14-1037 Adopting FEMAs CRSCITY OF MERIDIAN
BY THE CITY COUNCIL:
RESOLUTION NO. 1 L� - I C) 3
BIRD, BORTON, CAVENER,
MILAM, ROUNTREE, ZAREMBA
A RESOLUTION APPROVING THE CITY OF MERIDIAN'S ENROLLMENT INTO
THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)'S COMMUNITY
RATING SYSTEM (CRS)
WHEREAS on December 9, 2014 the City Council of the City of Meridian heard a Public
Works Department report presentation of the Federal Emergency Management Agency (FEMA)
Community Rating System (CRS) program and supports the City's enrollment into the CRS
program; and
WHEREAS after such report the City Council approved preparation and submittal of an
application for entry into the CRS program with the goal of obtaining a Class 7 rating.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
CITY OF MERIDIAN, IDAHO:
Section 1. That the Public Works Department is hereby directed to proceed with the
FEMA CRS application process and to prepare the necessary materials to target a Class 7 rating.
Section 2. That the Director of Public Works is hereby authorized to implement and
carry out the administration and maintenance of the City of Meridian's CRS program.
Section 3. This Resolution shall be in full force and effect immediately upon its adoption
and approval.
ADOPTED by the City Council of the City of Meridian, Idaho this I� day of December, 2014.
4w.—
APPROVED by the Mayor of the City of Meridian, Idaho, this N day of December, 2014.
Mayor T de Weerd
ATTEST:
ari, of
IAN1
By; IDAHO
Jaycee HUman, City Cler SEA -L
RESOLUTION APPROVING CITY ENROLLMENT INTO THE FEMA's COMMUNITY RATING SYSTEM
AGREEMENT NO.
RENEWAL INTERGOVERNMENTAL AGREEMENT
AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO
For a Consolidated Records Management System (RMS)
THIS. RENEWAL AGREEMENT is entered into this 28th day of
October , 2014, by and between the City of Boise, on behalf of the Boise
Police Department (BPD), Ada County, on behalf of the Ada County Sheriffs Office
(ASCO), and the City of Meridian, on behalf of the Meridian Police Department (MPD)
(hereinafter collectively "Parties").
WITNESSETH:
WHEREAS, the Parties entered into Ada County Agreement No. 10592 for
consolidated records management on December 17, 2013 (hereinafter "Agreement"); and
WHEREAS, said Agreement ended on September 30, 2014; and
WHEREAS, said Agreement is subject to renewal by the Parties for additional
one-year terms; and
WHEREAS, it is now the mutual intent of the Parties to renew said Agreement
for an additional one-year term;
NOW, THEREFORE, this Agreement does renew Agreement No. 10592 for the
period of October 1, 2014 through September 30, 2015, with all terms and conditions
thereto in full force and effect, with the inclusion of Exhibit A and a revised Exhibit B,
attached hereto and made a part hereof.
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IN WITNESS WHEREOF, the parties have executed this Agreement on the date
and year written above.
Board of Ada County Commissioners
LM
David L. Case, Commissioner
Jim Tibbs, Commissioner
Rick Yzaguirre, Commissioner
ATTEST:
Christopher D. Rich, Ada County Clerk
CITY OI ,
By: 10/28/14
David H. Bieter
Mayor
ATTr'ST: �Q�
10/28/14
L � a Lowly
City Clerk
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M.
CITY OF MERIDIAN
Tammy DeW rd
Mayor
ADA COUNTY SHERIFF'S OFFICE
Gary Raney
Sheriff
Approved as to form:
Joseph Mallet
Chief Legal Advisor to the Sheriff
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
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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 a mission -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 dawn -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 groups listed in this
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
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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.
g. Technology Advisory Board Member: Each agency shall designate one of its IT employees as a
Technology Advisory Member, who will be responsible for providing technology advice to the Steering
Committee, Business Rules/Processes Board, and Project Manager, and provide that person's name,
title, address, phone number, and email address to the other groups listed in this Paragraph.
If, after the designated individuals have been named fi-om each agency, any agency wishes to subsequently
change its aforementioned candidate(s), the agency must notify all of the other groups listed above in
writing, by means of the notification groups. This is critical to ensure all appropriate parties are kept
informed of activities impacting the use of RMS.
3. Procedures for New Implementations:
If a new implementation is needed, the Steering Committee will designate a Project Manager, who, along
with the Steering Committee will work with the assigned project manager from New World Systems, the
licensor of the Aegis MSP software suite, to develop an implementation schedule and timeline. The Project
Manager will keep the agencies informed of project progress, the anticipated cost of the initiative, and of
any decisions to modify the schedule. The parties should cooperate as required for the efficient and prompt
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 support for services provided by City of Boise Information Technology resources as described in
Exhibit B "Costs and Payments."
c. Acquire and work with third party vendors as may be 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."
g. Keep other agencies informed of issues reported to City of Boise and of technical issues reported by
City of Boise to New World Systems by utilizing the common Notification Group identified in Exhibit
A, Paragraph 2.
S. Individual Participating Alsency 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.
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c. The Steering Committee member shall identify those members of his/her 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
coordinate with the applicable Application Administrator who will assign a user ID/log-ins and
passwords for each user within their respective agency,
d. Immediately report to the Application Administrator when a RMS user ceases to use RMS, or leaves the
employment for any reason, in order to inactivate the user account in RMS, The Application
Administrator will inform the agency Steering Committee member of the account that has been
inactivated.
e. immediately report to the agency's iT Department, through the support request process shown in
Exhibit A, Paragraph 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. immediately report to the City of Boise Help -Desk, through the support request process shown in
Exhibit A, Paragraph 7, when an RMS user ceases to use RMS, or leaves the employment of the agency
for any reason, in order for City of Boise IT to remove any associated account from the applicable
remote access servers.
g. Ensure that all users only use the RMS for valid law enforcement and public safety purposes, according
to law and defined procedures.
Ii. Promptly report any suspected security breaches to the Application Administrator.
i. Handle requests for release of records in accordance with Exhibit A, Paragraph 6, and as required by
law,
j. Ensure that all data entered onto the RMS shall adhere to "Data Entry Standard Procedures" to be
established by the Business Rules/Process Board; the agency Application Administrator shall be
responsible to ensure all users of that agency adhere to the standards,
k. Acquire, maintain and administer necessary hardware equipment and desktop software applications
necessary for accessing the RMS from the agency's local site.
I. Provide the agency's own local network connection capable of communicating effectively with the
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 may be
required to continue to meet the purposes of this Agreement through FYI and for each renewal year
thereafter.
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
granting 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.
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b, Agencies shall retain the ability to secure data, documents, photos and audio as deemed necessary for
investigative integrity.
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 Aegis MSP software upgrades as made available by New World Systems or otherwise permit
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
aggregated and made available in the RMS so as not to hinder or impede usage of the RMS by the
other agencies.
c, 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.
g. Perform backups of both Production and Test/Training data on a nightly, and incremental, backup
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
possible via the desktop client remote access (not possible through Citrix).
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
provided by Citrix software. Note: Uploads/attachments are NOT possible directly from local
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
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c. Network administration
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:
The Multi -Agency Issue Reporting Process is described as follows:
Level I Support— 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 1T 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:
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
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The Multi -Agency Issue Reporting Process is described as follows:
Level I Support— 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 1T 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:
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The Application Administrator or agency IT staff shall report the issue to the City of Boise Help-Desk by
phoning 384-3767 during normal business hours, after-hours, and on weekends; the Help-Desk will triage the
issue and assign it to the appropriate Boise IT personnel, who will then work with the reporting agency until
resolved. If the City of Boise IT staff is unable to resolve the issue, staff will escalate the issue to Level 4, New
World Systems technical support. See note under Level 4 that describes if the City of Boise IT staff determines
at this point the issue is a New World Systems' support issue, the City of Boise IT staff may contact the vendor
directly to report the issue.
Level 4 Support—New World Systems technical support:
Ani, grthe three previous levels ofsupport shall escalate the issue directly to New World Systems if it is
determined at that level that the issue requires vendor assistance to resolve. If this option is pursued by any
previous level of support, the reporting entity must utilize the Notification Group to advise all other agencies
that an issue has been reported to the vendor and subsequently to advise all other agencies when the issue has
been resolved.
After Hours Support. The Aegis MSP system has been classified as an URGENT system, which is any system
that, when inoperable, causes disruption to services being rendered to the public. Systems in this class must be
repaired within a reasonable amount of time.
The City of Boise IT Department's normal operating hours are from 7AM to SPM Monday through Friday.
After Holll'S support will be from 5PM to 7AM the following day. Weekends and holidays are considered after
hours support 24/7, After hours contact should be made by phoning 384-3767. A Help-Desk representative will
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 point of contact, the issue will be escalated to tier 3 support (IT specialist). The IT specialist shall
begin troubleshooting no later than 3 hours fi•om being dispatched by the Help-Desk and subsequently remain
engaged until the issue is resolved. Note: Boise City holidays include: Veterans Day, Thanksgiving Day,
Christmas Day, New Year's Day, Martin Luther King/Human Rights Day, Presidents Day, independence Day,
and Labor Day, and one other floating holiday,
Exception: Portions of fiber within the wide area network between agencies are dependent upon the Ada
County Highway District (ACRD); disruptions in network connectivity created by an outside entity such as
ACHD are beyond the control of the City of Boise; however, City of Boise iT will work with, and/or remain in
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 published in advance to the Notification Group. if technical support calls are received during scheduled
down-time, the calls will be logged and users notified when the service is back up and running.
Payment for Maintenance and Technical Support Services. The maintenance and technical support services
described above shall be funded by the agencies, according to Exhibit B "Costs and Payments."
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EXHIBIT B
COSTS AND PAYMENTS
1. Annual Maintenance, Support Costs, and Billing Procedures
A. ANNUAL MAINTENANCE AND SUPPORT COSTS: Table 1 lists the known annual
reoccurring expenses of the RMS for support and "standard software maintenance
agreements" (SSMA) related to this Agreement, to be applicable in fiscal year 2015, which is
October 1, 2014 through September 30, 2015.
Table 1
FY15 Annual Maintenance and Support Costs (Per Fiscal Year)
B. BASIS FOR PAYMENT OF ANNUAL MAINTENANCE AND SUPPORT, ANNUAL
READJUSTMENTS BASED ON DR COUNT: Table 2 reflects the FY2015 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 percentage total (totaling 100%) for each agency. In anticipation that this agreement
may be renewed for FYI and annually thereafter, the City of Boise Police Department
shall provide a DR count for 2014 in June 2015.
Table 2
Breakdown by Agency of Fiscal Year 2015 Annual Maintenance and Support Costs
(2013 RMS DR Count)
City of Boise Police 29,192 (59%)
FYl5
New World Systems SSMA: This agreement does not include SSMA for
the CopLinlc tnterrace.
$ 146,350.00
City of Boise IT Hardware, Software Maintenance, and
Professional Services (as described in Exhibit A, Par. 7)
$ 46,572.00
ANNUAL COST TOTAL:
$ 192,922,00
B. BASIS FOR PAYMENT OF ANNUAL MAINTENANCE AND SUPPORT, ANNUAL
READJUSTMENTS BASED ON DR COUNT: Table 2 reflects the FY2015 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 percentage total (totaling 100%) for each agency. In anticipation that this agreement
may be renewed for FYI and annually thereafter, the City of Boise Police Department
shall provide a DR count for 2014 in June 2015.
Table 2
Breakdown by Agency of Fiscal Year 2015 Annual Maintenance and Support Costs
(2013 RMS DR Count)
City of Boise Police 29,192 (59%)
NW Aegis MSP
$ 87,810.00
IT Support
$ 34,929.00
Sub -Total Annual Cost:
$ 122,739.00
Ada County Sheriff 13,032 (26%)
NW Aegis MSP
$ 36,587.50
IT Support
$ 11,643.00
Sub -Total Annual Cost:
$ 48,230.50
Meridian Police 7,517(15%)
NW Aegis MSP
$ 21,952.50
IT Support*
$ 0
Sub -Total Annual Cost:
$ 21,952.50
Total New World Support:
$ 146,350.00
Total Boise Technical Support:
$ 46,572.00
Grant Total Annual Costs:
$192,922.00
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*Boise City and City of Meridian have entered into a collateral agreement in this regard.
C. BILLING PROCEDURES; In anticipation that this agreement may be renewed for FY 16
and annually thereafter, each September, the City of Boise Police Department will notify
each agency of the estimated 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 FY14 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.
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