5. The Memorandum of Understanding (MOU) will allow RTI to reimburse the City for Versaterm NIBRS conversion project expenses not to exceed $48,700;

Transcription

1 ORDINANCE No. * Authorize a Memorandum of Understanding with RTI International for resources up to 48,700 to facilitate the Police Bureau Regional Justice Information Network transition to National Incident-Based Reporting Systems (Ordinance) The City of Portland ordains: Section 1. The Council finds: 1. The U.S. Department of Justice (USDOJ), Office of Justice Programs (OJP), Bureau of Justice Statistics (BJS), in partnership with the Federal Bureau of Investigation (FBI) Criminal Justice Information Services Division (CJIS), will award grant funding to support efforts of local law enforcement (LE) agencies to report incident-based crime data to the FBI's National Incident-Based Reporting System (NIBRS) through their state NIBRS-certified Uniform Crime Report (UCR) Program; 2. The Police Bureau (PPB) was selected as a sample agency within the National Crime Statistics Exchange (NCS-X) to partake in a readiness assessment in April 2016, in order to prepare for the grant application. The assessment provided an understanding of the Regional Justice Information Network's (RegJIN) capabilities and barriers to collecting and reporting crime incident data according to the NIBRS standard; 3. The City submitted the grant application on June 8, The RegJIN Sustainment Team also submitted a request for pre-award approval of software contractor (Versaterm) costs because the software must be modified prior to the grant award in late September 2016, in order to meet NIB RS reporting deadlines; 4. The Bureau of Justice Statistics (BJS) and Technical and Training Assistance partner RTI International (RTI) have agreed to provide pre-award reimbursement to the City for Versaterm's software modifications and technical resources required for RegJIN' s conversion to NIBRS; 5. The Memorandum of Understanding (MOU) will allow RTI to reimburse the City for Versaterm NIBRS conversion project expenses not to exceed 48,700; 6. The Police Bureau RegJIN Sustainment Team and RTI wish to enter into an agreement; and 7. Council declares that an emergency exists because of critical deadlines in the NIBRS conversion process and the grant program timeline. NOW, THEREFORE, the Council directs: a. The Mayor is hereby authorized to execute an MOU in a form similar to the agreement attached as Exhibit A.

2 b. The Chief of the City of Portland Police Bureau is authorized to accept subsequent modifications by RTI to the MOU, provided such modifications do not increase the City' s financial obligation or risk. Any modifications that increase the City's financial obligation or risk must be authorized by Council. Section 2. The Council declares that an emergency exists because of critical deadlines in the NIBRS conversion process and the grant program timeline. Therefore, this ordinance shall be in full force and effect from and after its passage by the Council. Passed by the Council: Mayor Charlie Hales., Presenter: Tamara Mayer, Senior Program Manager PPB RegJIN Sustainment Team Prepared by: Veronica L. Nordeen, PPB Grants Date prepared: June 17, 2016 Mary Hull Caballero Auditor of the City of Portland By Deputy

3 COP Contract #: NATIONAL CRIME STATISTICS EXCHANGE (NCS-X) MEMORANDUM OF UNDERSTANDING WITH THE CITY OF PORTLAND, OREGON June 17, 2016 The purpose of this Memorandum of Understanding (MOU) is to describe the agreement between RTI International and the City of Portland, Oregon concerning the City of Portland Police Bureau (PPB) Regional Justice Information Network (RegJIN)'s participation in the National Crime Statistics Exchange (NCS-X). OVERVIEW OF NCS-X The Bureau of Justice Statistics (BJS), with the support of the Federal Bureau of Investigation (FBI), is implementing the National Crime Statistics Exchange (NCS-X) to enable the production of national estimates on crimes reported to law enforcement agencies using incident-based data. NCS-X will leverage the existing data compiled by the Federal Bureau of Investigation's National Incident-Based Reporting System (NIBRS) by recruiting a carefully selected sample of 400 law enforcement agencies to join the more than 5,000 agencies currently reporting NIBRS data. The NCS-X will be providing funding and technical assistance to the sampled agencies and to state UCR/NIBRS programs to enable them to report these data to the FBI. Collectively, this initiative will increase our nation's ability to monitor, respond to, and prevent crime by allowing NIBRS to produce timely, detailed, and accurate national measures of crime incidents. TERMS OF AGREEMENT This section outlines the responsibilities of RTI and the City of Portland PPB RegJIN: RESPONSIBILITIES OF RTI: 1. RTI will provide resources up to 48,700 to facilitate PPB RegJIN's participation in reporting their crime incident data to their state UCR/NIBRS program. These resources include funding for software modifications required for state incident-based reporting as well as other required technical resources that enable successful agency reporting. 2. RTI will provide oversight and monitoring of the funded technical modifications to ensure they are proceeding on schedule and within budget. All requests for NCS-X funding must be approved in writing by the Bureau of Justice Statistics before being provided by RTI International. RESPONSIBILITIES OF THE CITY OF PORTLAND, OREGON PPB REGJIN: 1. The City of Portland Police Bureau RegJIN Sustainment Team agrees to make the agreed upon changes to their records management system(s) to enable them to report their crime data to their state UCR/NIBRS program. 1 of 2 A

4 COP Contract #: 2. The City of Portland Police Bureau RegJIN Sustainment Team agrees to report the required crime incident data, on a monthly basis, to their state UCR program. Reporting will not be considered as "complete" until the state UCR program performs a test of the data and verifies it conforms to the required standard and the agency's data is included in the state's regular submission to the NIBRS. 3. The City of Portland Police Bureau RegJIN Sustainment Team will report this data in an electronic format that is acceptable to the state UCR program. Subject to RTI approval, the exact reporting format will be determined in discussions between RTI, the state UCR program, and the City of Portland Police Bureau RegJIN Sustainment Team. 4. The City of Portland Police Bureau RegJIN Sustainment Team agrees that RTI, or its designee, may contact the City of Portland Police Bureau RegJIN Sustainment Team in reference to incident-based data reporting issues or updates. 5. The City of Portland Police Bureau RegJIN Sustainment Team understands and agrees that it will be listed as a NCS-X participant in reports and other related documents distributed by RTI and BJS. 6. The City of Portland Police Bureau RegJIN Sustainment Team understands and agrees to provide monthly status updates to RTI. TERMINATION The memorandum is in effect upon the date of the last signature and will remain in effect subject to biennial review unless rescinded by either party with a 60-day written notice. The provisions of this MOU may be amended at any time upon mutual agreement of both parties. AUTHORITY This Memorandum of Understanding supersedes all prior Memoranda of Understanding regarding the City of Portland Police Bureau RegJIN Sustainment Team participation in NCS-X. APPROVALS Charlie Hales Mayor City of Portland, Oregon Date Approved as to Form: TO FORM APPROVED A:S 0~~ tf t/ t6 City of P'i':\lf ~ ~t.!r~itney Date Martha Dewar Purchasing Officer RTI International Date 2 of 2 I A

5 City of Portland, Oregon Police Bureau NCS-X Initiative Demonstration Site A. Personnel s BUDGET NARRATIVE Name/Position B. Fringe Benefits s Name/Position C. Travel Computation Computation Purpose of Travel Location Item Computation D. Equipment Equipment Items E. Supplies Supply Items F. Construction Purpose G. Consultants/Contracts Consultant Expenses: Computation Computation Description of Work Name of Consultant Service Provided Computation Subtotal: 0 I A- Budget Narrative 1

6 City of Portland, Oregon Police Bureau NCS-X Initiative Demonstration Site Contracts: To achieve compliance with the National Incident-Based Reporting System (NIBRS), the City of Portland, Oregon Police Bureau will amend their contract with Versaterm, Inc. for conversion routines, report transformation, installation, testing, and production conversion, in order to achieve Go-Live. It is estimated the core tasks associated with this project will be implemented across six months and include the following work: Descriotion Ouantit Unit Price Total Develop and Test Conversion routines Develop MRE Report Transformations Installation, Testin!!. Production Conversion, Go TOTAL H. Other s Total Contractual s: 48,700 Description Computation I. Indirect s Description Computation I A Budget Narrative 2

7 City of Portland, Oregon Police Bureau NCS-X Initiative Demonstration Site BUDGET SUMMARY Budget Category Amount A. Personnel 0 B. Fringe Benefits 0 C. Travel 0 D. Equipment 0 E. Supplies 0 F. Construction 0 G. Consultants/Contracts 48,700 H. Other 0 Total Direct s 48,700 I. Indirect s 0 J. In-kind (Match) Contributed s 0 TOTAL GRANT COSTS 48,700 Federal Request In-Kind (Match) Contributions Total Project 48, ,700 I A Budget Narrative 3

8 City of Portland, Oregon Portland Police Bureau Regional Justice Information Network (RegJIN) Statement of Work for NIBRS Compliance Project COP Contract # Estimated Period of Performance: Execution of MOU (July 10, 2016) through NCS-X Grant Start Date (October 15, 2016) In support of the National Crime Statistics Exchange (NCS-X) project, which is funded by the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Statistics (BJS), the City of Portland, Oregon Police Bureau (PPB) will work with RTI International (RTI) to modify and enhance its Regional Justice Information Network (RegJIN) Records Management System (RMS) to capture and report National Incident-Based Reporting System (NIBRS) compliant crime data. This Statement of Works (SOW) covers these technical changes for which RTI, through the NCS X project, will provide funding in the amount of 48,700 to PPB. The timeline and project milestones for completing this work can be found at the end of this SOW. Invoices will be submitted when the stated changes have been made, as outlined in the Payment Milestones section. Versaterm, Inc. (Versaterm) is contracted with PPB to provide software maintenance and support for RegJIN. The modifications will be done in such a way that existing Uniform Crime Report (UCR) reporting can continue in parallel while the changes are being adopted. Work will be performed in accordance with current FBI Criminal Justice Information Services Division (CJIS)/NIBRS Technical Specifications. PPB, in concert with their contractor Versaterm will provide quarterly status updates to RTI and more frequent communication as necessary during the certification phase of the project. Steps: 1. Versaterm makes changes to RegJIN RMS: a. Versaterm sets up a development server for testing; b. Versaterm pulls RMS tables for PPB to begin mapping the conversion; c. Versaterm writes the conversion script; d. Versaterm begins application changes; e. Versaterm and PPB test changes on the development server; f. Versaterm develops report transformation; g. Versaterm transitions the changes into the production server; then h. Go-Live. 2. RegJIN begins submitting test NIBRS data with Oregon State UCR (OUCR) Program. a. Versaterm and PPB adjust as needed based on feedback from the tests. b. Changes and edits are made to RegJIN to bring error rate to within the acceptable range as defined by FBI. c. End point of the Pilot Program funding. Page 1 of2 I\

9 City of Portland, Oregon Portland Police Bureau Regional Justice Information Network (RegJIN) Statement of Work for NIBRS Compliance Project COP Contract# Payment Milestones: 1. PPB will invoice RTI 50% upon delivering of a copy of the Project Plan (prepared by Versaterm) to RTI. 2. PPB will invoice RTI for the remaining 50% upon transition of the NIBRS changes into the production server (Go-Live). Page 2 of 2 I ;,..._ A-

10 Proprietary and Confidential Address: 2300 Car1ing Avenue VERSATERM Ottawa, Ontario, Canada, K2B 7G 1 Tel: (613) Fax: (613) Website: Quote to convert from ONIBRS to Standard NIBRS Date: May 30, 2016 Customer City of Portland RegJIN Attention: Tamara Mayer (503) Tamara.Mayer@portlandoregon.gov Remarks This is a quote for Versaterm to convert the RegJIN Oregon NIBRS interface from 0-NIBRS to Standard NIBRS as per the NIBRS Technical Specification version 2.1 (dated November 2015). Contractor responsibilities: - Develop a conversion routine to convert the NIBRS lookup table values from the current ONIBRS values to the Standard NIBRS codes and to convert the data values on any historical records within the RMS and the VDM. - Modify the RMS and MRE NIBRS edits to conform to the Standard NIBRS specifications - Modify the NIBRS extract to conform to Standard NIBRS specifications - Create a stylesheet to transform MRE reports as well as transcription and report approval entries from ONIBRS format into Standard NIBRS format (required for the transition period until all MREs are updated to the new Standard NIBRS compliant version) - Create a transformation for the MRE prefill function to transform NIBRS values pre-filled from RMS queries from the old values to the new values - Modify the MRE table update function to prevent the ONIBRS version of the MRE from downloading lookup tables after the Production conversion has been executed - Install and test the conversion routines, the RMS and MRE application changes and the transformation stylesheet/modifications in the development, training and production environments - Provide support and guidance to the City during testing, rollout and go-live City responsibilities: - Enter the appropriate test data into the development system prior to the conversion of the development data - Test the edits rules and extracts from RMS and MRE - Test and rollout the new MRE - Inform end users of the changes and provide any necessary training Once the City has confirmed they have entered test data into the development system that the State is ready to start accepting Standard NIBRS extract files for testing and validation and Versaterm has completed the development efforts, Versaterm will install the application changes and run the conversion in the development environment. The City will then validate the data conversion, test the new edits from the RMS and MRE and submit sample extract files to the State for validation. Once the City confirms the modifications are functioning as expected, the City will notify Versaterm that they are ready for production use and work with Versaterm to identify a cut-over date. Versaterm will then install the modifications and perform the conversion on the Production server (note: there will be downtime during the production conversion). Invoices for this work will be submitted to the City following the successful testing in the Development environment. Descri lion Unit Price Extended Price Base Annual Maintenance Notes Scoping / Project Management (Jess dtscoun!} Develop & Test Conversion routines RMS/ MRE Application Changes (less discount) Develop MRE Report Transformations Installation, Testing, Production Conversion, Go-Live 9, (9,000.00) 13, , (17,000 00) 10, , , (9,000 00) 13, , {17,000 00) 10, , Total does not include taxes {all applicable taxes are extra) Pricing valid through to June 30, 2016 Lana Richards VERSATERM Inc Carling Ave, Ottawa, ON CANADA K2B 7G V f I ' ~,> I I k Iv\ Page 1 of 1 I A-

11 Impact Statement for Requested Council Action IMPACT STATEMENT Legislation title: * Authorize a Memorandum of Understanding with RTI International for resources up to 48,700 to facilitate the Police Bureau Regional Justice Information Network transition to National Incident-Based Reporting Systems (Ordinance) Contact name: Contact phone: Presenter name: Veronica L. Nordeen, PPB Fiscal - Grants Analyst Tamara Mayer, Senior Program Manager, RegJIN Sustainment Team Purpose of proposed legislation and background information: This legislation authorizes a Memorandum of Understanding (MOU) with RTI International (RTI). The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Statistics (BJS) and Technical and Training Assistance partner RTI International (RTI) have agreed to provide pre-award reimbursement to the City for Versaterm's software modifications and technical resources required for RegJIN's conversion to NIBRS. Financial and budgetary impacts: There are no financial or budgetary impacts with this legislation. The City will receive up to 48,700 in reimbursement expenses to cover Versaterm's software modifications. The final expense will be appropriated in the Fiscal Year Fall BMP. Community impacts and community involvement: There are no legal or controversial issues. There is no voluntary citizen participation. There are no links to current City policies. Indicate who/which groups will be testifying: Tamara Mayer, Senior Program Manager, RegJIN Sustainment Team, will be in attendance on July 7, Budgetary Impact Worksheet Does this action change appropriations? DYES: Please complete the information below. [8J NO: Skip this section Fund Fund Center Commitment Item Functional Area Funded Program Grant Sponsored Program Amount DECEMBER 2014 version