HomeMy WebLinkAboutPR 19822: SWIFT REACH 911 EMERGENCY NOTIFICATION SYSTEMMOU WITH SETRPC TO PARTICIPATE IN THE REGIONAL EMERGENCY NOTIFICATION PROJECT City of
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: June 20, 2017
To: The Honorable Mayor and City Council
Through: Brian McDougal, City Manager
From: Robert Havens, Deputy Fire Chief
RE: Swift Reach 911 Emergency Notification System, PR 19822
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to
enter into a Memorandum of Understanding(MOU)with the Southeast Texas Regional
Planning Commission(SETRPC)to participate in the Regional Emergency Notification
project utilizing Swift Reach 911 Emergency Notification System.
Background:
In 2014,the City of Port Arthur entered into a MOU with the SETRPC to utilize an emergency
notification system. Swift Reach 911 has been contracted with SETRPC after being chosen
collectively by the region as the emergency notification system provider for all participating
local jurisdictions. This system will allow government leaders, including Department Heads
throughout the City and First Responders to communicate important information quickly and
reliably with voice,text and email messages. The MOU will authorize the SETRPC to relay
911 data to Swift Reach for the purpose of inputting citizen contact information for the City of
Port Arthur for the purpose of relaying informational messages to our citizens from the City of
Port Arthur.
Budget Impact:
There will be no budgetary impact for the City of Port Arthur.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
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Recommendation:
It is recommended that City Council approve the City Manager to enter into a Memorandum of
Understanding (MOU) with the Southeast Texas Regional Planning Commission (SETRPC)to
participate in the Regional Emergency Notification project utilizing Swift Reach 911
Emergency Notification System, as discussed and/or outline above.
"Remember,we are here to serve the Citizens of Port Arthur”
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R. No. 19822
6-15-17 mf
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY OF PORT ARTHUR TO
ENTER INTO A MEMORANDUM OF UNDERSTANDING (MOU) WITH
THE SOUTHEAST TEXAS REGIONAL PLANNING COMMISSION
(SETRPC) TO PARTICIPATE IN THE REGIONAL EMERGENCY
NOTIFICATION PROJECT UTILIZING SWIFT REACH 911
EMERGENCY NOTIFICATION SYSTEM.
WHEREAS, Swift Reach emergency notification system allows
government leaders, Department Heads throughout the City, and
First Responders to provide emergency information, notices,
direction, and reassurance to reach thousands of constituents
in minutes, without having to invest in or maintain software,
or additional phone lines; and
WHEREAS, this service will allow government leaders and
First Responders to communicate information quickly and
reliably with voice, text and email messages; and
WHEREAS, the Memorandum of Understanding (MOU) will
authorize the Southeast Texas Regional Planning Commission
(SETRPC) to relay 911 data to Swift Reach for the purpose of
inputting citizen contact information for the City of Port
Arthur to send important messages from the City of Port
Arthur.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble
are true and correct .
Section 2 . That the City Council authorizes the City
Manager to enter into a Memorandum of Understanding (MOU) with
the Southeast Texas Regional Planning Commission (SETRPC) to
participate in the regional emergency notification project
utilizing Swift Reach 911 emergency notification system, in
substantially the same form as attached hereto as Exhibit "A" .
Section 3 . That a copy of the Resolution shall be spread
upon the Minutes of the City Council .
READ, ADOPTED AND APPROVED on this day of ,
A.D. , 2017 , at a Regular Meeting of the City Council of the
City of Port Arthur, Texas, by the following vote:
AYES:
Mayor:
Councilmembers : ,
•
NOES : .
Derrick Freeman, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
\Id
Val Tizeno, Ci Attorney
APPROVED FOR ADMINISTRATION:
Brian McDougal, City Manager
Larry Richard, Fire Chief
Patrick Melvin, Police Chief
EXHIBIT "A"
Emergency Notification System Interlocal Agreement
This Agreement is entered into between the Southeast Texas Regional Planning Commission
(SETRPC), and the City of Port Arthur to participate in the regional Emergency Notification project
utilizing Swift Reach 911.
WHEREAS, The City of Port Arthur has established an emergency alerting system; and,
WHEREAS, SETRPC has contracted with Swift Reach 911 to provide cost effective Emergency
Notification Services on behalf of participating local jurisdictions; and,
WHEREAS, the purpose of this system is to alert large numbers of citizens within a specific
geographic area of important information for public safety purposes; and,
WHEREAS, in the event of a large-scale emergency or incident, the alerting system would
benefit the citizens of the City of Port Arthur by providing critical information in a timely fashion; and,
WHEREAS, The City of Port Arthur has agreed to act as the single point of contact with West
Intrado for access to the 9-1-1 Data Base for emergency alerting purposes; and,
WHEREAS, the Southeast Texas Regional Planning Commission 9-1-1 Emergency Network
agrees to this arrangement regarding the use of the 9-1-1 Data Base for this purpose.
NOW, THEREFORE, BE IT HEREBY RESOLVED:
That SETRPC and the City of Port Arthur hereby agree to the following terms of use of the Swift
Reach 911. Emergency Alerting System and the 9-1-1 Data Base. The City of Port Arthur has unlimited
use of Swift Reach 911 at no cost to the City of Port Arthur during the contract year. Unlimited non-
emergency messages may be sent using the non-9-1-1 data provided by Swift Reach 911. The City of
Interlocal Agreement Between SETRPC and the City of Port Arthur
Port Arthur agrees to use the 9-1-1 West Intrado database only for the purpose of emergency
notification purposes. The City of Port Arthur understands that the data contained in the 9-1-1
Database is to be used for the purpose of warning or alerting citizens to an emergency situation as
defined by the Federal Communications Commission (FCC) as a 'situation posing an extraordinary
threat to the safety of life and property" and that this data is to be maintained as confidential and not
subject to public inspection in accordance with Texas Health and Safety Code, Section 771.062(a). In
general, factors to be considered in determining whether an emergency situation is warranted are:
1. Severity—will aid in reducing loss of life or reducing substantial loss of property
2. Timing-requires immediate public knowledge to avoid adverse impacts
3. Other means of disseminating information are inadequate to ensure rapid delivery.
In order to maintain the confidential nature of the 9-1-1 data base information and the rights
and privacy of citizens with unlisted and unpublished numbers, The City of Port Arthur will be
responsible for and agrees to create two separate account log-ins for the alerting system. One log-in
will allow the City of Port Arthur to use commercially available information for non-emergency
messages. The City of Port Arthur will determine who shall have access and under what conditions to
this non-emergency messaging capability. Another, greatly restricted access log-in will be created by
the City of Port Arthur for the purpose of solely disseminating emergency alert messages as defined
above and utilizing the 9-1-1 database information. The Emergency Management Coordinator for the
City of Port Arthur and/or his deputy or designee will be the only persons allowed access to the
restricted emergency alert messaging log-in.
Interlocal Agreement Between SETRPC and the City of Port Arthur
Due to the confidential nature of the 9-1-1 data base information and privacy of citizens with
unlisted and unpublished numbers, SETRPC retains the right to withdraw their assistance if the City of
Port Arthur does not maintain the confidentiality of the information or for misuse of the emergency
alerting system.
The SETRPC 9-1-1 Network will not be liable for any costs associated with the emergency
alerting system including costs associated with the extract of data from the 9-1-1 data base. Associated
costs for the unpublished West Intrado data will be covered by SETRPC Criminal Justice and Homeland
Security Division through grant funds.
Charges for the activation and features specified in the Swift Reach 911 contract shall be the
responsibility of the SETRPC Criminal Justice and Homeland Security Division (CJHSD) for a period not
to exceed twelve months from the initiation date reflected in the contract between SETRPC CJHSD and
Swift Reach 911 beginning October 1, 2017 and ending September 30, 2018. The contract/service
agreement between SETRPC and Swift Reach 911 may be renewed indefinitely and this Interlocal
Agreement between the City of Port Arthur and SETRPC shall remain in full effect for the duration of
the contract/service agreement with Swift Reach 911 unless SETRPC or the City of Port Arthur cancels
this Interlocal Agreement in in writing. SETRPC CJHSD will not be responsible for any costs other than
the activation fee for the initial twelve-month period reflected in the contract between SETRPC CJHSD
and Swift Reach 911 and any subsequent contract renewals. SETRPC CJHSD does not make any
promise, guarantee or other obligation for continued activation of the Swift Reach 911 system beyond
the initial twelve-month period. Continued activation of the emergency alerting system will be the
Interlocal Agreement Between SETRPC and the City of Port Arthur
sole responsibility of the City of Port Arthur after the expiration of the initial twelve-month period
unless additional funding is acquired for the regional project.
INDEMNIFICATION BY The City of Port Arthur, Texas: The City of Port Arthur agrees, only to the
extent allowed by applicable law, to at all times indemnify, hold harmless and defend the SETRPC
against any and all claims, causes of action, liabilities or losses, directly or indirectly arising as a result
of the City of Port Arthur's use of any Emergency Notification System services pursuant to the terms of
this Agreement. Nothing herein will be deemed a waiver of governmental immunity other than per
Texas Local Government code Chapter 271.
This Agreement supersedes any and all other agreements, either oral or in writing between the
parties hereto with respect to the subject matter hereof, and no other agreement, statement or
promises relating to the subject matter of this Agreement which is not contained herein shall be valid
or binding.
IN WITNESS THEREOF, the parties hereto have caused this Agreement to be executed as of the
last date signed below.
Shaun P. Davis, Executive Director Date
South East Texas Regional Planning Commission
Brian McDougal, City Manager Date
City of Port Arthur
Interlocal Agreement Between SETRPC and the City of Port Arthur