HomeMy WebLinkAboutIGA - Radio Use - Sunriver Serv Distr10--rEe002 2{
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
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 the
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. .
annually for 6 MDT units.,
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. 2008-157, between Deschutes County by and through it's Sheriffs Office,
and the Sunriver Service District for the District's use of the Sheriffs Radio
Communications System.
Background & History: This is an annual renewal; the terms of the agreement
remain the same from last year, except for a slight increase in compensation due to the
addition of radios by Sunriver.
Agreement Starting Date:
July 1, 2008
Annual Value or Total Payment:
Ending Date:
June 30, 2008
$ 20,584.00 annually for 31 radio units and $ 663.00
❑ Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
X Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? X Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Departmental Contact:
Title:
Sue Brewster/Jon Sholes
County Legal / Communications
Department Director Approval:
Phone #:
385-1714 or 385-1400
Si
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Date
Distribution of Document: Include complete information if document is to be mailed.
Official Review:
County Signature Required (check one): ❑ BOCC X Department Director (if <$25K)
6/2/2008
El Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Date to ` 2, (�
Legal Review
Document Number: 2008-157
6/2/2008
For Recording Stamp Only
INTERGOVERNMENTAL AGREEMENT
CONTRACT NO. 2008-157
DESCHUTES COUNTY AND SUNRIVER SERVICE DISTRICT
LAW ENFORCEMENT COMMUNICATIONS SYSTEMS AGREEMENT
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 Governing Body of Sunriver Service District, by and through its Police Department,
hereinafter referred to as "Sunriver."
WHEREAS, Sunriver desires to continue its use of the Sheriff's Trunked Radio Communications
("TRC") and Mobil Data Communications ("MDC") Systems for Sunriver's police department; and
WHEREAS, Sheriff agrees to provide Sunriver use of such systems; 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 90 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 SHERIFF AGREES TO:
2.1.1 Provide Sunriver with use of its Trunked Radio Communication ("TRC")
System.
2.1.2 Provide Sunriver with use of its Mobil Data Communication ("MDC") System.
2.1.3 Allow Sunriver to remain on Sheriff's TRC and MDC Communication Systems
as long as Sunriver's use does not unreasonably interfere with other authorized
users of the either System.
2.1.4 Be solely responsible for the operation and control of the communication:
system, including management of the 800 MHz Simulcast TRC and MDC
Systems.
Page 1 of 4 IGA 2008-157 — Deschutes County and Sunriver Service District
Legal/C&A/Sher/IGA
2.1.5 Provide ID numbers for all Sunriver Police Department land talk group radios.
2.1.6 Provide ID access for all Sunriver Police Department ID's associated with Mobil
Data Terminal ("MDT") radios.
2.1.7 Provide all maintenance and necessary repairs to its communication
infrastructure system.
2.1.8 Insure that any new users of the Communication System do not negatively
impact the functioning of the system.
2.2 SUNRIVER AGREES TO:
2.2.1 To abide by the terms of use provided under this Agreement.
2.2.2 Inform Sheriff of the type and serial number of each radio and MDT using the
system.
2.2.3 Insure all radios using the Sheriff's TRC and MDC Systems meet the standards
of the Sheriff's current TRC and MDC Systems and any future expansion
system.
2.2.4 Use only Sheriff's radio programs compatible with Sheriff's TRC and MDC
Communication Systems.
2.2.5 Use only Sheriff's mobil data programs compatible with Sheriffs MDC System.
2.2.6 Limit use of the TRC and MDC Systems to Sunriver Police Department
personnel and Sheriff approved personnel, except in emergency situations
necessitating Sunriver Police Department communication with other Sunriver
departments.
2.2.7 Prior to using the system, adopt standard operating procedures compatible with
Sheriff's office procedures to ensure the availability of the TRC and MDC
Systems to all approved users at all times.
3 Compensation
3.1 Sunriver agrees to pay Sheriff the amounts set forth below:
3.1.1 $20,584.00 for annual radio use based on 31 units.
3.1.2 $663.00 for annual MDT use based on 6 units.
3.2 Payments of the amounts listed under section 3.1 shall be paid annually on
October 1st
3.3 Sunriver agrees to pay the full annual amount for each unit or MDT use added during
the term of this agreement.
Page 2 of 4 IGA 2008-157 — Deschutes County and Sunriver Service District
Legal/C&A/Sher/IGA
4 Partnership
4.1 Sheriff is not, by virtue of this Agreement, a partner or joint venture with Sunriver in
connection with activities carried out under this Agreement, and shall have no
obligation with respect to Sunriver's debts or any other liabilities of each and every
nature.
5 Constraints
5.1 This Agreement is expressly subject to the debt limitation of Oregon counties set forth
in Article XI, Section 10, of the Oregon Constitution, and its contingent upon funcs
being appropriated therefore. Any provisions herein, which would conflict with law, are
deemed inoperative to that extent.
6 Non -Appropriation
6.1 In the event sufficient funds shall not be appropriated for payment of service or support
under this Agreement, either party may terminate this Agreement in accordance with
paragraph 1.2.
7 Attorney Fees
7.1 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.
8 Assignment
9.1 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.
9 No Waiver of Claims
9.1 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.
Page 3 of 4 IGA 2008-157 — Deschutes County and Sunriver Service District
Legal/C&A/Sher/IGA
10 Entire Agreement
10.1 Notwithstanding and succeeding any and all prior agreements(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.
DESCHUTES COUNTY SHERIFF
Deschutes County Sheriff
ATTEST:
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
MICHAEL M. DALY, Commissioner
DENNIS R. LUKE, Chair
Recording Secretary TAMMY (BANEY) MELTON, Vice Chair
DATED this day of 2008.
MICHAEL KENNEDY, Sunriver Police Chief
GOVERNING BODY OF SUNRIVER SERVICE
DISTRICT
MICHAEL M. DALY, Commissioner
DENNIS R. LUKE, Chair
TAMMY (BANEY) MELTON, Vice Chair
Page 4 of 4 IGA 2008-157 — Deschutes County and Sunriver Service District
Legal/C&A/Sher/IGA