HomeMy WebLinkAboutIGA - Radio System Use - Black Butte RanchDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.or
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of June 11, 2008
Please see directions for completing this document on the next page.
DATE: June 3, 2008
FROM: Sue Brewster DSCO 385-1714
TITLE OF AGENDA ITEM:
"Consideration of Board Signature of ;
IGA Contract # 2008-156 - Deschutes County and City of Redmond
IGA Contract # 2008-161 - Deschutes County and City of Bend Police Department
IGA Contract # 2008-159 - Deschutes County and City of Bend Public Works
IGA Contract # 2008-158 - Deschutes County and Black Butte Ranch
IGA Contract # 2008-157 Deschutes County and Sunriver Service District; all annual renewals for th
use of the Sheriffs Office Radio Communications Systems.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
Annual renewal of contracts for the use of the Sheriffs Radio Communications System. The language
of the agreement remains the same as last year except that there are slight increases in compensation
due to the addition of radios by each entity.
FISCAL IMPLICATIONS:
From;
City of Redmond - $ 2543 annually
Black Butte Ranch - $ 7304.00 annually
Bend Public Works - $ 124,168.00 annually
Bend PD - $ 158,032.00 annually
Sunriver Service District - $ 21, 247.00 annually
RECOMMENDATION & ACTION REQUESTED:
Approve and sign the IGAs listed above.
ATTENDANCE: Sue Brewster / Jon Sholes .
DISTRIBUTION OF DOCUMENTS:
Return signed originals to M. Goodin at DCSO Legal for distribution to parties for their signatures. .
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
Please complete all sections above the Official Review line.
June 11, 2008
Contact Person:
Sue Brewster
Contractor/Supplier/Consultant Name:
Department:
n/a
Sheriffs Office
Phone #:
385-1714
Goods and/or Services: An annual renewal of an Intergovernmental Agreement;
Contract No. 2008 - 158, between Deschutes County by and through it's Sheiffs Office
and Black Butte Ranch for the Ranch's use of the Sheriffs Radio Communication
System.
Background & History: This is an annual renewal; the terms of the agreement
remain the same from last year.
Agreement Starting Date:
July 1, 2008
Annual Value or Total Payment:
Ending Date:
June 30,2009
$7304.00 annually for 11 radio units
❑ Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
® Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? E Yes ❑ No
Departmental Contact:
Title:
Sue Brewster / Jon Sholes
County Legal / Communications
Department Director Approval:
Phone #:
385-1714 or 385-1400
Date
Distribution of Document: Include complete information if document is to be mailed.
Official Review:
County Signature Required (check one): ❑ BOCC LI Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
5/30/2008
Legal Review
Document Number
Date
Z 0 o $ --1
5/30/2008
REVD
LEGAL Go NSEL
For Recording Stamp Only
INTERGOVERNMENTAL AGREEMENT
CONTRACT NO. 2008-158
DESCHUTES COUNTY AND BLACK BUTTE RANCH
THIS AGREEMENT is made and entered into by and between Deschutes County, Oregon, a
political subdivision of the State of Oregon, by and through its Sheriff's Office, hereinafter
referred to as "Sheriff', and the Black Butte Ranch County Service District, by and through its
Police Department, hereinafter referred to as "Black Butte Ranch".
WHEREAS, Black Butte Ranch desires to contract with Sheriff for a Radio Communication
System for its police department.
WHEREAS, Sheriff is agreeable to providing such services as set forth in this Agreement; now
therefore,
IT IS HEREBY AGREED as follows:
1. Duration
1.1 Effective Date. This Agreement is effective July 1, 2008, and terminates at 11:59
p.m. on June 30, 2009.
1.2 Termination. Either party upon 180 days written notice to the other party may
terminate this Agreement. Termination under this paragraph shall not affect any
obligations or liabilities accrued prior to such termination.
2. Scope of Agreement
2.1 IT IS MUTUALLY AGREED THAT:
2.1.1 Sheriff will provide Black Butte Ranch with use of its Communication
System.
2.1.2 Black Butte Ranch agrees to abide by the terms of use provided under this
Agreement.
2.1.3 Black Butte Ranch may remain on Sheriffs Communication System as long as the Black
Butte Ranch's use does not unreasonably interfere with other authorized users of the
Communication System.
2.2 SHERIFF AGREES TO:
2.2.1 Provide Black Butte Ranch with access and use of its Communication System.
2.2.2 Be solely responsible for the operation and control of the Communication System,
including the management of the 800 MHz Simulcast Trunk Radio System.
2.2.3 Provide ID numbers for all Black Butte Ranch land talk group's radio.
2.2.4 Provide all maintenance and necessary repairs to its Communication Infrastructure
System.
2.2.5 Insure that any new users of the Communication System do not negatively impact the
functioning of the system.
2.3 BLACK BUTTE RANCH AGREES TO:
2.3.1 Inform Sheriff of the type and serial number of each radio using the system.
2.3.2 Insure all radios using Sheriffs Communication System meet the standards of Sieriff s
Radio Communication System now and when future expansion occurs.
2.3.3 Use only Sheriff's radio programs compatible with Sheriffs Communication System.
2.3.4 Insure the sole user of the Communication System is the Black Butte Ranch. Black Butte
Ranch shall now allow any other use of the Communication System, except in emergency
situations where Black Butte Ranch needs to communicate with another Black Butte
Ranch unit.
2.3.5 Prior to using the system, adopt standard operating procedures compatible with Sheriff s
Office procedures, which insure the systems availability when needed.
3. Compensation
3.1 Black Butte Ranch agrees to pay Sheriff the amounts set forth below:
3.1.1 $7,304.00 for annual radio use based on 11 units.
3.2 Payments of the amounts listed under section 3.1 shall be paid annually on July 1st
4. Partnership
4.1 Sheriff is not, by virtue of this Agreement, a partner or joint venture with Black Butte Ranch in
connection with activities carried out under this Agreement, and shall have no obligatio i with
respect to Black Butte Ranch's debts or any other liabilities of each and every nature.
5. Non -Appropriation
5.1 In the event sufficient funds shall not be appropriated for payment of consideration under this
agreement, and if Sheriff does no funds legally available for consideration from other sources,
then Sheriff may terminate this agreement in accordance with Paragraph 1.2
6. Attorney Fees
6.1 In the event an action, lawsuit or proceeding, including appeal therefrom, is brought for failure to
observe any of the terms of this Agreement, each party shall be responsible for its own attorney
fees, expenses, costs and disbursements for said action, lawsuit, proceeding or appeal.
7. Assignment
7.1 This Agreement is binding on each party, its successors, assigns and legal representatives, and
may not, under any circumstance, be assigned or transferred by either party.
8. No Waiver of Claims
8.1 The failure to enforce any provision of this Agreement shall not constitute a waiver by either
party to that or any other provision of this Agreement.
9. Entire Agreement
9.1 Notwithstanding and succeeding any and all prior agreement(s) or practice(s), this Agreement
constitutes the entire Agreement between the parties, and may only be expressly modified in
writing(s) signed by both parties.
DATED this day of 2008.
LARRY : L
Desc tes County Sheriff
ATTEST:
Recording Secretary
BOARD OF COUNTY COMMISSIONERS
FOR DESCHUTES COUNTY, OREGON
DENNIS R. LUKE, Chair
MICHAEL M. DALY, Commissioner
TAMMY (BANEY) MELTON, Vice Chair
DATED this day of 2008.
BLACK BUTTE RANCH SERVICE DISTRICT
Carl Burnham Jr., Chairman
GIL ZACCARO, Police Chief
GOVERNING BODY OF THE BLACK BUTTE RANCH SERVICE
DISTRICT
BOARD OF COUNTY COMMISSIONERS
FOR DESCHUTES COUNTY, OREGON
MICHAEL M. DALY, Commissioner
DENNIS R. LUKE, Chair
TAMMY (BANEY) MELTON, Vice Chair