HomeMy WebLinkAboutAD10-162 - Amendment - to Exhibits #3 - Kent Fire Dept. Regional Fire Authority - Division of Services ILA - 05/17/2017 RecordsManagement
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KENT Document
WAS I Gro1
CONTRACT COVER SHEET Datc
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 Authority/Puget Sound Regional Fire Authority
Vendor Number:
JD Edwards Number
Contract Number: AD10-162 U01�\
This is assigned by City Clerk's Office
Project Name: 2015-2017 Amendment to Exhibits (2017 Amendments) to the City of Kent & Kent Fire
Department Interlocal Agreement
Description: ❑ Interlocal Agreement ❑ Change Order ❑ Amendment ❑ Contract
❑ Other:
Contract Effective Date: Termination Date: Notice
Contract Renewal Notice (Days): Notice
Number of days required notice for termination or renewal or amendment
Contract Manager: Tom ru a er Department: Law
Contract Amount: Various
Approval Authority: ® Department Director (CAO) ❑ Mayor ❑ City Council
Detail: (i.e. address, location, parcel number, tax id, etc.):
As of: 08/27/14
2015-2018 AMENDMENT TO EXHIBITS
(2017 Amendments)
To the
CITY OF KENT & KENT FIRE DEPARTMENT INTERLOCAL AGREEMENT
THIS AGREEMENT AMENDS 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 signed by RFA Chair, Debbie Raplee, on August 4, 2010 and
Amended by the parties in March 2011 and January 1, 2015 and further amended
by the Exhibit Amendments in 2011, 2012, 2014 and 2016 (collectively, the
"Agreement" or "ILA").
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 an amendment to Exhibits C and G is
necessary and required for the benefit of both agencies. This Amendment sets
forth the amendments to Exhibit G and attaches complete current versions of all
Agreement Exhibits.
This Amendment also reflects that effective January 1, 2017, the official name of
the Kent Fire Department Regional Fire Authority is being changed to Puget Sound
Regional Fire Authority and that all references to the Kent Fire Department Regional
Fire Authority In the Interlocal Agreement shall be construed as references to Puget
Sound Regional Fire Authority.
Adjustment to Contract Sums Payable by City to RFA in 2017:
Exhibit B - Fire Prevention Services. $2,004,226
Exhibit B - Overtime Cap $77,238
Exhibit C - Office of Emergency Management $624,927
Exhibit C - Crisis Intervention Coordinator $32,860
Exhibit D - Fire Investigation Services $436,988
Above amounts were increased by CPI of 2.0%
Exhibit G - Landscaping Services: 50% of Actual Cost not to exceed $16,000 plus
1% administrative fee.
Exhibit G - Fire Alarm and Fire Suppression Systems: 38% of actual cost plus 1%
administrative fee.
Page 1 of 2
Adjustment to Contract Sums Payable by RFA to City in 2017:
Exhibit F - Information Technology - Telephone
Information Management Services Under Negotiation to be addressed in
subsequent Exhibit Amendment.
Exhibit G - Common Area Maintenance $39,506.40
Exhibit G - Generator Maintenance: 50% of Actual cost plus 1% administrative fee
Exhibit G - Parking Lot and Sidewalk Maintenance: 62% of actual cost plus 10/0
administrative fee.
2018 Adjustment to Contract Sums Payable by City to RFA and by RFA to
City
The Committee, under its existing authority, may amend the obligations and attendant
charges for each exhibit for the remaining term of this agreement. Unless otherwise agreed,
the 2018 charge for all costs listed above will be the 2017 costs plus the percentage
increase occasioned by application of the Seattle/Tacoma/Bremerton CPI-W for the June
2016-June 2017 period, which shall be established in July or August, 2017.
RFA CITY
Kent Fire Department City of Kent
Regional Fire Authority
By:
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Page 2 of 2
EXHIBIT A
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE PUGET SOUND 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 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:
EXHIBIT A - RECORDS MANAGEMENT
Page 1
a. Personnel Files of all employees transferred from the City to the
RFA.
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, directly to the City.
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
that were not provided to the City by the RFA, then the RFA
EXHIBIT A - RECORDS MANAGEMENT
Page 2
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, directly to the RFA.
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
EXHIBIT B
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE PUGET SOUND 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, and 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;
b. Two (2) Captains/Assistant Fire Marshals (;
C. Four (4) Firefighters/Deputy Fire Marshals;
d. One (1) Administrative Assistant II; and
e. One and one-half (1.5) Administrative Secretary II.
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.
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
EXHIBIT B - FIRE PREVENTION SERVICES
Page 4
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 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.
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
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
EXHIBIT B - FIRE PREVENTION SERVICES
Page 5
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 2014, the
City shall pay the RFA $1,901,711.00 annually for the Fire Prevention Services
provided by the RFA; provided, that the amount specified shall be adjusted
beginning January 1, 2014, as provided in Section 1.14 of this Exhibit; and
provided further, that a combined maximum for all services per calendar year of
$70,673.00 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 PUGET SOUND 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;
S. 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);
b. A Firefighter/Program Manager;
C. A Program Coordinator; and
d. An Emergency Management Specialist.
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
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
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 3
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
computers, computer servers, and computer programming, as well as telephone
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 4
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 semi-annual reports (within 45 days of each June 1 and
December 31) 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 2014, the City shall pay the RFA $592,963.00 annually for the
Emergency Management services provided by the RFA; provided, that the amount
specified shall be adjusted beginning January 1, 2014, 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 $31,180.00 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
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 5
EXHIBIT D
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE PUGET SOUND 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; and
b. Two (2) Firefighters.
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 RFA Services to Other Agencies. 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
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 2
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.
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
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 3
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, 2014, the City shall pay the RFA $414,636.00
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 PUGET SOUND 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 1,500 or more attendees at any one time or over the course of one
(1) day of the event, provided, however, the Fire Marshal may require an
emergency medical presence for an event with lower attendance if the Fire Marshal
determines that the nature of the event requires an emergency medical presence.
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.
(a) For events exceeding 1,500 in attendance at any one time or
events where the Fire Marshall has determined that an emergency medical
presence is required, the Kent RFA shall be the provider unless the Fire Chief or
designee has agreed in writing in advance to allow another service provider.
(b) SMG shall provide the Kent RFA with event outlines, in a form
acceptable to the Kent RFA, including estimated attendance numbers at least one
week prior to each event and shall provide the Kent RFA with attendance numbers
following each event to assist both entities with planning for future events.
(c) In certain instances, events exceeding 1500 in attendance may
not, in the opinion of SMG, need the benefit of an emergency medical presence
(e.g., a gathering for a church service). In those instances, SMG may petition the
RFA to request an exception to these requirements, and if the RFA agrees, then no
RFA emergency medical presence will be required.
1.2 Services to be Provided at no Charge for Certain Events. The RFA shall
provide a medical presence at all Thunderbirds hockey games, lingerie football
games, and any school graduations, 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
EXHIBIT E - SHOWARE CENTER
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 PUGET SOUND 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, 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; provided, any upgrades to the
City's system that occur after the effective date of this Addendum, 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.
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
ECC Message Center Rollover Switch
Cable Plant
Cat 5 6e Network Cabling
SUPPORTED SYSTEMS*
SYSTEM LOCATION
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 1
Data Network
Internet Connectivity
Data Firewall
Wireless network
Network Infrastructure
Computers
computers in RFA Offices and Spaces
Mobile Data Computers
Printers
Print Server Network Configuration
Servers
Email (Exchange)
Active Director Domain Controller
Physical Server and Associated Storage
Outlook Web Access
Virtual Server and Associated Storage
Web and Email Filtering, Security &Antivirus
Applications&Associated Servers
RescueNet FireRMS M FireRules (SQL Database Support Only)
UDS CAD Feed for FireRMS
Citrix Access Gateway and Published Apps.
Oracle Imaging/Scanning
Permitting Kiva
Web A- Resident Request Tracking Public Records Requests
ArcGIS
Tiburon - Police RMS
Valle Com MobileCOM Web uer RFA IT staff are primary support)
SharePoint Cit S ace Teams ace
Crystal Enterprise Reporting
ShoreTel
Dynamics GP (SQL Database &Share point Portal Support Only)
Netmotion - Windows Based Devices
Web Browsers
Microsoft Office
Workstation Operating System
Adobe Acrobat 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.
1.4 Additional Services Provided. Additional Services are not considered
Supported Systems, are not captured in the cost estimate of Addendum A, and
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 2
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:
1. Cable plant additions requiring installation and routing of
Cat 5/6e or fiber optic cable.
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 3
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: $65/hour
Technical & System Division OT $97.5/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. Long Distance and Special Services Telephone 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.
b. King County I-Net Services. King County I-Net services that
are 100% RFA related services.
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
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 4
work, the RFA shall be responsible for all costs of the consultant that are
attributable to the scope of work agreed upon.
d. 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 support City functions. Therefore, the costs of maintaining and operating such
systems shall be costs of the City. RFA has contracted with the City of Covington
and utilized the Kiva Permitting system for managing and administrating their
contracted permit services.
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:
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 5
Equipment Description Name Serial Number
RescueNet Fire RMS Database Server FDDBP01 USE828NAZP (now
VM)
Citrix Terminal Server SNPR0CTXOP05 USE532C057 (now
VM)
Citrix Terminal Server SNPR0CTXOP06 USE532C056 (now
VM)
SMS Server (production) FDAPP01 2UB439002S
(obsolete)
SMS Server (test) FDAPD01 UB4390054
(obsolete)
Scanner in Fire Admin. DR-3080C CC307331
Scanner in Fire Prevention DR-3080CII DF323303
Scanner in FS #73 DR-3080CII DF312203
Blackberry Server RFABBP01 USE0331\130Z
(decommissioned)
Telestaff Server TELFAPP174H USE22680BP
Telestaff Backup Server TELFAPP274H USE026N 1Z2
LegendID Server (credentialing) LEGDWBP174H USE710NlGZ
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 as needed or as defined based on RFA and IT business
requirements.
a. The following servers and data sets will be backed up:
1. Server operating systems and operating system files;
2. User Directories;
3. Public (departmental/workgroup) directories, on file
servers or attached storage; and
4. Email. Recovery of specific emails prior to July 2011may
not be possible.
5. Databases are backed up based on business system
needs as defined by RFA and IT staff.
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.
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 6
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 ext. 4601 or send email to "ServiceDesk" 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.
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.
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 7
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
function on another machine or
3 — Medium limited ability on affected Dispatch Queue 3 Hours 3 Business Days
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 8 Hours As arranged
Request moves adds changes etc. 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)
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 8
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
Telecommunications 0700 -01100
Servers
Email and File Server 0900 - 1200
Service or Device Maintenance Window
Domain Controller and Network Services 0900 - 1200
Active Director Server
PC Workstations As Needed
Other Devices As negotiated
Table S. 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
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 9
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:
(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
renewal or extension to the term provided for by
this Exhibit.
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 10
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.
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.
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 11
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EXHIBIT H
Medical Benefits - Wellness-Employee Assistance Program Services
DELETED Effective December 31, 2012
EXHIBIT H - MEDICAL BENEFITS, WELLNESS, EMPLOYEE ASSISTANCE PROGRAM SERVICES
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EXHIBIT I
Access to Commute Trip Reduction Program
DELETED October 1, 2011
EXHIBIT I - ACCESS TO COMMUTE TRIP REDUCTION PROGRAM
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EXHIBIT 3
Access to Flexible 125 Spending Accounts
DELETED October 1, 2011
EXHIBIT J - ACCESS TO FLEXIBLE 125 SPENDING ACCOUNT
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EXHIBIT K
Civil Service Examiner
DELETED - October 1, 2011
EXHIBIT K - CIVIL SERVICE EXAMINER SERVICES
Page 1
EXHIBIT L
Vehicle Inspection and Mechanic Services
Deleted -Effective January 1, 2013
EXHIBIT L - VEHICLE INSPECTION AND MECHANIC SERVICES
Page 1
EXHIBIT M
CPR AND FIRST AID INSTRUCTION SERVICES
1. PURPOSE: The purpose of this CPR and First Aid Instruction Services Exhibit
("Agreement") is to establish the relationship between the RFA and the City for
the RFA's provision of CPR and first aid instruction services for the City of Kent.
The RFA currently has the facilities and personnel to perform this service and is
willing to extend this service to the City.
2. DEFINITIONS.
2.1 "CPR" means the American Heart Association Heartsaver Adult CPR.
Cardiopulmonary Resuscitation is the manual application of chest
compressions and ventilations to patients in cardiac arrest, done in an
effort to maintain viability until advanced help arrives. This procedure is
an essential component of basis life support (BLS), basic cardiac life
support (BCLS), and advanced cardiac life support (ACLS).
2.2 "AED" means automated external defibrillator which is a portable
electronic device that automatically diagnoses the life-threatening cardiac
arrhythmias of ventricular fibrillation and ventricular tachycardia in a
patient and is able to treat them through defibrillation, the application of
electrical therapy which stops the arrhythmia, allowing the heart to
reestablish an effective rhythm.
2.3 "First Aid" means the assistance given to any person suffering a sudden
illness or injury with care provided to preserve life, prevent the condition
from worsening, and/or promote recovery. It includes initial intervention
in a serious condition prior to professional medical help being available, as
well as the complete treatment of minor conditions, such as applying a
plaster to a cut.
2.4 "Designated Site" means the location where CPR and First Aid Instruction
Services will be performed. The location may be anywhere that is
mutually agreed upon by both parties..
2.5 "Class Roster" means the document used to document the CPR and Fire
Aid Instruction information including the location, date, instructor's name
and the participants' record of attendance.
3. KENT RFA RESPONSIBILITIES.
3.1 The RFA will be responsible for providing qualified instructors to provide
CPR and First Aid instruction to City employees.
EXHIBIT M - CPR AND FIRST AID INSTRUCTION SERVICES
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3.2 The RFA will be responsible for providing the facility and all necessary
instruction material and equipment.
3.3 The RFA will be required to hold CPR and First Aid instruction classes for
City employees on at least a monthly basis provided that at least [to
be determined] City employees have registered for the class.
3.4 The RFA will ensure that a minimum of 8 and a maximum of14 City
employees are registered for the class before conducting the class.
4. CITY RESPONSIBILITIES.
4.1 The City will be responsible for adhering to all RFA requirements
governing the registration and attendance by City employees at the CPR
and First Aid instruction classes.
4.2 The City will be 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. The CPR and First Aid instruction classes will be scheduled
during the City's normal work period, which is 8:00 a.m. to 5:00 p.m., Monday
through Friday except for City holidays.
6. CHARGES FOR CPR AND FIRST AID INSTRUCTION SERVICES. The City
will pay the RFA a flat fee for each participant based on the RFA's rates charged
to the public as established through the RFA fee schedule.
7. TERM OF AGREEMENT. This Agreement shall be effective on the date this
Agreement is executed by both parties and shall continue unless terminated by
either party with thirty (30) days advanced written notice.
p:\civil\files\open files\1421-regional fire authority\ila 2015 revisions\rfa interlocal agreement exhibits working draft 10_30_15 it and facilities revisions.docx
EXHIBIT M - CPR AND FIRST AID INSTRUCTION SERVICES
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