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HomeMy WebLinkAbout2023-196 PO 20240196- Crime IX LLC • Purchase Order , Prel CITY RECORDER Fiscal Year 2024 Page: 1 of: 1 E AlNNI -P NUIMIIBEWMEJ5' RP AI QIV_ALL B City of Ashland SEA AV tl'.P I Doa5MEt - Y I ATTN: Accounts Payable20 E. Main Purchase L Ashland, OR 97520 , Order# 20240196 T Phone: 541/552-2010 O Email: payable@ashland.or.us V • H C/O Police Department E CRIME IX LLC V I 1155 East Main Street N 1101 WOODROW LN#56 V p Ashland, OR 97520 O MEDFORD, OR 97504 Phone: 541/482-2211 R T Fax: 541/488-5351 anT�fum rfeFNum $ qui _ @_ Lynn Merrifield aLOr d-�lenaorlmber-064 a e 407 �n [�e�artrr > atteo 11/15/2023 8149 FOB ASHLAND OR/NET30 City Accounts Payable MOM MitaRtidelift �c�e ez ice= Brief Book Software 1 Brief Book Software for Law Enforcement agencies to share 1.0 $2,520.00 $2,520.00 information internally and externally. 1 Year$2,520 (35 sworn officers) . Goods and Services Agreement(Less than $35,000) Completion date: Contract will automatically renew on an annual basis. Project Account: . ***************GL SUMMARY*************** 060900-60416,0 $2,520.00 I I I . V • • fav - is � �= B Dater Authorized Sign a Pcl $2,520.00 11/44, • r FORM #3 l g CITY OF ' SHLAND A request for a Purchase Order REQUISITION • ti l 'elate of request: I (0/23 i Required date for delivery: Vendor Name Crime IX LLC Address,City,State,Zip PO Box 1918, Rogue River, OR 97537 Contact Name&Telephone Number Kari Bone Email address karibone@crimeix.com SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Invitation to Bid 0 Emergency ❑ Reason for exemption: Date approved by Council:_ ❑ Form#13,Written findings and Authorization ❑ AMC 2.50 (Attach copy of council communication) _❑ Written quote or proposal attached ❑ Written quote or proposal attached (If council approval required,attach copy of CC) ❑ Small Procurement 0 Request for Proposal Cooperative Procurement Not exceeding$5,000 Date approved by Council:_ ❑ State of Oregon ❑ Direct Award _(Attach copy of council communication) Contract# i ❑ Verbal/Written bid(s)or proposal(s) ❑ Request for Qualifications(Public Works) 0 State of Washington Date approved by Council: Contract# (Attach copy of council communication) ❑ Other government agency contract Intermediate Procurement 0 Sole.Source Agency _ GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) Contract# Greater than$5,000 and less than$100,000 0 Written quote or proposal attached Intergovernmental Agreement ❑ (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K Agency PERSONAL SERVICES Date approved by Council: ❑ Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 Valid until: (Date) Agreement approved by Legal and approved/signed by 0 Less than$35,000,by direct appointment ❑ Special Procurement City'Administrator.AMC 2.50.070(4) ❑ (3)Written proposals&solicitation attached ❑ Form#9,Request for Approval 0 Annual cost to City exceeds$25,000,Council ❑ Form#4,Personal Services$5K to$75K ❑ Written quote or proposal attached approval required.(Attach copy of council communication) Date approved by Council: Valid until: (Date) Description of SERVICES Briefbook-software for Law Enforcement agencies to share information internally and externally TOTAL COST 1 Year=$2520(35 sworn officers) $ 2,520.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost • • ❑ Per attached quote/proposal TOTAL COST Project Number Account Number o G 0 9 0 0.6 0 4 I s o ,2520.00 Account Number - Account Number - • *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this requisition form,I c•s'fjctb_a to City's public contracting requirements have been satisfied. Employee:k.. # 7 T�t�-! L, Department Head: (Equal to or greater than$5,000) Department ManagerlSupervis. : City Manager: (Greater than$35,000) Funds appropriated for current fiscal year: YES /NO Finance Director-(Equal to or greater than$5,000) Date Comments: Form#3-Requisition I GOODS AND SERVICES AGREEMENT (LESS.THAN $35,000) CONTRACTOR: Crime IX 4 CITY OF CONTACT: Kari Bone ASH LAND ,- ,! 20 East Main Street ADDRESS: PO Box 1918,Rigue River, OR 97537 , . Ashland,Oregon 97520 Telephone: 541/488-5587 ,PHONE: Fax: 541/488-6006 EMAIL: Karibone@crimeix.com g i This Goods and Services Agreement hereinafter"Agreement")g { g ) is entered into by and between the City of 1. Ashland, an Oregon municipal corporation (hereinafter "City") and Crime-IX ("hereinafter "Contractor"), for intelligence and information sharing facilitation. i 1. CONTRACTOR'S OBLIGATIONS 1.1 Provide intelligence and information sharingbetween law enforcement agencies as set,forth in the "SUPPORTING DOCUMENTS" attached hereto and, ;by this reference, incorporated herein. 1 Contractor expressly acknowledges that time is of the essence of any completion date set,forth in the I SUPPORTING DOCUMENTS; and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. The services defined and described in the"SUPPORTING DOCUMENTS"shall hereinafter be collectively referred to as"Work." - 1.2 Contractor shall obtain and maintain during the term of this Agreement and until City's final acceptance' of all Work received hereunder,a policy or policies'of liability insurance including commercial general 1 liability insurance with a combined single limit, or the equivalent, of no less than $2,000,000 (two 'million dollars)per occurrence for Bodily Injury and Property Damage: 1:2.1 The insurance required in this Article shall include the following c'verages: r • Comprehensive General or Commercial General Liability, 'icludina versonal injury', contractual liability,and products/completed operations covera e. '1 i 1.2.2 .Each policy of such insurance shall be on an "occurrence" and not a"claims made" form, and shall: • Name as additional insured "the City of Ashland; Oregon; its officers, agents and 1 employees" with respect to claims arising out of the provision of Work under this i Agreement; • Apply to each named andadditional named insured as though a Separate policy had been 41 issued to each,provided that the policy limits shall not be increased thereby; 1 • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability; , • Contractor shall immediately notify the City of any change in insurance coverage. F Page 1 of 5: Goods and Services Agreement between the City of Ashland and Crime IX ) 9j • Contractor shall supply-an endorsement naming-the City;its officers,employeesand agents ' as ad'ditionalinsureds by the Effective,Date of this Agreement; and • Be evidenced by a certifieateor certificates of such insurance approved by the City. 1.3 Contractor shall, at its own expense, maintain Worker's Compensation Insurance in compliance with ORS 656,017, which requires subject employers'to provide workers' compensation coverage for all of its subject workers OR provide document attesting to legal exemption 1.4 .Contractor agrees that no person shall,on the grounds of race, color,religion,creed, sex,marital status, 7i familial statusor domestic partnership, national origin, ,age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination. in ;the performance of this ` A.greement:when employed by Contractor. Contractor agrees to comply with all applicable requirements of federal;and state civil rights and-rehabilitation statutes, rules and,regulations. .Further, Contractor 7 agrees not to discriminate against a disadvantaged businessenterprise;minority-ownedbusiness,woman- I' owned business,a business that a service-disabled;veteran owns or an,emerging small business enterprise q ii certified under ORS 200.055,in awarding subcontracts as regtiired by ORS 279A.1,10. u 1.5 In all solicitations either by competitive bidding•or negotiation made by Contractor forwork to be performed under a subcontract, including procurements of materials or leases of equipment; each potential subcontractor or supplier shall be notified by the Contractors of the Contractor's obligations •; - under this Agreement°and1TitleVI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. , 1.6 Living Wage Requirements: If the amount of:this Agreement is $25,335.05 or more, Contractor,is ,r required to comply with Chapter 3.12 of the Ashland Municipal Codeby-paying a living wage,as defined hi that chapter, to all°employees performing Work under this Agreement and to any Subcontractor who performs 5,0%ror more of the Work under this Agreement. Contractor is also-required to post the notice ;attached hereto as"Exhibit A"predominantly in areas where it-will be seen by all employees. .i'', a — 1.7 .Assignment: Contractor shall not assign this Agreement or subcontract any portion of the Wor-kto be g Provided hereunder withoutthe prior written consent of the City. Any attempted assignment or subcontract without writtenconsent of the City shall'be void. Contractor shall be hilly responsible for V the acts or omissions-of any assigns or subcontractors and of all-persons employed by, them, and,the ; approval by, the'City of any assignment or subcontract shall not create any contractual relation between f the assignee'or subcontractor and the City. A 4 il 2. CITY'S OBLIGATIONS 2,1 City shall pay Contractor the sum of$2,520 annually as provided herein as full compensationfor the • Work as specified in the SUPPORTINGADOCUMENTS, 2.2 In no event Contractor's total of all compensation and reimbursement under this Agreement exceed the sum of$2,520 annually without express, written approval,from the City official,whose,signature ,i appears below, or such official's successor in office. Contractor expressly acknowledges that no other ;; person has authority to order or authorizeadditional Work which would cause this maximum sum to be exceeded-and that any authorization from the responsible-officialmust be in writing. Contractor further f acknowledges that any Work-delivered'or expenses:incurred without authorization asprovided herein is f done at Contractor's own risk and,as a volunteer without expectation of compensation or'reimbursement. , i • Page 2 of 5: Goods and Serviced Agreement between the City of Ashland and Crane IX d I 3. GENERAL PROVISIONS `° 3.1 This,is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from, Contractor,and is free to procure similar.types of goods and services from other Contractors in its sole, discretion. ;0 3.2 Contractor is an independent contractor and nonan employee or agent of the City for any purpose. 3.3 Contractor is not entitled to,and expressly waives all claims to City benefits such as:health and disability insurance,paid leave, and retireiment. 3.4 This Agreement embodies the full and;complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements,negotiations, and representations between the parties, whether written or oral. 3.5 'This Agreement:may be amended only by written instrument executed with the same:formalities as this Agreement. 3.6 The:following laws,of the State of Oregon arehereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 27911235 3.7 This Agreementshall be governed by the laws opal a State of Oregon without regard toconflict_of laws principles. _Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive:jurisdiction is in federal court, in which case exclusive venue shall be in the federaldistrict court for the district Oregon. Each party expressly waives any and all rights to maintain an action under:this Agreement in any other venue, and ry expressly `consents that, upon motion of the other party, any case May be dismissed. or its venue transferred,as appropriate, so as to effectuate this choice'of venue. 3.8 Contractor shall defend, save, hold harmless and indemnify-'the City and its officers, employees and agentsfrom and against any and allclaims,suits,actions,losses,damages,liabilities,tcosts,and expenses of any nature resulting from, arising out of,or relating to the activities of Contractor or its officers, employees,contractors, or agents tinder-this Agreement. 1, 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God,strikes,..lockouts,accidents,or other events beyondthe control of the other or the - other's officers,employees or agents. y 3.10 If any°provision of this Agreement is found:by a court of competent jurisdiction.to be unenforceable, such provision shall not affect the other provisions, but such'unenforceable provision shall be deemed modified to the extent necessary to render it-enforceable,preserving to the fullest extent permitted the intent of Contractor and the City set forth in this Agreement. 3.11 Deliveries will be F.O.B destination.Contractor shall pay all transportation.and'handling charges for the Goods. Contractor is responsible and liable for loss or damage until final inspection and acceptance of the Goods by the City. Contractor remains liable for latent defects,,fraud,and warranties. . 3.12 The City:may inspect and test the Goods. The City, may reject non-conforming Goods and require Contractor to correct them without charge or deliver them at a reduced price,us negotiated.If Contractor does not cure any defects within a reasonable time, the City .may. reject the Goods and'cancel this r Page 3 of 5: Goods and Services Agreement between the City of Ashland and Crime IX ' 9i i;: Agreement in whole or in part. This paragraph does not affect or limit the City's rights, including its '4 rights under the Uniform Commercial Code,ORS Chapter 72(UCC). 3.13 Contractor represents and warrants'that the Goods are new, current,, and fully warranted by the II manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and bel free from defects in labor,material and manufacture. Contractor shall transfer all warranties to the City. K ,,. 4. SUPPORTING DOCUMENTS , .- 4.1 The:'following documents are, by this reference,: ,expressly incorporated in this Agreement, and are ( . collectively referred to in this Agreement as the "SUPPORTING DOCUMENTS:" ' 1; 4 mi • The Contractor's complete written MOU and cost proposal 1 4.2 This Agreement and the SUPPORTING DOCUMENTS shall be construed to be mutually complimentary and supplementary wherever possible. In the event of a conflict which cannot be so resolved,the provisions of'this Agreement itself shall control over any conflicting.provisions in any of . .i the SUPPORTING DOCUMENTS. In the event. of conflict between provisions of two of the SUPPORTING DOCUMENTS,the several supporting;documents shall be given precedence in the order listed in Article 4.1. 5. REMEDIESIY 5.1 In,the event Contractor is in default of this'Agreement, City:may, at its option,pursue any or all of the remedies available to it under this Agreement and at law or in equity,including,but-not limited to: 5.1.1 Termination of this Agreement; # 5.1.2 Withholding all monies due-for the Work that Contractor has:failed to deliver within'any scheduled completion dates or any Work that have been delivered inadequately or defectively; - 5.1.3Initiation of an action or proceeding. for damages, specific performance, or declaratory or injunctive relief; t 5.1.4 These remedies are cumulative to'the extent the remedies-are not inconsistent,and City may pursue tr any remedy or remedies singly,'collectively, successively or in any order whatsoever. . 5.2 In no event shall City be liablerto Contractor for any expenses related to termination of this Agreement • f' or for anticipated-profits. If previous amounts paid to Contractor exceed the amount due, Contractor shall pay immediately any excess to City upon written demand provided. 1 6. TERM AND TERMINATION. ?' 6.1 Term This Agreement:shall be effective;from the date of execution on behalf of the City as set forth below , (the"Effective Date"),and shall continue in Tull force and effect until terminated byeither party unless 1 sooner terminated as provided in Subsection 6.2. ; 6:2 Termination. 6.2.1 The City and Contractor may terminate this Agreement by mutual agreement at any time. . 6.2:2 The City may,uponnot less.than,thirty-(30) days' prior written notice,terminate this Agreement i for anyreason deemed appropriate in its sole discretion. - 6.2.3 Either party may terminate this Agreement,with cause,by not less than fourteen(14) days' prior written notice'if the cause is not curedwithin that fourteen (14) day periodafter written'notice. Such termination is in addition to and,not in lieu of any other remedy at'law or equity. • i' Page 4 of 5: Goods and Services Agreement betvWeen the City of Ashland and Crime IX / 3 ' y 7. NOTICE Whenever,notice is required or-permitted to be given under this Agreement,such notice shall be given in writing to the other party by personal delivery,by sending via a'reputable commercial'overnight courier, or by mailing using registered or;certified United States mail, return receipt requested, postage prepaid,to the address:set forth`below: - a, If to-the City: City of-Ashland-.Ashland Police Department, . Attn: Chief Tighe O'Meara. ti5'5 E.Main Street 1 P Ashland, Oregon 97520 - Phone: (541)552-2142 l With a..copy.to: 'City of Ashland--Legal Department 20 E.Main Street i k Ashland„OR 97520 Phone:(541)488-5350 - ,; r If to Contractor: Crime IX '; Attn:Kari Bone ,i karibone@crimeix.com i 3' 8. WAIVER OF BREACH P, One or more waivers or failures-to object byeither party to the other's breach of any provision,term,condition, or covenant:contained in this Agreement shall not be construed as°a waiver of any'subsequent breach,whether or not of the same nature. i 9. CONTRACTOR'S COMPLIANCE WITH TAX LAWS 9.1 Contractor=represents and warrants to the City that: ' 9.1.1 Contractor shall,throughout the term of this Agreement,including any extensions hereof,comply i with:. ' (i) All tax laws of the State of Oregon, including but'not limited to ORS 305.620 and ORS , chapters.316,317,and 318; F' (ii) .Any,tax provisions imposed by a political subdivision of the State of Oregon applicable to 1 Contractor; and ,,i (iii) Any rules,regulations,charter provisions,or ordinances that implement or enforce any of the foregoing-tax;laws or provisions, 9.1.2 Contractor, for a period of no fewer than isix (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: 1 (i) All tax laws of the-State of Oregon, including but not limited to ORS 305.620 and ORS .1 chapters 316,317,.and 318; . (ii) Any tax provisions imposed by apolitical subdivision of the State of Oregon applicable to 11 Contractor;and ; (iii) Any rules,regulations, charter-provisions, or ordinances that implement or enforce any of k the foregoing•tax laws or provisions. 9.2 Contractor's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision,of the State of Oregon shall constitute a material breach of this Agreement: • ' Page 5 of 5: Goods and Services Agreement between the City of Ashland and Crime IX . A :., Further, any violation Of Contractor's warranty, as'set forth in this Article 9,shall:constitute a material breach OfthiS Agreethent. Any material\breaCh,of this Agreement shall entitle the City to terminate this i t Agreement and to seekdamages and itny other relief available under thiqA;greement,at law,or in equity-= 1 „ .: I,. , I IN WITNESSIWItEREOT thepardes have caused this Agreement.to be signed in their'respective-names_ by their their duly„authorized representatives as of the dates set forth below. „ I • CITY OF/ASHLAND: Crime IX(CONTRACTOR): • - '17 By: /1-( u,(Y1/011, ek_ By: nr--- ' , - !): • -Signature • Signature , -,‘ i ... 1, S i k/ om, . Patrick Roam ,_ $1 W Printed N; - Printed Name % p CTO f: Title iTr -/-, ' „ 11-3-2023 1: . .< ,I. Date. Date 0 (W-9 is to be submitted with this signed Agreement) , . 9°,01 Purchase Order No. _ o q ., ) ,, . „ I, , • 1.. ' .., ) -.) .._ .. ;, ) , , ) PI! .2 1 1 i 1) - •i i , d L „ ! 1: Page 6 of 5; Goods and Services Agreement between the City of Ashland and Crime IX , f , • , I # 4 EXHIBIT A ,,.• __ __ _._, .._. _ __ ---.. . _ ___ ,,„ _, ,.........-• -- - - ' ..,.. CITY OF ASHLAND, OREGON .. . ___. . ...-..:=t- • , I '. • . • ,, City. of Aslita--nd. • ' ING 1 ... ,..._. ALL employers described i WAGE , below must comply with City !: -I • '11 - . f of Ashland laws regulating II i.:11 • . i g iwaBe. i $12.12 per hour, effective June 30, 2023. i. • ,• , . . ., , .. ,.,,. . • . , , . . _ 11 . The Living Wageis adjusted annually every , . June 30 by the Consumer Price Index.•• I 1.• Employees must he paid a ,„ portion of the,bitsiness.of of health care,retirement, l :their eroloyer,if the. 401K,araIRS eligible .emplayezli , hying wage: ssiell or mare: ;cafelerieplans(including . . !employees,and has-receiveci- •Childoare)benefits:to.tht; 'I ). 'For al hoursmorked under a ' nanc al asietar for theerrvloyeelsemountof wag". . 1 etbus projebt. kiess from the.- serice.soontract between their. . , employer.anchhe City of Cilyof Ashlarglover; 1.* ,Note: Fix teniporety and: $25;335.05; parttimetholoyees; Athlariti if the contract ' excee'cfs'.$25;335.05.ot more. - Liviiici Watie tfets r_fsli'apPly 'fr- if their emPlOy0 is the City°1 tO the triti0/10 hiiurslothed Fee:61116ms rkedIn a AihlandiAtilticlingihe ParkS in ally oaler!da Year;For r iiiioI and Nomads Department Miat-tfeitaili;please.stev rnOntli,if the ernfiloYee t ArldandlibniCipil,Click, ipends 50% more Of the , - ., .v, Section.:-..12.020'.' • :1 t.416004 finieiti that month ''i" !Ill calcul'itrilthe'll""'gel . MPloyersitiayaddlievalue "iaorkini ori a;prejector I . q - 1 c., For additional information: i • , 1,'i CattbeAshlanI.City,ManaWs offibe at 641488-6002 Or Write kithetity:Mar)ager'; City Hall,20 Eat Main.Street,Ashland,OR 87520.or visit thiClty's website at wWw.ashland.or_us_ • NoticetoEniployers: 'This notice fnustbepostedin areas where it can be seen by ll employees, I , . . C I tit 0 i . I • . - • ASHLAND i ,, , • 4 . 1 Pogo_7 of 5: Goods and Services Agreement between the•City of Ashland,and Crime IX . '',), „, /,....t, , . , ” / if ' r • .„ 4.' ( _ ( , B. Internal Requests for Information: , .. 11 An Authorized User who receives a request from a non-authorized requestor for information in• • i4 ,- a Brief Book acCount shall not release that information, but may refer the requestor to the Source Agency. " C. Removal oe'Editing of Records: • Agency Parties shall determine their own schedule for record deletion and other edits to their J1 own data.This will be determined by policy and/or legal requirements. i 7 . VI. MOU TERMS ,, A. Term . I i This MOU will commence upon its creation,which occurs onthe date that the Agency is - il 'activated for use of the hosted platform.it may be terminated at any time wheri an Agency iv {Manager revokes data sharing access from another agency. A ,.. — i • i VII. EXECUTION OF MOU This MOU is executed by the Parties below,for the herein described data. Each Party i-. .• acknowledges that it has received a copy of this MOU,and Will comply with its terms and' t i, conditions. Each Party certifies that he/she is authorized by its Party to execute this data sharing relationship. I ,.. - 4 ..., i$ Sharing Agency:_ Ashlaiid Police DOartrrient ,.... I Agency Ma/ ger Auth'opngShare . 4 •...A Titleil / o4) . • {,; 11 'Dte: ' .."5., , , s_. ., , Signatu" .-: , " i iik. 4 et• . 1 1 : .., R Rom Crime IX Agent: Patrick . . . — 1 Signature: . .._ . .. , Effective Date:, 11-3-2023 . • . •!! , 4 ., . ie ,, • 1,• •( / 1: ,t ,. r. • . , • Ii .. , }1 Ixtrs ,f, I� ✓ , .,4 a ° * ,&.?as uu BRIER a.EVERYWH �4 R� I7r ': li 'l' Greetings Chief Tighe O'Meara, 11 Thank you for allowinius the time to discuss our product and how it can benefit your agency. - ;i As agreed,we are submitting to you information about our company and a proposed plan of 'Ii, action for your review. We understand that each client is unique and therefore we recognize a different approach to how we can deliver properly considering the expectations of each one.We strive to provide-a l product that is both useful and affordable. i . While our company, Crime IX LLC, itself is very young,we bring a varied and extensive . background in the Information Technology and Law Enforcement fields. We understand the 'importance of balancing the need to share intelligence and the desire to protect your information. . C ,1 With these to consider,we hope that you will take time to review this proposal and we hopeto r hear back from you soon. - Yours truly, r' Karl Bone Pat Roam Josh Doney Chief Administrative Officer Chief Technology Officer- Chief Operations Officer Crime IX,LLC Crime IX,LLC Crime IX, LIC , KariBone0.crimeix.co.m. PatRoam@crimeix.com JoshDoney@crimeix.com 541-261-9380 541-301-5357 541-326-2306 1 I ' 1 • 1 ,i 6 t 1• • / ti J i i i 1 1 s 4 / { . rei 1, , i I1 { } .) A+ ' J . Summary - I . This proposal outlines a plan to add your agency,dispatch(center and support usersto our ,,�° existing Crime IX's software product, Brief Book. Once your agency is connected,you will be able to share text,videos,photos,and documents with other Law Enforcement agencies . You secure and will only be seen can•be assured that the information shared isY by other Law / e. Enforcement users. Crime IX's Brief Book is not available to the:public;loss prevention, security or any otherpeople who are not employed by a Law Enforcementagency. • , Overview Over the past few decades,we-have all seen an increase inrthe need to_share information in an 1. efficient and user-friendly format, While ease of access to information'via the Internet has 4i exploded over the last few years,putting knowledge'atour fingertips and in our pockets, • information sharing:for Law Enforcement:hasn't changed much: Information is still shared by .E word of mouth, briefing flyers,and other methods that are sent through bottlenecks and �l, breakpoints making it sometimes slow,with someone else deciding what your employees need -,i: to know. Emails and teletypes are becoming outdated methods while allowing people to-Ignore information they may or may not need. After a while,every stolen vehicle teletype starts to . { look the same. Our product provides a secure,CAS compliant platform for dynamic information sharing. We are confident our product can transform the way your agency shares,receives,and processes 1 information. We are revolutionizing the way case elements are shared between agencies and 1 regions,while allowing officers to use a format that is both user friendly and dynamic. Users are able to build off data provided by other agencies and share photos and knowledge in real i time.We believe seeing a photo of a stolen car is more effective than just the license plate in ii text. Your employees will be able to reach a wider audience and receive rapid feedback, . i . without the breakpoints and bottlenecks, Af ;l `i We will work closely with your agency to ensure you are receiving the most beneficial product for your users. We will also work with your agency's technology department to ensure that the • i rollout is as seamless as°possible. 1 • Q Recommended'Plan Upon approval of this project,we will: . • Connect with your technology department to decide the most efficient route of I. establishing users. - 4 1 C I ' ^ • In most cases we are able to interface with an existing Exchange server so there ; i, won't be an.additional password to remember. • Meet with your agency to determine how many streams you will require. • Each agency will automatically be provided with one public and one-private 1 neprivate ' t. stream- - • Additional streams can be added as needed for special teams,events,-or projects I- within your department. These streams can either be made private or shared so ;k, • other agencies can see and subscribe to them s; • We will provide one train-the-trainer classroom session-either in personor via Microsoft Teams--based on your agency's needs. • We believe we can have most agencies live within 6 weeks of acceptance of this g' 'proposal.Timelines may vary based on cooperation with your technology department land the involvement of your agency. ' r, '• We will provide on-going support for Crime IX Brief Book as your agency needs change. Qualifications , i Pat Roam has 25'years'experience in Information Technology with the last 20 being Law Enforcement related.Currently employed by a national software company his responsibilities . include public safety applications, programming,and project management. ' Karl Bone has over 20 years'experience in Information Technology in both Law Enforcement .E and Public Education settings. She was employed,as a Records Specialist for 16 years where she 1 ensured compliance with state and federal requirements,as well as ensuring the accuracy and i' quality of data. She is currently employed as a Crime Analyst. I Josh Doney has`been a Police Officer since 2008.As a member of his Department's Technology i Committee and a Field Training Officer,Josh has been a proponent for theuse of new ,,, technology by.Police Officers.and a leader at his agency in training and implementation.As a • Speaker,Josh has presented to a wide variety of audiences on topics such as Police Policy& Laws,Digital Evidence investigations and Social Media Awareness. 1 Pricing Our current°pricing,plan is$30/month for 5 sworn usersand$60/month for 10 sworn users, , 1. Additional Non-sworn users are included at no extra cost. Non-sworn includes all records personnel, dispatchers(whether employed by your agency or a consolidated PSAP),community service officers,and volunteers that have a need to know or right to know. All users must be -CJ IS certified and be vetted by your agency. The number of Sworn employees will be reconfirmed annually at contract renewal. I • 'i ;1 � ft , / r . , y Users(up to) Monthly Annual 5 , $30.00 $3.60.00 10 $60.00 $720.00 15 $90.00 $1,080.00 20 $120.00 $1,440.00 • 25 $150.00 $1,800.00 30 $180.00 $2,160.00 . - 35 $210.00 $2,520.00 40 $240.00 $2,880-.00 Terms and Conditions Payment Due: Final payment is due upon completion of the project and prior to go-live. Contract renewal: You will be billed and the contract will automatically be renewed on an annual basis. Date of , renewal can be adjusted to coincide with budget timelines if needed. If this change is necessary,you will be billed a prorated amount for the first cycle and the full amount when the ' contract is renewed. • 141 • • • ,• g,: • AC ® CERTIFICATE OF LIABILITY INSURANCE DATE`MM,DD,YYYY) `� ' • 10/06/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such.endorsement(s). • PRODUCER CONTACT • • NAME: CB Fralich Hart Insurance Agency PHONE FAX PO Box 1240 IA/C.No.Ext): (541) 479-5521 (A/C,No):(541) 474-189p E-MAIL cfralich@hartinsurance.com Grants Pass OR 97528 ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Ace Property and Casualty Ins 20699 INSURED • ' INSURER B: Crime IX, LLC INSURER C: PO Box 1918 • INSURER D Rogue River OR 97537 'INSURERS: (541) 301-5357 • INSURER F: COVERAGES CF CERTIFICATE NUMBER:Cert ID 27236 (1) REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE.TERMS, • EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSRLTYPE OF INSURANCE INSD SUBRVPOLICY NUMBER POLICY EFF POLICY EXP LIMITS (MMIDD/YYYY) (MM/DD/YYYYI A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 RENTED • CLAIMS-MADE X OCCUR D02022746 10/06/2023 10/06/2024 DAMAGE EM SESO(Ea occurrence) • $ • MED EXP(Any one person) $ 5.,000 J PERSONAL&ADV INJURY $ 2,000,000' GEN'LAGGREGATE LIMIT APPLIES PER: . GENERAL AGGREGATE $ 4,000,000 • • POLICY '11 LOC PRODUCTS-COMP/OPAGG $ 4,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ (Ea accident) ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED • BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS . • HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY _ AUTOS ONLY (Per accident) $ • UMBRELLA LIAB OCCUR _EACH OCCURRENCE $ • • EXCESS LIAB CLAIMS-MADE AGGREGATE $ • • DED RETENTION$ $ WORKERS COMPENSATION' PER OTH- AND EMPLOYERS'LIABILITY Y I N STATUTE ER ANYPROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ \ OFFICER/MEMBEREXCLUDED? N/A • (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ $ • - $ DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) Certificate Holder named as Additional Insured per attached BP04480713 endorsement. • CERTIFICATE HOLDER . CANCELLATION • SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE ' • THE EXPIRATION DATE THEREOF, NOTICE WILL. BE DELIVERED IN. City of Ashland, Oregon, • ACCORDANCE WITH THE POLICY PROVISIONS. its officers, agents and employees • 1155 E Main Street . AUTHORIZED REPRESENTATIVE Ashland OR 97520 G� ---,. I ' • ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) \ The ACORD name and logo are registered marks of ACORD Page 1 of 1 ' DECLARATION OF EXEMPTION FROM OREGON.STATUTORY WORKERS COMPENSATION I understand that in Oregon all workers (even family members as employees) are subject to Workers Compensation, EXCEPT nonsubject workers as defined in Oregon Revised Statutes (ORS) Chapter 656. By my signature below I attest that, in compliance with ORS 656.027, I have no subject workers and am exempt from providing Oregon Statutory Workers Compensation Insurance for myself or others by means of information in the following three (3)sections: 1) I meet the criteria for nonsubject worker defined in the ORS 656.027 by subsection marked below. SELECT ONE: For more information see:http://www.cbs.state.or.us/external/wcd/communications/defin.html#emp (7)(a)--Sole proprietor performing labor or services under contract,with criteria qualifying as an independent contractor for that work. (8)and(23)(a)--Partners performing labor or services under contract,with the partnership qualifying as an independent contractor for that work. (9)and(25)(a)--Members of an LLC(all must be actual registered members of the LLC with the Secretary of State Registry)performing labor or services under contract,with LLC qualifying as an independent contractor for that work. Other(must specify): 2) I meet the criteria as an independent contractor according to the description listed at Oregon Department of Consumer and Business Services Workers Compensation Division's website.If questions,please contact the Employer Compliance Unit at 888-877-5670 to get a determination. For more information see: http://www.cbs.state.or.us/external/wcd/compliance/ic wkr.html YES NO ANSWER ALL QUESTIONS: A Is the contractor free from direction and control by the City over the means(resources)and manner(method) XX of providing the requested labor or services,subject only to the right of the City to specify the desired results? B Does the contractor furnish and exercise control over the tools or equipment necessary(as applicable)for XX performance of the contracted labor or services? . i Has the contractor obtained all business registrations or professional occupation and business licenses c XX required by state law or local government ordinances required to conduct the his/her business activities? Does contractor maintain a business location that is separate from the business or work location of the client D XX for whom the services are provided?This could be in Contractor's residence,but if so in a portion that is used primarily for business. Does the contractor perform services for customers of his or her choosing,have economic independence from E people with whom he or she contracts,and provide contracted services for multiple clients over the course of a year,routinely engaging in business advertising,solicitation or other marketing efforts reasonably calculated to obtain new contracts to provide similar services? Does the contractor provide labor or services prescribed in written contracts,for fixed price determined in F XX advance and accept pay at completion of the job,or at defined stages of a project? Does contractor assume risk of loss related to contractor's work or services provided through warranty to G XX correct defective work,through indemnity agreements,and through the provision of liability insurance, performance bonds,or errors and omissions insurance? • 3) If at any time,while contracting with the City of Ashland, my business status should change to include subject workers, I will immediately obtain workers compensation insurance in accordance with Oregon Law and notify the City of Ashland. Dated: 11-02-2023 Signature: • Company Name or DBA: • CrimeiX LLC Address: PO Box 1918 Rogue River OR 97537 Contact Phone Number: 541-301-5357 (Form Rev 10-26.2012—BH)