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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 01/18/2011 - RESOLUTION 2011-003 AUTHORIZING THE MAYOR TO ENTER DATE: January 18, 2011 STAFF: Susan Neiman _ Kraig Ecton Resolution 2011-003 Authorizing the Mayor to Enter into an Addendum to the Intergovernmental Agreement with Larimer County Regarding Joint Implementation, Operation and Use of a Computer Aided Dispatch, Records Management and Jail Management System. EXECUTIVE SUMMARY This Resolution authorizes the City of Fort Collins to add an addendum to the Intergovernmental Agreement between Larimer County and the City of Fort Collins for the Tiburon Computer Aided Dispatch/Records Management System. The addendum changes how additional costs, upgrades or other enhancements or improvements will be shared between Fort Collins Police Services and Larimer County Sheriff's Office. J BACKGROUND / DISCUSSION In 2004, Fort Collins Police Services (FCPS), along with Larimer County Sheriff's Office (LCSO), Colorado State University Police Department, Berthoud Police Department, Estes Park Police Department, Poudre Fire Authority and Poudre Valley Hospital Ambulance Service implemented a Computer Aided Dispatch Records Management (CAD/RMS)and Jail Management System (JMS). At that time and based on system usage, FCPS was responsible for 2/3 the cost of the system and maintenance and LCSO was responsible for 1/3 the cost of the system and maintenance. The other agencies fell under the umbrella of IGA's or Memorandums of Understanding with either FCPS or LCSO. Over the past six years, usage by LCSO and its umbrella agencies has increased. Due to this increase and due to the desire of FCPS and LCSO to continue to share in the use and cost of operating the CAD, RMS and JMS system, it is necessary to update the IGA to reflect a change in the shared costs of the system. FINANCIAL / ECONOMIC IMPACTS The only financial impacts of this Ordinance will be that the cost to FCPS will decrease because the county usage has increased since implementation of the system. The addendum clearly delineates that additional costs for maintenance, upgrades,or other enhancements or improvements to the System will be shared based on the following cost share formula: The system costs will be paid by the pro-rata share of each party as determined by the sum of that parry's CAD percentage and the RMS percentage from the previous year,which is then divided by two and multiplied by the system costs. STAFF RECOMMENDATION Staff recommends adoption of the Resolution. RESOLUTION 2011-003 OF THE COUNCIL OF THE CITY OF FORT COLLINS AUTHORIZING THE MAYOR TO ENTER INTO AN ADDENDUM TO THE INTERGOVERNMENTAL AGREEMENT WITH LARIMER COUNTY REGARDING JOINT IMPLEMENTATION, OPERATION AND USE OF A COMPUTER AIDED DISPATCH, RECORDS MANAGEMENT AND JAIL MANAGEMENT SYSTEM WHEREAS,City Council approved Resolution 2003-012 authorizing the Mayor to execute an"Intergovernmental Agreement Between Larimer County,Colorado and the City of Fort Collins, Colorado Regarding Computer Aided Dispatch and Related Systems" (the "CAD IGA"); and WHEREAS,the CAD IGA authorizes the City and Larimer County to jointly purchase,own and operate a computer-aided dispatch, records management, and jail management system (the "CAD System"); and WHEREAS, the purpose of the CAD System is to provide improved communication and information sharing between emergency services agencies in Larimer County; and WHEREAS, the CAD IGA allocates two-thirds of the cost of maintenance of the CAD System to the City and the balance to the County; and WHEREAS, use of the CAD System by various emergency services agencies in Larimer County has increased over the intervening seven years; and WHEREAS,staff for the City and Larimer County have agreed that current usage of the CAD System warrants modifying the sharing of maintenance costs to more fairly reflect actual usage; and WHEREAS, staff has prepared a proposed First Addendum to the CAD IGA (the "First Addendum") that would provide for such sharing of costs; and WHEREAS, the City and the County are authorized by Article XIV, Section 18 of the Colorado Constitution and Section 29-1-102 et. seq. of the Colorado Revised Statutes,to enter into intergovernmental agreements for the purpose of providing any service or performing any function which each can perform individually; and WHEREAS,the City Council has determined that it is in the best interests of the City to enter into the First Addendum. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the Mayor is hereby authorized to execute the First Addendum, in substantially the form shown on Exhibit "A", attached hereto and incorporated herein by this reference, with such modifications and additional terms as the City Manager, in consultation with the City Attorney, determines to be necessary and appropriate to protect the interests of the City. Passed and adopted at a regular meeting of the City Council held this 18th day of January, A.D. 2011. Mayor ATTEST: City Clerk EXHIBIT A FIRST ADDENDUM TO THE INTERGOVERNMENTAL AGREEMENT BETWEEN LARIMER COUNTY, COLORADO AND THE CITY OF FORT COLLINS, COLORADO REGARDING COMPUTER AIDED DISPATCH AND RELATED SYSTEMS THIS ADDENDUM is made and entered into by and between THE CITY OF . FORT COLLINS, COLORADO, a municipal corporation, (the "City") and LARIMER COUNTY, COLORADO, a political subdivision of the State of Colorado (the "County"), and shall be effective on the date signed by the City. WHEREAS, the City and County have previously entered into that certain Intergovernmental Agreement dated (the "Agreement"); and WHEREAS, the City and the County desire to continue share in the use and cost of operating a computer aided dispatch ("CAD") system, a records management system ("RMS"), a corrections management system ("CMS") and such other ancillary systems as the parties may choose to add (collectively, the "System"); and WHEREAS, the City and the County wish to amend the Agreement to clarify their respective roles and obligations under the Agreement, and WHEREAS, the parties are authorized to enter into intergovernmental agreements to provide any function, service or facility as provided in Article II, Section 16 of the Charter of the City.of Fort Collins and Section 29-1-203, C.R.S. NOW, THEREFORE, in consideration of mutual promises and covenants and other good and valuable consideration, the receipt and adequacy of which are acknowledged, the parties agree to amend the terms and conditions of the Agreement as follows: 1. That Section 3.1 of the Agreement is modified to read: 3.1 The City and County shall cooperate in the purchase of the System. The System will be purchased through the City's competitive purchasing process, and the City shall be responsible for coordinating that process, in accordance with the City's purchasing procedures and guidelines. The approximate cost of the System is anticipated to be $3,500,000. The City will provide 2/3 of the funding required to purchase the System, and the County shall provide 1/3 of the funding. Any grants, stipends or other outside funding or reimbursements shall be applied or credited to the City and County's shares in the same ratio as costs are shared and defined in Section 5. 2. That Section 5 of the Agreement is modified to read: Except as otherwise specifically provided in this Agreement each party will provide all utilities, personnel and other necessary supplies and support to properly operate that portion of the System that is located in its facilities. Additional costs for maintenance, upgrades, or other enhancements or improvements to the System (the "System Costs") will be shared based on the following Cost Share Formula. • The System Costs will be paid by the pro-rata share of each party as determined by the sum of that party's CAD percentage and the RMS percentage from the previous calendar year, which is then divided by two and multiplied by the System costs. • The CAD percentage and RMS percentage will be calculated as follows: • The CAD percentage: number of incidents per party divided by the total number of incidents. • The RMS percentage: number of case reports per party divided by the total number of case reports. For purposes of this Section, the term "party" means the City, and its partners as shown in Section 6.2 of this Agreement, or the County, and its partners as shown in Section 6.2 of this Agreement. The City and County may agree to modify the percentage of the Costs from that calculated by this Cost Share Formula on a case-by-case basis where the maintenance, upgrades, or other enhancements or improvements only benefit the City or County and their respective partners. The parties intend to set aside funds on an annual basis to be used for eventual upgrades to the System, subject to the appropriation of funds by the governing bodies of the City and County, which appropriation is entirely discretionary. The City and County will jointly designate an operational committee that will generate operational policy and oversee all operational issues. If funding is necessary, such committee shall seek funding from the appropriate governing bodies. 3. That Section 6.2 of the Agreement is modified to read: 6.2 The City and County agree that the following agencies are pre- existing partners and that such agencies are authorized to interconnect to the system. The pre-existing partners are as follows: • Colorado State University Police Department—currently partnered with the County; • Berthoud Police Department- currently partnered with the County; • Estes Park Police Department- currently partnered with the County; • Rocky Mountain National Park - currently partnered with the County; • Timnath Police Department- currently partnered with the County; • Poudre Fire Authority - currently partnered with the City; and • Poudre Valley Hospital Ambulance Services - currently partnered with the City. 4. That Section 6.3 of the Agreement is modified to read: 6.3 Such pre-existing partners are authorized under this Agreement to have interconnectivity with the system upon execution of an IGA with both the City and County. The City and County agree that any financial obligation of including these pre-existing partners in the use and access of the System has already been addressed in the Cost Share Formula and no additional funding shall be required of the pre-existing partners, except as outlined in their respective agreements. Any additional funding required of the pre-existing partners will be the sole decision of the City or County, whichever is the partner as noted in Section 6.2. 5. That Section 12 of the Agreement is modified to read: Either party may terminate this Agreement at any time, without cause, upon 1 year written notice to the other party, at the address given above for receipt of notices. Upon termination, each party shall retain possession of the portion of the System housed in its facilities, and each party shall assume responsibility for maintenance, repair and all other expenses or liabilities associated with ownership of that party's portion of the System. 6. All other terms and conditions of the Agreement shall remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this First Addendum to the Intergovernmental Agreement between Larimer County, Colorado and The City Of Fort Collins, Colorado Regarding Computer Aided Dispatch And Related Systems to be executed. For the County: LARIMER COUNTY, COLORADO A political subdivision of the State of Colorado By: Chair Board of County Commissioners ATTEST: Approved as to legal form: Deputy Clerk of the Board Assistant County Attorney For the City: THE CITY OF FORT COLLINS A Municipal Corporation By: Doug Hutchinson, Mayor ATTEST: Approved as to legal form: City Clerk Assistant City Attorney