HomeMy WebLinkAboutCity of Tamarac Resolution R-2009-113TR11660
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August 12, 2009
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-2009 -_/
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
TAMARAC, FLORIDA TO APPROVE THE REGIONAL
INTERLOCAL AGREEMENT (RILA) BETWEEN THE SHERIFF
OF BROWARD COUNTY AND THE CITY OF TAMARAC;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Tamarac (City) has provided high quality Fire Rescue
operations to the community since 1975; and
WHEREAS, Tamarac Fire Rescue desires to improve the quality of Fire and EMS
operations to the citizens and visitors of the City: and
WHEREAS, pursuant to §163.01, Florida Statutes, also known as the Florida Interlocal
Cooperation Act of 1969, the City in cooperation with the Sheriff of Broward County (Sheriff)
wants to create an interoperable public safety system consisting of closest unit response to
emergency incidents; and
WHEREAS, the City desires to enhance radio interoperability by interconnecting to the
Sheriff of Broward County's public communication and Computer Aided Dispatching (CAD)
System as part of its public safety intranet that supports county -wide police, fire and
emergency services; and
WHEREAS, the City and Sheriff desire to enhance information sharing by
interconnecting public safety data users and records management systems that support fire
and emergency operations; and
WHEREAS, the City Manager and the Interim Fire Chief recommend acceptance of
this Regional Interlocal Agreement (attached hereto as Exhibit A); and
TR11660
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August 12, 2009
WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the 41
best interest of the citizens and residents of the City of Tamarac to cooperate with the Sheriff
of Broward County to create an interoperable public safety system consisting of closest unit
response to emergency incidents.
NOW THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
TAMARAC, FLORIDA:
Section 1: The foregoing "WHEREAS" clauses are HEREBY ratified and confirmed as
being true and correct and are HEREBY made a specific part of this Resolution. All Exhibits
attached hereto are incorporated herein and made a specific part of this Resolution.
Section 2: The City Commission of the City of Tamarac HEREBY approves the
Regional Interlocal Agreement between the Sheriff of Broward County and the City of
Tamarac.
Section 3: The appropriate City Officials are HEREBY authorized to execute the
Regional Interlocal Agreement between the City of Tamarac and Sheriff of Broward County,
(attached hereto as Exhibit A).
Section 4: All Resolutions or parts of resolutions in conflict herewith are HEREBY
repealed to the extent of such conflict.
Section 5: If any clause, section, other part or application of this Resolution is held by
any court of competent jurisdiction to be unconstitutional or invalid, in part or in application,
it shall not affect the validity of the remaining portion or applications of this Resolution.
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TR11660
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August 12, 2009
Section 6: This Resolution shall become effective immediately upon its passage and
adoption.
PASSED, ADOPTED AND APPROVED this C 6 day of �yG � 2009.
ATTEST:
MARION SWENSON, CIVIC
CITY CLERK
I HEREBY CERTIFY that
I have approved this
RESOLUTION as to form.
4ITYSUEL S. GORENtA
ATTORNEY
U
BETH FLANSBAUM- ALABISCO
MAYOR
RECORD OF COMMISSION VOTE:
MAYOR FLANSBAUM-TALABISCO
DIST 1: COMM BUSHNELL_Zil�
DIST 2: VM ATKINS-GRAD
DIST 3: COMM GLASSER
DIST 4: COMM. DRESSLER z
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Office of the General Counsel
2601 West Broward Boulevard
Fort Lauderdale, Florida 33312
(954) 831-8920 (Telephone)
(954) 321-4425 (Fax - General Counsel)
(954) 321-5040 (Fax - Legal)
(954) 797-0937 (Fax - Confiscations Unit)
www.sheriff.org
September 29, 2009
Marion Swenson, City Clerk
City of Tamarac
7525 Northwest 88 Avenue
Tamarac, Florida 33321
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RE: Regional Interlocal Agreement
Dear Ms. Swenson:
Please find enclosed one (1) original fully executed Agreement with the Broward
Sheriff's Office and the City of Tamarac for the Cooperative Participation in a Regional
Public Safety Intranet for your file.
Thank you for your time and attention to this matter.
Sincerely,
Ads,
eresa .
Senior Legal Counsel
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Enclosure
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HATERESA\Letters\200MCity of Tamarac ILA - Executed Contract.doc
TR11660 - Exhibit A
Agreement
Broward County Sheriffs Office
Communications Technology Division
TR11660 - Exhibit A
Regional Interlocal
Agreement
Table of Contents
I. Agreement
II. Exhibit A — Statement of Work, System Description,
and Acceptance Test Plan
III. Exhibit B — Demarcation Points
IV. Exhibit C — Equipment List
V. Exhibit D — Change Management Request Procedure
VI. Exhibit E — Project Charter
VII. Exhibit F — Service Level Agreement
2
TR11660 - Exhibit A
AGREEMENT
BETWEEN
SHERIFF OF BROWARD COUNTY
and
CITY of TAMARAC
Providing for
COOPERATIVE PARTICIPATION IN A
REGIONAL PUBLIC SAFETY INTRANET
This is an Interlocal Agreement, made and entered into by and between
Sheriff of Broward County (hereinafter referred to as "SHERIFF"), a political
subdivision of the State of Florida, and City of Tamarac, a Florida municipal
corporation, .(hereinafter referred to as "CITY"), collectively referred to as the
"Parties," providing for cooperative participation in a Regional Public Safety
Intranet ("RPSI").
WHEREAS, this Agreement is entered into pursuant to §163.01, Florida
Statutes, also known as the "Florida Interlocal Cooperation Act of 1969;" and
WHEREAS, SHERIFF is to establish, with cooperation of Broward cities, a
county -wide interoperable public safety intranet that can support closest unit
response in life -threatening emergencies and regional specialty teams; and
Whereas, the Parties desire to satisfy the intentions of the Broward
County Charter by insuring that someone with a life -threatening emergency
receive care from the closest available emergency vehicle; and
Whereas, the CITY agrees to work towards insuring someone with a life -
threatening emergency receive care from the closest available emergency
vehicle. This includes pursuing automatic aid agreements with neighboring cities
who utilize the county -wide CAD system; and
WHEREAS, the Parties desire to enhance radio interoperability by
interconnecting SHERIFF and CITY public safety radio users; and
WHEREAS, the Parties desire to enhance information sharing by
interconnecting SHERIFF and CITY public safety data users; and
TR11660 - Exhibit A
WHEREAS, SHERIFF maintains a Trunked Radio System as part of its
public safety intranet that supports county -wide police, fire, and emergency
services; and
WHEREAS, SHERIFF maintains a Computer Aided Dispatching ("CAD")
System as part of its public safety intranet that supports county -wide police, fire,
and emergency services; and
WHEREAS, SHERIFF maintains an Automated Vehicle Location ("AVL")
System as part of its public safety intranet that supports county -wide police, fire,
and emergency services; and
WHEREAS, SHERIFF maintains a Fire Records Management System
("FRMS") as part of its public safety intranet that supports county -wide fire and
emergency services; and
WHEREAS, the Parties desire to make the most efficient use of their
technical resources to enable the Parties to cooperate with each other to provide
quality county -wide public safety communication services;
NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and
promises, set forth, the Parties agree as follows:
ARTICLE 1
DEFINITIONS
1.1 Advanced Tactical Mapping ("ATM"): A component of the RPSI
that provides computer aided dispatch mapping. In conjunction
with AVL, these maps pinpoint the real time location,
availability, status, and routing of emergency vehicles which
ultimately enhance response times.
Automated Vehicle Location ("AVL") System: A component of
1.2 the RPSI that provides GPS-based tracking of public safety
vehicles. AVL facilitates closest unit response when coupled
with a common CAD platform.
1.3 Change Management Requests C'CMR" ): The CMR process
will be used to specify the times and conditions when
designated tasks can be performed on all software and
hardware affiliated with the RPSI including but not limited to the
Trunked Radio System, Public Safety Network, Computer
Aided Dispatch (CAD) System, E-911, etc. The CMR is more
fully explained in Exhibit "D".
4
TR11660 - Exhibit A
Computer Aided Dispatch ("CAD") System: A component of the
RPSI that has as one of its functions, in conjunction with the
1.4
AVL System, the ability to assist a radio dispatcher in
identifying and dispatching public safety vehicles and personnel
closest to the scene of an incident.
1.5
Contract Administrator: SHERIFF's Contract Administrator of
„•
s SHERIFF's
Director of the Communications Technology Division.
1.6
Demarcation Points: A "Demarcation Point" or "Demarc"
identifies a responsibility boundary between CITY -responsible
items and SHERIFF -responsible items. EXHIBIT "B" further
defines and visually portrays the RPSI Demarcation Points and
entity -responsibilities on a portion by portion basis.
1.7
Equipment: The SHERIFF -owned and maintained items listed
in EXHIBIT "C" and any other SHERIFF -provided items.
1.8
Fire Records Management System ("FRMS"): A component of
the RPSI that archives fire -related dispatch records and
information.
1.9
Fire Rescue Frontline Vehicles: Refers to those vehicles
typically dispatched in the initial stages of an incident for the
protection and preservation of life, property, and the
environment. Vehicles whose primary purpose is responding to
emergencies where time is critical i.e.; Fire Engines (Pumpers),
Ladder Trucks, Medical Rescue Vehicles, and Shift
Commanders. Frontline vehicles are staffed and dispatched
and not in a reserve or staff capacity.
1.10
Fire Station Alerting: Allows regional and non -regional
communication centers to efficiently respond to emergencies by
managing the assets of multiple fire stations. Public Safety
Dispatch Centers can dispatch an engine, ambulance, entire
station, or multiple stations by selecting them on their PC
screen or by the push of a few buttons.
NetMotion: A component of the RPSI that improves mobile
1.11
data network performance, encryption, communication stability,
and roaming between disparate private and public wireless
networks.
TR11660 - Exhibit A
1.12
Network Mobility Zone ("NMZ"): A component of the RPSI
which extends the public safety network to multiple jurisdictions.
The network mobility zone provides the mobile data and remote
facility user's access to the core of the Public Safety Intranet
applications.
1.13
Non -Dispatch Facility: A CITY owned facility hosted by the
infrastructure applications, and services of the RPSI. A non -
dispatch facility does not receive E-911 calls nor does it provide
city-wide or county -wide dispatch services. A non -dispatch
facility may require access to FRMS, Read -Only CAD Services,
and PMDC via their owned and operated Local Area Networks.
The CITY -SHERIFF demarcation boundaries are outlined in
"Exhibit B".
Peripheral Equipment: The CITY -owned and maintained items
listed in Exhibit "C" and any other CITY -provided items.
1.14
Peripheral equipment includes but is not limited to Ethernet
cabling, mouse, keyboard, speakers, printers, etc.
Project: The integration of a regional public safety intranet
comprised of radio and data systems, benefiting public safety
1.15
agencies within Broward County that choose to participate.
Project Charter: Outlines the requirements, direction,
1.16
constraints, and collectively accepted deliverables within a
project. In addition, the charter will act as a guideline for the
project manager and project team members to establish scope,
schedule, and cost pertaining to the Project. The Project
Charter template is further explained and listed in Exhibit "E".
1.17
Project Manager: An employee of the SHERIFF who is
assigned by the Contract Administrator to provide day-to-day
management of the Project from inception to completion.
1.18
Public Safety Network ("PS_ N"): A component of the RPSI which
provides the communication connectivity and network
infrastructure for data portions of the RPSI.
1.19
Regional Dispatch Center (RDC): A cooperative dispatch
center providing E911 call taking and dispatch services for
multiple jurisdictions. A RDC is also hosted by the
infrastructure, applications, and services of the RPSI. A RDC
supports the overall goals of closest unit response, radio
interoperability, and data sharing and is directly connected and
utilizes the Regional CAD and County -Wide Radio System.
TR11660 - Exhibit A
Regional Public Safety Intranet "RPSI"): The overall collection
1.20
of Equipment — including but not limited to SHERIFF's Trunked
Radio System — Public Safety Network — Public Safety
Applications — that constitutes the Regional Public Safety
Intranet. CITY -owned equipment interfaces to the SHERIFF -
owned RPSI.
1.21
Service Level Agreements ("SLA"): Defines an expected level
of service segregated into various categories: System
performance, trouble resolution, operations, and administration.
The Service Level Agreements are further explained and listed
in Exhibit "F".
1.22
SmartZone: A component of the RPSI that interconnects
disparate radio systems to provide county -wide coverage for
roaming, efficient use of channels, and voice communication
interoperability.
1.23
Subscriber Maintenance: Refers to CITY's responsibility to
maintain the CITY owned user's equipment. Subscriber
maintenance is further explained in Exhibit "B".
System Maintenance: Refers to SHERIFF's responsibility to
1.24
maintain the regional public safety intranet (RPSI) as described
in Exhibit "B".
Trunked Radio System: SHERIFF's Trunked Radio
1.25
Communications System, a major portion of which is used by
police and fire rescue personnel within Broward Sheriffs Office.
Today, SHERIFF owns and operates a twenty-eight (28)
channel 800 MHz trunked simulcast SmartZone radio system.
ARTICLE 2
SCOPE OF WORK
2.1 SHERIFF and CITY agree to install the necessary Equipment and
Peripheral Equipment and perform their respective required tasks in
accordance with the Statement of Work (EXHIBIT "A").
2.2 The work to be done shall be referenced, for convenience, according to
the project designations and as further identified and detailed in the
EXHIBIT "A" Statement of Work.
2.3 SHERIFF agrees that the Trunked Radio System will meet appropriate
coverage, functionality, and availability parameters and accepted industry
standard levels of performance as determined by Federal
7
TR11660 - Exhibit A
Communications Commission (FCC), Telecommunications Industries
Association (TIA), and Association of Public Safety Communication
Officials (APCO) standards together with manufacturers' specifications.
2.4 SHERIFF shall own all Equipment the SHERIFF supplies to CITY
pursuant to this agreement.
2.5 CITY shall provide SHERIFF access to the CITY's equipment rooms to the _
extent required for the installation of the s owned equipment and
integration of any applicable CITY system into the RPSI. CITY will
exercise due care to ensure that the electrical, security, and environmental
requirements are maintained for such equipment rooms.
2.6 SHERIFF agrees that the CAD, AVL, FRMS, Mobility Zone, and Public
Safety Network functionalities supplied to CITY shall also meet
appropriate performance levels as defined in EXHIBIT "A".
2.7 The Regional Public Safety Intranet will perform based on the
specifications of any given application being run on the system as defined
in the EXHIBIT "A" Statement of Work. The RPSI shall allow for exchange
of information amongst public safety users.
2.8 CITY shall be responsible for supplying SHERIFF with needed
uninterruptible power system (UPS) electrical power, electrical wiring,
heating ventilating and air conditioning (HVAC), and standby power
generation — to meet manufacturer guidelines and operational standards
established by SHERIFF for dispatch center Equipment.
2.9 CITY agrees to allow SHERIFF, with notice to CITY and monitoring by
CITY personnel, to troubleshoot a CITY local area network (LAN) which
adversely impacts the Regional Public Safety Intranet or the operation of
CITY's Public Safety Communications Dispatch Center. CITY agrees to
correct any problems found in an expeditious manner.
2.10 CITY agrees to comply with the Demarcation Point division of
responsibilities for the RPSI as provided in EXHIBIT "B".
2.11 SHERIFF shall maintain all systems outlined as "SHERIFF responsibility"
in EXHIBIT "B" over the life of this Agreement.
2.12 CITY shall maintain all systems outlined as "CITY responsibility" in
EXHIBIT "B" over the life of this Agreement.
2.13 SHERIFF shall not be responsible for the payment of any taxes,
insurance, and utilities for CITY owned facilities.
TR11660 - Exhibit A
2.14 Access to CITY's facilities for SHERIFF personnel, or SHERIFF's
subcontractors, consistent with CITY security practices and procedures,
shall be unlimited as to time and day.
2.15 CITY shall be responsible for any and all maintenance and repairs to the
existing CITY owned facilities and any upgrades to such facilities. CITY
shall maintain the structural and operational integrity of all associated
CITY owned facilities and supporting equipment including but not limited _
o: batteries, buildings, cable plant, generators, roof, skylights, walls,
foundations, sidewalks, floors, windows, ceilings, sprinkler and hot water
systems, elevators, heating systems, air conditioning systems, plumbing,
electrical and all other structural components.
2.16 Prior to the issuance of the Notice to Proceed from the SHERIFF's
Contract Administrator to the Contractor, the Parties shall develop a
mutually acceptable Project Plan inclusive of project charter ("Exhibit E"),
project schedule, and communication plan set forth, among other things,
(i) selected tasks, deliverables, and activities required of each party,
including all dates by which the responsible party must complete such
activity, (ii) the milestones and the agreed upon date for completion of
each milestone; and (iii) the date for System Acceptance. . This
development shall constitute a Detailed Design Review. The Project
Schedule shall be in the form of a progress chart of suitable scale to
appropriately indicate the percentage of work scheduled for completion at
any time. Each party represents that it will act in good faith to establish
the Project Schedule within thirty (30) days of a signed contract between
the Sheriff's Contract Administrator and the Contractor and that the
number of days established will be reasonable as to each activity.
2.17 Upon CITY's concurrence with, and SHERIFF's acceptance of, the
Detailed Design Review and Project Schedule submitted to SHERIFF,
SHERIFF will provide contractor with a Notice to Proceed.
2.18 Effective with the execution of this Agreement, CITY shall become a
voting member of the Regional Public Safety Communications Committee
("RPSCC") or equivalent committee that has the authority to make
technical decisions with regard to major upgrades and configuration
changes to the RPSI.
2.19 CITY shall follow all RPSI Trunked Radio System policies and standard
operating procedures in place at the time of this Agreement, as well as,
those developed in the future and issued to CITY by SHERIFF. CITY
agrees to comply with any enforcement actions required by these policies
and procedures for misuse or abuse of the RPSI Trunked Radio System.
1,
TR11660 - Exhibit A
2.20 SHERIFF and CITY shall jointly be responsible for developing desired
fleet mapping and programming of all subscriber units and system
parameters necessary to meet the operational requirements.
2.21 SmartZone operation shall be limited to public safety users only.
2.22 CITY acknowledges that the services to be performed under this
Agreement, relative to SHERIFF's responsibilities, shall be performed by
SHERIFF and/or its contractors and shall be under the sole supervision
and direction of SHERIFF. At CITY facilities, CITY may monitor
installation work done by the SHERIFF, its employees, agents, and
subcontractors. Likewise, SHERIFF acknowledges that the services to
be performed under this Agreement relative to CITY's responsibilities shall
be performed by CITY and/or its contractor(s) and shall be under the sole
supervision and direction of CITY. SHERIFF may monitor installation
work done by the CITY, its employees, agents, and subcontractors.
2.23 CITY is responsible for Subscriber Maintenance including repair and sub -
fleet additions, moves, and changes to CITY subscribers as provided in
Exhibit "B". CITY may utilize the services of a third party to provide
maintenance of CITY subscribers, or CITY may contract with SHERIFF for
a fee for a combination of the aforementioned services or for all of the
above services.
2.24 SHERIFF shall reprogram all CITY subscriber radios and control stations
for operation on the SHERIFF's Trunked Radio System.
2.25 CITY is responsible for all removals and installations of its subscriber
equipment.
2.26 SHERIFF agrees that it will not implement any changes/enhancements to
the RPSI that could adversely affect the CITY system subscribers unless
directed to do so by Federal or State mandates as stated in Section 3.3 of
this Agreement or otherwise agreed to, in writing, between the Parties.
Prior written notice as defined in Exhibit "D" shall be made by SHERIFF to
CITY for proposed changes and their potential effect on CITY operations.
Should CITY or SHERIFF desire to perform changes to the facility or the
RPSI that may impact the Equipment or services provided by the
SHERIFF, the Change Management Request (CMR) procedures (Exhibit
"D") will be followed.
2.27 The parties agree that any and all drawings, plans, specifications or other
documents or materials will be reviewed by CITY and SHERIFF, or its
sub -contractors to ensure that they are: (a) consistent with the CITY and
SHERIFF requirements for the Project; (b) sufficiently fit and proper for the
purposes intended; and (c) comply with all applicable laws, statutes,
IN
TR1166O - Exhibit A
building codes, and CITY and SHERIFF guidelines or regulations, which
apply to or govern the Project. CITY's approval, acceptance, use of or
payment for all or any part of SHERIFF's services under this Agreement or
of the Project itself shall in no way alter SHERIFF's obligations or CITY's
rights. Copies of all items shall be provided to CITY and SHERIFF. The
Project Charter listed as Exhibit "E" will be used to identify the
requirements and expectations set forth by CITY and SHERIFF.
2.28 -----------
n the event that SHERIFF or CITY believe that any aspect of a Project is
not in compliance with approved plans or applicable codes, or that work
cannot be completed as designated, SHERIFF or CITY shall notify the
appropriate other party within the next business day after discovery, in
writing or electronically, as to the reason(s) the proposed portion of the
work is not in compliance or not feasible to meet the scope of services to
be provided in this Agreement.
2.29 CITY agrees to complete a joint Acceptance Test Plan (EXHIBIT "A"
Attachment 2) with SHERIFF to inspect SHERIFF's or the Contractor's
performed work on the System to determine if it meets the CITY's
operational needs and SHERIFF's requirements.
2.30 CITY public safety users shall have equal accessibility to SHERIFF's RPSI
similar to other public safety agency subscribers.
2.31 CITY agrees to purchase all necessary CITY subscriber equipment as
described in Exhibit "B" within ninety (90) days of the CITY providing
written notice to SHERIFF exercising its option to participate in a regional
public safety intranet consisting of any one or combination of the following:
Trunked Radio System, CAD, ATM, AVL, FRMS, or PSN.
2.32 CITY agrees to provide SHERIFF or SHERIFF's Contractor, for the term
of the Agreement, with facility space associated with the on -site
maintenance, troubleshooting, and repair of all SHERIFF Equipment.
ARTICLE 3
TERM
3.1 The obligation of the Parties to perform under this Agreement shall
commence upon the date of the last party executing this Agreement.
3.2 The term of this Agreement shall be for five (5) years from the
commencement date pursuant to Section 3.1 above. This Agreement may
be renewed every five (5) years with the approval of both SHERIFF and
CITY, unless terminated pursuant to Article 4.
TR11660 - Exhibit A
3.3 The terms of this Agreement may be amended if a state or federal
regulatory agency mandates significant technological modifications of the
system requiring a major reconfiguration or upgrade. In such instances,
the Parties shall meet to determine an appropriate solution and funding. In
the event the parties are unable to reach an agreement regarding state or
federal mandates for technological modifications and/or funding of said
modifications, either party may terminate the Agreement with thirty (30)
days notice to the other party.
ARTICLE 4
TERMINATION
4.1 Notwithstanding the provisions set forth in Section 3.3 and 4.4, this
Agreement may not be terminated by the SHERIFF or CITY for
convenience during the initial five (5) year term with the exception of the
circumstances set forth in Paragraph 4.3. Any subsequent renewal term
may be terminated for either cause or convenience by either party upon
providing written notice to the other party at least two (2) years prior to the
effective date of such termination.
4.2 The failure of the CITY to perform its responsibilities as set forth herein for
a period of thirty (30) calendar days after written notice by SHERIFF shall
constitute a breach of this Agreement. In the event the CITY fails to cure
the breach within such thirty (30) day period, SHERIFF may immediately
terminate this Agreement upon written notice to the CITY.
4.3 The failure of the SHERIFF to perform its responsibilities as set forth
herein or under a particular Project Charter, as same may be amended,
for a period of thirty (30) calendar days after written notice by CITY shall
constitute a breach of this Agreement. In the event the SHERIFF fails to
cure the breach within such thirty (30) day period, CITY may immediately
terminate this Agreement upon written notice to the SHERIFF.
4.4 CITY recognizes that the Board of County Commissioners, Broward
County, Florida is the authority which establishes, allocates or otherwise
provides for SHERIFF's budget year funding. If in any budget year,
funding, for any reason, is not provided to cover the SHERIFF's
responsibilities and obligations under this Agreement, this Agreement may
be terminated by SHERIFF without penalty upon written notice to the
CITY.
12
TR11660 - Exhibit A
ARTICLE 5
COMPENSATION
5.1 Section 318.21(9), Florida Statutes (2002), requires that Twelve dollars
and fifty cents ($12.50) from each moving traffic violation must be used by
e GUUN I Y to tund the participation in an intergovernmental
radio communication program approved by the Department of
Management Services. CITY understands such revenue generated within
its jurisdiction will be used by the SHERIFF to help fund the RPSI's
operating costs.
ARTICLE 6
ADDITIONAL SERVICES
6.1 It is mutually acknowledged that during the term of this Agreement it may
be desirable to change the scope or extent of the maintenance services or
to have SHERIFF substitute items of Equipment and/or provide new items
of Equipment. The parties also recognize that during the term of this
Agreement; additions, changes, or modifications may be necessary or
desirable to carry out the intent or purpose of this Agreement. The Parties
agree that during the term of this Agreement they will negotiate in good
faith any requested changes to the scope or extent of the maintenance
services or to substitution of items of Equipment and/or provision of new
items of Equipment and other services proposed by SHERIFF. Al[
requested changes to the scope or extent of the maintenance services or
to substitution of items of Equipment and/or provision of new items of
Equipment, upgrades and other proposed additional services are subject
to funding availability.
6.2 Any and all modifications to the terms and conditions of this Agreement
must be contained in a written amendment executed with the same
formalities as set forth herein. Should CITY or SHERIFF desire to perform
changes to the facilities, the RPSI or PSN that may adversely impact the
Equipment provided by the SHERIFF, the Change Management Request
(CMR) procedures (Exhibit "D") will be followed.
13
TR1166O - Exhibit A
ARTICLE 7
FREQUENCY USAGE
7.1 CITY agrees to authorize SHERIFF, pursuant to state and federal
regulations, to integrate Ul I Y's eligible 700 MHz frequencies into
SHERIFF's public safety intranet for the purpose of building a regional
public safety intranet benefiting public safety agencies within Broward
County that choose to participate.
7.2 CITY shall continue to maintain its radio frequency license ownership and,
therefore, shall comply with all applicable federal, state and local laws and
regulations to maintain such licensure.
7.3 SHERIFF shall assist CITY with filing appropriate documents to facilitate
SHERIFF's usage of the 700 MHz frequencies, including documents
regarding Federal Aviation Administration (FAA) and/or FCC licensure.
7.4 SHERIFF understands and agrees to maintain CITY radio frequencies
(direction and range) integrated into the SHERIFF Trunked Radio
system(s).
ARTICLE 8
LIABILITY
8.1 CITY and SHERIFF shall each individually defend any action or
proceeding brought against their respective agency pursuant to this
Agreement and shall be individually responsible for all of their respective
costs, attorneys' fees, expenses and liabilities incurred as a result of any
such claims, demands, suits, actions, damages and causes of action,
including the investigation or their defense thereof, and from and against
any orders, judgments or decrees which may be entered as a result
thereof.
8.2 CITY and SHERIFF agree that no indemnification or hold harmless
agreement shall be in effect concerning any claims, demands, damages
and causes of action which may be brought against either party pursuant
to this Agreement.
8.3 CITY and SHERIFF are state agencies or political subdivisions as defined
in Section 768.28, Florida Statutes, and agree to be fully responsible for
acts and omissions of its agents or employees to the extent required by
2
TR11660 - Exhibit A
law. Noting herein is intended to serve as a waiver of sovereign immunity
by any party to which sovereign immunity is applicable. Nothing herein
shall be construed as consent by a state agency or political subdivision of
the State of Florida to be sued by third parties in any matter, whether
arising out of this Agreement or any other contract.
ARTICLE 9
9.1 The Parties acknowledge that SHERIFF is self insured in accordance with
the provisions set forth in Section 768.28, Florida Statutes.
ARTICLE 10
PERFORMANCE
10.1 Operational Performance Metrics will be provided by SHERIFF to CITY on
a quarterly basis to collectively evaluate system integrity. The operational
performance metrics will be a part of the service level agreement provided
by SHERIFF to CITY and.further explained in "Exhibit F".
ARTICLE 11
MISCELLANEOUS PROVISIONS
11.1 ASSIGNMENT: SHERIFF shall perform the services provided for in this
Agreement utilizing SHERIFF's employees, contractors, and
subcontractors. Said services shall be performed exclusively and solely
for CITY which is a Party to this Agreement. CITY and SHERIFF shall not
have the right to assign this Agreement without the express written
approval of both parties.
11.2 JOINT PREPARATION: The Parties acknowledge that they have sought
and received whatever competent advice and counsel as was necessary
for them to form a full and complete understanding of all rights and
obligations herein and that the preparation of this Agreement has been
their joint effort. The language agreed to expresses their mutual intent
and the resulting document shall not, solely as a matter of judicial
construction, be construed more severely against one of the Parties than
the other.
11.3 SEVERABILITY: The invalidity of any provision of the Agreement shall in
no way affect the validity of any other provision.
15
TR11660 - Exhibit A
11.4 ENTIRE AGREEMENT AND MODIFICATION: This Agreement
incorporates, supersedes and includes all prior negotiations,
correspondence, conversations, agreements or understandings applicable
to the matter contained herein. It is further agreed that no change,
alteration or modification in the terms and conditions contained herein
shall be effective unless contained in a written document executed with
the same formality and of equal dignity herewith.
Each Party shall comply with all federal,
state, and local laws, codes, ordinances, rules and regulations in
performing its duties, responsibilities and obligations pursuant to this
Agreement.
11.6 BINDING EFFECT: This Agreement shall be binding upon and inure to
the benefit of the Parties hereto and their respective successors.
11.7 FORCE MAJEURE: Neither party shall be obligated to perform any duty,
requirement or obligation under this Agreement if such performance is
prevented by fire, hurricane, earthquake, explosion, wars, sabotage,
accident, flood, acts of God, strikes, or other labor disputes, riot or civil
commotions, or by reason of any other matter or conditions beyond the
control of either party, and which cannot be overcome by reasonable
diligence and without unusual expense ("Force Majeure").
11.8 AUTHORITY: The individuals executing this Agreement on behalf of any
entity do hereby represent and warrant that they are, on the date of this
Agreement, duly authorized by all necessary and appropriate action to
execute this Agreement on behalf of their principal.
11.9 NOTICES: With the exception of provisions of Paragraph 2.28, all notices
given or required under this Agreement shall be in writing and may be
delivered in person or by United States mail, postage prepaid, first class
and certified, return receipt requested, addressed as follows:
SHERIFF:
Broward Sheriffs Office
Director - Communications Technology Division
115 S. Andrews Avenue, Room 325
Fort Lauderdale, FL 33301
With a copy to: Office of the General Counsel
Broward Sheriffs Office
2601 W. Broward Blvd.
Ft, Lauderdale, FL 33312
TR11660 - Exhibit A
CITY:
Jeff Moral, Interim Fire Chief
City of Tamarac
6000 Hiatus Road
Tamarac, FL 33321
Miller, City Manager --
City of Tamarac
7525 NW 88th Avenue
Tamarac, FL 33321
Beth Flansbaum-Talabisco, Mayor
City of Tamarac
7525 NW 88th Avenue
Tamarac, FL 33321
11.10 MATERIALITY AND WAIVER OF BREACH: The Parties agree that each
requirement, duty, and obligation set forth herein is substantial and
important to the formation of this Agreement and, therefore, is a material
term hereof. Either Party's failure to enforce any provision of this
Agreement shall not be deemed a waiver of such provision or modification
of this Agreement. A waiver of any breach of a provision of this
Agreement shall not be deemed a waiver of any subsequent breach and
shall not be construed to be a modification of the terms of this Agreement.
11.11 INDEPENDENT CONTRACTORS: The Parties agree that each party to
this Agreement is an independent contractor. In providing such services,
neither of the Parties, nor their respective agents shall act as officers,
employees, or agents of the other party. This Agreement shall not
constitute or make the Parties a partnership or joint venture.
11.12 RECORDING: This Agreement shall be recorded in accordance with the
Florida Interlocal Cooperation Act of 1969.
11.13 PRIORITY OF PROVISIONS: If there is a conflict or inconsistency
between any term, statement, requirement, or provision of any exhibit
attached hereto, any document incorporated into this Agreement by
reference and a term, statement, requirement, or provision of this
Agreement, the term, statement, requirement, or provision contained in
Articles 1 through 11 of this Agreement shall prevail and be given effect.
11.14 MULTIPLE ORIGINALS: This Agreement may be fully executed in five (5)
copies by all Parties, each of which, bearing original signatures, shall be
the force and effect of an original document.
17
TR11660 - Exhibit A
11.15 NON-DISCRIMINATION: The Parties shall not discriminate against any
employee or participant in the performance of the duties, responsibilities
and obligations under this Agreement because of race, age, religion, color,
gender, disability, marital status, sexual orientation or national origin.
11.16 RECORDS: Each party shall maintain its own respective records and
documents associated with this Agreement in accordance with the records
— — retention requirements applicable to public records. Each party shall be
responsible for compliance with any public documents requests served
upon it pursuant to Section 119.07, Florida Statutes, and any resultant
award of attorney's fees for noncompliance with that law.
11.17 DRAFTING: This Agreement has been negotiated and drafted by all
Parties hereto and shall not be more strictly construed against any party
because of such party's preparation of this Agreement.
11.18 CHOICE OF LAW, WAIVER OF JURY TRIAL: Any controversies or legal
problems arising out of this transaction and any action involving the
enforcement or interpretation of any rights hereunder shall be submitted to
the jurisdiction of the State courts of the Seventeenth Judicial Circuit of
Broward County, Florida, or the United States District Court, Southern
District, Broward County, Florida, the venue sites, and shall be governed
by the laws of the state of Florida and any applicable federal laws, codes
or regulations. To encourage prompt and equitable resolution of any
litigation that may arise hereunder, each party hereby waives any rights it
may have to a trial by jury in any such litigation.
11.19 OWNERSHIP OF EQUIPMENT: SHERIFF retains ownership of all
Equipment that the SHERIFF provides to the CITY pursuant to the terms
and conditions of this Agreement. In the event this Agreement is
terminated by either party, the Sheriff shall remove and/or recover all
equipment within ninety (90) days of the effective date of termination.
11.20 ATTACHMENTS AND REFERENCES: The following named exhibits are
made an integral part of this Agreement:
EXHIBIT "A": Statement of Work
Attachment 1: System Description
Attachment 2: Acceptance Test Plan
EXHIBIT "B": System Demarcation Points
Attachment 1A: Non -Dispatch Facility
Attachment 1 B: Mobile Data Fire Rescue
Attachment 2: Demarcation Drawings
TR11660 - Exhibit A
EXHIBIT "C": Equipment List
EXHIBIT "D": Change Management Request
EXHIBIT "E": Project Charter
EXHIBIT "F": Service Level Agreements
Attachment 1: Terms and Conditions
--Attachment 2: Trouble Ticket Workflow
11.21 THIRD PARTY BENEFICIARIES: This Agreement is not intended to
benefit any third party nor shall it create a contractual relationship with any
third party.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
ILI
TR11660 - Exhibit A
INTERLOCAL AGREEMENT BY AND BETWEEN SHERIFF OF BROWARD
COUNTY AND THE CITY OF TAMARAC FOR COOPERATIVE
PARTICIPATION IN A REGIONAL PUBLIC SAFETY INTRANET.
IN WITNESS WHEREOF, the parties execute this Agreement on the
date(s) set forth below:
AL LAMBERTI AS SHERIFF OF BROWARD COUNTY FLORIDA
JOH URRY, EXECUT459 DIRECTOR
Department of Administration
Approved as to form and legal sufficiency
Subject to execution by the parties:
Gt eral Counsel
ATTEST:
City Clerk
City Manager
Date: o�4/ Ic�
Date:r���
CITY OF TAMARAC
/W-�
l��r f'
"40
..
I HEREBY CERTIFY that I have approved this
AGREEMENT as to form and legal sufficiency
subject to execution by the parties:
City Attorney
TR11660 - Exhibit A
EXHIBIT "A"
Statement of Work
Statement of Work
BSO Communications Technology Division
Closest Unit Response Hardware and Software Package
City of Tamarac Fire Rescue Frontline Vehicles
April 23, 2009
This Statement of Work (SOW) defines and facilitates the City of Tamarac Fire Rescue
Department ("TMFR") and Broward Sheriffs Office Communications Technology
Division's ("BSOCTD") regional involvement in the tasks and objectives required to
successfully implement and integrate the installation of Mobile Data Terminals, GPS
Receivers, PMDC Software, NetMotion Software, Mobile Mapping Software, and First
Look Pro Software for Fire Rescue Frontline Vehicles.
Overview:
The Broward Sheriffs Office Communications Technology Division will complete
installations for the Panasonic CF-30 Mobile Data Terminals. All installations are to be
completed in a vehicle mount configuration provided by BSOCTD. The products
involved are:
• Panasonic CF-30 with embedded commercial carrier aircard and GPS antenna
• CFX TuffDock Docking Station — USB Dock with Dual Hi -Gain Antenna
(Department of Transportation Certified Mounts)
• Garnber Johnson Adapter Plates — Model 7160-0040
• Gamber-Johnson tilt -swivel attachment - Model DS/CLEVIS
• Associated Mobile Application Software
o PMDC
o Mobile Mapping Software
o NetMotion
o First Look Pro
This SOW provides:
21
TR11660 - Exhibit A
• A description of the responsibilities for both the Broward Sheriff's Office
Communications Technology Division and the City of Tamarac Fire Rescue
Department.
• The qualifications and assumptions are taken into consideration during the
development of this statement of work.
The Broward Sheriffs Office Communications Technology Division installation support and coordination services will be provided at
a level consistent with the complexity ofthis project, as well as, cooperation from the City of Tamarac Fire Rescue Department, in
general, these services include the following-
• Execution of the Regional Interlocal Agreement
• Project Initiation
• Order Entry and Processing
• Manufacturing and Shipping Coordination
• Equipment Installation
• Schedule Coordination
Responsibilities
A successful project requires responsibilities to be managed by both the Broward
Sheriff's Office Communications Technology Division and the City of Tamarac Fire
Rescue Department. These responsibilities are outlined throughout this statement of
work.
Broward Sheriffs Office Communications Technology Division Responsibilities:
• Supply and install eight (8) Panasonic CF-30 mobile data terminals with
Ledco mounts and associated power cables.
• Provide vehicle specific mounts for rescue, engine, squirt, and battalion
frontline vehicles. The aforementioned vehicles have been identified by the
municipality as Fire Rescue Frontline Vehicles — total of 8.
• Configure and test embedded GPS receivers with Mobile Mapping Software.
• Configure and test embedded WWAN devices with PMDC, NetMotion, and
First Look Pro Software.
• Conduct functional ATP for CF-30 with embedded GPS receivers and
WWAN devices.
• Verify functionality and connectivity of embedded WWAN device (a.k.a.
Aircard) and its integration with the following RPSI systems:
1. Regional PMDC Message Switch
22
TR11660 - Exhibit A
Mobile Mapping
NetMotion VPN Gateway Server
First Look Pro Software
• Configure, image, and test all CF-30 Mobile Data Terminals in a controlled
environment prior to field deployment.
1. Implement and integrate two (2) fully equipped City of Tamarac Fire
Rescue Department Frontline vehicles with prototype closest unit
response solution. solution. Prototype solution will be tested for one week.
• Evaluate results from prototype solution.
• Implement any modifications required to facilitate proper PMDC, Mobile
Mapping, AVL, NetMotion, and First Look Pro configuration.
City of Tamarac Fire Rescue Department Responsibilities:
• Review and accept the statement of work (SOW).
• Review and accept the installation schedule.
• Provide the necessary number of municipal frontline vehicles according to the
installation schedule.
• Provide a mutually agreeable location suitable for mass closest unit response
equipment installations. This location must have adequate working space
with HVAC, lights, electric, and shelter from the outside elements.
• Designate a single point of contact within the City of Tamarac Fire Rescue
Department that will be responsible for scheduling vehicles as required for
installation.
• Have a City of Tamarac Fire Rescue Department representative on site to
approve and accept the installations daily.
• Inspect each vehicle before it is delivered to the installation facility and ensure
that the vehicle is free from trash, weapons, and contraband.
• Arrange for all equipment removed from the vehicles to be accounted for and
picked up from the installation facility as necessary.
• Inventory all equipment prior to removal from the installation facility; any
discrepancies shall be resolved at that time.
• Identify a municipal agency single point of contact to approve the CF-30
mobile workstation application image prior to installation.
• Activate embedded WWAN devices by subscribing to the recurring monthly
service prior to installation. All WWAN devices and activations shall be
provisioned as unrestricted/public prior to start of installation.
23
TR11660 - Exhibit A
Assumptions/Comments
• Standard Panasonic CF-30 mobile data terminal frontline vehicle installations
are assumed using standard Department of Transportation (DOT) certified
mounts and approved support arms as described in the SOW. (DOT certified
mounts are designed to operate with vehicle air bag systems and cannot be
altered or modified.)
• There will be no additional vehicle modifications or alterations done for this
installation.
• All vehicles are recommended to have shoreline power connected at all times.
After the frontline vehicle installation is complete, both the BSOCTD and
TMFR will assume that constant power will be supplied to the equipment.
• 12 Volt negative ground vehicle batteries are assumed for all equipment. The
installer will be responsible for verification of all facets related to each
installation.
• The Broward Sheriff's Office Communications Technology Division and its
selected installation subcontractors will perform all work and tasks required to
implement and optimize the new equipment and software supplied by this
Statement of Work. All manufacturers' recommendations will be strictly
adhered to for the assembly of this equipment.
The Broward Sheriffs Office Communications Technology Division has
identified in the Regional Interlocal Agreement equipment exhibit all
equipment required to implement the aforementioned closest unit response
system. If the City of Tamarac Fire Rescue Department desires to supply
substitute or additional equipment; said equipment must be approved by
BSOCTD as being compatible with the overall system design, and any
modifications must not compromise overall system integrity.
The BSO Communications Technology Division will commence
programming, optimization, and installation work at the mutually agreed upon
installation facility when all equipment has been received and all connectivity,
interfacing, and integration work has been completed. The start of this work
will be coordinated with the City of Tamarac Fire Rescue Department point of
contact.
• Either party may request changes within the general scope of this SOW. If a
requested change causes an increase or decrease in the cost or time required to
perform within this SOW, the parties will agree to an equitable adjustment of
24
TR11660 - Exhibit A
the price difference and installation schedule. Any requested changes to this
statement of work must be submitted in writing and a change order will reflect
the adjustment. Neither, the BSO Communications Technology Division or
the City of Tamarac Fire Rescue Department is obligated to perform requested
changes unless both parties execute a written change order.
• All work will be done at a mutually agreed location and time.
• 1his project will be considered complete upon installation, configuration,
testing, and signoff by both parties.
Equipment Photos
Panasonic CF-30
Ganber-Johnsoi7 Tilt-S;vivel Attachment
2.5
Ledco Mount
'SQ1
,ram+
Gamber-Johiison Adapter Plate
TR11660 - Exhibit A
EXHIBIT "A" — ATTACHMENT 1
SYSTEM DESCRIPTION
To be provided at Detailed Design Review Phase of the project
EXHIBIT "A" — ATTACHMENT 2
Acceptance Test Plan
To be provided at Detailed Design Review Phase of the project
26
TR11660 - Exhibit A
EXHIBIT "B" — ATTACHMENT 1A
Regional Public Safety Intranet Demarcation Points
Non -Dispatch Facility
Responsibility
Responsibility
CAD System
CITY LAN
All extended CITY LAN
Infrastructure up to and
equipment along with software,
including physical network
client licenses, desktop
connectivity from the RPSI
workstations, peripheral
to a single pre -defined
equipment to provide
CITY location.
communications to City "read
only" CAD workstations and all
existing interfaces. (Future
interfaces to the SHERIFF -
supplied systems do not apply.)
Advanced Tactical
CITY LAN
Infrastructure up to.and
All extended CITY LAN
Mapping
including physical network
equipment along with software,
connectivity from the RPSI
client licenses, desktop
to a single pre -defined
workstations, peripheral
CITY location.
equipment to provide
communications to City ATM
workstations and all existing
interfaces. (Future interfaces to
the SHERIFF -supplied systems
do not apply.)
Fire Records
CITY LAN
Infrastructure up to and
Desktop hardware and all LANs
Management
including physical network
connected to the FRMS; non -
System
connectivity from the RPSI
standard or customized software
to a single pre -defined
desired by CITY
CITY location.
FRMS standard site and
client desktop software
licenses will be provided
from SHERIFF to CITY.
27
TR11660 - Exhibit A
EXHIBIT "B" —ATTACHMENT 1 B
Regional Public Safety Intranet Demarcation Points
Mobile Data - Fire Rescue Frontline Vehicles
RPSI Po
npmqrr,
SHER
ElResponsibility
'
Responsibility
Trunked Radio
Gold Elite Console(s)
Infrastructure up to the
All mobile and portable
System
SHERIFF -owned Gold
radio subscriber units
Elite/P25 IP Console(s)
including any software
located in the Regional
required to operate on
and/or Non -Regional
the RPSI Trunked Radio
Dispatch Center.
System; and any
advanced features and
other monitoring
equipment, as desired.
CADS stem
y
CITY LAN
Infrastructure and software
All vehicle related
up to and including the
CAD server, MDT
peripheral equipment
hardware, MDT regional
and any monitoring
CAD client software
equipment. Non -
licenses, and the needed
Regional or customized
communications via the
software desired by
RPSI.
CITY. (Future interfaces
to the SHERIFF -
supplied systems do not
apply.)
AVL System
Frontline Vehicle
Infrastructure up to and
All vehicle -related
including the AVL server,
peripheral equipment
and GPS devices located in
and any remote
Fire Rescue frontline
monitoring equipment
vehicles.
and software.
28
TR11660 - Exhibit A
RPSI Portion
Demarc
SHERIFF
CITY
Responsibility
Responsibility
Mobile Data
Frontline Vehicle
SHERIFF will assume
All vehicle related
Terminals
capital and lifecycle
peripheral equipment
procurement of MDT's and
and any monitoring
associated regional
Equipment. CITY
standard software for Fire
responsible for wireless
Rescue frontline vehicles
modems and recurring
operating costs. Non -
regional or customized
software desired by
CITY.
Fire Record
SHERIFF
SHERIFF infrastructure up
Acquisition of FIRMS
Management
infrastructure
to and including the FRMS
standard site and client
System
Server and the needed
mobile software licenses
communication interfaces
will be the responsibility
via the RPSI.
of CITY. All vehicle
related peripheral
equipment and any
monitoring Equipment.
Non -regional or
customized software
desired by CITY.
(Future interfaces to the
SHERIFF -supplied
systems do not apply.)
29
TR11660 - Exhibit A
EXHIBIT "B" — ATTACHMENT 2 (Drawings)
RPSL• ILA Non-DIARMch Facility_
Apobeatlon DMARC
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31
TR1 1660 - Exhibit A
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32
TR11660 - Exhibit A
EXHIBIT "C"
Equipment List
Model numbers are provided for reference only in this proposal and are subject to change.
Equipment list will be provided at detail design review phase of the project.
33
TR11660 - Exhibit A
EXHIBIT D
Change Management Request
Procedure --
Broward County Sheriff's Office
Communications Technology
Division
34
TR11660 - Exhibit A
Change Management Request Procedure
Introduction
This document defines the Change Management Request (CMR) process for any
component(s) that make up the Regional Public Safety Intranet providing delivery
of services to end -users. The CMR process will be used to specify the times and
conditions when designated tasks can be performed as maintenance on all
so are and equipment affiliated with the Regional Public Safety Intranet
including but not limited to the Public Safety Network (PSN), Trunked Radio
System, Computer Aided Dispatch (CAD) System, BI Query, PMDC, UDT/DSS,
E-911, etc.
Objective
The objective of the CMR process is to implement maintenance and expansion
guidelines that will assure system reliability; minimize the impact on end -users
and prevent unintended outage conditions.
Definition
The CMR process will be an ongoing activity involved with the scheduling,
communication and coordination of maintenance and construction activities
impacting the RPSI. This process includes a Request, Review and Approval
process. All change and maintenance activities are performed during
predetermined and mutually acceptable Maintenance Windows.
Scope
The CMR process should be followed for any installation, equipment and
software maintenance activity or any construction activity which either directly or
indirectly impacts the Regional Public Safety Intranet.
CMR Process Requirements
All scheduled change and maintenance activities will require completion of an
electronic CMR form and must conform to the following criteria:
• All work requests that impact directly or indirectly the end -users of Public
Safety Mission Critical applications must be thoroughly documented in the
CMR forms and sent as an e-mail attachment to:
changemanagementASHERIFF org
SHERIFF's Communication Technology Division (CTD) will review all
requests and obtain consensus from Operations and from all impacted end -
users on scheduling the Maintenance Window for the request.
35
TR11660 - Exhibit A
• Activities will be scheduled and performed only during predefined or mutually
acceptable Maintenance Windows.
• The Requestor submitting the Method of Procedure (MOP) form must identify
the scope of the associated outage and a best estimate of the duration of the
activities involved in the project. Stop times must take into account the time
needed to restore the system to an operational state.
• Following SHERIFF CTD approval of the submitted Method of Procedure
(MOP), a project coordination meeting involving representatives of all
involved or impacted parties will be scheduled by the assigned CTD Program
Manager prior to the start of the scheduled work.
MOP Requirements
• The MOP must clearly state the objective(s) of the work to be performed; the
parties performing the work; the parties impacted by the work and the steps to
be completed by each party.
• A Maintenance Window identifying a clear Start and Stop time and a work
flow schedule must be developed and included as part of the MOP.
• The scheduled work must follow the predetermined schedules identified in the
MOP, and, as previously noted, stop times must take into account the time
needed to restore the system to an operational state.
• The MOP must clearly identify the Program Managers responsible for
coordination of the activity and provide telephone numbers and any other
relevant contact information.
• The MOP must include an escalation list with notification time frames should
unforeseen problems occur that would result in an outage extending beyond
the scheduled Maintenance Window.
• The MOP must include a fallback plan should the original plan not work.
Emergency Maintenance
Emergencies by their nature are not a part of the CMR process, but can seriously
impact end -users and any scheduled maintenance activities.
In the event of an emergency outage, both the affected end -user and first
responder must notify the designated on -call person for the Communications
Technology Division (CTD). An on -call list will be provided to each 911/Dispatch
36
TR11660 - Exhibit A
Center Duty Officer and Manager. The CTD contact will be responsible for the
following actions:
• Identifying and assigning resources to work the emergency.
• Acting as a liaison between the maintenance provider and the 911/Dispatch
Center Duty Officer and Manager for the duration of the outage or service
deqradation.
• Documenting response times and actions taken, followed by generating an
after -action report.
The maintenance provider(s) responding to an outage or service affecting
emergency must take the following measures following notification:
• Upon notification, use remote access to diagnose and repair the problem or
arrive on site within the contracted time frames of the responder's
maintenance agreement.
• Assess the nature and scope of the problem.
• Notify the SHERIFF CTD on -call person of all actions to be taken and provide
the best possible estimate of the duration of the outage or service
degradation.
• Notify the SHERIFF CTD on -call person of any break in maintenance activity
prior to completion of the repair for any reason.
• Provide periodic updates for extended outages.
• Document each step of the repair/troubleshooting process as it is performed.
• Within 24 hours of completion of a repair, provide a written summary of the
problem and the measures taken to repair the problem and (if relevant)
prevent similar future outages.
• SHERIFF CTD managers will review the submitted documentation and on a
case by case basis schedule a debriefing session to review the steps taken to
resolve the problem and suggest changes or improvements for responding to
future unscheduled outages.
Maintenance Windows
• The standard weekday Maintenance Window for Public Safety
Communications Operations is 12:01 AM — 06:00 AM Sunday through
Thursday or as otherwise specified by the Operations managers.
37
TR11660 - Exhibit A
• The standard weekend Maintenance Window for Public Safety
Communications Operations is 5:01 AM — 02:00 PM Saturday and Sunday or
as otherwise specified by the Operations managers.
• A CMR must include sufficient time to perform a back -out of the change within
the Window timeframe and restore systems to their normal operational state.
• A CMR that requires work to be performed outside the standard Maintenance
Windows must include justification for performing the work during a non-
standard window and be approved by SHERIFF's CTD.
Change Management Reauest
Process Work Flow
Reauestor GTD
Submit rReview Request
Request to . Log in CMR
L CTD Database
Assign
Program
Manager
Program Rev ews MOPetI
f
Revise MOP No MOP \ ves
and Resubmit - '�-epproved?
V
Schedule
Maintenance
Window With All
Parties
fReview ResUltS ,� - - --+- -- --
Notify End -Users,'. Send E-mail
Notices to
of Unsuccessful
Attempt End -Users
T
No /CMR ProJect�� ves Close CMR. � 1, Notify End -Users
-- Successful ►1 Document the ! of Successful
"Completion? I Results. ��� Completion
38
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M
TR11660 - Exhibit A
End -User Notification
Not less than ten (10) business days prior to an approved CMR project affecting the Regional Public Safety Intranet, the SHERIFF
CTD project manager must notify all end -user management by e-mail of the pending activity with all CMR and MOP documentation
attached. The e-mail should summarize the attached documentation but must include:
• A list of all affected end -users.
• A generic statement of nature of upgrade nr maintenance procedure and the
operational need to make the change.
• The Maintenance Window, date and time the work will be performed including the
projected end time.
• A generic impact statement that identifies the nature of the work being performed;
the impact of the work on the end -user while the work is performed and the effect of
the work on the restored system or application.
• Telephone numbers of project managers and key staff involved in the activity.
Approval Authority
Any and all activities being performed must be supported by an approved CMR document.
C-40
TR11660 - Exhibit A
Public Safety Communications
Communications Technology Division
Change Request Form
Note: Complete and submit to the Communications Technology Division at
an a Wanagemento-sheritt.org. All Change Requests submitted prior to
Wednesday are reviewed during the Thursday morning conference calls and
either approved or returned for modifications. Please allow a minimum of ten
(10) business days from the date of approval for your Maintenance Window to be
scheduled. Any work performed on the Public Safety Communications Network,
its supporting infrastructure, or the application servers must be documented and
approved in a CMR.
Today's Date and Time:
Requestor Name:
Requestor Company Name or
A enc
Requestor E-Mail:
Requestor Phone Number:
Office:
Mobile:
Briefly describe the Work to Be
Performed:
Identify End -Users & sites impacted
by the work to be performed:
C-41
TR11660 - Exhibit A
What is the expected and desired
end result of the Work to be
Performed?
Identify any loss or degradation of
functionality and the impact on end -
users during the Maintenance
Window:
Identify your On -Site Contact during
the scheduled Maintenance Window:
Z
Start Date & Time:
Requested Maintenance Window for
Work to be Performed: Stop Date & Time:
Start Date & Time:
Approved Maintenance Window for
Work to be Performed: -stop Date ATime:
Maintenance Window
Approved By:
Assigned MOP Tracking Number:
Date:
C-42
TR11660 - Exhibit A
I
Method of Procedure — for Primary Contractor or Service Provider
Note: An MOP must be completed for each Contractor or Service Provider
working on a specific project. Use electronic attachments as needed.
Company or Agency Name:
Project Manager Name:
Project Manager Office Phone Number:
Project Manager Mobile Phone Number:
Project Manager E-Mail:
Detailed Project Description
Specify each step in the MOP
Work Process. Attach additional
pages or any supporting
documents as needed:
Describe back -out and
restoration plans if stated project
goals are not achieved within the
allotted Maintenance Window:
C-43
TR11660 - Exhibit A
CTD to complete Items 1 through 10 Below:
j (2) Name:
(1) CTD Contact for Project: (3) Mobile Phone Number:
- ai :
(5) MOP Type:
(6) FYI — Non -Service Affecting:
❑
(7) Scheduled — Potential Service Affecting:
❑
(g) Scheduled — Service Affecting:
❑
(9) Scheduled — Outage Required:
❑
(10) Emergency:
❑
Reviewer Comments:
Method of Procedure Approved By:
Date Approved
C-44
TR11660 - Exhibit A
EXHIBIT "E"
Proiect Charter
PROJECT CHARTER
Project Name:
Department/Agency Sponsor:
• What department is the primary proponent of this
project? (Enter one)
• Who. within that department, is the Project Sponsor?
• Is this a Regional Project, i.e. does it have significant impact on regional applications or
resources (Y/N)?
Department Co -Sponsor:
Department/Agency Project
Rank:
If this project is mandated or is Mandated by
required for continued business , Whom?
operation:
Impact of not
meeting mandate?
Document History
Version Date Author
Reason for Change
R
C-45
TR11660 - Exhibit A
Project4. Description
Project Purpose / Business Justification
Objectives
Deliverables
Clear Statement of What This Project Will Not Include
Project Success
Project Milestones
Major Known Risks(including significant Assumptions)
Risk Rating (Hi, Med, Lo):
List the most significant risks to the project:
1.
Constraints
C-46
TR11660 - Exhibit A
External Dependencies
Resources Information
Funding Source Select one ofthefollowing: Operating Budget, Capital Budget, Grant, Other. 6y-0ther, please provide a
description)
Estimate of Implementation Cost
Implementation Cost: $
Estimate time required of Multi -Department Staff (Add rows as needed)
Role
Hours needed
Estimate time required of other Organization Staff (Add rows as needed)
Role
Hours needed
In the CalendarlFiscal Year column, change years as approrfate.
In the Capital and Operational columns, click on each entry once to select the full field (0.00) completely before entering
the dollar figure.
In the Totals row, total the dollar figure in each column by placing the cursor on dollar figure field, clicking once to select it
then clicking the right mouse button and selecting Update Field.
Calendar Year (1, 2, 3) or Fiscal Year I Capital ($U.S.) I Operational ($U.S.)
(2004-5, 2005-6)
1 2007-8 1 0.00 1 0.00 1
C-47
TR11660 - Exhibit A
2008-9
0.00
000
2009-10
0. C0
0.00
20010-11
0 00
0.00
20011-12
0.00
0.00
Totals
0.00
0.00
Place an X in the appropriate adjacent box:
Organization -Managed and Hosted
Vendor -Managed and Hosted
Organization -Managed, Vendor -Hosted
Vendor -Managed, Organization -Hosted
Place an X in the appropriate adjacent box:
Sole -Source / Amend Contract
RFP / Competitive Bid
In -House / Custom -Develop
Other:
Types8. of ••
Place an X in the appropriate adjacent box:
Turnkey Solution
Supplemental Staffing (Time/Materials)
Vendor -Assisted (Fixed Price)
Hardware / Software
Other:
None / Not Applicable
'Sign -off
Name
Title
Signature
Date
(MM/DD/YYYY)
Business Sponsor
Project Manager
Customer A
Customer B
Customer C
[Customer D
C-48
TR11660 - Exhibit A
List all files supplemental to this Charter here.
Document Name
Filename and Location
C-49
TR11660 - Exhibit A
EXHIBIT "F" — ATTACHMENT 1
Service Level Agreements
Terms and Conditions
INTRODUCTION
This purpose of this Service Level Agreement (SLA) is to clarify the mutual expectations of the
CITY and the SHERIFF. Changes in software and hardware architecture make it imperative
that all members understand their mutual responsibilities. _
1.0 MAINTENANCE SERVICE AND SUPPORT
1.1 Maintenance Service and Support being provided are based on the Severity Levels as
defined below. Each Severity Level defines the actions that will be taken by SHERIFF for
Response Time (MTTR), Resolution Time, and Resolution Procedure for reported errors.
Response Times for Severity Levels 1 and 2 are based upon voice contact by CITY, as
opposed to written contact by e-mail, facsimile or letter. Should delays by CITY prevent
scheduling of downtime to resolve an issue, SHERIFF will not be held responsible for
Resolution time frames listed below.
SEVERITY
- DEFINITION
MTTR
TARGET
LEVEL
(Mean Time To ;
RESOLUTION -'
Respond)
1
Failure/Outage occurs when the system is not
functioning which prohibits continuance of
mission critical operations.
i<_30 minutes of initial
voice notification*
Resolve within 24
hours of initial
notification*
2
Failure occurs when an element in the system is
<_ 24 business hours
Resolve within 5
not functioning that does not prohibit continuance
of initial voice
standard
of normal daily operations.
notification.*
business days of
initial notification*
3
An Inconvenience occurs when software or
s48 business hours
Resolution
hardware causes a minor disruption in the way
of initial notification
determined on a
tasks are performed but does not stop workflow.
case by case
basis.
Does not apply to "HEAD-UNLY" CAD Systems
1.2 The CITY System Administrator shall conduct a preliminary error review to verify a
problem, determine if such is the direct result of a defect in Hardware, Software, or other and
the direct conditions under which the problem occurred, identify the applicable urgency rating
scale by which errors, problems, and other issues are scheduled ("Severity Level'), and
ascertain that errors are not due to an external system, data link between systems, or network
administration issue prior to contacting SHERIFF.
1.3 CITY shall assign an initial Severity Level for each error reported, either verbally or in
writing, based upon the Severity Levels defined above. Severity Level 1 or 2 problems should
be reported verbally to the SHERIFF by CITY representative or System Administrator.
C-50
TR11660 - Exhibit A
SHERIFF will notify the CITY if SHERIFF makes any changes in Severity Level (upgrade or
downgrade) of any CITY -reported problem.
1.4 SHERIFF shall provide telephone support for maintenance issues 24 hours per day; 7
days a week (24 x 7).
1.5 All requests for support for the products specified in this Exhibit will be logged with the
SHERIFF Customer Support Center ("CSC") via telephone at 1-954-831-8301 or email at
bsosuoportc@magic.com.
1.6 SHERIFF will provide CITY with a resolution within the appropriate Resolution Time and
in accordance with the assigned error Severity Level when SHERIFF diagnostics indicate that
the error is present. Additionally, SHERIFF will verify: (a) the Hardware and Software operates
in conformity to the System Specifications, (b) the Hardware and Software is being used in a
manner for which it was intended or designed, and (c) that the Hardware and Software is being
used only with SHERIFF approved Hardware or Software. Resolution Time period shall not
begin to run until such time as the verification procedures occur. SHERIFF will continue to
provide service support under this Inner Local Agreement until final resolution is determined.
1.7 Should SHERIFF determine that it is unable to correct such reported error within the
specified Resolution Time, SHERIFF will upgrade and escalate its procedure and assign such
personnel or designee to correct such error. This will include automatic problem call escalation
to appropriate levels of SHERIFF Management.
1.8 Any and all Maintenance Service provided for herein shall be warranted under the
following terms and conditions:
a) Third party hardware, software, and any other related supplies shall conform to any and
all applicable industry approved technical, functional, and performance specifications;
b) The System is free of modifications and alterations which have not been pre -approved
by SHERIFF.
c) The System is free of any evidence of negligence, misuse and/or abuse, intentional or
otherwise.
1.9 Unless otherwise specified herein, any and all suspected errors will be investigated and
corrected at SHERIFF Facilities. SHERIFF shall decide whether on -site correction of any
Hardware and Software error is required.
1.10 Any third party equipment supplied by SHERIFF shall be guaranteed by the
manufacturer's warranty for that equipment.
2.0 RECORD —KEEPING AND REPORTING RESPONSIBILITIES
2.1 SHERIFF will provide verbal and written status reports on Severity Level 1 troubles.
Written status reports on outstanding errors will be provided to CITY System Administrator on a
monthly basis upon request.
2.2 SHERIFF shall provide annual account reviews to include: a) service history of site; b)
downtime analysis; and c) service trend analysis.
2.3 SHERIFF will prepare the following reports (for PremierCAD software only), to include
C-51
TR11660 - Exhibit A
a) System Analysis MEASURE:
PEEK:
VI EWSYS:
E M SA/TM DS
File Sizing:
Evaluate disk and CPU load
Evaluate memory availability and use
Evaluate use and availability of PCBs
Review logs for hardware reports
Review file sizing on changeable files
b) Pathway Analysis Evaluate effectiveness of system configuration for current
load.
--Evaluate erver statistics.
Evaluate efficiency of server class maximum and minimum
settings.
c) Performance Analysis TMX Timings: Evaluate application response times
d) Printrak Technical Support Analyst. Based on the Annual System Performance Review
and Reports, the Printrak Technical Support Analyst will review findings and recommend
software or hardware changes to improve overall operations.
3.0 MISCELLANEOUS
3.1 When SHERIFF performs service at the System location, CITY agrees to provide
SHERIFF, at no charge, a non -hazardous environment for work with shelter, heat, light, and
power and with full and free access to the System.
3.2 CITY will provide all information pertaining to the CITY owned hardware and software
elements of any equipment with which the System is interfacing that enable SHERIFF to
perform its obligations under this Service Agreement.
3.3 It is not required that parts furnished by SHERIFF be newly manufactured. SHERIFF
warrants such parts to be equivalent to new in performance. Parts replaced in the course of
repair shall, at the close of maintenance, become SHERIFF's property.
3.3 CITY will provide a qualified System Administrator for the Printrak System Portion to
perform all functions as defined in Printrak's Systems Administrator's guide which has been
provided to the CITY under separate cover.
3.4 Upon the expiration or earlier termination of this Agreement, CITY and SHERIFF shall
immediately deliver to the other Party, as the disclosing Party, all Confidential Information of the
other, including any and all copies thereof, which the other Party previously provided to it in
furtherance of this Agreement. Confidential Information shall include: (a) Proprietary materials
and information regarding technical plans; (b) any and all other information, whether in a
softcopy or hardcopy medium, including but not limited to data, developments, trade secrets and
improvements that is disclosed in any form by SHERIFF to CITY; (c) all GIS, address,
telephone, or like records and data provided by CITY to SHERIFF that is required by law to be
held confidential.
3.5 This Service Level Agreement does not grant directly, by implication, or otherwise, any
ownership right or license under any patent, copyright, trade secret, or other intellectual property
including any intellectual property created as a result of or related to the products sold or
Services performed under this Service Level Agreement.
4.0 SOFTWARE UPDATES
C-52
TR11660 - Exhibit A
SHERIFF shall provide software updates as defined below:
4.1 Supplemental Release is defined as a minor release that contains primarily error
corrections to an existing Standard Release. It may also contain limited improvements that do
not affect the overall structure of the Software. Supplemental Releases can be installed
remotely. Supplemental Releases are identified by the third digit of the three -digit release
number, shown here as underlined: 1.2.3".
42 Standard RalPasa is riefineri as a majnr Cell -ace of Sofl�AQre tha't GentaiPS prod-1--rat--
enhancements and improvements such as new databases, modifications to databases, new
server/requesters, etc., and may involve file and database conversions, System configuration
changes, hardware changes, additional training, modifications of Software license terms, on -site
installation, and System downtime. Standard Releases are identified by the second digit of the
three -digit release number, shown here as underlined: 1.2.3".
4.3 Product Release is defined as a major release of Software considered to be the next
generation of an existing product or a new product offering. Product Releases are identified by
the first digit of the three -digit release number, shown here as underlined: 1.2.3".
4.4 The CITY will not be required to pay any additional license fees for SHERIFF provided
Software Releases.
4.5 At CITY's request, SHERIFF will provide a current list of compatible hardware operating
system releases. A list of Software Supplemental or Standard Releases will also be made
available at no charge to CITY.
4.6 CITY must maintain all hardware and software connected to the SHERIFF's network to
the latest compatible revisions.
6.0 ADDITIONS AND CHANGES
5.1 The CITY may request an enhancement to System functionality. Enhancement requests
are submitted to SHERIFF Communications Technology Division (BSO CTD) for review. If BSO
CTD accepts the enhancement request, request will be referred to the Program Management
Team for possible inclusion in a future project. SHERIFF CTD will provide a response to the
enhancement request within ninety (90) standard business days upon written receipt of initial
request. If accepted, a proposed Project Plan will be furnished with any applicable
enhancement fee. The CITY may choose to pay for an enhancement request that has been
accepted by Program Management but is not viewed as a high enough priority to include in a
release.
6.0 ACCESS
6.1 The CITY agrees to maintain any and all electrical and physical environments in
accordance with System manufacturer's specifications.
6.2 The CITY agrees to ensure System accessibility, which includes physical access to
building as well as remote access. Remote access is required and will not be substituted with
on -site visits if access is not allowed or available.
7.0 EXCLUSIONS
C-53
TR11660 - Exhibit A
7.1 Maintenance Service and Support not listed in this SLA are excluded, and SHERIFF
shall not be liable under this Agreement for such services. Exclusions consist of, but are not
limited to:
a) Any service work required due to incorrect or faulty operational conditions, including but
not limited to equipment not connected directly to an electric surge protector, equipment
used in a non -office environment, and equipment not properly maintained in accordance
with guidelines set forth in the manufacturer's User's Guide;
personal property and/or devices connected to the System (or interconnected to devices)
whether or not installed by SHERIFF's representatives;
c) The repair or replacement of Equipment that has become defective or damaged due to
physical or chemical misuse or abuse from causes such as lightning, power surges, or
liquids;
d) The repair or replacement of any transmission medium, such as telephone lines,
computer networks, or the worldwide web, or for Equipment malfunction caused by such
transmission medium;
e) Accessories; custom or Special Products; office furniture which includes chair(s) and
workstation(s); modified units; or modified software;
f) The repair or replacement of parts resulting from the tampering by persons unauthorized
by SHERIFF or the failure of the System due to extraordinary uses;
g) Operation and/or functionality of CITY's personal property, equipment, and/or
peripherals and any non -SHERIFF provided application software including service of any
accessory, attachment, or component owned by CITY, whether or not installed by SHERIFF;
h) Removal, relocation, and/or reinstallation of System or any component thereof;
i) Services to diagnose technical issues caused by the installation of unauthorized
components or misuse of the System.
j) Operational supplies including, but not limited to, printer paper, printer ribbons, toner,
photographic paper, magnetic tapes, any supplies in addition to that delivered with the
System, and battery replacement for uninterruptible power supply (UPS).
k) Unauthorized installation of any Software or Hardware modifying Printrak Software
and/or the System.
7.2 CITY shall be responsible for payment of any desired service and support not included
within the scope of this SLA and such service or support shall be performed at the rates set
forth below.
tsniaoie rates are suo ect to a two Z hour minimum:
$100 per 8 a.m. — 5 p.m. (local time) Monday — Friday
hour
$150 per After 5 p.m. Monday — Friday, and all day on Saturday,
hour Sunday and SHERIFF established holidays
Travel In addition to the above hourly labor rates, all other actual
Expense travel related expenses may be char ed to CITY.
C-54
TR11660 - Exhibit A
LIST OF HARDWARE and SOFTWARE
The following lists the System hardware and software items under the ILA
coverage/control of SHERIFF's area of responsibility:
EXHIBIT ` — ATTACHMENT 2
Service Level Agreements
Trouble Ticket Workflow
S"ART
RM. A. NO.</Tb7 NO. \fieSW NO✓\(S nVS
Pro) NO. \ Oata NO ♦< Paging \> NC1<Slalion AbrtMg NA`\ iacJNy
YES
NO
YES
YES
♦
i
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YES
. Oven 1AaGo
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T�
YES... 4.... _.
_YES. •. _.yEg
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SLA � reSolVerl per >.____._ __- _—_ __---__. YES
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'wlrs: al3ere ly lCasea ern to to esc:delea lc B50 GiD, D OCTLrGhfl- :�ANO:R��>R_u
RA'1 O GAD TROl1BLE REPORTING WORK FLOW
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