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HomeMy WebLinkAbout14- Police CoTY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION From: Lee Dean, Chief of Police Subject: Resolution to Authorize Execution of an Agreement Between the City of San Dept: Police Department A f Bernardino and the County of San RI G" I j L Bernardino's Wide Area Network for a Date: January 5, 1999 T-1 Connection. Synopsis of Previous Council Action: None Recommended Motion: Adopt Resolution Signature Contact person: Michael Kinsman, Lieutenant Phone: 384-5660 Supporting data attached: yes Ward: FUNDING REQUIREMENTS: Amount: $20,641 Source: (Acct. No.) 123-555-5505 (Acct. Description) Other Professional Services Finance: Council Notes: Agenda Item No. �Q CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT: Resolution to authorize the execution of an agreement between the City of San Bernardino and the County of San Bernardino for a T-1 data line connection to handle the volume of electronic data transferred between the Police Department and the District Attorney's Office. BACKGROUND: Since August 1998, police investigative staff and MIS personnel have been meeting with the District Attorney's executive staff, the County's Information Services personnel, and the County's Wide Area Network personnel to discuss electronic transfer of police reports and arrest data to the District Attorney's reviewing staff. California law requires that in-custody criminal cases be filed with the court within 48 hours, excluding weekends and holidays, or the arrested person will be released. These time restrictions coupled with paperwork delays caused by collating, packaging, and transporting police reports severely restrict the investigator in in-custody cases. The investigator spends more time locating, collating, packaging, and transporting the police reports to the District Attorney than investigating the facts of the arrest. Due to these time restrictions and processing delays, minor problems with the criminal case cannot be resolved before submission to the District Attorney; therefore, criminal defendants who have been released due to incomplete investigations and sometimes the timely submission of police reports. Based upon our discussions and problems all parties agreed that the electronic transfer of police reports and data would save valuable time and effort, and expedite the filing of criminal cases. The District Attorney's access to our Tiburon RMS system would allow our collected reports and arrest data to automatically populate their data fields creating a more efficient and effective criminal filing system, saving detectives time in completing filing forms. Electronic connection would allow the Police Department access to the District Attorney's STAR System giving us current and accurate data on pending and completed criminal cases,providing better service to the public. The first step in the electronic transfer process is to provide a data line that would allow the flow of that much information. A T-1 digital data line would handle the exchange of that much information. It will allow the initial transfer of E-mail between City and County offices, and facilitate the processing and sending of subpoenas to the Police Department. The attached agreement between the City of San Bernardino and the County of San Bernardino's Information Services Department Wide Area Network (WAN) would establish a T-1 digital data line to handle the information. The WAN contract covers the issues of confidentiality and security between the two agencies. FINANCIAL IMPACT: The cost for FY 1998/99 (Exhibit A WAN Contract) for services and charges is $13,249. This figure covers the nonrecurring costs of installation ($9,553) and four months of charges of circuit maintenance, routing and programming ($3,696). For FY 1999/2000, there will be recurring costs of$11,088 for circuit maintenance, routing and programming. These costs will be funded out of the FY 1997/99 Local Law Enforcement Block Grant. RECOMMENDATION: Adopt the resolution authorizing the execution of the agreement with the County's Wide Area Network (WAN) and the installation of a T-1 data line. This electronic connection between the Police Department's RMS system and the District Attorney's STAR system will save valuable time and effort and will expedite the filing of criminal cases. Installation of the T-1 line will allow E-mail communication between various City and County departments since both organizations utilize the same Microsoft E-mail software. The installation of the T-1 line would allow the eventual electronic transfer of police reports via the document imaging system. This connection will allow the Police Department access to the D.A.'s STAR System, giving us current and accurate data of pending and completed criminal cases, allowing the Police Department to purge property, evidence, and monies in a timely manner. i i COPY 1 RESOLUTION NO. 2 RESOLUTION TO AUTHORIZE EXECUTION OF AN AGREEMENT BETWEEN THE 3 CITY OF SAN BERNARDINO AND THE COUNTY OF SAN BERNARDINO'S WIDE AREA NETWORK FOR A T-1 CONNECTION. 4 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 7 SECTION 1 The Mayor of the City of San Bernardino is hereby authorized 8 and directed to execute on behalf of said city a contract between the County of San Bernardino 9 and the City of San Bemardino. The contract provided by the County's Wide Area Network 10 (WAN) covers the installation of one T-1 digital connection from the County Information 11 Services Department to the San Bernardino City Hall, a copy of which is attached hereto 12 13 marked Exhibit A and incorporated herein by reference as fully set forth at length. 14 SECTION 2 The authorization to execute the above referenced agreement is 15 rescinded if the parties to the agreement fail to execute it within 60 days of the passage of this 16 resolution. 17 18 19 20 21 22 23 24 25 R.I.--Page l 26 27 28 1 RESOLUTION TO AUTHORIZE EXECUTION OF AN AGREEMENT BETWEEN THE 2 CITY OF SAN BERNARDINO AND THE COUNTY OF SAN BERNARDINO'S WIDE AREA NETWORK FOR A T-I CONNECTION. 3 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 5 and Common Council of the City of San Bernardino at a meeting thereof, held on 6 the_day of , 1998, by the following vote, to wit: 7 Council Members Aves Nays Abstain Absent 8 9 ESTRADA 10 LIEN 11 vacant 12 SCHNETZ 13 DEVLIN 14 ANDERSON 15 16 MILLER 17 City Clerk 18 The foregoing Resolution is hereby approved this day of 1998. 19 20 21 JUDITH VALLES, Mayor City of San Bernardino 22 Approved as to form 23 and legal content: 24 JAMES F. PENMAN 25 City Attorney 26 27 Rp'oluu Page3 28 FOR COUNTY USE ONLY E X New Vendor Code Dept. Contract Number M Change ((�� /� X Cancel S1/ IAJ A County Department Dept. Orgn. Contractor's License No. Information Services Department ISO WAN County Department Contract Representative Ph. Ext. Amount of Contract Judy Cline 387-2326 820,641 County of San Bernardino Fund Dept. Organization Appr. Obj/Rev Source Ac ivity GRC/PROJ/JOB Number IAJ WAN WAN 9800 FAS Commodity Code Estimated Payment Total by Fiscal Year STANDARD CONTRACT FY Amount I/D FY Amount I/D Project Name WAN Connection THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereinafter called the County, and Name CITY OF SAN BERNARDINO hereinafter called CITY Address 300 N."D"STREET SAN BERNARDINO,CA 92418-0001 Phone Birth Date Federal ID No.or Swat Security No. 'T IS HEREBY AGREED AS FOLLOWS: pare below and ath irimml bondsheels Serfonh service ro be rendered,annoum lobe paid,mariner oJyuyment rime for performance or completion. dererminarian ofsansfxmry manse acrd cause for mmninarion,ocher rernrs and caMlrlons,ardaearh plmrc spec fcarions,and addenda.if my.) I. SERVICES TO BE PROVIDED: The County's Information Services Department (ISD) shall provide the services as described in Exhibit A, "Services and Charges", attached hereto. Il. SERVICE CONDITIONS: A. Use of the County's Wide Area Network (WAN) services represents a security vulnerability for both parties. Any attempt by either party to access applications of the other party via the WAN connection which are not authorized under this agreement will result in termination of this agreement and legal action may be pursued. B. ISD reserves the right to subcontract for all or part of services. C. ISD assumes no liability for failure to provide or delay in providing services under this agreement due directly or indirectly to causes beyond the control of ISD or any designated repair facility. D. The City is responsible for the coordination of the isolation and resolution of all problems involving hardware and software not included under this agreement. E. The City's contact for all technical questions and trouble-shooting requirements under this agreement, on a 24-hour, seven day basis, shall be: Larry Martin Phone: (909) 384-5010 Pager: (909)432-2462. F. CITY ACKNOWLEDGES THAT THE SERVICES OR PRODUCTS PROVIDED BY COUNTY ARE WITHOUT WARRANTY OF ANY KIND AS TO BEING "YEAR 2000 COMPLIANT". As used herein, the term "Year 2000 Compliant" shall mean that the services and products would continue to perform the same functions and provide the same level of accurate information and calculations during the years 1999, 2000, and thereafter as it did prior thereto. 1'r—'r dnn Page 1 of 3 TERM This agreement shall become effective upon the date of its execution by the San Bernardino County Board of Supervisors. This agreement shall remain in effect until the County or the Customer, at the sole discretion of either, terminates the agreement by giving thirty (30) days written notice to the other. Any such termination date shall coincide with the end of a calendar month. Neither party shall incur any liability to the other by reason of such termination. Such termination shall not relieve Customer of any financial obligation assumed as part of this agreement. IV. PAYMENT Service rates are set forth on Exhibit A, "Services and Charges". ISD shall bill Customer monthly, and shall be the County administrator of this agreement. Payments shall be due within forty-five (45) days of invoice date. Failure to remit monthly payment when due, may be a breach of this agreement, and all services provided herein shall be terminated, at County's option, upon such breach. Payment address is: Information Services Department 670 E. Gilbert Street, First Floor San Bernardino, CA 92415-0915 Attn: Fiscal and Personnel Services V. AMENDMENTS This agreement may be amended for a change in service levels or for rate change(s) adopted as part of the County's budget. To effect such an amendment, County will provide Customer a revised Exhibit A incorporating such change(s) which shall be signed by Customer and returned to County. Service level changes shall become effective on the date upon which they occur, rate change(s), however, shall become effective on July 1 of the County's fiscal year (July 1 through June 30) in which such rate change(s) is adopted as part of the County's budget. In the event of service level or rate changes, Customers subsequent invoice shall be adjusted in accordance with the change(s), on a prorated basis, as necessary. VI. INDEMNIFICATION Customer agrees to indemnity, defend and hold harmless the County and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages and/or liability arising from Customer's acts, error or omissions and for any costs or expenses incurred by the County on account of any claim therefore, except where such indemnification is prohibited by law. VII. GENERAL TERMS AND CONDITIONS A. All Exhibits attached hereto are an integral part of this agreement and are incorporated by reference. B. All notices or demands required or permitted to be given or made hereunder shall be in writing and shall be deemed duly given: 1. Upon actual delivery, if delivery is by hand; or 2. Upon receipt by the transmitting party of confirmation or answer back if delivery is by facsimile; or 3. Three days following delivery in the First Class United States mail. Each such notice is to be sent to the respective party at the address indicated below or to any other address or person that the respective party may designate by written notice delivered pursuant hereto: San Bernardino,City of Wan Connect.doc Page 2 of 3 Customer. City of San Bernardino County: Information Services Department 300 N. "D" Street 670 E. Gilbert Street, First Floor San Bernardino, CA 92418-0001 San Bernardino, CA 92415-0915 Attn: Fiscal and Personnel Services C. This agreement, or any interest herein, including any claims for monies due with respect thereto, shall not be assigned, and any such assignment shall be null and void. D. No waiver of a breach of any provision of this agreement shall constitute a waiver of any other breach, or of such provision. Failure of Customer or County to enforce at any time, or from time to time, any provision of this agreement shall not be construed as a waiver thereof. The remedies herein reserved shall be cumulative and additional to any other remedies in law or equity. E. The invalidity in whole or in part of any provisions of the agreement shall not void or affect the validity of any other provision. F. This agreement shall be governed by the laws of the State of California and constitutes the entire agreement between the parties and supersedes all prior negotiations, discussions and preliminary understanding. This agreement may be amended as the County and Customer mutually agree in writing. Any such amendment must be signed/approved by authorized representatives of the County and Customer. IN WITNESS WHEREOF, the parties have hereunto executed this agreement on the date set forth below their respective signature. COUNTY OF SAN BERNARDINO ► CITY OF SAN BERNARDINO Chairman, Board of Supervisors (State if corporation, company, etc.) Dated By ► (Authorized Signature) SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN Dated OF THE BOARD. Title Clerk of the Board of Supervisors of the County of San Bernardino. Address By Deputy Approved as to Legal Fonn Reviewed as to Atrmnative Action Reviewed for Processing jt�lunsel / Agency AdministratodCAO Date I�.I I✓I q✓ Date Date San Bernardino,City off W�on Connect.doc Page 3 of 3 EXHIBIT A SERVICES AND CHARGES (As of July 1, 1998) FOR ACCESS TO THE DISTRICT ATTORNEY'S STAR APPLICATION SERVICES TO BE PROVIDED BY COUNTY: CHARGES Monthly 'Non-Recurring 1) One T1 digital connection from the County Information Services Department, 670 E. Gilbert Street, San Bernardino, California to San Bernardino City Police Department, 710 N. "D" Street, San Bernardino, California. $590 $1,056 "CSU/DSU (2 @ $1,456.50 each) $2,913 2) WAN connection including equipment and configuration of equipment at San Bernardino City Police Headquarters. $334 $4,000 3) Overall circuit maintenance to and including the router shall be provided 24 hours per day, seven days per week with a two-hour Included ,sponse time. 4. Email integration services (installation is estimated to require approximately 24 hours of labor). -0- $1,584 TOTAL COST $924 $9,553 OPTIONAL COUNTY SERVICES The following services are available to City when approved by the Information Services Department Chief Information Officer: -- • Labor charge -0- $66/hr 'County shall retain ownership of all equipment. and CSU/DSU charges are based on vendor-provided quotes and suoject to change to the vendor's price in effect at time of installation. San Bernardino,City of Wan Conned.doc �0t'R�ARDryG C I i v O F -_ an bernardino idED I=I 16 R A C H E L C L A R K January 2bE, t9�S Ms. Judy Cline San Bernardino County Information Services Department 670 East Gilbert St, First Floor San Bernardino, CA 92415-0915 Dear Ms Cline: At the Mayor and Common Council meeting of January 25, 1999,the City of San Bernardino adopted Resolution 1999-17 authorizing an agreement for a wide area network for a T-1 connection. iEnclosed is one (1)original agreement, and five(5) duplicate original agreement. Please sign in the appropriate locations and return the original agreement to the City Clerk's Office, ATTN: Melanie Miller, P.O. Box 1318, San Bernardino, CA, 92418 as soon as possible. Please retain the five (5) duplicate original executed contracts for your files. Please be advised that said resolution will be null and void if it is not executed within sixty (60) days—March 26, 1999. If you have any questions, please do not hesitate to contact me at(909) 384-5002. Sincerely, Rachel Clark City Clerk By: Melanie Miller Senior Secretary Enclosures P . 0 . 0 0 2 1 3 1 8 S A N 0 E R N A R D I N 0 , CA 0 2 4 0 2 3 0 0 N O R T H 0 S T R E E T . S A N R E R N A R 0 1 N 0 . C A L I F OR N I A 9 2 e t 8 - 0 0 0 1 ( 9 0 9 ) 2 9 9 . 5 0 0 2 ( 9 0 9 ) 2 9 9 - S 1 02 F A X - ( 9 0 9) 2 9 9 .5 1 2 9 T O D I T T Y -( 9 0 9 ) 2 0 4 .5 5 4 0 1999-17 / FOR COUNTY USE ONLY v E X New Vendor Code Dept. Contract Number Change A r X C Q/�ancel SV IAJ A County Department Dept. Orgn. Contractors License No Information Services Department ISO WAN County Department Contract Representative Ph.Ent. Amount of Contract Judy Cline 387-2326 820,641 County of San Bernardino Fund Dept. Organization Appr. ObjlRev Source Activity GRC/PROJ/JOB Number F A S IAJ WAN WAN 9800 Commodity Code Estimated Payment Total by Fiscal Year STANDARD CONTRACT FY Amount vD FY Amount uD Project Name _ WAN Connection THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereinafter called the County, and Name CITY OF SAN BERNARDINO hereinafter called CITY Address 300 N."D"STREET SAN BERNARDINO,CA 92418-0001 Phone Birth Date Federal ID No.or Social Security No, IT IS HEREBY AGREED AS FOLLOWS: (Uespace belawmdeddi,,.I ro dsheers. Ssrfo"h.,km rendered,mnowr to bepaid,mmmerofp asene umeforNrfo nce orcompletion, derermirmrion ofsmisfxwry performmice mrd cmasefor rermiwrion,other terms and condiriow,mdarrachplme.,specificariar",and addemlo.if ty) I. SERVICES TO BE PROVIDED: The County's Information Services Department (ISD) shall provide the services as described in Exhibit A, "Services and Charges", attached hereto. II. SERVICE CONDITIONS: A. Use of the County's Wide Area Network (WAN) services represents a security vulnerability for both parties. Any attempt by either party to access applications of the other party via the WAN connection which are not authorized under this agreement will result in termination of this agreement and legal action may be pursued. B. ISO reserves the right to subcontract for all or part of services. C. ISO assumes no liability for failure to provide or delay in providing services under this agreement due directly or indirectly to causes beyond the control of ISO or any designated repair facility. D. The City is responsible for the coordination of the isolation and resolution of all problems involving hardware and software not included under this agreement. E. The City's contact for all technical questions and trouble-shooting requirements under this agreement, on a 24-hour, seven day basis, shall be: Larry Martin Phone: (909) 384-5010 Pager: (909)432-2462. F. CITY ACKNOWLEDGES THAT THE SERVICES OR PRODUCTS PROVIDED BY COUNTY ARE WITHOUT WARRANTY OF ANY KIND AS TO BEING "YEAR 2000 COMPLIANT". As used herein, the term "Year 2000 Compliant" shall mean that the services and products would continue to perform the same functions and provide the same level of accurate information and calculations during the years 1999, 2000, and thereafter as it did prior thereto. San Bernardino,City of Wan Connect.doc Page 1 of 3 1999-17 III. TERM This agreement shall become effective upon the date of its execution by the San Bernardino County Board of Supervisors. This agreement shall remain in effect until the County or the Customer, at the sole discretion of either, terminates the agreement by giving thirty (30) days written notice to the other. Any such termination date shall coincide with the end of a calendar month. Neither party shall incur any liability to the other by reason of such termination. Such termination shall not relieve Customer of any financial obligation assumed as part of this agreement. IV. PAYMENT Service rates are set forth on Exhibit A, "Services and Charges". ISD shall bill Customer monthly, and shall be the County administrator of this agreement. Payments shall be due within forty-five (45) days of invoice date. Failure to remit monthly payment when due, may be a breach of this agreement, and all services provided herein shall be terminated, at County's option, upon such breach. Payment address is: Information Services Department 670 E. Gilbert Street, First Floor San Bernardino, CA 92415-0915 Attn: Fiscal and Personnel Services V. AMENDMENTS This agreement may be amended for a change in service levels or for rate change(s) adopted as part of the County's budget. To effect such an amendment, County will provide Customer a revised Exhibit A incorporating such change(s) which shall be signed by Customer and returned to County. Service level changes shall become effective on the date upon which they occur, rate change(s), however, shall become effective on July 1 of the County's fiscal year (July 1 through June 30) in which such rate change(s) is adopted as part of the County's budget. In the event of service level or rate changes, Customer's subsequent invoice shall be adjusted in accordance with the change(s), on a prorated basis, as necessary. VI. INDEMNIFICATION Customer agrees to indemnify, defend and hold harmless the County and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages and/or liability arising from Customer's acts, error or omissions and for any costs or expenses incurred by the County on account of any claim therefore, except where such indemnification is prohibited by law. VII. GENERAL TERMS AND CONDITIONS A. All Exhibits attached hereto are an integral part of this agreement and are incorporated by reference. B. All notices or demands required or permitted to be given or made hereunder shall be in writing and shall be deemed duly given: 1. Upon actual delivery, if delivery is by hand; or 2. Upon receipt by the transmitting party of confirmation or answer back if delivery is by facsimile, or 3. Three days following delivery in the First Class United States mail. Each such notice is to be sent to the respective parry at the address indicated below or to any other address or person that the respective party may designate by written notice delivered pursuant hereto: San Bernardino,City of Wan Connect.doc Page 2 of 3 1999-17 Customer: City of San Bernardino County: Information Services Department 300 N. 'D" Street 670 E. Gilbert Street, First Floor San Bernardino, CA 92418-0001 San Bernardino, CA 92415-0915 Attn: Fiscal and Personnel Services C. This agreement, or any interest herein, including any claims for monies due with respect thereto, shall not be assigned, and any such assignment shall be null and void. D. No waiver of a breach of any provision of this agreement shall constitute a waiver of any other breach, or of such provision. Failure of Customer or County to enforce at any time, or from time to time, any provision of this agreement shall not be construed as a waiver thereof. The remedies herein reserved shall be cumulative and additional to any other remedies in law or equity. E. The invalidity in whole or in part of any provisions of the agreement shall not void or affect the validity of any other provision. F. This agreement shall be governed by the laws of the State of California and constitutes the entire agreement between the parties and supersedes all prior negotiations, discussions and preliminary understanding. This agreement may be amended as the County and Customer mutually agree in writing. Any such amendment must be signed/approved by authorized representatives of the County and Customer. IN WITNESS WHEREOF, the parties have hereunto executed this agreement on the date set forth below their respective signature. COUNTY OF SAN BERNARDINO ► 'rt1 OF SAN BERNARDINO Chairman, Board of Supervisors (S ate c Poration, company, etc.) Dated By ► SIGNED AND CERTIFIED THAT A COPY OF THIS (Authorized Signature) DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN Dated OF THE BOARD. Clerk of the Board of Supervisors of the County of San Title Bernardino. Address By Deputy Approved as to Legal Form Reviewed as to Affirmative Action Reviewed for Processing ► (W ► ► County unsel Agency Administrator/CAO Dale I v(41- Date Date San Bernardino,City of Wan Connect.doc Page 3 of 3 1999-17 EXHIBIT A SERVICES AND CHARGES (As of July 1, 1998) FOR ACCESS TO THE DISTRICT ATTORNEY'S STAR APPLICATION SERVICES TO BE PROVIDED BY COUNTY: CHARGES Monthly `Non-Recurring 1) One Tt digital connection from the County Information Services Department, 670 E. Gilbert Street, San Bernardino, California to San Bernardino City Police Department, 710 N. "D" Street, San Bernardino, California. $590 $1,056 "CSU/DSU (2 @$1,456.50 each) $2,913 2) WAN connection including equipment and configuration of equipment at San Bernardino City Police Headquarters. $334 $4,000 3) Overall circuit maintenance to and including the router shall be provided 24 hours per day, seven days per week with a two-hour Included response time. 4. Email integration services (installation is estimated to require approximately 24 hours of labor). -0- $1,584 TOTAL COST $924 $9,553 OPTIONAL COUNTY SERVICES The following services are available to City when approved by the Information Services Department Chief Information Officer: • Labor charge -0- $66/hr 'County shall retain ownership of all equipment. "T1 and CSU/DSU charges are based on vendor-provided quotes and subject to change to the vendor's price in effect at time of installation. San Bernardino,City of Wan Connect.doc