HomeMy WebLinkAboutRecords Billing Agreement with Ada County Sheriffs for Allocation of Costs related to use New World System at Ada County Sheriff~ ~ ~~ _ ; _ GARY ~ANEY, SHERIFF
ADA COl1NN
September 16, 2009
Lieutenant John Overton
Meridian Police Department
1401 E. Watertower
Meridian, ID 83642
RE: Records Billing Agreement for fiscal year 2009-2010
Dear Lieutenant Overton:
Enclosed you will fmd two original agreements for the above referenced -
matter. Please mark the appropriate box indicating which payment method you
prefer. Please have them both signed where indicated and then return both
agreements to us. Please mail to:
Ada County Sheriff's Office
Legal Department
7200 Barrister Drive
Boise, ID 83704
As soon as we obtain the Sheriffs signature, we will mail you one fully
executed original for your files.
If I can be of further assistance, please don't hesitate to contact me.
Sincerely,
GARY RANEY
Ada County Sheriff
~'~
Jo eph .Mallet
Chief Legal Advisor to the Sheriff
JDM/ef
Enclosures: Agreements (2)
7200 Barrister Drive • Boise, Idaho 83704-9217
Tel: 208-577-3000 • Fax: 208-577-3009 • Website: www.adasheriff.org
ADA COUNTY SHERIFF'S OFFICE
RECORDS BILLING AGREEMENT
This RECORDS BILLING AGREEMENT ("Agreement") is between the Ada County Sheriffls 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 furnware 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: Meridian Police Department
General Contact Person: Marcia Beeman -Records Supervisor
Agency Address: 1401 E. Watertower
Meridian. ID 83642
Billing Contact Person: Lieutenant John Overton
Email address: Overtonjna,MeridainCity.org
Telephone No.: 846-7339
General Terms: This Agreement shall commence on October 1, 2009 and shall continue through
September 30, 2010. 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 2009 - 2010, Agency shall remit $16,293.90 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.
RECORDS BILLING AGREEMENT-FV 0&09
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 mark the 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~` .
c~ Quarterly payments with the first payment due on or before October 15`" and subsequent
~I payments due on January 15~', April 15 ,and July 15~', respectively. The amount to be paid with
`~ each installment is '/4 of the Agency's total amount due for the current year.
^ 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 C,L day of S~e}1te~, 2009.
Novcp~bc/'
CITY OF MERIDIAN
By: ~ ~G ./~ ._ ~ ~~
Date: 10 -
~~
~ rF
a ;
SEAL =
9 ~A~~
;'gy'p ~T ts'~ ~ QZO`~~`~
''''///~~~C ~ r1 rvv~ry ~ ~ t 1 ~~~`\le\~`
RECORDS BILLING AGREEMENT- FY 0&00
ADA COUNTY SHERIFF'S OFFICE
B
Gary Raney, heriff
Date: O
~, ~ ~~~