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HomeMy WebLinkAbout02/24/2009 14 Phone Services Agreement with FSH Communications for the City Jail / Yakima Law and Justice Center BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON 0 AGENDA STATEMENT Item No. .: f For Meeting of February 24, 2009 ITEM TITLE: Consideration of a Resolution Authorizing the City Manager to enter into an agreement with FSH Communications, enabling FSH Communications to provide a continuation and enhancement of present inmate telephone services for the Yakima City Jail, together with pay phone services in the Yakima Law and Justice Center. SUBMITTED BY: Chief Samuel Granato, Yakima Police Department CONTACT PERSON/TELEPHONE: Chief Samuel Granato - 575 -6211 Lt. Gary Belles - 576 -6547 Sofia Mabee - 575 -6030 SUMMARY EXPLANATION: Necessary requirements for the housing of inmates in a correctional facility include the need to provide for reasonable communications, including but not limited to telephone communications between inmates and family members, business interests, legal counsel, etceteras. It is both legal and prudent to retain the ability to monitor and record such communications, with the exception of legal counsel, for the purpose of facility security. Additionally, it is desirable to provide pay phones in the public area of the City of Yakima Law and Justice Center for visitors. FSH Communications has provided acceptable inmate and pay phone service since 2004; however the le contract for this service has expired. A change in service providers at this time would cause a disruption of service and would represent an unnecessary expense due to equipment removal and installation fees that would accrue. In light of the current provider's proven ability, economic constraints and the negative impact service interruption would cause; no advantage would be gained by changing providers. The proposed service agreement would provide for a continuation of all existing services, together with an enhanced ability to monitor and record inmate phone calls at no additional cost. The City Council's authorization for the City Manager to enter into this agreement provide for a cost effective continuation of these necessary services for the next three years. Resolution X Ordinance Other (Specify) Contract Mail to (name and address): Phone: Funding Source ' APPROVED FOR SUBMITTAL; City Manager STAFF RECOMMENDATION: Staff recommends the Council adopt the attached resolution authorizing the City Manager to enter into the proposed service agreement with FSH Communications. BOARD /COMMISSION RECOMMENDATION: "'COUNCIL ACTION: RESOLUTION NO. R 2009- A RESOLUTION authorizing the City Manager of the City of Yakima to execute an agreement between the City of Yakima and FSH Communications LLC for retail payphones and inmate communications services. WHEREAS, City desires that inmate telephone equipment and services be available for inmates at the City Detention Faclity located in the Police /Legal Center, 200 South Third Street, Yakima, Washington; and - WHEREAS, the City also desires that 2 public pay telephones continue to be available in the lobby of the Police /Legal Center, and WHEREAS, the former provider of these services, Qwest Corporation, sold its Public Access Solutions business unit to FSH Communications, LLC, who is willing to continue providing the services in accordance with the terms and conditions of the attached agreement, at no cost to the City; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima • to enter into the attached agreement with FSH Communications LLC for the continued provision of retail payphones and inmate communications services, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized to execute the attached and incorporated "Inmate Telephone Service Agreement" with FSH Communications, Inc. for the provision of retail payphones and inmate communications services. ADOPTED BY THE CITY COUNCIL this 24 day of February, 2009. ATTEST: David Edler, Mayor City Clerk 411 1- 410 ..� cow _ unications INMATE TELEPHONE SERVICE AGREEMENT This Agreement is made and entered into by and between FSH Communications, LLC ("FSH "), a Delaware corporation, and the City of Yakima, Washington, a Washington State municipal corporation ("Space Provider') with a principal place of business at 129 North Second Street, Yakima, Washington 98901 for the provision of inmate and public pay telephone service (Telephones) and ancillary inmate communications (equipment) as defined herein ("Agreement "). For purposes of clarity, (1) inmate telephones in the City Detention Facility and (2) public pay telephones in the lobby of the Police /Legal Center, 200 South Third Street, Yakima, Washington, win be referred to as `Telephones" in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants made herein, the parties agree as follows: 1. TERM. This Agreement is effective on the latest signature date ("Effective Date"), and shall continue in effect for a period of three (3) years ("Initial Term") from the Effective Date. Upon completion of the Initial Term, this Agreement shall be automatically renewed for successive periods of one (1) year each under the same terms and conditions, unless terminated by either party upon ninety (90) days advance written notice prior to the end of the Initial term or the current renewal period. e l 2. SCOPE OF AGREEMENT 2.1 In consideration of compensation provided herein, Space Provider grants to FSH exclusive right to install and maintain Telephones within the City of Yakima Police /Legal Center, located at 200 South Third Street, Yakima, Washington 98901 ("Location") during the term of this Agreement. FSH reserves the right to establish rates for telephone services. This Agreement applies to all Telephone(s) currently installed ("existing ") and to all future installations ("new'). 2.2 Space Provider will advise FSH in writing, of newly opened, acquired, or available City Detention Facility premises, promptly, so FSH can evaluate installation of its Telephones at these premises. 2.3 In consideration of the compensation paid to Space Provider under this Agreement, Space Provider expressly waives carrier selection rights, where applicable, and FSH expressly reserves the right to select and /or contract for the local, intraLATA and interLATA carver selections for the telephones subject to this Agreement and intended for placement at Space Provider locations. 3. RESPONSIBILITY OF FSH FSH agrees to: 3.1 Install Telephones at locations mutually agreed upon by both parties. 3.2 Jointly determine with Space Provider the appropriate number of Telephones to be installed at each location. Confidential between the Parties or as required by Law Inmate f Public Telephone Service Agreement Page 1 of 10 • communications 3.3 Service and repair Telephones provided by FSH, at FSH's expense, except as otherwise agreed upon herein. 3.4 Comply with the Americans with Disabilities Act (ADA), the Washington State Law Against Discrimination (RCW 49.60), and all other applicable laws, rules, and regulations as they relate to the FSH - provided equipment. 3.5 Supervise the installation and ongoing maintenance of the inmate call platform, and as such is the primary contact for any service issue or need which may occur at the facility. 3.6 Inmate Call Control Platform Features to be provided, with appropriate initial training and follow up support, to include: O Automated Station -to- Station Collect CaII Processing • Positive Collect Call Acceptance • Inmate Name Recording (Stored by PIN, if PIN is used) • PrePaid Collect Calling Option O Call Blocking • Incoming. Call Block O Call Duration Control O Automated Operating Hours Control o 3 -Way Detection • Call Branding with facility name • Rate Quoting • Hard Drive Call Detail Storage • Integrated Call Recording & Live Monitoring • Work Station with Administrative and Reporting Software • Printer O Keyboard O Mouse • Flexible Call Detail Reporting O Optional PIN Feature with Allowed Calling List O Integrated Debit Calling. Function • Alert function which notifies investigators of targeted calling activity • Call monitoring and Recording 4. RESPONSIBILITY OF SPACE PROVIDER Space Provider agrees to: 4.1 Provide adequate space for Telephones and easy accessibility for use during the normal operating hours of Space Provider. In the event Space Provider is not the owner of the premises, Space Provider shall, where necessary, obtain permission from the building owner or owner's agent for the placement of FSH's Telephones, and shall be responsible for any • fees for use of required riser cable and electric power. Conruiemial between the Parties or as required by Law Inmate / Public Telephone Service Agreement Page 2 of 10 CO. ;cations 4.2 Maintain the area around the Telephones and ensure safe and ready access to the users of the Telephones and to FSH. 4.3 Allow FSH access to perform maintenance during the established hours of accessibility jointly agreed to by Space Provider and FSH, except when access must be denied to ensure the safety of FSH service personnel and /or to maintain institutional control. 4.4 Space Provider agrees to allow FSH access to and use of house cable and inside wire at no cost, in order to install and provide telephone service. Any new house cable or inside wire required during the contract term will be at the sole expense of the Space Provider, unless otherwise negotiated with FSH. light fiber is not defined as house cable or inside wire. Any expense incurred as a result of the expected use of light fiber will be at the sole expense of the Space Provider unless otherwise negotiated with FSH. 4.5 Any relocation, expansion, addition, or deletion of Telephones and equipment, for reasons other than safety, resulting in extraordinary expense and expected to be paid for by FSH, must be agreed to by FSH in advance of the cost being incurred or alternatively, the cost be paid by Space Provider. el 4.6 Exercise reasonable care to prevent the loss through theft and any damage to the Telephones from any source. 4.7 Space Provider may, at its option, purchase and provide enclosures at their own expense for Telephones. In the event Space Provider elects to provide enclosures, Space Provider shall be responsible for installation and maintenance of said enclosures. 4.8 Space Provider warrants that it has the authority to enter into this Inmate Telephone Service Agreement with FSH. Space Provider further warrants that the Telephones as mentioned in Schedule A, attached hereto and incorporated herein by this reference, are on property owned by the Space Provider or if Space Provider is not the owner of the premises, Space Provider has obtained permission from the building owner or owner's agent to enter into this Agreement. 5. OWNERSHIP. FSH is and shall remain the owner of the Telephones provided by FSH whether or not physically attached to real estate. 6. FURTHER LOCATIONS AND TELEPHONES. The parties may add location(s) and Telephone(s) to this Agreement, but additions will not be made without the express agreement of the parties. Additions may be evidenced by a written memorandum between the parties, but FSH's business office records, unless clearly erroneous, will be binding on the parties. Additions will not change the initial or any renewal terms or the expiration date of this Agreement. 7. COMMISSION. FSH agrees to pay Space Provider a commission in accordance with Schedule B, attached hereto and incorporated herein by this reference. Payment shall be in the form of commission checks made payable to Space Provider. • 8. REMOVAL OF TELEPHONES. FSH reserves the right, at its sole discretion, to remove any or all Telephones, in the event that placement at Space Provider's locations) is not - — - economically viable. FSH shall provide -Space Provider thirty (30) days- written notice of its - - - - Confidential between the Parties or as required by Law Inmate 1 Public Telephone Service Agreement Page 3 of 10 pa g4 _ ' communicabons election to remove any or all Telephones. If FSH removes Telephones under this paragraph, Space Provider shall not be Liable for termination charges for the Telephones removed. Space Provider shall be entitled to receive any commissions eamed before the FSH removal of such Telephones. 9. TERMINATION LIABILITY. If Telephones are removed by Space Provider, during the term of this Agreement, Space Provider shall be liable to FSH for a termination charge as set forth in Schedule C, attached hereto and incorporated herein by this reference. This provision shall not apply to the temporary removal of Telephones by Space Provider or upon Space Provider's request, for space remodeling, construction work, or for safety reasons. 10. LIMITATION OF LIABILITY. In the event of a service interruption caused by FSH, FSH liability shall be limited to the use of reasonable diligence under the circumstances, for restoration of service. IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER FOR INCIDENTAL, SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES, INCLUDING LOST STATION REVENUES, LOSS OF PROFITS OR OTHER COMMERCIAL OR ECONOMIC LOSS ARISING OUT OF THE PERFORMANCE OF THIS AGREEMENT, INCLUDING WITHOUT LIMITATION NEGLIGENT PERFORMANCE OR FAILURE TO PERFORM, EXCEPT AS SET FORTH UNDER THE TERMINATION LIABILITY PROVISION HEREIN. 11. EXCUSED PERFORMANCE. Space Provider shall not be subject to Termination Liability if the cause of removal is directly related to the cessation of Space Provider's business operations. Neither party shall be held liable for any delay or failure in performance of any part of this Agreement caused by circumstances beyond the reasonable control of the party affected, including, but not limited to, acts of the elements or natural disasters, strikes, power failures, civil or military emergencies or acts of legislative, judicial or other civil authorities. 12. DEFAULT. If either party fails to perform its obligations under this Agreement, failure shall constitute default and, in such event, written notice shall be given to provide an opportunity to remedy such default. Should the defaulting party fail to remedy such default within 10 days from date of such notice, the non -defaulting party shall have the right, in addition to all other rights and remedies available at law or in equity, to terminate this Agreement in whole or in part. 13. ADVERTISING/PUBLICITY. Space Provider may not make any disclosure to any other person or any public announcement regarding this Agreement or any relation between FSH (and /or any of its affiliate's) names, marks, codes, drawings, or specifications without FSH's prior written consent, unless required by law. FSH shall have the right to terminate this Agreement and any other agreements between the parties if Space Provider violates this provision. 14. INSURANCE. At all times during the term of this Agreement, FSH and its subcontractors shall maintain in effect the following types and amounts of Insurance: i. Employers' Liability Insurance - $5,000,000 per incident and $1,000,000 per person. ii. Commercial General Liability Insurance with Bodily Injury Liability and Property Damage Liability Combined Single Limit - $5,000,000 per incident and $1,000,000 per person. Confidential between the Parties or as required by Law Inmate / Public Telephone Service Agreement Page 4 of 10 ' per - co- Y a s munications iii. Commercial Automobile Liability as follows: Combined Bodily Injury and Property Damage Single Limit - $5,000,000 combined .single limit for each incident and $1,000,000 per person. iv. Workers' Compensation — FSH shall comply with all Workers' Compensation requirements in the states in which FSH will provide services to Space Provider under this Agreement. 15. INDEMNIFICATION. FSH shall indemnify and save harmless the Space Provider from any and all claims, demands, suits, actions, proceedings, loss, cost and damages of every kind and description, including, but not limited to, .reasonable attorney's fees and/or litigation expenses, which may be brought or made against or incurred by Space Provider on account of loss or damage to any property or for injuries or death of any person, caused by, arising out of, or contributed to, in part by reasons of any negligent act, omission, professional error, fault, mistake, or negligence of FSH, its employees, agents, representatives, or sub- contractors, their employees, agents or representatives in connection with or incidental to the perfonnance of this Agreement, or arising out of worker's compensation claims, unemployment compensation daims, or unemployment disability compensation claims of . employees of FSH and/or its sub - contractors or claims under similar such laws or obligations. FSH's obligations under this section shall not extend to any liability caused by the negligence of Space Provider, or its employees. 16. NOTICES. Any notices or other communications to be given under this Agreement shall be sent to the following persons: FOR YAKIMA CITY JAIL: FOR FSH: Chief of Police Joanna Howard, Account Executive 200 S. 3C 3215 S. 116 Street, Suite 121 Yakima, Washington 98901 Tukwila, Washington 98168 Copy to: FSH Legal Department Attn: Michael L. Johnson, Esq. 100 W. Monroe, Suite 2101 Chicago, IL 60603 17. REGULATORY. The parties acknowledge that underlying telecommunications services may be provided by regulated telecommunications providers and, where applicable, provider tariffs, catalogs and price lists may apply. 18. LAWFULNESS OF AGREEMENT. The parties acknowledge that this Agreement is subject to applicable federal, state, and local laws, rules, regulations, court orders, and govemmental agency orders governing the provision of inmate telecommunications services and public pay telephones. 19. NONWAIVER. The failure of either party to enforce strict performance of any provision of this Agreement shall not be construed as a waiver of its right to assert or rely upon such provision or any other provision of this Agreement. Confidential between the Parties or as required by Law Inmate/ Public Telephone Service Agreement Page 5 of 10 co. .rnumeattons 20. GOVERNING LAW. This Agreement shall be interpreted, construed and enforced in all aspects in accordance with the laws of the State in which the inmate telephone and public telephone service is provided. 21. SUCCESSORS AND ASSIGNS. This Agreement shall be fully binding upon, inure to the benefit of and be enforceable by each party, their successors and assigns. No assignment of any right or interest in this Agreement (whether by contract, operation of law or otherwise) shall release or relieve either party of any of its obligations or liabilities under this Agreement. 22. ASSIGNMENT. Neither party shall assign its rights nor delegate its duties under this Agreement without the prior written consent of the other party; except, either party may assign this Agreement to a parent, subsidiary or affiliated company by providing thirty (30) days written notice to the other party. 23. AMENDMENTS AND MODIFICATIONS. Amendments and modifications to this Agreement, except for additions or deletions of Telephones as described above, must be in writing and signed by an authorized representative of each Party. 24. SEVERA - ILITY. In the event that a court, governmental agency, or regulatory body with proper jurisdiction determines that this Agreement or a provision of this Agreement is unlawful, this Agreement, or that provision of the Agreement to the extent it is unlawful, shall terminate. if a provision of this Agreement is terminated but the parties can legally, • commercially and practicably continue without the terminated provision, the remainder of this Agreement shall continue in effect. 25. RELATIONSHIP OF THE PARTIES. FSH is an independent contractor of Space Provider. FSH represents that it has or will secure, at its own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees of or have any contractual relationship with the Space Provider. All personnel engaged in work under this Agreement shall be fully qualified and shall be authorized or permitted under State and local law to perform such services. It is further agreed by FSH that it shall obey all state and federal statutes, rules, and regulations which are applicable to provisions of the services called for herein. Neither FSH nor any employee of FSH shall be deemed an officer, employee, or agent of the Space Provider. 26. NON APPROPRIATIONS CLAUSE. FSH acknowledges that the Space Provider is a governmental entity, and the Agreement validity is based upon the availability of public funding under its authority. In the event that public funds are unavailable and not appropriated for the perfomiance of the Space Providers obligations under this Agreement, then this Agreement shall automatically expire without penalty to the Space Provider after written notice to FSH of the unavailability and non- appropriation of public funds. It is expressly agreed that the Space Provider shall not activate this non- appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure. 27. ENTIRE AGREEMENT. This Agreement, including all schedules, amendments and exhibits, constitutes the entire Agreement between the parties and supersedes all prior agreements and oral or written representations with respect to the subject matter hereto. • Confidential between the Parties or as required by Law Inmate / Public Telephone Service Agreement Page 6 of 10 t 3 �4 t331 _ communications Space Provider City of Yakima FSH Communications, LLC Signature: Signature: Name Printed/Typed R.A. Zais, Jr. Name Printed/Typed: Steven Loggans Title City Manager Title: Vice President and General Manager Date Date Federal Tax ID Number 91- 6001293 110 Confidential between the Parties or as required by Law Inmate / Public Telephone Service Agreement Page 7 of 10 -- r III communications SCHEDULE A INMATE / PUBLIC TELEPHONE LOCATIONS FOR Yak9 a City Jail Customer Name Street Address City State Postal Telephone No Code Code Yakima City Jail 300 S. 3rd Yakima Wa 98901 5094549132 5094549141 5094549794 5094549795 5094549796 5094549797 ii 0 Confidential between the Parties or as required by Law Inmate / Public Telephone Service Agreement Page 8 of 10 � n 0 ..,,,,-,,_,...„--7„0.1_,.......,,...., 5 communications SCHEDULE 8 COMMISSION SCHEDULE FOR YAM -\=. CBS JAL FSH agrees to pay Space Provider compensation for Inmate Telephone Service based upon forty -five percent (45 %) of local and intraLATA, and where applicable interLATA, Interstate, and International collect, debit, and prepaid collect call revenue . as billed by FSH's underlying telecommunications providers, exclusive of calls where no billing and collection agreements exist. Commission Checks will be remitted to the following: Yakima Police Department Office of the Chief of Police 200 S. 3 Street Yakima, Washington 98901 0 III Confidential between the Parties or as required by Law Inmate / Public Telephone Service Agreement Page 9 of 10 communications SCHEDULE C TERMINATION LIABILITY FOR YAKIA CITY JAIL TELEPHONE EQUIPMENT INVESTMENT: Termination liability applies to new Telephone installations only. This charge does not apply to installed Telephones that are temporarily removed for purposes of construction. for safety reasons. or due to closure of a facility. In the event of removal of Telephones for reasons other than for the reasons stated above, the termination charge shall be $318.45 (three hundred and eighteen dollars and forty -five cents) for each new inmate telephone, prorated by each month the inmate telephone is in service after the installation date. Termination charges may also apply for the unamortized associated expenses of the ancillary equipment installed on premises that are used to support the functions of the Telephones. Net Unamortized Capitol: $173.69 / Set Installation Cost: $144.76 / Set Removal Cost: $N /A / Set $318.45 /Set • Confdeatlial between the Parties or as required by Law Inmate / Public Telephone Service Agreement Page 10 of 10