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HomeMy WebLinkAboutFD IPAD & Tablet Maintenance Services (missing County signature)AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT, made and entered into this �th day of , 2021, by and between the COUNTY OF MARIN (Tax Identification Number 94-6000519), a politica ubdivision of the State of California (hereinafter referred to as "COUNTY") acting by and through its Sheriff's Office and the City of San Rafael (hereinafter referred to as "AGENCY"). WITNESSETH: In consideration of the mutual promises set out below AGENCY and COUNTY agree as follows: The Services to be performed; the schedule for provision of said Services; the compensation for said Services; and the schedule for payment of said compensation shall all be set forth in Exhibit B. DESIGNATED REPRESENTATIVES. Sheriff -Coroner Robert T. Doyle is the representative of the COUNTY and will administer this Agreement for the COUNTY. Executive Officer, BLANK is the authorized representative for AGENCY. Changes in designated representatives shall occur only by advance written notice to the other party. EXHIBITS. The following Exhibits are attached hereto and incorporated herein by reference: Exhibit "A" - General Terms and Conditions Exhibit "B" - Financial Terms and Conditions IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day here first above written. "COUNTY" COUNTY OF MARIN as "AGENCY CITY OF SAN RAFAEL EXHIBIT — A GENERAL TERMS AND CONDITIONS OF THE AGREEMENT BETWEEN THE COUNTY OF MARIN AND THE CITY OF SAN RAFAEL REGARDING THE DELIVERY OF IPAD & TABLET DEVICE MAINTENANCE SERVICES The SAN RAFAEL City Council of the City of SAN RAFAEL ("AGENCY" hereafter) and the Board of Supervisors of Marin County ("COUNTY" hereafter) have entered into a contract for the delivery of Ipad, Tablet device, and Cradlepoint router maintenance services by the Marin County Sheriffs Office Technical Support Unit ("SHERIFF'S TECH" hereafter). This exhibit to the contract fully describes the general terms and conditions agreed to by COUNTY and AGENCY. EXHIBIT — B describes the financial terms and conditions of the agreement. Through this agreement, and on behalf of the local law enforcement and fire agencies (including AGENCY) either participating in computer aided dispatch services offered through the Marin County Sheriff's Office or having purchased Ipad(s) and Tablet(s) and/or peripheral component(s) such as Cradlepoint routers capable of accessing computer aided dispatch services offered through the Marin County Sheriff's Office ("CONSORTIUM" hereafter), SHERIFF'S TECH will provide normal and customary services related to the performance of AGENCY'S Ipad, Tablet device, and Cradlepoint router systems. These services are in addition to those services provided by the Ipad, Tablet device, and Cradlepoint router manufacturer/seller ("VENDOR" hereafter) as part of warranty services purchased by AGENCY. SHERIFF'S TECH services are more expressly described in the following sections. ACCESS TO COMPUTER AIDED DISPATCH SYSTEM A. COUNTY shall allow AGENCY full and unrestricted access to COUNTY owned and maintained computer aided dispatch system through the use of Tablet Command. Access to this system is further described in detail in the agreement between AGENCY and COUNTY for Computer Aided Dispatch ("CAD" hereafter) and/or dispatch services. Remote and wireless access to this system through the use of Ipad(s), Tablet device(s), and Cradlepoint router(s) hardware is within the scope of this agreement as identified below. POINT OF CONTACT A. SHERIFF'S TECH shall, on behalf of AGENCY and CONSORTIUM, act as the primary point of contact between AGENCY, CONSORTIUM, COUNTY, and VENDOR for problem resolution, warranty repair and other questions or issues. This includes shipping, tracking, and receiving components being serviced by VENDOR while under warranty or extended service maintenance agreement. B. SHERIFF'S TECH will act as point of contact (POC) for any cellular provider (AT&T/First Net, Verizon, T Mobile, etc.) the AGENCY utilizes at the direction of the AGENCY for all wireless network connectivity issues. C. SHERIFF'S TECH shall, on behalf of AGENCY and CONSORTIUM, act as primary point of contact between AGENCY, CONSORTIUM, COUNTY, and wireless modem VENDOR for all issues relating to the functionality of the wireless data connection device. D. AGENCY will be responsible for scheduling appointments and handling all billing from County Radio Shop for all services performed on behalf of AGENCY. SHERIFF'S TECH will act as a liaison for AGENCY and assist with troubleshooting hardware issues as needed. III. TECHNICAL SUPPORT SERVICES Page - 1 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services A. SHERIFF'S TECH shall provide on-site and or remote service to AGENCY within the geographical boundaries of Marin County. B. SHERIFF'S TECH shall monitor inventory information for all Ipad(s) and Tablet device(s) owned by AGENCY, including routers, IP addresses, wireless device identifiers and related equipment and software that have unique identifiers. C. SHERIFF'S TECH shall ensure that all Ipad(s), Tablet device(s) and Cradlepoint routers, have the necessary patches and updates to the operating system software and other software applications identified in Section VIII of this Exhibit. D. SHERIFF'S TECH shall troubleshoot and diagnose all hardware and software related problems on (pads and Tablet devices, Cradlepoint routers, and associated peripherals component(s), as identified in Section IX of this Exhibit. E. To the extent possible, SHERIFF'S TECH will repair all software and/or hardware problems to restore the Ipads, Tablet devices and Cradlepoint routers to a functioning state. This includes software modifications, software re -installation, external component replacement with spare part, and network configuration. This does not include repair or replacement of any physical component internal to the Ipad, Tablet device, Cradlepoint routers or display that would normally be covered under VENDOR'S warranty. Examples of this service that would not be included are replacement of internal circuit boards, power supply components, and display screens. F. SHERIFF'S TECH shall troubleshoot, diagnose and repair all commercial wireless network connectivity issues. The wireless data network includes several different components managed and maintained by various entities including AT&T and Verizon, the Marin County Sheriff's Office, and County Information Services. SHERIFF'S TECH will act as liaison for those network components that the Sheriff's Office does not directly manage, and will work with those entities continuously until the wireless network is completely restored. For wireless network issues impacting either the entire system, or multiple devices within AGENCY, this service will be provided continuously, twenty-four (24) hours a day for seven (7) days a week. For problems relating to these types of networks, SHERIFF'S TECH will work with AGENCY'S Information Technology staff to aid in problem resolution if the issue is directly related to the Ipad, Tablet device or Cradlepoint router. G. SHERIFF'S TECH shall prepare periodic reports for AGENCY describing the services rendered and the repair history for each Ipad, Tablet device, and Cradlepoint router during a given time period H. Except as specifically provided by Section III(F) above, services under this agreement shall be performed Monday through Friday, 6:00 a.m. to 4:00 p.m. SHERIFF'S TECH will not respond to service calls after 4:00 p.m. or before 6:00 a.m., or on Saturdays, Sundays, or identified holidays, as listed in Section VII of this Exhibit. AGENCY will contact SHERIFF'S TECH through HELPDESK (https:Hmcsotsu.freshdesk.com/support/home) for repair or service requests. If support is requested, SHERIFF'S TECH will contact AGENCY within one (1) hour during business hours noted above in Section III(H) to discuss and evaluate the problem. If a replacement component is available, the repair or replacement will be completed within twenty-four (24) hours of SHERIFF'S TECH contact with AGENCY. The exception is a hardware component such as a cable, electrical wiring, antenna cable or puck, or mounting hardware that require an installation facility to replace. SHERIFF'S TECH will work with AGENCY and the installation facility to coordinate the component replacement; however, the time to repair will be dependent on the installation facility and will not fall within the one (1) business day requirement. If a replacement component is not Page - 2 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services available, SHERIFF'S TECH will make reasonable effort to repair the malfunctioning component before contacting the VENDOR for warranty service. In the event that SHERIFF'S TECH cannot repair the component and it must be sent to VENDOR for warranty repair, the time to repair will be dependent on the VENDOR and the warranty requirements and will not fall within the one (1) business day requirement. SHERIFF'S TECH will coordinate the warranty service and will make every effort to expedite the process. Each AGENCY will provide SHERIFF'S TECH with funding source information to allow SHERIFF'S TECH to manage each AGENCY'S Apple Business Manager (ABM) application on their behalf. K. Cost of Mobile Device Manager (MDM) will be borne by AGENCY not SHERIFF'S TECH. Cost of NetCloud Manager (NCM) Standard for Ipad and Tablet devices will be the responsibility of AGENCY. M. AVL database will be maintained by COUNTY IST. SHERIFF'S TECH will act as AGENCY'S liaison for information requests or data mining. N. SHERIFF'S TECH will be provided administrator access to the following AGENCY maintained platforms to allow SHERIFF'S TECH to maintain Ipads, Tablet devices, and Cradlepoint routers to manage configuration profiles: a) Mobile Device Management Solution (MDM) b) Apple Business Manager (ABM) c) NetCloud Manager (NCM) IV. AGENCY RESPONSIBILITIES A. AGENCIES must maintain original VENDOR warranty and/or extended service maintenance agreement with VENDOR on all mobile data computer(s) and all peripheral component(s) while the units are installed and in service. If VENDOR limits the amount of warranty or extended service maintenance period that can be purchased by AGENCY, AGENCY must replace the Ipads, Tablet devices, Cradlepoint routers and/or peripheral component(s) or pay VENDOR for all applicable repair costs that cannot be made by SHERIFF'S TECH. B. If AGENCY chooses to allow the original warranty and/or extended service maintenance agreement to lapse on AGENCY owned Ipads, Tablet device(s), Cradlepoint routers and/or peripheral component(s), SHERIFF'S TECH shall, in accordance with Sections II(D), III(K), and III(L) of this Exhibit, be responsible for removing the defective equipment and turning it over to AGENCY for repair by VENDOR. SHERIFF'S TECH shall not be responsible for coordinating that repair with VENDOR on behalf of AGENCY, nor shall SHERIFF'S TECH be responsible for negotiating the cost of that repair with VENDOR on behalf of AGENCY. Upon return of the repaired Ipad or Tablet device(s), Cradlepoint Routers and/or peripheral component(s) from VENDOR, AGENCY shall advise SHERIFF'S TECH of that return. SHERIFF'S TECH shall, in accordance with Sections II(C) and III(I), and of this Exhibit, reinstall said equipment and return it to working condition. SHERIFF TECH may be authorized by AGENCY to facilitate purchase and/or replacement of damaged or defective unit from VENDOR. C. AGENCY should have a replacement plan in place for the Ipad(s), Tablet device(s), and Cradlepoint router(s) end -of -life, which is typically at three (3) years of field use. Page - 3 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services V VI VII D. AGENCY must have sufficient spare parts on hand for replacements as needed. Otherwise, it must be understood that SHERIFF'S TECH will not supply spare parts and if the component cannot be repaired by SHERIFF'S TECH, it will be necessary to return it to VENDOR for warranty repair resulting in a delay in restoring functionality to a particular vehicle. E. Cost of Edge Frontier platform or any other selected interface between CAD and Tablet Command will be borne by the AGENCY. Refer to CAD Maintenance Agreement for scope of service/responsibilities. COVERED IPADS AND TABLET DEVICES A. SHERIFF'S TECH will provide maintenance services to all Ipads, Tablet devices, and Cradlepoint routers assigned to AGENCY'S FIRST OUT apparatuses. FIRST OUT apparatuses is inclusive of the following: engines, trucks, medic units, water tenders, dozers, squads, utilities, Battalion Chief vehicles, Chief and/or designated vehicles. SERVICES OUTSIDE OF SCOPE A. Initial hardware installation of peripheral component(s). B. Removal and/or replacement of any external component that would require "installation" type services such as cable replacement, electrical wiring modifications, antenna cable or puck replacement, or mounting hardware. C. Third party software installation and maintenance beyond the software applications identified in Section IX of this Exhibit. D. Although formal training relating to hardware and/or software operation is not included in this agreement, AGENCY reserves the right to make such a request to the Sheriff's Office. Depending on the scope and depth of the training requested, the Sheriff's Office may provide a quote on a time and materials basis. E. Project management relating to major system enhancements, hardware system(s) or end -of - life Ipad, Tablet device, or Cradlepoint router replacement is outside of the scope of this agreement and may be quoted on a time and materials basis. HOLIDAYS Independence Day Labor Day Veteran's Day Thanksgiving Day Day after Thanksgiving Christmas Day New Year's Day Martin Luther King, Jr. Day Presidents Day Memorial Day July 4 1st Monday in September November 11 4th Thursday in November 4th Friday in November December 25 January 1 3rd Monday in January 3rd Monday in February Last Monday in May December 24 and 31 shall be observed as half-day holidays if those dates fall on a Monday, Tuesday, Wednesday, or Thursday, and providing that those days are not deemed holidays above. Page - 4 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services Any other day appointed by the President of the United States or the Governor of the State of California, and approved by the Board of Supervisors, for a public fast, thanksgiving, or holiday. When a holiday falls on a Saturday or Sunday, the Friday preceding a Saturday holiday, or the Monday following a Sunday holiday, shall be deemed to be a holiday in lieu of the day observed. VIII. ADDITIONAL COMMITMENTS A. AGENCY will work to form a FIRE technology workgroup consisting of other FIRE AGENCIES to meet with SHERIFF'S TECH at least two times every year to discuss gateway enhancements to current technology systems. No enhancements will be made unless agreed upon by the AGENCY and SHERIFF'S TECH. B. Disruption notification to dispatch centers and AGENCY identified contacts within 1 hour of identified disruption. Notification to the field will be done in a manner to be determined by the Fire Standards Committee. IX. COVERED HARDWARE AND SOFTWARE APPLICATIONS Hardware Software Applications Ipad or Tablet device Operating system Cradlepoint Router Mobile Device Manager (MDM) Keyboard/Mouse Agency Approved Applications Apple Business Manager (ABM) NetCloud by Cradlepoint Page - 5 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services X. OTHER GENERAL PROVISIONS A. This agreement shall commence on the date of initial contract execution, the term of which shall continue through June 30, 2022. No later than April 1, 2021, representatives of COUNTY and AGENCY shall meet to decide whether to renew this, or a modified agreement for Ipad, Tablet device, and Cradlepoint router maintenance services, or in the alternative, to allow this agreement to terminate on June 30, 2022. Should COUNTY and AGENCY agree to renew or modify this agreement, the term of the new contract shall commence July 1, 2022, and end June 30, 2023. Thereafter, the agreement will automatically renew for a one (1) year period each and every year, unless terminated by COUNTY or AGENCY, as described below. COUNTY, AGENCY, and all other CONSORTIUM agencies shall have the right to terminate this agreement, by giving written notice of that intent to the other parties in the manner stated in Section IX(I) no later than December 30 of each calendar year. Once the required notice of intent to terminate has been provided to all parties, the agreement, along with all rights and obligations attached thereto, shall terminate effective June 30 the following calendar year. However, the parties' obligations to indemnify pursuant to this Agreement, as specified in Section J, below, shall survive the termination of this Agreement. Notification by AGENCY or by any other CONSORTIUM agency of its intent to terminate this agreement shall result in a re -negotiation of the cost sharing formulas established by COUNTY and agreed to by AGENCY within thirty (30) calendar days of the written notice of intent to terminate being provided to all of the parties. The revised cost sharing formula will account for the loss of revenue heretofore collected by COUNTY from the terminating agencies and shall spread that cost between the remaining agencies on a prorated "per service area population base" basis. The total amount of revenue collected shall continue to equal the full cost to COUNTY for providing the number of full time equivalent (FTE) employees and any additional administrative fees agreed to in this contract. At the conclusion of that re -negotiation, the remaining CONSORTIUM agencies may elect to renew the agreement, subject to the terms described above, or terminate the agreement, termination of which shall occur on the same date as the termination of the agency giving notice of intent to terminate in accordance with the immediately preceding paragraph. On the date of termination, the COUNTY shall immediately cease rendering the services required by this Agreement, and the following shall apply: AGENCY shall pay COUNTY at the termination of the Agreement any and all bills outstanding for the services rendered by COUNTY to the date of termination pursuant to this Agreement. COUNTY shall furnish to AGENCIES such financial information as, in the judgment of the AGENCY, is necessary to determine the amount due for the services rendered by COUNTY. The foregoing is cumulative and does not affect any right or remedy which AGENCY or COUNTY may have in law or equity. 2. COUNTY may terminate its services under this Agreement upon one hundred and twenty (120) calendar days written notice to the AGENCY, without liability for damages, if COUNTY is not compensated according to the provisions of the Agreement or upon any other material breach of the Agreement by AGENCY, provided that COUNTY has first provided AGENCY with a written notice of any alleged breach, specifying the nature of the alleged breach and providing not less than twenty (20) working days within which time AGENCY may cure the alleged breach. 3. AGENCY may terminate its services under this Agreement upon one hundred and twenty (120) calendar days advance written notice to COUNTY, upon any material breach of the Agreement by COUNTY, provided that AGENCY has first Page - 6 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services provided COUNTY with a written notice of any alleged breach, specifying the nature of the alleged breach and providing not less than twenty (20) working days within which time the COUNTY may cure the alleged breach. B. This Agreement, together with its specific references, exhibits and attachments, constitutes all of the agreements, understandings, representations, conditions, warranties and covenants made by and between the parties hereto. C. No substantial modification or waiver of any provisions of this Agreement or its attachments shall be effective unless such waiver or modification shall be in writing, signed by all parties, and then shall be effective only for the period and on the condition, and for the specific instance for which given. Minor modifications to this agreement may be made between both parties if agreed upon in writing, signed by AGENCY'S chief executive and the Sheriff or their authorized representatives. D. If any term, covenant, condition or provision of this Agreement is held by a Court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the provision and/or provisions shall remain in full force and effect and shall in no way be affected, impaired or invalidated. E. This Agreement may be executed simultaneously and in several counterparts, each of, which shall be deemed an original, but which together shall constitute one and the same instrument. F. Prior to initiating any litigation arising out of this agreement, the parties shall meet and confer in a good faith effort to resolve the issues in dispute. In any action at law or in equity, including an action for declaratory relief, brought to enforce or interpret provisions of this Agreement, each party shall bear its own costs, including attorney's fees. G. Unless otherwise expressly waived in writing by the parties hereto, any action brought to enforce any of the provisions hereof or for declaratory relief hereafter shall be filed and remain in a Court of competent jurisdiction in the County of Marin, State of California. The laws of the State of California shall govern this Agreement and all matters relating to it. H. Each individual executing this Agreement on behalf of the AGENCY represents and warrants that he or she is duly authorized to execute and deliver this Agreement on behalf of the AGENCY in accordance with a duly adopted resolution or minute order of the Governing body of said AGENCY in accordance with the laws of the State of California. AGENCY shall deliver to COUNTY a certified copy of a resolution or minute order of AGENCY'S governing body authorizing and ratifying the execution of this agreement. COUNTY shall within thirty (30) days of the receipt of the AGENCY'S governing body resolution or minute order deliver to AGENCY a certified copy of a resolution of the Board of Supervisors authorizing or ratifying the execution of this Agreement. I. All notices and demands of any kind which either party may require or desire to serve on the other in connection with this Agreement must be served in writing either by personal service or by registered or certified mail, return receipt requested, and shall be deposited in the United States Mail with postage thereon fully prepaid, and addressed to the party to be served as follows: Page - 7 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services If to COUNTY: and to: Board of Supervisors, County of Marin Civic Center, Room 315 3501 Civic Center Drive San Rafael, CA 94903 Sheriff, County of Marin 1600 Los Gamos Drive Suite 200 San Rafael, CA 94903 If to AGENCY: San Rafael Fire Department 1375 Fifth Avenue San Rafael, CA 94901 and to: Each party shall provide the other with telephone and written notice of any change of address as soon as practicable. Notices given by personal delivery shall be effective immediately. J. Indemnification AGENCY agrees to defend, indemnify, hold harmless and release COUNTY, its Board of Supervisors, and the officers, agents, and employees of COUNTY, from and against any and all actions, claims, damages, disabilities, or expenses that may be asserted by any person or entity including AGENCY, arising out of or in connection with the activities of AGENCY, its governing body, the officers, agents, and employees of AGENCY pursuant to this Agreement whether or not there is concurrent negligence on the part of COUNTY but excluding liability due to the sole active negligence or sole willful misconduct of COUNTY. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for AGENCY or its agents under workers' compensation acts, disability benefits act, or other employee benefit acts. 2 COUNTY agrees to defend, indemnify, hold harmless, and release AGENCY, its governing body, and the officers, agents, and employees of AGENCY, from and against any and all actions, claims, damages, disabilities, or expenses that may be asserted by any person or entity including COUNTY, arising out of or in connection with the activities of COUNTY, its Board of Supervisors, the officers, agents, and employees of COUNTY pursuant to this Agreement whether or not there is concurrent negligence on the part of the AGENCY but excluding liability due to the sole active negligence or sole willful misconduct of AGENCY. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for COUNTY or its agents under workers' compensation acts, disability benefits acts, or other employee benefit acts. Page - 8 EXHIBIT A -- General Terms and Conditions for Mobile Data Computer Maintenance Services K. RESPONSIBLE PARTIES A. County of Marin Name Rank Function Office Fax Email Robert T. Doyle Sheriff Department head 499-7250 507-4126 sheriffdo le marinsheriff.or Jamie Scardina Undersheriff Assistant dept. head 499-7249 507-4126 iLscardina@marinshedff.org Scott Harrington Captain Bureau Commander 499-7469 507-4126 sLharrinqton@marinsheriff.org Erich Dark Technical Support Unit Project Manager 499-6054 507-4216 edark@marinsheriff.org B. (Fill in City) Name _ Rank Function Telephone Fax _ Email -- + Page - 9 EXHIBIT -13 FINANCIAL TERMS AND CONDITIONS OF THE AGREEMENT BETWEEN THE COUNTY OF MARIN AND THE SAN RAFAEL FIRE DEPARTMENT REGARDING THE DELIVERY OF iPad & TABLET DEVICE MAINTENANCE SERVICES The SAN RAFAEL FIRE DEPARTMENT ("AGENCY" hereafter) and the County of Marin ("COUNTY" hereafter) have entered into a contract for the delivery of mobile data computer maintenance services by the Marin County Sheriff's Office Technical Support Unit ("SHERIFF'S TECH" hereafter). This exhibit to the contract fully describes the financial terms and conditions agreed to by COUNTY and AGENCY. A. Cost Recovery Mandate. COUNTY is required by policy to recover costs for providing services to other local government agencies. This Exhibit describes how COUNTY determines its costs for providing mobile data computer maintenance services. B. Determination of Cost of Services. 1- COUNTY will utilize formulas based on the total number of mobile data computers owned and operated by AGENCY as specified in Appendix A of this EXHIBIT — B to determine the allocation of costs for services rendered to AGENCY and others by COUNTY in support of the mobile data computers owned and operated by AGENCY_ The costs of these services will be incorporated into the annual charge to the AGENCY by COUNTY for services described in Exhibit A. Appendix A of this EXHIBIT — B contains the fiscal year 2019 2020 formulas and costs for the AGENCY and others contracting for mobile data computer maintenance services. 2_ This agreement is entered into by COUNTY and agencies identified as the Mill Valley Police Department, Tiburon Police Department, Sausalito Police Department, Belvedere Police Department, San Rafael Fire Department, Marin County Fire Department. Novato Fire Department, Central Marin Fire Department, Ross Fire Department. Mill Valley Fire Department, Tiburon Fire Protection District, Marinwood Fire Department. Southern Marin Fire Protection District, Kentfield Fire Protection District, Ross Valley Fire Authority Ross Valley Paramedic Authority, and the Southern Marin Paramedic Authority ("CONSORTIUM" hereafter). 3. CONSORTIUM agencies will pay COUNTY for the full salary and benefit cost of one (1) full-time Technical Support Analyst II employee, plus a five percent (5%) administrative fee. a) Appendix A, Section 1 of this Exhibit (B) displays the personnel costs for FY2019-2020. b) Appendix A, Section 2, of this Exhibit (B) displays the CONSORTIUM agencies identifies their number of owned and operated mobile data computers (LAW AGENCIES), and identifies their share of the personnel cost. e- EXHIBIT B - Financial Terms and Conditions for Mobile Data Computer Maintenance Services C. Administrative Fee. COUNTY assesses an annual five percent (5%) administrative fee based on the total charge to AGENCY Ipad and Tablet device maintenance services. D. Revising the Cost Sharing Formula. The CONSORTIUM FIRE AGENCIES distribute their costs owed to the COUNTY under the Agreement, based on percentage of the Marin County population that each agency serves. Specifically, it indicates the FIRE AGENCIES involved, each agencies' portion of the Marin County population that it services ("FACTOR POPULATION" hereafter), and identifies each agencies share of the total cost to the FIRE AGENCIES (refer to Appendix A, Section 2) E. Special Circumstances. AGENCY may request COUNTY to perform services outside of the scope of this agreement. COUNTY will issue an estimation of the cost for services or changes, in writing, to the designated agency representative. AGENCY must authorize the work to be performed on their behalf, and agree to reimburse COUNTY for all costs associated with those changes in writing. before COUNTY will commence the effort. F. Billing. COUNTY shall submit requests for payment on an annual basis. The payment requests will be submitted no later than the end of the first quarter of each fiscal year. Payment is due upon receipt of the invoice. Page - 2 EXHIBIT B - Financial Terms and Conditions for Mobile Data Computer Maintenance Services APPENDIX A AGENCIES SERVED AND COST FOR SERVICES SECTION 1 - PERSONNEL Technical Support Analyst II (one (1) FTE at Salary Step 5 ; $101,43 $54,574 I $156,013 full salary and benefits as of June 2020) SECTION 2 -AGENCIES COSTS Agency Central Marin FD Factor Population 8.4% $141,000 $11,844 Kentfield FPD 3.0% $4,230 Marinwood FD 2.0% $2,820 Marin County FD (includes Skywalker Properties Fire Department) 11.6% $16,356 Mill Valley FD 5.7% $8,037 Novato FD 23.3% $32,853 Ross Valley FD 10.5% $14,805 San Rafael FD 21.0% $29,610 Southern Marin FPD 9.2% $12,972 Tiburon FPD 5.3% $7,473 Fire Agency Total 1 $141,000 Page - 3 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Fire Project Manager: Darin White Extension: 3084 Contractor Name: Marin County Sheriff's Office Contractor's Contact: Scott Harrington Contact's Email: S_Harrington@marinsheriff.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION T COMPLETED T REVIEWER DEPARTMENT DATE n/a Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 1/14/2021 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org 1/14/2021 ❑x 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager n/a ❑X b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to ( uck or tap ❑ contractor to enter- a Forward three (3) originals of final agreement to date. 4 Project Manager Click here to ❑ contractor for their signature _ When necessary, contractor -signed agreement enter a date. 5 Project Manager © N/A agendized for City Council approval * *City Council approval required for Professional Services 0 Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to PRINT Date of City Council approval enter a date. CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed /� agreement ` ` 8 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager -4,