HomeMy WebLinkAbout11/1/2006 - STAFF REPORTS - 2.O.0ppALM Sp
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Citv Council Staff Report
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SUBJECT: Participate in a Multi -Agency Cooperative Agreement For The Integration
of Computer Aided Dispatch / Records Management and Mobile Data
Communications Systems
FROM: David Ready, City Manager
BY: Palm Springs Police Department
SUMMARY
The City Council will consider authorizing the police department to participate with the
Cathedral City Police Department, Indio Police Department and Desert Hot Springs
Police Department in a cooperative system that will integrate each department's
computer aided dispatch / records management and mobile data systems
(CAD/RMS/MDC.)
RECOMMENDATION:
1. Adopt Minute Order No Authorizing the City Manger to enter into a cooperative
agreement with Cathedral City, Indio and Desert Hot Springs Police Department's
for CAD / RMS and MDC data sharing.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Police Department is in the process of converting its CAD / RIMS and MDC system
to Cyrun. This system is being used by the other valley departments and one of the
reasons the department chose this vendor is it provides the ability for all of the agencies
to share data.
This Cooperative Agreement is necessary for the different departments to integrate their
data systems. Once this agreement is in place the departments will purchase the
Item No. G . 0 .
City Council Staff Report
September 6, 2006 -- Page 2
Purchase Wireless Air Cards
necessary hardware and software needed to implement the project. The Council has
already approved funding of this through the Cyrun project on June 7, 2006 and those
funds will be used on this agreement
F
Finance Director Review:
FISCAL IMPACT:
On June 7, 2006 City Council approved expenditure of up to $298,730 to purchase the
Cyrun system, and related components necessary to share data with Cathedral City,
Indio and Desert Hot Springs Police Departments. No additional funding is anticipated
to implement this program.
Once the system is operational, there will be a monthly lease for the data lines. At this
time the cost is estimated to be $20,623 per year which will be shared equally among
all cooperating agencies. The police department's cost is $5,155 per year. The first
year is being offered by the vendor (Sprint) for free, there will be no fiscal impact for one
year.
Gary J n r , Police Chief
David H. Ready, City Na
Attachments: Minute rd4 er.
MINUTE ORDER NO._
ADOPT MINUTE ORDER NO.AUTHORIZING
THE CITY MANAGER TO .TO ENTER INTO A
COOPERATIVE AGREEMENT WITH CATHEDRAL
CITY, INDIO AND DESERT HOT SPRINGS POLICE
DEPARTMENT'S FOR CAD / RMS AND MDC
DATA SHARING.
I, James Thompson, City Clerk of the City of Palm Springs hereby certify that this
Minute Order, Authorizing the City Manger to enter into a cooperative agreement with
Cathedral City, Indio and Desert Hot Springs Police Department's for CAD / RMS and
MDC data sharing. was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 15� day of November, 2006.
James Thompson, City Clerk
MULTI- AGENCY COOPERATIVE AGREEMENT FOR
INTEGRATION OF COMPUTER AIDED DISPATCH/RECORD MANAGEMENT
AND MOBILE DATA COMMUNICATION SYSTEMS
THIS COOPERATIVE AGREEMENT (`Agreement") is made this 1 st day of October, 2006 by
and between the CITIES OF CATHEDRAL CITY, INDIO, BEAUMONT, PALM SPRINGS
and DESERT HOT SPRINGS (hereafter collectively referred to as the "Cities" and from time
to time individually referred to herein as "City").
1.0 PURPOSE
The purpose of this Agreement is to facilitate the integration and data sharing capability
of the Computer Aided Dispatch/Record Management Systems ("CAD/RMS") and Mobile
Data Communications ("MDC") currently serving each ofthe Cities (lie "Integration Project").
The Integration Project will allow for the Cities to share their CAD/RMS databases, as well as
provide for the interconnectivity of each participating City's MDC server. As a result, the
Cities will have access to the most current criminal tracking data available thereby increasing
the level of service their respective police departments can provide to the general public. This
docutnent and the terms contained herein set forth the obligations of the Cities concerning the
Integration Project.
2.0 RESPONSIBILITIES.
2.1 Lead Aaencv. The City of Cathedral City shall be deemed the Lead Agency for
the Integration Project. As Lead Agency, the City of Cathedral City, on behalf
of the Cities, shall:
(a) Award and administer a contract for the design, delivery, installation,
conversion, operation and maintenance of the facilities necessary for the
Integration Project pursuant to the public contracting procedures,
regulations and ordinances of the City of Cathedral City, and subject to
the consensus of the Cities, which such consensus shall not be
unreasonably withheld; and
(b) Bill each of the Cities for their share of any costs related to the
Integration Project, as further described in Section 2.2 below, with the
exception of those costs related to the commercial carrier for wireless
service accounts and the integration of the CAD/RMS and MDC
servers, which are billed directly to each participating City by any
applicable service provider.
22 Pavment of Integration Proiect Costs.
(a) Mandatory Participation
Each City shall participate in the CAD/RMS integration component of
the Integration Project. As such, each City shall pay an equal amount of
aunount of the costs for the network Loop infrastructure installation.
Such infrastructure shall include, without limitation, T-1 hardline costs,
associated hardware and software for routers, firewalls, and
uninterrupted power supplies. In addition to any initial costs for
installation of the infrastructure, each member shall share in any
ongoing network maintenance and management costs, as shall be
determined by the consensus of the Cities from time to time.
(b) Optional Participation
Those Cities participating in the CAD/RMS integration component of
the Integration Project may, at their option, participate in the MDC
server component of the Integration Project_ Each City opting to
integrate its MIM servers shall use, either, its agency owned and
operated wireless network, or contract with a commercial carrier for
wireless service. Those Cities using a commercial carrier for wireless
service shall be responsible for their own account costs with such
carrier. Cities may only use wireless networks that meet the security
standards described in Section 2.5 below.
In order to further ensure the security of MDC server data, any
commercial carrier shall connect to the network Loop using a secured T-
1 connection. Each City using the same commercial carrier shall bear
an equal share of the expenses associated with the T-I connection to the
network Loop, the hosting server for the commercial accounts, and any
other administrative costs to maintain the T-1 connection to the network
Loop.
2.3 Desi�mated Representatives. All decisions required to carry out the intent of
this Agreement shall be made by the consensus of the Cities. To this end, each
City shall designate one representative to participate in discussions resulting in
any decisions requiring the consensus of the Cities pursuant to this Agreement
or otherwise made in furtherance of the Integration Project. Cities shall also
designate one alternative during those occasions when the designated
representative cannot participate. For those decisions regarding the technical
standards and operational requirements necessary to carry out the intent of this
Agreement, the Cities shall provide a technical liaison to participate in
discussions held prior to such decisions. Notwithstanding any of the foregoing,
any decision made by any designated representative in connection with the
Integration Project shall be subject to the approval of their respective City
Council. Further, after completion of the Integration Project, those
representatives designated pursuant to this provision, or their delegate, shall
meet semi-annually to discuss any and all matters regarding this project.
2
2.4 Required Software.
(a) CAD/RMS Software. All parties shall use CAD/RMS software
developed and maintained by The Cyrun Company.
(b) MDC Software. Prior to participating in the integration of their MDC,
all participating Cities must have installed Bio-key software.
2.5 External Security. Each City shall maintain, at least, the minimum level of
system security as collectively determined by the Cities, and by the Department
of Justice. Such level of security shall be sufficient to protect against
unauthorized network access, external hacking, and computer viruses, and
provide secure facilities for network hardware.
2.6 Hold Harmless. Each City shall save and keep harmless and indemnify the
other Cities and their elected officials, officers, employees, or agents, against
any loss, demand, cause of action, or other legal liability or economic loss that
occurs in any way incident to, comiected with, or arising directly or indirectly
out of any of the following: 1) Such City's failure to adhere to any Federal,
State or local regulation concerning the protection, use, access or dissemination
of private law enforcement or criminal history information; 2) Such City's
failure to maintain the minimum level of security as required under Section 2.5
above; or 3) Such City's failure to perform its obligations under this Agreement_
3.0 TERM.
3.1 Term. Unless earlier terminated in accordance with Section 3.2 below, the
Term of this Agreement shall continence on the date this Agreement is entered
into and terminate three (3) years thereafter. Within six (6) months prior to the
conclusion of the Term, the Cities may agree to extend the Agreement for an
additional two (2) years if the parties mutually agree in writing.
3.2 Termination Prior to Expiration of Term., Any City may terminate its
participation in this Agreement at any time with or without cause, upon thirty
(30) days written notice to the Lead Agency. If a City terminates its
participation in this Agreement, it shall pay its portion of costs for which it has
been billed pursuant to Section 2.2 above, to the date of termination. Upon
receipt of the notice of termination, the Lead Agency shall cause the termination
of any services and access provided to the terminating City tinder this
Agreement.
3.3 ObliLyations Prior to Termination. The obligations of the Cities incurred
pursuant to this Agreement prior to the date of termination shall survive the
termination.
4.0 MISCELLANEOUS.
4.1 Severability. The invalidity, illegality or unenforceability of any provision of
this Agreement shall not render the other provisions unenforceable, invalid or
illegal.
4.2 Governing Law. This Agreement shall be interpreted and enforced pursuant to
the laws of the State of California.
4.3 Modifications. This Agreement can only be modified by a written instrument
executed by both parties.
4.4 Entire Agreement. This Agreement contains the entire understanding of the
parties related to their interests, obligations, and rights in connection with
the subject matter set forth herein_ All prior communications, negotiations,
stipulations, and understandings, whether oral or written, are of no force nor
effect, and are superseded, except as referenced herein.
4.5 Assiens and Successors. This Agreement shall be binding upon, and inure
to the benefit of the assigns or successors -in -interest of the parties herein.
4.6 No Third Party Beneficiarv. The parties to this Agreement do not intend to
create any third party beneficiaries to this Agreement, and expressly deny
the creation of any third party beneficiary rights hereunder toward any
person or entity.
4.7 Time. Time is of the essence in the performance of each and every term of
this Agreement.
4.8 Waiver. The waiver or failure to declare a breach as a result of the violation
of any term of this Agreement shall not constitute a waiver of that term or
condition and shall not provide the basis for a claim of estoppel, forgiveness
or waiver by any party to that term or condition.
4.9 Atoornevs' Pees. if it shall be necessary for any party hereto to commence
legal action or arbitration to enforce the terms and provisions of this
Agreement, the prevailing parry shall be entitled to reasonable attorneys'
fees, expenses and costs incurred therein. The expenses and costs incurred
shall include, without limitation to other reasonable expenses and costs, the
costs of any experts employed in either the preparation or presentation of
any evidence in such proceedings.
4.10 Ca tions. The paragraph captions in this Agreement are for convenience
only and shall not be used in construing the Agreement.
El
4.11 Additional Documents.Each party agrees to make, execute, and deliver any
and all documents and to join in any application or other action reasonably
required implementing this Agreement_
4.12 Notice. Any and all communications and/or notices in connection with this
Agreement shall be either hand -delivered or sent by United States first class
mail, postage prepaid given in writing and addressed to the principal place of
business of the parties.
IN WITNESS WIEREOF, this Agreement has been executed to be effected as
of the date and year first above written.
CITY OF CATHEDRAL CITY
By / Aby Date: Z p .2006
City Manager
APPROVED AS TO FORM:
By: Date: 2006
CITY OF INDIO
By: Date: .2006
City Manager
APPROVED AS TO FORM:
By: Date: 2006
CITY OF BEAUMONT
By: Date: 2006
City Manager
APPROVED AS TO FORM:
By: Date:
[One Signature Page Follows]
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CITY OF PALM SPRINGS
By: Date: 2006
City Manager
APPROVED AS TO FORM:
By: Date: 4" f .2006
By: Date: 2006
City Manager
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By: Date: 2006
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