001-01 - Kitsap County - Contract> > R;'
JUN 13 2001
CITY OF PORT ORCHARD
COOPERATIVE PURCHASING AGREEMENT CITY CLERKS OFFICE
FOR POLICE RECORDS MANAGEMENT SYSTEM
This interlocal agreement is entered into pursuant to chapter 39.34 RCW and other provisions of law, between
Kitsap County, hereinafter called "Kitsap County" and the following named public entity or political subdivision of
the State of Washington: City of Port Orchard, herein called the "Public Entity", hereby agree to cooperative
governmental purchasing upon the following terms and conditions:
1. Kitsap County in contracting for the purchase of goods and services for itself agrees to seek the same or
similar terms for the Public Entity, where appropriate in Kitsap County's sole discretion, to the extent
permitted by law.
2. This agreement provides the Public Entity full access and use of the police Records Management System
(RMS), licensed to Kitsap County by Intergraph Public Safety, Inc. (IPS), to the extent legally permitted by
the Kitsap County contractual agreement of 2/1/99, contract #KC-057-99. Kitsap County will also purchase,
independently of the aforementioned contract, the database server necessary for running the RMS.
The Public Entity agrees to purchase or contract for Wide Area Network (WAN) infrastructure equipment and
telecommunications services necessary for providing the Public Entity remote TI-level access to the RMS.
3. The following schedules are incorporated herein, precedence being in the order that they appear:
Schedule A: Public Agency Buy -hi to RMS
Schedule B: Public Agency Annual Maintenance for RMS
4. Kitsap County may enter into any future contractual agreement with IPS or any supplier of computer
hardware, software or services, without the consent of the Public Entity, however the Public Entity will be
notified of any upgrades or changes to the RMS end -user workstation configuration.-1
5. The level of access to records maintained within this system will be the responsibility of each participating
agency. At a minimum read-only access to names and criminal history information will be granted
electronically to users with legal and appropriate authorization.
6. The Public Entity and Kitsap County agree to provide each other an electronic mailing address for the
purpose of exchanging informal communications regarding day-to-day system operations. The electronic mail
system must be provided by either Kitsap County's or the Public Entity's own in-house server, a requirement
of the Washington State Intergovernmental Network (IGN).
7. The Public Entity agrees to provide its own end -user workstations meeting the minimum requirements
established by IPS: Pentium III 233mhz or above, 128mb memory, lOgb disk storage, SVGA resolution of
800x6OO, T-1 network connection.
The workstations must run either Windows 2000 or Windows-NT Version 4.0 or greater client operating
system. The Public Entity agrees to upgrade its workstations to meet any future IPS requirements. The Public
Entity agrees to set up and maintain all end -user workstations accessing the RMS, except that Kitsap County
agrees to perform all software and hardware installation related specifically to the end -user access of the
RMS.
8. Kitsap County will not be responsible for any impact in functionality or performance to any software running
on the Public Entity's end -user workstations arising from its installation of the RMS and related client
software, and/or connection to the Kitsap County WAN. Kitsap County will install new releases and versions
of the RMS software, and verify that the installed RMS will function properly in the Public Entity's standard
workstation environment. The Public Entity assures Kitsap County that the standard workstation environment
will be based on industry standard software and that Operating System and communications level software
will not be custom-built.
The Public Entity acknowledges that Kitsap County does not have ownership of the RMS software and
therefore Kitsap County does not control changes or updates to the RMS software.
9. Kitsap County agrees to purchase sufficient concurrent client software licenses to ensure that the Public
Entity will not be denied access to the RMS due to the lack thereof. For the purpose of this paragraph, access
will be defined as the ability of every licensed workstation for the Public Entity to be able to log on to the
RMS 24 hours a day, seven days a week, to the extent that this level of access is under the control of Kitsap
County.
10. Kitsap County agrees to use its best efforts, to the extent that it is under its control, to provide the Public
Entity uninterrupted access to the RMS, at a level of performance acceptable in common business computer
applications. The Public Entity acknowledges and accepts that there will be occasions where the RMS will
not be available, for reasons such as but not limited to, hardware and software maintenance, and telephone
company service outages. Kitsap County assures the Public Entity that it will inform it of planned down time
in advance. Kitsap County will provide a minimum of 24 hours written advanced notice of planned down time
to the Public Entity's system administrator. In addition to the e-mail notification, Kitsap County will verbally
notify the Public Entity's Information Services Department representative, or the Public Entity's Police Chief,
or their designee. The Public Entity will provide, in writing, notification contact information to Kitsap
County. Electronic mail satisfies the written requirement for the purposes of this paragraph.
It. Kitsap County agrees to provide the Public Entity telephone response within six hours of a request for
technical support, and on -site response within 24 hours of the request, if required.
12. Kitsap County agrees to perform a daily tape backup of the RMS system each Kitsap County business work
day. In the unlikely event of a major system failure that requires a system reload from tape, the Public Entity
acknowledges that data would be restored from the most recent daily backup, and that any additions,
modifications or deletions performed by the Public Entity after the backup would have been lost and would
have to be re-entered.
13. The Public Entity will pay Kitsap County, on contract signing, 100% of the 'Total Cost to Agency Payable to
Kitsap County' on Schedule A.
The Public Entity will pay Kitsap County the then -current rate for software client licenses purchased in the
future for additional end -user workstations, beyond the number of workstations specified in Schedule A. The
Public Entity will also pay Kitsap County .75% of the base RMS cost specified in Schedule A for each
additional end -user workstation accessing the RMS, beyond the number of workstations specified in Schedule
A.
14. The Public Entity will pay Kitsap County the 'Total Annual Cost to Agency Payable to Kitsap County'
specified in Schedule B, in quarterly payments commencing July 1, 2001. Payments, in advance, are due on
the 25"day of each: January, April, July, and October for the life of this contract. An additional, non-
recurring, semi-annual payment covering January through June of 2001, is due on contract signing.
The charges for 'Contribution toward IPS maintenance of the base RMS' and 'Kitsap County Technical
Services Staff Support' will be based on the actual number of workstations accessing the RMS at the
beginning of each quarter. The 'Contribution toward IPS maintenance of the base RMS' will be increased by
.75% of the base RMS maintenance cost specified in Schedule B for each additional end -user workstation
accessing the RMS, beyond the number of workstations specified in Schedule B.
Kitsap County reserves the right to annually review its cost to provide the goods and services to the Public
Entity, and to establish a revised Schedule B, beginning January 1, 2005. After year 2005, this rate will not
increase more than 10% per year for Kitsap County staff support. Any increase in costs due to network
infrastructure or IPS Services will not be greater than the percentage of increase to Kitsap County.
15. The method of financing or payment of purchases pursuant to this agreement shall be through budgeted funds
or other available funds of the public entity.
16. Kitsap County accepts no responsibility for the performance or suitability of any good or service to be
provided by the vendors.
17. This agreement shall remain in force until canceled by either party with 90 day written notice. Upon the
cancellation of the agreement, the Public Entity will be provided with a backup tape of all the entity's RMS
data, current through the date of notification, within five working days of the date of notification. The Public
Entity will be provided a second tape of the entity's RMS data that is current through the last day of the 90
day notification time. The second backup tape will be provided within 24 hours of the termination of service.
18. Each party shall be liable and responsible for the consequences of any sole negligent or wrongful act on the
part of itself and its employees. Neither party assumes responsibility to the other party for the consequences
of any act or omission of any person, firm or corporation not a party to this agreement. The Public Entity
agrees to defend, indemnify and hold harmless the County, its officers, agents or employees from any claims,
costs and/or demands arising out of or related to this agreement.
19. Kitsap County will contract for the purchase of goods and services according to the laws and regulations
governing purchases by and on behalf of Kitsap County. The Public Entity accepts responsibility for
compliance with and any additional or varying laws and regulations governing purchases by or on behalf of
the Public Entity in question.
u
C s ndresen, Chair
Jan
Tim Botkih, Commissioner
Leslie J Weatherill, Mayor, City
ATTEST:
Patricia Parks, City Clerk, City of Port Orchard
APPROVED O
Loren Combs, City Attorney, City of Port Orchard
ATTEST:
Holly And 9n
Clerk of the MOW
j14o , 11.1A001
Date
Jud(, I1,)-001
Date
JUAft/ II.,0001
Date
May 29, 2001
Date
May 30, 2001
Date
;� W.1
JuNt, 11..1001
Date
00
6
2
k/§
0 , It
CL
2=
\co
{
,
#
�
k
/®(\
�&�/
f
�
»
)
L
CL
(
)2
�a
-
2\m
�
<j)
I
§7j
/
E
$c
<
\/
/{{
0
_
{/\
0
°
IL
)f;CL
«/
§/\:
)
/\k\
u
R//)
k
�
k
/�/
69
#
}
.
k�
G
)
0
/(
f
�`
mk}
\
)2a
fk
ƒ
L!
(\\
0
))
}(\
m
§|
:mm
o
|<
22\
)
cm
t{A
G
cm 0`
RU)!
\
M
C
L
§
) (
-2
/f
2 a) Cl
0
7�
}0M
Co
0
u�
coax
�