CM-05-07-148DATE:
CITY MANAGER BLUE SHEET FORMAT
07-29-2005
SUBJECT: City Manager Approval
ITEM: FY 2006 PSAP Interlocal and Attachments
Interlocal between the Capital Area Council of Governments
(CAPCOG) and the City of Round Rock for the delivery of 9-1-1
service throughout the year.
Department: Round Rock Police Department
Staff Person: Rick White
Justification:
The interlocal agreement is required for continued
maintenance and operation of 9-1-1 equipment and
services. The new fiscal year starts soon, and this
interlocal agreement will enable reimbursements and
disbursements to be made. Without the signed interlocal,
CAPCOG is unable to reimburse the City of Round Rock for
any funds expended on behalf of 9-1-1 services.
Funding:
Cost: 0.00
Source of funds: N/A
Background Information: This interlocal is renewed annually. There are
only minor reporting changes in this years
interlocal agreement which allows quarterly
reporting instead of monthly reporting. This
contract agreement covers September 01,
2005 through August 31, 2006.
Updated 3-10-05
Request for City Council/City Manager Action
City Council
City Manager
Submit
completed form for all City Manager and City, Council aPProvals.
Department Name:
Contact Person:
Project
Manager/Resource:
Project Coordinator:
Assigned Attorney:
Round Rock Police Department
Rick White/Brenda Craytor
Rick White/Brenda Craytor
Maureen Ganner
Council or
City Manager
Agenda Date: 7/29/2005
Blue Sheet Wording
Project Name: CAPCOG Interlocal Agreement with CORR
ContractorNendor:
Funding Source: N/A
Amount:
CAPCOG
$0.00
Annual Interlocal Agreement between the City of Round Rock and the Capital Area Concil of Governments for the delivery of 9-1-1 service throughout the year. This interlocal agreement will
be valid from September 01, 2005 through August 31, 2006 and allow continued maintenance and operation of 9-1-1 equipment and services. This year's agreement includes minor reporting
changes such as reporting quarterly instead of monthly.
Finance Information
Is Funding Required?
cJ
cJ
QPurchasing/Service Agreement
Purchase Order
Yes
No
Initial Construction Contract
Construction Contract Amendment #
Change Order
Change in Quantity
Unforeseen Circumstances
Initial Professional Services Agreement
Supplemental Professional Svcs. Agr. #
Item(s) to be purchased:
Amount
Other (Please clearly identify action on lines below)
Finance Approval
ElFinance n/a L. Olsen Date 7/27/2005
El Finance N/A E. Wilson Date 7/26/2005
EJ Purchasing HB Date 7/26/2005
J Budget N/A CYD Date 7/26/2005
For Submission to City Manager Oniv
Project Mgr. Signature: . Date:
Dept. Director Signature:
City Attorney Signature*:
City Manager Signature:
Date: 13 11 1SrDS--
Date:
Date:
oe
royal is required for all items requesting City Manager's approval.
Updated 3-9-05
CAPITAL AREA COUNCIL OF GOVERNMENTS
INTERLOCAL CONTRACT FOR PSAP MAINTENANCE, EQUIPMENT UPGRADE,
AND TRAINING
Art. 1. Parties and Purpose
1.1. The Capital Area Council of Governments ("CAPCOG") is a regional planning
commission and political subdivision of the State of Texas organized and operating under the
Texas Regional Planning Act of 1965, as amended, chapter 391 of the Local Government Code.
CAPCOG has developed a Strategic Plan to establish and maintain 9-1-1 emergency telephone
service in State Planning Region 12, and the Texas Commission on State Emergency
Communications has approved its current Plan.
1.2. The Round Rock Police Department (Public Agency) is a Texas home -rule
municipality that operates one or more Public Service Answering Points (PSAPs) that assist in
implementing the Strategic Plan as authorized by chapter 771 of the Health and Safety Code.
1.3. This contract is entered into between CAPCOG and Public Agency under chapter
791 of the Government Code so that Public Agency can maintain its PSAP(s), upgrade its
equipment, and train its personnel to participate in the enhanced 9-1-1 emergency telephone
system in the Region.
Art. 2. Goods and Services
2.1. Public Agency agrees to:
(1) purchase supplies such as printer paper, printer ribbons, cleaning materials, etc.
necessary for the continuous operation of its PSAP(s);
(2) upgrade its PSAP equipment and software, as authorized in the current Strategic
Plan, by requesting CAPCOG to purchase new equipment and software;
(3) protect the PSAP equipment and secure the premises of its PSAP(s) against
unauthorized entrance or use;
(4) practice preventive maintenance for the PSAP equipment;
(5) provide emergency communications training to call-takers/dispatchers as described in
CAPCOG's 9-1-1 Policies and Procedures Manual;
(6) protect the confidentiality of 9-1-1 database information and of information
furnished by telecommunications providers, and notify CAPCOG's Emergency Services
Department in writing within two business days of the receipt of a request for 9-1-1 database
information, or for information furnished by telecommunications providers, made under the
Texas Public Information Act;
(7) use the Emergency Notification Services database information only to warn or alert
citizens of an emergency situation where property or human life is in jeopardy, and protect the
database information from unauthorized use.
Art. 3. Contract Price and Payment Terms
3.1. CAPCOG agrees to compensate Public Agency in the total amount of not to exceed
$ 500 for its performance of this contract.
3.2. Within 30 calendar days after the effective date of this contract, CAPCOG agrees to
pay Public Agency $ 500 for the purchase of supplies authorized by the current Strategic Plan.
Public Agency agrees to certify in writing to CAPCOG, within 30 calendar days after this
contract ends or is terminated early, that it expended all or a specified portion of the amount
received to purchase supplies, and to refund to CAPCOG any unexpended portion
3.3. If Public Agency made expenditures under this contract in violation of applicable
law or policy, Public Agency agrees to repay CAPCOG for those expenditures within 60
calendar days from the date CAPCOG notifies Public Agency of the repayment amount due and
the reason repayment is required. If Public Agency does not repay the reimbursement when
required, CAPCOG may refuse to purchase 9-1-1 equipment on Public Agency's behalf and may
withhold all or part of the unpaid reimbursement from Public Agency's future entitlement to
reimbursement under this or future interlocal contracts between the parties for PSAP
maintenance, equipment upgrade, and training.
3.4. (a) Public Agency may appeal in writing to CAPCOG its determination that Public
Agency repay the reimbursement, explaining why it believes the determination is wrong, or
Public Agency may request CAPCOG in writing to extend the 60 -day repayment period,
proposing an alternative period and justifying its need, or it may both appeal and propose an
extension. CAPCOG agrees to submit the appeal or proposal or both to the Texas Commission
on State Emergency Communications with its recommendation and to furnish Public Agency
with a copy of its recommendation. The Commission's decision on Public Agency's appeal or
proposal or both is final.
(b) The appeal authorized by Art. 3.4 (a) is the only mechanism for challenging
CAPCOG's determination under Art.3.3 that Public Agency repay the reimbursement. The
dispute resolution process of Art. 11 is not available to challenge CAPCOG's determination.
Art. 4. Effective Date and Term of Contract
4.1. This contract takes effect September 1, 2005 and it ends, unless sooner terminated
under Art. 10, on August 31, 2006.
Art. 5. Performance Reports
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5.1. Public Agency agrees to report Quarterly to CAPCOG on its performance of this
contract using the CAPCOG 9-1-1 PSAP Quarterly Report, Attachment A to this contract.
5.2. The first Report is for the month of September 2005 and is due by October 15, 2005.
Subsequent reports are due by the 15th day of the following month.
Art. 6. Compliance with Applicable Law and Policy
6.1. Public Agency agrees to comply with all applicable law and policy in carrying out
this contract. Applicable law and policy include but are not limited to the State Administration
of Emergency Communications Act, chapter 771, Texas Health and Safety Code; rules
implementing the Act contained in title I, part XII, Texas Administrative Code; the Uniform
Grant Management Standards (Governor's Office of Budget and Planning); Texas Commission
on State Emergency Communications, 9-1-1 PROGRAMS Policies and Procedures; and
CAPCOG's 9-1-1 Policies and Procedures Manual.
Art. 7. Independent Contractor, Assignment and Subcontracting
7.1. Public Agency is not an employee or agent of CAPCOG, but furnishes goods and
services under this contract solely as an independent contractor.
7.2. Public Agency may not assign its rights or subcontract its duties under this contract
without the prior written consent of CAPCOG. An attempted assignment or subcontract in
violation of this Art. is void.
7.3. If CAPCOG consents to subcontracting, each subcontract is subject to all of the
terms and conditions of this contract, and Public Agency agrees to furnish a copy of this contract
to each of its subcontractors.
Art. 8. Records and Monitoring
8.1. Public Agency agrees to maintain financial, statistical, and ANI/ALI records
adequate to document its performance, costs, and receipts under this contract. Public Agency
agrees to maintain these records at Public Agency's offices.
8.2. Subject to the additional requirement of Art.8.3, Public Agency agrees to preserve
the records for three state fiscal years after receiving its final payment under this contract.
8.3. If an audit of or information in the records is disputed or the subject of litigation,
Public Agency agrees to preserve the records until the dispute or litigation is finally concluded,
regardless of the expiration or early termination of this contract.
8.4. CAPCOG is entitled to inspect and copy, during normal business hours at Public
Agency's offices where they are maintained, the records maintained under this contract for as
long as they are preserved. CAPCOG is also entitled to visit Public Agency's offices, talk to its
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personnel, and audit its records, all during normal business hours, to assist in evaluating its
performance under this contract.
8.5. CAPCOG will at least once per year visit Public Agency's offices and monitor its
performance of this contract to ensure compliance with applicable law and policy described in
Art. 6. CAPCOG will provide Public Agency a written monitoring report within 30 calendar
days of the visit. The report will describe any compliance issues and schedule a follow-up visit
if necessary.
8.6. CAPCOG agrees to notify Public Agency at least 24 hours in advance of any
intended visit under this Art. 8. Upon receipt of CAPCOG's notice, Public Agency agrees to
notify the appropriate department(s) specified in the notice.
8.7. The Texas Commission on State Emergency Communications and the Texas State
Auditor have the same inspection, copying, and visitation rights as CAPCOG.
Art. 9. Nondiscrimination and Equal Opportunity
9.1. Public Agency shall not exclude anyone from participating under this contract, deny
anyone benefits under this contract, or otherwise unlawfully discriminate against anyone in
carrying out this contract because of race, color, religion, sex, age, disability, handicap, veteran
status, or national origin.
9.2. If Public Agency procures goods or services with funds made available under this
contract, Public Agency agrees to comply with CAPCOG's affirmative action procurement
policy, which is set out in CAPCOG's 9-1-1 Policies and Procedures Manual.
Art. 10. Suspension and Early Termination of Contract
10.1. Public Agency acknowledges that CAPCOG's sole source of funding for this
contract is a legislative appropriation distributed under contract between CAPCOG and the
Texas Commission on State Emergency Communications. If the Commission does not make
timely payments to CAPCOG under its contract, CAPCOG may suspend payment to Public
Agency under this contract by giving Public Agency notice of the suspension. The suspension is
effective five business days after Public Agency's receipt of the notice. Upon suspension of
payment, Public Agency's obligations under this contract are also suspended until CAPCOG
resumes payment. If the suspension continues for a cumulative total of 30 or more calendar
days, or if the Commission terminates its contract with CAPCOG, CAPCOG or Public Agency
may terminate this contract by giving the other notice of termination, and this contract terminates
five business days after the receipt of notice.
10.2. Except as provided in Arts. 3.3 and 3.4, if CAPCOG or Public Agency breaches a
material provision of this contract, the other may notify the breaching party describing the breach
and demanding corrective action. The breaching party has five business days from its receipt of
the notice to correct the breach, or to begin and continue with reasonable diligence and in good
faith to correct the breach. If the breach cannot be corrected within a reasonable time, despite
the breaching party's reasonable diligence and good faith effort to do so, the parties may agree to
terminate the contract or either party may invoke the dispute resolution process of Art. 11.
10.3. If CAPCOG suspends payment to Public Agency under Art.10.1, or if this contract
is terminated under Art.10.1 or 10.2, CAPCOG and Public Agency are each entitled to
compensation for goods and services each provided the other before receiving notice of the
suspension or termination. However, neither CAPCOG nor Public Agency is liable to the other
for costs it paid or incurred under this contract after or in anticipation of its receipt of notice of
suspension or termination.
10.4. Termination for breach under Art.10.2 does not waive either party's claim for
damages resulting from the breach, and both CAPCOG and Public Agency among other
remedies may withhold from compensation owed the other an amount necessary to satisfy its
claim against the other.
10.5. The ending of this contract under Art. 4 or its early termination under this Art. 10
does not affect Public Agency's duty:
(1) to repay CAPCOG for expenditures made in violation of applicable law or policy in
accordance with paragraphs 3.3 and 3.4;
(2) to preserve its records and permit inspection, copying, and auditing of its records and
visitation of its premises and personnel under Art. 8.
Art. 11. Dispute Resolution
11.1. The parties desire to resolve disputes arising under this contract without litigation.
Accordingly, if a dispute arises, the parties agree to attempt in good faith to resolve the dispute
between themselves. To this end, the partiesagree not to sue one another, except to enforce
compliance with this Art. 11, toll the statute of limitations, or seek an injunction, until they have
exhausted the procedures set out in this Art.
11.2. At the written request of either party, each party shall appoint one nonlawyer
representative to negotiate informally and in good faith to resolve any dispute arising under this
contract. The representatives appointed shall determine the location, format, frequency, and
duration of the negotiations.
11.3. If the representatives cannot resolve the dispute within 30 calendar days after the
first negotiation meeting, the parties agree to refer the dispute to the Dispute Resolution Center
of Austin for mediation in accordance with the Center's mediation procedures by a single
mediator assigned by the Center. Each party shall pay half the cost of the Center's mediation
services.
11.4. The parties agree to continue performing their duties under this contract, which are
unaffected by the dispute, during the negotiation and mediation process.
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11.5. If mediation does not resolve the parties' dispute, the parties may pursue their legal
and equitable remedies.
Art. 12. Notice to Parties
12.1. Notice to be effective under this contract must be in writing and received by the
party against whom it is to operate. Notice is received by a party: (1) when it is delivered to the
party personally; (2) on the date shown on the return receipt if mailed by registered or certified
mail, return receipt requested, to the party's address specified in Art.12.2 and signed for on
behalf of the party; or (3) three business days after its deposit in the United States mail, with
first-class postage affixed, addressed to the party's address specified in Art.12.2.
12.2. CAPCOG's address is 2512 IH -35, South, Suite 220, Austin, TX 78704, Attention:
Executive Director. Public Agency's address is City of Round Rock, 220 E. Main,
Round Rock, TX 78664 Attention:
James R. Nuse, City Manager
12.3. A party may change its address by providing notice of the change in accordance
with Art.12.1.
Art. 13. Miscellaneous
13.1. Each individual signing this contract on behalf of a party warrants that he or she is
legally authorized to do so and that the party is legally authorized to perform the obligations
undertaken.
13.2. This contract states the entire agreement of the parties, and an amendment to it is
not effective unless in writing and signed by all parties.
13.3. Attachment A, CAPCOG 9-1-1 PSAP Quarterly Report, is part of this contract.
13.4. This contract is binding on and inures to the benefit of the parties' successors in
interest.
13.5. This contract is executed in duplicate originals.
The City of Round Rock
By
Nan'. games R. Nuse
Title City Manager
Date ti -a9-0
CAPITAL AREA COUNCIL OF GOVERNMENTS
By
Betty Voights
Executive Director
Date
6/05
CAPITAL AREA COUNCIL OF GOVERNMENTS
EMERGENCY SERVICES DIVISION
9-1-1 Policies and Procedures Manual
Effective September 1, 2005
I. INTRODUCTION
The Capital Area Council Of Governments (CAPCOG) is a regional planning commission
and political subdivision of the State of Texas. CAPCOG was organized and operates under
the Texas Regional Planning Act of 1965, as amended, Chapter 391 of the Local
Government Code. CAPCOG has developed and the Texas Commission on State
Emergency Communications has approved a Strategic Plan to establish and maintain 9-1-1
emergency telephone service in State Planning Region 12.
The Manual sets forth policies and procedures designed_ to provide a safe and productive
working environment for emergency communications employees in the 10 -county region
served by the Capital Area Council of Governments. The Manual also includes a number of
exhibits containing forms and instructions. The policies, procedures, and exhibits together
provide uniform rules to foster the most effective and efficient emergency communications
practices. The Manual was written by the Emergency Services Division (9-1-1) of the
Capital Area Council of Governments and approved by the CAPCOG Executive Committee.
Proposed changes in the Manual are reviewed by the 9-1-1 Task Force and must be approved
by the Executive Committee before taking effect.
MISSION
In partnership with local governments, public safety agencies and emergency responders,
CAPCOG's 9-1-1 Emergency Services Division is committed to providing quality
implementation of emergency number accessibility for citizens in need of emergency
assistance. This is accomplished through modern technology, sharing of information, and
professional training while providing continuing support including the provision of
comprehensive and accurate data and public education throughout the region.
ADMINISTRATION/FINANCE
CAPCOG has entered into an interlocal contract with each of the 10 counties and with each
of the local governments. (collectively the "Public Agencies") operating Public Safety
Answering Points (PSAPs) in the Region The contracts describe the rights and duties of
CAPCOG and the Public Agencies in implementing the enhanced 9-1-1 emergency
telephone system in the Region.
6/03
CAPCOG maintains a line -item budget for each contract with a Public Agency, and each
Public Agency shall not spend in excess of a particular line item. The Public Agency has the
authority to transfer between line items.
The CAPCOG 9-1-1 Program fiscal year is September 1St - August 31St
Procuring Goods and Services
Public Agencies may choose one of two methods to procure authorized goods and services
under their interlocal contracts with CAPCOG.
Reimbursement - If the item to be procured has been approved by CAPCOG and included in
the Strategic Plan, the Public Agency may procure the item according to its own
procurement polices, in compliance with CAPCOG's Affirmative Action Procurement
Policy, and request reimbursement from CAPCOG on Exhibit 1. The request must include
supporting documentation such as purchase orders, invoices and/or receipts. A request for
reimbursement of personnel costs must include a copy of the Public Agency's payroll
voucher for the period covered by the request. For procurements made during the current
fiscal year: (1) the reimbursement request must be received by CAPCOG for processing prior
to Spm CST on September 15th of the following fiscal year; and (2) all purchase orders and
invoices and/or receipts included with the request must be dated prior to August 3I St of the
current fiscal year. All requests submitted after September 15th will not be processed.
CAPCOG will verify that funding exists within the specified line item and that proper
documentation has been provided to support the request. If the funding is not available or
proper documentation has not been provided, CAPCOG will so notify the Public Agency in
writing within 30 calendar days of receipt of the request. If proper documentation was not
provided, Public Agency must do so within 30 calendar days of notification or
reimbursement will be denied.
If funding is available and proper documentation is timely provided, CAPCOG will
reimburse Public Agency within 30 calendar days of receipt of the request.
Direct Purchase - The Public Agency may request that CAPCOG itself procure authorized
goods and services for Public Agency's benefit.
The Public Agency shall submit to CAPCOG the requisition form (Exhibit 2) to procure the
items. The requisition must contain all required information including the vendor's name,
address, and telephone number. If the requisition is for goods and services costing more than
$2,500, the proposed vendor must be approved by CAPCOG or included in the State of
Texas Vendor Catalog.
If a performance report is due from Public Agency under its interlocal contract with
CAPCOG, the completed report must accompany the requisition.
Upon delivery of the procured items, the Public Agency shall notify CAPCOG in writing of
their receipt and condition within five business days of receipt. CAPCOG will pay the
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vendor and deduct the payment amount from the proper line item in Public Agency's budget.
CAPCOG will provide the Public Agency a copy of the adjusted budget within 30 calendar
days after payment to the vendor.
CAPCOG will not undertake the direct purchase of goods and services unless the requisition
(and completed performance report if due) is received by June 15th of the current fiscal year.
Affirmative Action Procurement Policy
It shall be the policy of CAPCOG to assist small, disadvantaged business enterprises
(DBEs), minority business enterprises (MBEs), women -owned businesses, and
historically underutilized businesses (HUBs) in learning how to do business with
CAPCOG and its contractors and subcontractors. It shall be the further policy of
CAPCOG that these sources shall have the maximum feasible opportunity to compete.
Every solicitation for procurement must require that each bidder or offeror include a
statement that the bidder or offeror will comply with this policy.
To ensure that CAPCOG's policy to assure that small, MBEs, DBEs, women -owned
businesses, and HUBs are utilized, CAPCOG and its contractors and subcontractors
should take the following affirmative steps:
• Include qualified small, MBEs, DBEs, women -owned businesses, and HUBs on
the Bidders' Lists. State lists may be utilized to locate such businesses by
contacting the General Services Commission;
• Assure that small, MBEs, DBEs, women -owned businesses, and HUBs are
solicited whenever they may be potential sources. In this regard, the Purchasing
Agent should investigate new sources and advertise when feasible in minority
publications;
• When economically feasible, and where not in contravention of competitive
bidding requirements, the Purchasing Agent should divide the total requirements
into smaller tasks or quantities so as to permit maximum small, MBE, DBE,
women -owned businesses, and HUB participation;
• Use the services and assistance of the Small Business Administration, the Office
of Minority Business Enterprise of the Department of Commerce, the Minority
Business Development Agency in the Department of Labor, the Texas General
Services Commission and other similar agencies for locating such businesses;
• Require that prime contractors take affirmative and meaningful steps towards
retaining small, MBE, DBE, women -owned businesses, and HUB subcontractors;
• Procure goods and services from labor surplus areas;
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• If feasible, establish delivery schedules that encourage small, MBEs, DBEs,
women -owned businesses, and HUBs to participate; and
• Advertise, at least annually, in a newspaper of general circulation for small,
MBEs, DBEs, women -owned businesses, and HUBs to be added to the Bidder's
List.
For such affirmative steps to be meaningful, the Purchasing Agent should review all
solicitations, offers and bids to confirm that such affirmative action steps have been
taken. In addition, steps should be take to ensure tht once a contract is awarded to a
small, MBE, DBE, women -owned business, and/or HUB, or that the award is given to a
contractor with such a subcontractor, that such business is retained during the entire
performance of the contract.
Failure of a contractor or subcontractor to take meaningful affirmative .steps at soliciting
and retaining small, MBEs, DBEs, women -owned businesses, and HUBs may be
considered as a factor in evaluating future bids under noncompliance with public policies;
however, this factor may not be a consideration in procurements involving purely state or
local funds as Texas law requires awards to be made to the lowest responsible bidder.
For procurements costing more that $5,000 but less than $25,000, the Purchasing Agent
shall contact at least two HUBs on a rotating basis.
General Requirements
The County Judge, County Auditor, City Manager, Department Head, or an individual
deputized in writing by one of these officers must sign a line -item transfer request,
reimbursement request, or requisition.
OWNERSHIP, USE, MANAGEMENT, MAINTENANCE AND
DISPOSITION OF 9-1-1 EQUIPMENT
Addressing and Ancillary 9-1-1 Equipment
The Public Agency owns all addressing and ancillary 9-1-1 equipment; such as voice
recorders, procured by or for the Public Agency with funds made available under its
interlocal contract with CAPCOG. Public Agency's ownership is subject to the terms and
conditions set out in this Manual, and the terms and conditions apply to the 9-1-1 equipment
until the equipment is dedicated to another public purpose or disposed of as authorized by
this Manual. "Equipment" for purposes of this Manual means tangible, nonexpendable
personal property having a useful life of more than one year and an acquisition cost of $5,000
or less per unit.
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Public Agency agrees to use the 9-1-1 equipment exclusively to carry out CAPCOG's
Strategic Plan for 9-1-1 emergency communications. Public Agency agrees not to add to or
modify the software or hardware of the 9-1-1 equipment without CAPCOG's prior written
consent.
If Public Agency uses the 9-1-1 equipment in violation of CAPCOG's Strategic Plan, Public
Agency agrees to cease the misuse immediately upon receipt of CAPCOG's written notice to
do so. If Public Agency continues to misuse the 9-1-1 equipment after receipt of CAPCOG's
notice, Public Agency agrees to transfer ownership of the 9-1-1 equipment to CAPCOG
within 15 calendar days after receipt of CAPCOG's written instruction to do so. If Public
Agency intentionally or negligently misuses the 9-1-1 equipment and the misuse damages or
destroys the 9-1-1 equipment, or diminishes its operating capacity, Public Agency agrees at
its own expense either to replace, repair, or restore the 9-1-1 equipment to its full operating
capacity within a reasonable time or to pay CAPCOG for doing so. If Public Agency elects
to pay CAPCOG, Public Agency agrees to do so within 15 calendar days after receipt of
CAPCOG's invoice.
Public Agency agrees to maintain property records on the 9-1-1 equipment that include a
description of the equipment and a serial or other identification number; the name of the
seller of the equipment, sales price and acquisition date; the location and condition of the
equipment; and a description of any ultimate disposition of the equipment including
CAPCOG's written consent to the disposition, the disposition date, and any consideration
received for disposition. Public Agency agrees to complete and furnish CAPCOG a Capital
Equipment Asset Disposal Notice (Exhibit 12) for the equipment once it is disposed of.
Public Agency agrees to physically inventory the 9-1-1 equipment, and to reconcile the
results with the property records, at least once each year. The inventories must be prepared
by September 1 of each year. Public Agency agrees to furnish CAPCOG a copy of the
reconciled inventory, certified as correct, within 30 calendar days after it is prepared.
Public Agency agrees not to encumber, transfer, or dispose of 9-1-1 equipment without
CAPCOG's prior written consent. If Public Agency determines that 9-1-1 equipment is no
longer needed for its intended purpose, Public Agency agrees to inform CAPCOG in writing
of this determination and ask permission to use the 9-1-1 equipment for another public
purpose or to dispose of the 9-1-1 equipment. CAPCOG agrees to grant this permission in
writing unless it determines that the 9-1-1 equipment should be transferred to another local
government or used as a trade-in for replacement 9-1-1 equipment, in which event Public
Agency agrees to deliver the equipment to CAPCOG for this purpose.
PSAP Equipment
CAPCOG owns or leases the workstations and associated software ("PSAP equipment")
located in the PSAPs in the region.
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PUBLIC SAN ETY ANSWERING POINTS
Public agencies operating a Public Safety Answering Point within the CAPCOG region shall:
• designate a PSAP Supervisor, and notify CAPCOG in writing of the individual
designated, to provide a single point of contact for CAPCOG and its authorized
personnel
• monitor the PSAP equipment and report any failures or maintenance issues promptly
to CAPCOG in accordance with the Trouble Reporting Procedures (Exhibit 3)
• keep a Trouble Reporting Log (Exhibit 4) of all trouble reports and make copies of
the log available to CAPCOG when requested
• notify CAPCOG within two hours of any major service -affecting issues within the
PSAP
• provide quarterly reports of all 9-1-1 activity to CAPCOG, including training hours,
TDD calls received, trouble reporting, 9-1-1 service outage and number of pubic
education presentations and events, on the PSAP Quarterly Report (Exhibit 15)
• notify CAPCOG of newly hired 9-1-1 Telecommunicators within 30 calendar days of
hire and schedule them for a PSAP equipment and TDD training class within six
months of hire. Telecommunicators are required to take a TDD Refresher class every
six months thereafter. CAPCOG will schedule one 9-1-1 PSAP training class per
quarter and more often if necessary. If the Public Agency chooses to train its own
personnel, the Public Agency must certify in writing to CAPCOG that the 9-1-1
Telecommunicator has been trained before he or she is authorized to use the PSAP
equipment
• allow CAPCOG or its authorized agents coordinated access to all PSAP equipment
when requested during normal operating hours
• test at least once a month all PSAP and Ancillary equipment for proper operation and
user familiarity. Testing must include 9-1-1 test calls, placed from wireline and
wireless telephones, for the basic call scenarios that include at a minimum (1) 9-1-1
call: voice, ANI/ALI verification, instant playback recording, and printer operation;
(2) call transfer; (3) abandoned call; (4) TDD/TYY call; (5) ANI call-back; (6)
administrative call; and (6) ancillary equipment functionality. Test results must be
reported on PSAP Equipment Checklist (Exhibit 5) and furnished to CAPCOG
within five business days after completion of the testing
• test at least once a month all 9-1-1 Telecommunications Devices for the Deaf (TDD)
and Teletypewriters (TTY) for proper operation and to maintain user familiarity
• log (Exhibit 6) all TDD/TTY calls and submit copies of the logs to CAPCOG when
requested
• limit access to all PSAP equipment to authorized public safety personnel and
designated repair technicians
• prohibit additions to or modifications of the PSAP equipment without CAPCOG's
prior written consent. If Public Agency adds to or modifies PSAP equipment without
CAPCOG's consent and the equipment as a result must be repaired or replaced,
Public Agency agrees to pay for the repair or replacement within 15 calendar days
after receiving CAPCOG's invoice for the repair or replacement.
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• protect the PSAP equipment and secure the premises of the PSAP against
unauthorized entrance or use
• use the Query feature of the workstation for 9-1-1 purposes, and report in writing to
CAPCOG any violation of this policy within 24 hours of discovery. In accordance
with the Attorney General's rule in reference to sharing with governmental entities,
any public safety personnel who uses the Query Feature to obtain address information
for public safety purposes needs to complete the Query Information Log (Exhibit 14).
• protect the confidentiality of addressing databases and of information furnished by
telecommunications providers, and notify CAPCOG in writing within two
business days of the receipt of a request for addressing databases or information
made under the Texas Public Information Act
• request free emergency communications training according to a process defined by
CAPCOG
• ensure its personnel dress professionally, in compliance with CAPCOG written
guidelines, while attending training classes
• notify CAPCOG at least two business days prior to canceling any
Telecommunicator's scheduled training
• if CAPCOG incurs training cost because of cancellation, reimburse CAPCOG for the
cost, according to the Emergency Communications Training Cancellation Policy
(Exhibit 7), of the cancellation of any Telecommunicator's training with fewer than
two business days' advance notice
• provide a safe and healthy environment for all 9-I-1 Telecommunicators, vendors
and guests, including a smoke-free workplace and equipment room
• provide heating and cooling in the equipment room to keep the 9-1-1 equipment at
the manufacturer's suggested temperature
GENERAL 9-1-1 COORDINATION
Each county and the City of Austin shall appoint a 9-1-1 Coordinator and notify CAPCOG in
writing of the individual appointed. The 9-1-1 Coordinator shall:
• be readily available to local governments and interested parties to address any issues
and answer any questions related to the CAPCOG 9-1-1 Program and other
emergency communications issues
• attend regularly scheduled city and county meetings, or hold special meetings as
needed, to inform local elected officials, PSAP Supervisors, Emergency Services
Department Heads and other interested parties about the regional 9-1-1 plan and 9-1-
1 related issues
• provide quarterly reports of all 9-1-1 activities to CAPCOG, including addressing
meetings, public education, GIS and other outstanding issues, on the Database
Quarterly Report (Exhibit 8)
• coordinate with PSAPs and local governments in the planning, implementation and
operation of 9-1-1 emergency services on behalf of CAPCOG
• coordinate public education activities within the county or City of Austin
• order 9-1-1 Public Education Materials Order Form from CAPCOG on (Exhibit (9),
allowing a minimum of 24 hours for CAPCOG to fill the order
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• complete and provide to CAPCOG an Event Profile (Exhibit 10) for all public
education activities
• complete with a CAPCOG employee, upon return of the Red E. Fox costume, the
Red E. Fox Costume Rental Form (Exhibit 13) noting any damage to the costume; the
PSAP may be liable for the cost of repairing or replacing a damaged or destroyed
costume
ADDRESSING/GIS COORDINATION
Each county and the City of Austin shall:
• appoint a 9-1-1 Addressing/GIS Coordinator and notify CAPCOG in writing of
the individual appointed
• coordinate addressing activities within the county or city with local government
elected officials and staff
• coordinate 9-1-1 Database, Emergency Service Numbers and Master Street
Address Guide activities with telephone companies, municipal and county
personnel and CAPCOG staff as determined by CAPCOG
• adopt and keep current an Database Maintenance Pian and furnish CAPCOG a
copy of the Plan annually or when it is modified
• notify CAPCOG of annexations and MSAG changes as they occur. Notification
of Annexations should reach CAPCOG no later than 30 calendar days prior to the
effective date of the annexation
• collect and verify ANI/ALI Problem Call Reports (9-1-1 B Forms) (Exhibit 11)
received from PSAPs and local governments and notify CAPCOG via current
Database Provider's method of any changes within 24 hours of completion of
verification
• assist CAPCOG in the development and maintenance of a Regional 9-1-1 Base
Map
• digitize new plats and streets, update structure points and other geographic
features that are necessary to emergency services operations as determined by
CAPCOG's 9-1-1 GIS Program; assist and coordinate with CAPCOG on all
phases of the 9-1-1 Map/ALI project to include Pilot, Build, Maintenance and
add-on Phases
• practice preventive maintenance for the GIS equipment including, at a minimum,
backing up data biweekly on removable medium, if the equipment requires it,
and storing the removable medium in a secure place