HomeMy WebLinkAboutAD10-162 - Amendment - to Exhibits #2 - Kent Fire Dept. Regional Fire Authority - Division of Services ILA - 01/02/2013 Records Mar eme -
KENON Document
WASHINGTON
CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission
to City Clerks Office. All portions are to be completed.
If you have questions, please contact City Clerk's Office.
Vendor Name: Kent Fire Department Regional Fire Authoirty
Vendor Number:
JD Edwards Number
Contract Number: 8 ( 0 - 1(0 J-,
This is assigned by City Clerk's Office
Project Name: 2012 Exhibit Amendment to Interlocal Agreement
Description: ® Interlocal Agreement ❑ Change Order ❑ Amendment ❑ Contract
❑ Other:
Contract Effective Date: 1/1/13 Termination Date: Notice
Contract Renewal Notice (Days):
Number of days required notice for termination or renewal or amendment
Contract Manager: Kim Komoto Department: Law
Detail: (i.e. address, location, parcel number, tax id, etc.):
S:Publ lc\Records Ma nag ement\Forms\ContractCover\adcc7832 1 11/08
2012 - EXHIBIT AMENDMENT
TO THE EXHIBITS THAT ARE ADOPTED BY REFERENCE IN THE
INTERLOCAL AGREEMENT FOR THE DIVISION OF SERVICES RESULTING FROM THE
FORMATION OF THE KENT FIRE DEPARTMENT REGIONAL FIRE AUTHORITY
The City of Kent (City) and the Kent Fire Department Regional Fire Authority (RFA)
entered an interlocal agreement entitled "Interlocal Agreement for the Division of
Services Resulting from the Formation of the Kent Fire Department Regional Fire
Authority" which was last signed by RFA Chair, Debbie Raplee, on August 4, 2010
and Amended by the parties in March 2011 "First Amended Interlocal Agreement
for the Division of Services Resulting from the Formation of the Kent Fire
Department Regional Fire Authority. (Agreement) and further amended by the
October 1, 2011 Exhibit Amendment.
The Agreement incorporated a number of exhibits that detail the manner in which
work will be performed by the RFA for the City and by the City for the RFA.
Pursuant to Section XIV of the Agreement, a Committee consisting of the Mayor of
the City and Chief of the RFA or their designees may amend the exhibits upon
mutual agreement of the Committee.
The Committee has determined that amendments to Section VIII.D of the
Agreement and Exhibits D, E, F, H and L are necessary and required for the benefit
of both agencies. This Amendment sets forth the amendments to the Exhibits and
attaches complete current versions of all Agreement Exhibits.
Adjustment to Contract Sums Payable by City to RFA in 2013:
Exhibit B Fire Prevention Services. $1,879,161.00*
Exhibit B Overtime Cap $69,835.00
Exhibit C Office of Emergency Management $585,932.00
Exhibit C Office of Emergency Management Code Red payment $24,604.00
Exhibit C Crisis Intervention Coordinator $30,810.00
Exhibit D Fire Investigations $409,709.00
*Amount payable by City shall be reduced by actual amount of savings resulting
from vacant FTE position in Fire Prevention If the position remains vacant for the
entire calendar year the total amount owing by the City for 2013 will be
$1,737,970.00.
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Adjustment to Contract Sums Payable by RFA to City in 2013:
Exhibit F Information Technology $491,146.77
Exhibit G Facilities Maintenance Services $866,085.70
Amendment to Exhibit B.
Section 1.8 shall be amended as follows:
1.8 Fire Marshall/Fire Code Official Reports to City's Mayor or Economic
and Community Development Director. The City's Fire Marshal/Fire Code Official
shall provide, on at least a semi-annual basis (within 45 days of each June 1 and
December 31), reports to the Mayor or the City's Economic or Community
Development Director as requested. While the Fire Chief shall have the authority to
direct the work of the RFA employees, the Mayor or the City's Economic or
Community Development Director, shall be kept informed of the work performed by
the RFA employees on behalf of the City, and shall have authority to set the desired
outcomes of the Fire Prevention staff.
Amendment to Exhibit C.
Section 1.9 shall be amended as follows:
1.9 Report Regarding Services Provided. The Division Chief/Emergency
Manager, or the most senior officer of the Office of Emergency Management, shall,
no less than quarterly, provide a written report to the CAO regarding the past,
present, and future functions of the Office of Emergency Management, and shall
provide the CAO with the quarteHysiemi-annual reports (within 45 days of each
June 1 and December 31) required of the interlocal agreement.
Section 1.12 shall be amended as follows:
1.12 Crisis Intervention Coordinator. The RFA shall employ a Crisis
Intervention Coordinator. The Crisis Intervention Coordinator shall serve equally
the RFA and the City. The RFA shall pay the salary and benefits of the Crisis
Intervention Coordinator and provide the Crisis Intervention Coordinator with a
vehicle which shall be utilized for the performance of his or her duties; provided,
the City shall pay $30,000.00 to the RFA and provide the Crisis Intervention
Coordinator with office space, a telephone, and a computer as consideration for
equally using the services of the Crisis Intervention Coordinator. The amount
specified in this Section 1.12 shall be in addition to the amount set forth in Section
1.10 of this Exhibit. The duties of the Crisis Intervention Coordinator shall be
consistent with a job description that shall be developed by the RFA and the City
jointly. The Crisis Intervention Coordinator shall remain an at-will employee of the
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RFA at all times. The cost of the Crisis Intervention Coordinator shall be adjusted on
an annual basis in the manner provided in Paragraph 1.11
Amendment to Exhibit D.
The Committee agrees that Exhibit D, Fire Investigation Services shall be amended
as follows:
Section 1.12 shall be amended as follows:
1.12 Report Regarding Services Provided. The Fire Marshal/Fire Code
Official shall, no less than qua rt- semi-annually (within 45 days of each June 1
and December 31), provide a written report to the City's Mayor and the Police Chief
regarding the past, present, and future functions of the Fire Investigation Services
Division, and shall provide the Mayor with the quaFteFly—semi annual reports
required of the interlocal agreement.
Amendment to Exhibit E.
The Committee agrees that Exhibit E, Showare Center shall be amended as follows:
Section 1.3 shall be amended as follows effective January 1 2013•
1.3 RFA May Charge for Other Events. The RFA will charge SMG for the
emergency medical presence for any event not specified in Section 1.2 of this
Exhibit E. The rate that the RFA will charge will be $6271.00 per hour for each RFA
employee who is hired to provide emergency medical services at a ShoWare event
covered under this subsection. In July of each year, the RFA and the City will meet
to determine the rate that will be applicable starting in January of the following
year.
Amendment to Exhibit F.
The Committee agrees that Exhibit F, Information Technology Telephone
Information Management Services shall be amended as follows:
Section 1.2 shall be amended as follows:
1.2 Maintenance of Supported Systems. IT has installed and will maintain
the telecommunications, cable plant, data network, computers, multi-function
devices, servers, applications, and associated servers specifically identified in Table
1, Supported Systems ('Supported Systems"), for the RFA pursuant to the terms of
this Exhibit F. IT will keep the supported systems operational on an "as is" bases,
consistent with the operational level the City provided to the Supported Systems
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and hardware as of June 30, 2010; provided, any upgrades to the City's system
that occur after June 30, 2010, which affect the operability of the supported
systems, will be kept operational at the upgraded level. Application support shall
be limited to the correction of problems that prevent proper operation of an
operating system or supported software or application that was owned by the City
and utilized by the Kent City Fire Department on June 30, 2010. To this end, the
RFA accepts the operational level and capabilities of the City's Supported Systems
"as-is"won as of June 30, 2010.
Section 1.8 shall be amended as follows:
1.8 Equipment Ownership -Non-Transfer - New Equipment - Exceptions.
The City shall retain and maintain sole ownership and title to all equipment related
to IT Services owned by the City prior to July 1, 2010, including but not limited to
personal computers, monitors, keyboards, mice and accessories attached to
personal computers, mobile data computers, laptop computers, docking stations
and keyboards, mice and accessories attached to and to accommodate laptop
computers, printers, multi-function devices (copier/printer/scanner/fax machine),
telephone switching equipment, telephone sets, cell phones, pagers, network
switching and routing equipment, uninterruptible power supply units connected to
or supporting City owned equipment, cables, cords, racks and ancillary equipment
operated and maintained by IT, servers, disk arrays, rack equipment and seismic
protection equipment, software licenses for operating systems, applications, and
databases. This Exhibit F shall in no way be interpreted to confer ownership or title
to the aforementioned equipment to the RFA at any time prior to or following July
1, 2010.
In the event the RFA needs to replace existing equipment, or desires
to expand or upgrade its equipment, such replacement and expansion shall be at
the sole cost of the RFA, and any new equipment purchased pursuant to such
replacement or expansion shall be owned by the RFA; provided, that any equipment
that is purchased by the RFA and integrated into the City-owned equipment in such
a manner that future separation from City equipment will result in a cost to the
City, the City shall become the owner of the equipment purchased by the RFA at no
cost to the City or, in the alternative, the RFA shall reimburse the City for any costs
of separation.
Notwithstanding other representations made in this section, the
following equipment shall remain the property of the RFA, and shall not be
considered property of the City:
Equipment Description Name Serial Number
RescueNet Fire RMS Database Server FDDBPOI USE828NAZP
Citrix Terminal Server SNPROCTXOP05 USE532C057
Citrix Terminal Server SNPROCTXOP06 USE532C056
SMS Server (production) FDAPP01 2UB439002S
SMS Server (test) FDAPD01 UB4390054
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Scanner in Fire Admin. DR-3080C CC307331
Scanner in Fire Prevention DR-3080CII DF323303
Scanner in FS #73 DR-3080CII DF312203
Blackberry Server TBD TBD
WebEE)G Server WebF=E) - EE)G ni OI
Telessta�ff Server TELFAPP174H
LegendID Server (credentialing) LEGDWBP174H
Section 1.15 shall be amended as follows:
1.15 Payment and Reconciliation. In consideration of the services set forth
in this Exhibit, the RFA will pay the City in accordance with the payment terms of
the interlocal agreement, as amended by this Exhibit.
a. Payment. The City will invoice the RFA for IT Services on a
monthly basis. The RFA may request that monthly charges be split across multiple
invoices. The invoiceUs will include the following:
1. 1/12 of the cost of maintenance of Supported Systems as
set forth in Addendum A;
2. Additional Service staff costs attributable to Additional
Services performed during the preceding month and
reconciled on the current month's invoice; and
3. Any Pass-Through Costs attributable to the preceding
month and reconciled on the current month's invoice.
4. A line item for the six hours of free support service
provided for in Section 1.4.a.
b. Reconciliation. At the conclusion of each calendar year,
representatives of the City and the RFA will meet to reconcile the costs estimated
by the parties to provide IT Services to the RFA with the actual costs incurred by
the City in providing those services. This reconciliation meeting shall occur no later
than January 315t of the following year.
1. Upon completing that reconciliation, the following will
occur:
(i) If the actual costs to provide IT Services to the RFA
were less than what was anticipated, the RFA will
receive a credit equal to that difference, which will
be used to offset the next month's bill (and any
immediately succeeding bills, if necessary) for any
renewal or extension to the term provided for by
this Exhibit.
(ii) If the actual costs to provide IT Services to the RFA
were more than what was anticipated, billed, and
paid by the RFA, the RFA will receive a debit, which
will be added to the next month's bill for any
5
renewal or extension to the term provided for by
this Exhibit.
2. This annual reconciliation will ensure that:
(i) The City is paid based on the actual costs incurred
to support and maintain systems identified above;
and
(ii) The RFA does not pay the City for more than the
actual costs incurred to support and perform the
services identified under this Agreement.
3. Annual adjustments will be made to Addendum A after
the annual reconciliation meeting and during the month of
February to reflect the anticipated costs for providing
services during the next renewal term of this Exhibit F as
provided for in Section 1.16 below, based upon the actual
costs incurred in providing those services during the
preceding calendar year. In accordance with the terms of
the interlocal agreement, annual adjustments are subject
to Administrative Committee approval before becoming
effective. During this annual update of Addendum A, any
changes to the scope of services, supported
infrastructure, and applications are to be reviewed and
agreed upon by both parties, and approved by the
Administrative Committee.
Section 1.16 shall be amended as follows:
1.16 Term. The initial teFM ef the seFV*iees previded PUFSuant te this Exhibit F will
be €eFthe peFied-ef july 1, 2010, thFeugh DeeembeF31, 2011. if IT-T-Sei=v+ces-aFe to
GetebeF be extended te the RFA beyond DecengbeF 31, 2011, the paFties will Regetiate that
2011, and these negetiatiens may Fesult in an amendment te this
this Exhibit shall align with the Gity's calendaF yeaF budget.Annual Cost
Adjustments. The parties shall mutually agree to cost and service adjustments
prior to November 1 of each year by modifying Addendum A to Exhibit F.
6
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Amendment to Exhibit G.
The Committee agrees that Exhibit G, Facilities Maintenance Services shall be
amended as follows:
Section 1.12 shall be amended as follows:
1.12 $traftefiy-Semi-Annual Reports. For the services provided by the City
to the RFA under this Exhibit G, the City shall, within 45
days of each June 1 and December 31, in a form to be
approved by the RFA, provide the RFA with a report which shall, at a minimum,
specify the following:
• The number of facility maintenance requests submitted.
• The number of facility maintenance requests completed.
• The status of maintenance requests, 20 days or older, not yet completed.
• The cost of each completed maintenance request.
• The staff hours spent on each completed maintenance request.
Amendment to Exhibit H.
The Committee agrees that Exhibit H, Medical Benefits - Wellness-Employee
Assistance Program Services shall be deleted in its entirety.
Amendment to Exhibit L.
Section 7 of Exhibit L - Vehicle Inspection and Mechanic Services shall be deleted in
its entirety.
With the exception of the amendments specified herein, all other provisions of the
Exhibits shall remain in full force an effect.
By sign' low, the C mis n hereby adopts the amendments specified herein:
0tte oke Jim Schneider
Ma or Fire Chief
ity of Kent Kent Fire Dept. Regional Fire
Authority
Date: D� Dort oZo%3 Date: Of- d 2- �/.3
9
EXHIBIT A
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
RECORDS MANAGEMENT
1.1 Record Ownership.
a. RFA records ("RFA Records") shall include:
i. All records prepared, owned, used, or retained by the RFA
related to the performance of its statutory and contractual duties on or after July 1,
2010.
ii. All City Records actually received by the RFA pursuant to
the RFA Plan or the interlocal agreement.
b. City records ("City Records") shall include:
i. All records of the Kent Fire Department prepared, owned,
used, or retained by the City related to the performance and operation of the Kent
Fire Department for all periods prior to July 1, 2010.
ii. All records prepared, owned, used, or retained by the City
in relation to Fire Prevention, Fire Investigations, and Emergency Management
Services provided by the RFA to the City subsequent to July 1, 2010.
iii. All records prepared, owned, used, or retained by the City
related to the City's continuing obligations or services as specified in the RFA Plan
or by interlocal agreement with the RFA.
C. The parties recognize that physical custody of RFA Records or
City Records is not determinative of whether the records are RFA Records or City
Records and the parties shall work cooperatively in responding to requests for
records made pursuant to the rules of subpoena or pursuant to the Washington
State Public Records Act.
1.2 Records Custodian. Except as provided below, the RFA will be the
primary record custodian of all RFA Records. The City will be the primary custodian
of all City Records. The City shall transfer to the RFA the following City Records
which, upon receipt by the RFA, shall also be considered RFA Records:
a. Personnel Files of all employees transferred from the City to the
RFA.
EXHIBIT A - RECORDS MANAGEMENT
Page 1
b. Civil service files of all civil service employees transferred from
the City to the RFA.
C. Any other City Records identified in the future that both the City
and the RFA agree should be in the custody of the RFA.
1.3 Cost of Transfer. The costs of transferring records shall be shared
equally by the RFA and the City. Each party shall be responsible for costs of its
own personnel required to transfer the records.
1.4 Requests for Records. The parties recognize that some City Records
will be in the custody of the RFA and some RFA Records will be in the custody of the
City. The parties establish the processes set forth in Sections 1.5 and 1.6 to
provide a method of responding to records requests received through subpoenas
and the Public Records Act, or records otherwise requested by the City or the RFA.
The method set forth in this Exhibit A shall serve only as a guideline, and may be
altered from time to time as necessary.
1.5 Requests for City Records in the Custody of RFA and Directed to or
Received by the City. In the event the City receives a public records request,
subpoena, or other request for City Records that are in the custody of the RFA, the
following process shall be followed:
a. The City will advise the RFA in writing that the request has been
received. The RFA will have five (5) business days to respond to
the City with the records or a reasonable estimate of the time
necessary to provide the City with the records.
b. The RFA will provide copies, at its sole cost and expense and in
the form requested by the City, either directly to the City or
directly to the requestor as directed by the City. In the event
the City receives payment for the copies provided to the
requestor, the City shall forward such payment to the RFA.
C. The City will remain responsible for communicating with the
requester in compliance with all legal obligations. The City and
the RFA shall jointly work to determine which records are to be
disclosed to the requestor, and if the request was submitted
under the Public Records Act, which records are exempt from
disclosure.
d. It shall be the responsibility of the City, and at the expense of
the City, to defend any claim or lawsuit for a violation of the
Public Records Act or laws relating to a subpoena, and pay any
damages, fees, costs, or settlements relating to such claim or
lawsuit; provided, that in the event the claim or lawsuit relates
in any manner to City records in the sole custody of the RFA
EXHIBIT A - RECORDS MANAGEMENT
Page 2
that were not provided to the City by the RFA, then the RFA
shall defend such claim or lawsuit and pay any damages, fees,
costs, or settlements relating to such claim or lawsuit. The City
and the RFA agree to cooperate fully in the defense of any such
claim or lawsuit. If both the City and the RFA fail to produce all
records, they will cooperate in defense and each party will pay
all its own legal costs and attorneys' fees.
1.6 Requests for RFA Records in the Custody of the City and Directed to or
Received by the RFA. In the event the RFA receives a public records request,
subpoena, or other request for RFA Records in the custody of the City, the following
process shall be followed:
a. The RFA will advise the City in writing that the request has been
received. The City will have five (5) business days to respond to
the RFA with the records or a reasonable estimate of the time
necessary to provide the RFA with the records.
b. The City will provide copies, at its sole cost and expense and in
the form requested by the RFA, either directly to the RFA or
directly to the requestor as directed by the RFA. In the event
the RFA receives payment for the copies provided to the
requester, the RFA shall forward such payment to the City.
C. The RFA will remain responsible for communicating with the
requester in compliance with all legal obligations. The City and
the RFA shall jointly work to determine which records are to be
disclosed to the requester, and if the request was submitted
under the Public Records Act, which records are exempt from
disclosure.
d. It shall be the responsibility of the RFA, and at the expense of
the RFA, to defend any claim or lawsuit for a violation of the
Public Records Act or laws relating to a subpoena, and pay any
damages, fees, costs, or settlements relating to such claim or
lawsuit; provided, that in the event the claim or lawsuit relates
in any manner to RFA Records in the sole custody of the City
that were not provided to the RFA by the City, then the City
shall defend such claim or lawsuit and pay any damages, fees,
costs, or settlements relating to such claim or lawsuit. The
parties agree to cooperate fully in the defense of any such claim
or lawsuit. If both the RFA and the City fail to produce all
records, they will cooperate in defense and each party will pay
all its legal costs and attorneys' fees.
EXHIBIT A - RECORDS MANAGEMENT
Page 3
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EXHIBIT B
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
FIRE PREVENTION SERVICES
1.1 City Appointment of Fire Chief and Fire Marshal/Fire Code Official. For
the purpose of enforcement of federal, state, and City laws relating to Fire
Prevention Services, including but not limited to the International Fire Code
(hereinafter "codes"), the Chief Officer of the RFA shall be considered the City's Fire
Chief, and the Chief Officer assigned to the Fire Prevention Services Division shall
be considered the City's Fire Marshal and Fire Code Official.
1.2 Fire Prevention Administration Services Provided to City. The RFA
shall provide the following Fire Prevention Administration Services to the City:
a. Direct the management and supervision of Fire Prevention
Services Division personnel;
b. Administer Fire Prevention Services Division programs and
activities to include inspections, plan review, code enforcement,
addressing, fire investigations, public education, assessment
and collection of fees, document management, and payroll.
C. Subject to City approval, create and adopt policies, procedures,
rules, and regulations to clarify the application of the codes.
d. Subject to City approval, create and develop forms, letters, and
other documents to assist in the application of codes.
e. Provide interpretations of codes.
f. Approve materials, equipment, and devices used in
construction, and the methods of construction to the extent that
approval is authorized by the codes.
g. Operate front counter for public access to the Fire Prevention
Services Division.
h. Perform accounting and payroll functions to include invoicing
and/or billing of assessed fees, coordinating the collection of
fees with the City's Finance Customer Services Division, time-
keeping and completion of payroll documents.
EXHIBIT B - FIRE PREVENTION SERVICES
Page 1
i. Document management, to include creating and maintaining
division files, routing of development applications and plans,
preparing and imaging retained documentation, and fulfilling
public record requests.
j. Permit process activities to include the logging and routing of
plans, data entry of new applications, assembling and routing of
completed application packages.
k. Issue, print, and deliver permits.
I. Process code complaints or inquiries from the public to include
data entry, file creation, and routing of information.
M. Schedule and conduct inspections for developers or contractors.
n. Perform all duties necessary in order to enforce the codes.
o. Evaluate the codes for local adoption and develop local codes or
amendments for consideration by the City.
P. Review and sign voluntary correction agreements.
q. Represent the Fire Chief on the City's Short Subdivision
Committee.
r. Perform all other tasks related to the provision of Fire
Prevention Administration Services.
1.3 Fire Prevention Code Enforcement Services Provided to City. The RFA
shall provide the following Fire Prevention Code Enforcement Services to the City:
a. Initial fire and life safety inspections of new or relocated
businesses.
b. Inspections of businesses that are required to have fire code
permit(s).
C. Investigate and resolve public code violation complaints or
inquiries.
d. All code enforcement duties related to the fire codes as required
by Chapter 1.04 KCC.
e. Special inspections required by outside agencies such as
Department of Defense, Department of Early Learning,
Department of Social and Health Services, and private insurance
companies.
EXHIBIT B - FIRE PREVENTION SERVICES
Page 2
f. Post-disaster building and system inspections and/or
evaluations.
g. Approval and review fire safety, emergency evacuation,
lockdown, shelter-in-place, and hazardous materials
management plans.
h. Attend and provide testimony and exhibits at Code Enforcement
Hearings before the City's Hearings Examiner, and upon appeal,
if any, to court.
i. Perform all other tasks related to providing Fire Prevention Code
Enforcement Services.
1.4 Fire Prevention Development Services Provided to City. The RFA shall
provide the following Fire Prevention Development Services to the City:
a. Address program activities to include the creation, assignment,
verification, issuance, and change of addresses.
b. Manage the Knox/Supra rapid entry program.
C. Provide development review program services to include
answering project inquiries, attending meetings, reviewing plans
for code compliance, and approving plans.
d. Provide development inspection program services to include
pre-construction meetings, inspections, troubleshooting fire
protection systems, final acceptance tests, field review of basic
permits, coordination with the Building Services Division for the
issuance of Certificates of Occupancy.
e. Provide economic development activities to include research of
properties, systems and code requirements for potential
projects and existing buildings.
f. Approve hydrant placement on public and private projects.
g. Perform hydrant flows to verify available water supply.
h. Provide false alarm reduction program activities to include next
day follow-up of false alarms from Fire Operations Division,
coordinate with property owner/agent on repairs or
troubleshooting, quality assurance of incident reports from false
alarms, feedback to Fire Operations Division on next steps for
problematic systems.
EXHIBIT B — FIRE PREVENTION SERVICES
Page 3
i. Provide fire protection system confidence test program activities
to include evaluation of confidence tests provided by third-
parties, issuance of correction notices and/or notices of
violation, and drafting of voluntary correction agreements and
field inspections.
j. Provide Permit Center activities to include customer service,
answering phone calls, and meeting with customers and
members of the public.
k. Perform all other tasks related to providing Fire Prevention
Development Services.
1.5 Timeline of Work Provided. All work performed by the Fire Prevention
Division shall be performed pursuant to and within the timelines required of the
codes, policies, and procedures of the City, and any state or federal laws applicable
to the performance of that work.
1.6 Fire Prevention Services Staff Dedicated to City. The RFA will staff
nine and one-half (9.5) positions for the provision of Fire Prevention Services to the
City, including:
a. A Fire Division Chief/Fire Marshal (Currently Jon Napier);
b. Two (2) Captains/Assistant Fire Marshals (currently Ray
Shjerven and Kevin Nee);
C. Four (4) Firefighters/Deputy Fire Marshals (currently Tom
Smith, Jeff Humenik, Don Barbarie, and Bruce Verhei);
d. One (1) Administrative Assistant II (currently Paula Thayer);
and
e. One and one-half (1.5) Administrative Secretary II (currently
Beth Peterson and Teri Nee).
It is recognized that the City is paying for Fire Prevention Services at
the above-stated staffing levels, and the RFA acknowledges that it will provide the
level of service identified in this Exhibit. In the event a person occupying a position
set forth above is on leave for any reason for a period of thirty (30) days or more,
the RFA shall, at no expense to the City, cover the position with another employee
with sufficient experience and training to ensure the City is provided with the
staffing level noted above unless the City agrees that such coverage is
unnecessary.
1.7 RFA Staff Overtime Budget. Section 1.13 of this Exhibit B provides the
agreed upon payment for any and all overtime worked by the RFA while providing
Emergency Management, Investigation, and Fire Prevention Services for the City.
Except as provided in the following paragraph, there shall be no additional
consideration paid by the City to the RFA for overtime pay in excess of the amount
provided in Section 1.13 of this Exhibit B.
EXHIBIT B - FIRE PREVENTION SERVICES
Page 4
There may be some disaster occurrences that are unanticipated. In
the event of an ECC activation, the RFA shall take reasonable measures to reduce
the costs of such ECC activation, and the CAO be consulted immediately to discuss
the potential operational and overtime costs of the ECC activation. In the event of
a Level 2 ECC activation lasting more than twenty-four (24) hours, or a Level 3 ECC
activation, the City shall only be responsible for the cost of reasonable overtime
work performed by the staff set forth in Section 1.6 above that is performed
pursuant to the ECC activation. The City shall not be responsible for overtime
performed by Fire Prevention staff who perform other RFA duties that normally
would be the RFA's obligation to provide. For example, and not by limitation, the
City would pay the overtime of a Fire Prevention staff person inspecting buildings as
a result of an ECC Level 3 response, but would not pay the overtime of a Fire
Prevention staff person performing shift or line work during the emergency.
In the event a Fire Prevention staff person is absent and another staff
member is called in to perform his or her work, all overtime costs occasioned by the
replacement staff person shall be at the sole cost of the RFA. Any state or federal
reimbursement for overtime or regular hours attributable to Fire Prevention staff
work that was the City's responsibility shall be transferred back to the City.
1.8 Fire Marshal/Fire Code Official Reports to City's Mayor or Economic and
Community Development Director. The City's Fire Marshal/Fire Code Official shall
provide reports to the Mayor or the City's Economic or Community Development
Director as requested. While the Fire Chief shall have the authority to direct the
work of the RFA employees, the Mayor or the City's Economic or Community
Development Director, shall be kept informed of the work performed by the RFA
employees on behalf of the City, and shall have authority to set the desired
outcomes of the Fire Prevention staff.
1.9 To Whom Services Provided. The City shall pay only for Fire
Prevention Services provided to the City. The Fire Prevention Services Division may
provide services to other agencies by interlocal agreement. In the event the RFA
performs Fire Prevention Services for another agency in the future, the RFA shall,
prior to entering an agreement with such other agency, provide notice to the City of
the RFA's intent to provide services to the other agency, provide the City with the
details of the services to be provided, and negotiate with the City the impacts, if
any, that the service to the other agency may have on the service level provided to
the City. In the event that such services result in an increased cost or decreased
level of service to the City, such interlocal agreement for services shall require
specific prior written authorization from the City. In the event that the RFA
provides Fire Prevention Services to another agency without increasing the number
of hours of work provided by the Fire Prevention Services Division staff identified in
Section 1.6, the amount the City pays to the RFA for Fire Prevention Services shall
be reduced by the value of the hours provided to the other agency.
1.10 Equipment to Perform Services. Office space shall be provided by the
City at 400 West Gowe Street, Suite #414, Kent, WA; provided that the City may,
with reasonable notice, move the office space in order to meet the needs of the
EXHIBIT B - FIRE PREVENTION SERVICES
Page 5
City. The City will provide Information Technology equipment, including computers,
computer servers, and computer programming, as well as telephone equipment and
telephone services pursuant to the Information Technology Exhibit to the interlocal
agreement. All other supplies and equipment required to perform the duties called
for in this Exhibit B shall be provided by the RFA. For the purposes of performing
the services called for herein, and for accounting the RFA shall have access to the
City's KIVA system and JD Edwards accounting/billing system.
1.11 Grant Funds. From time to time, the RFA may apply for grant funding.
Any grant funding that may directly affect the staffing levels of the Fire Prevention
Division shall be first approved by the City. In the event that grant funding is
obtained, such funding shall not, without specific City approval, increase the City's
cost of Fire Prevention Services or in any manner bind the City to a certain staffing
level. Moreover, any grant funding related to the work performed by the Fire
Prevention Services Division for the City shall be applied in accordance with the
Grant Guidelines to provide Fire Prevention Services.
1.12 Collection and Transmission of Fees and Charges. All money, fees,
and charges of any kind collected or charged by the Fire Prevention Services
Division for services within the City or as a result of the provision of Fire Prevention
Services within the City shall be the sole property of the City and payable to the
City. The RFA shall establish a standard procedure for the charging and collection
of fees and charges as directed by the City's Finance Department, and shall
immediately transmit all such money collected to the City.
1.13 Cost of Fire Prevention Services. In accordance with the Regional Fire
Authority Plan, the City shall pay the RFA for Fire Prevention services an amount
equivalent to the funding approved by the City Council in the adjusted budget,
which was approved by the City Council on June 8, 2010. Beginning in 2011, the
City shall pay the RFA $1,802,726.00 annually for the Fire Prevention Services
provided by the RFA; provided, that the amount specified shall be adjusted
beginning January 1, 2011, as provided in Section 1.14 of this Exhibit; and
provided further, that a total of $67,999.00 shall be the amount the City pays the
RFA for overtime worked in Fire Prevention, the Office of Emergency Management
and Fire Investigation Services; and provided further, that additional overtime may
be charged to the City only in accordance with Section 1.7 of this Exhibit B and
Section 1.3 of the Office of Emergency Management Exhibit C.
1.14 Cost Adjustments. On January 1 of each year, the cost of Fire
Prevention Services and Fire Investigation Services as set forth in Section 1.13 shall
be adjusted by the lesser of either 100% of the Seattle/Tacoma/Bremerton CPI-W
percentage increase for the period of June to June, or the amount of pay increase
pursuant to the Collective Bargaining Agreement negotiated between the RFA and
RFA firefighters.
EXHIBIT B - FIRE PREVENTION SERVICES
Page 6
EXHIBIT C
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
OFFICE OF EMERGENCY MANAGEMENT
1.1 Services Provided to City. The RFA shall provide the following
Emergency Management Services to the City:
a. Administer all emergency management programs.
b. Ensure that plans, programs, and training are in compliance
with federal and state standards.
C. Ensure that adequate training is provided to meet federal
mandates. However, the RFA will not be responsible if City staff
does not participate or meet these mandates.
d. Manage and oversee the Emergency Coordination Center
("ECC") and emergency operations.
e. Maintain and update the following plans in accordance with state
and federal requirements, as well as any other plans that are
required pursuant to future state and federal requirements:
1. Comprehensive Emergency Management Plan;
2. Hazardous Materials Emergency Response Plan;
3. Local Hazard Mitigation Plan;
4. Hazardous Identification and Vulnerability Analysis; and
5. Homeland Security Exercise and Evaluation Program.
f. Apply for and manage all disaster recovery grants, Emergency
Performance Grants, and other public assistance grants.
g. Represent the City and actively coordinate and participate on
local and regional groups, committees, and associations to
further emergency preparedness, and to keep current on
emergency management issues facing the region and the City.
The participation may include the following groups, committees,
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 1
or associations, as well as any new local or regional Emergency
Management Related groups:
1. Emergency Management Advisory Committee;
2. Training and Exercise Sub-Committee;
3. King County Citizen Corps Sub-Committee;
4. City of Kent Emergency Planning Committee;
5. Regional Strategic Planning Group;
6. Regional Catastrophe Planning Group;
7. Regional Disaster Planning Committee; and
8. Region 6 Homeland Security.
h. Continue to manage and oversee the Local Emergency Planning
Committee in accordance with federal, state, and City statutes,
regulations, and policies.
i. Prepare City staff and residents for emergencies by providing
the following training:
1. National Incident Management System Training;
2. Emergency Coordination Center Position Training;
3. Department Operation Center Training;
4. Community Emergency Response Training;
5. School Emergency Response Training;
6. Business Emergency Response Training;
7. Flood Preparedness Training; and
8. Debris Management Training.
j. Maintain the City's designation as a Storm Ready City.
k. Perform all other tasks related to providing Emergency
Management Services.
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 2
1.2 RFA Staff Dedicated to City Office of Emergency Management. The
RFA will staff four (4) positions for the City's Office of Emergency Management:
a. A Division Chief/Emergency Manager (currently Dominic
Marzano);
b. A Firefighter/Program Manager (currently Brian Felczak);
C. A Program Coordinator (currently Kimberly Behymer); and
d. An Emergency Management Specialist (currently Jennifer
Keizer).
It is recognized that the City is paying for Emergency Management
services at the above-stated staffing levels and the RFA affirms that it will provide
the level of service identified in this Exhibit C. These staff members are dedicated
to provide City Emergency Management Services and the City shall not be charged
for services that normally would be the RFA's obligation to provide. In the event a
person occupying a position set forth above is on leave or works a different shift for
any reason for a period of thirty (30) days or more, the RFA shall, at no expense to
the City, cover the position with another employee familiar with and adequately
trained to provide Emergency Management Services in order to ensure the City
receives the staffing level noted above unless the City agrees that such coverage is
unnecessary.
1.3 RFA Staff Overtime. Section 1.13 of the Fire Prevention Services
Exhibit B provides the agreed upon payment for any and all overtime worked by the
RFA while providing Emergency Management, Investigation, and Fire Prevention
Services for the City. Except as provided in the following paragraph of this Section
1.3, there shall be no additional consideration paid by the City to the RFA for
overtime worked in excess of the amount provided in Section 1.13 of the Fire
Prevention Services Exhibit B.
There may be some disaster occurrences that are unanticipated. In
the event of an ECC activation, the RFA shall take reasonable measures to reduce
the costs of such ECC activation, and the City's Mayor be consulted immediately to
discuss the potential operational and overtime costs of the ECC activation. In the
event of a Level 2 ECC activation lasting more than twenty-four (24) hours, or a
Level 3 ECC activation, the City shall only be responsible for the cost of reasonable
overtime work performed by the staff set forth in Section 1.2 above that is
performed pursuant to the Emergency Management function as described in this
Exhibit C. The City shall not be responsible for overtime performed by Office of
Emergency Management staff who perform other RFA duties that normally would be
the RFA's obligation to provide. For example, and not by limitation, the City would
pay the overtime of an Office of Emergency Management staff person working in
the ECC during an emergency, but would not pay the overtime of an Office of
Emergency Management staff person performing shift or line work during the
emergency.
In the event an Office of Emergency Management staff person is
absent and another staff member is called in to perform his or her work, all
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 3
overtime costs occasioned by the replacement staff person shall be at the sole cost
of the RFA. Any state or federal reimbursement for overtime or regular hours
attributable to Office of Emergency Management staff work that was the City's
responsibility shall be transferred back to the City.
1.4 Authority of City's Mayor. While the Fire Chief shall have the authority
to direct the work of the RFA employees, the City's Mayor shall be kept informed of
the work performed by the RFA employees on behalf of the City, and shall have
authority to set the desired outcomes of the Office of Emergency Management.
1.5 To Whom Services Provided. The City shall pay only for Emergency
Management Services provided to the City. The Office of Emergency Management
may provide Emergency Management services to other agencies by interlocal
agreement. In the event the RFA performs Emergency Management services for
another agency, the RFA shall, prior to entering into an agreement with such other
agency, provide notice to the City of the RFA's intent to provide services to the
other agency, provide the City with the details of the services to be provided, and
negotiate with the City the impacts, if any, that the service to the other agency
may have on the service level provided to the City. In the event that such services
result in an increased cost or decreased level of service to the City, such interlocal
agreement for services shall require specific prior written authorization from the
City. In the event that the RFA provides Emergency Management Services to
another agency without increasing the number of hours of work provided by the
Office of Emergency Management staff identified in Section 1.2 above, the amount
the City pays to the RFA for Emergency Management Services shall be reduced by
the value of the hours provided to the other agency.
1.6 Collection and Transmission of Fees and Charges. All money, fees,
and charges of any kind collected or charged by the Office of Emergency
Management or as a result of the provision of Emergency Management Services for
the City shall be the sole property of the City and payable to the City. The RFA
shall establish a standard procedure for the charging and collection of fees and
charges as directed by the City's Finance Department, and shall immediately
transmit all such money collected to the City.
1.7 Grant Funds. From time to time, the Emergency Management
Services Division will apply for grant funding. Any grant funding that may directly
affect the staffing levels of the Office of Emergency Management as set forth in
Section 1.2 shall be first approved by the City. In the event that grant funding is
obtained, such funding shall not, without specific City approval, increase the cost to
the City of Emergency Management Services or in any manner bind the City to a
certain staffing level. Moreover, grant funding relating to the work performed by
the Office of Emergency Management for the City shall be used in accordance with
the Grant guidance to provide Emergency Management Services.
1.8 RFA to Provide Equipment to Perform Services. All office space,
supplies, and equipment will be provided by the RFA at 24523-116th Ave S.E, Kent,
WA; provided, the City will provide information technology equipment, including
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 4
NOW-
computers, computer servers, and computer programming, as well as telephone
equipment and telephone services pursuant to the interlocal agreement. Further,
the City will provide the ECC its current location at 24523-116th Ave S.E, Kent, WA.
1.9 Report Regarding Services Provided. The Division Chief/Emergency
Manager, or the most senior officer of the Office of Emergency Management, shall,
no less than quarterly, provide a written report to the CAO regarding the past,
present, and future functions of the Office of Emergency Management, and shall
provide the CAO with the quarterly reports required of the interlocal agreement.
1.10 Cost of Emergency Management Services. In accordance with the
Regional Fire Authority Plan, the City shall pay the RFA for Emergency Management
Services an amount equivalent to the funding approved by the City Council in the
adjusted budget which was approved by the City Council on June 8, 2010.
Beginning in 2011, the City shall pay the RFA $520,620.00 annually for the
Emergency Management services provided by the RFA; provided, that the amount
specified shall be adjusted beginning January 1, 2011, as provided in Section 1.11
of this Exhibit C, and provided further, that pay for overtime in accordance with
Section 1.3 of this Exhibit shall be paid in accordance with the payment section of
the interlocal agreement.
1.11 Cost Adjustments. On January 1 of each year, the cost of Emergency
Management Services as set forth in Section 1.10 and Section 1.12 shall be
adjusted by the lesser of either 100% of the Seattle/Tacoma/Bremerton CPI-W
percentage increase for the period of June to June, or the amount of pay increase
pursuant to the Collective Bargaining Agreement negotiated between the RFA and
RFA firefighters.
1.12 Crisis Intervention Coordinator. The RFA shall employ a Crisis
Intervention Coordinator. The Crisis Intervention Coordinator shall serve equally
the RFA and the City. The RFA shall pay the salary and benefits of the Crisis
Intervention Coordinator and provide the Crisis Intervention Coordinator with a
vehicle which shall be utilized for the performance of his or her duties; provided,
the City shall pay $30,000.00 to the RFA and provide the Crisis Intervention
Coordinator with office space, a telephone, and a computer as consideration for
equally using the services of the Crisis Intervention Coordinator. The amount
specified in this Section 1.12 shall be in addition to the amount set forth in Section
1.10 of this Exhibit. The duties of the Crisis Intervention Coordinator shall be
consistent with a job description that shall be developed by the RFA and the City
jointly. The Crisis Intervention Coordinator shall remain an at-will employee of the
RFA at all times. The cost of the Crisis Intervention Coordinator shall be adjusted on
an annual basis in the manner provided in Paragraph 1.11
1.13 Code Red. The parties agree to share in the contracted cost of Code
Red services based on the following proportions: City 72.1%, RFA 27.9%. The City
shall pay its share to the RFA. The City's anticipated cost for 2012 is $30,645. In
the event additional system minutes must be purchased, the costs shall be
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 5
allocated consistent with the proportions. Code Red Costs for subsequent years will
also be based on the same proportions. In the event the city or the RFA's
boundaries change, the Committee shall establish new proportions. In the event
either party recovers any costs incurred as a result of a Code Red implementation,
the parties agree to share in any Code Red cost recoveries in the same proportions.
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 6
EXHIBIT D
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
FIRE INVESTIGATION SERVICES
1.1 Services Provided to City. The RFA shall provide the following Fire
Investigation Services to the City:
a. Investigate the cause and origin of fires, interview suspects and
witnesses, examine fire scenes, document findings and prepare
reports, collect and protect evidence, arrest and transport
suspects, cooperate with prosecutors, file cases in court, be
available for interviews and courtroom testimony, and other
associated duties.
b. Investigate all fires that are arson, suspicious, injurious, and
fires with a loss of $10,000 or more.
C. Coordinate arson investigation activities with the Kent Police
Department as necessary.
d. Identify juvenile fire setters and coordinate intervention and
counseling.
e. Staff the 24/7 Fire Investigation Unit by responding to all
working fires when requested.
f. Participate in the Alcohol Tobacco and Firearms (ATF) Puget
Sound Arson Explosives Taskforce by Memorandum of
Understanding.
g. Participate in regional and state fire investigative organizations
and activities.
h. Perform all other tasks related to providing Fire Investigation
Services.
1.2 Commissioned Investigators. Investigators who perform the fire
investigation services shall retain no less than a limited commission as a law
enforcement officer in the City as determined by the Police Chief.
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 1
1.3 Uniformed Police Officer When Arrest Made. Every effort shall be
made to have a uniformed commissioned police officer present when making an
arrest in the City.
1.4 Evidence Retention. All evidence gathered during the criminal
investigation of a fire or other event for which Fire Investigative Services are
provided shall be maintained by the evidence custodians of the City's Police
Department pursuant to the policies and procedures for the maintenance of
evidence set forth by the City's Police department.
1.5 Inform Police Chief. The Fire Investigation Services Division shall
make every attempt to keep the City's Police Chief or his or her designee informed
as to the status of all fires in the City that occur as a result of suspected or
confirmed criminal conduct by providing status reports of investigations as the
investigations evolve.
1.6 Fire Investigation Services Dedicated to City. Fire Investigation
Services staff will be directly supervised by the RFA's Fire Marshal/Fire Code Official
who also supervises the Fire Prevention Services Division. The RFA will staff three
(3) positions for the provision of City Fire Investigation Services, including:
a. A Captain (currently Eric Pedersen); and
b. Two (2) Firefighters (currently Fritz Winniger and Rusty Olsen).
It is recognized that the City is paying for Fire Investigation Services
at the above stated staffing levels and the RFA affirms that it will provide the level
of service identified in this Exhibit D. Further, these staff members are dedicated to
provide City Fire Investigation Services and the City shall not be charged for
services that normally would be the RFA's obligation to perform. In the event a
person occupying a position set forth above is on extended leave for any reason for
a period of thirty (30) days or more, the RFA shall, at no expense to the City, cover
the position with another employee familiar with and adequately trained to provide
Fire Investigation Services in order to ensure the City receives the staffing level
noted above unless the City agrees that such coverage is unnecessary.
1.7 RFA Staff Overtime Budget. Combined, the four (4) positions shall
work shifts in a manner that provides Fire Investigation Services to the City twenty-
four (24) hours a day, seven (7) days per week. Section 1.13 of the Fire
Prevention Services Exhibit B provides the agreed upon payment for any and all
overtime worked by the RFA while providing Emergency Management,
Investigation, and Fire Prevention Services for the City.
1.8 Valley Regional Fire Authority (VRFA) Staff. The RFA also currently
uses a Fire Investigator employed by VRFA. The VRFA investigator works for the
RFA pursuant to an interlocal agreement between the RFA and VRFA, which was
established prior to the formation of the RFA and which expires on August 15,
2010. The purpose of having the VRFA investigator work as a member of the City's
Fire Investigation Services Division was to permit the staffing of a Fire Investigator
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 2
twenty-four (24) hours per day, seven (7) days per week. The RFA and the VRFA
will attempt to negotiate a new interlocal agreement that retains the VRFA
investigator beyond December 31, 2010, in such a manner as to maintain the level
of service to the City provided by the interlocal agreement and this Exhibit D
without additional cost to the City. Nothing in this Exhibit D shall bind the City to
any relationship with VRFA for the provision of the Fire Investigator, and nothing in
this Exhibit shall delegate authority to the RFA to bind the City to any relationship
with VRFA.
The Fire Investigation Services Division may provide Fire Investigation
Services to other agencies by interlocal agreement. In the event the RFA performs
Fire Investigation Services for another agency in the future, the RFA shall, prior to
entering an agreement with such other agency, provide notice to the City of the
RFA's intent to provide services to the other agency, provide the City with the
details of the services to be provided, and negotiate with the City the impacts, if
any, that the service to the other agency may have on the service level provided to
the City. In the event that such services result in an increased cost or decreased
level of service to the City, such interlocal agreement for services shall require
specific prior written authorization from the City. In the event that the RFA
provides Fire Investigation Services to another agency without increasing the
number of hours of work provided by the Fire Investigation Services Division staff
identified in Section 1.6, the amount the City pays to the RFA for Fire Investigation
Services shall be reduced by the value of the hours provided to the other agency.
1.9 Fire Marshal/Fire Code Official Reports to City's Police Chief. The City's
Fire Marshal/Fire Code Official shall provide official reports to the City's Police Chief
on request. While the Fire Chief shall have the authority to direct the work of the
RFA employees, the City's Police Chief shall be kept informed of the work performed
by the RFA employees on behalf of the City, shall have authority to set the desired
outcomes of the Fire Investigation staff, and may establish policies and procedures
for the conduct of the work of the Fire Investigations staff related to police
action/enforcement.
1.10 RFA to Provide Equipment to Perform Services. Office space shall be
provided by the City at 400 West Gowe Street, Suite #414, Kent, WA; provided
that the City may, with reasonable notice, move the office space in order to meet
the needs of the City. The RFA shall provide station/sleeping quarters to Fire
Investigators, as well as all office supplies, vehicles, and equipment not identified
as being provided by the City. The City will provide Information Technology
equipment, including computers, computer servers, and computer programming, as
well as telephone equipment and telephone services pursuant to the interlocal
agreement.
1.11 Fire Investigator Equipment Provided by City. The City, through its
Police Department, will provide a firearm with holster, ballistic vest, ammunition,
and related equipment to the City Fire Investigators, as well as police training
regarding the use of such equipment.
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 3
1.12 Report Regarding Services Provided. The Fire Marshal/Fire Code
Official shall, no less than semi-annually (within 45 days of each June 1 and
December 31), provide a written report to the City's Mayor and the Police Chief
regarding the past, present, and future functions of the Fire Investigation Services
Division, and shall provide the Mayor with the semi-annual reports required of the
interlocal agreement.
1.13 Grant Funds. From time to time, the RFA may apply for grant funding.
Any grant funding that may directly affect the staffing levels of the Fire
Investigation Services Division shall first be approved by the City. In the event that
grant funding is obtained, such funding shall not, without specific City approval,
increase the cost to the City of Fire Investigation Services or in any manner bind
the City to a certain staffing level. Moreover, grant funding related to the work
performed by the Fire Investigation Services Division for the City shall be used in
accordance with the grant guidelines to provide Fire Investigation Services.
1.14 Collection and Transmission of Fees and Charges. All money, fees,
and charges of any kind collected or charged by the Fire Investigation Services
Division for services within the City or as a result of the provision of Fire
Investigation Services within the City shall be the sole property of the City and
payable to the City. The RFA shall establish a standard procedure for charging and
collecting fees and charges as directed by the City's Finance Department, and shall
immediately transmit all such money collected to the City.
1.15 Cost of Fire Investigation Services. Beginning July 1, 2010, and in
accordance with the Regional Fire Authority Plan, the City shall pay the RFA for Fire
Investigation Services an amount equivalent to the funding approved by the City
Council in the adjusted budget, which was approved by the City Council on June 8,
2010. Beginning on January 1, 2011, the City shall pay the RFA $384,704.00
annually for the Fire Investigation Services provided by the RFA; provided, that the
amount specified shall be adjusted beginning January 1, 2011, as provided in
Section 1.16 of this Exhibit D.
1.16 Cost Adjustments. On January 1 of each year, the cost of Fire
Investigation Services as set forth in Section 1.15 shall be adjusted by the lesser of
either 100% of the Seattle/Tacoma/Bremerton CPI-W percentage increase for the
period of June to June, or the amount of pay increase pursuant to the Collective
Bargaining Agreement negotiated between the RFA and RFA firefighters.
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 4
EXHIBIT E
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
SHOWARE CENTER.
1.1 Emergency Medical Presence. Unless otherwise provided in the
operational agreement between the City and the operator/manager (' SMG") of the
ShoWare Center, the RFA shall provide an emergency medical presence at the
ShoWare Center during all ShoWare events in which attendance at the event is
expected to be 750 or more attendees at any one time or over the course of one
(1) day of the event. For the purposes of this Exhibit E, the term "emergency
medical presence" shall mean the attendance at a ShoWare event of at least two
(2) RFA employees who are of the rank of firefighter or higher.
1.2 Services to be Provided at no Charge for Certain Events. The RFA shall
provide a medical presence at all Thunderbirds hockey games, arena football
games, and lingerie football games, and shall not charge the City or SMG for the
emergency medical presence at these events.
1.3 RFA May Charge for Other Events. The RFA will charge SMG for the
emergency medical presence for any event not specified in Section 1.2 of this
Exhibit E. The rate that the RFA will charge will be $71.00 per hour for each RFA
employee who is hired to provide emergency medical services at a ShoWare event
covered under this subsection. In July of each year, the RFA and the City will meet
to determine the rate that will be applicable starting in January of the following
year.
1.4 RFA to Have Access to ShoWare Facilities. For the purpose of
providing an emergency medical presence at the ShoWare Center, the RFA shall
have access to a room in which to perform examinations of patients and provide
emergency medical services, and shall have access to telephones and a computer
for the purposes of communications and report writing.
EXHIBIT E - SHOWARE CENTER
EXHIBIT F
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
INFORMATION TECHNOLOGY - TELEPHONE -
INFORMATION MANAGEMENT SERVICES
1.1 Purpose. This Exhibit F details the agreement between the City and
the RFA for the City's provision of Information Technology Services ("IT Services")
to the RFA by the City of Kent's Information Technology Department ("IT"). This
Exhibit F describes the scope of work and responsibility for all parties as it relates to
the ownership, operation, maintenance, and repair of the data,
telecommunications, networking infrastructure, and associated systems and
applications installed for the operation of the RFA.
1.2 Maintenance of Supported Systems. IT has installed and will maintain
the telecommunications, cable plant, data network, computers, multi-function
devices, servers, applications, and associated servers specifically identified in Table
1, Supported Systems ('Supported Systems"), for the RFA pursuant to the terms of
this Exhibit F. IT will keep the supported systems operational consistent with the
operational level the City provided to the Supported Systems and hardware as of
June 30, 2010; provided, any upgrades to the City's system that occur after June
30, 2010, which affect the operability of the supported systems, will be kept
operational at the upgraded level. Application support shall be limited to the
correction of problems that prevent proper operation of an operating system or
supported software or application that was owned by the City and utilized by the
Kent City Fire Department on June 30, 2010. To this end, the RFA accepts the
operational level and capabilities of the City's Supported Systems as of June 30,
2010.
SUPPORTED SYSTEMS*
SYSTEM LOCATION
Telecommunications
Telephone Switch ear
Telephone Sets IP Not to include installation
Telephone Sets (Analog) Not including installation
Telephone Signal Server
Cross Connections to PSTN
Provisioned Data Circuits ISDN
Cell Phones
Pagers
ECC Message Center Rollover Switch
Cable Plant
Cat 5/6e Network Cabling
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 1
SUPPORTED SYSTEMS*
SYSTEM LOCATION
Data Network
Internet Connectivity
Data Firewall
Network Switch Equipment
Computers
City Computers in RFA Offices and Spaces
Mobile Data Computers
Multi-Function Devices MFDs
Multi-Function Devices MFDs Copiers
Servers
Email (Exchange)
Active Directory/Domain Controller
File Server
Outlook Web Access
Blackber /SmartPhone
Microsoft Exchange Hosted SPAM Filter
Applications&Associated Servers that are Current Standard &Maintained as of June
30 2010
RescueNet FireRMS/M FireRules (SQL Database Support Only)
SMS Feed for FireRMS
Oracle Imaging/Scanning
Permitting Kiva
Web A - Resident Request Tracking
ArcGIS
Tiburon - Police RMS
CAD GUI Mobile
SharePoint Cit S ace/TeamS ace
Code Red - Emergency Notification
Crystal Enterprise Reporting
Sta eIT
Dynamics GP (SQL Database Support Only)
Netmotion
CAD Mobile GUI
Internet Explorer
Microsoft Office
Workstation Operating System
Adobe Acrobat Pro Software
Microsoft Visio
Microsoft Project
* Table 1. Supported Systems
1.3 Cost of Maintenance of Supported Systems. Addendum A to this
Exhibit F represents a baseline estimate of the costs associated with the
maintenance of the Supported Systems described in Table 1 and set forth in Section
1.2 of this Exhibit. IT staff time for Supported Systems is built into and
represented in the baseline estimate set forth in Addendum A to this Exhibit F.
There are additional City staff costs that will be chargeable to the RFA
for the Additional Services set forth in Section 1.4 of this Exhibit. The fee schedule
for staff hours is set forth in Section 1.5 of this Exhibit. In addition, certain costs,
referred to as Pass-Through Costs, are not included in Addendum A, and shall be
assessed to the RFA as an additional charge. Those Pass-Through Costs are set
forth in Section 1.6 of this Exhibit.
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 2
1.4 Additional Services Provided. Additional Services are not considered
Supported Systems, are not captured in the cost estimate of Addendum A, and
therefore, are subject to staff hourly charges. The Additional Services are as
follows:
a. Telephone, Computer, and Other IT Equipment Set
Move/Add/Change. The RFA shall pay a separate charge for any move/add/change
("MAC") of any telephone set, computer, or other IT equipment, which will include
the cost of any City staff time and any materials required to execute the MAC,
including but not limited to any cables, computers, telephone sets, and equipment;
provided, the RFA will be entitled to six (6) hours of IT service per month at no
additional charge, and such service shall be considered part of the maintenance of
supported systems. All staff time and materials will be invoiced to the RFA at the
City's cost on a monthly basis.
b. Support of Non-City Devices. Non-City devices are those
devices that are not integrated into the City's IT systems and are either purchased
privately by an RFA employee for business use or were purchased by the RFA in a
process that does not ensure integration with the City's IT services and systems.
With non-City devices, IT will make its best efforts to do the following at an
additional cost to the RFA:
1. IT will provide its best efforts to establish and maintain
data network or telecommunications connectivity and support. IT may, at its sole
option, provide additional services beyond data network or telecommunications
connectivity depending upon knowledge of the device or system and availability of
staff, and at an additional cost to the RFA.
2. In the event of a device problem or failure, IT will provide
its best efforts to replace the unit with a spare unit provided by the RFA, if
available, and establish and maintain data network or telecommunications
connectivity and support.
C. Multimedia Services. Multimedia services are not considered
supported systems, shall be performed only on a project-by-project basis, and will
be subject to hourly staff rates. The Multimedia Division will develop and provide
estimated costs for any projects requested by the RFA..
d. Unique Support Service Requests. The nature of the business
activity within the offices and spaces occupied and managed by the RFA may
require installation of unique or larger than normal scale equipment sets or
configurations in order to support unique business needs. Some service requests
may incur charges beyond the scope of covered services in the interlocal agreement
between the RFA and the City, which may be provided by IT at an additional cost to
the RFA. Without limitation, examples of these services are:
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 3
1. Cable plant additions requiring installation and routing of
Cat 5/6e or fiber optic cable.
2. Provision of network ports that would require the
purchase of additional network switchgear or other
support hardware.
3. Expansion of services that would require the purchase of
additional hardware.
4. Addition or expansion of networked data services,
software, and applications.
In these situations, the costs, vendors, and other circumstances
surrounding the service request must be mutually agreed to by the City and the
RFA in writing prior to proceeding. It is recommended that the RFA request a
planning meeting with IT at least three (3) weeks prior to such an event in order to
completely plan and provide a scope of work and timeline for completion.
1.5 Additional Service Staff Costs. The Additional Services set forth in
Section 1.4 are not considered Supported Systems under Table 1, are not set forth
in Addendum A, and therefore, will result in additional staff charges to the RFA.
Staff time for additional services shall be charged at the following rates:
Technical Services Division: $65/hour
Systems Division Services: $93/hour
Multimedia Graphics Services: $45/hour
Multimedia Video Services: $65/hour
PW GIS Division Services: $80/hour
The above rates shall be adjusted on January 1 of each year by the lesser of
100% of the Seattle/Tacoma/Bremerton CPI-W for the period of June to June, or
the amount of pay increased pursuant to the City's annual budgetary process.
1.6 Pass-Through Costs. The following costs and charges are not reflected
in Addendum A and will be passed-through to the RFA on a monthly basis.
a. Telephone Charges. The following telephone charges will be
billed to the RFA:
1. Long Distance and Special Services and Charges. Long
distance charges and special charges of the RFA, such as
but not limited to calls to "information," and telephone-
based alarm systems, using the City's telephone system
will be charged at the rate charged to the City.
2. Cellular Phone Charges. All cellular service charges
attributable to RFA employees, including but not limited
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 4
to monthly services charges, call charges, texting
charges, application charges, and telephone hardware
charges will be billed to the RFA at the rate charged to
the City.
3. Pager Services. All pager service charges attributable to
RFA employees, including but not limited to monthly
services charges and pager hardware charges will be
billed to the RFA at the rate charged to the City.
b. Multifunction Device/Copier Fees. The monthly lease rate and
fees of the multifunction devices/copiers used by the RFA are reflected in
Addendum A. However, the per page charge for services related to, but not limited
to, copies, printed or scanned documents, and facsimiles, is not included in
Addendum A, and shall be charged to the RFA at the rate charged to the City on a
monthly basis.
C. Consultant and Contractor Costs. From time to time, IT utilizes
contractors and consultants to perform various IT-related services. In the event
that such services are needed to perform services related to the IT work performed
for the RFA, IT staff will first meet with RFA staff to establish a cost estimate and
scope of work. In the event the RFA agrees with the cost estimate and scope of
work, the RFA shall be responsible for all costs of the consultant that are
attributable to the scope of work agreed upon.
e. Equipment and Material Costs. From time to time, the RFA will
be required to replace failing technology equipment, or will purchase additional
technology equipment. In the event that new equipment is needed or desired, IT
staff will first meet with RFA staff to establish a cost estimate of the new
equipment. In the event the RFA agrees with the cost estimate, the RFA shall be
responsible for all costs of the new equipment. If the RFA chooses to purchase new
equipment not supported by IT, the RFA is responsible for all costs of the new
equipment and its maintenance through a party other than IT.
1.7 Costs for Kiva Permitting System and Tiburon System. It is
understood that the Kiva Permitting System and the Tiburon System are systems
that exclusively support City functions. Therefore, the costs of maintaining and
operating such systems shall be costs of the City.
1.8 Equipment Ownership -Non-Transfer - New Equipment - Exceptions.
The City shall retain and maintain sole ownership and title to all equipment related
to IT Services owned by the City prior to July 1, 2010, including but not limited to
personal computers, monitors, keyboards, mice and accessories attached to
personal computers, mobile data computers, laptop computers, docking stations
and keyboards, mice and accessories attached to and to accommodate laptop
computers, printers, multi-function devices (copier/printer/scanner/fax machine),
telephone switching equipment, telephone sets, cell phones, pagers, network
switching and routing equipment, uninterruptible power supply units connected to
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 5
or supporting City owned equipment, cables, cords, racks and ancillary equipment
operated and maintained by IT, servers, disk arrays, rack equipment and seismic
protection equipment, software licenses for operating systems, applications, and
databases. This Exhibit F shall in no way be interpreted to confer ownership or title
to the aforementioned equipment to the RFA at any time prior to or following July
1, 2010.
In the event the RFA needs to replace existing equipment, or desires
to expand or upgrade its equipment, such replacement and expansion shall be at
the sole cost of the RFA, and any new equipment purchased pursuant to such
replacement or expansion shall be owned by the RFA; provided, that any equipment
that is purchased by the RFA and integrated into the City-owned equipment in such
a manner that future separation from City equipment will result in a cost to the
City, the City shall become the owner of the equipment purchased by the RFA at no
cost to the City or, in the alternative, the RFA shall reimburse the City for any costs
of separation.
Notwithstanding other representations made in this section, the
following equipment shall remain the property of the RFA, and shall not be
considered property of the City:
Equipment Description Name Serial Number
RescueNet Fire RMS Database Server FDDBP01 USE828NAZP
Citrix Terminal Server SNPROCTXOP05 USE532CO57
Citrix Terminal Server SNPROCTXOP06 USE532CO56
SMS Server (production) FDAPP01 2UB439002S
SMS Server (test) FDAPD01 UB4390054
Scanner in Fire Admin. DR-3080C CC307331
Scanner in Fire Prevention DR-3080CII DF323303
Scanner in FS #73 DR-3080CII DF312203
Blackberry Server TBD TBD
Telestaff Server TELFAPP174H
LegendID Server (credentialing) LEGDWBP174H
1.9 Backups and Data Recovery. IT is responsible for data backup and
recovery services. Except as provided in subsections (a) and (b) below, data
backups are performed every twenty-four (24) hours, Monday through Friday, and
server operating system and operating data files are backed up once per month.
a. The following servers and data sets will be backed up:
1. Server operating systems and operating system files
(monthly);
2. User Directories and Profiles;
3. Public (departmental/workgroup) directories, on file
servers or attached storage; and
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 6
4. Email (email is backed up for purposes of system data
recovery, and not for archiving purposes.). Recovery of
specific emails from any given date may not be possible.
b. The following systems and data sets will not be backed up.
1. Data stored on individual PC hard drives; and
2. Any other systems not specifically named in the
paragraph above.
In the event that data recovery is necessary, the data recovery point
will be the time of the last backup. In many cases, this will be twenty-four (24)
hours or less. It is anticipated that the time it takes to recover data will generally
be three (3) business days or less.
RFA staff are to coordinate and work with IT staff on required backup
and maintenance plans for any databases used in association with the applications
identified in the Supported Systems set forth in Table 1.
It is agreed that the backup system shall not be relied upon by the
RFA as a data archiving system. The RFA understands that data not properly
archived may be lost and not recovered by use of the backup system. The RFA will
use its best efforts to procure, install, and maintain a data archiving system that
complies with Washington regulations regarding the archiving of public records.
The recovery of data for any purposes other than to recover from a system failure
shall be at the sole cost of the RFA.
1.10 Problem Reporting Prioritization, and Response. RFA users needing IT
service assistance should call extext. 4266 to log the problem into the City's trouble
ticket system. Once logged, the problem will be assigned a trouble ticket number
and will be dispatched to an IT engineer for resolution. The IT engineer is
responsible for contacting the user(s) and to establish a time that they will respond
and begin work to resolve the issue.
a. The table below lists the standard criteria and guidelines for
response and resolution for reported problems. There may arise in the course of
events that two (2) or more high or urgent priority calls are actively in the IT's
queue, and the ability to respond according to the criteria and guidelines below may
be impaired. An occurrence of this nature is contemplated to be rare. In the event
that multiple issues are logged and are considered urgent or high priority,
consideration will be given to responding first to issues that directly affect: 1)
public safety, 2) life, 3) property, 4) business operations.
b. For the purposes of Table 3 below, the terms that follow shall
have the following definitions:
1. Response Time: The time elapsed from the time a
problem is reported to the time that a service engineer
contacts the customer to arrange for service.
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 7
2. Turnaround Time: The time elapsed from the time a
problem is reported to the time that a final resolution to
the problem has been made, and the issue/problem has
been closed. The turnaround times are guidelines and
are not guaranteed. Turnaround times for Service
Requests are as mutually agreed upon at the time the
request is entered, and may be amended by the City as
necessary.
3. Alert: In cases of an urgent problem, or in cases of
unusual or extreme failures, an alert indicates that upper
IT Management has been notified of the problem, and are
also directly involved in the resolution process.
4. Service Request: Service requests are activities that are
not problems or break/fix incidents. Examples of Service
Requests are:
• System moves;
• Telecom moves, adds or changes (MACs);
• Telecom system programming - voicemail,
forwarding, call hunt, etc.;
• New user account setup;
• Software installation/training;
• Database management or repairs beyond normal
maintenance;
• Data extraction/export, or translation;
• Custom report development and preparation; and
• Application development/enhancement or
modifications.
C. The RFA shall enter service requests as soon as the need is
known, in order to allow as much lead time as possible for IT to plan and arrange
the appropriate resources to accommodate the request. Requests received less
than two (2) business days before their needed completion may not be completed
in time.
Priority Criteria Dispatch Response Turnaround
Action Time Time
Entire Site or Sites affected—
unable to work—network, Immediate Alert
Immediate
1 — Urgent telecom.,application or server and Dispatch ASAP
problem
User or Users completely unable to
Immediate
perform job function due to 30 Minutes
2 — High problem Dispatch 1 Business Day
User or Users able to perform job Dispatch Queue 3 Hours
3 — Medium 3 Business Days
function on another machine or y
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 8
limited ability on affected
machine(s)
Priority Criteria Dispatch Response Turnaround
Action Time Time
Inconvenience to user or users.
Ability to perform job function not Dispatch Queue 8 Hours
4 — Low 1 Week
affected.
5 -Service Not Break/Fix related - Dispatch g Hours As arranged
Request moves adds changes eteetc. Queue
Table 3. Problem Prioritization and Response Times
1.11 Operations Hours. IT Service Desk Hours are 8 a.m. - 5 p.m., Monday
through Friday. On-call emergency service is available for Priority 1 (urgent)
service events. In these situations, the RFA shall contact IT's after hours service
number (253-856-4616) to reach the on-call service engineer. After hours calls
received that are not Priority 1 will be responded to on the next business day.
1.12 Service Availability Standards. The service availability standards set
forth in Table 4 apply to services provided by and maintained by IT. They
represent a target availability of the noted services. These standards are exclusive
of planned or scheduled outages for maintenance or upgrade.
Service or System Availability Standard
✓ Telephone System - Voice Calls Fax Calls - In/Outbound 99.999% "5 Nines"
✓ Voicemail 99.99%
✓ Internet Connectivity 99.99%
✓ Email Server Availability 99.99%
✓ Internet Email Transmitted/Received 99.99%
✓ File Server Availability 99.99%
✓ RFA Facilities Local Area Network Availability 99.99%
✓ Wide Area Fiber Optic Links - City Hall to RFA Sites 99.999%
✓ Wireless Network Access Points 99.0%
Table 4. Service Availability Standards
1.13 Routine Scheduled Maintenance. The Table 5 below defines the
scheduled maintenance windows for services, servers, and devices. Unless
otherwise noted, all maintenance occurs on the first Saturday of each calendar
month. In cases of some Saturdays that fall on or close to holidays, this schedule
may be altered. Upon request, this schedule may be changed to accommodate
other special requirements of the RFA; provided that the RFA shall cover all costs of
such schedule change.
Other minor "windows" may be added, or these published windows
may be modified upon discussion and mutual consent of both parties. These
adjustments to the schedule may be for convenience or necessity, but in no case
will occur without mutual agreement by both parties.
Service or Device Maintenance window
Core Network Services 0800 - 1000
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 9
Telecommunications 0700 -01100
Servers
Email and File Server 0900 - 1200
Service or Device Maintenance Window
Domain Controller and Network Services 0900 - 1200
Active Directory) Server
PC Workstations As Needed
Other Devices As negotiated
Table 5. Scheduled Maintenance Windows
1.14 Network, Email, Internet, and Social Media Policy. As a condition of
the City providing IT Services to the RFA as set forth in this Exhibit F, the RFA shall,
no later than September 1, 2010, establish Network, Email, Internet, and Social
Media Policies consistent with City policies. The RFA shall also establish a policy
relating to the use of the City's IT equipment, including computers, cell phones, and
pagers, for RFA purposes no later than the September 1, 2010, deadline. IT shall
have the authority to require prior approval of any policies established pursuant to
this section, or to require amendment of any adopted policy if the policy places a
burden on the City's operation of its Supported Systems.
1.15 Payment and Reconciliation. In consideration of the services set forth
in this Exhibit, the RFA will pay the City in accordance with the payment terms of
the interlocal agreement, as amended by this Exhibit.
a. Payment. The City will invoice the RFA for IT Services on a
monthly basis. The RFA may request that monthly charges be split across multiple
invoices. The invoice(s) will include the following:
1. 1/12 of the cost of maintenance of Supported Systems as
set forth in Addendum A;
2. Additional Service staff costs attributable to Additional
Services performed during the preceding month and
reconciled on the current month's invoice; and
3. Any Pass-Through Costs attributable to the preceding
month and reconciled on the current month's invoice.
4. A line item for the six hours of free support service
provided for in Section 1.4 a.
b. Reconciliation. At the conclusion of each calendar year,
representatives of the City and the RFA will meet to reconcile the costs estimated
by the parties to provide IT Services to the RFA with the actual costs incurred by
the City in providing those services. This reconciliation meeting shall occur no later
than January 315t of the following year.
1. Upon completing that reconciliation, the following will
occur:
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 10
(i) If the actual costs to provide IT Services to the RFA
were less than what was anticipated, the RFA will
receive a credit equal to that difference, which will
be used to offset the next month's bill (and any
immediately succeeding bills, if necessary) for any
renewal or extension to the term provided for by
this Exhibit.
(i i) If the actual costs to provide IT Services to the RFA
were more than what was anticipated, billed, and
paid by the RFA, the RFA will receive a debit, which
will be added to the next month's bill for any
renewal or extension to the term provided for by
this Exhibit.
2. This annual reconciliation will ensure that:
(i) The City is paid based on the actual costs incurred
to support and maintain systems identified above;
and
(i i) The RFA does not pay the City for more than the
actual costs incurred to support and perform the
services identified under this Agreement.
3. Annual adjustments will be made to Addendum A after
the annual reconciliation meeting and during the month of
February to reflect the anticipated costs for providing
services during the next renewal term of this Exhibit F as
provided for in Section 1.16 below, based upon the actual
costs incurred in providing those services during the
preceding calendar year. In accordance with the terms of
the interlocal agreement, annual adjustments are subject
to Administrative Committee approval before becoming
effective. During this annual update of Addendum A, any
changes to the scope of services, supported
infrastructure, and applications are to be reviewed and
agreed upon by both parties, and approved by the
Administrative Committee.
1.16 Annual Cost Adjustments. The parties shall mutually agree to cost and
service adjustments prior to November 1 of each year by modifying Addendum A to
Exhibit F.
1.17 Amendments to Exhibit F. As provided for in the interlocal agreement,
this Exhibit F may be amended at anytime by written authorization of the
Administrative Committee.
EXHIBIT F - INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 11
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EXHIBIT G
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
FACILITIES MAINTENANCE SERVICES
1.1 Locations For Which Services to be Provided. The City shall provide
Facilities Maintenance Services consistent with the scope of services set forth in this
Exhibit G to the RFA at the following locations:
• Station 71, located at 504 Crow Street, Kent, WA 98032;
• Station 72, located at 140th Ave. SE, Kent, WA 98042;
• Station 73, located at 26512 Military Road S., Kent, WA 98032;
• Station 74, located at 24611 116th Ave SE, Kent, WA 98030;
• Emergency Management Modular Buildings, located at 24523 116th Ave
SE, Kent, WA 98030;
• Police/Fire Training Facility, located at 24523 116th Ave SE, Kent, WA
98030;
• Station 75, located at 15635 SE 272"d Street, Kent, WA 98042;
• Metal Building located at Station 75, 15635 SE 272"d Street, Kent, WA
98042;
• Station 76, located at 20676 72 d Ave. S., Kent, WA 98032;
• Vehicle Maintenance Facility located at 20678 72"d Ave. S., Kent, WA
98032;
• Station 77, located at 20717 132 Ave. SE, Kent, WA 98042; and
• Station 78, located at 17820 SE 256 Street, Covington, WA 98042.
1.2 Scope of Services. The Facilities Maintenance Services provided
pursuant to this Exhibit G shall include the following:
• Change light bulbs and replace ballasts interior and exterior;
• Set clocks;
• Install keyboard trays, monitor arms, install/uninstall/repair furniture and
cabinets;
• Troubleshoot and repair appliances;
• Localized plumbing repairs or fixture replacement, e.g., toilets, hot water
tanks, faucets, etc.;
• Replace ceiling tiles/repair ceiling grid;
• Electrical repairs/fixture replacements, add new circuits;
• Building envelope repairs, e.g., windows, siding, doors, minor roof
repairs, etc.;
• Bay door repairs;
• Drywall repair/replacement;
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
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• Interior and exterior painting;
• Hanging of art work/coat hooks/white boards/bulletin boards;
• Vehicle exhaust extraction system repairs;
• Air compressor repairs;
• HVAC system preventative maintenance, e.g., change filters, repair
motors, pumps, and compressors;
• Respond to employee comfort issues;
• Care for direct digital HVAC controls;
• Fire alarm system repairs, certifying, and monitoring;
• Building fire suppression systems, repair;
• Fire extinguisher repairs, testing, and replacements;
• Building-related back flow preventing devices, repair, certification;
• Monitor and repair underground fuel tanks to the extent that monitoring
and repair does not exceed $1,000;
• Monitor and repair of fuel dispensing systems to the extent that
monitoring and repair does not exceed $1,000;
• Building lock repair or replacement including keying/resetting
combinations;
• Carpet repairs not including cleaning; and
• Parking lot cleaning and restriping etc.
1.3 Limitation on Scope of Services. In the event that an item that comes
within the scope of services described in Section 1.2 requires replacement, in whole
or in part, or the replacement of any component of a system or item covered under
the scope of services, such replacement shall be covered to the extent that such
replacement does not exceed $1,000.
1.4 Capital Improvements Excluded. Capital improvements to any of the
properties listed in Section 1.1 shall be excluded from the scope of services set
forth in Section 1.2. Capital improvements shall be considered, but not limited to,
the construction of walls or new doorways, roof replacement, electrical and
plumbing systems replacement, replacement of bay doors, window replacements,
flooring replacement, etc. The RFA will be responsible for all capital improvements;
provided, the RFA may utilize City staff for capital improvements by separate
agreement with the City.
1.5 Exterior Maintenance Excluded. Services relating to the maintenance
of any landscaping, lawns, irrigation systems, sidewalks, driveways, fencing,
exterior plumbing, or exterior lighting that is not attached to the main building of
the property described in Section 1.1 shall be beyond the scope of services set forth
in Section 1.2.
1.6 Janitorial Services Excluded - Exception. Janitorial services are
beyond the scope of services set forth in Section 1.2; provided, janitorial services
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
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are within the scope of services of this Exhibit G, and therefore will be provided by
the City at the following three locations only:
• Station 74, located at 24611 116th Ave SE, Kent, WA 98030;
• Emergency Management Modular Buildings, located at 24523 116th Ave
SE, Kent, WA 98030; and
• Police/Fire Training Facility, located at 24523 116th Ave SE, Kent, WA
98030.
1.7 Maintenance Requests to be Submitted Electronically. All maintenance
requests shall be submitted by the RFA using the City's electronic maintenance
system, to which the City will grant the RFA access. The RFA's requests, however,
will be placed in queue, and prioritized and processed just like any other request.
The RFA will be entitled to no response preference to its requests. Facilities will
give special consideration to mission critical items such as apparatus bay doors,
decontamination equipment, and plymo-vent systems.
1.8 Cost of Services for Period of July 1, 2010 through December 31,
2010. The City shall charge the RFA $406,613.39 for the period of July 1, 2010,
through December 31, 2010 for the services provided under this Exhibit G. This
amount shall be divided into twelve (12) equal payments and payable to the City in
accordance with the payment section of the interlocal agreement.
1.9 Cost of Services for Period of January 1 2011 through December 31
2011. For the period from January 1, 2011, through December 31, 2011, the City
shall charge the RFA $813,226.77, plus the percentage increase occasioned by
application of the Seattle/Tacoma/Bremerton CPI-W for the period of June to June,
which shall be established in July or August 2010.
1.10 Cost of Services After December 31, 2011. The City shall charge the
RFA $843,316.16 for the period from January 1, 2012 through December 31, 2012.
The Committee shall negotiate the annual fee for years subsequent to 2012. In the
event the Committee does not negotiate a new fee prior to October Vt of each
subsequent year the cost shall be the prior years ear's cost plus the percentage
increase occasioned by application of the Seattle/Tacoma/Bremerton CPI-W for the
period of June to June which shall be established in July or August.
1.11 Costs of Contract Development and Compliance with Bidding or
Proposal Requirements. In the event that any maintenance will require the
development or execution of a contract, or the establishment of a process relating
to bidding or requests for proposals, City Facilities staff shall assist the RFA in
preparing such contract, bidding, or request for proposal documents; provided, that
any legal review or representation during or after the bidding process shall be the
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
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responsibility of and at the cost of the RFA, and the issuance of any required notice
or advertising pursuant to such bidding or request for proposal shall be at the cost
of the RFA.
1.12 Semi-Annual Reports. For the services provided by the City to the RFA
under this Exhibit G, the City shall, within 45 days of June 1 and December 31, in a
form to be approved by the RFA, provide the RFA with a report which shall, at a
minimum, specify the following:
• The number of facility maintenance requests submitted.
• The number of facility maintenance requests completed.
• The status of maintenance requests, 20 days or older, not yet completed.
• The cost of each completed maintenance request.
• The staff hours spent on each completed maintenance request.
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
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DELETED EFFECTIVE JANUARY 1, 2013
EXHIBIT H - MEDICAL BENEFITS, WELLNESS, EMPLOYEE ASSISTANCE PROGRAM SERVICES
Page 1
EXHIBIT I
DELETED October 1, 2011
EXHIBIT I - ACCESS TO COMMUTE TRIP REDUCTION PROGRAM
Page 1
EXHIBIT J
DELETED October 1, 2011
EXHIBIT J - ACCESS TO FLEXIBLE 125 SPENDING ACCOUNT
Page 1
EXHIBIT K
DELETED October 1, 2011
EXHIBIT K - CIVIL SERVICE EXAMINER SERVICES
Page 1
EXHIBIT L
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE KENT FIRE DEPARTMENT REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
VEHICLE INSPECTION AND MECHANIC SERVICES
1. PURPOSE. The purpose of this Vehicle Inspection and Mechanic Services Exhibit
("Agreement") is to establish the relationship between the RFA and the City for
the RFA's provision of the necessary vehicle inspections and vehicle
modifications for the City of Kent Police Department. The RFA currently has the
facilities and personnel to perform this necessary service and is willing to extend
this service to the City.
2. DEFINITIONS.
2.1. "Vehicles" shall include patrol vehicles, training vehicles, or any other
vehicles designated by the parties.
2.2. "Vehicle Inspections" means performing vehicle inspections as
requested by the City of Kent Police Department.
2.3. "Vehicle Modifications" means the installation, removal, and/or
alterations to a vehicle or components of a vehicle as requested by the
City of Kent Police Department.
2.4. "Designated Site" means the location where vehicle inspections and
modifications will be performed. The location may be anywhere that is
mutually agreed upon by both parties. However, the primary and usual
location will be the fire apparatus maintenance shop for the RFA.
3. KENT RFA RESPONSIBILITIES.
3.1 Upon delivery to the Designated Site, the RFA shall be responsible for
performing Vehicle Inspections and Vehicle Modifications covered
under the terms of this Agreement.
4. CITY RESPONSIBILITIES.
4.1 The City is responsible for delivering its Vehicles to the Designated
Site.
4.2 The City is responsible for all outside services not covered by this
Agreement, including, without limitation, towing, purchase and
EXHIBIT L - VEHICLE INSPECTION AND MECHANIC SERVICES
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installation of tires, and any other outside service not covered by the
RFA.
4.3 The City is responsible for paying the RFA for all services rendered by
the RFA under this Agreement pursuant to the terms of this
Agreement.
5. HOURS OF WORK. Routine maintenance and repair work will be scheduled
during the RFA's normal work period, which is 6:30 a.m. to 4:30 p.m., Monday
through Friday except for RFA holidays.
6. CHARGES FOR VEHICLE INSPECTIONS AND MODIFICATIONS. The City will
pay the RFA for staff time associated with vehicle inspections and vehicle
modifications at the employee's regular hourly rate paid by the RFA to its
employees who perform the work. In addition, City will reimburse the RFA the
entire cost of all parts, fluids, and materials used to perform vehicle inspections
and vehicle modifications. No surcharges will be added to the parts, fluids, and
materials costs and the City will only be charged the RFA's cost for parts, fluids
and materials. The City shall also reimburse the RFA for staff time and legal
representation costs in the event RFA personnel are required to appear or
participate in any legal or enforcement proceedings related to the Vehicle
Inspections and Modifications.
7.
8. LIMITED WARRANTY. The Kent RFA will repair or replace any new parts
(except parts not covered by a manufacturer's warranty such as electrical parts)
or redo any labor which fails in normal service due to defects in parts or labor if
notified within 90 days. This warranty does not cover loss of time, use,
inconvenience, normal wear, abuse, used parts or other matters not specified
and the Kent RFA shall not be liable for any consequential, incidental or
commercial damages related to the Preventative Maintenance and Repair work
in excess of the costs of the specific repairs. The Kent RFA disclaims any implied
warranty of merchantability and fitness for a particular purpose and neither
assumes nor authorizes any other person to assume for it any liability in
connection with the Preventative Maintenance and Repair work. No warranty,
whether expressed or implied, extends beyond 90 days.
9. INSURANCE. In addition to the insurance required by the First Amended
Interlocal Agreement for the Division of Services Resulting from the Formation
of the Kent Fire Department Regional Fire Authority, the RFA shall procure and
maintain for the duration of this Agreement a Garagekeeper's Legal Liability
policy with limits not less than $1,000,000 or, in the alternative, acceptable
EXHIBIT L - VEHICLE INSPECTION AND MECHANIC SERVICES
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proof from the RFA's Insurance Company confirming that RFA is fully covered for
any damage to the City's Vehicles while a vehicle is being modified, inspected,
or stored by the RFA.
EXHIBIT L - VEHICLE INSPECTION AND MECHANIC SERVICES
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