HomeMy Public PortalAbout2005.02.14 Valley County Sheriffs Office Memo Of UnderstandingMemorandum of Understanding
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This Memorandum of Understanding ("MOU") is entered into as of this/ y of f Aou
2005, between the Valley County Sheriff's Office ("VCSO"), Cascade, Ida o and McCall Police
Department ("MPD"), McCall, Idaho by and through the Valley County Commissioners and the
McCall City Council.
Background
A. VCSO provides public safety dispatch services for MPD and surrounding emergency
response agencies.
MPD wishes to utilize the Records Management Software System (ARTS) currently
owned by the VCMPD is currently configured in the VCSO communication center's
computer data entry screens as Agency 03. This MOU will extend the system usage to
allow MPD to fully utilize ARTS for report writing, property and evidence handling, digital
photo processing, case management and uniform crime reporting (NIBRS).
C. The parties to this MOU wish to confirm their agreements in principle regarding planning
and payment of Software Costs, Networking and Other Services.
D. The State of Idaho Planning Grants & Research Bureau awarded an Edward Byrne grant
to MPD for use in acquiring records management services and this MOU is entered into
to set forth the use of the grant funds in the acquisition and maintenance of the records
management system. Grant funds will be used to cover all costs referenced within this
MOU except for the City's match of $6,852.00.
Understanding
The parties hereby agree as follows:
1. MPD will operate as a secondary agency in the VCSO ARTS System.
2. MPD will purchase and own a terminal server (SERVER) to be located at Valley County
in the IT Department. This SERVER will provide the client traffic between the agencies
and this server will exclusively be used for law enforcement.
3. The ARTS software will be installed on the SERVER, and it will provide MPD with the use
of full records managements including the Base Name File, Incident processing, Officer
Report writing using Microsoft Word, Property Management including a complete
Evidence tracking system, Digital Photo interface, Idaho Certified Crime Reporting
(NIBRS) and Case Management.
4. The Officer Report narratives and MPD's Digital Photos may be stored locally or on the
VCSO Server located at Valley County (at the discretion of MPD.)
5. Maintenance of the ARTS database and the SERVER may be administered by Computer
Arts Inc. ("CAI") staff via on -site support or by using remote connectivity. (Networking
costs are detailed in their own section below.) The Valley County IT person will not be
responsible for MPD Equipment. MPD acknowledges there may be down times of this
system until CAI can rectify the problems.
6. Per this MOU, the software price tier for VCSO client licenses for the ARTS System will
increase from the 10-25 tier to the 26-50 tier. MPD agrees to pay for the upgrade costs
for the software price tier change at a cost of $9,125.00. This change will allow either
agency to purchase additional ARTS clients at $495.00 each up to 50 licenses. Fifteen
client licenses of the newly purchased tier change will be reserved for MPD's use.
7. MPD agrees to purchase the Case Management module at a cost of $9,975.00 for
VCSO. MPD agrees to purchase the Case Management module for MPD at a cost of
$2,100.00 This will provide the VCSO and the MPD with complete security (within the
software) between the agencies.
8. MPD agrees to pay 30% of VCSO's annual ongoing maintenance and support fees for
use of the ARTS software system minus the VCSO's jail module costs.
9. Maintenance and support fees will be prorated to fit into VCSO's current billing cycle and
will be due October 1st each year after the first prorated year, based on go live date of
use in MPD.
10. VCSO will maintain control of the Administrative functions within the ARTS software such
as, officer setup, code table changes, etc.
11. VCSO agrees to process MPD requests for system updates in a timely manner.
12. At a minimum, VCSO agrees to provide MPD with a copy of the ARTS database on a
monthly basis.
13. This MOU may be terminated by either party by giving ninety days written notice to the
other party.
14. In the event that VCSO and MPD decide to terminate this MOU, VCSO agrees to provide
MPD with an up-to-date copy of the database immediately.
15. In the event the agencies decide to terminate this MOU, MPD is entitled to use of the
ARTS system in a stand alone environment. Initial ARTS costs paid for by MPD per this
MOU would be applied toward the current purchase price of the stand alone solution at
the time of termination. Any additional installation, configuration, training, or hardware
costs in order to complete the separation shall be the responsibility of MPD.
16. In the event the agencies terminate this MOU, VC$@ -would be responsible for imnfediate
payment of any tier change costs AND Case Management Costs related to VCSO's
ARTS system use.
17. In the event the agencies terminate this MOU, each agency would be responsible for any
respective maintenance and support costs.
Costs for the initial project are detailed:
VCSO Tier change
MPD ARTS clients (6 @ $495.00)
VCSO Case Mgmt
MPD Case Mgmt
Total Software
30% of VCSO Annual Maintenance
30% VCSO Annual Support
$ 9,125.00
$ 2,970.00
$ 9,975.00
$ 2,100.00
$24,170.00
$ 2,426.00
$ 1,200.00
MPD Terminal Server $ 4,000.00 *estimate
MPD 6 SQL Licenses @ $140 $ 840.00
MPD 6 Windows CAL @ $27 $ 162.00
MPD 6 Terminal Server Licenses @ $70$ 420.00
CAI Networking costs to install
2 techs @ $87.50 per hour for 8 hours $ 1,400.00 *estimate plus
actual expenses
Training $400 a day + expenses from Pocatello to be coordinated with
MPD & VCSO employees.
*Note: Additional ARTS Client license fees are charged at $495.00 up to 50 licenses with added
maintenance of $74.00 per client as they come on line.
In Witness Whereof, the parties have executed this MOU as of the date first written above.
By:
F chilli Davis, Chem
By:
Th.,u W. Kerr, Commissi. er
By:
F. W. Eld, Commissioner
By: d
Kirk Eimers, Ma or, of
McCall
ATTESTED BY:
Dan Irwin, City Clerk
Date:
Date:
Date: ,Z/ / y- DS—
Date: a./14/05-