Records Billing Agreement with Ada County Sheriff for Meridian Police Department BillingADA COUNTY SHERIFF'S OFFICE
RECORDS BILLING AGREEMENT
This RECORDS BILLING AGREEMENT ("Agreement") is between the Ada County Sheriff s 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 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 De artment
General Contact Person: Lt. John A. Overton
Agency Address: 1401 E. Watertower
Meridian, ID 83642
Billing Contact Person: Stacy Kilchenmann -Finance Director
Email address: SKilchenmann n~meridiancity.or~
Telephone No.:
General Terms: This Agreement shall commence on October 1, 2012 and shall continue through
September 30, 2013. 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 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
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 2012 - 2013, Agency shall remit $19,912.00 to ACSO, 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 yeaz to show the new amount owed by Agency. Such amendment
shall be in writing and signed by authorized representatives of both parties.
RECORDS 81LLING AGREEMENT- FYY2012-2013
ALSO shall invoice A enc for the amount due. Agency may choose how to remit payment by
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indicating which payment method it prefers as noted below (please mark the appropriate box).
One annual payment of balance in full due within 30 days of receipt of invoice.
Bi-annual a ments a ual to '/2 of the total amount due for the current year. The first payment is
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efore October 15 with the second payment due on or before March 15~ .
due on or b
rterl a ments with the first payment due on or before October 15~' and subsequent
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a ments due on January 15 ,April 15 ,and July 15 ,respectively. The amount to be paid with
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each installment is /4 of the Agency s
Monthl a ments with the first payment due by on or before the 15~' of each month and
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subsequent payments due on the 15 of each following month.
U on re nest, the ACSO will provide Agency with a breakdown of System and Component costs and
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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 2~ day of 2012.
CITY OF MERIDIAN
ADA COUNTY SHERIFF' S OFFICE
By. ~/~~/.~ B
Tammy de erd, Mayor Gary aney, riff
RECORDS BILLING AGREEMENT- FYY2012-2013
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