HomeMy WebLinkAboutAD10-162 - Amendment - to Exhibits #4 - Kent Fire Dept. Regional Fire Authority - Division of Services ILA - 12/17/2018 � T Records Management Document
CONTRACT COVER SHEET
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This is to be completed by the Contract Manager prior to submission
to the City Clerk's Office. All portions are to be completed.
If you have questions, please contact the City Clerk's Office at 253-856-5725.
Vendor Name:
Puget Sound Regional Fire Authority
Vendor Number ()DE): 70000
Contract Number (City Clerk): 0010 - fuZ _00 �
Category: _Interlocal Agreement
Sub-Category (if applicable): Amendment
Project Name:2019-2021 Amendment to Exhibits to the City of Kent& Kent Fire Department ILA
Contract Execution Date: 12/17/2018 Termination Date: 12/31/2021
Contract Manager:
Derek Matheson Department: Administration
Contract Amount: Varies
Budgeted: Fv—(] Grant?
Part of NEW Budget: Local: State: Federal:
Related to a New Position:
Basis for Selection of Contractor? Interlocal Agreement
Approval Authority: Director ❑ Mayor FICity Council X Chief Administrative
Officer
Other Details:
2019-2021 AMENDMENT TO EXHIBITS
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, now
officially referred to as the Puget Sound Regional Fire Authority (hereinafter RFA or
PSRFA) 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. The Agreement incorporated a number of exhibits that detail the manner
in which work is performed by the RFA for the City and by the City for the RFA. The
interlocal agreement was amendment by the parties in March 2011 and January 1,
2015. The exhibits were amended in 2011, 2012, 2014, 2016, and 2017.
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 the exhibits are necessary and required for the benefit of both
agencies. The amendments adjust the services that are provided by and for each
party, and adjust the costs of those services.
This 2019-2021 Amendment to Exhibits sets forth amendments to the exhibits that
shall take effect January 1, 2019. The amendments shall be effective for the period
of January 1, 2019 through December 31, 2021 unless further amended by the
parties at an earlier date.
This 2019-2021 Amendment to Exhibits incorporates the amendments to Exhibits
A-M which are attached hereto. Below are tables that summarize the costs for
services provided by the RFA and services provided by the City for the period of
January 1, 2019, through December 31, 2021. In the event of a discrepancy
between the table and the language set forth in the exhibits, the language of the
exhibits shall control.
Page 1 of 2
Summary of Char es and Sums Pa able by Cit to RFA
EXHIBIT SECTION SERVICE TYPE 2019 CHARGE NOTE
B 1.11 Fire Prevention $2 138 670/ ear CPI adjustment in 2020 & 2021
B,C,D Multiple Overtime Cap $82,419/year OT Cap is a cumulative charge for
services described in Exhibits B, C &
D. CPI adjustment in 2020 & 2021
C 1.8 Emerg. Man. Serv. $55,571/month; Rate to be reduced to
$40,781/month $40,781starting April 1, 2019. CPI
starting 4/1/19 adjustment in 2020 & 2021
C 1.9 Crisis Intervention $35,064/ ear CPI adjustment in 2020 & 2021
D 1.13 Fire Investigations $38,859/month Rate to be reduced to $24,069
starting January 1, 2020 + CPI from
2019. CPI adjustment in 2021
G 2.2 Landscaping 50% of cost + 2019 cap of $17,073. Cap adjusted
1% admin fee I by CPI in 2020 & 2021
G 3 Fire Alarm Services 38% of cost + CPI adjustment not applicable
1% admin fee
Summary of Char es and Sums Pa able by RFA to City
EXHIBIT SECTION SERVICE TYPE 2019 CHARGE NOTE
F IT Services $145,085 Services and rates to be
renegotiated at regular intervals
based on ongoing transfer of
responsibility of IT services from City
to RFA
G 1.4 Utilities & Insurance 1% admin fee CPI adjustment not applicable
G 1.5 Facilities Maint./ $42,156.50 CPI adjustment in 2020 & 2021
Custodial Services
G 4 Generator Maint. 50% of cost + CPI adjustment not applicable
1% admin fee
G 5 Parking Lot/ 62% of cost + CPI adjustment not applicable
Sidewalk Maint. 1% admin fee
Summary of Char es and Sums Pa able by City to RFA
EXHIBIT SECTION SERVICE TYPE 2019 CHARGE NOTE
E 1.3 Emerg. Med. at $80/hour CPI adjustment in 2020 & 2021
Special Events
RFA CITY
Puget Sound Regional City of Kent
Fire Authority
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By: By: .�
Print Name: tw �` Print Name: ]:)zYt-La��cs��
Fire Chief Chief Administrative Officer
DATE: Z-"-��—� DATE: 1 1- 11; It
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, and document management.
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. Perform accounting functions to include invoicing and/or billing
of assessed fees and coordinating the collection of fees with the
City's Finance Customer Services Division.
h. Document management, to include creating and maintaining
division files, routing of development applications and plans,
EXHIBIT B - FIRE PREVENTION SERVICES
Page 1
preparing and imaging retained documentation, and fulfilling
public record requests.
i. Permit process activities to include the logging and routing of
plans, data entry of new applications, assembling and routing of
completed application packages.
j. Issue, print, and deliver permits.
k. Process code complaints or inquiries from the public to include
data entry, file creation, and routing of information.
I. Schedule and conduct inspections for developers or contractors.
M. Perform all duties necessary in order to enforce the codes.
n. Evaluate the codes for local adoption and develop local codes or
amendments for consideration by the City.
o. Review and sign voluntary correction agreements.
P. Represent the Fire Chief on the City's Short Subdivision
Committee.
q. 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 and other code provisions or processes
established by the City.
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 of fire safety, emergency evacuation,
lockdown, shelter-in-place, and hazardous materials
management plans.
h. Develop code enforcement cases and attend and provide
testimony and exhibits at code enforcement hearings before the
City's Hearings Examiner or in municipal or superior 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 for public and private projects.
g. Perform hydrant flows to verify available water supply.
h. Provide false alarm reduction program activities to include the
coordination with the property owner/agent and the system
technicians on repairs or troubleshooting or fire protection
systems.
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
EXHIBIT B - FIRE PREVENTION SERVICES
Page 3
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 Deputy Chief/Fire Marshal;
b. Two (2) Captains/Deputy Fire Marshals;
C. Four (4) Firefighters/Inspectors;
d. One (1) Administrative Supervisor; and
e. One and one-half (1.5) Administrative Support.
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. The positions set forth above are to be
staffed at full time. 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 To Whom Services Provided. Except as provided elsewhere, the City
shall pay only for Fire Prevention Services provided to the City based on the staffing
levels and hours identified in Section 1.6. 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 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
EXHIBIT B - FIRE PREVENTION SERVICES
Page 4
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.
1.8 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. 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, and other systems that may
replace KIVA or JDE.
1.9 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. Grant funding that pays for
existing services provided herein shall offset the cost of the services paid by the
City.
1.10 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.
1.11 Cost of Fire Prevention Services - Overtime. Beginning January
1,2019, the City shall pay the RFA $2,138,670 annually for the Fire Prevention
Services provided by the RFA.
In the event overtime is worked while providing Fire Prevention, Emergency
Management, and/or Fire Investigation Services, the City will be responsible for
reimbursing the RFA a maximum of $82,419 annually for all Fire Prevention,
Emergency Management, and Fire Investigation Services combined. Except as
provided in the following paragraph, and unless otherwise agreed to by the City in
writing, there shall be no additional consideration paid by the City to the RFA for
overtime pay.
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 shall 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
EXHIBIT B - FIRE PREVENTION SERVICES
Page 5
Level 3 ECC activation, the City shall only be responsible for the cost of reasonable
overtime for Fire Prevention related work performed by the staff set forth in Section
1.6 above and that is performed as a result of 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.
1.12 Cost Adjustments. Starting on January 1, 2020, and each year
thereafter, the cost of Fire Prevention Services as set forth in this exhibit shall be
adjusted by the lesser of either 100% of the Seattle/Tacoma/Bellevue 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• On an annual basis, the Fire Chief and Kent
Chief Administrative Officer will collaborate to delineate and prioritize the services
provided by the Office of Emergency Management. Examples of the Emergency
Management Services the RFA may provide include, but are not limited to, the
following:
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 and responses.
e. Maintain and update emergency plans in accordance with state
and federal requirements which plans may include, but are not
limited to:
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 Kent's emergency preparedness, and to keep current on
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 1
emergency management issues facing the region and the City
as approved by the Kent Chief Administrative Officer.
h. Continue to manage and oversee the Local Emergency Planning
Committee in accordance with federal, state, and City laws,
regulations, and policies.
i. Coordinate and make available to City staff and residents
training in the areas of emergency preparedness and response
as approved by the Kent Chief Administrative Officer.
j. Maintain the City's designation as a Storm Ready City.
1.2 RFA Staff Dedicated to City Office of Emergency Management. The
RFA will staff the following positions for the City's Office of Emergency
Management:
a. A Division Chief/Emergency Manager;
b. A Firefighter/Program Manager, provided, this
Firefighter/Program Manager position will terminate as of and
starting April 1, 2019;
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 services identified in this Exhibit C. The positions set forth above are to be
staffed at full time. 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 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.
1.4 To Whom Services Provided. Except as provided elsewhere, the City
shall pay only for Emergency Management Services provided to the City based on
the staffing levels and hours identified in Section 1.2. The Office of Emergency
Management may provide Emergency Management services to other agencies by
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 2
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.
1.5 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..
1.6 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. Grant funding that
pays for existing services provided herein shall offset the cost of the services paid
by the City.
1.7 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.
1.8 Cost of Emergency Management Services - Overtime. Beginning
January 1, 2019, the City shall pay the RFA $55,571 monthly for the Emergency
Management services provided by the RFA; provided, starting April 1, 2019, this
amount shall be reduced to $40,781 per month to reflect the elimination of the
Firefighter/Program Manager position as provided in Section 1.2.
In the event overtime is worked while providing Fire Prevention, Emergency
Management, and/or Fire Investigation Services, the City will be responsible for
reimbursing the RFA a maximum of $82,419 annually for all Fire Prevention,
Emergency Management, and Fire Investigation Services combined. Except as
provided in the following paragraph, and unless otherwise agreed to by the City in
writing, there shall be no additional consideration paid by the City to the RFA for
overtime pay.
EXHIBIT C - OFFICE OF EMERGENCY MANAGEMENT
Page 3
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 shall 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 for
Emergency Management related work performed by the staff set forth in Section
1.2 above and that is performed as a result of the ECC activation. The City shall
not be responsible for overtime performed by 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
Emergency Management staff person working on the emergency response, but
would not pay the overtime of a Emergency Management staff person performing
shift or line work during the emergency.
In the event an 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 attributable to
Emergency Management staff work that was the City's responsibility shall be
transferred back to the City.
1.9 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,
beginning January 1, 2019, the City shall pay $35,064 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 1.9 shall be in addition to the amount set forth
in Section 1.2 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.
1.10 Cost Adjustments. Starting on January 1, 2020, and each year
thereafter, the cost of Emergency Management Services as set forth in this exhibit
shall be adjusted by the lesser of either 100% of the Seattle/Tacoma/Bellevue 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 C - OFFICE OF EMERGENCY MANAGEMENT
Page 4
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 in accordance with a process established by the Kent
Police Chief, 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. Respond 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; provided, one of the Firefighter positions
will be eliminated as of and starting January 1, 2020.
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
services identified in this Exhibit D. The positions set forth above are to be staffed
at full time. 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 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
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
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 2
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.
1.8 City's Police Chief - Authority. 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 on behalf of the City by Fire Investigation
staff, 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.
1.9 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.
1.10 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.
1.11 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
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. Grant
funding that pays for existing services provided herein shall offset the cost of the
services paid by the City.
1.12 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.
1.13 Cost of Fire Investigation Services - Overtime. Beginning January 1,
2019, the City shall pay the RFA $38,859 per month for the Fire Investigation
Services provided by the RFA; provided, starting January 1, 2020, this amount shall
be reduced to $24,069 per month to reflect the reduction of a Firefighter position as
provided in Section 1.6; provided further, the January 1, 2020, monthly rate of
$24,069 shall be adjusted on January 1, 2020, to reflect the Seattle
Tacoma/Bellevue CPI-W for June to June 2019 pursuant to Section 1.16 below.
EXHIBIT D - FIRE INVESTIGATION SERVICES
Page 3
In the event overtime is worked while providing Fire Prevention, Emergency
Management, and/or Fire Investigation Services, the City will be responsible for
reimbursing the RFA a maximum of $82,419 annually for all Fire Prevention,
Emergency Management, and Fire Investigation Services combined. Except as
provided in the following paragraph, and unless otherwise agreed to by the City in
writing, there shall be no additional consideration paid by the City to the RFA for
overtime pay.
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 shall 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 for Fire Investigation related work performed by the staff set forth in
Section 1.6 above and that is performed as a result of the ECC activation. The City
shall not be responsible for overtime performed by Fire Investigator 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 Fire
Investigator staff person working a fire investigation, but would not pay the
overtime of a Fire Investigation staff person performing shift or line work during the
emergency.
In the event a Fire Investigation 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
Investigation staff work that was the City's responsibility shall be transferred back
to the City.
1.14 Cost Adjustments. Starting on January 1, 2020, and each year
thereafter, the cost of Fire Investigation Services as set forth in this exhibit shall be
adjusted by the lesser of either 100% of the Seattle/Tacoma/Bellevue 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. Starting January 1, 2019, he rate that the RFA will charge will be $80.00
per hour for each RFA employee who is hired to provide emergency medical
services at a ShoWare event covered under this subsection. Starting on January 1,
EXHIBIT E - SHOWARE CENTER
2020, and each year thereafter, the hourly rate shall be adjusted by the lesser of
either 100% of the Seattle/Tacoma/Bellevue 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.
1.4 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 a telephone.
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, 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 exhibit term, 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 Signal Server
Cross Connections to PSTN
Provisioned Data Circuits ISDN
ECC Message Center Rollover Switch
Cable Plant
Cat 5/6e Network-Cabling
SUPPORTED SYSTEMS CONTINUED
SYSTEM LOCATION
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 1
Data Network
Internet Connectivity
Data Firewall
Wireless network
Network Infrastructure
Servers
Active Directo /Domain Controller
Physical &Virtual Servers and Associated Storage
Web Filtering
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
Tiburon - Police RMS
Valle Com MobileCOM/Web ue RFA IT staff are primary support)
SharePoint Cit S ace/Teams ace
Crystal Enterprise Reporting
ShoreTel (day-to-day user support performed by RFA
Dynamics GP (SQL Database &Share point Portal Support Only)
Netmotion - Windows Based Devices
* 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.
Addendum A shows the estimated costs for 2019 and 2020. These costs are
estimates and are subject to the reconciliation process set forth in Section 1.11,
and the cost adjustment process set forth in Section 1.12.
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 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 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 telephone sets and equipment. 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 5/6/6e 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
or captured 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: $75/hour
Systems Division Services: $75/hour
Technical & System Division OT $111/hour
Multimedia Graphics Services: $53/hour
Multimedia Video Services: $75/hour
PW GIS Division Services: $93/hour
The above rates shall be adjusted on January 1 of each year by the
Seattle/Tacoma/Bellevue CPI-W for the period of June to June.
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. 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.
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 4
C. 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 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. 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;
2. Any other systems not specifically named in the
paragraph above; and
3. Email after September 1, 2017 (this is the sole
responsibility of the RFA - Recovery of email prior to July
2011 is not possible)
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
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 5
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.
1.9 Routine Scheduled Maintenance. Unless otherwise noted, all
maintenance occurs on the second 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, 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.
IT will send advance notice via email including all RFA staff with basic
information on maintenance outages including an estimated window for major
systems and applications affected.
1.10 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,
have and maintain Network, Email, Internet, and Social Media Policies consistent
with City policies. 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.
1.11 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.
b. Reconciliation. Within 60 days of the conclusion of each
calendar year or of the termination of services provided pursuant to this Exhibit F,
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 6
representatives of the City and the RFA will meet to reconcile the costs estimated
by the parties to provide IT Services to the RFA as set forth in Addendum A with
the actual costs incurred by the City in providing those services.
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.
(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. Adjustments will be made to Addendum A after the
annual reconciliation meeting to reflect the anticipated
costs for providing services during the next renewal term
of this Exhibit F based upon the actual costs incurred in
providing those services during the preceding calendar
year and any anticipated reduction in services. In
accordance with the terms of the interlocal agreement,
annual adjustments are subject to Administrative
Committee approval before becoming effective. During
this 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.
1.12 Cost Adjustments. The parties are in the process of winding down the
services provided pursuant to this Exhibit F. The parties shall meet during the
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 7
second or third quarters of 2019, as well as 2020 and 2021 if necessary, in order to
adjust the services provided, amend this Exhibit F, and plan the termination of all
services. The parties agree that this Exhibit F may be amended at any time by
written agreement of the parties and the parties further agree that the costs
allocated in Exhibit F shall be adjusted or prorated at the time the RFA completes
the transition of that cost item to the RFA.
EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 8
Addendum A to Exhibit F: IT Assessment for RFA
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EXHIBIT F
INFORMATION TECHNOLOGY, TELEPHONE, INFORMATION MGMT SERVICES
Page 9
EXHIBIT G
TO THE INTERLOCAL AGREEMENT
BETWEEN THE CITY OF KENT AND THE PUGET SOUND REGIONAL
FIRE AUTHORITY FOR THE DIVISION OF SERVICES
FACILITIES MAINTENANCE, JANITORIAL AND
LANDSCAPING SERVICES
1. Facilities Maintenance and Custodial Services. The City shall provide
Facilities Maintenance and Custodial Services consistent with the scope of services
set forth in this Exhibit G to the RFA at the following location:
• The "Common Areas" identified in Exhibit B of the Lease Agreement
between the City and the RFA for Station 74, also known as the
Police/Fire Training Facility, located at 24523 116th Ave SE, Kent, WA
98030;
1.1 Scope of Facilities Maintenance Services. The Facilities Maintenance
Services provided pursuant to this Exhibit G shall include items requested by the
RFA including but not limited to:
• Change light bulbs and replace ballasts;
• Set clocks;
• Troubleshoot, repair and replace appliances;
• Replace ceiling tiles, repair ceiling grid;
• Localized plumbing repairs or fixture replacement, e.g., toilets, hot water
tanks, faucets, etc.;
• Electrical repairs/fixture replacements, add new circuits;
• Building envelope repairs, e.g., windows, siding, doors, minor roof
repairs, etc.;
• Drywall repair/replacement;
• Interior and exterior painting;
• 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 extinguisher repair, testing and replacement;
• Building related back flow devices, repair and certification;
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
Page 1
• Building lock repair and replacement including keying and resetting
combinations;
• Carpet repairs and carpet cleaning;
1.2 Scope of Custodial Services. Custodial Services shall be provided by
the City on a five day per week basis and shall include but not be limited to:
-Empty Trash 5 times per week (Mon-Fri)
• -Clean and Mop Restrooms and showers 5 times per week (Mon-Fri)
-Vacuum Daily as needed
• -Clean Exercise Room as needed
• -Perform High and Low Dusting as needed
• -Clean Table Tops and Counters as needed
• -Annually Clean Interior Windows
• -Bi-Annually Clean Carpet and spot clean as needed
1.3 Capital Improvements Excluded. Capital improvements shall be
excluded from the scope of services set forth in Section 1.1 and shall be controlled
by the Station 74 Lease Agreement. The RFA shall establish a designated fund for
its capital improvement responsibilities under the lease with an annual contribution
of $20,000 with a cap of $150,000. Capital improvements shall be considered, but
not limited to, the construction of walls or new doorways, roof replacement,
electrical and plumbing systems replacement, window replacements, flooring
replacement, etc.
1.4 Utilities and Insurance. Costs of Utilities and Insurance for Station 74
are to be allocated in accordance with the Station 74 Lease Agreement. The City
shall charge the RFA an administrative fee of 1% of the RFA's actual utility and
insurance costs. The City will provide the RFA with a detailed breakdown of the
actual costs of utilities and insurance charged to the RFA.
1.5 Cost of Facilities Maintenance and Custodial Services. Starting January 1,
2019, the RFA shall pay the City $42,156.50 per year for the services identified
Sections 1.1 and 1.2 of this exhibit. This cost is based on a square footage cost of
$10.07 per square foot. Starting January 1, 2020, and each year thereafter, the
Cost shall be adjusted by application of the preceding Seattle/Tacoma/Bellevue CPI-
W for the period of June to June.
1.6 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. "Mission Critical" would be any
item that would prevent the RFA or Kent PD from delivering service to their citizens
or impact the health and safety for RFA or Kent PD employees. Specifically, the
term Mission Critical shall include maintenance of the following:
• Generator,
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
Page 2
• Police/Fire Training Center entry doors and windows that present a
security issue,
• HVAC issues that negatively impact training classes and ECC activations
(no heat in classrooms during classes in the wintertime or no A/C in the
classrooms during the summertime),
• Any structural, roof, or site damage that prevents the RFA and Kent PD
from delivering service to the community.
In the event the City fails to complete a request within 30 calendar days of
receiving the request and if the City has not provided written notice to the RFA
identifying that the delay is caused by an occurrence outside of the City's control,
then the RFA may complete the maintenance and repairs and bill the City on a time
and materials basis.
2. Landscaping Services. The RFA shall provide Landscaping Services consistent
with the scope of services set forth in this Exhibit G to the City at the following
location
• The "Property" identified in the Lease Agreement between the City and
the RFA for Station 74.
2.1 Scope of Landscaping Services. Landscaping Services shall include but
not be limited to maintenance of any landscaping, lawns and irrigation systems on
the Property. On an annual basis, RFA staff shall meet with City staff to obtain City
input into the scope, frequency and extent of landscaping services. The RFA shall
also accept City input into any competitive bidding processes used to procure
landscaping services.
2.2 Cost of Landscaping Services. The RFA will invoice the City for 50% of
the actual landscaping costs plus a 1% administrative fee on a monthly basis. The
RFA will provide the City with a detailed description of the landscaping costs at the
time of invoicing. The City's annual landscaping costs, and the amount recoverable
by the RFA, shall be capped, and the City shall be charged no more than the annual
cap. The City's annual landscaping costs shall be capped at $17,073 in 2019.
Starting January 1, 2020, and each year thereafter, the cap will be adjusted by
application of the preceding Seattle/Tacoma/Bellevue CPI-W for the period of June
to June.
3. Fire Alarm and Fire Suppression Systems for Station 74. The Kent RFA shall
maintain, repair, monitor and certify the building fire alarm system and fire
suppression systems for the entire Station 74. The RFA will invoice the City for 38%
of the actual costs plus a 1% administrative fee on an as incurred basis. The RFA
will provide the City with a detailed description of the costs at the time of invoicing.
4. Repair and Maintenance of Generator for Station 74. The City shall maintain
and repair the generator serving the entire Station 74. The City will invoice the RFA
for 50% of the actual costs plus a 1% administrative fee on an as incurred basis.
The City will provide the RFA with a detailed description of the costs at the time of
invoicing.
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
Page 3
5. The City shall provide Parking lot and sidewalk cleaning and maintenance
including parking lot restriping and seal coating for all parking lots and sidewalks
serving the entire station 74. The City will invoice the RFA for 62% of the actual
costs plus a 1% administrative fee. The City and the RFA shall jointly select a
contractor and scope of work, including the maintenance schedule for the Parking
Lot Maintenance Work.
EXHIBIT G - FACILITIES MAINTENANCE SERVICES
Page 4
EXHIBIT H
Medical Benefits - Wellness-Employee Assistance Program Services
DELETED Effective December 31, 2012
EXHIBIT H - MEDICAL BENEFITS, WELLNESS, EMPLOYEE ASSISTANCE PROGRAM SERVICES
Page 1
EXHIBIT I
Access to commute Trip Reduction Program
DELETED October 1, 2011
EXHIBIT I - ACCESS TO COMMUTE TRIP REDUCTION PROGRAM
Page 1
EXHIBIT
Access to Flexible 125 Spending Accounts
DELETED October 1, 2011
EXHIBIT J - ACCESS TO FLEXIBLE 125 SPENDING ACCOUNT
Page 1
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
Page 1
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.
EXHIBIT M - CPR AND FIRST AID INSTRUCTION SERVICES
Page 2