APPROVED O[_-r. c 0 c- 1r15 I, ~} u... PUBLIC SAFETY SERVICES AGREEMENT FY 14-15 and FY 15-16 -... ;., J; I i-,{l._ ' ~~:Ji~ i~::~''i 3:J I~. :;!!:,.,J This Public Safety Services Agreement (Agreement) is entered into between the Board of County Commissioners of Tulsa County, Oklahoma on behalf of the Tulsa County Sheriff (County) and the City of Tulsa, Oklahoma (Tulsa), a municipal corporation. : RECITALS WHEREAS Tulsa County has personnel to operate a regional public safety answering point (PSAP) but does not own a functional public safety communications facility; and WHEREAS Tulsa maintains and operates a public safety communications facility with equipment to support a regional PSAP (the "Tulsa 911 Center"); and WHEREAS County personnel have provided warrant clearing services to Tulsa that are not subject to a written agreement, and for which funds are owed from Tulsa to County; and NOW, THEREFORE, for and in consideration of the recitals above and the mutual covenants and conditions herein contained, County and Tulsa agree as follows: ARTICLE I: RESPONSIBILITIES OF TULSA! ' 1.1 Tulsa agrees to provide the following to County in a manner similar to and consistent with the technology and services it provides for itself: A. Function as County's primary public safety answering point (PSAP) for all Enhanced 911 emergency telephone service calls that are received from callers in unincorporated Tulsa County, callers in the Town of Sperry, callers at the Port of Catoosa, and callers in the City of Catoosa. Such calls will be answered by Tulsa's primary PSAP and transferred to County's PSAP co-located within the Tulsa 911 Center; B. Assign three adjoining operations stations in the Tulsa 911 Center for use by County. Two of the stations will be equipped with AT&T E911 phone consoles and backup phones. Three of the stations will be equipped with Motorola radio dispatch consoles and backup radios and display monitors to be shared between Tulsa computer-aided dispatch system (CADS) and County CADS workstations. Any costs to relocate equipment to these three stations will be borne by County; C. Allow badge access for County personnel who are working, supervising work, or supporting County technology to the Tulsa 911 Center building at 801 E. Oklahoma Street, Tulsa, Oklahoma, and to the gated EMSA parking lot to the east of the Tulsa 911 Center; 1
D. Allow County to reserve the A & B classrooms, the dispatch training room, and other 911 meeting rooms for the purpose of training and meetings, subject to the same reservation and priority practices as Tulsa users; E. Assign an office on the operations floor of the Tulsa 911 Facility for a County manager/supervisor to oversee the County PSAP within the Tulsa 911 Facility; F. Allow access to any of County's operational records, statistics, audio recordings, and incident reports available from the phone, radio, recording, and CADS technologies used by Tulsa 911; G. Assign one operations station in the Tulsa 911 backup site located at Tulsa Police Department headquarters for the use of County; 1.2 Specifically excluded from this Agreement are: A. Operation of the secondary PSAP for County; B. Services related to the use of Tulsa's 800 MHz radio system, which are covered under a separate Radio System Interoperability Agreement between the parties; C. Use of Tulsa's computer-aided dispatch system, TriTech InformCAD, for dispatching, but not for reporting of previous County incident history. See 1.1.D.; D. Services related to use of Tulsa's wireless data communications system for mobile access to records, including OLETS, NCIC and computer-aided dispatch system; E. Services related to the responsibility for the Tulsa County Jail by the Tulsa County Sheriffs Office. F. Mapping and cell phone routing verification services provided by contract between Tulsa and INCOG; 1.3 Tulsa reserves the right to deny access to the Tulsa 911 Center to any County employee that has previously been employed by Tulsa and has a personnel file marked with "unsatisfactory separation" or "do not rehire." 2
ARTICLE II: RESPONSIBILITIES OF COUNTY 2.1 County agrees to perform and/or provide the following services for its PSAP in the tulsa 911 Center: A. Provide personnel to staff the regional secondary public safety answering point (PSAP) in order to process all of County's emergency 911 and non-emergency calls for service, including unincorporated Tulsa County, Town of Sperry, Port of Catoosa, and City of Catoosa; B. Provide on-site or remote supervision at all times for County personnel manning the regional secondary PSAP. If a supervisor is not on-site, he or she will be available via call-out and a call-out list will be provided by County to Tulsa 911 Center supervisors; C. Provide all training materials, training, and quality assurance to County personnel responsible for working the County's PSAP; D. Abide by all Tulsa policies concerning security of the Tulsa 911 Center and criminal information systems; E. Perform all Tulsa County Sheriffs Office Oklahoma Law Enforcement Telecommunications System (OLETS) functions; F. Provide and maintain a computer-aided dispatch system (CADS) dedicated to regional incidents with connectivity to location data from Tulsa's E911 system. The County will supply network connectivity and computer workstations required to support such CADS; G. Provide, maintain, and answer any administrative and non-emergency phone lines which ring directly into the County's PSAP, including the after-hours Tulsa County Sheriffs Office main telephone number, if it is transferred to the Tulsa 911 Center; H. County shall provide Tulsa with its operational procedures for proper assignment of calls for service for regional law enforcement, fire, and emergency medical service, and will provide updates thereto on an ongoing basis; 2.2 County owes to Tulsa the annual amount of $139,968.00 for three quarters offy14-15. County owes to Tulsa the annual amount of$186,533.00 for all offy15-16. The cost to be paid to Tulsa by County is, unless otherwise noted, based on the population percentage multiplier used by IN COG to distribute wireless fees to 911 regional partners, where unincorporated Tulsa County, Sperry, Port of Catoosa and Catoosa account for 9.7% and 9.8% of the regional population in 2013 and 2014 respectively, and therefore 9.7% and 9.8% of the calls for 911 service, as shown in Exhibit A (for FY14-15) and Exhibit B (for FY15-16). 3
Separate and apart from the public safety dispatching services are warrant clearing services performed by Tulsa County Sheriffs Office deputies for the City of Tulsa. No agreement has been in place governing the provision of the warrant clearing services. However, the parties agree that the total amount owed by Tulsa to County for such warrant clearing services is $197,840.00 for the period beginning July of2013 up to and including June of2016. The parties further agree that this $197,840.00 amount is applied to offset the $139,968.00 owed by County to Tulsa for FY14-15 and the $186,533.00 owed by County to Tulsa for FYl 5-16. Therefore, the total amount owed by County to Tulsa is $128,661.00, all as set forth in Exhibit C hereto. 2.3 The parties wish to renew this Agreement for FY 16-17. In the event the parties choose to renew this Agreement for contract years subsequent to FY16-l 7, Tulsa will re-evaluate the costs for services provided herein and provide that information to County on or before the last working day of March each year. County will have until the last day in April each year to notify Tulsa in writing of its desire to renew the Agreement at the proposed rates. If County does not make this notification, this Agreement will expire by its terms. 2.4 County shall be responsible for ensuring that all regional calls for 911 service are routed via appropriate emergency service number (ESN) assignments to Tulsa's 911 Center. 2.5 County, and its officers, employees, agents, representatives, volunteers and designated emergency service providers shall comply with (i) all operational standards for radio usage established by Tulsa, the State of Oklahoma, the Federal Communications Commission or any other applicable regulatory entity, (ii) all Tulsa Police Department criminal reporting standards and procedures, provided that the Tulsa Police Department and Tulsa County Sheriffs Office shall confer on any modifications to reporting standards and procedures prior to implementation, and (iii) all Tulsa Police Department form requirements when producing criminal reports and records to be maintained by the Tulsa Police Department. 2.6 County is solely responsible for its own personnel costs, including salary, benefits and workers' compensation. ARTICLE III: OWNERSHIP OF RECORDS 3.1 County shall own and retain all records generated by Tulsa 911 Center operation involving calls for service to County's law enforcement, fire, and emergency medical service providers, although Tulsa shall act as the depository for all such records. In addition, County shall be the custodian of such records for purposes of authorizing their release pursuant to the Oklahoma Open Records Act, 51 O.S. 24A.1 et seq. ARTICLE IV: NOTICES 4.1 Each party shall designate one or more representatives who shall be responsible for the administration of this Agreement. Notices or communications required or permitted to be given under this Agreement shall be given in writing and delivered in person or sent to 4
the respective parties by certified mail, return receipt requested, at the address shown below, unless a party otherwise designates in writing. Notices or communications shall be deemed effective when received. County (for Operations Issues): Chief Deputy Michelle Robinette 303 W. First St. Tulsa, Oklahoma 7 4103 Telephone: (918) 596-4507 County (for Contract/Financial Issues): Brandi Holland Executive Assistant/Contracts Specialist 303 W. First St. Tulsa, Oklahoma 7 4103 Telephone: (918) 596-4680 Tulsa: Tulsa City Clerk's Office 175 E. 2nd Street, Suite 260 Tulsa, Oklahoma 74103 Telephone: (918) 596-7513 Facsimile: (918) 699-3183 Tulsa Public Safety Communications: Terry O'Malley, 911 Director Tulsa Police PSC Division 801 E. Oklahoma St. Tulsa, Oklahoma 74106-5941 Telephone: (918) 594-5709 ARTICLE V: TERM 5.1 This Agreement applies to the relationship between the parties for the period October 1, 2014 through June 30, 2016. 5.2 Upon mutual written agreement of the parties, including an amendment to document any changes in fees or other terms, this Agreement may be renewed for additional one-year periods beginning July 1, 2016. County must provide notice to Tulsa at least sixty (60) days prior to June 30th of each year that it desires to execute a renewal agreement. 5.3 Any other provision notwithstanding, in the event of failure of either party to appropriate sufficient funds to fulfill its obligations hereunder, this Agreement shall automatically terminate without further action. 5.4 This Agreement may be terminated by any party for any reason, or for no reason, upon ninety (90) days written notice to the other party. 5.5 This Agreement may be terminated by any party for cause upon the passage of sixty (60) days subsequent to the mailing of notice stating the cause and the requested cure, where cause has failed to be cured. 5.6 In the event of any termination of the Agreement earlier than the expiration set forth in this Agreement for the then-current term, compensation as set out above shall be reduced to account for the unexpired portion of the term. 5
ARTICLE VI: MISCELLANEOUS 6.1 It is mutually understood and agreed that neither party has an employer-employee relationship with the other. 6.2 This agreement constitutes the entire agreement between the parties and supercedes any prior agreement between the parties. 6.3 If any terms of this Agreement shall be declared invalid, illegal or unenforceable for any reason or in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions hereof and this Agreement shall be construed as if such provision had never been contained herein. 6.4 This Agreement may be amended only by a written instrument signed by both parties' contracting authority. 6.5 This Agreement is between Tulsa and County and creates no right unto or duties to any other person. No person is or shall be deemed a third party beneficiary of this Agreement. 6.6 This Agreement may be executed in several counterparts, each of which shall be deemed an original, but which together shall constitute one and the same instrument. 6
IN WITNESS WHEREOF, this Agreement is executed by the parties on the date set forth below, to be effective on the dates set forth herein. BOARD OF COUNTY COMMISSIONERS OF TULSA COU TY, OKLAHOMA ATTEST: CITY OF TULSA, OKLAHOMA Date: DEC 2 1 2016 ATTEST: Pf/~ APPROVED: 7
.-. I ' EXHIBIT A FY 14-15 (Tulsa County's share of Tulsa 911 expenses is based on data from previous year) (Share reflects occupancy for only last three quarters of FY14-15, so% of annual costs) INCOG Wireless Revenue Distribution (Based on Population from 2013 U.S. Census) Agency Name Population % Share Population % Sperry 1,229 0.3% Catoosa 7,159 1.6% 9.7% Tulsa County 34,596 7.8% City of Tulsa 398,121 90.3% 90.3% Total Population 441,105 100.0% 100.0% Item Description Annual Cost Population Annual TCSO & (FY13-14) Multiplier Regional Share A Enhanced 911 telephone services (AT&T) $1,302,923 0.097 $126,384 B MSAG & mapping annual maintenance (INCOG) $67,050 0.097 $6,504 c Audio recording annual maintenance (NICE) $44,075 0.097 $4,275 D Operations consoles annual maintenance (Eaton) $6,950 3of40 $521 E 911 Center utilities & facilities expenses (PW) $294,302 0.097 $28,547 F Primary PSAP staffing annual cost (Manpower)* $210,240 0.097 $20,393 FY13-14 ANNUAL TOTALS $1,925,540 $186,624 Total Tulsa County share for three quarters (Oct. 1, 2014 thru Jun. 30, 2015) $139,968 *PSAP = 8,760 hrs./yr. * 2 staff* $12/hr. Total Per Quarter $46,656 8
.. f - EXHIBITB FY15-16 (Tulsa County's share of Tulsa 911 expenses based on expenses of the previous year) (Share reflects occupancy for all of FY15-16) INCOG Wireless Revenue Distribution (Based on Population from 2014 U.S. Census) Agency Name Population % Share Sperry 1,246 0.3% Population % Catoosa 7,114 1.6% 9.8% Tulsa County 34,986 7.9% City of Tulsa 399,682 90.2% 90.2% Total Population 443,028 100.0% 100.0% Item Description Annual Cost Population Annual (FY14-15) Multiplier Regional Share A Enhanced 911 telephone services (AT&T) $1,291,759 0.098 $126,592 B Audio recording annual maintenance (NICE) $47,160 0.098 $4,622 c Operations consoles annual maintenance (Eaton) $6,950 3 of40 $521 D 911 Center utilities & facilities expenses (PW) $288,478 0.098 $28,271 E Primary PSAP staffing annual cost (Manpower)* $270,684 0.098 $26,527 *PSAP = 8,760 hrs./yr. * 2 staff* $15.45/hr. FY14-15 ANNUAL TOTALS $1,905,031 $186,533 I Total Per Quarter $46,633 9
f ' EXHIBITC (Reconciliation of Exhibits A & Band credit for warrant charges) Amount owed to Tulsa from County for three quarters of FY14-15 for $139,968.00 public safety dispatching services Amount owed to Tulsa from County for FYlS-16 for public safety $186,533.00 dispatching services Amount owed from Tulsa to County for City of Tulsa warrants that have $197,840.00 been cleared by Deputies for the Tulsa County Sheriff's Office for the period beginning July 2013 up to and including June 2016 NET AMOUNT DUE TO TULSA FROM COUNTY WITHIN 30 DAYS OF $128,661.00 EXECUTION 10