /99f ATTEST: ATTEST: City Clerk City Contract No. Resolution No. Page 7 of 7 (I1.)egr/Ju(ulching2 dem pm 133 din.)/ i `1 d.4AL City C k BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 17 For Meeting of Dec. 15, 1998 ITEM TITLE: Consideration of a Resolution Extending the Agreement Between the City of Yakima and Union Gap for Data Processing and Dispatching Services SUBMITTED BY: Don Blesio, Chief of Police Paul McMurray, Asst. City Attorney CONTACT PERSON/TELEPHONE: Chief Blesio - 575-6211 SUMMARY EXPLANATION: Attached is a resolution authorizing the execution of an agreement between the City of Yakima and the City of Union Gap for Data Processing and Law Enforcement Dispatching Services. This is a renewal of a previously executed agreement dated November 19, 1996, which will expire on December 31, 1998. Upon Council's approval, this agreement shall take effect on January 1, 1999. The City of Yakima has been providing these services to the City of Union Gap since 1992 by means of one and two-year contracts. Revisions for 1999 make the agreement perpetual, with a provision for annual fee increases tied to the Seattle CPI -W. For 1999, the fee will increase from $4,167 to $4,271 per month. Resolution X Ordinance Contract X Other (Specify) Funding Source APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: It is recommended the Council adopt the resolution authorizing execution of this agreement. BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: