HomeMy WebLinkAbout2014-334 I RESOLUTION NO. 2014-334
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO AUTHORIZING THE EXECUTION OF A 3-YEAR AGREEMEN
3 BETWEEN THE COUNTY OF SAN BERNARDINO SHERIFF'S DEPARTMENT AN 1
4 THE CITY OF SAN BERNARDINO TO PROVIDE ACCESS THROUGH TH
SHERIFF'S AUTOMATED SYSTEMS, AND THE ISSUANCE OF A PURCHAS
5 ORDER IN THE AMOUNT OF $28,843 TO THE SAN BERNARDINO COUNT
SHERIFF'S DEPARTMENT.
6
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
7 OF SAN BERNARDINO AS FOLLOWS:
8 SECTION 1. The City Manager or his designee is hereby authorized to execute o
9 behalf of the City a 3-year Agreement between the City of San Bernardino and the County o i
10 San Bernardino for user access through the Sheriff's Automated System in the National ant
11
California Law Enforcement Telecommunications Systems (NLETS/CLETS) and the Sheriff
12
Central Name Index (CNI), in an amount not to exceed $28,843 for FY2014/2015. Sail
13
Agreement is attached hereto, marked Exhibit"A," and incorporated herein by this reference.
14
SECTION 2. That the Director of Finance is hereby authorized to issue a purchase orde
15
to the San Bernardino County Sheriff's Department in the amount of$28,843 for FY2014/2015
16
17 utilizing account number 001-210-0085-5505.
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1
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO AUTHORIZING THE EXECUTION OF A 3-YEAR AGREEMEN
2 BETWEEN THE COUNTY OF SAN BERNARDINO SHERIFF'S DEPARTMENT AND
THE CITY OF SAN BERNARDINO TO PROVIDE ACCESS THROUGH TH
3 SHERIFF'S AUTOMATED SYSTEMS, AND THE ISSUANCE OF A PURCHAS
4 ORDER IN THE AMOUNT OF $28,843 TO THE SAN BERNARDINO COUNT
SHERIFF'S DEPARTMENT.
5
6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
7 Common Council of the City of San Bernardino at a joint regular meeting thereof, held on the
8 2nd day of September, 2014,by the following vote, to wit:
9 COUNCILMEMBERS: AYES NAYS ABSTAIN ABSENT
1° MARQUEZ X
11 BARRIOS X
12
VALDIVIA X
SHORETT X
13 X
NICKEL
14 JOHNSON X
15 MULVIHILL X
16 41i_ Adr
17 Georgea ,e'Hanna, i' lerk
18 The foregoing Resolution is hereby approved this w of - .tember, 2014.
19
R. Carey Davis ayor
20 City of San B,rnardino
Approved as to form:
21 Gary D. Saenz, City Attorney
22
23 By:
24
25
2
2014-334
JOHN MCMAHON,SHERIFF/CORONER/PUBLICADMINISTRATOR
July 17, 2014
Jarrod Burguan, Chief of Police
c/a Michael Madden, Lieutenant
City of San Bernardino
San Bernardino Police Department
P.O, Box 1559
San Bernardino, CA 92402-1559
RE: CONTRACT RENEWAL SHERIFF'S AUTOMATED SYSTEMS 2014-17
Dear Chief Burguan:
Attached to this e-mail is the proposed renewal agreement between the County of San
Bernardino and the City of San Bernardino, San Bernardino Police Department, for the Sheriffs
Department to provide access to the Sheriff's Automated Systems, including California Law
Enforcement Telecommunications System (CLETS) and Central Name Index (CNI). Most
contracts will show an increase in cost shown on the 2014-15 Schedule A, as the cost to
provide service was re-evaluated after several years on the County WAN, including County
indirect cost of staff support.
If this agreement meets with your approval, please print out two originals, complete the
signature blocks, have both copies signed in blue ink by an authorized individual, and
return both copies with original signatures in the mail to:
Roxann Jenkins/Bureau of Administration 010
San Bernardino County Sheriffs Department
P.O. Box 569
San Bernardino, CA 92402-0569
If you have any questions or need additional information, please contact me at (909) 387-0310
or rienkinsCc77sbcsd.orq.
Sincerely,
JOHN McMAHON, SHERIFF/CORONER/PUBLIC ADMINISTRATOR
aft:W-41 r
ROXANN NI. JENKIN Staff Analyst
Sheriff's Bureau of Administration
JMIRMJ
Enclosures
SAN BERNARDINO COUNTY SHERIFF'S DEPARTMENT
655 East Third Street • San Bernardino,California 92415-0061 Post Office Box 569 • San Bernardino,California 92402-0569
2014-334
AGREEMENT FOR ACCESS TO SHERIFF DEPARTMENT'S AUTOMATED SYSTEMS
This agreement is made and entered into on July 1, 2014, by and between City of San Bernardino, San
Bernardino Police Department (hereinafter "CONTRACTOR"), the County of San Bernardino (hereinafter
"COUNTY") for the Sheriff's Department (hereinafter "SHERIFF") and the County of San Bernardino
Information Services Department (hereinafter"ISD").
A. PURPOSE OF CONTRACT
A.1 This contract provides for the SHERIFF, acting as the administrator of the California Law
Enforcement Telecommunications System (CLETS), to serve as the agent responsible for the
exchange of criminal offender record information and other criminal justice information between
CONTRACTOR and the SHERIFF and statewide criminal justice agencies. In addition, it
provides for the SHERIFF to facilitate the interchange of computerized criminal history data
between the following agencies and databases:
A.1.1 Federal Bureau of Investigation (FBI)
A.1.2 National Crime Information Center(NCIC)
A.1.3 National Law Enforcement Telecommunications System (NLETS)
A.1.4 Department of Motor Vehicles(DMV)
A.1.5 California Law Enforcement Telecommunications System (CLETS), received via the
State CLETS network(transaction fees apply and billed by SHERIFF)
A.1.6 Super Name Search network(transaction fees apply and billed by SHERIFF)
A.1.7 Crime Web/Mugshot System
A.1.8 Identix-Cal ID
A.1.9 Property Evidence Tracking System (transaction fees apply and billed by SHERIFF)
A.1.10 Sheriff's Department Jail Management System (JIMS) (transaction fees apply and
billed by ISD)
A.1.11 Sheriff's Central Name Index (CNI) (transaction fees apply and billed by ISD)
A.1.12 Sheriff's Automated Warrants (SAW) (transaction fees apply and billed by ISD)
A.2 It is the intent of the parties to promote more effective regional law enforcement through the
cooperative use and maintenance of the COUNTY and SHERIFF computerized data files.
A.3 Access to the aforementioned databases requires connection to the COUNTY's Wide Area
Network (WAN). CONTRACTOR will be required to enter into a separate agreement with ISD
for connection to the COUNTY's WAN and for payment of costs associated with WAN
connectivity.
B. CONTRACTOR RESPONSIBILITIES
B.1 The CONTRACTOR agrees to limit access to information furnished by SHERIFF to its own
employees and other criminal justice/law enforcement agencies. The CONTRACTOR further
agrees to comply with Federal and State laws, rules, procedures, and policies formally adopted
In the California Law Enforcement Telecommunications System Subscriber Agreement, and in
regard to criminal history, information furnished through the FBI/NCIC/CCH (California Criminal
History) and the NLETS Program, to rules, procedures and policies approved by the NCIC
advisory policy board adopted for NCIC.
B.2 The CONTRACTOR agrees to appoint an Automated Terminal Coordinator (ATC) to
disseminate CLETS information and updates, to maintain training requirements and paperwork
compliancy for all CONTRACTOR personnel. The assigned ATC shall understand the CLETS
policies, Practices and Procedures Manual and comply with all of the Department of Justice
guidelines. The ATC shall understand and comply with the Agency ATC Responsibilities
guidelines, Exhibit B, attached hereto and incorporated herein by reference. This appointed staff
member shall be the point of contact to the SHERIFF.
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B.3 in accordance with the State CLETS Policies, Practices, and Procedures Manual, and as
designated by the State of California and the SHERIFF the CONTRACTOR shall be responsible
for all security and privacy considerations relating to the use of the CONTRACTOR's terminal or
terminals.
B.4 The data provided to SHERIFF by the CONTRACTOR will be relevant to the criminal justice
process. The completeness, accuracy, objectivity, and verifiability of information entered into the
information system is paramount and the CONTRACTOR will cooperate with the regular
auditing of the system in accordance with the California Department of Justice CLETS Policies,
Practices, and Procedures Manual, to assure reliability of stored data. In addition, the
procedures for maintaining and/or purging these records will be adhered to in order to enhance
the reliability of all data.
B.5 The CONTRACTOR is responsible to provide an audit trail of all CLETS entries made from all
CONTRACTOR terminals accessing CLETS information through an established CAD-to-CAD
connection.
B.6 The CONTRACTOR agrees to cause employees; having access via the San Bernardino County
IBM computer system to the Sheriffs Central Name Index (CNI), Jail Information Management
System (JIMS) or any other Sheriffs Automated Systems, to complete security training before
such access will be allowed. CONTRACTOR agrees to adhere to all State, COUNTY and
Federal laws applicable to the confidentiality and the release of information.
B.7 Each of the CONTRACTOR's employees requiring access to CNI must complete and sign a
Central Name Index Authorization Statement, Exhibit A, attached hereto and incorporated
herein by reference.
C. SHERIFF RESPONSIBILITIES
C.1 Access
SHERIFF's assigned Terminal Coordinator will review all applications for connection to the
Telecommunications System, as well as requests to modify, move or increase the number of
terminals in an existing agency.
C.2 Services Provided
SHERIFF agrees to furnish the CONTRACTOR access to such criminal offender record
information and other criminal justice information as is made available to the State through the
CLETS network and provide access to Sheriff's Automated Systems.
C.3 Equipment
The SHERIFF shall provide, maintain, operate, and manage equipment for an electronic data
communications system in the San Bernardino County Sheriff's Data Center in order to provide
the services specified in this contract. One or both of the following is required for
CONTRACTOR to connect with the Sheriffs Message Switch computer:
C.3.1 A CAD to CAD interface or Terminal Browser Access
C.3.2 Connection to the County WAN
(NOTE: This contract does not include costs for equipment/services related to a private
telecommunications connection. The WAN connection process and associated costs
does not include a telecommunications connection at the local site and/or any additional
equipment. CONTRACTOR shall be responsible for establishing its own
telecommunications connection at the local site to the WAN connection.)
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2014-334
C.4 Support
SHERIFF shall render assistance to the CONTRACTOR in order to provide for timely, efficient,
and accurate implementation of CAD/CLETS/RMS network operations.
C.5 The SHERIFF shall maintain records for auditing purposes on all CLETS entries in accordance
with the Department of Justice mandates. All CAD-to-CAD Contractors' will also be
responsible for maintaining their CLETS data and providing an audit trail on all
CONTRACTOR terminals and/or employees accessing CLETS information via the CAD-
to-CAD connection.
C.6 The SHERIFF reserves the right to suspend access to any information provided for in this
contract, in accordance with the State CLETS Policies, Practices and Procedures Manual, when
any rule, policy, or procedure adopted by SHERIFF, or approved by the NCIC or law of this
county, state, or federal government applicable to the security and privacy of information is
violated or appears to be violated by the CONTRACTOR.
D. CNI ACCESS LIMITATIONS
Access to the COUNTY's Sheriff Central Name Index (CNI) database is also limited, as follows:
D.1 In the interest of maintaining a regional criminal justice database, CONTRACTOR is granted
inquiry capability to the COUNTY's Sheriff CNI database for law enforcement related data. The
data accessed in CNI by the CONTRACTOR will be relevant to the criminal justice process.
The CONTRACTOR will cooperate with regular auditing of the system to assure security of
stored data.
D.2 CONTRACTOR agrees to require all employees who access CNI to complete and sign a
Central Name Index Authorization Statement, a copy of which is attached hereto as Exhibit A
and incorporated herein by reference.
D.3 The Sheriff-Coroner or his representative will act as "Controller" facilitating the entry and
retrieval of computerized CNI information.
E. TERM AND TERMINATION
The term of this contract shall be for a period commencing on July 1, 2014, and ending on June 30,
2017. Notwithstanding the foregoing, this contract may be terminated at any time with or without cause
by CONTRACTOR or by SHERIFF upon written notice given to the other party at least thirty(30) days
prior to the date specified for such termination. Any such termination date shall coincide with the end of
a calendar month. In the event of such termination, each party shall fully pay and discharge all
obligations in favor of the other accruing prior to the date of such termination, and each party shall be
released from all obligations or performance which would otherwise accrue subsequent to the date of
termination. Neither party shall incur any liability to the other by reason of termination.
F. FISCAL PROVISIONS
F.1 FEES
F.1.1 CLETS Teleprocessing Support/Maintenance Costs will be billed by SHERIFF.
F.1.2 CLETS Terminal Browser Access will be billed by SHERIFF.
F.1.3 Transaction Fees for Systems listed in#A-1.5,A 1.6, and A.1.9 indicated in Section
A.1 above will be billed by SHERIFF; Systems listed in#A.1.10-A.1.12 will be billed
by ISD.
F.1.4 Connection to the County WAN will be billed by ISD and a one-time fee applies.
F.1.5 County WAN Access is provided for under a separate agreement with ISO and will be
billed by ISD.
F.2 CONTRACTOR shall pay SHERIFF the sum of money per Schedule A attached hereto and
incorporated herein by reference. SHERIFF shall invoice CONTRACTOR for the cost of
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2014-334
services quarterly in advance. Payment shall be due before start of invoiced quarter. Basic
installation of service will be provided by the SHERIFF. Installation fees, cost of additional
services, equipment, related supplies and changes or modifications will be paid for by the
CONTRACTOR. The total cost to provide, repair or replace machines, printers, and other
equipment shall be the responsibility of the CONTRACTOR. Time costs, maintenance and
diagnostic costs will be paid by the CONTRACTOR. Costs will be adjusted in the event of any
level of service changes.
F.3 Schedule A reflects the rates in effect at the Execution of this agreement. SHERIFF shall have
the right to adjust the contract rates annually and any subsequent rate change(s) shall become
effective on July 1 of the County fiscal year (July 1 through June 30). Such rate change(s) is
effected by the service provided during the prior calendar year and increased labor costs from
Memorandum of Understanding changes, which increase labor costs. SHERIFF shall provide
notice to CONTRACTOR of pending rate change(s) by providing CONTRACTOR with a revised
Schedule A reflecting such rate change(s).
G. INDEMNIFICATION
The Contractor agrees to indemnify, defend (with counsel reasonably approved by County) 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 out of this contract from any cause whatsoever,
including the acts, errors or omissions of any person and for any costs or expenses incurred by the
County on account of any claim except where such indemnification is prohibited by law. This
indemnification provision shall apply regardless of the existence or degree of fault of indemnitees. The
Contractor's indemnification obligation applies to the County's "active" as well as "passive" negligence
but does not apply to the County's "sole negligence" or "willful misconduct" within the meaning of Civil
Code Section 2782.
H. NOTICES
All written notices provided for in this Contract or which either party desires to give to the other shall be
deemed fully given, when made in writing and either served personally, or by facsimile, or deposited in
the United States mail, postage prepaid, and addressed to the other party as follows:
San Bernardino County Sheriffs Department City of San Bernardino
Bureau of Administration San Bernardino Police Department
P.O. Box 569 P.O. Box 1559
San Bernardino, CA 92402-0569 San Bernardino, CA 92402-1559
Notice shall be deemed communicated two (2) County working days from the time of mailing if mailed
as provided in this paragraph.
I. ENTIRE AGREEMENT
This Contract, including all Exhibits and Schedule, which are attached hereto and incorporated by
reference, represents the final, complete and exclusive agreement between the parties hereto. Any
prior agreement, promises, negotiations or representations relating to the subject matter of this
Contract not expressly set forth herein are of no force or effect. This Contract is executed without
reliance upon any promise, warranty or representation by any party or any representative of any party
other than those expressly contained herein. Each party has carefully read this Contract and signs the
same of its own free will. Any amendment to this contract shall be in writing signed by both parties.
Page 4 of 5
2014-334
In Witness Whereof, the parties have duly executed and delivered this Contract on the Execution Date.
City of San Bernardino San Bernardino County Sheriff's Department
San Bernardino Police Department
Authorized signature Sheriff-Coroner or authorized designee's signature
Name of person signing agreement(print or type) Name of person signing agreement(print or type)
Title Title
Date Date
Page 5 of 5
2014-334
Agreement No.: SHR14-0265
AGREEMENT FOR ACCESS TO SHERIFF DEPARTMENT'S AUTOMATED SYSTEMS
This agreement is made and entered into on July 1, 2014, by and between City of San Bernardino, San
Bernardino Police Department (hereinafter "CONTRACTOR"), the County of San Bernardino (hereinafter
"COUNTY") for the Sheriff's Department (hereinafter "SHERIFF") and the County of San Bernardino
Information Services Department (hereinafter"ISD").
A. PURPOSE OF CONTRACT
A.1 This contract provides for the SHERIFF, acting as the administrator of the California Law
Enforcement Telecommunications System (CLETS), to serve as the agent responsible for the
exchange of criminal offender record information and other criminal justice information between
CONTRACTOR and the SHERIFF and statewide criminal justice agencies. In addition, it
provides for the SHERIFF to facilitate the interchange of computerized criminal history data
between the following agencies and databases:
A.1.1 Federal Bureau of Investigation (FBI)
A.1.2 National Crime Information Center (NCIC)
A.1.3 National Law Enforcement Telecommunications System (NLETS)
A.1.4 Department of Motor Vehicles (DMV)
A.1.5 California Law Enforcement Telecommunications System (CLETS), received via the
State CLETS network (transaction fees apply and billed by SHERIFF)
A.1.6 Super Name Search network (transaction fees apply and billed by SHERIFF)
A.1.7 Crime Web/Mugshot System
A.1.8 Identix-Cal ID
A.1.9 Property Evidence Tracking System (transaction fees apply and billed by SHERIFF)
A.1.10 Sheriffs Department Jail Management System (JIMS) (transaction fees apply and
billed by ISD)
A.1.11 Sheriff's Central Name Index (CNI) (transaction fees apply and billed by ISD)
A.1.12 Sheriff's Automated Warrants (SAW) (transaction fees apply and billed by ISD)
A.2 It is the intent of the parties to promote more effective regional law enforcement through the
cooperative use and maintenance of the COUNTY and SHERIFF computerized data files.
A.3 Access to the aforementioned databases requires connection to the COUNTY's Wide Area
Network (WAN). CONTRACTOR will be required to enter into a separate agreement with ISD
for connection to the COUNTY's WAN and for payment of costs associated with WAN
connectivity.
B. CONTRACTOR RESPONSIBILITIES
B.1 The CONTRACTOR agrees to limit access to information furnished by SHERIFF to its own
employees and other criminal justice/law enforcement agencies. The CONTRACTOR further
agrees to comply with Federal and State laws, rules, procedures, and policies formally adopted
in the California Law Enforcement Telecommunications System Subscriber Agreement, and in
regard to criminal history, information furnished through the FBI/NCIC/CCH (California Criminal
History) and the NLETS Program, to rules, procedures and policies approved by the NCIC
advisory policy board adopted for NCIC.
B.2 The CONTRACTOR agrees to appoint an Automated Terminal Coordinator (ATC) to
disseminate CLETS information and updates, to maintain training requirements and paperwork
compliancy for all CONTRACTOR personnel. The assigned ATC shall understand the CLETS
policies, Practices and Procedures Manual and comply with all of the Department of Justice
guidelines. The ATC shall understand and comply with the Agency ATC Responsibilities
guidelines, Exhibit B, attached hereto and incorporated herein by reference. This appointed staff
member shall be the point of contact to the SHERIFF.
Page 1 of 5
2014-334
B.3 In accordance with the State CLETS Policies, Practices, and Procedures Manual, and as
designated by the State of California and the SHERIFF the CONTRACTOR shall be responsible
for all security and privacy considerations relating to the use of the CONTRACTOR's terminal or
terminals.
8.4 The data provided to SHERIFF by the CONTRACTOR will be relevant to the criminal justice
process. The completeness, accuracy, objectivity, and verifiability of information entered into the
information system is paramount and the CONTRACTOR will cooperate with the regular
auditing of the system in accordance with the California Department of Justice CLETS Policies,
Practices, and Procedures Manual, to assure reliability of stored data. In addition, the
procedures for maintaining and/or purging these records will be adhered to in order to enhance
the reliability of all data.
6.5 The CONTRACTOR is responsible to provide an audit trail of all CLETS entries made from all
CONTRACTOR terminals accessing CLETS information through an established CAD-to-CAD
connection.
B.6 The CONTRACTOR agrees to cause employees; having access via the San Bernardino County
IBM computer system to the Sheriffs Central Name Index (CNI), Jail Information Management
System (JIMS) or any other Sheriffs Automated Systems, to complete security training before
such access will be allowed. CONTRACTOR agrees to adhere to all State, COUNTY and
Federal laws applicable to the confidentiality and the release of information.
13.7 Each of the CONTRACTOR's employees requiring access to CNI must complete and sign a
Central Name Index Authorization Statement, Exhibit A, attached hereto and incorporated
herein by reference.
C. SHERIFF RESPONSIBILITIES
CA Access
SHERIFF's assigned Terminal Coordinator will review all applications for connection to the
Telecommunications System, as well as requests to modify, move or increase the number of
terminals in an existing agency.
C.2 Services Provided
SHERIFF agrees to furnish the CONTRACTOR access to such criminal offender record
information and other criminal justice information as is made available to the State through the
CLETS network and provide access to Sheriffs Automated Systems.
C.3 Equipment
The SHERIFF shall provide, maintain, operate, and manage equipment for an electronic data
communications system in the San Bernardino County Sheriffs Data Center in order to provide
the services specified in this contract. One or both of the following is required for
CONTRACTOR to connect with the Sheriffs Message Switch computer:
C.3.1 A CAD to CAD interface or Terminal Browser Access
C.3.2 Connection to the County WAN
(NOTE: This contract does not include costs for equipment/services related to a private
telecommunications connection. The WAN connection process and associated costs
does not include a telecommunications connection at the local site and/or any additional
equipment. CONTRACTOR shall be responsible for establishing its own
telecommunications connection at the local site to the WAN connection.)
Page 2 of 5
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CA Support
SHERIFF shall render assistance to the CONTRACTOR in order to provide for timely, efficient,
and accurate implementation of CAD/CLETS/RMS network operations.
C.5 The SHERIFF shall maintain records for auditing purposes on all CLETS entries in accordance
with the Department of Justice mandates. All CAD-to-CAD Contractors' will also be
responsible for maintaining their CLETS data and providing an audit trail on all
CONTRACTOR terminals and/or employees accessing CLETS information via the CAD-
to-CAD connection.
C.6 The SHERIFF reserves the right to suspend access to any information provided for in this
contract, in accordance with the State CLETS Policies, Practices and Procedures Manual, when
any rule, policy, or procedure adopted by SHERIFF, or approved by the NCIC or law of this
county, state, or federal government applicable to the security and privacy of information is
violated or appears to be violated by the CONTRACTOR.
D. CNI ACCESS LIMITATIONS
Access to the COUNTY's Sheriff Central Name Index (CNI) database is also limited, as follows:
DA In the interest of maintaining a regional criminal justice database, CONTRACTOR is granted
inquiry capability to the COUNTY's Sheriff CNI database for law enforcement related data. The
data accessed in CNI by the CONTRACTOR will be relevant to the criminal justice process.
The CONTRACTOR will cooperate with regular auditing of the system to assure security of
stored data.
D.2 CONTRACTOR agrees to require all employees who access CNI to complete and sign a
Central Name Index Authorization Statement, a copy of which is attached hereto as Exhibit A
and incorporated herein by reference.
D.3 The Sheriff-Coroner or his representative will act as °Controller° facilitating the entry and
retrieval of computerized CNI information.
E. TERM AND TERMINATION
The term of this contract shall be for a period commencing on July 1, 2014, and ending on June 30,
2017. Notwithstanding the foregoing, this contract may be terminated at any time with or without cause
by CONTRACTOR or by SHERIFF upon written notice given to the other party at least thirty(30) days
prior to the date specified for such termination. Any such termination date shall coincide with the end of
a calendar month. In the event of such termination, each party shall fully pay and discharge all
obligations in favor of the other accruing prior to the date of such termination, and each party shall be
released from all obligations or performance which would otherwise accrue subsequent to the date of
termination. Neither party shall incur any liability to the other by reason of termination.
F. FISCAL PROVISIONS
F.1 FEES
F.1.1 CLETS Teleprocessing Support/Maintenance Costs will be billed by SHERIFF.
F.1.2 CLETS Terminal Browser Access will be billed by SHERIFF.
F.1.3 Transaction Fees for Systems listed in#A-1.5,A 1.6, and A.1.9 indicated in Section
A.1 above will be billed by SHERIFF; Systems listed in#A.1.10-A.1.12 will be billed
by ISD.
FAA Connection to the County WAN will be billed by ISD and a one-time fee applies.
F.1.5 County WAN Access is provided for under a separate agreement with ISD and will be
billed by ISD.
F.2 CONTRACTOR shall pay SHERIFF the sum of money per Schedule A attached hereto and
incorporated herein by reference. SHERIFF shall invoice CONTRACTOR for the cost of
Page 3 of 5
2014-334
services quarterly in advance. Payment shall be due before start of invoiced quarter. Basic
installation of service will be provided by the SHERIFF. Installation fees, cost of additional
services, equipment, related supplies and changes or modifications will be paid for by the
CONTRACTOR. The total cost to provide, repair or replace machines, printers, and other
equipment shall be the responsibility of the CONTRACTOR. Time costs, maintenance and
diagnostic costs will be paid by the CONTRACTOR. Costs will be adjusted in the event of any
level of service changes.
F.3 Schedule A reflects the rates in effect at the Execution of this agreement. SHERIFF shall have
the right to adjust the contract rates annually and any subsequent rate change(s) shall become
effective on July 1 of the County fiscal year (July 1 through June 30). Such rate change(s) is
effected by the service provided during the prior calendar year and increased labor costs from
Memorandum of Understanding changes, which increase labor costs. SHERIFF shall provide
notice to CONTRACTOR of pending rate change(s) by providing CONTRACTOR with a revised
Schedule A reflecting such rate change(s).
G. INDEMNIFICATION
The Contractor agrees to indemnify, defend (with counsel reasonably approved by County) 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 out of this contract from any cause whatsoever,
including the acts, errors or omissions of any person and for any costs or expenses incurred by the
County on account of any claim except where such indemnification is prohibited by law. This
indemnification provision shall apply regardless of the existence or degree of fault of indemnitees. The
Contractor's indemnification obligation applies to the County's "active" as well as "passive" negligence
but does not apply to the County's "sole negligence" or "willful misconduct" within the meaning of Civil
Code Section 2782.
H. NOTICES
All written notices provided for in this Contract or which either party desires to give to the other shall be
deemed fully given, when made in writing and either served personally, or by facsimile, or deposited in
the United States mail, postage prepaid, and addressed to the other party as follows:
San Bernardino County Sheriffs Department City of San Bernardino
Bureau of Administration San Bernardino Police Department
P.O. Box 569 P.O. Box 1559
San Bernardino, CA 92402-0569 San Bernardino, CA 92402-1559
Notice shall be deemed communicated two (2) County working days from the time of mailing if mailed
as provided in this paragraph.
1. ENTIRE AGREEMENT
This Contract, including all Exhibits and Schedule, which are attached hereto and incorporated by
reference, represents the final, complete and exclusive agreement between the parties hereto. Any
prior agreement, promises, negotiations or representations relating to the subject matter of this
Contract not expressly set forth herein are of no force or effect. This Contract is executed without
reliance upon any promise, warranty or representation by any party or any representative of any party
other than those expressly contained herein. Each party has carefully read this Contract and signs the
same of its own free will. Any amendment to this contract shall be in writing signed by both parties.
Page 4 of 5
2014-334
In Witness Whereof, the parties have duly executed and delivered this Contract on the Execution Date.
City of San Bernardino San Bernardino County Sheriff's Department
San Bernardino Police Department
Authorized signature orone or auth'Mied designee's signature
Name of person signing agreement(print or type) Name of person signing agreement(print or type)
Ce 41
Title Title
Date Date
Page 5 of 5
2014-334
SAN BERNARDINO COUNTY SHERIFF'S DEPARTMENT
SCHEDULE 'A'
CITY OF SAN BERNARDINO
SAN BERNARDINO POLICE DEPARTMENT
FY 2014-15 *
COST SCHEDULE
CHARGES FOR SHERIFF'S AUTOMATED SYSTEMS
CLETS ANNUAL MAINTENANCE & SUPPORT COSTS: Annual Cost
Service
CLETS CAD-to-CAD Connection ($100/Month) (SBCX) $1,200
CLETS Transactions Cost(2013 data) $27,643
CLETS ANNUAL MAINTENANCE & SUPPORT COSTS: $28,843
QUARTERLY PAYMENT IN ADVANCE FOR CLETS: $7,210.75
ADDITIONALLY:
The Contractor shall be billed Transaction Fees on a monthly basis by County ISD
in arrears resulting from use of the following systems:
Sheriffs Department Jail Management System (JIMS)
Sheriff's Central Name Index (CNI)
Sheriff's Automated Warrants (SAW)
Property Evidence Tracking System (PETS): The Contractor shall be billed for the system
transaction fees at the rate of 6 cents per transaction, billing by SHERIFF on a quarterly basis
for actual usage in arrears and included with their previous quarterly(in advance) bills for
The rates on this page are for the fiscal year 2014-15 only and will be adjusted each fiscal year.
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2014-334
EXHIBIT A
SAN BERNARDINO COUNTY SHERIFF'S DEPARTMENT
CENTRAL NAME INDEX
AUTHORIZATION STATEMENT
The following information is required to identify personnel for the computerized Central Name Index.
NAME:
(Last) (First) (Middle)
DOB:
(Month) (Day) (Year)
AGENCY/STATION:
CALIFORNIA DRIVER'S LICENSE:
SOCIAL SECURITY NUMBER:
EMPLOYEE NUMBER:
PD# (if applicable):
SUPERVISOR SIGNATURE:
THIS PERSON REQUIRES: 0 INQUIRY ONLY
0 INQUIRY & UPDATE
JUSTIFICATION:
STATEMENT:
1. I have completed the above questionnaire, and the information submitted is accurate to the
best of my knowledge.
2. I understand that the Sheriffs Automated Systems are for Law Enforcement use only and are
protected by State Law. Accidental or deliberate disclosure of County information,
modification, or misuse may result on disciplinary action up to, and including loss of
employment and prosecution under applicable laws.
3. Violation of one or more of the following procedural rules may result in disciplinary action.
a. The unauthorized use of another individual's name and/or identification information for
the purpose of inquiry or entry into one or more of the Sheriffs Automated Systems.
b. The unauthorized deletion or altering of any existing data in one or more of the Sheriffs
Automated Systems.
c. The unauthorized input (or causing of input) of false information to one or more of the
Sheriffs Automated Systems.
SIGNATURE:
DATE
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2014-334
EXHIBIT B
Automated Terminal Coordinator (ATC) Responsibilities
San Bernardino County Sheriff's
Department Telephone: (909)387-4357
Technical Services Division Fax: (909)387-3666
CLETS Administration Section
655 East Third Street
San Bernardino, CA 92415-0061
An Automated Terminal Coordinator (ATC) the key person chosen by his/her respective agency to
serve as the coordinator with the San Bernardino County Sheriffs Department (usually the same
person who serves as the CLETS Coordinator to the DOJ) on matters pertaining to CLETS contracts
with the Sheriff's Department, CAD/RMS connections to the message switch, maintenance of the
users database, as well as all other matters pertaining to the use of; CLETS, NCIC, NLETS, and the
DOJ criminal justice data bases.
The ATC should be familiar with all aspects of the aforementioned items. The liaison's primary
responsibilities include:
Administration/Record Keeping
• Coordinate and/or respond to CLETS related correspondence.
• Notify the Sheriffs Department of any changes in address, phone number, agency
representatives, contracts, CAD/RMS connections, and other information pertaining to your
agency.
• On a quarterly basis, ensure the accuracy of CLETS user security files within your agency,
deleting/disabling users who are no longer employed. Report this information to the Sheriff's
Department coordinator if you have a direct connection using their terminals.
• Ensure Management Control, Interagency Agreements, or Release of CLETS Information
Agreements are on file and kept current with the signature of new agency heads, if applicable.
• Maintain a copy of all contractual agreements.
Policy
• Ensure compliance with CLETS, CJIS, NCIC, and NLETS policies and regulations.
• Ensure CLETS terminals, equipment, and messages are secure from unauthorized access.
System
• Maintain and have available a current system diagram.
• Maintain and have available a list of all Sheriffs Department CLETS terminal locations within
the agency, identifying the location, ORI, and mnemonic assigned to the terminal.
• Coordinate any terminal access level changes, requests for additional CLETS mnemonics, and
applications for upgrading service.
Training
• Advise terminal operators within your agency of the formats used on Sheriff's Department
terminals within your agency.
• Determine the need to coordinate CLETS related training
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