HomeMy WebLinkAboutRecords Billing Agreement with Ada County Sheriff's Office for Use, Maintenance, Upkeep of New World System SoftwareADA COUNTY SHERIFF'S OFFICE
RECORDS BILLING AGREEMENT
This RECORDS BILLING AGREEMENT ("Agreement") is between the Ada County Sheriff s Office
(the "ALSO") 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 associated with the New World System utilized by the ACSO, the Boise Police Department (the
"BPD") and the Meridian Police Department (the "MPD") to manage, track, log and maintain law
enforcement files.
Agency Utilizing ACSO Central Records Resources:
Agency Name: Meridian Police Department
General Contact Person: Lt. John A. Overton
Agency Address:
Billing Contact Person:
Email address:
Telephone No.:
1401 E. Watertower
Meridian, ID 83642
Stacy Kilchenmann -Finance Director
SKilchenmann~meridiancity orb
489-0419
General Terms: This Agreement shall commence on October 1, 2011 and shall continue through
September 30, 2012. 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 ALSO provides financial oversight and administers funding for a software system
distributed by New World Systems (the "System") through which the ACSO, BPD and MPD manages,
tracks, logs and maintains law enforcement files for and on behalf of the Agency and other law
enforcement agencies in the area. The Agency agrees to help off set the costs associated with the annual
maintenance of the System on a proportionately equal basis to the percentage the Agency, through the
ALSO, utilizes the System and Components.
Payment Calculation and Billing: To calculate the amount owed by Agency, the ALSO determines the
total number of Daily Reports ("DRs") pulled through the System for all parties who utilize the ACSO for
such function. The ALSO 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 2011 - 2012, Agency shall remit $17,379.00 to ALSO, which represents Agency's
portion of the costs associated with the 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 ofboth parties.
RECORDS BILLING AGREEMENT - FYY 2011-2012
The ALSO shall invoice Agency for the amount due. Agency may choose how to remit payment by
indicating which payment method it prefers as noted below (please mark ~e appropriate box).
One annual payment of balance in full due within 30 days of receipt of invoice.
Bi-annual payments equal to 1/2 of the total amount due for the current year. The first payment is
due on or before October 15th with the second payment due on or before March 15th .
uarterl a ments with the first payment due on or before October 15th and subsequent
Q Y p y ~ th th
payments due on January 15 ,April 15 ,and July 15 ,respectively. The amount to be paid with
each installment is 1/4 of the Agency's total amount due for the current year.
Monthl a ments with the first payment due by on or before the 15th of each month and
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subsequent payments due on the 15 of each following month.
Upon request, the ALSO 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~;~, 2011.
CITY OF MERIDIAN
ADA COUNTY SHERIFF'S OFFICE
BY~ B
Tammy de rd, Mayor Gary Raney, eriff
RECORDS BILLING AGREEMENT - FYY 2011-2012
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