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Committee debates IGA timing and membership as agencies consider departures
Summary
Committee members discussed alignment of the Intergovernmental Agreement (IGA) with the upcoming procurement, exit agreements for departing agencies and whether letters of intent should be sought from consortium members before or after the RFP.
Committee members discussed the Intergovernmental Agreement (IGA) that governs the RMS consortium and whether the group should seek letters of intent or move to revise the IGA before the RFP process proceeds.
Staff said the consortium exercised an automatic renewal last year and that the committee is in a holding pattern on wholesale IGA amendments until procurement direction is clearer. Committee members identified June 2027 as a critical contractual milestone to resolve alignment between the IGA and the maintenance/contract renewal schedule.
Several municipalities are considering departure from the consortium. Staff reported Addison has an executed exit agreement and that Oak Brook has given notice with an anticipated cutover date in May 2025. Downers Grove has requested a data extraction but has not given official notice of departure. Hanover Park and Glendale Heights have been described as "on the fence." Staff said extraction and data-transfer work has been performed for agencies that requested it.
Committee members cautioned that creating a new IGA or changing the consortium financial arrangements will take time because participants need clarity on cost shares and contractual obligations. A staff member said some costs for non-911 interfaces are not allowable 9-1-1 costs and will need to be charged back to user agencies.
Staff reported they are preparing a reusable exit-agreement boilerplate based on the Addison example so future departures can be handled with less ambiguity. Several participants urged beginning IGA revision work sooner rather than later so the consortium will be ready at contract negotiation time.
Ending: No formal IGA amendment was adopted at the meeting. Staff will circulate existing draft language and a proposed exit-agreement template; managers were asked to weigh timing and whether to seek letters of intent, with the committee noting the RFP document itself can help set expectations for potential new IGA terms.
