PD Agreement No. 10592-4-17 Law Enforcement ConsolidatedAGREEMENT NO. 10592-4-17
RENEWAL AND MODIFICATION INTERGOVERNMENTAL AGREEMENT
AMONG LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO
FOR A CONSOLIDATED RECORDS MANAGEMENT SYSTEM (RMS)
THIS RENEWAL AND MODIFICATION AGREEMENT is entered into this
day of `Th .u- _ , 2017, by and between the City of Boise, on behalf of the Boise Police
Department (BPDV Ada County, on behalf of the Ada County Sheriff's Office (ALSO), 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 was renewed as Agreement No. 10592-1-15 for the period
beginning October 1, 2014, through September 30, 2015; and
WHEREAS, said Agreement was renewed as Agreement No. 10592-2-15 for the period
beginning October 1, 2015, through March 31, 2016; and
WHEREAS, said Agreement was renewed as Agreement No. 10592-3-16 for the period
beghming April 1, 2016 through December 31, 2016; and
WHEREAS, the Parties acknowledge that New World Systems Corporation, which
provided the Aegis MSP software system design, installation and support for the consolidated
records management, was acquired by Tyler Technologies, Inc. that assumed the maintenance
and support for the consolidated records management that is the subject of the Agreement;
WHEREAS, it is now the mutual intent of the Parties to renew said Agreement for an
additional nine-month terin. The County has approved the FY 17 budget and appropriated the
amount required for the contract payments payable under this Agreement.
NOW, THEREFORE, this Agreement does renew Agreement No. 10592 for the period
beginning January 1, 2017 through September 30, 2017, including Exhibit A attached hereto and
made a part hereof
The "Payment for Maintenance and Technical Support Services" paragraph in
Exhibit A is modified to read as follows:
The cost of the "Maintenance and Support Agreement" between Ada County and
Tyler Technologies, Inc. for the period from January 1, 2017, to September 30,
RENEWAL AND MODIFICATION INTERGOVERNMENTAL AGREEMENT AMONG
LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO FOR A CONSOLIDATED
RECORDS MANAGEMENT SYSTEM (RMS) — PAGE 1
2017, is $124,644.00. This cost will be apportioned between the City of Boise
Police and Ada County Sheriffs Office in the same percent as in the previous
agreements, with the exception that Meridian Police will not have a
reimbursement obligation; and the City of Boise Police and Ada County Sheriffs
Office will evenly split the prior 15% Meridian Police obligation, as follows:
a. City of Boise Police $81,641.82 (65.5%).
b. Ada County Sheriffs Office - $43,002.18 (34.5%).
2. City of Boise is not requesting reimbursement for IT Hardware, Software
Maintenance, or Professional Services.
3. The Parties will make the payments outlined above directly to Tyler
Technologies, Inc. at:
Tyler Technologies, Inc.
840 West Long Lake Road
Troy, MI 48098
IT IS FURTHER AGREED that this modification is effective as of the Is' day of
January, 2017 and that all other provisions of the Agreement shall remain in full force and effect
and shall not in any way be modified, changed, altered, or amended by this Renewal Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date and
year written above.
Board of Ada County Commissioners
By:
Case, Commissioner
By:
JimKfiblfN Commissioner
Absent, but Reviewed.
By:
Rick Visssr, Commissioner
ATTEST:
Christopher D. Rich, Ada County Clerk
RENEWAL AND MODIFICATION INTERGOVERNMENTAL AGREEMENT AMONG
LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO FOR A CONSOLIDATED
RECORDS MANAGEMENT SYSTEM (RMS) — PAGE 2
ADA COU(Iyrr S +RIFFS FI
Date By: ��
Steph Bartlett
Ada County Sheriff
Approved as to form: 9 tNA
Jos&Y4allet
Chief Legal Advisor to the Sheriff
CITY OF BOISE
Date 4/4/17 By: (—��4/4/17
b—avicK Bie
Mayor
ATTEST:
4/4/17
tt erk Lynda Lowry
Date
ATTEST:
City Clerk
CITY OF MERIDIAN
Tammy De Weerd
Mayor
RENEWAL AND MODIFICATION INTERGOVERNMENTAL AGREEMENT AMONG
LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO FOR A CONSOLIDATED
RECORDS MANAGEMENT SYSTEM (RMS) — PAGE 3
Date
Date
ATTEST:
City Clerk
Date
ADA COUNTY SHERIFF'S OFFICE
Approved as to form:
Stephen Bartlett
Ada County Sheriff
Joseph Mallet
Chief Legal Advisor to the Sheriff
CITY OF BOISE
In
David H. Bieter
Mayor
CITY OF AN
By:
Tammy De Y erd
Mayor
RENEWAL AND MODIFICATII�RGOVERNMENTAL
LAW ENFORCEMENT AGENCIES OF ADA COUNTY, IDAHO
RECORDS MANAGEMENT SYSTEM (RMS) — PAGE 3
AGREEMENT .AMONG
FOR A CONSOLIDATED
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
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 groups listed in this Paragraph.
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A
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 firnction 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.
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 from 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."
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A
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.
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 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.
h. 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.
1. 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.
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A
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 FY15 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
requester 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.
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.
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.
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
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A
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.
in. 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
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
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A
Figure 1 — Multi -Agency Issue Reporting Process:
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The Multi -Agency Issue Reporting Process is described as follows:
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Level 1 Support — Application Administrator:
An RMS user experiencing an issue shall report the issue first to the agency's Application
Administrator, who shall first rile 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 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
RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO — EXHIBIT A
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:
Any of the three previous levels of support 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 5PM Monday
through Friday. After Hours 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 (1T specialist). The IT specialist
shall begin troubleshooting no later than 3 hours from 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 a4d users
notified when the service is back up and running.
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RENEWAL INTERGOVERNMENTAL AGREEMENT AMONG LAW ENFORCEMENT
AGENCIES OF ADA COUNTY, IDAHO - EXHIBIT A