96-994Presented By:
Referred To:
RESOLUTION
' SAIIVT PAUL, �IV
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Council File # 9G - 99
Green Sheet # ��3 �
Committee:
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3 Resolved, that the proper city officials are authorized and
4 directed to execute a joint powers agreement with the County of
$ Ramsey which provides for shared usage and governance of a
6 Computer Aided Dispatch system (CAD).
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Requested by Dep me t of:
By: ��
Approved by
By:
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By: `�,J , j� _ � `t'"'4.,
—�_
Approval ommended by
By: A�Q
Form pro e `i o
By: ts � `
Approved by Mayor for S bi
BY� _���
Director:
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to Council:
CRISD96
Adopted by Council: Date: �,� o
AdoptiorLCertified by Council Secre _ ry:
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�EP11N7MENLOFFlCErCOUNCIL DA 1 ITI TED
. �p GREEN SHEET
CONTACTPERSON & PHONE INRIAVDATE INITIAUDATE
DEPAFIITAENT DIRECTOR G!N GOUNCII
ChieP Finney 292-3588 ^���N mnnoANer dT1'CLERK
MUST BE ON CAUNCIL AGENDA BY (�ATE) NUYBEH FOfi BU�('iEr DIRECTO � FIN. & MGT. SEFiVICES DIR.
ROUTING
� / ORUEFi MAYOR (OR ASSISTAIJn �
b
TOTAL # O CaNpTURE PAGES 1 (CLIP ALL L ATIONS FOR SIGNATURE)
ACTION REQUESTED:
Pass the attached Council &esolution authorizing a Joint Powers Agreement
with %amsey County to purchase, install, operate and manage a new Computer
Aided Dis atch S stem.
(iECOMMENDATIONS: Approve (A� or R61� (R) PERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING �UESTIONS:
_ PLANNING COMMISSION _ CNIL SEFVICE COMMIS$ION �� Has this personRirtn ever worked untler a contract for this department?
_ CIB CAMMITfEE _ YES 1�10
_ STAfF 2. Has this person�rm ever been a ciry employee?
— YES NO
_ DISTRICT CpUR7 __ 3. Does this person/firm possess a skill not normally po55essed by any current city employee?
SUPPoRTS WHICH COUNCII O&IECTIVE7 YES NO
Explain all yes answera on sepa�ate sheet and attach to green sheet
INITIATING PROBLEM, ISSUE, pPPORTUNIN (Who, What, When, Wherp, Why):
To purchase and operate a new Joint County and City computer aided dispatc
system which will serve both Communication Centers' operations. This
purchase has been approved and funded for the 1997 CIB. Please see attache
council resolution 9�-242.
ADVANTAGESIFAPPROVED; �� � �
1. Joint operation will be less costly to the taxpayers of both the City
and the County than two systems would be. 2. The necr CAD system is
necessary to continue operation of police record managemenC systems.
3. County will pay for 1/3 of the operating costs of the CAD system.
DISADVANTAGES IFAPPRO,VED. ��
None. ?�
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DISAWAMAGESIFNOTAPPROVED. � ��
Due to outdated technology the old system will become highly inefficient
and maintenance will become very costly.
70TAL AMOUNT OF TRANSACTION $ 6 2$, � O9 . 00 COSTlREVENUE BUDGETED (CIRCLE ONE) YES NO
See attachments for details
FUNDIfeGSOURCE County, CIB, Forfeiture Funt1ae71VITYNUMBER various
fINANCIAL INFORf.iATION (EXPLAIN)
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JOIZIT POWERS gGRE R1�f1?N 9 '
BETAEEN
TI�? COIINTY OF RAMSEY
AND
THE CITY OF ST. PAIIL
FOR A COMPDTER AIDED DISPATCH SYSTEM
This Agreement is between the County of Ramsey, Minnesota
(hereinafter referred to as "COUNTY") and the City of St. Paul,
Minnesota (hereina£ter referred to as "CITY"), both political
subdivisions within the State of Minnesota.
AHEREAS, in 1991, the CITY and the COUNTY entered into a Joint
Powers Agreement for the installation, operation and management of an
integrated CITY�COUNTY CAD system; and
Af�REAS, the integrated CAD system has proven to be of great
benefit to the citizens of the CITY and the COUNTY; and
WHEREAS, in March, 1996, the CITY issued a Request for Proposals
through the City/County Joint Purchasing Office for an upgrade to the
current CAD system; and
WFIEREAS, the CITY has selected SCC Communications Corp., 6285
Lookout Road, Boulder, Colorado as the vendor for the upgraded CAD
system; and
WHEREAS, the COUNTY has reviewed the proposal from SCC and finds
the system proposed by SCC to be acceptahle and to meet the C�UNTY's
current and future CAD needs; and
WHEREAS, the CITY and the COUNTY wish to enter into a new Joint
Powers Agreement relating to the upgraded CAD system;
NOA, THEREFORE, in consideration of the mutual promises contained
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herein, and pursuant to the provisions of Minn. Stat. §471.59, the
COUNTY and the CITY agree as follows:
I. ST8'm?�?N'�' OF PIIRPOSE
It is the purpose of this Agreement to set forth the
understanding of the parties regarding implementation, operation
and maintenance of an updated integrated CITY/COUNTY CAD
system("System").
II. SYSTEM LOCATION AIID OW13E:RSHIP '
A. System components will be physically located as described in
the SCC proposal dated April 24, 1996, which is incorporated
herein in its entirety by reference.
B. Both parties currently own hardware or software that will
either be exchanged or incorporated into the System, as
outlined in the proposal from SCC. Upon final System
acceptance, individual ownership of these items will cease.
C. Upon final System acceptance, the CITY will own 66 2�3g of
the System and the COUNTY will own 33 1/3� of the System.
III. SYSTEM
A. Either party may purchase hardware and/or software
enhancements to the System for itself so long as
incorporation of those enhancements does not degrade the
capabilities of the System or result in an expenditure to
the other party.
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B. A party purchasing enhancements shall notify the other party
regarding the type and expected date of implementation of
the enhancement.
IV. SYSTEM IISERS�BCCESS
A. The COUNTY may provide access to the System to other
municipalities within Ramsey County provided:
1. SCC agrees to such access;
2. the CITY will have no obligation to pay any costs
incurred because of the access; afid
3. the addition is coordinated through the System Manager.
B. The addition of other municipalities to the System by the
COUNTY will not change the COUNTY's obligation to pay a
minimum of 33 1/3$ of the System operating and maintenance
costs for the term of this agreement.
C. The CITY setains the right to re-evaluate the COUNTY's _
obligation for operating and maintenance costs at the end of
a two year period, which will commence on the date
additional Ramsey County municipalities are brought on to
the system. Use by the municipalities will be considered
COUNTY use if the COUNTY provided access.
D. The CITY retains the right to provide CAD services to other
municipalities outside of Ramsey County, provided such
action does not degrade the capabilities of the System. Any
revenues received by the CITY as a result of the CITY's
provision of CAD services to other municipalities shall be
applied 66 2/3� to the CITY and 33 1�3$ to the COUNTY as an
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offset to the parties' obligation to pay the System
operating and maintenance costs.
V. SYSTEM OPERATION
A. Upon final acceptance of the System by the CITY, the CITY
shall operate the System.
B. Any change in the System that will affect both parties which
can not be agreed upon by the System Manager and the
Sheri£f's Department's Director of Communications, must be
agreed upon in writing by the CITY Po3ice Chief and the
COUNTY Sheriff before it can be implemented.
C. ACCESS
1. The CITX and the COUNTY shall have access to the System
at all times for all information that the System makes
available to the System terminals, which shall be known
as "routine" access, All other access shall be "non-
routine" access.
2. The CITY and the COUNTY shall have "non-routine" access
to the System in accordance with an access schedule to
be cooperatively established between the COUNTY and the
System Manager.
3. Requests for non-routine access to the system by the
CITY or the COUNTY during non-scheduled times shall be
submitted to and determined by the System Manager.
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A. If either party wishes to terminate its participati.on in the
System, that party shall:
1. provide the other party written notice of the decision;
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2. offer to the other party for purchase at fair market
value the terminating party's interest in the 5ystem.
B. If both parties agree to the termination, the COUNTY and the
CITY, through the Ramsey County Sheriff and the St. Paul
Chief of Police, respectively, will establish a termination
date and termination plan no later than 90 days after
agreement to terminate has been reduced to writing.
VII. SYSTEM OPERATIONS AND MAINTENANCE
A. The CITY will operate and maintain the System at the St.
Paul Police Department Communications Center under the
direction of a System Manager.
B. It is the intention of the parties that the curxent Systems
Manager for the existing integrated CITY�COUNTY CAD system
will be the System Manager for the System.
C. If, during the term of this Agreement, the System Manager is
replaced, the CITY will give consideration to input from the
COUNTY in choosing a replacement, but the CITY retains the
ultimate authority to select the replacement.
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D. The System Manager shall:
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1. be fully trained in the operation and maintenance of the
System;
2. communicate and consult with the Sheriff's Department's
Director of Communications regarding operation,
upgrades, maintenance and enhancements of the System;
3. be responsible for day-to-day operations and maintenance
of the System;
4. be a full-time employee of the CITY assigned to work
during normal working hours, Monday through Friday; and
5. be on call 24 hours a day for non-routine 5ystem
emergencies.
VIII. COST
A. System Purchase
1. The CITY shall pay 66 2/3� of the purchase price oP
$628,709, or $419,139.
2. The COUNTY shall pay 33 1/3� of the purchase price of
$628,709, or $209,570.
3. The COUNTY shall pay its portion of the purchase price,
$209,570, to the CITY as £ollows:
a. $21,000 upon execution of an'agreement between the
CITY and SCC for the purchase of the upgraded CAD
system for $628,709;
b. $100,000 upon delivery of all hardware; and
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c. $88,570 upon receipt of notice from the CITY that
the System is fully operational and has been
accepted.
4. The COUNTY shall have no obligation to pay additional
funds for any System changes during the installation and
initial set up of the CAD upgrade unless the COUNTY
approves the change order in writing, provided the
COUNTY will pay no more than 1/3 of each change order up
to a maximum of $20,957 for all change orders.
B. System Operation and Maintenance "
1. The CITY shall pay 66 2/3� of the actual annual
operating and maintenance costs for the System and the
COUNTY shall pay 33 1/3� of the actual annual operating
and maintenance costs for the System, provided that the
CITY may re-evaluate this contribution ratio as provided
in Section IV.C.
2. The CITY sha11 submit a detailed invoice to the COUNTY
on a guarterly basis for 1�3 of the actual operating and
maintenance costs for the prior quarter, showing a
credit for any revenues received as provided in Section
IV.D.
3. The COUNTY shall make payment within 30 days of receipt
of the invoice, provided that all disputes and
calculation of interest shall be determined in
accordance with Minn. Stat. Section 471.425.
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The term of this Agreement is for the useful life of the System,
subject to the right of termination under Section VI.
%. DISPDTE
A. The System Manager and the COUNTY System representative
shall submit any matters that can not be resolved within a
reasonable period of time after good faith attempts to do
so, relative to the installation, operations, maintenance
and any other matter relating to the System in writing to
the CITY Police Chief and the COUNTY Sheriff.
B. The CITY Police Chief and the COUNTY Sheriff shall make a
final determination on any such disputes submitted to them.
%I. GENERAL PROVTSIONS _
A. ALTERATIONS. Any alterations, variations, modifications or
waivers of provisions of this Agreement shall only be valid
when they have been reduced to writing and signed by the
parties.
B. EQIIAL OPPORTIINITY AND CIVIL RIGHTS. The CITY and the COUNTY
agree to comply with all federal, state and local laws,
resolutions, ordinances, rules, regulations and executive
orders pertaining to unlawful discrimination on account of
race, color, creed, religion, national origin, sex, marital
status, status with regard to public assistance, disability
or age.
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C. DgT� PRACTICES. All data collected, created, seceived,
maintained or disseminated for any puxpose in the course of
this Agreement is gove=ned by the Minnesota Government Data
Practices Act, Minn. Stat. Ch. 13, and any other applicable
state statutes, any state rules adopted to implement the Act
and statutes, as well as federal laws and regulations on
data privacy.
D. AUDIT. Until the expiration of three (3) years after
termination of this aqreement, the CITY and the COUNTY agree
to maintain books, records and documents, and accounting
procedures and practices relevant to the contract, which
shall be subject at all reasonable times to inspection,
review or audit on site by either the Legislative Auditor or
the State Auditor, as appropriate.
E. NON VIOLENCE. CONTRACTOR shall make all reasonable efforts
to ensure that CONTRACTOR's employees, officials and
subcontractors do not engage in violence while performing
under this contract. Violence, as defined by the Ramsey
County Workplace Violence Policy, is any action that is the
use of physical force, harassment, or intimidation or abuse
of power or authority where the impact is to control by
causing pain, fear or hurt.
F. AORRFORCE DIVERSITY. CONTRACTOR shall make good faith
efforts throughout the term of this Agreement, and any
extensions thereof, to employ persons of color for all
classifications of work under this Agreement, and shall, if
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requested by COUNTY, submit a written report to the COUNTY
regarding such efforts and results.
G. ENTIRE �GRFFt�t�'N`r. It is understood and agreed that the
entire Agreement between the parties is contained hezein and
that this Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject
matter hereof, as well as any previous agreements presently
in effect between the CITY and the COUNTY relating to the
subject matter hereof. All items referred to in this
Agreement are incorporated or attached and are deemed to be
part of this Agreement.
IN WITNESS WWHEREOF, the COUNTY and the CITY have executed this
Agreement on the date last entered below.
COUNTY OF RAMSEY
By:
Aal Norgard, Chair
Board of County Commissioners
Date:
CITY OF SAINT PAUL
By : / G� � �.��e��S
Norm Co eman, Mayor
Date: O �� 3� ( �'
By:
Bonnie Jackelen, Chief Clerk
Board of County Commissioners
Date:
Approval recommended:
Bob Fletcher
Ramsey County Sheriff
Date:
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Approved as to form:
l�1 .�r.�-��
R en Rus er
Assistant County Attorney
Date: �f 2 �/��O
Funds available:
Fund No.:
Budgeting and Accounting
Ap ve t £ .
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Paul McClosl ey
Assistant City Attorney
Date: ��/ 3 �'�1�
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, � a��� o ct���1
Dire tor, Degartment of Finance
and Management Services
Date:
Insurance approved:
Risk Manager
Date:
Date:
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Presented By:
Referred To:
Committee: Date
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WHEREAS, the Saini Paul Police Depattment desires to purchase new equipment and upgrade the current
Computer Assisted Dispatch System (CAD) in the amount of S628,709, and
WHEREAS, the Ciry of Saint Pau{ must send a ietter of intent by Aprii 30, 1996 in order to secure this price, and
WHEREAS, the cost ot the system witf increase to �878,709 on May t, 1996 and wili increase to approximately �12
million in '1997, and
WHEREAS, the Saint Paul Police Department will be responsible for �420,000 and The Ramsey County Sheriff's
Department will be responsible for �210,000, and
�NHEARAS, an upgrade to the (CAD) system would reduce operating costs, increase operating speed, increase
dispatch funCtions, reduce man hours of data transfer, increase data storage, tactical map display, improved
geographic files, improved processing pathways, compatibie with City/Systems Unit software, possible future
expansionldevelopment, reduced set processing, industry standard software, software upgrades as released,
windows compatible, and
WHEREAS, the hardware upgrade would include: LAN based communications throughout the system, 486 based
PC workstations, and seperate agencies maintenance and reporting stations, and
WHEFiEAS, if no upgrade is acquired, the current CAD System wifi cease to operate and ihe software wiil no langer
be supported by the vendor. A CAD System failure wili adversely afFect other record keeping functions within the
Department, and
WHEREAS, the Saint Paul Police Department is funding $70,000 to make up the short fa0 in the Ci8 funding for this
project, and
WHEREAS, this proposal is contingent upon the Ramsey County funding 7/3 of this cost and the Saint Paul City
Council appropriating '1997 GB funding for $350,000, and
WHEREAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify that
there are available for appropriation funds in excess of those estimated in the 1996 budget; and
WHEREAS, The Mayor recommends that the fiotiowing addition be made to the � 996 budget:
FINANCING PLAN CURRENT BUDGET CHANGES AMENDED BUDGET
436 — Police Special Projects
34120 — Narcotics/Special Investigations
9830 — Use of Fund Balance 288,209 70,000 358,209
All Other Fund Financing 3,124,583 0 3,124,583
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RESOLUTION
CITY OF SAINT PAUL, MINNESOTA
Council Fle # � e �- � � a„
Green Sheet # � �
�`-4q�� 9
C08�095A
4 ' , .- ',� ;, �. Page 2 of 2
.46 � , - _ .
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4$ �L-99
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50 SPENDING PLAN
51 436 - Police Speciai Projects
52 34�20 - NarcoticslSpecial investigations
53 0848 - Other - Specialized Equipment 75,000 70,000 i 45,000
54 A41 Other Fund Spending 3,337,792 0 3,337,792
55 3,412,792 70,000 3,482,792
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58 THEREFORE SE iT RESOLVED, That the City Councii approves these changes to the 1996 budget, and intend to
59 approp 1 CIB m in t h e amo o f � 3 5 0,00 0 f thi p
Requesied by DepeHr�nt af:
Police
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Approvai Reco n e �adget Dir^ctor:
\
By:
Form
By:
Approved by Mayor ub i sion to CaLncii:
B�� � ���'�
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C08�095A
,, MRR-19-1995 14 � 79 C I T I ZEN ScR'J I'.� OFF I C'E 612 256 8689 P. a3/d3
TME\`T
Chief u'iltiam Finney �92-3588
j GREEN SHEET - N° 3 0 3
�EP,tfliMENT0IRE.�.TOR�� aGINCCWCII. ' F ����
QiY �1"[.A,rEY ^ GITY CLEPIt
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8l'OGR pIPKTOA � F�N.B NGT. ¢0.4t�f67�R i
MAWF(CRA'aS�ST0.tR� `�"7
TOT�L k OF SIGNqTUHE PAGES 1 (CUP ACL LOCATI6N5 FOR SIGN0.TUiiE}
Apprc+o•al of thc attached Council Resolution to se; up a budget in �:e Police DepartmenYs Narcotics-Special
Investigations fund to provide frir.cin� of S?�J,�00 to purhase ecjcipment zr.d upgrade the cunent Cornpu:er qided
Dispatc� System (CAD).
i x£eOUe.iENDaTi0t5: ppore A: n Pe:a� IR) ' AERSONAL SERYIGE CONTRACTS MUST ANSW ER TME FQLLOWIHG OUESTION9:
i__ PLAYNINO COMA+iSbICti _ Lrvlt 5�'d�CF tt+NMt<5:�� 1 flA3 t�19 FB'97�fm B�E� w'r�etl un�et a contra:: for thia 4�pan+nEni?
� �_ CI8C6MM0.iEE � ��S - N'�
� T 2 Hes fhFS peracnl:rtm wcr ba�rz e ci.y amployaa�
� _ sra=r _ VES NO
'—:�S'P�C1aUFT � g Ooee We parvonfirm possa� a ski8 nct mrma!'y poisesasd 6y eny curtar! ciN amployda7
i
; SV7POP.TB WF.ICH COUNC�I OBJECfnE� I YES NO
Expt�in sll yes enrvrort on EspllYt� i�ent anE etteUf to qresn eheet
o�voarunrtriwno.w�ret.wren.
An uporade to the CAD system would reduce operating cost;, reduce set processina, incrcase operating speed, increase �
di;patch fanctions, increase data stnrage, improve gecgraphical n"ies, tacticat map diap!ay, improve ptncessipg pathways, �
Ee campatible with CitylSystems Unit softwara, nrovide for future expansionldeveloptnent, utclude indastry standard
sofnvare, providc sofrware upgradas as rzlcased, and be windows cempaublE. i
i lie CA17 �ystcm will be efficieni, e�psrdabie �nd provide a!1 ef the above mzn,ianed advaniages.
TAe old system �vi11 be unable to stere encugh dztz to 5e effici�nt as cali load iacrzases• and raporting requests inerease.
n'S'I.lRTApE314 �O7APpA��EC.
Due to outd¢ted technology �he old system wil! necome hicFly' incff eient and maintenance w41! become very costly
nt,�-,•.ji •�"�� `.:"'1! lr��iei
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TO1nLAU"JUNTOFTRqNSACSIOfi 5 �''�1�n�„�n
i . M(1P
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COS7iFfYENUE BUDOETED (GRCLE ONE) YES NO
FUNDI«G 3oURCe c��� ���d(d3F� AC7IVITY NVMBER
FINANCfAL INFORMA7WN: �F%'lFM)
T:�T�9� o. �3
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