HomeMy WebLinkAboutDocumentation_Regular_Tab 07_12/11/2025 Agenda Item V.
Regular Council
A-1
STAFF MEMO
Meeting: Regular Council - Dec 11 2025
Staff Contact: Gus Medina, Police Chief Department: Police
Consider Approving the Memorandum of Understanding Between the Tequesta Police Department
and the City of Tallahassee Which Will Allow the Tequesta Police Department Access to the
Electronic License and Vehicle Information System (ELVIS).
This Memorandum of Understanding with the City of Tallahassee and the Tequesta Police
Department allows the Tequesta Police Department to use the Florida State University's Electronic
License and Vehicle Information System (ELMS). The Tequesta Police Department is transitioning to
new software for crash reports and electronic citations and must have access to the Electronic
License and Vehicle Information System (ELMS). The Electronic License and Vehicle Information
System (ELMS) will allow the Tequesta Police Department to access the National Crime Information
Center and the Florida Crime Information Center for law enforcement purposes. There is no cost for
the use of the Electronic License and Vehicle Information System.
This document and any attachments may be reproduced upon request in an alternative format by
completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-
768-0443.
BUDGET INFORMATION:
BUDGET AMOUNT NA AMOUNT AVAILABLE NA EXPENDITURE AMOUNT: NA
FUNDING SOURCES: NA IS THIS A PIGGYBACK:
❑ Yes ❑ N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes ❑ N/A
COMMENTS/EXPLANATION ON SELECTIONNA
7TTACHMENTS:
ELMS Contract w Tequesta Police Dept 9920 QM (part 1) - signed
Page 149 of 630
Agenda Item #7. COT Contract No. 9920 QM
MEMORANDUM OF UNDERSTANDING
Electronic License and Vehicle Information System (ELVIS)
WITNESSETH
November 13, 2025
WHEREAS, on ("Effective Date")this MOU is entered into by and
between, the City of Tallahassee on behalf of the Tallahassee Police Department,hereafter referred to as
TPD, and Teq u esta Police Department , hereafter referred
to as Contract Agency(CA), are both criminal justice agencies, formally recognized by the Federal
Bureau of Investigation(FBI) and the Florida Department of Law Enforcement(FDLE),and;
WHEREAS, TPD and the CA are headquartered within the boundaries of the State of Florida,and;
WHEREAS, both TPD and the CA have entered in Criminal Justice User Agreements(UA) with FDLE
and are required to abide by the current FBI Criminal Justice Information System(CJIS) Security Policy
(CSP) for access to state and national Criminal Justice Information(CJI) as defined by the CSP,and;
WHEREAS, the FDLE CJIS Director functions as the CKS Systems Officer(CSO) for the State of
Florida,required by the CSP and UA to grant and authorize access to CJI within the State of Florida, and;
WHEREAS, TPD presently has the benefit of Electronic License and Vehicle Information System
(ELVIS) interface, operated and maintained by Florida State University(FSU),which provides access to
the National Crime Information Center, hereafter NCIC, and the Florida Crime Information Center,
hereafter FCIC, and;
WHEREAS, the CA wishes to utilize ELVIS interface for access to NCIC and FCIC Information
Systems for law enforcement purposes, and;
WHEREAS, TPD is willing to share individual 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 WHEREFORE, the parties agree as follows,
1. FSU will provide the TPD with a current and complete list of all personnel who require
unescorted physical or local access to CJI.
2. TPD will ensure all personnel provided in Section 1, above, are appropriately screened and
trained.
Memorandum of Understanding(ELVIS) rev:May 11,2020
TPD and CA pg. 1 of 5
Page 150 of 630
Agenda Item #7.
3. TPD will fingerprint and submit the requisite identification information on personnel whorequire
unescorted physical or local access to CJI prior to being granted access. TPD will use its criminal
justice ORI for submitting fingerprints required by the CSP and UA. TPD will retain the
fingerprint-based records check,the signed security addendums, and the completed Security
Awareness Level 4 certificates for said personnel.
4. TPD will maintain a current and complete list of all personnel who have been authorized to
access CJI. Individual information shall include name, date of birth, and if previously provided,
Social Security Number or unique identification to accurately identify the individual.
5. TPD shall provide to the CA the list of all personnel who are authorized access to CH inside
ELVIS.
6. TPD shall defer to the FDLE CSD regarding any issues with respect to CJI access eligibility as
required by the CSP and UA.
7. When any change occurs to the list of authorized personnel,the TPD shall provide to the CA the
corrected or revised list of authorized personnel, and specifically identify any additions, deletions,
or modifications to the list.
S. TPD will notify the CA in the event that an individual,whether seeking or already authorized
access to CJI, is denied such access by the FDLE CSO.
9. To properly assess any potentially disqualifying information as it becomes available, every year,
TPD shall perform a name--based check via the FCIC message switch, including,but not limited
to,hot files, and state/national criminal history record information searches, on all personnel
authorized access to CH in ELVIS.
10. Upon notification/determination of any type of reported or observed criminal or other
disqualifying activity by an individual authorized access to CJI in ELVIS,the TPD shall
immediately notify the CA via formal correspondence of the individual's activity.
11. TPD shall immediately notify the CA upon learning of the termination or suspension from
employment of an individual authorized access to CJI in ELVIS.
12. The CA shall be entitled to use, through agents and employees of the TPD,the ELVIS interface
located at the TPD for the purpose of gaining access to NCIC and FCIC Information Systems
for law enforcement purposes.
13. The CA agrees to abide by all applicable local, state, and federal laws,rules and regulations, as
well as the rules and regulations of NCIC and FCIC with regards to the use of any device
accessing CJI and/or ELVIS under the terms of this MDU.
14. The CA agrees to abide by all terms and conditions of the most recent UA executed between
FDLE and the CA.
Memorandum of Understanding(ELVIS) rev:May 11,2020
TPD and CA pg. 2 of 5
Page 151 of 630
Agenda Item #7.
15. The CA agrees that it shall make use of the ELVIS access in compliance with the CSP.
16. If the CA intends to use mobile devices(as defined in the CSP),the CA agrees to have and
operate a Mobile Device Management(MDM) solution as required by the CSP.
17. The CA agrees to retain responsibility for, and be ultimately liable for,the validity and accuracy
of all information or data submitted for entry into the NCIC and FCIC Information Systems by
the CA, CA's agents, and the CA's authorized designees.
18. TPD agrees to retain responsibility for, and be ultimately liable for,the validity and accuracy of
all information or data submitted for entry into the NCIC and FCIC Information System entered
by TPD, TPD agents,and TPD's authorized designees.
19. Nothing contained herein shall be constructed or interpreted as (1) denying to either party any
remedy or defense available to such party under the laws of the State of Florida; (2)the consent
of the State of Florida or its agents,political subdivisions, and agencies to be sued; or(3) a
waiver of sovereign immunity beyond the waiver provided in Section 768.28,Florida Statutes.
20. The CA retains ownership of all records created inside ELVIS by the CA and responses generated
as a direct result of the CA,including user accounts, account access and audit logs,user activity,
query history, and query responses, and agrees to respond appropriately to any and all public
records requests regarding those records.
21. The CA grants TPD permission to retain and host all records created inside ELVIS by the CA in
accordance with the CSP and FDLE UA.
22. The CA grants TPD and aforementioned personnel provided in section 1 permission to view and
create records in FSU ELVIS on behalf of the CA solely for the purposes of training or
troubleshooting.
23. The CA agrees that neither TPD nor the aforementioned personnel provided in section 1 are
responsible for fulfilling public records requests on behalf of the CA. TPD agrees to forward all
public records requests it receives for records created and/or owned as described in section 20 by
the CA to the CA.
24. In compliance with the FDLE UA,the CA agrees to have a formal written policy restricting
ELVIS access to agency owned devices and forbidding access and use of ELVIS on personally
owned or public devices.
25. TPD agrees that the current Terminal Agency Coordinator(TAQ of the CA as recorded with
FDLE and/or the current agency head within the CA shall be notified by TPD of updates and
information regarding personnel authorized to access CJI, including but not limited to when an
individual is added or removed from the list of authorized users or when an individual on the list
is arrested.
26. TPD shall have formal written guidelines defining the processes associated with implementation
of this MOU.
Memorandum of Understanding(ELVIS) rev:May 11,2020
TPD and CA pg. 3 of 5
Page 152 of 630
Agenda Item #7.
27. TPD will forward a copy of this MOU to the FDLE CSO.
28. The term of this MOU shall commence on the Effective Date and shall remain in full force and
effect until terminated in accordance with the terms herein.
29. Either party may terminate this MOU upon sixty (60)business days' written notice or
immediately by TPD without notice upon finding that the CA has violated terms of this
MOU, or immediately by the CA without notice upon finding that TPD has violated the
terms of this MOU.
30. This MOU constitutes the entire agreement of the parties and may not be modified or
amended without written agreement executed by both parties,and establishes procedures and
policies that will guide all parties to comply and adhere to the CJIS Security Policy.
31. This MOU supersedes all prior or contemporaneous negotiations,commitments,agreements
(written or oral) and writings between TPD and the CA with respect to the subject matter hereof.
All such other negotiations,commitments, agreements and writings will have no further force or
effect, and the parties to any such other negotiation; commitment,agreement or writing will have
no further rights or obligations there under.
32. The City of Tallahassee values the diversity of all citizens in the community and welcomes
participation from all interested parties in its programs, services, and activities,regardless of
cultural identity or background. As a recipient of federal financial assistance,the City complies
with Title VI of the Civil Rights Act of 1964 and is committed to promoting the comprehensive
realization of equal opportunity and equal access to all of its programs, services, and activities
regardless of race, color,national origin, sex,religion, age, disability,marital or family status,
sexual orientation, gender identity, or any other characteristic protected by law. The City will not
tolerate any form of proscribed discrimination in any of its programs, services, or activities.
Further,the City will not tolerate any form of retaliation directed against an individual who
complains of discrimination pursuant to this policy or who participates in any investigation
concerning discrimination pursuant to this policy.
The current FBI CJIS CSP mandates all agencies connected to the FBI CJIS systems adhere to
regulation set forth within the Security Policy. Included within the term `personnel"are all individuals
who are utilized by criminal justice agencies to implement, deploy, andlor maintain the computers
andlor networks of the criminal justice agency which are used to access FBI CJIS systems. These
individuals include citylcounty IT personnel, and private vendors. The subject of non-criminal justice
governmental personnel and private vendors is addressed in Sections 5.1.1.5(1) of the CJIS Security
Policy, and the Security Addendum, which can be found in Appendix H.
Memorandum of Understanding(ELVIS) rev:May 11,2020
TPD and CA pg.4 of 5
Page 153 of 630
Agenda Item #7.
IN WITNESS HEREOF,the parties hereto have caused this MOU to be executed by the proper officers and
officials.
Tallahassee Police Department
Agency Name(TPD)
11/13/2025
Authorized Signatory(TPD) Date
Lawrence Revell,#100 Chief of Police
Printed Name 1 ID# Title
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James 0. Cooke, IV, City Treasurer-Clerk �$- ��aoQ�r :r
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Theresa A. Flury,Asst. City Attorney
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g STAVO mEDINA(Nov 13,2025 09:10:10 EST)
Authorized Signatory(CA) Date
Gus Medina Chief of Police
Printed Name Title
Memorandum of Understanding(ELVIS) rev:May 11,2020
TPD and CA pg. 5 of 5
Adobe Acrobat Sign Transaction Number:CBJCHBCAABAAFfHuV1AkH85n2aoJdj2EgkJN4bFVeNV8 Page 154 of 630