HomeMy WebLinkAboutRecords Billing Agreement with Ada County Sheriff's Office~`
ADA COUNTY SHERIFF'S OFFICE
RECORDS BILLING AGREEMENT
This RECORDS BILLING AGREEMENT ("Agreement") is between the Ada County Sheriffs Office
(the "ACSO") and the law enforcement agency listed below ("Agency"). This Agreement is a
standardized billing agreement for the. allocation of costs related to the use, maintenance and upkeep of
software, hardware and firmware associated with the New World System utilized by the Ada County
Sheriff's Office to manage, track, log and maintain law enforcement files.
Agency Utilizing ACSO Central Records Resources:
Agency Name:
General Contact Person:
Agency Address:
Billing Contact Person:
Email address:
Telephone No.:
General Terms: This Agreement shall commence on October 1, 2007 and shall continue through
September 30, 2008. This Agreement may be reviewed, updated and renewed on an annual basis. Any
modifications or extension of this Agreement shall be done in writing and signed by an authorized
representative of each party.
Relationship: The ACSO utilizes a software system distributed by New World Systems (the "System")
through which the ACSO manages, tracks, logs and maintains law enforcement files for and on behalf of
the Agency and other law enforcement agencies in the area. The ACSO also maintains the firmware and
hardware associated with the System, including but not limited to, digital lines and uninterruptible power
sources, (collectively, "Components") in order to maintain the System and Components in optimum
working condition. The Agency agrees to help off-set the costs associated with the operation and
maintenance of the System and Components on a proportionately equal basis to the percentage the
Agency, through the ACSO, utilizes the System and Components.
Payment Calculation and Billing: To calculate the amount owed by Agency, the ACSO determines the
total number of Daily Reports ("DRs") pulled through the System for all parties who utilize the ACSO for
such function. The ACSO then breaks out the number of DR's pulled specifically for the Agency and
every other law enforcement agency to determine the percent of usage. The percent to total of DRs pulled
specifically for the Agency represents the percent to total due from the Agency for the costs associated
with the System and Components.
For Fiscal Year 2007 - 2008, Agency shall remit $16,308.60 to ACSO which represents Agency's portion
of the costs associated with the System and Software. On an annual basis, using the ACSO's fiscal year
of October 1 to September 30, the parties will review the amount due from Agency, as a percent to total,
and this Agreement will be amended .each year to show the new amount owed by Agency. Such
amendment shall be in writing and signed by authorized representatives of both parties.
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The ACSO shall invoice Agency for the amount due. Agency may choose how to remit payment by
indicating which payment method it prefers as noted below (pease ~~k we appropriate box>.
One annual payment of balance in full due within 30 days of receipt of invoice.
^ Bi-annual payments equal to %z of the total amount due for the current year. The first payment is
due on or before October 15`~ with the second payment due on or before March 15~' .
a Quarterly payments with the first payment due on or before October 15`~ and subsequent
payments due on January 15"', April 15 ,and July 15'x, respectively. The amount to be paid with
each installment is '/< of the Agency's total amount due for the current year.
a Monthly payments with the first ~ayment due by on or before the 15`~ of each month and
subsequent payments due on the 15, of each following month.
Upon request, the ACSO will provide Agency with a breakdown of System and Component costs and
percentage allocations.
Notices: Notices required or contemplated under this Agreement shall be in writing and mailed or hand
delivered to the respective party at the following addresses, or such other addresses as a party hereto may
from time to time designate in writing to the other:
Agency: As noted above
ACSO:
Ada County Sheriff s Office
Gary Raney, Ada County Sheriff
Ada County Sheriff's Office
7200 Barrister Drive
Boise, Idaho 83704
Phone: (208) 577-3303
DATED this day of , 2007.
By:
Date:
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ADA COUNTY SHERIFF'S OFFICE
By:
Gary Raney,
Ada County Sheriff
Date:
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