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Home My WebLink About19-Information Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: June 15,2004 OR\G\NAL Subject: RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING A CONTRACT FOR 800 MHz RADIO TIME-AIR SERVICES BETWEEN THE CITY AND PATTON STATE HOSPITAL From: TOM MAREK, ACTING I.S. DIRECTOR Dept: ADMlNIINFORMATION SERVICES DIVISION MlCC Meeting Date: July 6, 2004 Synopsis of Previous Council Action: None Recommended Motion: Adopt resolution. v~~~~ Signature Contact person: Tn1'l1 MgriPlz- Phone: 11lJ._"QJ.7 Supporting data attached: Staff Report Ward: All FUNDING REQUIREMENTS: Amount: $ 0.00 Source: Projected Income from Fees: $600.00 679-252-5172 - Maintenance Contracts ~&b~(j;:ZL Finabce Council Notes: v~~ 2rof-- 2..\ ~ Agenda Item No. -1L- 1 \ lQ\ ()If CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the City of San Bernardino authorizing a contract for 800 MHz radio time-air services between the City and Patton State Hospital. BACKGROUND The State of California has enhanced public security at Patton State Hospital and the surrounding area through the formation of the Patton State Hospital Police Department (PSHPD). PSHPD is responsible for law enforcement services on the state hospital grounds. with the exception of the fixed perimeter security posts which are policed by the Department of Corrections. Terrorist events such as 9-11 have demonstrated that federal. state and local law enforcements need to have a common, shared means of providing direct communication amongst and between field units. Working towards this goal, PSHPD Chief of Police Lee Dean contacted the San Bernardino Police Department and asked to use the City's 800 MHz radio system as the communications backbone for his department. This request benefits both the Patton State Hospital Police Department and the City of San Bernardino in the following ways: . The PSHPD needs to have a direct communication link and radio interoperability with the San Bernardino Police and Fire Departments as well as the San Bernardino County Sheriffs Department to coordinate emergency and mutual aid responses to wildfire and natural disaster incidents. . San Bernardino Police and PSHPD units responding to police incidents on hospital grounds and the surrounding will be able to have direct communications, which allows for the rapid and accurate sharing and dissemination of information. This in turn will enhance police services, aid in the prevention of crime and apprehension of criminals. . The San Bernardino Fire Department is the primary fire response agency for fire and medical aid incidents on hospital grounds. Direct communications between the Fire Department and PSHPD officers will provide for a coordinated response. . Public safety will be enhanced on Patton State Hospital grounds and the surrounding area. . By using the City 800 MHz radio system PSHPD and SBPD officers will not have to attempt to change "systems" (channels) between the County 800 MHz radio system and the City 800 MHz radio system during critical emergency incidents that unfold within minutes or seconds. . There are no other cost effective ways for the PSHPD officers and Police/Fire Department personnel to share common communications. The Patton State Hospital Police Department expects to purchase up to 10 portable radios for use by their policing staff operating primarily on their own designated talk groups. Their utilization of the City's 800 MHz backbone will not negatively impact the performance of the City's 10-channel 800 MHz radio system. The Patton State Hospital Police Department will pay the City $5.00 per month. per radio for the use of the radio system. PSHPD will purchase their own radios and pay for the programming, maintenance and repairs. The City will not incur any expenses related to setup and activation of service for PSHPD. Since the IS Department's Public Safety Systems Group is located at the Police Department and because the Police Department maintains an open working relationship with PSHPD, the Police Department and the IS Public Safety Systems Group wi1\ serve as the contact point for PSHPD for communications and billing issues. The IS Public Safety Systems Group will coordinate invoicing issues with the Finance Department. PSHPD wi1\ be billed quarterly for air-time services. Income funds will be credited to Communications Division (part of the IS Division) account 679-252-5172 (Maintenance Contracts). FINANCIAL IMPACT There will be no additional expenditures on the City's General Fund due to this contract. Information Services' revenue will be increased by $600.00 per year due to the contract with PSHPD. Income funds will be credited to Communications Division (part of the IS Division) account 679-252-5172 (Maintenance Contracts). RECOMMENDATION Adopt resolution. .' . c o 14 III o 1 2 3 4 5 6 7 8 9 10 11 12 13 t&Q)~Ndf RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING A CONTRACT FOR 800 MHz RADIO TIME-AIR SERVICES BETWEEN THE CITY AND PATTON STATE HOSPITAL. SECTION I: The Mayor and Common Council of the City of San Bernardino hereby authorize the Mayor of San Bernardino to execute a contract between the City and Patton State Hospital authorizing the Patton State Hospital Police Department to use the City 800 MHz radio system. III III III III 15 16 17 18 19 20 21 22 23 24 25 26 27 28 III III III III III /1/ III III III III III 7L, /1 1/()~/61 .' . o o c 1 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING A CONTRACT FOR 800 MHz RADIO TIME-AIR SERVICES BElWEEN THE CITY AND PATTON STATE HOSPITAL 3 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting thereof, held on 6 the 7 day of . 2004, by the foIlowing vote, to wit: 8 Council Members Ayes Navs Abstain Absent 9 ESTRADA 10 LONGVILLE 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 McGINNIS DERRY KELLY JOHNSON McCAMMACK City Clerk The foregoing resolution is hereby approved this _ day of ,2004. Judith Valles, Mayor City of San Bernardino Approved as to form and legal content: James F. Penman, City Attorney .' . c o o City of San Bernardino Standard Contract THIS CONTRACT is entered into in the State of California by and between the City of San Bernardino, hereinafter called the CITY, and State of California, Patton State Hospital Police Department (hereinafter called CONTRACTOR) 3102 E. Highland Avenue Patton, CA 92369 IT IS HEREBY AGREED AS FOLLOWS: I. This contract is for the furnishing, by CITY to CONTRACTOR, of airtime on the CITY'S 800 MHz trunked radio voice communications backbone. It is the intent of the parties to promote more effective regional law enforcement through the cooperative use and maintenance of the CITY'S 800 MHz trunked radio system. This system will allow the parties to communicate on a common radio frequency when they are responding to law enforcement incidents on or around the Patton State Hospital grounds. 2. The CITY will provide CONTRACTOR with access to the CITY'S 800 MHz trunked radio system to provide the parties with a common radio frequency for communication. This shall be achieved by the following: . The creation and maintenance of a radio talk group, initially with four channels, designated "IO-PATTON-I through IO-PATTON 4." . A letter to County Communication authorizing the creation of the PATTON talk group and the programming of CONTRACTOR owned mobile, desk top and Handie- Talkie radios with the PATTON talk group channels and 10-SBPD-I through 10- SBPD-5. . CITY owned radio devices shall be programmed with the PATTON talk group. 3. CONTRACTOR shall pay to CITY a monthly sum of money of $5.00 per radio device for airtime fees, regardless of the extent of usage during the month. This rate shall remain fixed over the initial contract period, however the CITY shall have the right to renegotiate the rate of services for subsequent contract periods. 4. CONTRACTOR agrees to pay for all costs of purchasing radio equipment necessary to put this agreement into operation and all programming costs charged by County Communications. The total cost of repairing or replacing equipment shall be the responsibility of the CONTRACTOR. Radio equipment purchased by the CONTRACTOR shall remain the property of the Sate of California. 5. The CITY and CONTRACTOR mutually agree to become knowledgeable of each other's radio dispatch protocols to provide for efficient interoperationability during incidents in .' . c o o which both agencies are responding to provide the delivery of service or mutual assistance. 6. The term of this contract shall be a period of three years commencing on October I, 2004. Notwithstanding the foregoing, this contract may be terminated at any time with or without cause by the CONTRACTOR or by CITY upon written notice given to the other party at least thirty (30) days before the date specified for such termination. Any such termination shall coincide with the end of a calendar month. In the event of such termination, each party shall fully pay and discharge all obligations in favor of the other accruing prior to the date of such termination and each party shall be released from all obligations or performance which would otherwise accrue subsequent to the date of such termination. Neither party shall incur any liability to the other by reason of termination. 7. Any and all notices required to be given hereafter shall be given in writing by registered or certified mail, postage prepaid. The addresses of the parties hereto until further notice are as follows: CITY: San Bernardino Police Department P.O. Box 1559 , San Bernardino, CA 92401-1559 CONTRACTOR: Patton State Hospital Police Department 3102 E. Highland Avenue Patton, CA 92369 8. CITY shall provide CONTRACTOR written notification when CONTRACTOR- purchased radio equipment has been programmed and PATTON talk group has been created. CONTRACTOR billing shall begin according to this date. 9. The CITY Police Department shall bill the CONTRACTOR quarterly, and shall be the City administrator of this contract. CONTRACTOR shall remit quarterly payment to: San Bernardino Police Department Accounts Payable P.O. Box 1559 San Bernardino, CA 92401-1559 10. CITY agrees to hold harmless the CONTRACTOR and its officers, agents, volunteers from any and all claims, actions or losses, damages and/or liability arising out of its obligations under this contract. II. CONTRACTOR agrees to hold harmless the CITY and its officers, agents, volunteers from any and all Claims, actions or losses, damages and/or liability arising out of its obligations under this contract. . ' . - c c o 12. In the event the CITY and/or CONTRACTOR is found to be comparatively at fault for any claim, action, loss, or damage which results from their respective obligations under the contract, the CITY and/or the CONTRACTOR shall hold hannless the other to the extent of its comparative fault. 13. This contract represents the full and complete understanding of the parties with respect to the subject matter hereto; this contract supersedes all prior oral and written agreements or understanding between the parties with respect to the subject matter hereto. The laws of the State of California shall govern this contract. Venue for any lawsuit pertaining to this contract shall be Superior Court of California, County of San Bernardino, San Bernardino District. Any amendment to this contract shall be in writing signed by both parties. City of San Bernardino Patton State Hospital BY:~It~i Linda organ By: Judith Valles, Mayor Dated: SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE MAYOR OF THE CITY OF SAN BERNARDINO. Clerk of the City of San Bernardino Title: HOllPital Administrator (A) Dated: flul,.<J!;2. Z ';')(,J{;d I Address: J3/o.;2. !? 1/16 Lb./,(.L t2{.<J2. / P"fZi-x- . rIA ~:Z3?'f By: OFFICE OF TIlE CITY CLERK RACHEL G. CLARK, C.M.C.. CITY CLERK 300 North "D" Street. San Bernardino' CA 92418-0001 909.384.5002. Fax: 909.384.5158 www.cLsan-bernardino.ca.us ,. July 12, 2004 Patton State Hospital Police Department 3102 E. Highland Avenue Patton, CA 92369 Enclosed please find one fully executed contract for 800 MHz radio time-air services between the City of San Bernardino and Patton State Hospital Police Department. If you have any questions, please do not hesitate to call me at (909)384-5002. Sincerely, . ./ ( , . ~ . ip I (tkcc,,"- '7' "'- Michelle Taylor Senior Secretary Enclosure CITY OF SAN BERNARDINO ADOPTED SHARED VALVES: Integrity' Accountability' Respect for Human Dignity' Honesty