Loading...
HomeMy WebLinkAbout1540 ResolutionCouncil and approved by its Mayor. ATT nider, Mayor ell , City Clerk AP -14,6D AS TO ye RESOLUTION NO. 1540 A RESOLUTION approving a revised interlocal cooperation agreement for a Police Information Network (BI-PIN) and authorizing the mayor to sign the same. WHEREAS, Joint Resolution No. 1519 of the City of Pasco was passed on the 19th day of July, 1982, by the city council and approved by the mayor; which resolution approved an interlocal cooperation agreement between the counties of Benton and Franklin and the cities of Kennewick, Pasco and Richland for a Police Infor- mation Network, and WHEREAS, since the approval of said Resolution No. 1519 certain corrections and revisions have been made to said interlocal agreement for the mutual benefit of all the parties thereto, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO RESOLVE AS FOLLOWS: 1 That the revised interlocal cooperation agreement between the-counties-of-Benton and_Franklin and the cities of Kennewick, Pasco and Richland for -d -Police -- Information Network (BI-PIN), a copy of which is attached to this resolution, is hereby approved. 2 The mayor of the City of Pasco, Washington, is hereby authorized to sign said revised agreement on behalf of the City of Pasco. 3 This revised agreement will not become effective or impose any duties or responsibilities upon the City of Pasco until both the counties of Benton and Franklin and all three of the cities of Kennewick, Pasco and Richland shall have signed the agreement after approval of their respective councils or board of commissioners. 4. The approval given by the city council of the original interlocal cooperation agreement for a Police Informa- tion Network under Resolution No. 1519 is hereby rescinded. PASSED this 18 day of October 9 2 y the Pasco City reg A fbstel o, City Attorney INTERLOCAL COOPERATION AGREEMENT BETWEEN THE COUNTIES OF BENTON & FRANKLIN AND THE CITIES OF KENNEWICK, PASCO AND RICHLAND (POLICE INFORMATION NETWORK) WHEREAS the Interlocal Cooperation Act codified in RCW 39 34 allows public agencies to exercise their powers jointly thereby maximizing their ability to provide services and facilities which will best fulfill the needs of the community as a whole, and WHEREAS the joint exercise of a regional criminal justice record and information system will promote the deterrance and solution of criminal in- cidents by providing increased access to local incident and warrant infor- mation, reducing the need for redundant data entry, improving the protection of criminal files against loss or destruction, and increasing the responsive- ness cf the respective la ,„ enforcement agencies through crime analysis ard investigative support functions, and WHEREAS the Counties of Benton and Franklin and the Cities of Kennewick, Pasco and Richland, through their respective law enforcement departments, desire to jointly utilize an expanded law enforcement information system to be implemented by the Kennewick Data Processing Department, NOW THEREFORE BE IT AGREED in accordance with the provisions of RCW 39 34 030 Section 1 - Formation and Purpose of BI-PIN THE COUNTIES OF BENTON AND FRANKLIN, AND THE CITIES OF KENNEWICK, PASCO AND RICHLAND hereby establishes the Benton-Franklin Police Information Net- work (BI-PIN) In order to assist the participating police and sheriff's departments in the deterrance and solution of criminal incidents and in recognition of the high cost of technology and operation of information tg. n systems, the participating members are entered into a joint undertaking for the following purposes - increase access to local incident and want/warrant information - enhance the sharing of information among the criminal justice agencies - improve availability of operational and management information - provide for increased responsiveness to crime analysis and investigative support functions - reduce the need for redundant data entry and duplicate data files - provide for improved protection against loss or destruction of criminal information files Section 2 - Coordinating Oversight Committee Established The general oversight of BI-PIN shall be accomplished through the means of a Coordinating Oversight Committee comprised of each of the participating law enforcement heads of each of the participating members (See Appendix A ) This committee shall select a chair and shall meet as often as is necessary to assure the smooth and effective functioning of BI-PIN This committee shall keep minutes of its meetings and copies of these minutes shall go to all members of the committee and to the executive heads of each of the par- ticipating members , Section 3 - Data Processing Review Committee Established The data processing supervisors of each of the participating members shall constitute the Data Processing Review Committee (See Appendix A ) This committee shall assist the Coordinating Oversight Committee, as required, by providing technical guidance on data processing requirements for the regional records network The committee will review all requests for modi- fications or changes that entail supplemental budget expenditures This -2 - committee shall keep minutes of its meetings and copies of these minutes shall go to all members of the committee and to the executive heads of each of the participating members Section 4 - Executive Committee Established The City Managers from Richland, Kennewick and Pasco, and a member from each of the Boards of County Commissioners of Benton and Franklin Counties shall constitute the Executive Committee (See Appendix A ) The Executive Committee will meet only when a report from the Data Processing Review Committee via the Coordinating Oversight Committee requires the review and action of this group to consider giving final approval for a specific plan of action which has met with the consensus of the law en- forcement heads and the data processors, or at such time that a member of the Executive Committee determines the need for additional action. This committee shall keep minutes of its meetings and copies of these minutes shall go to all members of the committee and to the executive heads of each of the participating members. Section 5 - Operational Responsibility Pinpointed The actual operation of the BI-PIN system will be assumed on the effec- tive date by the City of Kennewick through its Data Processing Center The _ City of Kennewick Data Processing Supervisor shall have day-to-day super- vision and control over the BI-PIN system, subject, however, to the policies set by the Coordinating Oversight Committee in consultation with the Data Processing Review Committee and subject to the terms and conditions of this joint agreement. Section 6 - Procedure for Initial Start-Up The operating entities will reach a separate agreement on the first _ 3 _ year purchase costs for creating a capability in the City of Kennewick Data Processing Center to meet the aggregate records and data file requirements for the participating members The members agree that a cost sharing agree- ment, equitable to all parties, has been arrived at (See Appendix B, Sub- section I.) Additionally, the members agree that the City of Kennewick shall have use of the excess capacity of this disc drive for so long as such excess capacity for non-related BI-PIN data processing requirements exist The entities shall also reach agreement on the estimated first year operating budget for BI-PIN, which budget is to cover the first year of operating costs, dating from the effective date of this agreement Each entity makes an irrevocable commitment to cover its fair share of its allocated part of the agreed upon first year budget. Section 7 - Procedure for Making Modifications After Start-Up Modifications or betterments to the BI-PIN system after start-up that require a supplemental budget, shall follow a four-step clearance process (See Appendix A). Step 1 All requests for modifications, betterments, etc , shall be addressed in writing to the Coordinating Oversight Committee The Committee shall consider the request on its merits in light of existing priorities and shall be responsible for developing a narrative state- ment about the request, detailing the reasons and benefits of any pro- posed change requested by a member agency, and recommending a priority for the modification. If the proposed changes are not accepted by all jurisdictions, this committee is responsible for achieving full support or rejecting the proposed modification Step 2 All of this information shall be submitted to the Data Pro- - 4 _ cessing Review Committee for the purpose of getting input from the data processing experts on the feasibility of the proposed modification, on the hardware and software that will be required, on the priority that would be appropriate vis-a-vis other existing priorities, the recommen- ded timing of the proposed modification, and a funding play to cover the relevant costs. Step 3. The request, including narrative statement, comments and rec- ommendation from the data processors, together with a verification of the funding and cost allocation plan, etc , shall be presented to the Executive Committee for review and approval Step 4 After clearance of the plan of action by the Executive Com- mittee, it will be transmitted to the City of Kennewick Data Processing Steering Committee (through the Kennewick City Manager) for implemen- tation Section 8 - Inspection and Approval by Kennewick Required The participating members, before going on line with the Kennewick Computer Center, shall first have the necessary forms, standard operating procedures and hardware communication lines inspected and approved by the Kennewick Data Processing Supervisor to assure compatibility with the Kenn- ewick system and to assure that security precautions are properly dealt with Such approval by Kennewick shall be in writing and shall be addressed to the Data Processing Supervisor of the affected City or County, with a copy going to the chief executive officer of the entity The City of Kennewick will be responsible for purchasing the equipment at the Kennewick Computer Center, which is agreed upon as being necessary for BI-PIN and Kennewick will be responsible for its installation and its operation Kennewick will be responsible for the development and mainten- - 5 - ance of the system software in the Kennewick Computer Center up to customary data processing standards and, with the assistance of the Data Processing Review Committee, will develop a users procedure manual Section 9 - Responsibility of Participating Members The participating members shall each be responsible for supplying, at each member agency's own expense, all of the on-premises and direct support equipment necessary to make the BI-PIN program operational for that agency Moreover, each agency shall be responsible for developing and maintaining any additional software programs at its own expense, however, the City of Kennewick, as the operator of the Computer Center, shall make its pro- grammers available on a time available basis to consult with and assist the other agencies The City of Kennewick shall be reimbursed the actual cost of the direct labor expenses involved for this assistance, when utilized, together with applicable fringe benefit costs Section 10 - Annual Budget/Cost of Service The annual budget for the operation of BI-PIN shall be formulated each year at the appropriate time by the Coordinating Oversight Committee, working with the Data Processing Review Committee The preliminary budget, showing the allocable expense to each agency, shall be presented to the Executive Committee for review and approval before July 31st of each year The members of the Executive Committee shall be individually responsible to assure that the appropriate resources are in that entity's budget for the ensuing year The initial first year operating costs are estimated at $24,128 and will be shared by the Cities of Kennewick, Richland and Pasco and the Counties of Benton and Franklin The initial year costs will be billed quarterly (see Appendix B, Subsection II). The subsequent cost of service for BI-PIN, after approved as herein required, shall be billed quarterly to each agency based on the agency's actual CPU hours used that quarter Section 11 - Cost Recovery for Subsequent Participants Any agency that joins BI-PIN after initial start-up pursuant to this agreement will be charged a cost recovery fee that shall be calculated by the Coordinating Oversight Committee and approved by the Executive Committee, taking into account the operating and hardware costs relative to the BI-PIN dedicated equipment at the Kennewick Computer Center The new agency will be billed its proportionate buy-in costs and each existing agency will re- ceive a credit equal to its share of the recovered cost from the new agency Section 12 - Withdrawal Procedure Notice of withdrawal shall require the service on all members of a written notice to terminate on a certain date, and this notice shall be given at least one year in advance of the date of withdrawal. Section 13 - Termination of Agreement In the event of termination of this agreement, each member agency will be responsible for its share of the remaining costs or penalties for the termination of leases of equipment A copy of the Kennewick Computer Cen- ter software relative to BI-PIN will be made available to each agency at actual cost of reproduction. A copy of all data belonging to a particular agency will be made available to the agency on the most feasible medium at the actual cost of reproduction Section 14 - Security of Data Each agency shall safeguard, by appropriate means, the confidentiality of the information contained in the BI-PIN system The Kennewick Computer -7 _ Center will protect access with specific sign-on controls and procedures as developed by the Data Processing Review Committee with the approval of the Executive Committee Section 15 - Liability Coverage The agencies shall jointly secure a good and sufficient liability in- surance policy indemnifying and naming all agencies as additional insureds, covering the agencies for any damage to hardware or software or misuse or loss of information in the system The City of Kennewick shall assume all risk of injury or damages to hardware or software on city premises caused by city employees or any invitee of person on the premises with the consent of the city. The insurance shall be paid on a prorata basis among the agencies as their interests may appear and to the extent that coverage is afforded to each Each agency shall waive the right of subrogation against the other party by reason of loss or damage incurred under the casulty losses covered by the insurance Notwithstanding anything to the contrary within this paragraph (15), the agencies obligation to carry the insurance provided for herein may be brought within the coverage of a so-called blanket policy or policies of insurance carried and maintained by any individual agency provided that all other agencies are named as additional insured thereunder, as their interests may appear, and that thecoverage afforded the other agencies will not be reduced or diminished by reason of the use of such blanket policy of insurance; and provided further, that the requirements of each and all of the foregoing subparagraphs of this paragraph are otherwise noted Section 16 - Term of Agreement This agreement shall become effective at the time all the terms and conditions of all Sections have been met and agreed to by the governing -8 - authorities of all the participant members Once effective, the agreement shall run to December 31, 1983 and shall continue thereafter for successive one year periods, unless a member in writing requests a renegotiation of the agreement by giving notice in writing to all other members at least 90 days before the expiration date of the agreement. IN WITNESS THERECF the parties have set their hands this .2 1-1' day of 1\1(\ v-e r,, \-- ,?,r- , 1982 LilY OF KENNEWICK CITY OF PASCO CITY OF RICHLAND COUNTY OF BENTON COUNTY OF FRANKLIN .Aii-m1270t,iltitt,1„ -9- authorities of all the participant members Once effective, the agreement shall run to December 31, 1983 and shall continue thereafter for successive one year periods, unless a member in writing requests a renegotiation of the agreement by giving notice in writing to all other members at least 90 days before the expiration date of the agreement IN WITNESS THEREOF the parties have set their hands this /43 day of , 1982 CITY OF KENNEWICK CITY OF PASCO CITY OF RICHLAND COUNTY OF BENTON COUNTY OF FRANKLIN 9 APPENDIX A BENTON-FRANKLIN - POLICE INFORMATION NETWORK BI-PIN Software Enhancement/Equipment Flow Chart Data Processing Review Committee Determine I Feasibility 2 Priority 3 Timing 4 Cost Executive Committee • Local Need • Local Commitment • Cost Allocation Coordinating Oversight Committee Original Proposals • Detailed Narrative • Evaluation of Importance • Anticipated Result Kennewick Police Chf Richland Police Chief Pasco Police Chief Benton Co Sheriff Franklin Co Sheriff Kennewick Data Processiml Steering Committee • Ability/Capacity ›- • Timing Kennewick Asst City Manager, and City Staff Personnel as designated by the Kennewick City Manager Pasco Data Processing Mgr Kennewick Data Processing Mgr Richland Data Processing Mgr Benton County Data Processing Manager Pasco City Manager Kennewick City Manager Richland City Manager Benton Co - Admin Franklin Co - Admin APPENDIX B REGIONAL CRIMINAL JUSTICE INFORMATION SYSTEM (Five Major Jurisdictions Only) I PURCHASE PLAN (2) Benton (1) Franklin (Existing) (2) Kennewick (1) Pasco (1) Richland Total Discount Number of CRT's 1ST YEAR PURCHASE COSTS (A) Disc Drive, Ports & Memory $ 6,566 $ 3,283 $ 6,566 $ 3,283 $ 3,283 $22,981 15% CRT's (B) 7,440 3,720 - 3,720 3,720 18,600 22% Modems 6,700 3,350 - 3,350 3,350 16,750 TOTAL 1st YEAR PURCHASE COST $20,706 $10,353 $ 6,566 $10,353 $10,353 $58,331 II ESTIMATED OPERATING COSTS Machine Utilization $ 1,638 $ 1,092 $ 3,200 $ 3,159 $ 2,769 $11,858 Terminal Lines 1,440 720 - 720 720 3,600 Installation Costs 240 120 - 120 120 600 Software Costs/Updates 1,000 1 000 - 1,000 1,000 4,000 Insurance 814 814 814 814 814 4,070 $ 5,132 $ 3,746 $ 4,014 $ 5,813 $ 5,423 $24,128 GRAND TOTAL FOR 1ST YEAR $2.5,838 $14,099 $10,580 $16,166 $15,776 $82,459 (A) The 1st year purchase costs include discounts, taxes and freight (B) The CRT's are priced with built-in printer @$1,200 additional cost each