Portland - Access to Portland Police Data System i - \
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AMENDMENT #
TO CONTRACT #
Mobile ePPDS
This amendment is made and entered into by and between the Bureau of Police,City of Portland,Oregon a
political subdivision of the State of Oregon (Provider)and the (Receiver) City of Tigard Police
Department, 13125 SW Mall Blvd, Tigard, Oregon. The purpose of this amendment is to add Mobile
ePPDS services to current services.
The agreement is amended as follows:
Addition to 1. SCOPE OF PROVIDER SERVICES including:
h. Provide Mobile ePPDS (MePPDS)client for inquiry only access to the Receiver's mobile computers.
i. Perform services related to MePPDS user access including defining and maintaining user logons and
mobile device definitions.
j. Provide trouble-shooting support for MePPDS Monday thru Fridays from 0800-1700 only.
Addition to 2. SCOPE OF RECEIVER RESPONSIBILITY including:
e. The Receiver agrees to abide by all use policies set forth for use of MePPDS in the mobile
environment as identified by Exhibit M.
f. Scope of Receiver Responsibility identified in the PPDS Intergovernmental Agreement for use of
PPDS, also applies to use of Mobile ePPDS.
Addition to 3. COMPENSATION replace with:
The Receiver agency, shall pay to the Provider the amount as set out in Exhibit A: Schedule of Costs. These
costs will be based on services received as described in Exhibit A by the Receiver. Cost of services shall be
reviewed annually, with adjustments made effective July 1. Receiver shall be notified of adjustments at least
90 days in advance.
Effective Date of Amendment: Upon Approval
All other terms and conditions of the original agreement and intermediate amendments shall remain in full
force and effect.
PROVIDER: RECEIVER:
By: By:
Name: Michael Reese Name: Craig osser
Title: Police Chief, Portland Title: City Manager
Date: Date:
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A�IF4(L
Name: Alan Orr
Title: Chief of Police
Date:
AMENDMENT #
TO CONTRACT #
IBIS Access
This amendment is made and entered into by and between the Bureau of Police,City of Portland,Oregon a
political subdivision of the State of Oregon (Provider)and the (Receiver) City of Tigard Police
Department, 13125 SW Hall Blvd,Tigard,Oregon. The purpose of this amendment is to add IBIS
mobile fingerprint services to current services.
The agreement is amended as follows:
Addition to 1. SCOPE OF PROVIDER SERVICES including:
k. Provide IBIS mobile fingerprinting service to the Receiver's mobile computers.
1. Perform services related to IBIS user access including defining and maintaining mobile device
definitions
m. Provide trouble-shooting support for IBIS Monday thru Friday from 0800-1700 only.
Addition to 2. SCOPE OF RECEIVER RESPONSIBILITY including:
g. The Receiver agrees to abide by all use policies set forth for access to IBIS data by the Portland Police
Bureu's Forensic Evidence Division.
h. Receiver will supply the IBIS hardware and be responsible for its maintenance.
i. Scope of Receiver Responsibility identified in the PPDS Intergovernmental Agreement for use of PPDS,
also applies to use of IBIS.
Addition to 3. COMPENSTATION replace with:
The Receiver agency, shall pay to the Provider the amount as set out in Exhibit A: Schedule of Costs. These
costs will be based on services received as described in Exhibit A by the Receiver. Cost of services shall be
reviewed annually, with adjustments made effective July 1. Receiver shall be notified of adjustments at least
90 days in advance.
Effective Date of Amendment: Upon Approval
All other terms and conditions of the original agreement and intermediate amendments shall remain in full
force and effect.
PROVIDER: RECEIVE
By: By:
Name: Michael Reese Name: CA Prosser
Title: Police Chief,Portland Title: CiYy Manager
Date: Date:
y:
Name: Alan Orr
Title: Chief of Police
Date:
Exhibit A
Schedule of costs for Tigard Police Department
August 1,2010—June 30, 2011
(Revised 8/1/2010)
Tigard PD is to pay the City of Portland the following monthly amounts for Portland Police Data
System (PPDS) service. Unless other arrangements are made, Tigard PD will be billed quarterly.
Note: Number of active user IDs and caseload will be re-evaluated yearly by the Portland Police Bureau's Data
Processing Division to determine the correct monthly access fee. If this review does not result in a rate change, you
will not receive an updated Exhibit A and the previous Exhibit A will remain in effect.
One-Time Setup Fees
Mobile ePPDS $ 200.00
IBIS Mobile Fingerprinting $ 1800.00 for 3 devices
Total $2000.00*
* One-time setup cost of$2000.00 will be paid in equipment and/or software valued at not to
exceed $2000.00.
On-Going Monthly Charges
Basic Service
76 — 100 Users $1150.00 per month
Entry Related Services, CAMIN2
5,001 — 10,000 cases per year $1000.00 per month
Mobile ePPDS (New Service)
26-50 MDC $ 250.00 per month
IBIS Mobile Fingerprinting service (New Service)
3 devices $ 150.00 per month
Monthly Total $2550.00 per month
Tigard PD Cost Summary
As of January 2010,Tigard PD has 79 PPDS user accounts with an estimated 2009 caseload
of between 6,717 cases. As of July 1, 2010 Tigard PD is adding Mobile ePPDS (MePPDS)
service to up to 50 MDCs and IBIS Mobile Fingerprinting service for 3 devices. The
revised monthly rate of$2550.00 with a one-time setup cost of$2000.00 00 which will be
paid in equipment valued at not to exceed $2000.00.
Under this agreement,Tigard PD is responsible for the following:
• Maintaining a current Inter-Governmental Agreement with Portland Police Bureau.
• Assuring that all personnel or contractors that have contact with computers or networks under their jurisdiction that access
PPDS have passed a criminal justice agency background investigation.
• Data Entry for all Tigard PD reports and assuring case reports are numbered within a pre-assigned range.
• Assuring that reports meet quality standards for inclusion into PPDS.
• Assuring that Tigard PD maintains appropriate physical and electronic security policies.
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• Adhering to all use policies set forth for participation in the NCIS Law Enforcement Information Exchange(LInX
Northwest).
• Adhering to the security policy for McPPDS deployment in a mobile environment.
Under this agreement,PPB is responsible for the following:
• User account setup and maintenance for employees of Tigard PD.
• Full PPDS query access for Tigard PD.
• Access to other criminal justice systems available through PPDS.
• Access to Multnomah County mug shots through PPDS.
• All Tigard PD OUCR reporting to the State of Oregon.
• Tactical inquiry capability into all PPDS data.
• Extensive set of tactical,operational,and statistical management reports for Tigard PD.Facilitate access via networked PC
computers to the NCIS Law Enforcement Information Exchange(LInX Northwest)system.
• Provide public records category data from PPDS for Tigard PD to the NCIS Law Enforcement Information Exchange(LInX
Northwest) system for sharing with other law enforcement agencies. This data sharing will adhere to strict CJIS data
sharing guidelines.
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Exhibit M
E-PPDS Security Policy
(7/1/2010)
Access Security- New devices, both desktop and mobile with access to the PPDS
system
must adhere to the following requirements.
- All devices, both desktop and mobile shall employ virus protection software
o Use of Anti-Virus and Anti-Spyware software to scan, detect, and
eliminate viruses on workstations and laptops
o Anti-Virus and Anti-Spyware software must be kept up to date with
current virus definitions, run at start-up, and employ resident scanning
- All devices, both desktop and mobile shall apply current operating system service
packs and patches; Auto-update is recommended.
- All devices, both desktop and mobile shall be protected by a current firewall.
-All mobile devices shall employ encryption technology for wireless transmissions
from origin to termination. Encryption shall comply with Federal Information
Processing Standards (FIPS) publications and guidelines for encryption.
- All mobile devices shall employ virtual private network for those transmissions
that traverse between wireless local area network and department trusted network
segments and shall have a static private IP address.
- All users shall employ an auto-lock on their workstation or laptop if left idle for a
select period of time.
- The secured facility and all devices, both desktop and mobile shall employ
AdvanceUser Authentication methods to secure access to data. This could include
but not limited to Biometrics, Smart Cards, or Electronic Token devices.
- This Security Checklist is subject to annual review and modification for
compliance with the then current CJIS Security Policy.
Personnel Security - Any persons having authorized access to PPDS criminal history
record information shall effective immediately be required to:
- Complete a personal history statement
- Be fingerprinted and a background investigation conducted by the user agency.
That investigation shall include, but not be limited to, verification of information
provided by the person and to public record information, including a check of the
PPDS persons file, the Oregon LEDS files, the National Crime Information Center
files, and FBI Criminal Identification files.
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CITY OF TIGARD
CONTRACT SUMMARY FORM
HIS MUST ACCOMPANY EACH CONTRACT BEFORE AUTHORIZATION SIGNATURE CAN BE ACQUIRED
Title of Contract: Mobile ePPDS and IBIS IGA Admendment Contract #: (Assigned after execution
Contractor: City of Portland Total: $400 per month additional
Brief Overview: These are amendments to the exiting IGA with the City of Portland that provides
access to PPDS. This will provide mobile PPDS and IBIS. IBIS is mobile
fingerprinting service.
Changes Made To Adding additonal�'"services and'providing char ges�`toEx'I It A for new monthly fees.
Boilerplate One-time seto'„ fee of$Z OQO tl at>will be uaidxihro'gh .rovidin a software program.
Contracts (rx�s`? �.;
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Type of Contract: Ll Purchase A-reement ❑Personal;.�ervic e' ❑ Construction Other
Start Date: Au ust 1 EndDate. w/A I CRB Award Date: N/A
Contract Manager: �-Ve °[.� � ,��� Extension: `' t De artment: .
Quotes/Bids/Proposals: COMPANY AMOUNT/SCORE
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Department Comments:
Department Si natur JWJLI�s 17 Date:
Purchasing Comments:
Purchasin Signat Date: ut—,)zC10 C>
Administration: Date:
Certificate of Insurance Re ived? ❑ Yes ❑ No ❑ Self-Insured Form Received
Business Tax Current? ❑ Yes ❑ No Contractor License Current? ❑ Yes ❑ No
Federal TIN/1099 #: Bonds Required: ❑ Yes ❑ No
Accounting String: Fund Division Account Total
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5083
JAN 31997
AGREEMENT FOR SERVICES
This agreement for services (Agreement) is between the Bureau of Police, City of Portland, Oregon
(Provider), 1111 SW Second Avenue, Portland, Oregon 97204, and the (Receiver) City of Tigard Police
Department.
RECITALS:
The Provider and the Receiver desire to enter into this agreement by the terms of which the Provider,
through its Bureau of Police, will provide access to its Portland Police Data System (PPDS), a law
enforcement information system, to the Receiver, on the terms set forth in this agreement.
AGREEMENT:
1. SCOPE OF PROVIDER SERVICES
a. Provide access via computer terminal for full entry into the computerized data base files
of the PPDS system.
b. Provide the necessary programs, access, and data storage so that Tigard Police cases
and related information can be entered into PPDS files.
C. Produce standard PPDS reports for Tigard Police data; and other reports as mutually
agreed.
d. Provide standard Oregon Uniform Crime Reporting (OUCR)data for Tigard Cases to the
State of Oregon LEDS/OUCR via magnetic tape.
e. Provide access via computer terminal to related criminal justice services as mutually
agreed.
f. Provide manuals and training to Receiver staff regarding utilization of the computer
terminals and procedures for access to information.
g. Perform services related to PPDS access such as liaison with vendors for maintenance
service calls, etc.
2. SCOPE OF RECEIVER SERVICES
a. The Receiver agrees that all its personnel will perform only those PPDS functions
authorized, and that it, or its personnel, will not attempt any programming-program
modifications, or similar activities within the PPDS system unless specifically authorized
in writing by the Portland Police Bureau.
b. The Receiver agency agrees, pursuant to the directions of the State of Oregon.Law
Enforcement Data System (LEDS) and PartIV of the National Crime Information Center
(NCIC)Computerized Criminal History, Program Concepts and Policy, dated October 20,
1976, that the Portland Police Bureau shall establish policy and exercise management
control over all operations of the PPDS system.
C. In the event of violation of the provisions of this agreement, or violation of the security
policy by personnel of the Receiver, the Provider shall have the authority to restrict or
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prohibit access to the PPDS'system by the:Receiver agency terminals until resolution of
the problem to the satisfactiionof the Provider. The Receiver shall be notified in writing of
such action, and there shall be no charge for access during any time that access is
prohibited.
d. The;Receiver agency,shall perform data entry of its data into PPDS and shall conform to
the standards and procedures established'by the Provider regarding such data entry.
3. COMPENSATION
The Receiver, as a "full entry" user of PPDS, shall pay to the Provider the amount as set out in
Exhibit A: Schedule of Costs.
4. BILLING AND PAYMENT PROCEDURE
The Provider shall invoice the Receiver quarterly. The Receiver shall submit payment within 30
days of receipt of the invoice from the Provider.
5. EFFECTIVE AND TERMINATION DATES
This agreement shall be effective as of January 1, 1996, and shall terminate as of June 30, 1998.
6. PROVIDER CONTACT PERSON
For information concerning PPDS services provided under this Agreement,1 contact should'be made
with Bill Wesslund, Data.Processing Division, Bureau of Police, 1111.S.W. Second Avenue, Room
1156, Portland, Oregon 97204, 823-0300.
7. RECEIVER CONTACT PERSON
For information concerning PPDS usage by the Receiver, contact should be made with Lt. Gary
Schrader, Tigard Police Department, 13125 S.W. Hall Boulevard, Tigard, Oregon 97223.
8. NOTICE
Any notice provided for under this agreement shall be sufficient if in writing and delivered personally
to the following addresse or deposited in the United States Mail, postage prepaid, certified mail,
return receipt requested, addressed as follows, or to such other address as the receiving party
hereafter shall specify in writing:
If to the Provider: Nancy Dunford
Bureau of Police
Fiscal Services F
1111 S.W.Second Avenue,Room 1202
Portland, Oregon 97204-3232
If to the Receiver: Gary Schrader
Tigard Police Department
13125 S.W. Hall Boulevard
Tigard, OR 97223
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9. AMENDMENTS
The Provider and the Receiver may amend this agreement at.any time only by written amendment
executed by the Provider and the Receiver: Any change in Number 1, SCOPE OF PROVIDER
SERVICES,or in EXHIBIT A,SCHEDULE OF CHARGES,shall be deemed an amendment subject
to this section.
10. EARLY TERMINATION OF AGREEMENT.
This agreement may be terminated by either party on 30 days written notice of such termination
to the other party.
11. PAYMENT ON EARLY TERMINATION .
In the event of termination under Number 10, EARLY TERMINATION OF AGREEMENT, hereof,
Receiver shall.pay the contractor for work performed in accordance with the agreement prior to the
termination date.
12. COMPLIANCE WITH LAWS
In connection with its activities under this agreement, the Provider shall comply with all applicable
federal, state, and local laws and regulations.
Specifically,the Receiver agrees to comply with the PPDS Security Policy with regard to security
and privacy regulations affecting usage and dissemination of criminal history and investigative
information.
13. OREGON LAW AND FORUM
a. This agreement shall be construed according to the law of the State of Oregon.
b. Any litigation between Receiver and the Provider arising under this agreement or out of
work performed under this agreement shall occur, if in the state courts, in the Multnomah
County Court having jurisdiction thereof, and if in the federal courts, in the United States
court for the District of Oregon.
14. INDEMNIFICATION
The Receiver shall hold harmless, defend, and indemnify the City and the City's officers, agents,
and employees against all claims, demands, actions, and suits (including all attorney fees and
costs) brought against any of them arising from the Receiver's activities under this agreement.
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15. ASSIGNMENT
The Provider shall not assign this agreement, in whole or in part, or any right or obligation
hereunder,without the prior written approval of Receiver.
16. ARBITRATION
a. Any dispute under this agreement which is not settled by mutual agreement of Receiver
and the Provider within sixty (60) days of notification in writing by either party shall be
submitted to an arbitration panel. The panel shall be composed of three (3) persons, one
of whom shall be appointed by the Provider, one of whom shall be appointed by the
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Receiver, and one of whom shall be appointed by the two arbitrators appointed by the
Receiver and the Provider. In the eventthe two cannot agree on the third arbitrator, then
the third shall be appointed by the Presiding.Judge(Civil)of the Circuit court of the State
of Oregon for the County of Multnomah. The arbitrators shall be selected within thirty (30)
days of the expiration of the:sixty,(60)days,period. The arbitration shall be conducted.in
Portland, Oregon; and shall be as speedy as reasonably possible. Receiver and the
Provider shall agree on the rules,governing the arbitration (including appropriation of
costs), or, if Receiver and the'Providercannot agree on the rules, the arbitrators shall
adopt rules consistent with this section. The arbitrators shall render their decision within
forty-five (45) days of"their first meeting with .Receiver and the Provider. Insofar as
Receiver and the Provider legally may do so,.they shall be bound by the decision of the
panel.
b. Notwithstanding any dispute under this agreement, whether before or during arbitration,
the Provider shall continue to perform its work pending resolution of the dispute and
Receiver shall make payments as required by the agreement for undisputed portions of
the work.
17. INTEGRATION
This agreement contains the entire agreement between Receiver and the Provider and supersedes
all prior written or oral discussions or agreements.
PROVIDER: City of Portl RECEIVER, City of Tigard
By: By: X
Name: Vera Katz Name: ames ico
Title: Mayor Title: Mayor
Date: //?1,9 1 Date: NoVember ,
By: � �u � By:
Name: Barbara Clark Name: a eri:neea ey
Title: Au itor Title: City Recorder
Date: !3 fq Dater November 12, 1996
APPROVED AS TO FORM: APPROVED AS TO FORM:
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Ciry Attorney, City of Portland
Date: Date: t
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EXHIBIT A
SCHEDULE OF COSTS
The City of Tigard Police Department,(Receiver), as a"full entry" user of the Portland Police Data System
(PPDS), shall pay to the City of Portland (Provider) the following monthly amount for PPDS services.
Unless other arrangement are made, the Receiver will be billed quarterly.
System Usage Charge $250.00
Telephone Line Charge $150.00
Data processing and data storage 000.00
Total Monthly Costs $1,400.00
(Note: This schedule of costs is based upon entry by Tigard Police of approximately 8,000 crime reports
per year).
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ORDINANCE NO. - .497 07 $ Q
Agreement with the Tigard folo`o Veparbrient to provide access to thelPordand Police Data System. (Ordinance)
The City of Portland ordains:
Section 1.The Council finds: - -- --- __7 .
1. The CI has the . _ -: `: ��;r:'" • " '' :.
City capability of providing access to its Portland Police Data System(PPDS)and associated
services to law enforcement agencies.
2. The Tigard Police Department desires to enter into an agreement with the City of Portland for access to PPDS
services. The term of this agreement shall commence on January 1, 1996,and will terminated June 30, 1998.
3. The costs incurred by the City of Portland Police Bureau for provision of PPDS services will be offset by the
revenue received from the Tigard Police Department for these services.
NOW, therefore,the Council directs:
1. The Mayor and the Auditor are hereby authorized to execute an agreement for services between the-City of
Portland and the Tigard Police Department as stated in this agreement.
Section 2. The Council declares that an emergency exists because a delay in proceeding with this agreement will
unnecessarily deprive the City of Portland and The Tigard Police Department of the mutual benefits of use of the PPDS System;
therefore, this ordinance shall be in force and effect from and after its passage by the Council.
Passed by Council: DEC 18 19%
Mayor Vera Katz
Bill Wesslund Barbara Clark
December 4, 1996 Auditor of the City of Portland
By
Deputy