R-23-40VILLAGE OF DEERFIELD
RESOLUTION NO. 2023- R-23-40
A RESOLUTION APPROVING AN AMENDMENT TO THE EMERGENCY
DISPATCH AGREEMENT WITH THE VILLAGE OF LINCOLNSHIRE
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution and the Illinois
Intergovernmental Cooperation Act, 5 ILCS 220/1, et seq., authorize and encourage
intergovernmental cooperation; and
WHEREAS, on November 12, 2018, the Village and the Village of Lincolnshire
("Lincolnshire') entered into an Emergency Dispatch Services Agreement ("Agreement')
for the Village to provide Lincolnshire emergency dispatch services ("Services'); and
WHEREAS, the initial term of the Agreement ends December 31, 2023, and pursuant to
Section 8.A of the Agreement, the Village and Lincolnshire may renew and extend the Agreement;
and
WHEREAS, the Village and Lincolnshire desire to amend the Agreement pursuant to the
terms of the amendment attached to, and made part of, this Resolution as Exhibit A
("Amendment's to: (i) extend the term of the Agreement for an additional five years; and (ii) to
have the Village provide dispatch services for traffic enforcement calls within the corporate
boundaries of Mettawa; and
WHEREAS, the Village Board has determined that entering into the Amendment to
with Lincolnshire will serve and be in the best interests of the Village and its residents; and
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF
DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows:
SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as
its findings, as if fully set forth herein.
SECTION 2: APPROVAL OF AMENDMENT. The Village Board hereby approves
the Amendment in substantially the same form as attached to this Resolution as Exhibit A
and in a final form approved by the Village Attorney.
SECTION 3: AUTHORIZATION TO EXECUTE CONTRACT. The Mayor and the
Village Clerk are hereby authorized and directed to execute and attest, on behalf of the
Village, the Amendment. If the executed copy of the final Amendment is not received by the
Village Clerk within 60 days after the effective date of this Resolution, then this authority to
execute and attest will, at the option of the Mayor and Board of Trustees, be null and void.
SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect
from and after its passage and approval by a majority of the members of the Board of
Trustees.
AYES:
4866-8027-3023, v. 2
AYES: Benton, Berg, Jacoby, Metts-Chidlers, Oppenheim, Seiden
NAYS: None
ABSTAIN: None
ABSENT: None
PASSED: September 18, 2023
APPROVED: September 18, 2023
RESOLUTION NO: R-23-40
Daniel C. Shapiro, Mayor
ATTEST:
Kent . Street, Vill ge Clerk
4866-8027-3023, v. 2
EXHIBIT A
AMENDMENT
4866-8027-3023, v. 2
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POLICE
DATE:
TO:
FROM:
CC:
SUBJECT:
DEERFIELD POLICE DEPARTMENT
September 13, 2023
Kent Street, Village Manager
Chief John J. Sliozis
Deputy Chief Fry
Request for Board Action — Emergency Dispatch Services Agreement with the
Village of Lincolnshire
On Monday, September 18,2023, at the regularly scheduled meeting of the Mayor and Board of
Trustees, the Police Department will be seeking Board approval of a resolution authorizing the
Village of Deerfield to enter into an Emergency Dispatch Services Agreement with the Village
of Lincolnshire.
BACKGROUND
The Village of Deerfield has provided Emergency Dispatch Services for the Village of
Lincolnshire since 2018. In June of 2019 Deerfield formed a consolidated Dispatch center and
now also provides similar services for the Villages of Riverwoods and Bannockburn. On
September 11, 2023, after consult and agreement by all involved parties, the Village of
Lincolnshire's Village Board approved a 5-year agreement for Deerfield to continue the services
of Emergency Dispatch (copy attached). The agreement, as approved, provides the same or
similar services as those previously given and are consistent with those for the other
communities. The financial commitment is also commensurate with the other communities. The
agreement has been reviewed by counsel and adjusted as recommended. The Police Department
is seeking Board approval of the resolution authorizing the agreement as approved by
Lincolnshire.
RECOMMENDATION
It is the recommendation of the Police Department that the Mayor and Board of Trustees approve
the resolution authorizing the Emergency Dispatch Services Agreement between the Village of
Deerfield and Village of Lincolnshire.
John J. Sliozis
Chief of Police
FIRST AMENDMXNT TO
EMERGENCY DISPATCH SERVICES AGREEMENT
THIS FIRST AMENDMENT TO EMERGENCY DISPATCH AGREEMENT
("Amendment`j, dated as of this ( g'Ll day of Sc p1-e_ e r , 2023, ("Effective Date'l, is by
and between the VILLAGE OF DEERFIELD, an Illinois home rule municipal corporation
("Deerfield', and the VILLAGE OF LINCOLNSHIIIE, an Illinois home rule municipal
corporation ("Uncolnshire').
NOW THEREFORE, in consideration of the recitals, mutual covenants,.and agreements
set forth herein and other good and valuable consideration, the receipt and sufficiency of which
are hereby acknowledged, the parties do hereby mutually agree as follows:
SECTION 1. RECITALS.
A. Deerfield and Lincolnshire entered into that certain November 12, 2018,
Emergency Dispatch Services Agreement ("Agreement"} for Deerfield to provide Lincolnshire
emergency dispatch services (`;Services', which Services are more fully described in the
Agreement.
B. The Initial Term of the Agreement ends December 31, 2023,
C. Pursuant to Section 8.A of the Agreement, the Deerfield and Lincolnshire may
renew and extend the Agreement.
D. Deerfield and Lincolnshire desire to extend the term of the Agreement for an
additional five years pursuant to the terms of this Amendment.
E. Lincolnshire has contracted with the Village of Mettawa ("Mettawa) to provide
Mettawa traffic enforcement services, and desire to have the Deerfield provide Services for
traffic enforcement calls within the corporate boundaries of Mettawa ("Meturwa Services';
F. Deerfield and Lincolnshire desire to renew the Agreement pursuant to the terms
of this Amendment.
SECTION 2. DEFINITIONS; RULES OF CONSTRUCTION.
A. Definitions. All capitalized words and phrases used throughout this Amendment
have the meanings set forth in the various provisions of this Amendment. If a word or phrase is
not specifically defined in this Amendment, it has the same meaning as in the Agreement.
B. Rules of Construction. Except as specifically provided in this Amendment, all
terms, provisions and requirements contained in the Agreement remain unchanged and in full
force and effect. In the event of a conflict between the text of the Agreement and the text of this
Amendment, the text of this Amendment controls.
(00133569.1)
SECTION 3. EXTENSION OF TERM.
Deerfield and Lincolnshire hereby agree that the term of the Agreement is hereby
extended for a renewal term to begin on January 1, 2024 and end on December 31, 2028
("Renewal Term', during which Renewal Term Deerfield shall diligently and continuously
provide the Services, including the Mettawa Services.
SECTION 4. METTAWA SERVICES.
The Mettawa Services shall only include providing emergency dispatch services for
traffic enforcement calls and unexpected calls for activities discovered while engaged in traffic
enforcement or routine patrol within the corporate boundaries of Mettawa that need immediate
public safety intervention. In the event that the volume of traffic enforcement calls within the
corporate boundaries of Mettawa is of a volume that exceeds the number of calls expected by
Deerfield, the Agreement amount set forth in Section 6 of this Amendment, Deerfield and
Lincolnshire cooperate in good faith to equitably adjust the Agreement Amount set forth in
Section 6. In the event that Deerfield requests an equitable adjustment in the Agreement Amount
and Deerfield and Lincolnshire cannot agree on the equitable adjustment, Deerfield may
discontinue the Mettawa Services, provided that Deerfield provides Lincolnshire no less than 30
days prior written notice.
SECTION 5. SETUP COSTS FOR METTAWA SERVICES.
To allow Deerfield to provide the Mettawa Services, the parties acknowledge that
Deerfield will need to spend funds to do mapping and other technological changes to its systems
("Setup Costs'. Lincolnshire agrees to reimburse Deerfield for its Setup Costs within 30 days
of receiving an invoice from the Village of Deerfield.
SECTION 6. AGREEMENT AMOUNT.
Lincolnshire shall pay Deerfield for the Services and Mettawa Services the amounts set
forth in Exhibit A during the Renewal Term.
SECTION 7. IT SCOPE OF RESPONSIBILITY.
To allow for the efficient provision of the Services, Lincolnshire and Deerfield each
agree to provide the software and comply with their respective scope of responsibilities set forth
in Exhibit B.
SECTION 8. COUNTERPARTS.
To facilitate execution of this Amendment, this Amendment may be executed in multiple
counterparts, each of which, when assembled to include an original signature for each party
contemplated to sign this Amendment, will constitute a complete and fully executed original.
All such fully executed original counterparts will collectively constitute a single agreement.
Each counterpart may be delivered by pdf transmission.
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4886-0906-5841. v. 1
IN WITNESS WHEREOF, the parties have hereunder set their hands and seals as of the
Execution Date first above written.
VILLAGE OF DEERFIELD VILLAGE OF LINCOLNSHIRE
By: By:
Its: � Its:
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4886-0906-5841, v. 1
IN WITNESS WHEREOF, the parties have hereunder set their hands and seals as of the
Execution Date first above written.
VILLAGE OF DEERFIELD VILLAGE OF LINCOLNSHIRE
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488Fr49VE-5841, v. 1
EXHIBIT A
Year
Personnel"
Other*
Total Annual Cost
Monthly Cost
2023***
19,880
----
19,880
----
2024
166,997
51,913
218,910
18,243
2025
175,346
51,913
227,259
18,938
2026
184,113
51,913
236,026
19,669
2027
193,318
51,913
245,231
20,436
2028
202,983
51,913
254,896
21,241
* `Other' costs remain the same as prior contract.
**Personnel costs assume a five percent adjustment each year based on projected annual salary
increases and other associated costs including; IMRF, FICA, Medicare, Health Insurance, Dental
Insurance, Life Insurance, worker's comp., and apparel.
***Cost of dispatch services from November 12-December 31, 2023 (Dispatch personnel cost
only, no additional fees)
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EXHIBIT B
I.T. Scope of Responsibility
In support of the Lincolnshire Police Department's 911 dispatch service agreement with
Deerfield, and the agency's use of related Deerfield provided or hosted software as required or
included to facilitate dispatching and other police services, Deerfield IT shall provide the
following:
• Support of the Tyler Enterprise Public Safety software suite, and facilitated access to it.
o Includes full support of features and functionality as required for Lincolnshire to
use the components and services include in their base service agreement with
Deerfield or otherwise additionally negotiated.
o Excludes maintenance or entry of Lincolnshire data except where required to
ensure or maintain functional status of the software.
o Concierge -style support where Deerfield IT serves as Lincolnshire's single point
of contact for any and all Tyler Enterprise Public Safety support matters relating
to Deerfield's Tyler Enterprise Public Safety implementation.
o Includes full support of virtual desktops provided for Lincolnshire station access
to Tyler Enterprise Public Safety software.
Support of squad computer (MDT) systems and functionality via exclusive administrative
control and management of said devices.
o Includes hardware troubleshooting and handling of repairs under warranty.
o Includes operating system and base functions. Includes network connectivity
integration but excludes operational status of Lincolnshire external cellular
modems.
o Includes support of integration with vehicle dock and antennas, but excludes
responsibility for the operational status of those components.
o Includes all Tyler Enterprise Public Safety suite software.
o Includes other software in -common with Deerfield.
o Includes best -effort support of non-standard, Lincolnshire -specific,
software/service/functionality as agreed upon between both parties in advance.
o Includes full support of authentication peripherals (i.e. fingerprint readers)
provided by Deerfield as required for login to MDT systems.
Support of site -to -site VPN connectivity between the Deerfield and Lincolnshire police
stations, and services carried by the VPN.
o Full support of the Deerfield end of the VPN connection.
o Best -effort, consultative support, of the Lincolnshire end of the connection.
■ Excludes direct configuration or troubleshooting Lincolnshire station
network hardware.
Excludes Lincolnshire station computer hardware or software issues
except for software provided by or required by Deerfield for use of
provided services.
o Support of connectivity to the state police through the Deerfield network, as/while
allowed by the state and subject to LEADS/CJIS or other policies, but excludes
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4886-0906-5841, v. 1
responsibility for the operational status of Lincolnshire -side equipment or devices
making use of said connection.
o Support of Deerfield dispatch and Lincolnshire squad computers' ability to print
to Lincolnshire station printers, but excludes responsibility for the functional
status of Lincolnshire printers.
o Support of integration with approved authentication peripherals (i.e. fingerprint
readers) for access to Deerfield systems, but excluding responsibility for the
operational status of said devices.
• Support of technology/service relating to non -emergency telephone call answering
o Includes hosting and support of the Lincolnshire non -emergency telephone
number on Deerfield's phone service account(s).
o Includes support of configurations, systems, and hardware necessary to ensure
said calls reach dispatch for answering.
o Includes support for configurations, systems, and hardware necessary to ensure
the Lincolnshire lobby call box calls reach dispatch for answering, provided
Lincolnshire maintains said call box's programming to dial the unique telephone
number arranged in advance, but excluding responsibility for the operational
status of the call box.
Access to and use of Deerfield systems, and the responsibilities and actions of Deerfield IT, shall
be governed by the following terms and conditions:
• Deerfield IT shall act first in the best interest of Deerfield and the consolidated dispatch
environment.
• Deerfield IT reserves the right to limit or revoke Lincolnshire access to, or permissions
within, systems, software, and networks as required to protect the operation or security of
Deerfield systems or software, in whole or in part, or where otherwise in the best interest
of Deerfield and/or its consolidated dispatch environment.
• Deerfield IT shall act in accordance with its interpretation of the current version of the
FBI CJIS policy, or as directed by an appropriate authority from the Deerfield Police
Department.
• Deerfield IT shall make every attempt to provide sufficient advance notice of any
maintenance or outages that may affect Lincolnshire's use of Deerfield services or
systems and, where possible, will solicit Lincolnshire input on scheduling. Notification
of certain outages or maintenance activities may be provided directly to dispatch for
dissemination to on -duty personnel via available means.
• Deerfield IT shall protect and handle Lincolnshire data equally to its own.
• Deerfield shall advise Lincolnshire of security or compatibility concerns in regards to
versions of Deerfield -required software installed on Lincolnshire systems, when known
to Deerfield. Deerfield is not responsible or liable for deficiencies or consequences due
to Lincolnshire use of outdated or vulnerable software on Lincolnshire systems.
• Lincolnshire shall promptly apply any updates or configurations relating to Deerfield -
required software or connectivity installed on Lincolnshire systems (computer or
network) where deemed critical to operation or security by Deerfield.
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• Lincolnshire accounts within Deerfield systems are subject to security -related policies as
deemed necessary and appropriate by Deerfield IT including, but not limited to, password
policies, requirements for advances authentication, and handling of inactive accounts.
• Lincolnshire shall facilitate access to its employed or otherwise -contracted IT personnel
and any support personnel for agency -specific products that fall within scope of Deerfield
IT support. Lack of these contacts or support resources may limit Deerfield's ability to
provide support.
• Lincolnshire shall notify Deerfield IT promptly of any changes in personnel so that
security and access can be adjusted accordingly. Lack of prompt notification may result
in delay in provisioning of new users or security implications from terminated users.
• Lincolnshire shall exercise a duty of care to ensure Lincolnshire systems and networks
which access Deerfield resources are secure and properly maintained.
• Lincolnshire shall notify Deerfield IT immediately of any security breach of its internal
network.
• Lincolnshire shall provide formal direction as to who is authorized to approve requests
made to Deerfield IT that Deerfield IT determines warrant review or approval.
• Changes by Lincolnshire that significantly affect Deerfield Internet bandwidth (or other
telecommunications service) use or capacity must be negotiated in advance. Deerfield
reserves the right to block or rate -limit traffic that has a negative operational impact on
Deerfield or consolidated dispatch operations.
• Changes in the quantities of endpoints supported by Deerfield IT and/or provided to/for
Lincolnshire by Deerfield must be negotiated.
• Changes in scope of provided and/or supported services, or work outside of scope, must
be negotiated.
• Lincolnshire shall provide Deerfield IT with reasonable advanced notice for any changes
to their operations which shall require implementation on, configuration changes to, or
provisioning/re-provisioning of Deerfield -provided systems. Insufficient advanced notice
may result in project delays, for which Deerfield will not be held liable. Larger
implementations or larger scopes of configuration changes shall require more advance
notice to be considered reasonable.
The following terms and conditions shall govern Lincolnshire's access to Deerfield IT
support:
• Normal business hours are defined as Monday through Friday, 8AM — 4:30PM local
time, excluding official Village of Deerfield holidays as defined by Village policy.
• Support for emergency issues of in -scope technology is provided 24x7x365.
• During normal business hours, Lincolnshire shall contact Deerfield IT for support using
the IT hotline (847-719-7444), or by opening a work order either by using Deerfield's
help desk platform from a Deerfield -managed computer or by emailing
help desk(uideerfield.il.us from a Lincolnshire -domain email account.
• For emergency issues outside of normal business hours, Lincolnshire shall contact
Deerfield dispatch who will at their discretion either contact Deerfield IT on behalf of the
caller or provide the name and contact number of the on -call person. Contact made
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directly by Lincolnshire to Deerfield IT for emergency issues outside of normal business
hours MUST be a phone call (not text or email) to ensure prompt response. Outside of
normal business hours, support requests by means other than via the scheduled on -call
phone number shall be considered non -emergency in nature.
For non -emergency issues outside of normal business hours, Lincolnshire shall follow the
normal business hours procedures with the expectation that response to the request shall
begin the next business day.
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