HomeMy WebLinkAboutIntergovernmental Agreement with Ada County and Boise Police Consolidated Records Management System:AGREEMENT NO. I G y ~i ~
INTERGOVERNMENTAL AGREEMENT
AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO
For a Consolidated Records Management System (RMS)
PARTIES:
arties to this A reement are the City of Boise, on behalf of the Boise Police Department (BPD), Ada
Thep g
n behalf of the Ada County Sheriffs .Office (ACSO), and the City of Meridian, on behalf of the
County, o
' ' n Police De artment MPD). Each party to this Agreement shall be referred to throughout this
Meridla p (
document b name or as "each agency, or collectively as the "agencies," where appropriate:
Y
RECITALS:
HEREAS BPD ACSO, and MPD currently utilize a records management system that is capable of
W ,
being shared by multiple public safety agencies; and
' s ractices of the a encies are sufficiently similar that integration,
WHEREAS the busines p g
consolidation and standardization of records systems would be both practical and cost effective over time; an
WHEREAS, authorized police and sheriff personnel of all agencies will have immediate access to
olice records created b these other agencies, dependent upon user security; all parties will realize significant
p y
crime-solving and suppression benefits through such consolidation of records.
WHEREAS the a encies desire to enter into an Intergovernmental Agreement for the purpose of
g
tilizin a consolidated, shared Records Management System (RMS), for their mutual benefit as .further
u g
described in this Agreement, and for the benefit, health, safety, and welfare of the public.
NOW THEREFORE, in consideration of the mutual promises contained herein, the Parties hereby agree
as follows:
I. General Requirements:
A. Each a enc rants to the other agencies herein consent to use and review the data created,
g Yg
collected, input and stored on the Aegis MSP software suite, only for lawful law enforcement purposes
and in accordance with the responsibilities and procedures described in Exhibit A entitled Scope of
Services, which is attached hereto and made a part hereof.
The arties a ree to a ortion the costs of the annual standard software maintenance agreement
B. p g pp nd rofessional services rovided by
("SSMA) of the Aegis MSP and the annual hardware, software, a p p
the Cit of Boise, according to the DR count of each agency, so that the total paid by the participating
Y
a encies a uals 100% of the aforementioned costs, as set forth in Exhibit B entitled Costs and
g ~ ' a art hereof.
Payments, which is attached hereto and made p
II. Pur ose: The Purpose of this Agreement is to continue to maintain a consolidated and collaborative
__1~__ .
Records Mana ement System ("RMS") comprised of data and related work processes for collecting,
g
storm ,and sharing public safety information, including police and sheriff department records pertinent
g
to all arties to this Agreement. This Agreement, and the actual RMS, referred to as the Aegis Microsoft
p
Platform "MSP") software suite, will enable the agencies to utilize the same technologies in collecting
(
data recordin data, storing data, and retrieving data, and to have shared access to the data of each
g
agency as specified in this document.
Page 1
III. Term and Renewal: The term of this Agreement shall be from October 1, 2013 and shall terminate on
September 30, 2014. This Agreement may be renewed for additional one-year terms upon writing by
the parties.
IV. Non-Discrimination: In the performance of the services of this Agreement, each party agrees not to
discriminate against any employee or applicant because of race, religion, marital status, age, color, sex,
handicap, national origin or ancestry, income level or source of income, physical appearance, sexual
orientation, political beliefs, or student status.
IV. Liabilit : Each party shall be responsible for its own acts or omissions and those of its officers,
employees, agents, and representatives; and shall be responsible for losses, claims and liabilities which
are attributable to such acts or omissions.
V. Limitation of Liability: Notwithstanding any provision in this Agreement to the contrary, the City of
Boise, as the agency hosting the Aegis MSP and each party's data on the City of Boise's IT
infrastructure, shall not be liable or obligated for the following with respect to hosting the Aegis MSP
and data; and all other parties shall hold the City of Boise harmless for:
A. any special, punitive, incidental or consequential damages (including, without limitation, any
lost profits, cost of procurement of substitute goods, technology, services, or rights);
B. any losses, claims, and liabilities attributable to interruption of use or loss or corruption of data,
whether resulting from regular maintenance or unscheduled interruption; or
C. any matter beyond its reasonable control.
This provision shall survive termination of this Agreement.
VI. Compliance with applicable laws: Each party shall become familiar with, and shall at all times
comply with, and observe all federal, state, and local laws, ordinances, and regulations which may in
any manner affect this Agreement.
VII. Legal Powers and Duties: Each party understands and agrees that no clause, term, or condition of this
Agreement shall be construed to supersede the lawful powers or duties of any party.
VIII. No=: All notices to be given under the terms of this Agreement shall be in writing and signed by the
authorized signatory of the agency serving the notice and shall be sent by registered or certified mail,
return receipt required, postage prepaid, or hand delivered to the designee for notice, as set forth in
Appendix 1 to the Agreement. If any party wishes to designate another person for the receipt of notice
under this section, that party shall notify all other parties in writing by sending a notice under this
section.
IX. Controlling Law: It is expressly .understood and agreed to by the parties that in the event of any
disagreement or controversy between the parties, Idaho law shall be controlling.
X. Entire Agreement:
A. The entire Agreement, including Exhibits A and B and Appendix 1, is contained herein; and this
Agreement supersedes any and all oral agreements and prior negotiations among the agencies
relating to the subject matter hereof.
B. The entire Agreement is intended to be an agreement solely among the agencies hereto and for
their benefit only. No part of the Agreement shall be construed to add to, supplement, amend,
abridge or repeal existing duties, rights, benefits or privileges of any third party or parties,
including but not limited to, employees of any of the parties.
Page 2
XI. Amendment: This Agreement shall be binding on the parties hereto, and cannot be varied by any oral
representations or promises of the parties hereto or of any non-party. Any change in any provision of
this Agreement may only be made by an amendment in writing and signed by the parties.
XII. Severabili If any provision of this Agreement is determined by any court of law to be
unconstitutional, illegal or unenforceable, it is the intention of the parties that all other provisions of this
Agreement remain in full force and effect.
XIII. No Waiver: A party's failure to exercise or delay in exercising any right, power or remedy herein shall
not operate as a waiver thereof; nor shall any single or partial exercise of any right, power or remedy
preclude any other or further exercise thereof. No express waiver shall affect any event or default .other
than the event or default .specified in such waiver; and any such waiver, to be effective, must be in
writing and shall be operative only for the time and to the extent expressly provided by the party
making the waiver..
XIV. Termination: Any party may terminate this Agreement without cause by giving all other parties ninety
(90) days' written notice, as provided in Section VIII, Notices.
A. Upon termination, BPD, in conjunction with the City of Boise Information Technology
Department, shall suspend all passwords and accounts issued to that agency, as of the date of
termination and recalculate and reapportion the maintenance and support fees to the remaining
participating agencies.
B. The terminated agency will be entitled to a copy of its data, as that term is defined in Exhibit A,
upon written request to the City of Boise Police Department. If the agency requests assistance
in the re-conversion of data for that agency pursuant to a termination any such work will be
performed pursuant to a separate agreement between the agency and the City of Boise
Information Technology Department.
XV. Third .Party Rights: This Agreement is intended to be solely among the agencies hereto. Nothing in
this Agreement shall be construed to add, supplement, amend, abridge or repeal existing rights, benefits,
or privileges of any third party or parties, including but not limited to, employees of third parties.
XVI. Goodwill: Any and all goodwill arising out of this Agreement shall be shared equally by all of the
parties.
XVII. Authori :Each party represents that it has the authority to enter into the Agreement and that all
necessary procedures have been followed to secure authorization to enter into this Agreement from the
party's respective governing body. Each person signing the Agreement represents and warrants that he
or she has been duly authorized to do so.
XVIII. Counterparts: The Agreement may be signed in counterparts which, when taken together, shall be
effective as if all signatures appeared on the same original document.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed.
Page 3
C O IS
~~.+
12/17/13
DAVID H. BIETER
MAYOR
CITY MERIDIAN
G%~~ G~c.(i~
TAMMY WEERD
MAYO
ATTEST:
~~~~io "(
Approved
.,....
r
Jim T b ,Commissioner
By:
Rick Yzaguirre, missioner
as to form:
Jo ep allet
Chief legal Advisor to the Sheriff
Boar da C unty Commissioners
- sent, but Reviewed.
. ~.
By-- -~
Davi ase, Commissioner
Christopher D. Rich, Ada County Clerk
Page 4
ATTEST:
~ ~. a~~f %~ ~ „
~~~~ ~.
~:~~
,.. -g~' T
f ~ F R
~~ ~ ~•
i4' ti .1.~'~ a., 'ti' ,
'~tf
ADA COUNTY SHERIFF'S OFI~
EXHIBIT A
SCOPE OF SERVICES:
1. Definitions:
Data: For purposes of this Agreement, data shall be any piece of digital information produced by the
agency that has been converted from the legacy system (IBM AS/400), or created, collected, input, and
subsequently stored on the RMS while that agency is a party to this Agreement, including but not limited to
Incident Tracking System (ITS) information and National Incident-Based Reporting Standards (NIBRS)
information.
Failover: Backup operational mode in which designated functions of a system are assumed by
secondary system components when the primary component becomes unavailable through a major
system failure, thus ensuring amission-critical system is always available.
Level of Authority: Level of access assigned to each user's account in order to access data within the RMS
system.
Records Management System: Consolidated and collaborative system comprised of data and related work
processes for collecting, storing, and sharing public safety information, including police and sheriff
department records pertinent to all parties covered under this Agreement.
2. Coordination and Communication among the Agencies:
a. Application Administrator: Each agency shall designate both a primary and backup Application
Administrator to maintain the RMS application and provide those persons' names, titles., addresses,
phone numbers, and email addresses to the other groups listed in this Paragraph. It will be the role of
the Application Administrator to assign a user ID, log-ins, and passwords for each user within his
agency.
b. Business Rules/Processes Board Member: Each agency shall designate a Business
Rules/Processes Member, who will be responsible for providing input and establishing standard
business processes and standard configuration of RMS for continuity of usage across all agencies, and
provide that person's name, title, address, phone number, and email address to the other groups listed in
this Paragraph.
c. Notification Groups: Each agency shall maintain a standard list of contacts to which communication
will be made regarding scheduled system down-time, emergency system down-time, and/or status of
reported issues.
d. Executive Committee: The governing board presiding over the RMS system and processes, comprised
of a representative from each agency as designated by each agency's chief law enforcement officer or
designee and convening only as needed to provide general agency direction to the Steering Committee
and/or RMS Project Manager.
e. RMS Project Manager: The Steering Committee members shall designate a Project Manager as
needed for the planning and coordinating of future.implementations (expansions) of RMS and provide
that person's name, title, address, phone number, and email address to the other grou s listed in this
p
Paragraph.
f. Steering Committee Member: Each agency shall designate a Steering Committee Member, who will
be responsible for directly addressing issues identified by the Project Manager and guiding the Project
Manager with regard to future RMS implementations and on-going support, and provide that person's
name, title, address, phone number, and email address to the other groups listed in this Paragraph. It
will be function of the Steering Committee Member to identify the RMS users in his agency and
document each user's level of authority and security profile and to coordinate with the Application
Administrator, who will assign user ID's, log-ins, and passwords.
Exhibit A -Page 1
Adviso Board Member: Each agency shall designate one of its IT employees as a
g. Technology ry
olo Adviso Member, who will be responsible for providing technology advice to the Steering
Techn gy rY Mana er and rovide that person's name,
Committee, Business RuleslProcesses Board, and Project g p
title address hone number, and email address to the other groups listed in this Paragraph.
~p
' ' ' ve been named from each a ency, any agency wishes to subsequently
If, after the designated individuals ha g
' s aforementioned candidate(s), the agency must notify all of the other groups listed above in
change it
' in b means of the notification groups. This is critical to ensure all appropriate parties are kept
writ g, y
informed of activities impacting the use of RMS.
3. Procedures for New Implementations:
If a new im lementation is needed, the Steering Committee will designate a Project Manager, who, along
p
with the Steerin Committee will work with the assigned prof ect manager from New World Systems, the
g
licensor of the Aeis MSP software suite, to develop an implementation schedule and timeline. The Project
g
Mana er will kee the agencies informed of project progress, the anticipated cost of the initiative, and of
g p
an decisions to modify the schedule. The parties should cooperate as required for the efficient and prompt
y
completion of tasks.
4. City of Boise Police Department Responsibilities:
a. Serve as the agency hosting Aegis MSP RMS on behalf of Ada County for all agencies formerly served
by Ada County as listed herein.
b. Provide annual estimates, percentage adjustments, and invoices to each agency for annual maintenance
and su ort for services rovided by City of Boise Information Technology resources as described in
pp p
Exhibit B "Costs and Payments."
c. Acquire and work with third party vendors as maybe required to provide the services described in
Exhibit A, Paragraph 7, not provided by New World Systems.
d. Provide, maintain, and publish the process for other agencies to report technical support issues to the
City of Boise Help-Desk as described in Exhibit A, Paragraph 7.
e. Provide and coordinate ongoing maintenance and technical support services to other agencies within the
scope described in Exhibit A, Paragraph 7.
f. Provide storage of all agencies' RMS data as required for record retention pursuant to applicable Idaho
statutes. Storage requirements will be assessed annually prior to Agreement renewal and .associated
increased will be included in Exhibit B "Costs and Payments."
. Kee other a encies informed of issues reported to City of Boise and of technical issues reported by
g p g
City of Boise to New World Systems by utilizing the common Notification Group identified in Exhibit
A, Paragraph 2.
5. Individual Participating Agency Responsibilities:
a. Provide project management services as the need arises based upon the selection of the project manager
as agreed upon by all agencies.
b. Assign the following resources: primary and backup Application Administrator, Business
Rules/Process Board member, Steering Committee member, and a Technology Advisory Board member
to function as described in Exhibit A, Paragraph 2.
c. The Steering Committee member shall identify those members of hisCher agency who will be users of
the RMS. The level of authority and security profile for each user from each agency will be documented
by the Steering Committee member within each agency. The Steering Committee Member shall
Exhibit A -Page 2
' e with the a licable A lication Administrator who will assign a user ID/log-ins and
coordmat pp Pp
passwords for each user within their respective agency.
' re ort to the A lication Administrator when a RMS user ceases to use RMS, or leaves the
d. Immediately p pp
em to ment for an reason, in order to inactivate the user account in RMS. The Application
PY y
Administrator will inform the agency Steering Committee member of the account that has been
inactivated.
Immediatel re ort to the agency's IT Department, through the support request process shown in
e. y p
Exhibit A, Para aph 7, when an RMS user ceases to use RMS, or leaves employment for any reason, in
order for the RMS client software to be removed from the user's machine if applicable.
f. Immediatel re ort to the City of Boise Help-Desk, through the support request process shown in
Y p
Exhibit A, Para raph 7, when an RMS user ceases to use RMS, or leaves the employment of the agency
g
for an reason, in order for City of Boise IT to remove any associated account from the applicable
Y
remote access servers.
. Ensure that all users only use the RMS for valid law enforcement and public safety purposes, according
g
to law and defined procedures.
h. Promptly report any suspected security breaches to the Application Administrator.
i. Handle re uests for release of records in accordance with Exhibit A, Paragraph 6, and as required by
q
law.
' Ensure that all data entered onto the RMS shall adhere to "Data Entry Standard Procedures" to be
J~
established by the Business RuleslProcess Board; the agency Application Administrator shall be
responsible to ensure all users of that agency adhere to the standards.
k. Ac uire, maintain and administer necessary hardware equipment and desktop software applications
q
necessary for accessing the RMS from the agency's local site.
Provide the a enc 's own local network connection capable of communicating effectively with the
1. g y
RMS on the City of Boise network.
m. Ensure agency's own underlying technology, including GIS data, is kept current so as not to hinder or
impede usage of the RMS by other agencies.
n. Handle technical problems at the local level including local connectivity issues, report unresolved
problems according to Exhibit A, Paragraph 7, and follow all instructions given by the technical support
service providers of New World Systems and/or City of Boise IT, as applicable.
o. Request technical assistance from the City of Boise IT Department by following the support request
process as described in Exhibit A, Paragraph 7.
p. Maintain the agency's applicable software license, maintenance, and support contracts as maybe
required to continue to meet the purposes of this Agreement through FY14.
6. Security and Release of RMS Data:
a. All data converted from the legacy system (IBM AS/400), or created, collected, input, and subsequently
stored on the RMS shall be the sole property of the agency that produced the data, with each agency
anting to each other consent to use and review the data only for lawful law enforcement purposes and
~'
in accordance with other procedures described herein. Each agency shall be responsible for responding
to Idaho public records requests (PRRs), and any other requests made to said agency to view, access, or
release agency's own data. Access to data on the RMS is limited to the parties to the Agreement. If a
request is made of one agency for release of data of another agency, the requestor shall be directed to
the party that produced that data.
b. Agencies shall retain the ability to secure data, documents, photos and audio as deemed necessary for
investigative integrity.
Exhibit A -Page 3
7. Maintenance and Technical Support Services:
Maintenance. The City of Boise shall:
a. Provide and maintain the PRODUCTION Aegis MSP software system and in the optimal
configuration as designated by New World Systems.
b. Provide and maintain the TEST/TRAINING Aegis MSP software system and in the optimal
configuration as designated by New World Systems.
c. Install Ae is MSP software upgrades as made available by New World Systems or otherwise permit
g
New World Systems to install upgrades consistent with the standard software maintenance
agreement with Ada County.
d. Ensure City of Boise's contributions to GIS data are- kept current, and that all agencies' GIS data are
a re ated and made available in the RMS so as not to hinder or impede usage of the RMS by the
gg g
other agencies.
e. Using the Notification Group, coordinate scheduled system down-time in advance.
f. Using the Notification Group, notify agency contacts in the event of an emergency or otherwise
unplanned, system downtime event.
. Perform backups of both Production and Test/Training data on a nightly, and incremental, backup
g
schedule.
h. Provide Storage Area Network (SAN) for secure storage of data records and associated record
attachments of all file format types with the exception of video files. Note: Attachments are only
ossible via the desktop client remote access (not possible through Citrix).
p
i. Provide a failover system that will allow an alternate location to access data in the event the primary
location is unavailable for a period of greater than eight (8) hours. NOTE: The failover process
may require an 8-hour time period to execute, and only data will be available (attachments are NOT
included in the failover location).
j. Provide the backup and failover technology in a separate, secure geographic location other than the
location. of primary production and test/training environments.
k. Provide a copy of the data, if requested, by any agency terminating its participation in the
Agreement.
1. Provide a high speed wide-area network connection physically located between all agencies from
the production, test/training, and failover environments to the point of local network connection at
the other agency locations.
m. Maintain and provide technical support for the designated method of remote access currently
rovided by Citrix software. Note: Uploadslattachments are NOT possible directly from local
P
drives or external storage devices (PC, flash drives, any other external device); uploads/attachments
are only possible through the local client installation.
n. Provide to agencies instructions for Citrix. remote access installation.
o. Provide to agencies instructions for the Aegis MSP desktop client installation.
p. Maintain all software licenses, maintenance, and support contracts associated with required third
party vendors, such as Citrix.
Technical Support Services. The City of Boise shall provide the following types of technical support after
proper internal triage process has occurred as described in Figure 1:
a. Help-Desk services
b. Desk-top support services
c. Network administration
Exhibit A -Page 4
d. Server administration
e. Application administration
f. Database administration
g, Development .services
h. GIS services
i. After-hours emergency support
j. Contact with the New World Systems vendor
Figure 1-Multi-Agency Issue Reporting Process:
Level 1 Su~ppo~ rt -Application Administrator:
An RMS user experiencing an issue shall report the issue first to the agency's Application Administrator, who
shall first rule out any process/procedural issues. If the Application Administrator is unable to resolve the issue,
it is escalated to Level 2 -the agency's internal IT staff. See note under Level 4 that describes if the Application
Administrator determines at this point. the issue is a New World Systems' support issue, the Application
Administrator may contact the vendor directly to report the issue.
Level 2 Support - Agency's internal IT staff:
The Application Administrator shall report the issue to the agency's internal IT staff, who shall first attempt to
resolve all local hardware, software issues, and/or local area network issues. If the agency's internal IT staff is
unable to resolve the issue, it is escalated to Level 3. See note under Level 4 that describes if the agency's
internal IT staff determines at this point the issue is a New World Systems' support issue, the agency's internal
IT staff may contact the vendor directly to report the issue.
Level 3 Support - City of Boise Help-Desk:
The Application Administrator or agency IT staff shall report the issue to the City of Boise Help-Desk by
honin 384-3767 Burin normal business hours, after-hours, and on weekends; the Help-Desk will triage the
p g g
issue and assign it to the appropriate Boise IT personnel, who will then work with the reporting agency until
Exhibit A -Page 5
The Multi-Agency Issue Reporting Process is described as follows:
i of Boise IT staff is unable to resolve the issue, staff will escalate the issue to Level 4, New
resolved. If the C ty
s technical su ort. See note under Level 4 that describes if the City of Boise IT staff determines
World System pp
' e is a New World S stems' support issue, the City of Boise IT staff may contact the vendor
at this point the issu Y
directly to report the issue.
Level 4 Support -New World Systems technical support:
ree revious levels o su ort shall escalate the issue directly to New World Systems if it is
Any of the th p f pp r ued b an
determined at that level that the issue requires vendor assistance to resolve. If this option is pus y y
' s level of su ort the re orting entity must utilize the Notification Group to advise all other agencies
previou pp ~ p
an issue has been re orted to the vendor and subsequently to advise all other agencies when the issue has
that p
been resolved.
rt. The Ae is MSP s stem has been classified as an URGENT system, which is any system
After Hours Suppo g Y
that when ino erable, causes disruption to services being rendered to the public. Systems in this class must be
p
repaired within a reasonable amount of time.
The Cit of Boise IT Department's normal operating hours are from ,7AM to SPM Monday through Friday.
Y
After Hours su ort will be from SPM to 7AM the following day. Weekends and holidays are considered after
pP
hours su ort 24/7. After hours contact should be made by phoning 384-3767. A Help-Desk representative will
pp
be available to answer the call 24/7. If for some reason, the call is missed, a return phone call will be made
within 15 minutes from receiving the first voice mail. If the issue cannot be resolved within a half an hour by
this first oint of contact, the issue will be escalated to tier 3 support (IT specialist). The IT specialist shall
P
be in troubleshooting no later than 3 hours from being dispatched by the Help-Desk and subsequently remain
g
en a ed until the issue is resolved. Note: Boise City holidays include: November 11, 2013, November 28,
gg
2013, December 25, 2013, January 1, 2014, January 20, 2014, February 17, 2014, May 26, 2014, July 4, 2014,
and September 1, 2014.
Exce tion: Portions of fiber within the wide area network between agencies are dependent upon the Ada
p
Count Highway District (ACHD); disruptions in network connectivity created by an outside entity such as
Y
ACHD are be and the control of the City of Boise; however, City of Boise IT will work with, and/or remain in
Y
contact with, such entity until the issue is resolved. City of Boise IT will publish to the Notification Group
periodic progress reports until the issue is resolved.
NOTE: A window of down-time will, from time to time, be required in order to perform routine, planned
maintenance on the RMS (i.e. apply service packs, upgrades). Notification regarding scheduled down-time will
be ublished in advance to the Notification Group. If technical support calls are received during scheduled
P
down-time, the calls will be logged and users notified when the service is back up and running.
Pa ment for Maintenance and Technical Support Services. The maintenance and technical support services
Y
described above shall be funded by the agencies, according to Exhibit B "Costs and Payments."
Exhibit A -Page 6
EXHIBIT B
COSTS AND PAYMENTS:
1. Annual Maintenance, Support Costs, and Billing Procedures
UAL MAINTENANCE AND SUPPORT COSTS: Table 1 lists the known annual reoccurring
A. ANN nance a reements" SSMA related to this
ex enses of the RMS for support and standard software mainte g ( )
P
A reement to be a licable in fiscal year 2014, which is October 1, 2013 through September 30, 2014:
g ~ pP
Table 1
New World System's annual maintenance and support costs are subject to change. The ALSO will notify
the a encies of any such change in cost with the November estimate, described in Exhibit B, Paragraph 1,
g
Item B.
The annual BPD hardware, software and professional services support costs will go into effect in FY14 and
are sub' ect to change for FY 15 based upon departmental budget needs, including increased personnel costs
J
and staff additions necessary to support the RMS. Such changes would begin with the FY15 billing. The
Ci of Boise will notify the agencies of any such change with the November estimate described below.
tY
B. BASIS FOR PAYMENT OF ANNUAL MAINTENANCE AND SUPPORT ANNUAL
READJUSTMENTS BASED ON DR COUNT: Consistent with the established practice of the parties to
a ortion their costs for annual maintenance according to DR count of each participating agency, so that the
pP
total aid by the participating agencies equals 100% of the annual maintenance costs of the RMS, said
p
billin ercentages shall be based on the preceding year's total DR count by the City of Boise Police
gp
Department. The bill of November 2013 for FY14 shall be based upon the 2012 calendar year DR count.
Table 2 reflects the FY2014 annual maintenance costs, broken down by each agency, a list of the services
comprising the total cost for each agency, and a dollar estimate for each. Table 2 includes the DR count
and ercentage total (totaling 100%) for each agency. In anticipation that this agreement maybe renewed
p
for FY15 and annually thereafter, the City of Boise Police Department shall provide a DR count for 2013 in
June 2014.
Exhibit B -Page 1
FY14 Annual Maintenance and Support Costs (Per Fiscal Year)
~ •
Table 2
Breakdown b A ency of Fiscal Year 2014 Annual Maintenance and Support Costs
Y g
(2012 RMS DR Count)
Total New World Support: $136,861.00
Total Boise Technical Support: $ 46,572.00
Grand Total Annual Costs: $183,433.00
Boise City and City of Meridian have entered mto a collateral agreement in lni5 r~~alu.
City of Boise Police 30,362 (60%)
Ada County Sheriff 12,571(25%)
NW Ae is MSP $ 82,116.60
g
IT Support $ 34,929.00
Sub-Total Annual Cost: $110,059.80
NW Aegis MSP $ 34,215.25
IT Support $ 11,643.00
Sub-Total Annual Cost: $ 45,858.25
Meridian Police 8,043 (15%) NW Aegis MSP $ 20,529.15
IT Supports $ 0
Sub-Total Annual Cost: $ 27,514.95
C. BILLING PROCEDURES: In anticipation that this agreement may be renewed for FY15 and annually
thereafter, each Se tember, the City of Boise Police Department will notify each agency of the estimated
p
annual maintenance and technical support costs for FY15, based upon the total DR count per agency.
November of FY14 and each October thereafter, while this Agreement is in effect, the City of Boise will
send an invoice for the City of Boise Technical Support Services to each agency, and each agency shall pay
the amount billed to the City of Boise within thirty (30) days of the date of the invoice, at the address given
on the invoice. November of FY 14 and each October, while this Agreement is in effect, the ACSO will
send an invoice for the New World Systems SSMA fees to each agency; and each agency shall pay the
amount billed to the ACSO within thirty (30) days of the date of the invoice, at the address given on the
invoice. The annual maintenance and support fees are nonrefundable.
Exhibit B -Page 2
APPFNT)TX 1
DESIGNEE FOR NOTICE FOR EACH AGENCY UNDER SEC. IX:
A ency: Designee:
Cit of Boise Police Department: Chief Michael Masterson
Y
Ada County Sheriff s Office: Sheriff Gary Raney
City of Meridian Police Department: Chief Jeff Lavey
Appendix 1-Page 1