IGA Fire Department Communications Network 09-21-2009 INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGES OF
CLARENDON HILLS,DOWNERS GROVE, OAK BROOK,WESTMONT AND THE
TRI STATE FIRE PROTECTION DISTRICT
FOR A FIRE DEPARTMENT COMMUNICATIONS NETWORK
This Agreement made and entered into this 21St day of September, 2009, by and between
the VILLAGE OF CLARENDON HILLS, an Illinois municipal corporation, (hereinafter
"CLARENDON HILLS"), the VILLAGE OF DOWNERS GROVE, an Illinois municipal
corporation, (hereinafter "DOWNERS GROVE"), the VILLAGE OF OAK BROOK, an Illinois
municipal corporation, (hereinafter "OAK BROOK"), the VILLAGE OF WESTMONT, an
Illinois municipal corporation (hereinafter "WESTMONT") and the TRI STATE FIRE
PROTECTION DISTRICT, an Illinois municipal corporation(hereinafter"TRI STATE")
WITNESSETH
WHEREAS, DOWNERS GROVE, OAK BROOK, WESTMONT and TRI STATE seek
use of the VHF radio system repeater owned by CLARENDON HILLS and radio frequencies
licensed by the Federal Communications Commission to CLARENDON HILLS, which are used
by the CLARENDON HILLS' fire department; and
WHEREAS, CLARENDON HILLS has no objection to the aforementioned use of its
radio system repeater and radio frequencies, subject to certain terms and conditions; and
WHEREAS,the parties hereto desire to commit their arrangements and understandings to
writing.
NOW, THEREFORE, in consideration of the foregoing, and other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the parties to this
Agreement do hereby agree as follows:
1. The recitals set forth are hereby incorporated into and made a part of this Agreement.
2. CLARENDON HILLS will allow DOWNERS GROVE, OAK BROOK,
WESTMONT and TRI STATE to connect various radio receivers and dispatch station
controls to CLARENDON HILLS' radio repeater system located at 233 Burlington
Avenue, Clarendon Hills, Illinois 60514, (hereinafter the "Repeater System Site"),
subject to said connections taking place as directed by, and under the supervision of,
CLARENDON HILLS.
3. The radio repeater network shall consist of the main transmitter, antenna and receiver,
which are the property of CLARENDON HILLS. Additional equipment including, but
not limited to, antennas, receivers, comparators, and voters, etc., (hereinafter the
"Additional Equipment"), may be added to the network by DOWNERS GROVE, OAK
BROOK, WESTMONT and/or TRI STATE in their respective municipalities, and said
Additional Equipment, if any, shall remain the property of the Purchasing Party. Upon
termination of this Agreement, any such Additional Equipment can be removed by
DOWNERS GROVE, OAK BROOK, WESTMONT and TRI STATE, as the case may
be. Any equipment installed at the Repeater System Site, which is related to the
operation of the radio repeater system network, (hereinafter the "Network Equipment")
shall at all times remain at the Repeater System Site and cannot be removed by
DOWNERS GROVE, OAK BROOK, WESTMONT and/or TRI STATE, even if they, or
any one of them, decides to leave the radio repeater network. The Network Equipment
installed at the Repeater System Site becomes the property of CLARENDON HILLS
upon its installation,regardless of which party hereto installs and/or pays for it.
4. CLARENDON HILLS will be responsible for and coordinate all maintenance and
repairs of the main transmitter/repeater, main voter, and any other equipment located at
the Repeater System Site. DOWNERS GROVE, OAK BROOK, WESTMONT and TRI
STATE, however will each be responsible for one fifth (115) of said maintenance and
repair costs relative to the equipment. CLARENDON HILLS will invoice DOWNERS
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GROVE, OAK BROOK, WESTMONT and TRI STATE for their respective shares of
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any such maintenance or repair costs, with any such invoices to be paid within thirty(30)
days of the mailing thereof.
5. DOWNERS GROVE, OAK BROOK, WESTMONT and TRI STATE will each be
responsible for all maintenance and repairs of any equipment located within their
respective jurisdictions.
6. TRI STATE shall, upon execution of this Agreement, pay $1,633.50 to DOWNERS
GROVE for TRI STATE'S proportionate share of equipment upgrades necessary for the
implementation of this Agreement and previously paid for by DOWNERS GROVE.
7. CLARENDON HILLS will allow DOWNERS GROVE, OAK BROOK,
WESTMONT and TRI STATE to operate on frequencies 150.805Mhz and 153.635Mhz
with a private line code of 146.2hz as licensed by the Federal Communications
Commission to CLARENDON HILLS.
8. This Agreement allows for four (4) fire departments, CLARENDON HILLS, OAK
BROOK,WESTMONT and TRI STATE to operate on the network as their primary radio
system at this time, and one (1) fire department, DOWNERS GROVE to operate on the
network as their backup secondary radio system at this time, with said five (5) fire
departments hereby constituting the"Network" as referenced herein.
There shall be one (1) main transmitter/repeater in the Network, to be located at the
Repeater System Site. This transmitter is currently and will remain the property of
CLARENDON HILLS. The back up transmitter/repeater is located in DOWNERS
GROVE. This back up transmitter/repeater in DOWNERS GROVE will serve as a
backup in the case of a failure of the main transmitter/repeater.
9. TRI STATE shall, upon execution of this Agreement, pay $900.00 each to
CLARENDON HILLS, DOWNERS GROVE, OAK BROOK and WESTMONT for TRI
STATE'S proportionate share of the backup transmitter/repeater and receiver located at
Hinsdale Hospital.
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10. CLARENDON HILLS will provide a building at the Repeater System Site for all
equipment related to the operation of the repeater/transmitter and associated equipment.
This building will be climate controlled and provided with an electrical service, backup
electrical generator and an uninterrupted power supply system. This building will be
locked and secured at all times.
11. CLARENDON HILLS will have overall control of the repeater/transmitter, and will
have the capability to shut the repeater off immediately at all times, in the event of an
open microphone on a mobile or portable radio, or in the case of an equipment
malfunction.
12. DOWNERS GROVE, OAK BROOK and TRI STATE will have overall control of
all of the receivers that are routed through their comparitors. CLARENDON HILLS will
have control of all receivers that are routed through the comparitor located at the
Repeater System Site. CLARENDON HILLS, DOWNERS GROVE, OAK BROOK and
TRI STATE will have the ability to disable any and/or all receivers under their control in
the event of a malfunction of one(1) or more of the receivers.
13. All fire departments and dispatch centers working in the Network shall conform to
"Standard Operating Procedures" for dispatch, as defined by the Fire Chiefs of
CLARENDON HILLS, DOWNERS GROVE, OAK BROOK, WESTMONT and TRI
STATE. Communications shall be concise and to the point. Professionalism and courtesy
shall be adhered to at all times.
14. CLARENDON HILLS, DOWNERS GROVE and WESTMONT shall utilize mobile
data computers in all front line fire department vehicles to facilitate call handling. OAK
BROOK and TRI STATE are encouraged to install mobile data computers in all of their
front line fire department vehicles in the near future. Radio channel communications are
to be kept to a minimum. It is not the intent of the Network to identify each transmission,
but to interact professionally and courteously with each agency to keep radio traffic to a
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minimum, so that all parties will be able to utilize the radio channels effectively.
CLARENDON HILLS, OAK BROOK and WESTMONT will normally dispatch their
emergency calls using paging tones on the main frequency (153.635 Mhz). DOWNERS
GROVE and TRI STATE will normally dispatch their emergency calls using their in
station paging systems.
15. To the extent necessary, each member of the Network agrees to follow normal
firefighting communication protocol. Upon incident command notification, fire units will
switch to a fireground communication channel, to conduct all on scene communications
for situations that will require more communications than normal. This will leave the
primary Network channels available for other radio traffic.
16. CLARENDON HILLS, DOWNERS GROVE, OAK BROOK, WESTMONT and
TRI STATE agree to standardize radio communications as much as possible so as to
better effect communications on a shared frequency.
17. To the maximum extent permitted by law, CLARENDON HILLS, DOWNERS
GROVE, OAK BROOK, WESTMONT and TRI STATE each agree to hold the others,
and also Southwest Central Dispatch, which is the dispatch agency for CLARENDON
HILLS, harmless from and against all claims, and indemnify the others in relation to, any
claim or claims, meritorious or otherwise, for any loss, personal injury, death or damages
that may arise in conjunction with, or result from, the act or failure to act of one or more
employees or officials of the indemnifying party insofar as such act or failure to act
results in such loss, personal injury, death of damages for which either the indemnifying
party or the indemnified parties,jointly or severally,may or shall be liable.
18. CLARENDON HILLS, DOWNERS GROVE, OAK BROOK, WESTMONT and
TRI STATE hereby represent and warrant that each presently possesses and will continue
to possess insurance coverage for contractual liabilities, and blanket excess coverage,
providing comprehensive general liability coverage in an aggregate amount of not less
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than $2,000,000.00 per occurrence pursuant to the provisions of a self-insurance pool
agreement or comprehensive general liability insurance policy and a blanket excess
policy. Each party shall take all actions necessary to keep such insurance coverage in full
force and effect for the entire term of this Agreement.
19. DOWNERS GROVE, OAK BROOK and WESTMONT have previously paid
CLARENDON HILLS $5,000.00 each as their respective buy-in for the costs
CLARENDON HILLS has incurred for the frequency search, frequency coordination,
FCC license approval and transmitter/repeater equipment purchases.
20. TRI STATE agrees to pay CLARENDON HILLS $5,000.00 upon acceptance of this
Agreement by CLARENDON HILLS. This money represents a buy-in for the costs
CLARENDON HILLS incurred for the frequency search, frequency coordination FCC
license approval, and transmitter/repeater equipment purchases.
21. DOWNERS GROVE will provide CLARENDON HILLS with access to the services
and equipment of the DOWNERS GROVE Fire Department Hazardous Materials Team
and Technical Rescue Team. These services, equipment and specialized personnel of the
DOWNERS GROVE Fire Department may be called by the CLARENDON HILLS Fire
Department to respond to and assist in a hazardous materials incident and/or technical
rescue incident in CLARENDON HILLS. All costs for any replacement supplies of
either of these teams will be reimbursed to DOWNERS GROVE by CLARENDON
HILLS if used at an incident in CLARENDON HILLS.
22. CLARENDON HILLS, DOWNERS GROVE, OAK BROOK, WESTMONT or TRI
STATE may terminate their respective involvement in this Agreement by giving written
notice of said termination to the other parties hereto not less than twelve (12) months in
advance of the effective date of said termination. However, CLARENDON HILLS may
not give such notice of termination to the other parties hereto until after thirty six (36)
months have elapsed from the commencement of the Agreement, except in the case of
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default by one of the other parties. Such notice of termination shall not relieve the
terminating party of any obligation to pay any fees or charges accrued, unpaid, or
obligated prior to the effective date of the termination.
23. For purposes of this Agreement, all notices that are given shall be given to all the
following parties at the addresses indicated:
Village of Clarendon Hills Village of Downers Grove
Fire Department Fire Department
Attention: Fire Chef Attention: Fire Chief
316 Park Avenue 5240 Main Street
Clarendon Hills, Illinois 60514 Downers Grove, Illinois 60515
Village of Oak Brook Village of Westmont
Fire Department Fire Department
Attention Fire Chief Attention: Fire Chief
1200 Oak Brook Road 6015 S. Cass Avenue
Oak Brook, Illinois 60523 Westmont, Illinois 60559
Southwest Central Dispatch Tri State Fire Protection District
Attention: Director Attention: Fire Chief
7611 W. College Drive 419 Plainfield Road
Palos Heights,Illinois 60463 Darien, Illinois 60561
All notices shall be sent certified mail,return receipt requested, or by personal service.
Notices given by certified mail shall be deemed given on the third (3'd) day following
the mailing thereof.
24. This Agreement shall be for a term often (10) years commencing on the date the last
of the Parties hereto executes this Agreement, and shall automatically renew for
additional five (5) year terms thereafter, unless sooner terminated by a Party or by the
Parties hereto in accordance with Section 22 above.
25. In light of this Agreement, the "Intergovernmental Agreement between the Village
of Clarendon Hills, the Village of Downers Grove, the Village of Westmont and the
Village of Oak Brook for a Fire Department Radio Communication Network," dated July
15, 2003, is hereby terminated.
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IN WITNESS HEREOF, the parties have set their hands and seals on the dates shown below.
VILLAGE OF CLARENDON HILLS VILLAGE OF DOWNERS GROVE
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Date: J� ,2009 C c.G� l ,2009
Thomas F.Karaba on Sandack
�pn►nuann� _ g
Village President C�A/tEN° Mayor
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Attest °
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awn dle •.SEAL
Apra olden
Village Clerk °•' aS �� Village Clerk
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VILLAGE OF OAK BROOK VILLAGE OF WESTMONT
Date: lu,NcC J3 '2009 Date: JUN 15 2009 ,2009
J W. Craig l iam ahn
illage President 7 Mayor
Attest: Attest:
Charlotte Pruss i OF U irg' Szymskl
Village Clerk Q►G . age Clerk
TRI STATE FIRE PROTECTION D , . C12 l •, 5
Date: 52009
COUNT i
Hamilton Bo Gibbons:
Board President
Attest:
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AGENDA ITEM
Regular Board of Trustees Meeting
of
June 23, 2009
SUBJECT: IGA For Fire Department Communications Network
FROM: Tom McEllin, Fire Chief
BUDGET SOURCE/BUDGET IMPACT: $900.00 Revenue
RECOMMENDED MOTION: I move to approve the intergovernmental agreement
between the Villages of Clarendon Hills, Downers Grove, Oak Brook,Westmont and the
Tri-State Fire Protection District for a Fire Department Communications Network and
sign the necessary documents.
Background/History:
On July 15, 2003, an Intergovernmental Agreement was entered between the Village of
Clarendon Hills, the Village of Downers Grove,the Village of Westmont and the Village of Oak
Brook for a Fire Department Radio Communication Network.
Recommendation:
Another department, Tri-State FPD would like to join our frequency, which will not adversely
affect operations and will slightly lower operating costs.
Tri-State FPD will pay $900.00 each to Clarendon Hills, Downers Grove, Oak Brook and
Westmont for Tri State's proportionate share of the backup transmitter/repeater and receiver.
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