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HomeMy WebLinkAboutContracts & Agreements_23-1986_CCv0001.pdf MINUTES OF THE BOAHL) OF 6UFFKVIbUtib OF SAN BERNARDINO COUNTY, CALIFORNIA July 7 , 1986 FROM: FLOYD TIDWELL, Sheriff Chairman, Remote Access Network (RAN) Board SUBJECT: APPROVE AGREEMENTS, RESOLUTION, AND FUNDING ASSOCIATED WITH CAL-ID. RECOMMENDATION: 1. Approve agreement with Riverside County for parti- cipation in a CAL-ID region. (Agree. No. 86-633) 2 . Approve standard form agreement with participating **-*Agrees. Nos. Cities within San Bernardino County and authorize 86-634 througl Chairman to sign standard form agreement with Cities 86-650 which elect to participate in the CAL-ID program. 3 . Approve agreement with N.E.C. Information Systems, Inc. , (NEC) , for computer and related equipment purchase. (Agree. No. 86-651) 4 . Adopt resolution requesting the State of California, Department of General Services to purchase necessary equipment for the CAL-ID program and authorizing the Chairman to sign necessary documents - (Res. No. 86-285) 5. Approve budgets adopted by the Regional and Local RAN Boards , as attached, and direct the County Administrative officer to include this into the County' s FY 86-87 budget . AGREE. NO. CITY AGREE. NO. CITY 637; 66- A=anto 66-843 Needles 86-635 Barstow 86-644 Ontario 86-636 Big Bear Lake 86-645 Rancho Cucawnga 86-637 Chino 86-646 Redlands 86-638 Colton 86-647 Rialto 86-639 Fontana 86-648 San Bernardim 86-640 Grand Terrace 86-649land 86-641 Loma Linda 86-650- �Ilctorville 86-642 �bntclair Action of the Board of Supervisors cc: Sheriff (Lihme) w/res. & 2 p _s '4h copies ea. agr. ; 4 copies Res. No. 86-285; Agreements Nos. 86-633 through of Agr. 86-651 for si * TT - ' 86-651 11 PPRV0*VTD BOARD OF SUPERVISORS & return 2 to Clerk 1A St. Dept. GSA w/res. c/o S COUNTY OF SAN BERNARDINO — agr-�c/o Sher. Mfforw res�7 MOTION ecmd Y0tion X x x CAO w/res. 2 3 4 5 Co. Co.-Reitz w1res. w/res. MARTHA �,EKERAK, CLERK OF THE BOARD Ot,IS Perscrmel-Dellhime w/res. BY 14-9507.000 File w/agr. DATED: JUL 0 70'06 ITFM Page 2 July 7 , 1986 Approve Agreements and Funding Associated with CAL-ID BACKGROUND: Ever since the advent of electronic data processing, law enforcement has dreamed of and worked toward utilizing the speed and accuracy of the computer to search and match the millions of criminal fingerprints within its records. Now that dream we 've worked so hard for has come true, with the innovation of the Automated Fingerprint Identification System (AFIS ) . To put this system into action, recent legislation created CAL-ID. CAL-ID allows local law enforcement agencies limited access to the State ' s fingerprint data base. CAL-ID also divides participation into two groups; local agencies with less than 1. 5 million population and those with over 1. 5 million population. Those with the larger population can aquire a mainframe computer and a number of terminals to computerize and pool local criminal fingerprint records as well as access State records. On November 25 , 1985, the Board took action to form a CAL-ID region with Riverside County and all cities in both counties . This region will have in excess of 1. 5 million population, thus qualifying for a mainframe computer. The region will also qualify for 70% State financing of both the mainframe and terminal computers . For the past six months , the cities and counties have been meeting in a series of Remote Access Network (RAN) Board meetings . The RAN Board is a State requirement for the formation of a CAL-ID region. Both the local and regional RAN Boards and their various subcommittees have worked out, and agreed to, the operational system, cost, and financial participation. Basically, the operation of the regional CAL-ID mainframe computer will be the responsibility of the San Bernardino County Office of Management Services , with the cost divided equally between the two counties . The local operation of CAL-ID, recording and retrieval of information involving all cities and the County of San Bernardino, will be by the Sheriff ' s Department. The total cost will be divided between this County and participating cities, according to annual population estimates. Attached are three spreadsheets; "A" showing all costs to be shared by Riverside and San Bernardino Counties and the participating cities within San Bernardino County, "B" showing the amount each participant will pay, and "C" indicating positions and salary requirements to operate our local CAL-ID system. These have been approved by the RAN Boards and incorporated into the various understandings and formal agreements. Page 3 July 7 , 1986 Approve Agreements and Funding Associated with CAL-ID REASON FOR RECOMMENDATION: On June 17 , 1986 , the Riverside County Board of Supervisors approved the agreement between Riverside and San Bernardino Counties , operation, and financial participation in the CAL-ID region. The San Bernardino County Board of Supervisors must also approve this agreement to make the region official and eligible for 70% State funding. Cities within San Bernardino County are in the process of approving local CAL-ID participation agreements. We have already received a number of signed agreements, with others coming in the next few weeks . The Board must also sign these agreements to complete the local and regional CAL-ID system. The State has recommended, and will pay, 70% of the purchase of computer equipment provided by NEC. This equipment will be shared by both Counties and the cost divided equally. Associated resolutions and contracts are also required for this equipment purchase and its funding. The implementation of the CAL-ID system was scheduled to begin July 1, 1986 , with the purchase of computer equipment and loading of existing fingerprint records. This equipment will be operational later this fiscal year. Therefore, funding and personnel and equipment authorization, as indicated on the attachments, must be included in the County' s 1986-87 budget. REVIEW BY OTHER AGENCIES: Participation in the development of the operating and funding of the CAL-ID system, and in the regional and local agreements , have included the Regional and Local RAN Boards, a representative of the Board of Supervisors, the County Administrative Office, County Counsel, Auditor- Controller, Office of Management Services, Sheriff 's Department, and similar representatives of Riverside County. FINANCIAL DATA: The County' s net local cost will be $260, 257 in 1986-87 , $184,643 in 1987-88 and $184 , 643 in 1988-89. FT/mt Attachments ( 3 ) Attachment A TOTAL CAL-ID PROGRAM COST BREAKDOWN I. Countywide (local) Operative Cost - Sheriff's Department ITEM1986-87 I987-88 1988-89-on Salaries and Benefits 16I,000 275,000 32I,000 Budgeted Staff 6.0 I0.5 11.0 Services and Supplies: On-going 10,000 22,000 28,000 Card Conversion 50,000 -O- -O- Training 7,000 6,000 -0- Miscellaneous Start-up 22,500 I3,000 -0- Terminal Maintenance -O- 43,000 43'000 Fixed Assets 22,000 45,000 I2,000 TOTAL COST 272,500 484,000 404,000 II. Regional (2 Counties) Mainframe Cost -- OMS ITEN ' I9G6-87 1987-88 I988-89-on Salaries and Benefits 7,500 15,000 15,000 Positions .25 .5 .5 Services and Supplies: On-going 50,000 77,000 77,009 License Fee 25,000 -Q- -0- Mainframe Maintenance -O- 150,000 150,000 Fixed Assets -O- -0- -O- Site Preparation 75,000 -O- -O- {OTAL COST I58,000 242,000 242,800 III. Regional (2 Counties) Computer Purchase ITEM 1986-87 only Purchase of Mainframe and l Terminal for Each County 777,000 KL/mt:6/86 - ' CAL-ID Shared Coat Summary I986-87 1987-88 I988-89-on S.B. S.B. Riverside S.B. S.B. Riverside S.B. S.B. Riverside County Cities County County Cities County County Cities County Mainframe Purchasel 136,635 251,865 385,000 Regional Mainfrnm27,784 51,216 79,000 42,556 78,444 12I,000 42,556 78,444 121,000 � Operation (est.) S.B. Count�wide I.D. 95,838 176,662 142J087 26I,913 I42J087 26l/9l3 � Operation TOTAL 260,257 479,743 484,000 I84,643 340,357 121,000 184,643 340,357 12I,000 l. $2,457'000 - Total cost of hardware -1,680,000 - Paid by State 770,000 - Paid by two County region x 50% - Estimated San Bernardino County share � 385,000 - Of which County pays 35^I7%, Cities pay 64.83/10' 2. Again, Riverside County pays 50%, balance divided 35.171'0' to Sen Bernardino County and 84^83/10 to San Bernardino cities. 3. Total cost divided 35.17,"0' San Bernardino County and 64°83% San Bernardino cities. The cities and County of Riverside will have their own--separate--local countywide operations program. co . . Attachment C CAL-ID Local Operation Costs Sheriff's Department Salaries & Benefits 1986-87 1987-88 1988-89—on PositionaCost Bud. Staff Cost Bud. Staff Cost Bud. Staff __- __- I Sheriff Sergeant 56,000 1.0 59,000 1.0 59,000 1.0 l Deputy Sheriff II (lO%) 26,000 .5 52/000 1.0 4 Fingerprint Techs. 54,000 2.0 I08,000 4.0 I00,800 4.0 4 Records Clerks 40,000 2.0 80,000 3~0 88,000 4.0 I Secretary I 11,000 .5 22,000 1.0 22,000 1.0 ll TOTALS 16I'000 5.5 275,000 9.5 321,000 lI~O ' ' . FOR COUNTY USE ONLY County Department Contract Number San Bernardino County Sheriff 86-646 County Dspartmant Contract Representative Contractor's L.cense Nurnber: ry COUNTY OF SAN BERNAR©INO Kent Lihme 387-3659 Ph STANDAR© CONTRACT Budget unit No. Sub-object No. Fuund No. I Job No. Amount of Contract 020 9990 526 EEDLANDS1 P o'ect Name: if contract has more then one payment or receipt, ZD complete the following: Payments Estimate: Approximate Amount Each. THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereafter called the County, and Name City of Redlands hereafter called City Address P. 0. Box 280 Redlands , California, 92373 Phone 798-7500 Birch Date 12/3/88 Federal 10 No.or Social Security No. IT IS HERESY AGREED AS FOLLOWS: (Use space below and additional bond sheets. Set forth service to be rendered,amount to be paid,manner of payment, time for performance or completion, determination of satisfactory performance and cause for termination, other terms and conditions,and attach plans,specifications,and addenda,if any.) WHEREAS, Senate Bill No. 190 (Chapter 1234 of the 1985-86 Legislative Session) provides for funding and procedures relating to the California Identification System; and WHEREAS, a region composed of the area of the Counties of Riverside and San Bernardino has been formed for implementation and operation of an Automated Fingerprint Identification System in compliance with Senate Bill No. 190; and WHEREAS, the costs of the Regional System will be allocated to the users within the aforesaid Counties on the basis of fifty percent (50%) for the San Bernardino County area and fifty percent (50%) for the Riverside County area; and WHEREAS, there will be costs for implementation and operation of a local subsystem within San Bernardino County; and WHEREAS, a local RAN Board has been established for the area of San Bernardino County comprised of the following members: A Member of the Board of Supervisors, the Sheriff, the District Attorney, the Chief of Police of the City having the largest number of sworn personnel, a Chief of Police selected by all other police chiefs within the County, a Mayor selected by the City Selection Committee and a member-at-large chosen by the other members; and WHEREAS, the County of San Bernardino and CITY desire to enter into an agreement for the implementation and operation of an Automated Fingerprint Identification System for the benefit of the citizens of their jurisdictions; 1 - 3 NOW THEREFORE, in consideration of the mutual covenants, conditions, and stipulations hereinafter set forth, the parties hereto agree as follows: 1. CITY agrees to be a user of the Automated Fingerprint Identification System established for the areas of San Bernardino and Riverside Counties. CITY' s use of the System under this agreement shall be through the local subsystem for the San Bernardino County area. 2. It is agreed that the total costs applicable to the San Bernardino County area for the Regional System which are not paid by the State and the total costs for the local subsystem within San Bernardino County which are not paid by the State shall be allocated to each user within San Bernardino County based on the users percentage of the total population of all users within the County of San Bernardino. The population of the COUNTY for allocating COUNTY costs based on population shall be the population of the unincorporated area of the County. The population figures used for allocating annual costs to all users shall be the most recent State of California Department of Finance Population Estimates. The costs for the Regional System shall be consistent with the budgets approved by the Regional and Local RAN Boards. The costs for the local subsystem for the San Bernardino County area shall be consistent with the budget approved by the local RANT Board and the Board of Supervisors of COUNTY. 3. The Regional RAN Board shall approve procedures and policies for operation and use of the Regional Automated Fingerprint Identification System. The Local RAN Board shall approve such for the local subsystem for the San Bernardino County area. The Sheriff of the COUNTY shall be responsible for managing and operating the local subsystem within the COUNTY consistent with directions of the local RAN Board. All such procedures and policies shall be consistent with the technical requirements of the Regional System. 4. CITY shall pay to the Audi for of COUNTY within thirty (30) days of entering into this agreement its share of costs under this agreement for the first year (July 1, 1986 through June 30, 1987) based upon the assumption that all cities within San Bernardino County will participate in the program. COUNTY' s Auditor/Controller/Recorder shall subsequently adjust the billing to CITY based upon actual participation of cities. After the first year under this agreement, City shall pay its annual cost share by August lat or fifteen (15) days after approval of CITY' s budget, whichever is later. Payments under this agreement shall be deposited in an interest bearing trust account with any earned interest being applied for expenses of the Automated Fingerprint Identification System. 5. Any amendments to this agreement shall be in writing and approved by the parties before becoming effective. 6. The term of this agreement shall commence upon execution by both parties and shall continue until terminated as hereinafter set forth. Either party may terminate this agreement by giving notice of termination to the other party on or before February 1 of any year to terminate this agreement as of the subsequent July lat. Page 2 of 3 7. Any notices required to be given under this agreement shall be delivered in person or by first class mail to CITY' s Clerk or the Clerk of the Board of Supervisors as applicable. 8. Following approval of the budget for the local subsystem for the San Bernardino County area, COUNTY' s Sheriff shall fiscally manage the funds and expenditures of the Automated Fingerprint Identification System and establish a separately identifiable account for allocating costs pursuant to the terms of this agreement. 9. Any user of the System which is allowed to enter into program participation after the System has originally been implemented shall be required to pay its fair share of original start-up, implementation and equipment costs prior to participation in the System. Any such new users may be subject to additional assessments as recommended by the local RAN Board. Such fair share costs shall be based on the percentage of population of the user to the total population of all users and the amount of the costs shall be as determined by the local RAN Board for the San Bernardino County area. 10. Each user of the Automated Fingerprint Identification System within the- San Bernardino County area shall be required to be a party to an agreement with the COUNTY setting forth obligations and responsibilities of users so that all such users are treated consistently and costs are allocated to all users based on their percentage of the population of all users within the San Bernardino County area of the Regional System. 11 . COUNTY shall provide users with a financial report at the end of each fiscal year covering the costs for the San Bernardino County area portion of the Regional System and the local subsystem for said area consistent with regular County practices. 12. Any disputes over charges under this agreement will be resolved by the local RAN Board for the San Bernardino County area consistent with the terms of this agreement. 13. Each party shall indemnify and hold the other party 'harmless from liability for acts or omissions of itself and its agents and employees in connection with the performance of this agreement. COUNTY OF SAN B CITY OF DLANDS (Snqte Jcaporation,cam any,etc.) Chairman, Board of Supervisors ROSE9T L. HAMMOCK Q06 By JUL 01 Dated (Authorized Signature) Dated__duly 15 , 1986 ATTESTED-: Title_ IIayor 'Clerk o-f the Board of pervisors I Address P. 0. Box 280, Redlands, CA 92373 Deputy APProved as tr, Legal Form Reviewed as to Affirmative Action Re,ievved for Process-Ing County Counsel Agency AdministratorICA0 Date Date Date -- ----- --- - CQU NT Y S H EIS,,.r Floyd Tidwell S Sheriff .w 9 "Uediculec/ ToYour Sufeti," rr August 6, 1986 CAROLE BESWICK, Mayor City of Redlands P.O. Box 280 Redlands, Ca 92373 Enclosed is a fully-executed copy of the agreement between the County of San Bernardino and your City for participation in the CAL-ID program. I would like to take this opportunity to express my sincere thanks for your support in making the CAL-ID criminal identification system a reality. Sincerely, FLOYD TIDWELL, Sheriff mt Enclosures Post Office Box 569, San Bernardino, CA 92403