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IGA ETSB for Interoperable Radios 05-27-2011 osseft gym° «moo Memorandum of Understanding NetRMS Access Between the Emergency Telephone System Board of DuPage County (ETSB) and Village of Oak Brook This is an agreement between the ETSB and the participating Agency governing the use of the NetRMS Report Management System. I. Purpose and Scope The purpose of this agreement between the parties is to formalize a usage agreement for access to the NetRMS report management system licensed to the ETSB and used by public safety agencies throughout DuPage County. II. Background In 2004, the ETSB purchased and began to maintain a report management system known as NetRMS and provided access to the system to numerous police agencies in DuPage County at no charge to the participating agencies. In September 2009, the ETSB notified NetRMS users the ETSB was no longer able to fund the cost of maintaining the system and that each agency would need to begin paying to access the system based on the number of personnel utilizing NetRMS. The ETSB began to charge users for access to NetRMS in October 2009 and has continued to seek additional methods to finance the costs associated with its operation of NetRMS. III. Responsibilities of the ETSB The ETSB agrees to support, maintain, and make available access to NetRMS to its users, including the Agency, until or unless by mutual agreement of the users and ETSB, all parties opt to discontinue the system. The ETSB will provide the Agency with an annual invoice for the cost of the Agency's use of NetRMS. The annual invoice will be based on the total number of users divided by the costs of the system to include salary and benefits of IT personnel, software and hardware maintenance, equipment replacement contributions for server replacement, UPS support. The cost for staff shall be 48 percent of the salary and benefits of one ETSB System Analyst 2 position for FY10 and not more than 40 percent of the salary and benefits of one ETSB System Analyst 2 position for subsequent years. IV. Responsibly of the Agency The Agency agrees to provide the ETSB with changes to its list of authorized users and continuously inform the ETSB of any changes as they occur. The addition or subtraction of users will impact the cost of access to the Agency. The annual invoice will be based on the headcount for each agency within NetRMS as of September 1 of each year. The Agency agrees to promptly remit payment to the ETSB upon invoice. The Agency agrees to indemnify and hold harmless the County of DuPage and the DuPage County ETSB, and all of its present, former and future officers, including board members, commissioners, employees, attorneys, agents and assigns from and against any and all losses, liabilities, damages, claims, demands, fines, penalties, causes of action, costs and expenses whatsoever, including, but not limited to, attorneys' fees and court costs, present or future, known or unknown, sounding in law or equity that arise out of or from or otherwise relate, directly or indirectly, to this Memorandum or its use of NetRMS to the extent authorized by law. The Agency agrees that it shall not sue, institute, cause to be instituted or permit to be instituted on its behalf, or by or on behalf of its past, present or future officials, officers, employees, attorneys, agents or assigns, any proceeding or other action with or before any local, state and/or federal agency, court or other tribunal, against the 1 County of DuPage or the DuPage County ETSB, their board members, officers, commissioners, employees, attorneys, agents or assigns, arising out of, or from, or otherwise relating, directly or indirectly, to this Memorandum or its use of NetRMS to the extent authorized by law. V. Further Agreements of the Parties The parties agree that the designated representative or representatives of the Agency and of all other entities subscribing to NetRMS shall constitute the NetRMS Committee. Any policy decisions, including, but not limited to, increases in costs or upgrades to the system shall be recommended by a majority of the membership NetRMS Committee and approved by the ETSB. The parties agree that special projects, such as reports and other additional services, shall require prior approval and shall be invoiced to the requesting agency at the hourly rate of the System Analyst 2 at the time of the request. Special projects shall not precede emergency or daily operational duties of the System Analyst 2. The parties agree that ETSB shall be the contracting party and authorized agent for maintenance and services on behalf of the users. The parties agree that the current interface between NetRMS, OffenderTrak, and ETSB CAD shall remain intact and that any costs relating to the interface shall be the burden of the NetRMS users. The parties agree that the ETSB will continue to actively seek additional funding sources to pay for the operation of NetRMS and may, if such efforts are successful, reduce or eliminate the per-user access cost of NetRMS accordingly. VI.Term,Termination, and Modification of Agreement This Memorandum shall become effective upon its execution by both parties remain in effect until terminated as provided herein. The Agency may terminate its participation in the agreement within thirty (30) days of its execution if the invoiced costs exceed initial projections. The Agency may terminate its participation in this Memorandum of Understanding upon sixty (60) days notice to the ETSB upon payment of any outstanding costs and fees. The parties may modify this agreement from time to time as may be mutually agreeable. Emergency Telephone System Board of Village of Oak Brook DuPage County On behalf of its Police Department (p f By By Chairman Authorized Agent Date: Date: 2 ITEM 10.13. G� OF Oq� v �9 O O e - � v y G 0 v CF COUNT*i AGENDA ITEM Regular Board of Trustees Meeting of January 11, 2011 SUBJECT: Intergovernmental Agreement with ETSB for Interoperable Radios FROM: Blaine Wing, Assistant Village Manager f74 BUDGET SOURCE/BUDGET IMPACT: $30,000 in the Police Budget for related costs RECOMMENDED MOTION: I move that the Village Board approve the attached Intergovernmental Agreement with the ETSB, subject to final review, modification and approval by staff and the Village Attorney. Background/History: Over the past 18-months the Village has been attending numerous meetings regarding a county- wide interoperable radio project. This project has been very fluid, but in late winter of 2010 this project was brought before the Village Board along with a brief presentation with Emergency Telephone System Board (ETSB) of DuPage County where representatives from Motorola to explained how the radios, maintenance, and financing would work. As of late December 2010, over 70% of the county entities have authorized the attached intergovernmental agreement (IGA), with the remaining entities expected to approve their respective IGAs by early February 2011. Overall, the county-wide interoperable radio project will replace all of the Village's current sworn police and fire radios with dual-band (digital and analog) radios, which will create a county-wide radio network to respond to incidents. The interoperable radio system is state of the art and allows for communication centers to move between locations if a dispatch center(also known as a PSAP)becomes disabled without jeopardizing 911 emergency communications for public safety personnel who are responding to critical incidents within the participating communities of DuPage ETSB. v By approving the IGA, the Village will be participating in this 7-year county-wide interoperable radio project, which will allow the Village's police and fire personnel to communicate with each other,neighboring communities, and other towns within DuPage County. Additionally, by being part of this project, the Village will save more than $500,000 in radio equipment that would need replacement. (The Village saves money because the ETSB will be paying for the radio replacement instead of the Village. Additionally, the ETSB will be required to upgrade the Village's dispatch center equipment, air-time for the digital radios, as well as maintenance, during the term of this agreement.) The Village will need to pay for non-emergency responding personnel's radio equipment, as well as additional items such as back-up batteries, cases, etc., which is expected to cost about $30,000. Finally, as this is an extremely complex project, I would be happy to discuss this IGA and project with any Trustee prior to the Tuesday night meeting. Recommendation: The Police, Fire, and Administrative Departments recommend approval of the attached intergovernmental agreement in order to create and be a part of a county-wide interoperable emergency dispatching radio system.