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Home My WebLink About551615 COLORADO INFORMATION SHARING CONSORTIUM - CONTRACT - AGREEMENT MISC - COLORADO INFORMATION SHARING CONSORTIUM (CISC)CISC 1 March 5, 2015 Dear Potential CISC Member Agency CEO: The Colorado Information Sharing Consortium (CISC) is at a crossroads. In April 2014, The CISC became a Colorado legal entity. In December 2014, the Chiefs and commanders attending a special meeting of the CISC, which was held in Golden, said they wanted the CISC to represent them in all matters involving data sharing. They asked the CISC to help simplify the process, handle daily issues and procure a more competitive price advantage on their behalf. The COPLINK vendor, IBM, and other potential service partners also want to work with one entity that accepts a single invoice for all Colorado Member Agencies and provides a consistent point of contact to handle daily issues. The CISC worked diligently to achieve this vision and is prepared to execute such an agreement with IBM. The agreement with IBM will set the costs of COPLINK, but only for CISC Member Agencies. IBM has agreed to set Data Source maintenance fees at current levels (0% increase) through 2016, with an increase in fees "not to exceed 5%" in 2017. At this moment we anticipate this same increase formula will also apply to Software and Support maintenance fees. The CISC is also engaged in active evaluation and negotiation with other service providers. CISC NEEDS The CISC needs two things from you to meet expectations. First, the negotiated contract guarantees can only be extended to Member Agencies that have signed the CISC Intergovernmental Agreement (IGA). If the CISC receives a letter of assurance from your agency that you are actively involved in the process of signing the CISC IGA, it will represent your interests as well. Second, the CISC Board also needs the letter to formally authorize the CISC Board to sign the contracts with IBM on your behalf. IBM needs a signed contract before the end of the first quarter of 2015. We ask that you provide this letter to CISC Manager Shipley by no later than March 19, 2015, and sooner if possible. The letter can be scanned and e-mailed, with originals sent as directed in the attached example letter. The CISC will then invoice you and all other member agencies seeking a prompt response. VENDOR/CISC BILLING PROCESS Here is how it will work for 2015: • IBM will send an invoice to the CISC for the entire amount of Member Agency (or pending Member Agency) Data Source (DSIS) maintenance fees (to manage and attend to the data your agency contributes), and Software and Support (S & S) maintenance fees (to maintain, troubleshoot and update the COPLINK analysis software). • The CISC will then invoice your agency/Consortium the following amounts: o Your Fort Collins Police Services 2015 DSIS maintenance fee is $2,250 0 Data Sources: Fort Collins Tiburon RMS ($2,250). o Your S & S maintenance fee is $19.27 times the number of certified deputies/officers in your agency/Consortium. Please confirm your present certified staffing is: ■ Fort Collins Police Services -197 = $ 3,796 • (CO AG/P.O.S.T. Data— all employed FTE with an active Basic certification, 01/15). o NOTE: The S&S maintenance fees are shared by all agencies accessing COPLINK on a per certified officer basis to ensure fairness. Total CO participating agency certified staffing is 9,155 peace officers. • Please remit payment to the CISC within 20 days of receipt of the CISC invoice so the CISC can meet the contract obligation on time. The future invoicing process of the CISC will be very similar and it will include the reasonable administrative fees (described below) necessary to run the CISC. The 2016 fees for COPLINK services will be invoiced in December 2015, to allow for internal processing time and payment to the CISC by early January 2016. CISC ADMINISTRATIVE COSTS Vendor contracts are not the only benefit to CISC membership, nor are those fees the only costs to administer the CISC. Enclosed are information sheets that depict the flow of work CISC does on your behalf. As a Colorado legal entity, the CISC must meet legal requirements, protect Member Agency interests and accomplish necessary tasks. The Consolidated node in Jefferson County requires supplemental staffing to ensure technical service demands are addressed promptly and professionally, and finally, the CISC needs someone dedicated to leading the organization — to help the CISC communicate with you, the users and administrators of the system; to oversee provision of training, provide support to members and to manage the ongoing contracts and vendor relationships. The CISC Board of Directors authorized these services to be provided to its member agencies at no cost to you for the year 2015. The CISC Manager continues to pursue data -sharing agreements With multiple out-of-state information sharing and analysis entities. The value of these multi -state connections cannot be over -stated; recently, one of our members solved a homicide almost entirely through a connection with an out-of-state node. Various agreements currently in place or in process to share this valuable data appear below: • Nodes Mesa, Arizona I LASD/LAPD, California Las Ve as Metro PD San Bernardino, California Marico a County, Arizona North Bay (N of San Francisco Tucson, Arizona West Bay (San Mateo, California, S of San Francisco) North Central Texas Fusion Center, Dallas, Texas National Data Exchange Ex) Orange County, California Oregon RAIN LInX and COPLINK) Phoenix, Arizona Sacramento, California San Diego LInX, California Santa Barbara, California Florida agencies Louisiana agencies 0) These reasonable costs (administration, accounting, banking, equipment, insurance, legal counsel, etc.) have been offset for Member Agencies in 2015 with existing funds, but in 2016, the CISC will need the active financial support of Member Agencies. Using the current POST certified staff numbers and if every present COPLINK agency signs the IGA, the CISC will ensure the cost would be less than $30.00 per certified officer per year. The CISC is working hard on your behalf to eliminate the administrative challenges associated with vendor relationships and provide what we once envisioned — an affordable, effective, smoothly operating and highly valuable crime -solving tool. Join with the CISC and your Colorado colleagues to finally achieve this lofty goal that is now within reach. Sincerely, I. Olow Chief Troy Smith, Chairman TS/ds NON-IGA MEMBER AGENCY CEO/AUTHORITY 4/2/2015 Chief Troy Smith Chairman, CISC Dear Chief Smith: On behalf of the Fort Collins, Colorado Police Services, I authorize the Colorado Information Sharing Consortium (CISC) to accept the billing and invoices for information sharing services incurred by this agency as a pending member of the new CISC. The leadership of this agency fully intends and is in the process of obtaining approvals to sign the CISC Intergovernmental Agreement (IGA) in this calendar year. I further commit that this agency will pay its financial obligations as invoiced by CISC within 20 days of receipt in 2015 or by the acknowledged date certain in future years, as funds are allocated by law. I understand that in 2015, this billing process will involve (as funds are allocated by law): 1. IBM invoicing the CISC for Data Source (DSIS) Maintenance Fees and Software and Support (S&S) Maintenance Fees statewide, expecting payment within 30 days of receipt. 2. The CISC invoicing this agency for its specific DSIS and S&S Maintenance Fees, expecting payment within 20 days of receipt or sooner. I further understand that in 2016 and beyond, this billing process will involve (as funds are allocated by law): 1. IBM invoicing the CISC for DSIS and S&S Maintenance fees statewide, expecting payment on or before January 31 of each year. 2. The CISC invoicing this agency for its specific DSIS and S&S Maintenance Fees, CISC Administration fees, and other fees authorized/contracted by this agency through the CISC, expecting payment on or before January 15 of each year. Gerry S. Paul, Director of Puri City of Fort Collins, Colorado NOTE: Please scan and e-mail the signed letter to: Chief Smith at (tsmith(@c3 ov.com) and CISC Manager David Shipley at (dshipley(a,adco ov.org). Please then mail the original letter to: CISC C/O Aurora Police Department 15001 E. Alameda Parkway Aurora, CO 80012 Attn: Traci Prior