1-8-07 Item 4B
AGENDA ITEM # 413
JANUARY 8, 2007
REPORT
City of Beach
Commission Meeting
AGENDA ITEM:
Emergency Notification System
SUBMITTED BY:
December 28, 20'0'6
David E.. Thompsb1fChief of Police/DPS
DATE:
BACKGROUND:
In November 20'06, the City Commission was made aware of an emergency notification
system for use communicating with the public the event ofan emergency. At that
time, the specific company discussed with the City Commission was Code Red.
Since that time, staff identified a competitor that provides similar services and additional
options at a better price. FirstCaU provides the ability for the City of Atlantic Beach to
contact citizens in specific areas during emergencies. It provides access to
communicati.ons center either through the internet or through telephonic communication.
The price for annual services is $5,620, compared to the $7,50'0' quote from Code Red.
The cities of Neptune Beach and Jacksonville Beach are also pUIsuing a contract with
FirstCaU for these services.
The p'lupose of this staff report is to authorize the City Manager to sign the appropriate
contracts with FirstCaU. City Attorney Alan Jensen has reviewed and approved the
contract.
BUDGET: This was not specifically budgeted in the 20'06-07 Public Safety Budget
However, the Public Safety Budget can probably absorb this expenditure without the
for a budget modification.
RECOMMENDATIONS: Approval for the City Manager to sign a contract with
FirstCaU for providing Emergency Communications Services.
A TT ACHMENTS: Municipal Contract Outline to be completed and signed between
FirstCall and the City of Atlantic Beach
REVIEWED BY CITY MAN
NDA ITEM NUMBER:
AGENDA ITEM. #' 413
JANUARY 8,. 2007
MUNICH) AL CONTRACT
BY AND BETWEEN
:FIRSTCALlJ NETWORK, INC..
AND
Agreement made this ~~, of ~'"__ by and between
First Call Network, Inc. ("First CaB Network"), a corporation duly organized and
existing under the laws of the State of Louisiana with principal business offices located at
5423 Galeria Drive, Baton Rouge, Louisiana 70'816 AND
The City oIAtlantic Beach, FL, existing under the laws of the state of Florida with principal
business offices located at
800 Seminole Road Atlantic Beach FL 32233
(hereinafter referred to as ""Subscriber")
WHEREAS, First Call Network provides a service, the purpose of which is to assist
municipalities and other organizations in large scale emergency telephone communications and
WHEREAS, the Subscriber desires to engage the services of f'irst Call Network for the purpose
of coordinating a program and service within its area such that large scale emergency telephone
communications to residents and other identified contacts may be implemented;
NOW, THEREFORE, in consideration of mutual agmements, covenants, and promises herein
contained, the parties agree as follows:
1. The Subscriber with the assistance of First CaU Network shall identify, establish, and
designate specific geographic areas within the boundaries of the Subscriber. Such geographic
areas shall be indicated on First Call public maps or compu.ter mapping programs. The
Subscriber may provide required maps with a copy of any mapping soflware used, at no expense
to I~irst Call Network.
2. First Call Network shall provide, program, and store inIFirst Call Network's computers, a
list of commercially available residential and business telephone numbers within the
municipality. First Call Network shall utilize a list provided by the Subscriber if the Subscriber
so chooses. Such numbers shall be programmed to Access Geographic Areas of the municipality
by location. (If the municipality wishes to include the tekphonemunbers of residents who have
unlisted numhers, the municipality shall collect and forward to First Call Network such names,
addresses, and phone numbers. First Call Network will use its best efforts to add. such names,
addresses, and phone numbers to the database. First Call Network win maintain the
confidentiality of an unlisted numbers.) In addition, the Subscriber may provide all telephone
data or numbers and addresses for the hearing impaired and the physically challenged in an
approved format.
AGENDA ITEM # 4B
JANUARY 8, 2007
3. In addition to providing service to geographically defined areas within the contract
service area, the Subscriber may provide with each contract up to 25 discrete lists ofpubHc safety
personnel and public safety facilities. First Call Network will maintain the confidentiality of aU
telephone numbers received from the Subscriber. Updates may be provided on disk, CD or via
emaH in First Call Network approved database files. New listings and additional unlisted
telephone numbers shall be incorporated into the database once each contract year quarter at no
charge. Also, the Subscriber shall, whenev,er possible, provide 911 telephone data for inclusion
in the geographically defined area at no additional expense to First Call Network.
4. 'Ibe Subscriber and First Can Network shan agree upon, prior to utilizing the services of
First Call Network, the administrative offices and personnel shall be authorized to access said
services.. A written list of these authorized users must be provided to First Call Network and
signed by an authoriz.ed representative of the Subscriber. Any changes to the list of authorized
users must be submitted the same manner. The Subscriber and First Can Network shall
coordinate eflorts to train those personnel who are authorized to access the services of First Call
Network.
5 . Upon reeei ving a request from authorized personnel, the servic,es of First Call Network
shaU be activated and all calls placed as instructed by the Subscriber.
6. For each requested activation, First Call Network shan record the amount of system usage
used on behalf of the Subscriber. First Can Network shan thereafter fax and lor e-mail a report of
the telephone calls made and the number of messages delivered.
7. First Call Network agre'es to provide trained personnel to activate the client requested
services on a twenty-four (24) hour per day, seven day a we,ek basis, at First Call Network
headquarters.
8. First CaU Network. agrees to provide the Subscriber with forty five thousand 30' second,
calls per year at no charge.. Once the included calls are exhausted, an additional bank: of fifty
thousand 30 second caUs will be added to the account and invoiced at $1000'.00'. A translation
Fee of $25.00 will be charged to cover the costs associated with Langnage Line Services.
Should th.e Subscriber choose to translate the message in-house and transmit it to FirstCall,
the translation fee will not apply. The Subscriber agrees to compensate First Call Network
within 30 days of the invoice date.
9. In the event the Subscriber fails to compensate First Can Network within 60' days of
billing, First Can Network shall be 'lffider no obligations to provide the Subscriber with additional
services. Interest charges of 1.5% per month shaH be incurred by the Subscriber on balances
unpaid after 60 days from date of invoice. In addition,. First Can Network has the right to deduct
any outstanding charges from any remaining prepaid balanc,e of the service year contract.
10'. First CaU Network shall not be responsible for .any acts or omissions of the Subscriber or
its administrative offices, their employees, agents, contractors, oflicers, or directors resulting in
AGENDA ITEMII4B
JANUARY 8, 2007
the failure of First Call Network to perform under this agreement by reason of strikes, Acts of
God, breakdown of telephone lines and service, power shortages or outages, or other causes
beyond the reasonable control of First Can Network.
11. The parties expressly acknowledge that First Call Network is contracted by the Subscriber
only for the purposes and to the extent set forth in this agreement, and the relation of First Call
Network to the Subscriber shall during the period or periods hereunder, be that of an independent
contractor. First Call Network shall not be considered as having employee, subcontrac~or, agent,
or joint venture status.
12. This agreement shall take effect on and shan continue for a period of five
(5) years, ending on """"""_" . The first year's or annual payment is due upon the
completed execution of this agreement. This agr'eement can be cancelled by either party with a
written 60 day notice. The annual fee schedule for each 12 month period is as follows:
1st twelve month period
$5,.620.00
2nd twelve month period
$5,620.00
due
3rd twelve month period
$5.500.00
due
4th twelve month period
$5.500.00
due
5th twelve month period
$5.500.00
due
13. No guarantee is made of the accuracy of phone numbers provided by the client or
commercial sources except to the extent that ordinary business care will be taken in the
acquisition, receipt, maintenance, and extraction of data so acquired or provided. No
representation is made that the person intended to receive the call will be physically present No
representation is made that First (:;all Network will attempt to verify physical presence or mental
understanding of the delivered message.
14. This agreement sets forth the entire und,erstanding and agreement between the parties.
This agre'ement may be modified or changed only in writing, and such modifications and changes
must be signed by both parties under the laws of the State of Florida.
15. This agreement shall be interpreted and construed under the laws of the State of Florida.
16. If any provision of this agreement is invalid under any applicable statute or rule oflaw, it
is to that extent to be deemed omitted, and the remaining provisions of the agreement shall
remain intact.
FIRS]' CALL NETWORK, INC.
Matthew Teague,.._._..__
By: print/type name
Signature
SUBSCRIBER
By: print/type name
Signature
AGENDA ITEM # 4B
JANUARY 8, 2007
Vice President
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