HomeMy WebLinkAboutCC 7 MSG SWITCHER SYS 6-17-85TO:
FROM:
S USJ ECT:
THE HONORABLE MAYORAND CITY COUNCIL
C. R. THAYER, CHIEF OF POLICE
LAW ENFORCEMENT MESSAGE SWITCHER SYSTEM
The County of Orange must replace certain computer message-switching
equipment in the very near future. The Orange County Chiefs of Police
and Sheriff's Association and the Orange County City Managers Association
have each worked independently with the Orange County Communications
Department for several months to come to an equitable formula to help
finance the upgrading of equipment.
The message switcher is a device that assists in the communication pro-
cess when handling record checks and returning data to in-field police
units when checking for wants and warrants on subjects, vehicles, and
property. This system is critical to the effective use of law enforce-
ment when searching out these items.
Cities' costs are based upon a formula which is established each year
based upon the previous year's percentage of use. The City of Tustin
will only have to pay that amount for which it uses the system. This
seems to be the most equitable way, thereby causing the high users of the
system to pay the higher rental fee. (The City of Tustin is one of the
lowest users of the system.)
Fiscal Impact: Approximately $9,000 per year. It is currently allocated
within the 1985-86 proposed budget for the Police Department.
Recommendation: Authorize the City Manager to sign the Law Enforcement
Telecommunications Agreement with the County of Orange, which contains
the items discussed.
CRT:kk
Attachment:
Letter from County of Orange
in re Law Enforcement
Telecommunications Agreement
GE
R~CE~VED
£~PR 1 ?
CiTY MANAGEr,
GENERAL SERVICES AGENCY
SUPPORT SERVICES
1300 South Grand Avenue
Santa Ana, California 92705
(714) 834-5737
Dimc~ GSA
R.S. CAMPBELL
DirectorofSuppo~tSe~ices
April 16, 1985
Bill Huston
City Manager
City of Tustin
300 Centennial Way
Tustin, CA 92680
The Board of Supervisors has agreed in concept to the shared cost approach
for the upgrade of the Law Enforcement Message Switcher System.
The Board has authorized the General Services Agency to issue a Request for
Proposal for the Message Switcher upgrade; directed the General Services
Agency to present a revised Law Enforcement Telecommunications Agreement
to the participating jurisdictions and agencies for their approval including
provisions and procedures for cost sharing; and directed the CAO/Bond-Capital
Financing Program to analyze and put together a Capital Financing Plan with
options that would benefit the County and all participating jurisdictions
and agencies.
The City Manager's Association has indicated agreement with the shared cost
approach to the Message Switcher upgrade. Your Association directed the
Police Chiefs and Sheriff's Association to recommend a suitable cost sharing
formula. The Orange County Police Chiefs and Sheriff's Association has rec-
ommended the sharing formula based on percentage of use. (See attachments.)
Two copies of the revised Law Enforcement Telecommunicati6ns Agreement are
included with this letter. This revised Agreement follows closely the format
and terms of the previous 1968 Agreement. The changes incorporated in this
revised Agreement are those that address changes in technology, leased equip-
ment vendors, and the cost sharing approach.
April 16, 1985
Page 2
The revised Agreement includes a breakdown of the existing monthly equipment
charges made to each jurisdiction or agency for telephone lines, modems,
and data terminals.
Also included in Exhibit A is the estimated monthly contribution by each
participating agency required to fund the Message Switcher upgrade. This
monthly contribution is based on the percentage of use by each agency for
calendar year 1984.
The estimated monthly contribution to the fund assumes that the Message Switcher
upgrade will be financed, and includes estimated interest and financing charges.
The $10,000 monthly cost is based on 9.5% interest, a loan principle of $500,000,
amortized over 60 months. These are estimates only and will be readjusted to
reflect the actual system cost.
The revised Agreement addresses the short and long term aspects of the Message
Switcher upgrade. The County will establish a separately identifiable fund
for Message Switcher upgrade purposes. Provisions are included in the Agree-
ment to dissolve the fund in the future and distribute the funds to the users
should that become necessary.
All users, including the County, will be charged on a proportional basis for
their share of the cost. The monthly contributions will go .into the fund to
pay the cost of the initial upgrade and to accumulate funds for future
upgrades.
The revised Law Enforcement Telecommunications Agreement provides for a review
of the on-going requirements for data communications in the law enforcement
community by the Orange County Automated Teletype System Commitltee (OCATS).
The Committee's recommendations would be used by the Cities and County to
determine the need for future system upgrades.
Future upgrade requirements would be addressed on an as-needed basis. There
are preliminary recommendations for additional capacity increases that may
be needed in years 3 to 5 of the upgrade plan.
In order to proceed, the various participating agencies must officially
enter into the revised Agreement. It is requested that each City Manager
submit the revised Agreement to their respective City Councils for approval.
When the approved, revised Agreements are received from each jurisdiction,
they will be submitted to the Board of Supervisors for approval.
Action on the revised Agreements is being undertaken concurrent with the
issuance of the Request for Proposal. Completion of the Agreement revision
process in a timely manner is essential.
April 16, 1985
Page 3
Your response by June l, 1985, will enable us to meet fiscal year time
constraints. Please return an approved copy of the Agreement to:
Robert C. Jones, Manager
GSA/Communications Division
County of Orange
481 The City Drive South
Orange, CA 92668
If you require any further information or assistance, please call
Robert S. Campbell, Director of Support Services, at 834-5737, or
Robert C. Jones, Manager, GSA/Communications Division, at 834-2122.
Sincerely,
RSC/cef
Attachs.
CC:
Board of Supervisors
County Administrative Officer
R. A. Scott, Director, GSA
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JOINT AGREEMENT FOR THE
OPERATION OF THE ORANGE COUNTY
AUTOMATIC TELECOmmUNICATIONS SYST~
THIS AGREEMENT is by and between the COUNTY OF ORANGE, a body politic and
corporate, hereinafter designated as "COUNTY," and all the USERS listed on Exhibit
"A" which is attached hereto and incorporated herein by reference, hereinafter
sometimes designated as "USERS".
WITNESSETH:
WHEREAS, the administration of State, County and City government and the
operation of law enforcement agencies by such governmental units requires the
maintenance and operation of coordinated message switching facilities.
WHEREAS, such facilities have heretofore been established within the County
of Orange and have been maintained and operated under the provisions of certain
agreements by and between the parties hereto, and
WHEREAS, it is recognized that Users in addition to the parties hereto may
from time to .time in the future desire to avail themselves of message switcher
service and to become parties to this Agreement, and
WHEREAS, rates and charges for message switching service are not constant
and may vary from time to time in the future,
NOW, THEREFORE, in consideration of the mutual covenants, conditions,
a~eements and stipulations hereinafter expressed, the parties hereto hereby agree.as
follows:
1. That the message switching service heretofore established in the County
of Orange and the same may be hereafter extended by the connection and addition of
new Users thereto shall be under the general supervision and control of COUNTY; that
COUNTY shall from time to time enter into such agreements with various vendors for
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such installations, service and maintenance as may be necessary and required in order
to effectuate the purposes and objects of this Agreement.
2. USERS hereby constitute and designate COUNTY as their lawful and
appointed agent to:
duly
a. Negotiate and enter into a~reements with the various vendors
as contemplated by paragraph 1 of this Agreement.
b. Make the payments falling due under such agreements.
c. Negotiate and enter into agreements with Users which may
hereafter desire to avail themselves of message switching service
pursuant to this Agreement provided that any such User or Users
hereafter desiring to become a party to this Agreement may do so
by executing a copy of this Agreement and assenting and agreeing
to all of the terms and conditions hereof.
3. USERS and COUNTY agree to the following:
a. Based upon rates and charges as provided by the County and
approved by the Orange County Automated Teletype System Committee
(OCATS)', the USERS hereto agree to pay to COUNTY a monthly
recurring charge for equipment as set forth in Exhibit "A"
attached hereto and incorporated herein by reference.
b. In addition to payment of such monthly recurring charges as
herein provided, each party hereto shall promptly pay the actual
costs and charges as fixed by the COUNTY and approved by the
OCATS committee for original installation of equipment necessary
for the use of such party, as set forth in Exhibit "A", as well
as the actual costs and charges as approved by the OCATS
committee for any special equipment, modification, changeover, or
subsequent installation of equipment provided for the use of such
party.
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4. SYSTD4 UPGRADE FUNDING
a. System upgrades may be needed from time-t~m-time to meet the
changing needs of the USERS. The OCA!S co.w~lttee will continually
monitor the needs and make recom~endations to the COUNTY and
USERS. System upgrades recommended by the OCATS committee will be
reviewed by the COUNTY and USERS. System upgrades agreed to by
both the COUNTY and USERS will be implemented by COUNTY.
b. The COUNTY will utilize a separately identifiable fund,
hereinafter referred to as "FUND" for the purpose of funding
message switching system upgrades.
c. The COUNTY shall make a contribution to the FUND sufficient to
fund the initial message switching system upgrade. The USERS will
contribute a monthly prorated amount to the FUND. USER
contributions to the FUND will be prorated to each USER based
on a sharing formula agreed to by the COUNTY and the USERS as set
forth in Exhibit "A".
d. Contributions to the FUND become the property of COUNTY.
Contributions to the FUND shall be accumulated for future system
upgrades recommended by the OCATS committee and agreed to by the
COUNTY.
e. The total Monthly contribution by all USERS to the FUND shall
be calculated by dividing the cost of each system upgrade by 60.
The monthly contribution for each individual USER shall be
recalculated annually, and the rates changed in accordance with
the provisions of the sharing formula.
f. Contributions shall be accumulated in the FUND only to the
extent required to repay the initial contribution by COUNTY and
additionally to the extent required to provide reasonable funding
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for future system upgrades. The level of funding to be considered
reasonable shall be determined by the OCATS c~wfttee.
g. After the first five year term~of this a~reement the FUND
may be dissolved by mutual agreement of COUNTY and USERS. Should
the FUND be dissolved in the future the funds remaining in the
FUND will be distributed as follows:
1) COUNTY will be reimbursed up to the original contribution
of COUNTY including all costs associated with the funding of
the Message Switcher System upgrade.
2) Any balance in the FUND will be divided between USERS
based on the annual percentage rate of use in the preceding
calendar year as determined by the sharing formula.
5. USERS agree to pay an increased monthly recurring charge if and when the
present rates or charges are changed, and said changes are approved by the
OCATS committee.
6. Whenever any User shall hereafter become a party to this Agreement as
provided by subparagraph (c) of paragraph 2 hereof, the User shall pay an
initial installation charge and a monthly recurring charge applicable to
such User as fixed by the COUNTY to cover Data terminal services.
7. This Agreement is in substitution of all previous agreements entered
into between some of the parties hereto and said prior agreements shall be
revoked as of the effective date of this Agreement.
8. This Agreement shall take effect and shall become operative on the first
day of July, 1985, or when executed by the parties hereto.
9- This Agreement may be terminated by any party hereto by serving written
notice of termination on the other parties hereto. After the expiration of
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thirty (30) days from the giving of such notice, the party so electing to
withdraw shall cease to be a party to this Agreement.
10. The term of this contract shall be five ($) years, and shall continue
for periods of five (5) years each, unless the legislative body of any
party hereto votes not to continue the term at a meeting not more than one
(1) year before the expiration of any five-year period.
*OCATS Committee -
The OCATS Committee shall consist of seven regular members and one advisory member.
Two regular members and one advisory member from the County, and five members
representing the CITIES.
County members will be the following:
1 General Services Agency
t Sheriffs' Department
1 County Administrative Office (Advisory)
City members will be the following:
5 Members will be appointed by the Orange County
Police Chiefs and Sheriffs' Association
The Committee will meet bi-monthly and consider the following:
1. Need for changes in the operating procedures in OCATS.
2. Make recommendations regarding the changing needs for data in the law
enforcement co, unity.
3. Make recommendations regarding the appropriatness of charges to the users of
OCATS.
4. Make recommendations that will insure that the operation of OCATS complies
with CLETS rules and regulations.
The committee will report to the Orange County Police Chiefs' and Sheriffs'
Association through the Communications Committee.
All recommendations of the OCATS committee will be advisory in nature and will not be
legally binding on any agency.
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Minutes of all meetinEs of the OCATS Committee will be distributed with the
of the Orange County Police Chiefs' a~ld Sheriffs' Association.
~inutes
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IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals on the
date set forth opposite their respective signatures on identical counterparts of this
lnstr~ent, each of which shall for all purposes be deemed an original thereof.
DATED:
, 19
ATTEST:
COUNTY OF ORANGE,
a body politic and corporate
By
Chairman of the Board of Supervisors
County Clerk
By
of the Board of Supervisors of
Orange County, California
DATED: June 17 , 19 85
ATTEST:
City Clerk
CITY OF TUSTIN
a municipal corporation
By
MAYOR
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.ORANGE COUNTY AUTGMATIC TELECO~FONICATIONS SYSTEM
AGENCY 198& PERCENT MONTHLY MONTHLY TOTAL
ME_$$AGE OF TOTAL FUND EQUIPMENT MONTHLY
TOTAL M~-~SAGES COST· COST COST
ANAHEIM 812149 6.24% $624.45 $1,043.9~ $1,668.42
BREA 184684 1.4h:~ $142.00 $374.54 $516.54
BUENA PARK 255824 1.97% $196.70 $575.24 $771.94
COSTA MESA 973042 7.48~ $748.16 $173.84 $922.00
CYPRESS 306755 2.36% $235.86 $374.54 $610.40
FOUNTAIN VALLEY 246368 1.89% $189.43 $679.53 $868.96
FULLERTON 466543 3.59% $358.72 $635.93 $994.65
GARDEN GROVE 440017 3.38% $338.32 $374.54 $712.86
HUNTINGTON BEACH 914535 7.03% $703.17 $679.54 $1,382.71
IRVINE 317294 2.44% $243.96 $632.61 $876.57
LAGUNA BEACH 245374 1.89% $188.66 $374.54 $563.20
LA HABRA 180634 1.39% $138.89 $374.54 $513.43
LA PALMA 108273 0.83% $83.25 $173.84 $257.09
LOS ALAMITOS 146003 1.1h~ $112.26 $374.54 $486.80
NEWPORT BEACH 615889 4.74% $473.55 $682.69 $1,156.24
ORANGE 487643 3.75% $374.94 $828.08 $1,203.02
PLACENTIA 200118 1.54% $153.87 $374.54 $528.41
SAN CLEMENTE 152138 1.17% $116.98 $374.54 $491.52
SANTA ANA 936895 7.20% $720.36 $833.31 $1,553.67
SEAL BEACH 184681 1.4h:~ $142.00 $374.54 $516.54
STANTON 143639 1.10~ $110.44 $374.54 $484.98
TUSTIN 237834 1.83% $182.87 $632.61 $815.48
WESTMINSTER 294660 2.27% $226.56 $374.54 $601.10
SUB TOTAL 8850992 68.05% $6,805.40 $11,691.13 $18,496.53
COUNTY,STATE
FEDERAL AND 4154848 31.95% $3,194.60 $8,623.20 $11,817.80
MISCELLANEOUS
GRAND TOTAL 13005840 100.00% $10,000.00 $20,314.33 $30,314.33
· MONTHLY FUND COST IS ESTIMATED
TOTAL MONTHLY FUND COST
MESSAGE UNIT COST
$10,000.00'
0.009227
EI"HIBIT A