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HomeMy WebLinkAboutContract No. 2013 2527Government Center • 2100 Third Avenue • STE 720 • Anoka, MN 55303 -5025 (763) 323 -5550 • attorneyna,co.anoka.mn.us http: / /www.anokacounty.us /departments /co_attorney July 16, 2013 Scott Nadeau City of Columbia Heights 590 — 40th Avenue NE Columbia Heights, MN 55421 RE: Agreement with the City of Columbia Heights for Managing the Anoka County Joint Law Enforcement Council Central Records Project JLEC Contract No. 2013 -0074 Dear Mr. Nadeau: Enclosed for your records please find one original, fully executed copy of the above - referenced agreement. jcs Attachment Affirmative Action / Equal Opportunity Employer JLEC Contract No. 2013 -0074 AGREEMENT FOR MANAGING THE ANOKA COUNTY JOINT LAW ENFORCEMENT COUNCIL CENTRAL RECORDS PROJECT THIS AGREEMENT is made and entered into between the Anoka County Joint Law Enforcement Council, a joint powers board established pursuant to Minnesota Statutes Chapter 471 , hereinafter referred to as the "JLEC," and the City of Columbia Heights, a Minnesota municipal corporation, 590 - 40th Avenue Northeast, Columbia Heights, Minnesota, 55421, hereinafter referred to as the "City." WITNESSETH: WHEREAS, the County of Anoka and the many and various cities located within the boundaries of Anoka County have previously recognized the need to cooperate in their law enforcement efforts and have created the JLEC through a joint powers agreement pursuant to Minn. Stat. § 471.59; and WHEREAS, the members of the JLEC have determined that there is a need to store and gain access to law enforcement data, to communicate among law enforcement agencies, and to improve the speed and accuracy with which law enforcement information is shared with a requesting jurisdiction; and WHEREAS, the members of the JLEC previously entered into a Joint Powers Agreement for the purpose of acquiring computer hardware and software for an integrated centrals records communication system to address the foregoing need; and WHEREAS, the JLEC has the need for a manager for its central records system to manage and develop usable applications for the use of the JLEC in conjunction with the foregoing communications system; and WHEREAS, the City of Columbia Heights is agreeable to rendering such additional services on the terms and conditions hereinafter set forth; and NOW, THEREFORE, in consideration of the mutual covenants contained herein and the aforementioned statutes, it is agreed and understood as follows: This Agreement shall commence on the first day of July, 2013, and shall continue until it is terminated in accord with the provisions of Section VII. 11. SERVICES A. The City shall provide the services of a manager to manage and develop usable applications of the JLEC central records project. The duties of the manager shall include generally those described in Schedule A, attached and incorporated hereto, as shall be updated and amended from time to time. B. The City agrees that these management services will be provided by a Police Information Support Specialist of the Columbia Heights Police Department, and any other city of Columbia Heights member as deemed necessary by the Columbia Heights Police Department Police Chief. If appropriate staff becomes unavailable, the JLEC reserves the right to approve their replacements for the purposes of staffing this Agreement. If acceptable replacements cannot be found, this Agreement will be terminated pursuant to Section VIII. C. The City acknowledges that management services may occur on nights, weekends, and holidays. Other arrangements may be entered into with other cities in order to provide back up to the City of Columbia Heights for their services. 1+nn® PENS n n ITON u. vvwr� w The JLEC shall reimburse the City for the cost of the salary and benefits of the manager for the hours spent by the manager on the duties described in this Agreement at the rate of Sixty Thousand Dollars and No Cents ($60,000.00) per annum. The compensation shall be payable to the City on a monthly basis on the first day of each month at the rate of Five Thousand Dollars and No Cents ($5,000.00). IV. STRICT ACCOUNTABILITY, AUDIT AND RETENTION OF RECORDS A. A strict accounting shall be made of all funds, and reports of all receipts and disbursements shall be made upon request by either party. B. The Contractor agrees to make available to duly authorized representatives of the JLEC and of the State of Minnesota, for the purpose of audit examination pursuant to Minn. Stat. § 16C.05, any books, documents, papers, and records of the Contractor that are pertinent to the Contractor's provision of services hereunder. The Contractor further agrees to maintain all such required records for six (6) years after receipt of final payment and the closing of all other related matters. V. AFFIRMATIVE ACTION In accordance with the Anoka County Affirmative Action Policy and the County Commissioners' policies against discrimination, no person shall illegally be excluded from full - time employment rights in, be denied the benefits of, or be otherwise subjected to discrimination in the program which is the subject of this Agreement on the basis of race, creed, color, sex, sexual orientation, marital status, public assistance status, age, disability, or national origin. The City agrees to indemnify and hold harmless the JLEC from any claims, losses, costs, expenses, damages, injuries, or sickness resulting from the negligent acts or omissions of the Police Information Support Specialist, or other City employee as designated, for activities conducted underthis Agreement. VII. TERMINATION This Agreement may be terminated by either party at any time without cause upon thirty (30) days written notice delivered by mail or in person to the other party. Notices delivered by -2- mail shall be deemed to be received two (2) days after mailing. Such termination shall not be effective with respect to services prior to such notice of termination. VIII. NOTICE For purposes of delivering any notices hereunder, notices shall be effective if delivered to the JLEC in care of the Anoka County Attorney, Anoka County Government Center, 2100 Third Avenue, STE 720, Anoka, Minnesota 55303, on behalf of the JLEC, and the City Manager of the City of Columbia Heights, 590 - 40th Avenue Northeast, Columbia Heights, Minnesota 55421, on behalf of the City. IX. ANNUAL REVIEW AND MODIFICATION OF SCHEDULE A This Agreement shall be reviewed on an annual basis by the City and the JLEC with ratification at the first JLEC meeting of each calendar year. Schedule A may be updated and changes approved at the Annual Review as necessary. Changes to Schedule A will be documented first in the minutes of the JLEC meeting, and will be thereafter appended to the written Schedule A attached to this Agreement. X. ENTIRE AGREEMENT It is understood and agreed by the parties that the entire agreements of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the JLEC and City relating to the subject matter hereof. The parties hereto revoke any prior oral or written agreement between themselves and hereby agree that this Agreement is the only and complete agreement regarding the subject hereof. IN WITNESS WHEREOF, the parties hereto have hereunto set their hands. JOINT LAW ENFORCEMENT COUNCIL CITY OF COLIJMBIA IGHT Gary Peterson Mayor kmt \JLEC\2013 contracts \Columbia Heights - Final- Manage Central Records -3- SCHEDULE A Duties of Records Manager 1. Staff the JLEC Records Management Committee, i.e., work with the JLEC Chair to determine and produce the agenda and be the resource for issues taken up by the committee; 2. Present updates and reports to the JLEC and the Anoka County Chiefs Of Police Association; 3. Participate in central records management efforts between participating law enforcement agencies; 4. Coordinate services provided by the City with the systems housing and maintenance services currently provided by the City of Coon Rapids; 5. Provide day -to -day management of the application, i.e., establish user accounts, passwords, access lists, code tables, and manage security of the network; 6. Prepare batching data to provide to the State of Minnesota for MNCIS; 7. Continue management and development of current applications used by the member agencies of the JLEC, including: RMS Laser fiche; Ticketwriter; email notification to Corrections; electronic discovery records production to the County Attorney and City Attorneys; the Mobile Data Network; and other current applications not listed; 8. Complete Criminal Justice data reporting on a monthly basis as required by the State of Minnesota (lbase); 9. Coordinate meetings on an as- needed basis with lead records technicians from the member agencies of the JLEC to identify application needs and develop, research, and explore additional applications as those needs are identified; 10. Coordinate and negotiate with vendors for needed modifications and upgrades of all applications; 11. Coordinate and provide training to local system administrators on hardware and records application issues; 12. Provide "help desk" service to law enforcement members of the JLEC; 13. Coordinate with Anoka County to integrate data from the JLEC system into the County Attorney Case Management System; 14. Maintain accurate records of support time provided to each individual agency; 15. Assist in disaster recovery efforts as needed; 16. Periodically meet with information technology representatives and operations managers from the member agencies to discuss current issues; and 17. Provide such other central records management services as requested by the JLEC. CITY OF COLUMBIA HEIGHTS C" Nla� d.: c, €tn c it a,rl,s,.trc r 590 40`h Avenue NE, Columbia Heights, MN 55421-3878 (763)706 -3600 TDD (763) 706 -3642 t'irir our wlebsite at. >y.,f s�.e %a:rtlnrrat� cc ine��1 �.�.au�ra.zri LPL+ +.RI 1f "stns +tl City :`i:lF mgv March 18, 2015 Anthony C. Palumbo, Chair Joint Law Enforcement Council Anoka County Government Center 2100 Third Avenue Anoka, MN 55303 Dear County Attorney Palumbo: This letter serves as notice that the City of Columbia Heights is terminating its agreement with the Anoka County Joint Law Enforcement Council for managing the Anoka County JLEC Central Records Project. The Columbia Heights Police Department's Information Systems Specialist, John Nichols, has accepted another position. Because of this, we do not have the staffing necessary to continue to provide the services covered by this agreement. Section VII allows for termination with a 30 day written notice. Our last day in support of the Central Records project will be April 18, 2015. The City appreciates the opportunity to work with the JLEC on this important project. If you have any questions, feel free to contact Chief Scott Nadeau at 763 -706 -8105. Sincerely, Walter R. Fehst City Maria " r Gary L. Peterson Mayor kao ..Y