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Portland, Various Cities/Counties - Creating User Board for Regional Justice Information System (RegJIN) ~ 30003644 REGJIN MASTER IGA MASTER INTERGOVERNMENTAL AGREEMENT FOR THE USER BOARD OF THE REGIONAL JUSTICE INFORMATION SYSTEM (RegJIN) No. 30003644 THIS INTERGOVERNMENTAL AGREEMENT ("Agreement") is made and entered into, pursuant to Oregon Revised Statutes ("ORS") 190.003 to 190.085, and Revised Code of Washington ("RCW") 39.34.030 by and among the City of Portland, an Oregon municipal corporation ("City"), and the Regional Partner Agencies (herein collectively, the"RPA"). RECITALS WHEREAS, the City has acquired a law enforcement Records Management System ("RMS") to maintain a multi-agency, multi-jurisdictional set of law enforcement applications and associated databases; and WHEREAS, the City and RPA find that a primary objective of the region is to develop a shared common database available in the RMS in order to cooperatively prevent criminal activity, track resource utilization, facilitate rapid and efficient communications, provide immediate and coordinated assistance among agencies for day-to-day, tactical, and strategic operations, improve the ability of law enforcement to prevent and solve criminal activity through shared system functionality and cooperative operations, effectively prosecute criminals, and identify short and long term leveraging opportunities for cost effective infrastructure investments to meet regional requirements; and WHEREAS, the City and RPA desire to create a User Board to provide input, guidance and strategic direction for the RMS; and WHEREAS, regionalization and interoperability provides a cost effective and efficient acquisition of the RMS and improvements through economies of scale, coordination and sharing; and WHEREAS, use of the City's RMS assets with the RPA will increase overall system reliability and reduce duplicative systems while allowing for shared information; and WHEREAS, creation of this Intergovernmental Agreement for the RMS may also be expanded to include other public safety technologies in the future, and WHEREAS, the participating jurisdictions now desire to enter into this Agreement, and being fully advised; and NOW, THEREFORE, IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as follows: 1. DEFINITIONS; The following is a definition of terms used herein. A. "Capital Cost" is the estimated and budgeted amount required, including but not limited to, the direct cost for hardware, software, project management, planning, design, engineering, procurement, labor and materials for designing, procuring, installation, testing, commissioning, training, and otherwise implementing the 30003644- MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 1 RMS and its future components. Capital Cost does not include non-City RPA assets, non-City RPA specific applications, data conversion of data not contained in the Portland Police Data System (PPDS), the RPA side of RMS System interfaces, non-City user devices such as computer workstations, mobile computers, desktop and mobile computer operating system software and printers, and non-City network components. B. "Days" means calendar days, including weekdays, weekends and holidays, beginning at midnight and ending at midnight twenty-four hours later, unless otherwise specified by the Agreement. i C. "City/RPA Confidential Information" means any information, in any form or media, including verbal discussions, whether or not marked or identified by the City and/or RPA, which is reasonably described by one or more of the following categories of information: (1) financial, statistical, personnel, human resources data or Personally Identifiable Information as described in the Oregon Consumer Identity Theft Protection Act of 2007; (2) business plans, negotiations, or strategies; (3) unannounced pending or future products, services, designs, projects or internal public relations information; (4) trade secrets, as such term is defined by ORS 192.501(2) and the Uniform Trade Secrets Act ORS 646.461 to 646.475; (5) Exempt per ORS 192.501 and/or ORS 192.502 (6) attorney/client privileged communications, (7) exempt per federal laws (including but not limited to Copyright, HIPPA, Computer Fraud and Abuse Act), (8) criminal history information that is not subject to disclosure based on State of Oregon, State of Washington, or Federal rules and regulations, (9) criminal investigation information, (10) tactical and strategic public safety information, and (11) j information relating to or embodied by designs, plans, configurations, specifications, programs, or systems developed for the benefit of the City and/or RPA including without limitation, data and information systems, any software code and related materials licensed or provided to the City by third parties; processes; applications; codes, modifications and enhancements thereto; and any work products produced for the City. "Confidential Information" includes, but is not limited to, any information that is disclosed in written, graphic, verbal, or machine-recognizable form, and is marked, designated, labeled or identified at the time of disclosure as being confidential or its equivalent; or if the information is in verbal form, it is identified as confidential or proprietary at the time of disclosure and is confirmed in writing within thirty(30)days of the disclosure. Confidential Information does not include any information that: is or becomes publicly known through no wrongful or negligent act of the receiving party; is already known to the receiving party without restriction when it is disclosed; is, or subsequently becomes, rightfully and without breach of this Agreement or any other agreement between the Parties or of any applicable protective or similar order, in the receiving party's possession without any obligation restricting disclosure; is independently developed by the receiving party without breach of this Agreement; or is explicitly approved for release by written authorization of the disclosing party. D. "Cost Sharing Formula" is the plan and periodic amendments thereof, adopted by the City based on recommendations by the User Board that apportions User 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 2 Fees, capital, operation, maintenance, repair and replacement costs and use of grant funding among the Entry and Inquiry Only RPA. The Cost Sharing Formula is attached as Exhibit A. E. "Entry RPA" includes the City of Portland and any authorized agency who enters data into the RMS. Entry RPA may take part in decisions or activities of the User Board in which the Entry RPA has discretion to participate. Entry RPA shall have full voting rights. The City shall be considered an Entry RPA for voting purposes. F. "Inquiry Only RPA" is an agency who has access to view the RMS data but does not input any data. Inquiry Only RPA have no voting rights on the User Board. G. "Operation and Maintenance Cost' are the budgeted amount required for the operation and maintenance of the RMS which may include, but not be limited to, the direct cost for: license fees, vendor support costs, software and hardware upgrade and/or replacement costs, maintenance, personnel, facilities use and rental costs, and training for the upcoming year. Operating and Maintenance Cost shall be allocated to the Entry and Inquiry Only RPA according to the Cost Sharing Formula. H. "Project" shall mean any effort undertaken by the System Manager, as recommended by the User Board, to improve or modify the RegJIN RMS. I. "Quorum of the Board" is comprised of fifty (50) percent of the Entry RPA, plus one. J. "RPA Asset' shall mean hardware, software, equipment, real property and fixtures, owned or leased by any RPA. K. "RPA" shall mean Inquiry Only and Entry Partners L. 'Records Management System" is the tangible assets and/or Systems acquired or purchased by the City to develop, implement and operate the RegJIN RMS. M. "RegJIN RMS" is the law enforcement records management system acquired and implemented by the City of Portland for use by the RPA. N. "Strategic Plan" is the plan and periodic amendments thereof, setting forth the vision, strategy and benefits for the RegJIN RMS as recommended by the User Board and approved by the City. O. "System Manager" is the individual and his/her designated named backups appointed by the City of Portland to manage and operate the RMS on a daily basis. P. "Technology Management Plan" is the plan and periodic amendments thereof, that is recommended by the User Board and approved by the City that provides technical guidance for operation, maintenance, and repair of the RMS. 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 3 Q. "Unanimous Vote" or "Unanimously" means that approval is required by the City and all Entry RPA present at a User Board meeting. A Quorum of the Board is required for all Unanimous Votes. R. "Upgrade Plan" is the Plan for upgrading the RMS, and periodic amendments thereof, that is recommended by the User Board and approved by the City, including, but not limited to, detailed technical designs, estimated budget for the capital costs of acquiring, constructing, and deploying the technical design, estimated budget for upgrading the RMS. S. "User Board" is the administrative body of the RegJIN User Board. T. "User Fees" are fees set by the City for RPA access and use of the RMS and as agreed to between the City and a RPA in a Participating IGA. U. "Withdrawal Plan" is a plan providing the manner of complete withdrawal for an RPA, or for an Entry RPA to move to an Inquiry Only RPA. 2. ESTABLISHMENT OF USER BOARD: There is hereby established the RegJIN User Board ("User Board") for the purpose as described below and subject to the terms and conditions herein. The User Board is established to plan and advise the City of Portland in the operation of the RMS, which serves the geographic area encompassed by Clackamas, Columbia, Multnomah, and Washington Counties of Oregon State and Clark County of Washington State (along with future RPA). Thereafter, the RPA may recommend expansion of the System and pursue other services as agreed to by the City and Entry RPA. 3. STATEMENT OF PURPOSE: General The User Board is formed to create a user based structure for making recommendations to the City regarding the planning, funding, operations, and maintenance of the RMS including, but not limited to, transition planning, User and administrative training procedures, training equipment and facilities, uniform data entry, complying with federal and state reporting requirements, maintaining data integrity, operational efficiencies, physical backup and redundancy, and obtaining and managing additional resources such as grants to support RMS maintenance, enhancement, and extension. The User Board may perform functions, which may include, but are not limited to the following: A. Cooperatively develop or review and recommend changes or adoption of a Strategic Plan for maintaining the viability and efficiency of the RMS. B. Review and recommend which RMS data and applications will be shared among the City and RPA. C. Cooperatively develop or review and recommend changes or adoption of a coordinated long-term plan for capital and operating funding of the RMS, including methods to allocate costs. 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 4 D. Review and recommend changes to established Standard Operating Procedures (SOPs) and technical standards for the operations and business continuity of the RMS. E. Review and recommend changes or adoption of the RMS Technology Management Plan, F. Review and recommend changes to the operational and maintenance procedures of the RMS for assets owned by the City in a manner that resolves operational interface issues with each RPA's local assets. G. Recommend admission of new RPA. H. Review and recommend changes to RMS operational and maintenance procedures with the goal of balancing regional requirements against Entry RPA data collection and reporting autonomies. I. Apply for grants and other available funding sources to fund RMS enhancements and capability extensions. J. Participate in, and recommend process changes to ensure the successful deployment of the RMS and, in the future, RMS extensions and enhancements. K. Review and recommend changes of the annual operational budget developed to support and fund the RMS. L. Review and recommend Changes to the RMS Cost Sharing Formula. 4. ADMINISTRATIVE BODY: The User Board shall have the duties as provided below. A, The User Board, as an advisory group formed to furnish advice to the City of Portland, shall be subject to and comply with the requirements of the Oregon Public Meetings laws. B. The User Board shall be composed of one representative appointed by each Entry RPA, which includes one representative appointed by the City. The User Board shall elect a Chair, and Vice-Chair who shall each serve for a two year term. The Chair, or in the Chair's absence the Vice-Chair, shall preside over all User Board meetings. C. The Entry RPA, through the Board, shall administer the operation of the User Board. Each Entry RPA and the City shall have one vote. Each Entry RPA shall appoint, at its pleasure, one primary representative, and one alternate representative who may attend all Board meetings. The primary and alternate representatives may jointly participate in all discussions of the User Board; provided however that the vote of the Entry RPA shall be cast only by the primary representative, unless the primary representative is absent, in which event the alternate representative may cast the Entry RPA's vote. No User Board member 30003644 - MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 5 may grant proxy voting power to another User Board member from another Entry RPA. A tie vote shall not be sufficient to pass a measure or recommendation. D. The Board may meet monthly at the discretion of the Chair, but in no event less than twice per year. It may meet more frequently as determined by the Chair or as requested by any Entry RPA or the City. E. A Quorum of the Board is required for the User Board to make any official recommendation or action. F. Unless otherwise provided herein, all User Board actions shall require approval by a majority of the Entry RPA present at an official Board meeting. G. The User Board Chair shall be responsible for providing notices of public meetings and keeping of minutes in compliance with Oregon Public Records laws. The minutes shall summarize the discussions completed during Board meetings and include all official actions taken by the Board, along with any vote tallies associated with those actions. H. The Chair or designee shall represent the User Board at official public meetings as requested by the City or other Entry RPA during which the Chair or designee shall report on the opinion and/or recommendations of the Board regarding speck issues being discussed that are relevant to the Board or RMS. The Chair or designee shall limit their participation in this capacity to reporting on official actions and recommendations taken by the Board. 1. The User Board shall undertake the following: 1. Review and recommend changes to the Strategic Plan developed by or updated by the City. 2. Review and recommend changes to the Technology Management Plan developed by or updated by the City. 3. Review and recommend changes to the Cost Sharing Formula developed by or updated by the City. 4. Review and recommend changes to the annual objectives and work plans developed by the System Manager, 5. Review and recommend changes to the general policy guidelines and/or Standard Operating Procedures developed by the System Manager for the RMS. 6. Provide oversight and direction regarding User Board operations. 7. Establish committees and appoint committees as needed. 8. Review and comment on all Plans at least once every four years. 9. Makes other recommendations as necessary. 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 6 J. The User Board shall review and make recommendations on the acceptance of any new RPA as outlined in Section 10. Recommendations on acceptance of a new RPA shall be by Unanimous vote. K. The User Board, at its first organizational meeting, or as soon thereafter as reasonable, shall adopt rules governing its procedures, and including at a minimum 1) time and place of regular meetings; 2) method and manner of calling special meetings; 3) method, term and manner of election of User Board officers; and 4) establish committees and appoint committee representatives from among the RPA; and 5) any other procedures deemed necessary as outlined in Section 7. 5. PROJECTS AND FUNDING: A. Funds for Capital Cost of the initial RMS implementation will be contributed by the City. Funds for the Capital Costs of future components of the RMS will be jointly contributed by the City and other RPA based on a recommended allocation formula, taking into account application of grant funding and credit for contributed assets, if any. The RPA agree to request such grant funding whenever possible. B. According to adopted Strategic and Cost Sharing Formulas, the User Board may recommend Projects which further improve, expand, enhance and support the RMS, including, but not limited to, acquisition of hardware, software and equipment, upgrades and other steps to improve and extend the RMS. C. Entry RPA may propose improvements to the RMS by giving written notice to the User Board, describing the proposed improvement and identifying its benefits. Within 90 days, the User Board shall meet to discuss the proposal and determine if there is interest in pursuing the proposed Project. If so, the User Board shall direct the System Manager to research the proposed Project to determine or confirm any cost and operational impacts and to report back on the findings to the User Board. Subsequent to receiving the System Manager's report, the User Board may hold a vote to recommend whether or not the proposed Project should be undertaken. D. Any significant changes to the RMS shall consider the following factors, including but not limited to, sources of funding (City, RPA, available grants and other sources), technical and business impact to the City and RPA, and the recommendation(s) of the User Board. Capital and Operating Costs for such changes shall be allocated among the City, Entry and Inquiry RPA as determined by the Cost Sharing Formula and incorporated into each RPA's Participating IGA as part of the User Fees. E. Each RPA agrees to inform the User Board of potential grant sources and thereupon the User Board shall determine if the User Board should pursue that source. If the User Board declines to pursue that source, then the individual RPA may seek those grant funds on its own and, if successful, may choose to apply 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 7 the grant funds for the benefit of the User Board or to its local match or share if it is an allowable use of grant proceeds. F. Any increase in either A, B, C and/or D above may be recommended by the User Board and approved by the City so long as the total cost impact per subsection to all RPA is no greater than 5% per year, and no greater aggregate than 10% per year. Any subsection with a cost impact greater than the 5% or 10%, shall be voted upon by a Quorum of the User Board and approved with a majority vote. 6. USER BOARD MANAGEMENT, OPERATION AND FUNDING: A. The User Board shall make recommendations as to the best method for the administration, management, and operation of the RMS. The User Board shall review and make recommendations on the annual budget prepared by the System Manager for managing and supporting the RMS. B. The User Board shall be self-sufficient in its operation. The City and RPA will participate at their own cost, time and expense. 7. COMMITTEES: The User Board may establish committees from time to time as it deems necessary. Generally, the User Board will consider establishment of committees in the following areas: A. Engineering/Technical B. Policy C. Customer/User D. Finance/Budget When a committee is established by the User Board, the City and each Entry RPA is entitled to have one voting representative on the committee. The Chair may limit these committees to an appropriate size for conducting its business. The Chair will recommend a procedure for limiting the size of the committees, which will then be approved by the Board. Each committee shall provide advice, counsel, and recommendations to the User Board or the Chair as requested. The City and each Entry RPA may designate one voting committee member and an alternate. A majority of the voting committee creates a quorum. All decisions require a majority vote of the members in attendance. An alternate RPA committee member may vote if the designated RPA voting member is not present. S. CAPITAL CONTRIBUTION, CAPITAL COST DETERMINATION, AND INITIAL RPA RESPONSIBILITY: The Cost Sharing Formula shall establish the application of User Board grant proceeds, cost allocation formulas, rates, and appropriate service charges for such services 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 8 provided to Entry and Inquiry Only RPA, and for upgrading and maintaining the RMS which will be paid by the RPA. RPA responsibility for such allocations, rates and charges will be incorporated in, or amended to, each RPA's Participating IGA. 9. PAYMENT: A. Each Entry and Inquiry Only RPA will have an individual Participating IGA with the City that outlines the costs and terms and conditions of their participation in the RegJIN RMS. A Entry RPA's right to participate on the User Board under this Agreement is contingent upon execution of the Participating IGA. B. Failure to pay the City as due under the Participating IGA will suspend the Entry RPA's voting rights in the User Board until fully paid. 10. NEW RPA: The User Board shall review and recommend the admitting of new Entry RPAs as part of the RMS. Any recommendations for admitting a new Entry RPA shall require a Unanimous Vote; admitting of any new Inquiry Only RPA shall be at the discretion of the System Manager. The System Manager will make the list of new Inquiry Only RPAs available to the User Board 30 days prior to granting access to the System. Recommendations on the addition of new Inquiry and Entry RPA must consider that the: A. The RMS contains highly confidential crime and other data and is reserved for law enforcement applications and will only be open to certified law enforcement agencies. B. If a new RPA is added, its addition is subject to the sections of the Cost Sharing Formula that govern the costs allocated to RPA(s) added to the RMS after the initial RMS cutover to operational (live)status. C. New RPA shall be bound by the terms and provisions of this Agreement and an individual Participating IGA. 11. DURATION,WITHDRAWAL AND TERMINATION: A. This Agreement is perpetual and the User Board shall continue from year to year unless otherwise terminated or dissolved by the methods described in this Agreement. B. The User Board may be dissolved upon unanimous agreement of all Entry RPA. C. Termination of an Entry RPA's Participating IGA shall revoke their participation on the User Board effective immediately. D. An Entry RPA that withdraws from the RMS may remove its RPA assets from the RMS including any data entered into the RMS by the withdrawing RPA. All costs associated with the reasonable removal of the withdrawing RPA's assets including costs of removing data entered by the RPA into the RMS will be the responsibility of the withdrawing RPA. 30003644 -MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 9 E. A minimum of 180 days shall be allocated for the System Manager to withdraw an RPA's assets, including the withdrawal of the Entry RPA's data, from the RMS after the date upon which the RPA's withdrawal becomes effective. The withdrawing Entry RPA shall have full access to its assets including its data during the time period required to complete the removal of an Entry RPA's assets from the RMS. F. RPA may only withdraw from the RMS on January 1 of each year and must provide a minimum of 180 days written notice of their intention to withdraw. G. Notice of an RPA's intention to withdraw must be provided in writing to the User Board Chair. A copy of the withdrawal notice must be provided to the System Manger. 12. INDEMNIFICATION: To the extent permitted by the Constitutions and laws of Oregon and Washington, each Entry RPA shall hold harmless and indemnify the other Entry RPA for the willful or negligent acts, actions or omissions to act of that Entry RPA's respective entity, commissioners, officers, employees, and agents in the performance of their respective responsibilities and duties under this Agreement. 13. CONFIDENTIALITY: A. Maintenance of Confidentiality. The City and RPA shall treat confidential any Confidential information that has been made known or available to them or that an Entry RPA has received, learned, heard or observed; or to which an RPA has had access. The City and RPAs shall use Confidential information exclusively for the City or RPA's benefit and in furtherance of this Agreement. Except as may be expressly authorized in writing by the City or affected RPA, in no event shall the City or a RPA publish, use, discuss or cause or permit to be disclosed to any other person such Confidential information. The City and RPA shall (1) limit disclosure of the Confidential information to those directors, officers, employees and agents of the City or RPA who need to know the Confidential information, (2) exercise reasonable care with respect to the Confidential Information, at least to the same degree of care as the City or RPA employs with respect to protecting its own proprietary and confidential information, and (3) return immediately to the City or RPA who provided the information, upon its request, all materials containing Confidential Information in whatever form, that are in the City or RPA's possession or custody or under its control. The City and RPA are expressly restricted from and shall not use Confidential intellectual property of the City or providing RPA without the City or that RPA's prior written consent. B. The RPA acknowledge that each RPA is subject to the Oregon or Washington Public Records Acts, as applicable, and Federal law. The RPA agree that each RPA will follow the laws of its home state. Third persons may claim that the Confidential Information may be, by virtue of its possession by the City or a RPA, a public record and subject to disclosure. RPA receiving a public records request agrees, consistent with its state public records law, not to disclose any information that includes a written request for confidentiality and as described above and specifically identifies the information to be treated as Confidential. 30003644- MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 10 Specifically, Washington RPA shall abide by RCW 42.56 for cases involving public records contained in the City of Portland owned RegJIN System as outlined in this public safety Regional Intergovernmental Agreement. A RPA's commitments to maintain information confidential under this Agreement are all subject to the constraints of Oregon or Washington and federal laws. Within the limits and discretion allowed by those laws, the City and RPA will maintain the confidentiality of information. C. The RPA acknowledge and agree that the City and each RPA owns its own data in the RMS. RMS data can only be disclosed by the agency that entered it. In the event of a public record request for RMS data which belongs to the City or another RPA, the City or receiving RPA shall inform both the requestor and the appropriate agency within two business days that it is not the custodian of record for the requested data and identify the Entry RPA that may be able to comply with the public record request. D. The RPA acknowledge that unauthorized disclosure of Confidential Information will result in irreparable harm to the City or providing RPA. In the event of a breach or threatened breach of this Agreement, the City or affected RPA may obtain equitable relief prohibiting the breach, in addition to any other appropriate legal or equitable relief. 14. WAIVER: No waiver or any breach of Agreement shall be held to be a waiver of any other or subsequent breach of this Agreement. 15. REMEDIES: The remedies provided in this Agreement are cumulative, and may be exercised concurrently or separately. The exercise of any one remedy shall not constitute an election of one remedy to the exclusion of any other. 16. SURVIVAL: All obligations relating to confidentiality, indemnification; publicity; representations and warranties; proprietary rights; perpetual licenses, including licensing obligations as stated in this Agreement shall survive the termination or expiration of this Agreement. 17. NO THIRD PARTY BENEFICIARIES: The City and Entry RPA expressly agree that nothing contained in this Agreement shall create any legal right or inure to the benefit of any third party. 18. ASSIGNMENT: The rights and obligations of each party under this Agreement may not be assigned in whole or in part. 30003644 -MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page t r 19. NOTICE: Notices to the City shall be provided as set forth below in writing and sent by either certified US mail, return receipt requested, or by personal delivery to: City of Portland RegJIN System Manager Portland Police Bureau 1111 SW 2n° Avenue, Suite 1166 City of Portland Portland, OR 97204 20. AMENDMENTS: This Agreement may only be changed, modified, or amended by unanimous vote of all Entry RPA. 21. EFFECTIVE DATE: This Agreement shall be effective on July 1, 2012 and continue in perpetuity unless otherwise terminated. 22. SEVERABILITY: The terms of this Agreement are severable and a determination by an appropriate body having jurisdiction over the subject matter of this Agreement that results in the invalidity of any part, shall not affect the remainder of this Agreement. 23. INTERPRETATION: The terms and conditions of this Agreement shall be liberally construed in accordance with the general purposes of this Agreement and according to Oregon and Washington law. 24. EXECUTION IN COUNTERPARTS: This Agreement may be executed in several counterparts, each of which shall be an original and all of which shall constitute the same agreement. [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] 30003644• MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 12 Signature Authorization for Intergovernmental Agreement. User Boards are: CITY.OF PORTLAND APPROVED S TO FORM By: t�A ��� Office of ity orney Printed Name: !ice`/ �( Title :—Police Chief J Date of Signing: t d 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 13 Signature Authorization for REGJIN Master IGA User Boards are: CITY OF BEAVERTON: By: e4 Printed arae: e Title: ,[A,�„,. Date: Approved as to Form: City Attorney. Page 13 - MASTER IGA FOR THE RegJIN RMS Signature Authorization for Intergovernmental Agreement. User Board: CITY OF BATTLE G OUND APPROVED AS TO FORM: Joqyanager Williams Brian Wolfe Ci City Attorney i 30003644—MASTER INTERLOCAL AGREEMENT FOR THE Reglin RMS I s Signature Authorization for Intergovernmental Agreement. User Boards are: CITY OF PORTLAND APPROVED S TO FORM By: �i� ,��-� D ,�10s 3 Office of ity orney Printed Name: iL���� S 6 Title : Police Chief f Date of Signing: CITY OF CA AS APPROVED AS TO FORM Printed Name: ,fr©ft 111ggt4-5 JT Title: Aybtr i Date of Signing: Oeeewk,hcK 11g _105 SIGNATURE AUTHORIZATION FOR INTERGOVERNMENTAL AGREEMENT. User Boards are: CITY OF CANBY APPROVED A&ZO FORM By Joseph Lin s y Attorney Printed Name: Amanda Zeiber Title: Interim -City Administrator Date of Signing: Ob-70,l _ 300003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 13 Signature Authorization for Intergovernmental Agreement_ User Boards are: CITY-OF PORTLAND APPROVED AS TO FORM By. �yy / PrintedName: M1cAadw�S , Office of ity ome Title : Police Chief Date of Signing: CLACKAMAS COUNTY SHERIFF'S OFFICE APPROVED AS TO FORM Effective on date of sign '7( Z-0.1 By: Co ty Co nsel Date 7,z&. �( Printed Name Date: 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 13 Signature Authorization for Intergovernmental Agreement. CLARK C TY SHE 'S FICE CLARK CO ARD OF COMMISSIONERS B By: Printed Name: Garry Lucas Printed Name: Steve Stuart Title: Sheriff Title: Chair Date Signed: "1Date Signed: ®J� APPROVED AS O RM By: Bernard Veljacic Deputy�rosecuting Attorney 30003644—MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS li Signature Authorization for Intergovernmental Agreement. User Boards are: { Cou Co issioners A roved as to form for Colum is ty, regon By: rah Hanson, County Counse Name: Anthony Hyde Title: Chair Date: May 7, 2014 Signature Authorization Intergovernmental Agreement. User Boards are: City of Fairview By: C Q CBy: C>kR , Printed Printed Name: Samantha D. Nelson Name: Kenneth Johnson Title: _City Administrator Title: Chief of Police Date of Date of Signing: ����b�� Signing: �j I dL) q 30003644-MASTER INERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 13 Signature Authorization for Intergovernmental Agreement. User Boards are: CITY OF FOREST R V By: � � Printed Name: Micha l 3. Sy es Title: City Manager Date of Signing: February 25, 2014 30003644—MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 13 Signature Authorization for Intergovernmental Agreement. User Boards are: j CITY OF PORTLAND APPROVEDS TO FORM �j Office of tity Altorney OE Printed Name: �� Title : Police Chief Date of Signing: � CITY OF GLADSTONE By: Printed Name: Peter Boyce Title: City Administrator Date of Signing: If, 30003644-MASTER INTERGOVERNMENTAL.AGREEMENT FOR THE RegJIN RMS Page 13 CITY OF GRESHAM APPROVED AS TO FORM By:. -- - - City Attorney's Office Printed Name: Erik V.Kvarsten Title : City,Manager Date: 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS 4 { City of King,Cite is Bre-: Name: Dave Wells Title: City Mariager j Dace: `� I :approved as to Form: Name: Ron Guerra Titic: City AttorneN, Date: IDU03W MASTER rNTERGOVERNMENTAI_AGREF<tWNT FOR THE RtgJIF!R-MS Sig�awre page of City of Kim Cit}• 1Yh31-311_1 SJIJ-i S I IX_Y-V I't!t 1 15)I r Signature Authorization for Intergovernmental Agreement. User Boards are: CITY OF LA CENTER, WASHINGTON Marc Denne , Police Ch Date: �/d/�o13 Jame6 Irish, Mayor Date: 11 I/3/,;Zo 13 Approved as to form: City Attorney Address for Notice: Marc Denney,Police Chief La Center Police Department City of La Center 105 W 5`h Street La Center, WA 98629 30003644—MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Signature Authorization for Intergovernmental Agreement. User Boards are CITY OF LAKE OSWEGO, ACTING APPROVED AS TO FORM THROUGH ITS POLICE DEPARTMENT By: � Don Johnson, Chief of Police David D. Powell, City Attorney Date of signing: December tti , 2013 MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS City of Lake Oswego Signature Page Signature Authorization for Intergovernmental Agreement For the Multnomah County Sheriff's Office: By: Name:Daniel Staton Title:Sheriff Date of Signing:.z a.:d$-xQiy Reviewed By:� U- Name:Carlo Calandriello Title:Senior Assistant County Attorney Date of Signing:' t Signature Authorization for Intergovernmental Agreement User Boards are: CITY OF MILWAUKIE 71ROVIEDAS T F-0RM By: V ity Attorney Print ern & ri Title Date: ,r7 2-oI 30003644 - MASTER INTERGOVERMENTAL AGREEMENT FOR THE RegJIN RIMS Administration-Office of the City Manager 117 N Molalla Avenue,PO Box 248,Molalla,Oregon 97038 Phone:(503)829-6855 Ext.224; Fax:(503)829-3676 March 11,2014 RE:Signature Authorization for RegJin Intergovernmental Agreement CITY OF MOLALLA By. Printed Name:'�'•u�/`.� Title:1PI,"o,044" By: Printed Name:C�G` .��L. Title: Date of Signing. Oregon Health & Science University APPROVED AS TO FORM Department o u lic Safety By: -- - Printed Name: rwood Knight-Richardson Title : Senior Vice President & Chief Administrative Officer Gra Date of Signing: x/11 30003644 —MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Signature Authorization for Intergovernmental Agreement. User Boards are: CITY OF OREGON CITY APPROVED AS TO By: C .� Office of CityA orn r Printed Name: -�I ^� �1ti1Z4 1 , Title: Chief of Police Date d Date of Signing: e/ - 0<0_ /3 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 13 THE POR PO TL ND By: Print Name: As Its: eGGtTt'1!L Date: APPROVED FOR LEGAL SUFFICIENCY FOR THE PORT: By. Counsel for Port f Portland 30003644—MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Signature Authorization for Intergovernmental Agreement. User Boards are: CITY OF PORTLAND APPROVED S TO FORM By: Office of ity orney Printed Name: �r��� �5'� Title :—Police Chief Date of Signing: (0 7"'Iq Darin Matthews Director Portland State University 300103644 - MASTER INTERGOVERNMENTAL.AGREEMENT FOR THE RegJIN RMS Page 13 Signature Authorization for Intergovernmental Agreement, REGIONAL PARTNER AGENCY CITY OFF RRIIDGEFI}E�LD,� n WASHIN TON APPROVED AS TO FORM a \ O#RP-16n _ � Ridg fieldCltyAttorney Printed Name: (�{ Title: Date of Signing: g `� 30003644—MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Signature Authorization for Intergovermnental Agreement User Boards are: City of Scappoose — By / Printer Name: UbnJ /f LO 6, %t 1Z/>/i 411 Title: Interim City Manager Date of Signature: APPROVED AS TO FORM Office of City Attorney Date of Signature: 30003644 — INTERGOVERNMENTAL AGREEMENT FOR THE RcgJIN RMS Page 13 Resolution 2014-008,Exh A February 18,2014,Page 15 of 15 Signature Authorization for Intergovernmental Agreement. CITY OF SHERWOOD APPROVED AS TO FORM By: Sign r Office of City A orney/Signature Printed Name Printed Name x Title Title Date ofigning Date of Signing 30003644 — MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RefJIN RMS Signature Authorization for Intergovernmental Agreement. Regional Partner Agency (RPA) CITY OF S . HELENS OREGON APP ED,A,. (TO F(rRM By: ` F , City Attorney Printed Name: Randy Peterson Title: Mayor Date of Signing:_ 12/4/2013 30003644—MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS TIGARD POLICE DEPARTM NT APPROVED AS TO FORM Byl vG / Printed Name: Title : G7 her Date of Signing: 12 y). .0'&A ' MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS CITY OF TROUTDALE By: c�L Printed Name: Craig Ward Title: Citv Manager Date of Signing: 1Z 1Z App o d a orm: City Att ,qty MASTER INTERGOVERNMENTAL AGREEMENT FOR THE Reg11N RMS RegJIN MASTER INTERGOVERNMENTAL AGREEMENT REGIONAL PARTNER AGENCY-FULL ENTRY RPA:Ci of Tuala'n IF*Rv: Name:r W.� Title:e-�w�-oF-a��E APPROVED ASTOIEGAIF Date:3 n Nam S CITYATTORNEY Title: Date: Page 1 of 1 CITY OF VANCOUVEZte By: Date: ' Eric J. Halm Approved as to form: Ted H. Gathe, City Atfarny Attest: R. Lloyd Tyler, Cit;Clerk By: Carrie Lewellen, Deputy City Clerk 300003644—MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Signature Authorization for Intergovernmental Agreement. User Boards are: Washington County By: Printed Name: Rod Rice Title: Sr. Deputy County Admin Date of Signing: Approved as to Form �" D r Washington County Counsel 30003644- MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS DATED this 9th day of December,2013 CITY OF WASHOUGAL,a Municipal Corporation BY BY: Printed Name:APrinted Name.:S19^11C(!%PAA6 Title:Police Chief Title:Mayor Date of Signing:Date of Signing: Approved as to Form: 1 4 AAA z S 1 yf Donald L.English City Attorney 303644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE Reghn RMS Page 14 CI F WEST LINN By: Chris Jordan, City nager Date: APP ED AS TO OR cf Yt� CITY ATTORNEY ` 30003644 - MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 14 Signature Authorization for Intergovernmental Agreement. User Boards are: CITY.OF PORTL�AND APPROVED S TO FORM By: r Office of ity ttorney Printed Name: W l cA ad4l'eS'e Title :—Police Chief J Date of Signing: Approved by:__! Christine R. Hoyt Contracts Manager T Washington State University 30003644-MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 13 Master IGA Exhibit A RegJIN Records Management System Cost Sharing Formula The RegJIN Project Advisory Committee (PAC) has unanimously approved the following cost sharing formulas for the RegJIN RMS. The first cost sharing formula applies to Regional Partner Agencies ("RPA") that join the RegJIN RMS before initial go-live. The second formula applies to RPA that join after initial go-live. There are four cost sharing levels of RPA that will use the RegJIN System: • Entry Partners ("Entry RPA") with Police • Entry Partners ("Entry RPA") with Sheriff/Corrections Officers • Inquiry Partners ("Inquiry RPA") • Inquiry Fee-Exempt 1. Pre-Go-Live Cost Sharing Methodology' a) Entry RPA shall pay full User fees based on the Cost Sharing Formula in e) below. Entry RPAs will make up the remaining costs not borne by Inquiry Only RPAs. b) Inquiry Only RPA shall pay User fees that are 50% of the per User cost for an Entry RPA. Inquiry Only RPAs are bound to an initial minimum of 5 Users and subsequent Users will be bundled in groups of ten. c) Each Sheriff Office Entry RPA's fees are determined based on the same formula as used for Police Entry RPA except that the number of funded non-corrections sworn positions is increased by the number of funded corrections officers divided by 50 rounded up to next whole number. d) Inquiry Exempt shall be waived any User fees. Inquiry Exempt agencies include Prosecuting Attorneys, District Attorneys, Prosecuting City Attorneys, and 911 centers. e) Each Police Department's Entry RPA User fees are calculated as a ratio of the Annual Operational Cost based on the number of funded sworn positions to the total number of all Entry RPA's funded sworn positions. The total number of Entry RPA funded sworn positions equals Police Department funded sworn positions in all Police Department Entry RPA plus, the total number of funded sworn non-corrections positions in Sheriff Office Entry RPA plus, the total number of corrections officers divided by 50 rounded up to next whole number. The following formula is used to determine each Agency's Entry RPA User fees based on their share of the Annual Operational Cost: X= (AOC/12)/(NSWORN+(NIU/2)) Where, • X is the monthly Full User Cost per sworn (and correctional), • AOC is the Annual Operational Cost for RegJIN (sustainment budget) • NIU is the number of Inquiry Only Users that will be charged • NSWORN is the number of Sworn officer augmented by correctional officers This methodology will be reviewed/revised one year after RegJIN go-live, once caseload data is available. At that time,the methodology may be revised to use,for example, a 50/50 formula using caseload numbers along with the sworn/correctional personnel numbers to determine each agency's cost share. 30003644- MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Exhibit A:RegJIN RMS Cost Sharing Formula For Example: X = (AOC/12) / (NSWORN+(N I U/2)) X= ($2,000,000/12) / (2500 sworn officers+ (500 Inquiry Only Users/2)) X=166,666 /2750 X=$60.60 Entry RPA fees, per User, per month for a total monthly cost $30.30 Inquiry Only RPA fees, per User, per month, for a total monthly cost 2. Cost Sharing Methodology for Agencies that join the RegJIN RMS after Initial Go-Live a) Entry RPA that join the RegJIN RMS after initial Go-Live will be assessed a one-time joining fee, equal to their first year's share of User fees. If the joining Entry RPA chooses, they can appeal to the RegJIN User Board for a reduction of this initial assessment. b) The first year's fees of the Entry RPA will be determined based on the methodology established in Paragraph 1 (Cost Sharing Methodology) of this Exhibit A. c) Joining Entry RPA will not bear the cost of additional Users (software licenses purchased by the City) or the cost of any additions to the City's RegJIN infrastructure that may result by their joining. All RPA will share the cost of any additional Users (software licenses purchased by the City) resulting from a new Entry RPA's participation in the RegJIN RMS, as well as the cost of any additional City infrastructure necessary to support the resulting increases in transaction volumes and any applicable RegJIN RMS Users. d) Starting with the second year, the new Entry RPA's User fees will use the same ratio and methodology as used for all other Entry RPA (Police or Sherriff/Corrections). e) Training costs and initial setup costs (such as interfaces) are the responsibility of the joining Entry RPA and will be negotiated separately in the Participating IGA with the City. 30003644 - MASTER INTERGOVERNMENTAL AGREEMENT FOR THE RegJIN RMS Page 2 RegJIN Partner Agencies (RPA) Organized by County Tuesday, October 14, 2014 CLARK COUNTY(8) -t/O Battle Ground PD COLUMBIA COUNTY(3) VIP Camas PD Columbia County SO �i � V# Clark County SO Scappoose PD J it La Center PD St.Helens PD Ift Ridgefield PD 7 Vancouver PD Washington State University DPS Ve Washougal PD MULTNOMAH COUNTY(8) i Ve Fairview PD WASHINGTON COU X. Gresham PD Banks PD ,ter V e Multnomah County SO Beaverton PDV' _ OHSU DPS Corius PD o _nel -- �___ ✓: Port of Portland PD Forest Grove PD V "1 ✓• Portland Police Bureau Gaston PD `":":. -'�ll v V Portland State University DPS Hillsboro PD t • r V9 Troutdale PD King City PD • V North Plains PD Sherwood PD ,V/ CLACKAMAS COUNTY(9) Tigard PD ® " Vo Canby PD Tualatin PD 'VP Clackamas County SO Washington County SO 00 V VIV Gladstone PD via Lake Oswego PD ✓® Milwaukie PD ✓® Molalla PD Oregon City PD Cjp'Landy PD vV West Linn PD