HomeMy WebLinkAboutDocumentation_Regular Council_Tab 11_07/11/2019Agenda Item #11.
Regular Council
STAFF MEMO
Meeting: Regular Council - 11 Jul 2019
Staff Contact: Gus Medina, Police Chief Department: Police
Approve Interagency Information Sharing Agreement - Santa Rosa Sheriffs Office and Tequesta
Police Department
This is an interagency agreement between the Tequesta Police Department and the Santa Rosa
Sheriffs Office. This agreement allows the Santa Rosa Sheriffs Office to perform background checks
on employees of CTS America (Smart COP) on behalf of the Tequesta Police Department. The Santa
Rosa Sheriffs Office would advise the Tequesta Police Department, which CTS America employees
passed the background checks and were able to access secure areas of the Tequesta Police
Department. The background checks are a requirement set forth by the FBI Criminal Justice System
Information Systems Security Policy.
CTS America is located in the jurisdiction of the Santa Rosa Sheriffs Department, and allowing the
Santa Rosa Sheriffs Office to perform the background checks, would save time and resources of the
Tequesta Police Department.
Memo
Agreement
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Agenda Item #11.
Memorandum
To: Honorable Mayor and Village Council
Thru:
James M. Weinand, Acting Village Manager
From:
Gus Medina, Chief of Polic
Date: June 12, 2019
Subject: Interagency Information Sharing Agreement
This is an interagency agreement between the Tequesta Police Department and the
Santa Rosa Sheriff's Office. This agreement allows the Santa Rosa Sheriff's Office to
perform background checks on employees of CTS America (Smart COP) on behalf of
the Tequesta Police Department. The Santa Rosa Sheriff's Office would advise the
Tequesta Police Department, which CTS America employees passed the background
checks and were able to access secure areas of the Tequesta Police Department. The
background checks are a requirement set forth by the FBI Criminal Justice System
Information Systems Security Policy.
CTS America is located in the jurisdiction of the Santa Rosa Sheriff's Department, and
allowing the Santa Rosa Sheriff's Office to perform the background checks, would save
time and resources of the Tequesta Police Department.
Page 80 of 537
Agenda Item #11.
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Interagency Information Sharing Agreement for Vendor Personnel
Security Screening Requirements
WHEREAS, the Santa Rosa County Sheriffs Office, hereafter referred to as Lead
Contract Agency (LCA), and Tequesta Police Department —, hereafter referred
to as Contract Agency (CA), are both criminal justice agencies, formerly recognized by
the Federal Bureau of Investigation (FBI) and the Florida Department of Law
Enforcement (FDLE); and
WHEREAS., the LCA and the CA are headquartered within the boundaries of the
State of Florida; and
WHEREAS,, both the LCA and CA have entered into the Criminal Justice User
Agreements (UA) with FDLE and are required to abide by the FBI CJIS [Criminal Justice
Information Systems] Security Policy (CSP) for access to state and national Criminal
Justice Information (01) as defined by the CSP; and
WHEREAS, the FDLE CIIS Director functions as the CIIS Systems Officer (CSO)
for the State of Florida, required by the SCP and UA to grant and authorize access to
CII within the State of Florida; and
WHEREAS,, both the LCA and CA recurrently contracting with SmartCOP
(Vendor) a private vendor, for services supporting the administration of criminal justice
and systems containing 01; and
WHEREAS,, the LCA is willing to share Vendor employee background screening
information obtained from state and national fingerprint based records checks with the
CA, in a manner consistent with the requirements of the CSP;
NOW THEREFORE, the parties agree as follows:
1. The LCA will fingerprint and submit the requisite identification information on
Vendor employees who require unescorted physical or logical access to 01. The
LCA will use its criminal justice ORI for submitting fingerprints required by CSP
and UA.
2. The LCA will maintain a current and complete list of all Vendor employees who
have been authorized access to CJI. Employee information shall include name,
date of birth, and, if previously provided, social security number or other unique
identification to accurately identify the employee.
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Agenda Item #11.
3. The LCA shall provide to the CA the list of all Vendor employees who are
authorized access to CIL
4. When any change occurs to the list of authorized Vendor employees, the LCA
shall provide to the CA the comKted or revised list of authorized Vendor
employees, and spedfically identify any additions, deletions or modifications to
the list.
5. The LCA will notify the CA In the event that a Vendor employee, whether seeking
or already authorized access to 01, is denied access by the FDLE CSO.
6. To properly asses� -ny potentially disqualifying information as it becomes
available, every — years, the LCA shall perform a name based check via
the FC1C message switch, to include, but not to be limited to, hot files and
state/national criminal history record information searches, on all Vendor
employees authorized access to CH.
7. Upon notification/determination of any type of reported or observed criminal or
other disqualifying activity by a Vendor employee authorized access to 01, the
LCA shall immediately notify the CA via fbrmal correspondence of the employee's
activity.
8. The LCA shall immediately notify the CA upon learning of the termination or
suspension from employment of a Vendor employee authorized access to CIL
9. The CA shall designate a primary and secondary point of contact within its
agency to receive information and updates regarding Vendor employees
authorized access to CIL
1O.The LCA shall defer to the FIDLE CSO regarding any issues with respect to CHO
access eligibility as required by the CSP and the UA.
11.The LCA shall have formal written guidelines defining the processes associated
with implementation of this Agreement.
12.The LCA will ibrwar-d a copy of the Agreement to the FIDLE CSO.
13. Ether party may terminate this Agreement upon 30 (thirty) days writben notice
to the other party.
14.This Agreement constitutes the entire agreement of the parties and may not be
modified or amended except by written amendment signed by authorized
representatives of both parties.
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Agenda Item #11.
15. Both pa rdes acknowledge that the CII authorized to be shared by this
Agreement is subject to restrictions on access and dissemination under federal
and state law, and that failure to abide by those restrictions can result in the loss
of access to CIL
IN WITNESS WHEREOF, the below signed parties have caused this Agreement to
be executed by ir authorized representatives, effective on the date last signed for
a term of �7 years, or until canceled by either party.
Santa Rosa County Sheriff's Office
Agency Name
Agency Head — Sheriff Robert Johnson
Signature Date
Tequ sta Police Department
Agency Name
Gustavo Medina, Chief of Police
Agency Head
Signature
Date
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