15-136 0----1
Resolution No. 15-136
RESOLUTION
AUTHORIZING EXECUTION OF AGREEMENT
WITH THE VILLAGE OF SOUTH ELGIN AND IXP CORPORATION
FOR EMERGENCY 911 DISPATCH COMMUNICATION SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby
authorized and directed to execute an Agreement on behalf of the City of Elgin with the Village
of South Elgin and IXP Corporation for emergency 911 dispatch communication services, a copy
of which is attached hereto and made a part hereof by reference.
David J. Kaptain, Mayor
Presented: October 14, 2015
Adopted:
Vote: Yeas Nays
Recorded:
Attest:
Kimberly A. Dewis, City Clerk
Resolution No. 15-136
RESOLUTION
AUTHORIZING EXECUTION OF AGREEMENT
WITH THE VILLAGE OF SOUTH ELGIN AND IXP CORPORATION
FOR EMERGENCY 911 DISPATCH COMMUNICATION SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby
authorized and directed to execute an Agreement on behalf of the City of Elgin with the Village
of South Elgin and IXP Corporation for emergency 911 dispatch communication services, a copy
of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: October 14, 2015
Adopted: October 14, 2015
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 14thday of October _, 2015,by and
between the City of Elgin,an Illinois municipal corporation(hereinafter referred to as"CITY"),the
Village of South Elgin, an Illinois municipal corporation(hereinafter referred to as "VILLAGE"),
and IXP Corporation, a New Jersey corporation, authorized to do business in the State of Illinois
(hereinafter referred to as "CONSULTANT").
WHEREAS, the CITY and the VILLAGE are considering a future agreement whereby the
CITY would provide emergency 911 dispatch communication services for the VILLAGE police
department; and
WHEREAS, Article VII, Section 10 of the Illinois Constitution and the Illinois
Intergovernmental Cooperation Act at 5 ILCS 220/3 authorize units of local government to obtain or
share services; and
WHEREAS,the CITY desires to engage the CONSULTANT to determine the feasibility and
costs associated with the proposed scenario whereby CITY would provide emergency 911 dispatch
communication services for the VILLAGE police department (hereinafter referred to as the
"PROJECT"); and
WHEREAS,the VILLAGE has agreed to pay for a portion of the costs of this Agreement;
and
WHEREAS, the CONSULTANT represents that it has the necessary expertise and
experience to furnish such services upon the terms and conditions set forth herein below.
NOW,THEREFORE,it is hereby agreed by and between the CITY,the VILLAGE and the
CONSULTANT that the CITY hereby retains the CONSULTANT for and in consideration of the
mutual promises and covenants contained herein,the sufficiency of which is hereby acknowledged to
perform the services relating to the PROJECT as described herein,subject to the following terms and
conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall-be performed under the direction of the Deputy Police Chief
of the CITY, herein after referred to as the "DIRECTOR".
B. The CONSULTANT shall provide the services for the PROJECT as outlined in the
Scope of Services attached hereto and made a part hereof as Attachment A.
2. PROGRESS REPORTS
A. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto. Progress will be recorded on the project schedule and submitted monthly as a
component of the Status Report described in B below.
B. The CONSULTANT will submit to the DIRECTOR monthly a status report keyed to
the project schedule.A brief narrative will be provided identifying progress,findings
and outstanding issues.
3. WORK PRODUCT
All work product prepared by the CONSULTANT pursuant hereto including,but not limited
to, reports, plans, designs, calculations, work drawings, studies,photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR;provided,however,that the CONSULTANT may retain copies of
such work product for its records. CONSULTANT's execution of this Agreement shall
constitute CONSULTANT's conveyance and assignment of all right, title and interest,
including but not limited to any copyright interest,by the CONSULTANT to the CITY of all
such work product prepared by the CONSULTANT pursuant to this Agreement. The CITY
shall have the right either on its own or through such other consultants as determined by the
CITY to utilize and/or amend such work product. Any such amendment to such work
product shall be at the sole risk of the CITY. Such work product is not intended or
represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any
other project, and such reuse shall be at the sole risk of the CITY without liability or legal
exposure to the CONSULTANT.
4. PAYMENTS TO THE CONSULTANT
A. The CONSULTANT shall be paid for services under this Agreement the total amount
of Twenty Six Thousand Five Hundred Dollars($26,500),regardless of actual Costs
incurred by the CONSULTANT unless substantial modifications to the PROJECT
are authorized in writing by the DIRECTOR.
B. The CITY and the VILLAGE shall make periodic payments to the CONSULTANT
based upon actual progress within thirty (30) days after receipt and approval of
invoice. Said periodic payments to the CONSULTANT shall not exceed the amounts
shown in the following schedule, and full payments for each task shall not be made
until the task is completed and accepted by the DIRECTOR.
ITEM(PHASE) PRICING
Analysis of initial costs and annual pricing structure for Elgin to $21,500.00
provide dispatch services to South Elgin Police
Implementation plan for Elgin to provide dispatch services $4,400.00
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South Elgin
Review of current pricing for South Elgin Fire Dispatch Services $600.00
Total $26,500.00
All prices are inclusive of travel and living costs and other customary business
expenses such as printing, telephone charges, etc. All prices are exclusive of any
State,County or City taxes or business fees that may be required to conduct business
with the City of Elgin,IL. IXP will bill upon completion of each phase stated above.
Payment terms are Net 30 days from date of invoice.
C. The CITY shall be responsible for Thirteen Thousand Five Hundred and Fifty Dollars
($13,550) of the payments to the CONSULTANT. Such amount to be paid by the
CITY consists of one-half or Ten Thousand Seven Hundred Fifty Dollars($10,750)
of the$21,500 for the analysis of initial costs and annual pricing structure for CITY
to provide dispatch services to VILLAGE police department, one-half or Two
Thousand Two Hundred Dollars($2,200)of the$4,400 for the implementation plan
for CITY to provide dispatch services to VILLAGE and the Six Hundred Dollars
($600) for the separate project for review of current pricing for VILLAGE fire
dispatch services. The VILLAGE shall be responsible for Twelve Thousand Nine
Hundred and Fifty Dollars($12,950)of the payments to the CONSULTANT. Such
amount to be paid by the VILLAGE consists of one-half or Ten Thousand Seven
Hundred Fitly Dollars($10,750)of the$21,500 for the analysis of initial costs and
annual pricing structure for CITY to provide dispatch services to VILLAGE police
and one-half or Two Thousand Two Hundred Dollars($2,200)of the$4,400 for the
implementation plan for CITY to provide dispatch services to VILLAGE.
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports (2C above) will be included with all payment requests.
B. The CONSULTANT shall maintain records showing actual time devoted and cost
incurred. The CONSULTANT shall permit the authorized representative of the
CITY to inspect and audit all data and records of the CONSULTANT for work done
under this Agreement. The CONSULTANT shall make these records available at
reasonable times during the Agreement period and for one(1)year after termination
of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon fifteen(15)days prior written notice to the CONSULTANT.In the event that this
Agreement is so terminated, the CONSULTANT shall be paid for services actually
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performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the CONSULTANT is given a notice to
proceed and, unless terminated for cause or pursuant to Paragraph 6, shall be deemed
concluded on the date the CITY determines that all of the CONSULTANT's work under this
Agreement is completed. A determination of completion shall not constitute a waiver of any
rights or claims which the CITY may have or thereafter acquire with respect to any term or
provision of this Agreement.
8. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY,the CONSULTANT shall give written notice of his claim within
fifteen(15)days after occurrence of such action. No claim for additional compensation shall
be valid unless so made. Any changes in the CONSULTANT's fee shall be valid only to the
extent that such changes are included in writing signed by the CITY and the
CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted
by the CONSULTANT, all work required under this Agreement as determined by the
DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party,by reason of any default, fails within fifteen(15)days after
notice thereof by the other party to comply with the conditions of the Agreement,the other
party may terminate this Agreement. Notwithstanding the foregoing,or anything else to the
contrary in this Agreement,with the sole exception of an action to recover the monies the
CITY or the VILLAGE have agreed to pay to the CONSULTANT pursuant to Paragraph 4
hereof, no action shall be commenced by the CONSULTANT against the CITY or the
VILLAGE for monetary damages. CONSULTANT hereby further waives any and all claims
or rights to interest on money claimed to be due pursuant to this Agreement,and waives any
and all such rights to interest which it claims it may otherwise be entitled pursuant to law,
including,but not limited to,the Local Government Prompt Payment Act(50 ILCS 501/1,et
seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The
parties hereto further agree that any action by the CONSULTANT arising out of this
Agreement must be filed within one year of the date the alleged cause of action arose or the
same will be time-barred. The provisions of this paragraph shall survive any expiration,
completion and/or termination of this Agreement.
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10. INDEMNIFICATION
To the fullest extent permitted by law,CONSULTANT agrees to and shall indemnify,defend
and hold harmless the CITY and the VILLAGE,their respective officers,employees,agents,
boards and commissions from and against any and all claims, suits, judgments, costs,
attorneys'fees,damages or other relief,including,but not limited to,workers'compensation
claims, in any way resulting from or arising out of negligent actions or omissions of the
CONSULTANT in connection herewith,including negligence or omissions of employees or
agents of the CONSULTANT arising out of the performance of this Agreement. In the event
of any action against the CITY or the VILLAGE,their respective officers,employees,agents,
boards or commissions, covered by the foregoing duty to indemnify, defend and hold
harmless such action shall be defended by legal counsel of the CITY's or the VILLAGE's
choosing. The provisions of this paragraph shall survive any expiration,completion and/or
termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY, VILLAGE or the
CONSULTANT shall be charged personally or held contractually liable under any term or
provision of this Agreement or because of their execution,approval or attempted execution
of this Agreement.
12. INSURANCE
A. Comprehensive Liability. The CONSULTANT shall provide,pay for and maintain
in effect, during the term of this Agreement, a policy of comprehensive general
liability insurance with limits of at least$1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The CONSULTANT shall deliver to the DIRECTOR a Certificate of Insurance
naming the CITY and the VILLAGE as additional insured. The policy shall not be
modified or terminated without thirty (30) days prior written notice to the
DIRECTOR.
The Certificate of Insurance shall include the contractual obligation assumed by the
CONSULTANT under Paragraph 10 entitled"Indemnification".
This insurance shall be primary and non-contributory to any other insurance or self-
insurance programs afforded to the CITY or the VILLAGE. There shall be no
endorsement or modification of this insurance to make it excess over other available
insurance.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned,non-owned and hired motor vehicles with limits of not
less than$500,000 per occurrence for bodily injury and/or property damage.
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C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The CONSULTANT shall carry CONSULTANT's
Professional Liability Insurance covering claims resulting from error, omissions or
negligent acts with a combined single limit of not less than$1,000,000 per claim.A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
13. INTENTIONALLY OMITTED.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex,age,race,
color,creed,national origin,marital status,of the presence of any sensory,mental or physical
handicap, unless based upon a bona fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following: employment advertising, layoff or
termination,rates of pay or other forms of compensation and selection for training,including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex,race,color,creed,national origin,age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and
other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY
with respect to each and every item,condition and other provision hereof to the same extent
that the CONSULTANT would have been obligated if it had done the work itself and no
assignment, delegation or subcontract had been made. Any proposed subcontractor shall
require the CITY's advanced written approval.
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17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any paragraph,sub-paragraph,phrase,clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define,limit or describe the
scope of intent of any provision of this Agreement, nor shall they be construed to affect in
any manner the terms and provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed,modified,discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a
duly executed amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor will the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
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24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a
result of a violation of 720 ILCS 5/33E et seq.or any similar state or federal statute regarding
bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the CONSULTANT shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse,investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, CONSULTANT shall have in place a written substance
abuse prevention program which meets or exceeds the program requirements in the
Substance Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of
such policy shall be provided to the City's Assistant City Manager prior to the entry into and
execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the CITY or the
VILLAGE and to other participants which may affect cost or time of completion, shall be
made or confirmed in writing. The DIRECTOR may also require other recommendations
and communications by the CONSULTANT be made or confirmed in writing.
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28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail,postage prepaid, addressed as follows:
A. As to the CITY:
Bill Wolf
Deputy Police Chief
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to the VILLAGE:
Christopher J.Merritt,Police Chief
Village of South Elgin
10 N.Water Street,South Elgin,IL 60177
C. As to the CONSULTANT:
Lawrence D.Consalvos,President/Chief Operating Officer
IXP Corporation
103 Main Street,Priceton,NJ 08540
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
CONSULTANT shall comply with all applicable federal,state,city and other requirements
of law,including,but not limited to,any applicable requirements regarding prevailing wages,
minimum wage, workplace safety and legal status of employees. Without limiting the
foregoing, CONSULTANT hereby certifies, represents and warrants to the CITY that all
CONSULTANT's employees and/or agents who will be providing products and/or services
with respect to this AGREEMENT shall be legal residents of the United States.
CONSULTANT shall also at its expense secure all permits and licenses,pay all charges and
fees and give all notices necessary and incident to the due and lawful prosecution of the
work, and/or the products and/or services to be provided for in this AGREEMENT. The
CITY shall have the right to audit any records in the possession or control of the
CONSULTANT to determine CONSULTANT's compliance with the provisions of this
paragraph. In the event the CITY proceeds with such an audit the CONSULTANT shall
make available to the CITY the CONSULTANT's relevant records at no cost to the CITY.
CONSULTANT shall pay any and all costs associated with any such audit.
30. SCOPE OF AGREEMENT. It is agreed and understood that the scope of this Agreement is
limited to determining the feasibility and costs associated with the proposed scenario
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whereby the CITY would provide emergency 911 dispatch communication services for the
VILLAGE police department. It is agreed and understood that any agreement whereby the
CITY would provide such services to the VILLAGE would require a separate written
agreement approved by the city council of the CITY and the village board of the VILLAGE.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement
effective as of the date and year first written above.
CITY OF EL�f • VILLAGE OF SOUTH ELGIN
BY: �I 1- I . ..,iL By:
S In Stegall,City Manager/ Steven and Its Village President
Attest: Attest:
11:/(/f4.4 •F SOU?:,..,
City Clerk Village Cle Margaret • . p Z
APRIL 20
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CONSULTANT:
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ATTACHMENT A
SCOPE OF SERVICES
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solutions for you and the potential agencies. For over 15 years,IXP Corporation has been a technical integration
consultant for the Fire Department of New York.Our project support has spanned such initiatives as the creation,
implementation and support for the Computer Aided Dispatch(CAD)System known as Starfire II as well as integration
and support for the Emergency Reporting System(ERS)and the Box Alarm Reporting System(BARS)currently being
utilized.Additional technical and construction support was provided for the Central Office(CO)Renovation project which
encompassed the technical upgrading of five dispatch facilities and the Fire Department Operations Center(FDOC)
technical relocation/renovation effort to FDNY Headquarters at 9 Metro Tech,Brooklyn NY.
KNOWLEDGE OF POLICE AND FIRE OPERATIONS
Many of our communications center projects focus on police,fire and EMS.IXP has a vast knowledge base of public safety
disciplines while also operating multiple emergency communications centers nationwide.For a number of years,we have
contributed to the operational development and/or call taking and dispatching for 10 police departments in 4 states with
nearly 1,000 officers;7 fire departments in 3 states with nearly 500 firefighters;implemented and managed EMID and EFD
certifications and accreditations;quality assurance programs with high levels of compliance;911 call taking and dispatching;
and policy and procedure development and implementation.We are familiar with different methods of operations as well as
the various technologies utilized in different communication centers around the county.We have worked with fire
departments who utilize Firehouse and Zetron FSA and since we are vendor agnostic,have worked with many other types
of fire software.IXP has completed many assessments of police, fire and communications operations in numerous states
assisting them in improving performance,reducing costs and modernizing technologies,facilities and operations.
IXP SCOPE OF SERVICES
IXP employs a cadre of
professionals that are experienced in
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addresses Governance,Operations,
Technology and Facilities considerations in a structured manner,so that critical inter-relationships between these domains
are well understood,documented and planned for.A combination of processes and a rich knowledge base,SAIF®has been
in use for well over a decade,allowing our clients to benefit from our experience and lessons learned while navigating
through complex projects.
Page 17 submitted by: IXP CORPORATION 609.759.5100 phone 609.759.5099 fax www.rxrrvnr.com
APPROACH
The approach for this project will be delineated into three distinct phases in order to provide both municipality's assurances
that the project is economically feasible and also operationally sound.
Phase I
In Phase I,IXP will provide a complete analysis of governance,technology,staffing,and operational costs in order to
determine a pricing model for Elgin to provide 911 services.This financial analysis includes:
• A listing of all technology(including radio equipment,telephone systems,logging recording information,etc.)
utilized by both municipalities.This review will include an assessment to determine if any technologies require
replacement or upgrade in order to consolidate South Elgin Police into the City of Elgin dispatch center;
• We will examine current staffing models including current salaries and benefits of dispatch personnel for both
communication centers.An analysis will be conducted to determine if there is a need to add staff with the addition
of South Elgin to the City of Elgin's communications center,
• Current software used by both dispatch centers to determine any costs required to replace or upgrade software due
to the consolidation;
• Maintenance agreements for both towns related to technology including computer aided dispatch,records
management systems,911 systems,and any other software used in both centers that would be required in a
consolidation effort;
• Review of servers,networks,switches,etc.to determine any upgrades required;and,
• Review of facilities to locate the most appropriate place for the combined center.
Phase I will be a comprehensive analysis of operations and technologies in order to develop a financial model for
consideration by each municipality.This Phase I approach will include:
• Development of a tailored questionnaire and submittal to each Town's public safety agency in order to gather
operational,technological,and facility information.
• Analyzation of responses after receipt and development of a summary document of the findings.
• Distribution of findings to each stakeholder and completion of an onsite workshop to review findings and
determine input from chief executives of the police,fire and emergency services.
• Completion of an onsite review of current technologies to determine what may be required in a consolidated
center including operating and capital expenses for technologies.
• Review of current staffing models with all stakeholders.
o After collection and analysis of this data,a financial model will be created which examines and provides all
estimated costs for a combined center.A written business case will be provided to both Cities with a cost
estimate along with a structure on how South Elgin will pay Elgin for 911 services(examples include
charging per 911 call,costs per population,or any other agreed upon financial arrangement between both
towns).Information on different pricing models for similar services around the nation will be analyzed in
order to determine that dispatch services are being provided for both towns at a competitive price.
• A detailed analysis and pricing model will include all initial startup costs for South Elgin and any new costs to Elgin
to accommodate call taking and dispatch services,on-going annual costs that would be incurred,a model whereby
Elgin hosts records management services for both cities,and a model for South Elgin to also host their own
records management system.An exploration of any funding mechanisms that might be available either through the
State of Illinois or the Emergency Telephone Board will be completed and may provide both municipalities some
financial assistance as it relates to a consolidation model.
• During this phase,a meeting will be held with government stakeholders which includes government officials along
with chief executive officers of police,fire and Emergency Medical Services to develop,define and refine a
financial model that is equitable and satisfies both municipalities.If this initial analysis and costing model is not
desirable for either municipality,then no implementation plan will be created.Phase II will only be executed if
there is consensus by both sides(governance structure)to move on with the consolidation.
Page18 submitted by: IXP CORPORATION 609.759.5100 phone 609.759.5099 fax www.araonacom
•111111•■••■
• All costs including direct and indirect incurred by Elgin to provide dispatch services to South Elgin,including
potential liability,will be addressed in Phase I realizing that no impact will be incurred by the taxpayers of Elgin.
Elgin does not want this to be a for-profit scenario.
Phase II
Phase II will consist of the creation of a detailed written implementation plan to provide the municipalities with a clear
roadmap to manage the consolidation.The implementation plan will list all necessary considerations and tasks required by
each agency to consolidate operations.The implementation plan will have four sections which move the process forward
including a governance structure,an operational structure,technology consolidation and implementation as well as facility
considerations.Specific implementation processes include:
Governance
• Considerations concerning the governance of the combined operations will be discussed and recommended
approaches will be provided to enable the governments of both Cities to properly manage the center.The detailed
operational cost model developed in Phase I for the consolidated operation and a cost sharing between the
jurisdictions will be incorporated.
• A governance board will be formulated to make decisions regarding the combined communications center.The
board should consist of government officials who have policy and financial commitment power.
Operations
• An operational board will be formed with chief executive officers of police,fire and Emergency Medical Dispatch
of the participating agencies,to attain an understanding of their mutual and unique service level requirements and
local constraints.As the planning process moves forward for operational concepts,gaining these understandings is
a critically important step to develop a plan for the new operation and for the technologies that will support these
operations.This operational board should make all operational decisions regarding the consolidated center.
o During the process,IXP will provide bi-weekly status reports.A conference call is recommended on a bi-
weekly schedule with the operational board in order to ensure the process moves forward.
• After collection of operational and statistical information in Phase I,IXP will develop preliminary models for how
these operations can be blended to support the service level requirements identified by the Chiefs.The Chiefs of
the participating agencies and IXP will review the preliminary models in a workshop setting that allows all
participants an opportunity to present ideas so that the overall operational concepts for the consolidated operation
is mutually understood and agreed to.
• With an agreed-upon operational framework in place,IXP will develop detailed staffing and operational
recommendations for the consolidated operation center.
o IXP will examine the current staffing model in Elgin and determine from the data collected what the required
staffing level should be with the addition of South Elgin.(This section will have been completed in Phase I
and implemented here in Phase II).
• IXP will compare and analyze the consolidation efforts against nationally recognized standards,similar
jurisdictions,and any other sources of service with similar delivery models as being proposed in Elgin.
• Identify current trends in demand for service,municipal annexations and rural urbanization in order to project
future demand service on an annual basis.We will also provide guidance and a pricing structure for Elgin to
consider for possibly providing future services to other agencies.
• With the agreed staffing and operational models in place,IXP will then develop an initial framework and
recommended timeline for the required organizational,procedural,and training requirements to transition the
currently separate operations into a cohesive consolidated operation.
Page 19 submitted by: IXP CORPORATION 609.759.5100 phone 809.759.5099 fax www.wconpcom
Technology
• While the operational framework is being socialized,IXP will use the inventory and assessment from Phase I of
the process to define the various technology systems that will be required to consolidate efforts. This assessment
will provide a clear understanding of the current capabilities and any opportunities for system transition strategies
vs.new-system/replacement strategies.
• IXP will then develop detailed procurement and implementation strategies for the approved technology
framework,along with detailed budget information,to allow the Governance process to review those costs against
organizational constraints and assure that the appropriate funding can be put in place to successfully execute the
project.
Facilities
• Once the operational and technical requirements are determined,IXP will examine the facilities in Elgin to define
any necessary changes to accommodate the combined operations.Consideration is given to space,power(both
low and high voltage),HVAC,lighting and security.
At the end of Phase II,Elgin and South Elgin will have a clear understanding of how a consolidated communications center
will meet operational and fiscal objectives as well as the total expected cost and required and the timeline to implement the
consolidated communications center.The final deliverable developed during this phase will be a comprehensive
Implementation Plan which will provide the cities of Elgin and South Elgin with a clear roadmap and draft schedule to
carry out the consolidation.IXP will present the Implementation Plan at a city council meeting if so requested.
Phase III
Phase III will consist of an analysis of the current financial costs to the South Elgin and Countryside Fire Protection
District(SECFPD)to determine if the financial model already in place adequately covers the costs that would be incurred
by the City of Elgin providing 911 dispatch services for the Village of South Elgin.Processes in the plan for Phase III
include:
• Development of a pricing analysis of the current costs associated with current dispatching of the South Elgin and
Countryside Fire Protection District(SECFPD).
• Delivery of a written price analysis with recommendations to Elgin stakeholders in order to determine that current
fees for dispatching are adequate and consistent.
• Revise price analysis based on the feedback provided by Elgin stakeholders and completion of a final price analysis
report.
Page110 submitted by: IXP CORPORATION 609.759.5100 phone 609.759.5099 fax www.DIPcoP..com
WORK PLAN/TIMELINE
IXP is committed to commencing operations on August 27,2015 and will work diligently to complete all phases on or
before December 31,2015. This of course assumes collaboration with the Cities during each Phase to track progress and
continuation of the project.To deliver the consolidation pricing structure and analysis for the City of Elgin,IXP will follow
the below timeline and associated task list.
Consolidation of Dipatch Services Duration I Start Finish
City of Elgin and the Village of South Elgin Dispatch Services 66.75 days Thu 8/27/15 Fri 11/27/15
Notice to Proceed 0 days Thu 8/27/15 Thu 8/27/15
Coordination with City of Elgin designated manager for project launch 2 days Thu 8/27/15 Fri 8/28/15
Project Kickoff Meeting 1 day Thu 9/3/15 Thu 9/3/15
Phase 1-Analysis of initial costs and annual pricing structure 43 days Fri 9/4/15 Tue 11/3/15
Intial Data Gathering 18 days Fri 9/4/15 Tue 9/29/15
Develop tailored questionaire and submit for data gathering 1 day Fri 9/4/15 Fri 9/4/15
Receive responses from agencies 10 days Mon 9/7/15 Fri 9/18/15
Analyze responses 5 days Mon 9/21/15 Fri 9/25/15
Develop findings summary 2 days Mon 9/28/15 Tue 9/29/15
Distribute findings summary to Stakeholders 0 days Tue 9/29/15 Tue 9/29/15
Onsite Workshops and Inspections 3 days Fri 10/9/15 Tue 10/13/15
Conduct findings review and discovery workshops 0.5 days Fri 10/9/15 Fri 10/9/15
Conduct onsite facility and technology inspections(Elgin&S.Elgin) 0.5 days Fri 10/9/15 Fri 10/9/15
Prepare written summaries of workshops 1 day Tue 10/13/15 Tue 10/13/15
Distribute Workshop and Inspection Summary to Stakeholders 0 days Tue 10/13/15 Tue 10/13/15
Analysis of initial costs and annual pricing structure 15 days Wed 10/14/15 Tue 11/3/15
Build Financial Model 5 days Wed 10/14/15 Tue 10/20/15
Distribute to Stakeholders for review 5 days Wed 10/21/15 Tue 10/27/15
Conduct onsite review of draft Financial Model 1 day Fri 10/30/15 Fri 10/30/15
Capture comments/edits and incorporate into final version of financial model 2 days Mon 11/2/15 Tue 11/3/15
Deliver Final Financial Model 0 days Tue 11/3/15 Tue 11/3/15
Decision Point for Phase 2 0 days Tue 11/10/15 Tue 11/10/15
Phase 2-Develop Implementation Plan 8.75 days Fri 11/13/15 Wed 11/25/15
Develop Draft Implementation Plan 4.25 days Fri 11/13/15 Thu 11/19/15
Prepare Governance transition plan for consolidated opertions 1 day Fri 11/13/15 Fri 11/13/15
Prepare Operational transition plan for consolidated opertions 1 day Mon 11/16/15 Mon 11/16/15
Prepare Technical transition plan for consolidated opertions 1 day Tue 11/17/15 Tue 11/17/15
Prepare Facilities transition plan for consolidated opertions 1 day Wed 11/18/15 Wed 11/18/15
Prepare Draft Task List and Schedule for consolidated operations 1 day Wed 11/18/15 Wed 11/18/15
Deliver Draft Implementation Plan to Stakeholders for review 0.25 days Thu 11/19/15 Thu 11/19/15
Conduct review of Implementation Plan with Stakeholders 1 day Tue 11/24/15 Wed 11/25/15
Capture comments/edits and incorporate into final version of Transition Plan 0.5 days Wed 11/25/15 Wed 11/25/15
Deliver Final Implementation Plan to Stakeholders 0 days Wed 11/25/15 Wed 11/25/15
Phase 3-Review of current pricing for South Elgin Fire Dispatch Services 9.25 days Thu 11/12/15 Wed 11/25/15
Develop pricing analysis report for S.Elgin Fire Dispatch 5 days Thu 11/12/15 Wed 11/18/15
Deliver Draft Pricing Analysis to Stakeholders for review 0 days Wed 11/18/15 Wed 11/18/15
Conduct review of Draft Pricing Analysis with Stakeholders 1 day Tue 11/24/15 Wed 11/25/15
Capture comments/edits and incorporate into final version of Pricing Analysis 1 day Tue 11/24/15, Wed 11/25/15
Deliver Final Pricing Analysis to Stakeholders 0 days Wed 11/25/15 Wed 11/25/15
Project Management 50.75 days Fri 9/18/15 Fri 11/27/15
Bi-Weekly Status Meetings 50.75 days Fri 9/18/15 Fri 11/27/15
Status Meeting 1 -Project Plan&Issue/Actions Updates 0.13 days Fri 9/18/15 Fri 9/18/15
Status Meeting 2-Project Plan&Issue/Actions Updates 0.13 days Fri 10/2/15 Fri 10/2/15
Status Meeting 3-Project Plan&Issue/Actions Updates 0.13 days Fri 10/16/15 Fri 10/16/15
Status Meeting 4-Project Plan&Issue/Actions Updates 0.13 days Fri 10/30/15 Fri 10/30/15
Status Meeting 5-Project Plan&Issue/Actions Updates 0.13 days Fri 11/13/15 Fri 11/13/15
Status Meeting 6-Project Closes Out 0.13 days Fri 11/27/15 Fri 11/27/15
Page111 submittedby: IXP CORPORATION 609.759.5100 phone 609.759.5099 fax www.txrcmazcom