HomeMy WebLinkAboutContracts & Agreements_109-2007_CCv0001.pdf SAN 1WE"A DWO
GARY PENROD,SHERIFF-CORONER
June 21, 2007
Lorrie Poyzer, City Clerk
City Clerk's Office
City of Redlands
P.O. Box 3005
Redlands, CA 92373-1505
RE: SHERIFF'S AUTOMATED SYSTEMS FORM AGREEMENT 2007-08
Dear City Clerk::
Enclosed is one fully executed copy of Agreement No. SHR07-0085 between the
County of San Bernardino and the City of Redlands, Redlands Police Department, for
the Sheriff's Department to provide access to the Sheriff's Automated Systems,
including California Law Enforcement Telecommunications System (CLETS) and
Central Name Index (CNI). This document is for your records.
If you have any further questions or need additional information, please contact Roxann
Jenkins at (909) 387-0310 or rjenkins@ sbcsd.org.
Sincerely,
GARY PENROD, SHERIFF-CORONER
WENDY BRI , Sheriff's Administrative Manager
Sheriff's Bureau of Administration
G P/W B/rj
Enclosure
SAN BERNARDINO COUNTY SHERIFF'S DEPARTMENT
655 East Third Street - San Bernardino,California 92415-6061 Past Office Box 569 - San Bernardino,California 92402-0569
. s.
Agreement No.: SHR07-0085
AGREEMENT FOR ACCESS TO SHERIFF'S AUTOMATED SYSTEMS
This agreement is made and entered into on this First day of July, 2007, by and between City of Redlands,
Redlands Police Department (hereinafter the "CONTRACTOR") and the County of San Bernardino (hereinafter
the"COUNTY")for the Sheriffs Department(hereinafter called the"SHERIFF").
I. PURPOSE OF CONTRACT
A. This contract provides for the SHERIFF, acting as the administrator of the California Law Enforcement
Telecommunications System (CLETS), to serve as the agent responsible for the exchange of criminal
offender record information and other criminal justice information between CONTRACTOR and the
SHERIFF and statewide criminal justice agencies. In addition, it provides for the SHERIFF to facilitate
the interchange of computerized criminal history data between the following agencies and databases:
1. Federal Bureau of Investigation(FBI)
2. National Crime Information Center(NCIC)
3. National Law Enforcement Telecommunications System (NLETS)
4. Department of Motor Vehicles (DMV)
5. California Law Enforcement Telecommunications System (CLETS), received via the State CLETS
network.
b. Super Name Search
7. Crime Web/Mugshot System
8. Identix-Cal ID
9. Property Evidence Tracking System(transaction fees apply)
10. Sheriffs Department Jail Management System (DIMS) (transaction fees apply)
11. Sheriff s Central Name Index (CNI) (transaction fees apply)
12. Sheriff's Automated Warrants (SAW) (transaction fees apply)
B. It is the intent of the parties to promote more effective regional law enforcement through the cooperative
use and maintenance of the COUNTY and SHERIFF computerized data files.
C. Access to the aforementioned databases requires connection to the COUNTY's Wide Area Network
(WAN). CONTRACTOR will be required to enter into a separate agreement with COUNTY's Information
Services Department (ISD) for connection to the COUNTY's WAN and for payment of costs associated
with WAN connectivity.
11. CONSIDERATION
A. FEES.
1. CLETS Teleprocessing Support/Maintenance Costs (Billed by Sheriffs Department)
2. CLETS Terminal Browser Access (Billed by Sheriff s Department)
3. Transaction Fees (Billed by Sheriffs Department)
4. Connection to the County WAN (billed directly by ISD - One Time Fee Applies)
5. County WAN Access —(Provided under a separate agreement and billed directly by ISD)
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B. CONTRACTOR shall pay SHERIFF the sum of money per Schedule A attached hereto and incorporated
herein by reference. SHERIFF shall invoice CONTRACTOR for the cost of services quarterly in arrears.
Payment shall be due within fifteen (15) days from the date of each invoice. Basic installation of service
will be provided by the SHERIFF. Installation fees, cost of additional services, equipment, related
supplies and changes or modifications will be paid for by the CONTRACTOR. The total cost to provide,
repair or replace machines, printers, and other equipment shall be the responsibility of the
CONTRACTOR. Time costs, maintenance and diagnostic costs will be paid by the CONTRACTOR.
Costs will be adjusted in the event of any rate changes. SHERIFF shall have the right to adjust the
contract rates annually by an amendment to this contract and at any time to reflect increased labor costs
from Memorandum of Understanding changes, which increase labor costs.
III. TERM AND TERMINATION
The term of this contract shall be for a period of one year commencing on July 1, 2007. Notwithstanding the
foregoing, this contract may be terminated at any time with or without cause by CONTRACTOR or by
SHERIFF upon written notice given to the other party at least thirty (30) days prior to the date specified for such
termination. Any such termination date shall coincide with the end of a calendar month. In the event of such
termination, each party shall fully pay and discharge all obligations in favor of the other accruing prior to the
date of such termination, and each party shall be released from all obligations or performance which would
otherwise accrue subsequent to the date of termination. Neither party shall incur any liability to the other by
reason of termination.
IV. NOTICES
Any and all notices required to be given hereunder shall be given in writing by registered or certified mail,
postage prepaid. The addresses of the parties hereto until further notice are as follows:
CONTRACTOR; City of Redlands
Redlands Police Department
P.O. Box 3005
Redlands, CA 92373-1505
SHERIFF: San Bernardino County Sheriff's Department
Bureau of Administration/Contracts Unit
P.O. Box 569
San Bernardino, CA 92402-0569
V. RESPONSIBILITIES OF SHERIFF
A. ACCESS. SHERIFF's assigned Terminal Coordinator will review all applications for connection to the
Telecommunications System, as well as requests to modify, move or increase the number of terminals in
an existing agency.
B. SERVICES PROVIDED. SHERIFF agrees to furnish the CONTRACTOR access to such criminal
offender record information and other criminal justice information as is made available to the State
through the CLETS network and provide access to Sheriff s Automated Systems.
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C. EQUIPMENT. The SHERIFF shall provide, maintain, operate, and manage equipment for an electronic
data communications system in the San Bernardino County Sheriff's Data Center in order to provide the
services specified in this contract. One or both of the following is required for CONTRACTOR to
connect with the Sheriff's Message Switch computer:
1. A CAD to CAD interface or Terminal Browser Access
2. Connection to the County WAN
(NOTE: This contract does not include costs for equipment/services related to a private
telecommunications connection. The WAN connection process and associated costs does not include a
telecommunications connection at the local site and/or any additional equipment. The agency shall be
responsible for establishing its own telecommunications connection at the local site to the WAN
connection.)
D. SUPPORT. SHERIFF shall render assistance to the CONTRACTOR in order to provide for timely,
efficient, and accurate implementation of CAD/CLETS/RMS network operations.
E. The SHERIFF shall maintain records for auditing purposes on all CLETS entries in accordance with the
Department of Justice mandates. (Note: All CAD-to-CAD Contractors' will also be responsible for
maintaining their CLETS data and providing an audit trail on all CONTRACTOR terminals
and/or employees accessing CLETS information via the CAD-to-CAD connection.)
F. The SHERIFF reserves the right to suspend access to any information provided for in this contract, in
accordance with the State CLETS Policies, Practices and Procedures Manual, when any rule, policy, or
procedure adopted by SHERIFF, or approved by the NCIC or law of this county, state, or federal
government applicable to the security and privacy of information is violated or appears to be violated by
the CONTRACTOR.
VI. RESPONSIBILITIES OF CONTRACTOR
A. The CONTRACTOR agrees to limit access to information furnished by SHERIFF to its own employees
and other criminal justice/law enforcement agencies. The CONTRACTOR further agrees to comply with
Federal and State laws, rules, procedures, and policies formally adopted in the California Law
Enforcement Telecommunications System Subscriber Agreement, and in regard to criminal history,
information furnished through the FBI/NCIC/CCH (California Criminal History) and the NLETS
Program, to rules,procedures and policies approved by the NCIC advisory policy board adopted for NCIC.
B. The CONRACTOR agrees to appoint an Automated Terminal Coordinator (ATC) to disseminate CLETS
information and updates, to maintain training requirements and paperwork compliancy for all
CONTRACTOR personnel. The assigned ATC shall understand the CLETS policies, Practices and
Procedures Manual and comply with all of the Department of Justice guidelines. This appointed staff
member shall be the point of contact to the SHERIFF.
C. In accordance with the State CLETS Policies, Practices, and Procedures Manual, and as designated by the
State of California and the SHERIFF the CONTRACTOR shall be responsible for all security and privacy
considerations relating to the use of the CONTRACTOR's terminal or terminals.
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D. The data provided to SHERIFF by the CONTRACTOR will be relevant to the criminal justice process.
The completeness, accuracy, objectivity, and verifiability of information entered into the information
system is paramount and the CONTRACTOR will cooperate with the regular auditing of the system in
accordance with the California Department of Justice CLETS Policies, Practices, and Procedures Manual,
to assure reliability of stored data. In addition, the procedures for maintaining and/or purging these records
will be adhered to in order to enhance the reliability of all data.
E. The CONTRACTOR is responsible to provide an audit trail of all CLETS entries made from all
CONTRACTOR terminals accessing CLETS information through an established CAD-to-CAD
connection.
F. The CONTRACTOR agrees to cause employees; having access via the San Bernardino County IBM
computer system to the Sheriff's Central Name Index (CNI), Jail Information Management System (DIMS)
or any other Sheriff's Automated Systems, to complete security training before such access will be
allowed. CONTRACTOR agrees to adhere to all State, COUNTY and Federal laws applicable to the
confidentiality and the release of information.
G. Each of the CONTRACTOR's employees requiring access to CNI must complete and sign a Central Name
Index Authorization Statement, Exhibit A, attached hereto and incorporated herein by reference.
VII. CNI ACCESS LIMITATIONS
Access to the COUNTY's Sheriff Central Name Index (CNI) database is also limited, as follows:
A. In the interest of maintaining a regional criminal justice database, CONTRACTOR is granted inquiry
capability to the COUNTY's Sheriff CNI database for law enforcement related data. The data accessed in
CNI by the CONTRACTOR will be relevant to the criminal justice process. The CONTRACTOR will
cooperate with regular auditing of the system to assure security of stored data.
B. The Sheriff-Coroner or his representative will act as "Controller" facilitating the entry and retrieval of
computerized CNI information.
VIII. INDEIVMNIFICATION
The CONTRACTOR agrees to indemnify, defend, and hold harmless the SHERIFF and its authorized officers,
employees, agents, and volunteers from any and all claims, actions, losses, damages, and/or liability arising
from CONTRACTOR's acts, errors, or omissions and for any costs or expenses incurred by the SHERIFF on
account of any claim therefore, except where such indemnification is prohibited by law.
IX. AUTHORITY
The San Bernardino County Sheriff-Coroner or his authorized designee shall have the authority to exercise the
rights under this contract including the right to give notice of termination of the contract at his sole discretion.
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X. FULL UNDERSTANDING
This contract represents the full and complete understanding of the parties with respect to the subject matter
hereto, and this contract supersedes all prior oral and written agreements or understanding between the parties
with respect to the subject matter hereto. This contract shall be governed by the laws of the State of California.
Venue for any lawsuit pertaining to this contract shall be Superior Court of California, County of San
Bernardino, San Bernardino Division. Any amendment to this contract shall be in writing signed by both
parties.
City of Redlands San Bernardino County Sheriff's Department
Redlands Police Department
6
Authorized signature Sheriff-Coroner or autho esignee's signature
2��Jon Harrison ' z' V
Name of person signing agreement(print or type) Name of person signing agreement (print or type)
Mayor
Title Title
" f a7
June 19, 2007
Date Date
f
ATTEST:
L
orr' Poyze7 , i. Clerk
Page 5 of 5
SAN BERNARDINO COUNTY SHERIFF'S DEPARTMENT
SCHEDULE `A'
CITY OF REDLANDS, REDLANDS POLICE DEPARTMENT
FY 2007-08
COST SCHEDULE
CHARGES FOR SHERIFF'S AUTOMATED SYSTEMS
CLETS ANNUAL MAINTENANCE & SUPPORT COSTS: Annual Cost
Service
CLETS CAD-to-GAD Connection ($100 per Month) $1,200.00
CLETS Terminal Browser Access ($7.50 per Month per Terminal) (REDX) $90.00
CLETS. Transactions Cost (2006 data) $5,536.90
CLETS ANNUAL MAINTENANCE & SUPPORT COSTS:[_ $6,826.90
QUARTERLY PAYMENT SCHEDULE
1 st Quarter (July - September) $1,706.73
2nd Quarter (October - December) $1,706.73
3rd Quarter (January - March) $1,706.72
4th Quarter (April - June) $1 ,706.72
Sheriff's Automated Systems Other Costs Billed Quarterly in Arrears:
The Contractor shall be billed for Transaction Fees on a quarterly basis in arrears
based on actual use of the following services:
Property Evidence Tracking System
Sheriff's Department Jail Management System (DIMS)
Sheriff's Central Name Index (CNI)
Sheriff's Automated Warrants (SAW)
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EXHIBIT A
SHERIFF'S DEPARTMENT
SAN BERNARDINO COUNTY
CENTRAL NAME INDEX
AUTHORIZATION STATEMENT
The following information is required to identify personnel for the computerized Central Name
Index.
NAME:
(Last) (First) (Middle)
DOB:
(Month) (Day) (Year)
AGENCY/STATION:
CALIFORNIA DRIVER'S LICENSE:
SOCIAL SECURITY NUMBER:
EMPLOYEE NUMBER:
PD# (if applicable):
SUPERVISOR SIGNATURE:
THIS PERSON REQUIRES: El INQUIRY ONLY
❑ INQUIRY & UPDATE
JUSTIFICATION:
STATEMENT:
1. 1 have completed the above questionnaire, and the information submitted is accurate
to the best of my knowledge.
2. 1 understand that the Sheriff's Automated Systems are for Law Enforcement use only
and are protected by State Law. Accidental or deliberate disclosure of County
information, modification,or misuse may result on disciplinary action up to, and
including loss of employment and prosecution under applicable laws.
3. Violation of one or more of the following procedural rules may result in
disciplinary action.
a. The unauthorized use of another individual's name and/or identification
information for the purpose of inquiry or entry into one or more of the
Sheriff's Automated Systems.
b. The unauthorized deletion or altering of any existing data in one or more
of the Sheriff's Automated Systems.
C. The unauthorized input (or causing of input)of false information to one
or more of the Sheriff's Automated Systems.
SIGNATURE: DATE
Page 1 of 1
local emergency at the Hinckley Water Treatment Plant and North Orange Well
Field.
Water Stock Purchase - On motion of Councilmember Gallagher, seconded by
Councilmember Gil, the City Council approved, by AYE votes of all present,
the purchase of 600 shares of Bear Valley Mutual Water Company stock from
Robert Break for a total price of$$1,000.00.
Agreement - Hinckley Water Treatment Plant - On motion of Councilmember
Gallagher, seconded by Councilmember Gil, the City Council approved, by
AYE votes of all present, an agreement with Torn Jurgens to furnish inspection
and consulting services in the amount of $9,800.00 for the Hinckley Water
Treatment Plant and authorized the Mayor to execute, and the City Clerk to
attest to, the document on behalf of the City..
Contract - CLETS - On motion of Councilmember Gallagher, seconded by
Councilmember Gil, the City Council approved, by AYE votes of all
present, a contract with the San Bernardino County Sheriffs Department
for access to, and maintenance of, the California Law Enforcement
Telecommunications System (CLETS) and authorized the Mayor to
execute, and the City Clerk to attest to, the document on behalf of the City.
Resolution No. 6614 Destruction of Records - On motion of Councilmember
Gallagher, seconded by Councilmember Gil, the City Council adopted, by AYE
votes of all present, Resolution No. 6614, a resolution of the City Council of the
City of Redlands approving the destruction of certain public records in the
Animal Control Division of the Police Department.
Ordinance No. 2666 - Redevelopment Eminent Domain Program - Ordinance
No. 2666, an ordinance of the City of Redlands amending the Redevelopment
Plan for the Redlands Redevelopment Project Area to adopt an eminent domain
program, was adopted, by AYE votes of all present, on motion of
Councilmember Gallagher, seconded by Councilmember Gil.
COMMUNICATIONS
Meeting Attendance - No reports forthcoming.
Resolution No. 6627 - Pension Obligatiorn Bonds - Finance Director Kundig
presented Resolution No. 6627, a resolution of the City Council of the City of
Redlands supplementing Resolution No. 6590 providing for the issuance of one
or more series of City of Redlands Taxable Pension Obligation Bonds, and
approving the forms of and authorizing the execution and delivery of indenture,
bond purchase agreement and official statement and authorizing certain other
actions in connection therewith. Representatives from Urban Futures and De La
June 19,2407
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