AG 12-031 - WASHINGTON STATE PATROLIRETURN TO: EXT:
CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
1. ORIGINATING DEPT./DIV: t�
2. ORIGINATING STAFF PERSON:
EXT: 3. DATE REQ. BY:
4. TYPE OF DOCUMENT (CHECK ONE):
❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ)
❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT
❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT
❑ GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES / CDBG
❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT (E.G. BOND RELATED DOCUMENTS)
❑ ORDINANCE ❑ RESOLUTION
Vi CONTRACT AMENDMENT (AG #): 1Z' j3I ❑ INTERLOCAL
❑ OTHER
5. PROJECT NAME: 4O r Or\
6. NAME OF CONTRACTOR: k_)...)C6), Ir\► !� � T C - X
ADDRESS Q.-- jc p '-{2 I CATI \q, WO, 9aSD`i TELEPHONE
E -MAIL: FAX:
SIGNATURE NAME: TITLE
7. EXHIBITS AND ATTACHMENTS: ❑ SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS /CERTIFICATE ❑ ALL
OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES ❑ PRIOR CONTRAC MEN�DMMEN,I S
vin 8. TERM: COMMENCEMENT DATE: (.2' X0 12 COMPLETION DATE:' f _" r1OAA CQ..
9. TOTAL COMPENSATION $ (INCLUDE EXPENSES AND SALES TAX, IF ANY)
(IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES)
REIMBURSABLE EXPENSE: ❑ YES ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $
IS SALES TAX OWED ❑ YES ❑ NO IF YES, $ PAID BY: ❑ CONTRACTOR ❑ CITY
RETAINAGE: RETAINAGE AMOUNT: ❑ RETAINAGE BY (SEE CONTRACT) OR ❑ RETAINAGE BOND PROVIDED
❑ PURCHASING: PLEASE CHARGE TO:
10. DOCUMENT /CONTRACT REVIEW
❑ PROJECT MANAGER
❑ DIRECTOR
❑ RISK MANAGEMENT (IF APPLICABLE)
❑ LAW
/ DATE Flb( D
(4,
V e C
INITIAL / DATE APPROVED
a,2 C- 3101 (b
11. COUNCIL APPROVAL (IF APPLICABLE) COMMITTEE APPROVAL DATE: COUNCIL APPROVAL DATE:
12. CONTRACT SIGNATURE ROUTING
X1 SENT TO VENDOR/CONTRACTOR DATE SENT: 5115 114 DATE REC'D:
❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS
IN T / DATE SIGNED
❑ LAW DEPARTMENT 5-11' RD
❑ CHIEF OF STAFF
❑ SIGNATORY (MAYOR OR DIRECTOR) �l
❑ CITY CLERK ) t?,ZJL.f
1
ii' ASSIGNED AG# AG--i2-,051 A
1 SIGNED COPY RETURNED DATE SENT: �o '2-l(
COMMENTS:
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to +1 C-141- 444419v1":4)
WSP Contract No. C120554GSC
Amendment 1
WASHINGTON STATE PATROL
CONTRACT AMENDMENT
The above - referenced Contract between the Washington State Patrol and the Federal Way
Prosecuting Attorney's Office is hereby amended as follows:
a. Section 10, the period of performance of this Contract is extended until terminated as
provided in accordance with Section 11.
b. Appendix C, Section 1 Project Contacts for Service Level Agreements issues:
Ms. Debbie Peterman
Information Technology Division
Washington State Patrol
Street Address: 403 Cleveland Avenue, Suite C, Tumwater WA 98501
Mailing Address: PO Box 42622, Olympia WA 98504 -2622
Telephone: (360) 596 -4976
E -mail: sectoradmin @wsp.wa.gov
All other terms and conditions of this Contract remain in full force and effect.
THIS AMENDMENT is executed by the persons signing below, who warrant that they have the
authority to execute this Amendment.
STATE OF WASHINGTON
WASHINGTON STATE PATROL
FOR: John R. Batiste Chief
Date
CITY OF FEDERAL WAY
ignat
Date
RAO
RECEIVED
MAY 2 0 2016
BUDGET & FISCAL
WSP
RETURN TO:
EXT:
CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
1. ORIGINATING DEPT./DIV:
2. ORIGINATING STAFF PERSON:
EXT: 3. DATE REQ. BY:
TYPE OF DOCUMENT (CHECK ONE):
❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ)
❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT
❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT
0 GOODS AND SERVICE AGREEMENT o HUMAN SERVICES / CDBG
❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT (E.c. BormxELn�nnoc�rrTS�
❑ ORDINANCE � RESOLUTION
❑ CONTRACTAMENDMENT(AG#): �INTERLOCAL
❑ OTF�R
5. PROJECT NAME:
6
S�e��- -
NAME OF
ADDP
E-MA�L.
SIGNATURE NAME:
TITLE
7. EXHIBITS AND ATTAC�IlVIENTS: ❑ ScoPE WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL
OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN � REQUIRED LICENSES ❑ PRIOR CONTRACT/AMENDMENTS
8. TERM: COMMENCEMENT DATE: 'L- I �' 1 Z COMPLETION DATE: U�
9. TOTAL COMPENSATION $ � (INCLUDE EXPENSES AND SALES TAX, IF ANY�
(IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES)
REIMBURSABLE EXPENSE: � 7�S ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $
dS SALES TAX OWED O YES ❑ NO IF YES, $
D PURCHASING: PLEASE CHARGE TO:
10. DOCUMENT/CONTRACT REVIEW INITIAL / DATE REVIEWED
� PROJECT MANAGER
O DIRECTOR
� RISK MANAGEMENT (�F.�PL�C�st,E)
❑ LAW
PAID BY: ❑ CONTRACTOR 0 CITY
INITIAL / DATE APPROVED
11. COUNCILAPPROVAL (�F.�PLICasLE) COMMITTEE APPROVAL DATE: COUNCIL APPROVAL DATE:
12: CONTRACT SIGNATURE ROUTING
❑ SENT TO VENDOR/CONTRACTOR DATE SENT: DATE REC'D:
❑ ATTACH: SIGNATURE AUTHORIT'Y, INSURANCE CERTIFICAT'E, LICENSES, EXHIBITS
�LAW DEPARTMENT
❑ SIGNATORY {1v1?.YOR oR DIRECTOR)
❑ CITY CLERK
� ASSIGNED AG#
SIGNED COPY RETURNED
COMMENTS:
INITIAL / DATE SIGNED
��. 2—tc�— I Z,
AG# ��,�� �
DATE SENT: "2,-��
1/9
m
WSP No. C120554GSC
SECTOR Service Level Agreement
Between
City of Federal Way
And
Washington State Patrol
1. Purpose. This Service Level Agreement (Agreement) is befinreen the Washington
State Patrol (WSP) and the Attorney for the City of Federal Way (acting as
prosecutor for the City of Federal Way in the Federal Way Municipal Court), referred
to hereafter as the Agency. This Agreement defines roles and expectations in regard
to the Statewide Electronic Collision and Ticket Online Records (SECTOR)
processes including a method for resolving technical issues.
2. Description of SECTOR. SECTOR has three primary parts:
• SECTOR Client is the application that operates on a vehicle computer or device,
or a collision reviewer's workstation. SECTOR Client software will be used to
create and transmit electronic collision reports, notice of infractions (NOI), and
notice of criminal citations (NOCG).
• SECTOR BackOffice is the application and database at WSP that accepts
collision reports, NOIs and NOCCs. The SECTOR BackOffice application
coordinates updates to the SECTOR Client software
• The third part is all applications that receive and process collision, NOI and
NOCC data as collected either through SECTOR or on paper forms. These
applications are under the control of a governing organization with
representatives from the Washington Traffic Safety Commission (WTSC), WSP,
the Administrative Office of the Courts (AOC), the Washington State Department
of Transportation (WSDOT), and the Departrnent of Licensing (DOL). This group
is known as the SECTOR Governance Committee.
3. Agency Responsibilities. The Agency certifies that it operates computers to create
or review vehicle collision reports and/or NOIs and/or NOCCs pursuant to federal,
state, and locat requirements using SECTOR Client. Under this Agreement the
responsibiGties of the Agency are:
a. The Agency shalf designate a Local SECTOR Administrator as the primary
contact for SECTOR and who will receive SECTOR Administrator training. The
Local SECTOR administrator shall:
• Administer user accounts for Agency personnel;
• P�ccept modifications to the SECTOR Client;
• Document and submit recommendations for modification of SECTOR via the
change request process;
• Manage the connection(s) needed to move data between SECTOR Client to
SECTORBackOffice applications;
• Provide support for Agency users and reviewers;
• Update required Agency processes with the parameters of SECTOR.
SECTOR User Agreement- April 2010
Page 1
�
• Contact WSP Information Technology Division Customer Services to initiate a
wark order for problem resolution and tracking.
b. Agency support staff will install SECTOR Client software on Agency-owned
equipment. The Agency will not share the SECTOR Client with others.
c. The Agency acknowledges Aqpendix A, Statement on Collision Records Data.
The Agency certifies that if it operates electronic equipment to create vehicle
collision reports pursuant to federal, state and local requirements it will not
disclose collision data except in compliance with federal and state law.
d. The Agency will adhere to the SECTOR application standards for the computing
environment as published by WSP. The Agency will make its electronic collision,
NOI and NOCC reporting equipment and system secure and prevent
unauthorized use. The Agency will ensure Ager�cy SECTOR equipment
maintains current virus checking software. If the Agency SECTOR equipment
becomes infected, the Agency will take all necessary steps to remove the virus
and assure the virus is not transmitted to the SECTOR server located at and
maintained by WSP.
e. Agency users and reviewers will transfer collisions, NOIs, and NOCCs regularly
and promptly. AlI Agency users and reviewers will adhere to training program
detailed in Appendix B, SECTOR Governance Committee Training Policies.
The Agency will be responsible for all required hardware and software purchases
for the Agency use of the SECTOR Glient application and the transmittal of
collision reports, NOIs, and NOCCs to WSP, including Agency personnel,
operating, maintenance, and data transmission costs. Any costs associated with
the Agency interfacing with SECTOR BackOffice will be the responsibility of the
Agency.
g. If the Agency is an Office of a Prosecuting Attorney, Agency users will not utilize
the SE�TOR client to create collision reports.
4. WSP Responsibilities. WSP provides support for SECTOR Client and SECTC�R
BackOffice computing environment. Under this Agreement the responsibilities of
WSP are: :
a. WSP wil! provide SECTOR Client software to the Agency at no charge.
Maintenance of the SECTOR Client application is provided by WSP, including
maintaining compliance with the business rules, data formats, and standardized
collision report forms. WSP will provide the Web uniform resource locator (URL)
address for connection to the SECTOR BackOffice application and security
information to the Local SECTOR Administrator to assure client connectivity.
WSP will provide a secure environment for collision, NOI, and NOCC data; and
retain this data according to federal and state laws and regutations. WSP will
also provide fo the Agency any evasive action required to protect the SECTOR
computing environment from significant risk. �
b. WSP will create Local SECTOR Administrator Account; train the Local SECTOR
Administrator; and assist the Local SECTOR Administrator in administration of
agency accounts.
SECTOR User Agreement- April 2010 Page 2
.�
c. , WSP will provide a change request/control process; coordinate change requests
describing issues or enhancernents through the SECTOR Governance
Committee; provide notification of application modifications; transmit NOIs and
NOCCs to AOC; and transmit collision reports to DOT and DOL.
d. WSP reserves the right to review and approve Agency equipment security
measures; and to suspend or withhold service until such matters are corrected to
the reasonab[e satisfaction of WSP: This includes validation of curcent virus
checking software packages.
e. WSP will support SECTOR Governance Committee sanctioned training.
f. WSP Information Technology Division Customer Services will provide first level
telephone support twenty-four (24} hours-a-day, seven (7} days-a-week to assist
the Agency in resolving problems with the SECTOR application. This support is
limited to resolutions for routine questions on the SECTOR Client application and
processes, including troubleshooting and password resets, and using pre-defined
policies �nd procedures. Items not immediately resolved by WSP will be moved
to a higher level of support within WSP; this higher.level of support is provided
during regular business hours, Monday through Friday.
5. Project Contacts. WSP and Agency points of contact for this Agreement are
identified in Appendix C. Proiect Contacts.
6. Changes and Modifications. Except for changes to the points of contact
information contained in Appendix C, changes in this Agreemenfi are not in effect
unless agreed upon by both WSP and the Agency. However, the Agency agcees to
comply with changes in data formats, report forms and other business rules as
required by WSP. The Agency will be notified when any changes or updates to
these requirements occur. The revising party shall notify the other party of any
changes to Appendix C within five (5) business days of the change taking affect.
7. Compliance with Civit Rights Laws. During the period of performance for this
Agreement, both parties shall comply with all federal and state nondiscrimination
laws.
8. WSP Staifing. WSP staff providing services under the terms of this Agreemerrt`shall
be under the direct command and control of the Chief of WSP or designee and shall
perform the duties required by this Agreement in a manner consistent with WSP policy
and regulations, applicable state and local laws, and the Constitutions of the State of
Washington and the United States. The assignment of personnel to accomplish the
purpose of this Agreement shall be at the discretion of the Chief of WSP or designee.
9. Hold Harmtess. Each party shafl defend, protect and hold harmless the other party
from and against all claims suits and/or actions arising from any negligent or
intentional act or omission of that party's emp{oyees, agents, and/or authorized
subcontractor(s) while performing under this Agreement.
10. Period of Performance. This Agreement becomes effective on the date of the last
signature and continues until June 30, 2016, or until termination as provided herein.
SECTOR User Agreement- April 2010
Page 3
,,
11. Termination. Except as otherwise provided in this Agreement, either party may
terminate this Agreement by giving ninety (90) calendar days written notification of
terminafion to the other party. If this Agreement is so terminated, the terminating
party shall be liable only for performance in accordance with the terms of this
Agreement for performance prior to the effective date of termination.
12, Disputes. in the event that a dispute arises under this agreement, it shall be
determined in the fo8owing manner. The Chief of the WSP shall appoint one
member to the Dispute Board. The Agency shall appoint one member to the Dispute
Board. The Chief of the WSP and the Agency shall jointly appoint an additional
member to the Dispute Board. The Dispute Board shall evafuate the dispute and
make a determination of the dispute. The determination of the Dispute Board shall
be final and binding on the parties hereta
13. Order of Precedence. In the event of any inconsistency in the terms of this
Agreement, unless otherwise provided herein, the inconsistency shall be resolved by
giving precedence in the following order: applicable federal and state statutes and
regulations; the terms and conditions contained in this Agreement; any other
provisions of the Agreement, whether incorporated by reference or otherwise.
14. Complete Agreement. This Agreement contains all the terms and conditions
agreed upon by the parties. No other understandings, oral or otherwise, regarding
the subject matter of this Agreement shall be deemed to exist or bind any of the
parties hereta
The parties signing below warrant that they have read and understand this Agreement;
and have the authority to enter into this Agreement.
STATE OF WASHINGTON
Wi�hIINGTON STATE PATROL
%�
and Title
CITY OF fEDERAL WAY
� /U
Signature Date
� �. ' G�( L i Gr � W�/'c�Su,. �� -�li
Printed Name and Title ' �
APPROVED BY THE �OFFICE OF THE ATTORNEY GENERAL 4/27/2010 - -
Appendices
Appendix A- Statement on Collision Records Data
Appendix B- SECTOR Governance Committee Training Policies
Appendix B - Project Contacts
SECTOR User Agreement- April 2010 Page 4
.�
APPENDIX A
Statement on Collision Records Data
In 1938 Washington State law (currently RCW 46.52.060) authorized the Washington
State Patrol (V1ISP) to file, tabulate and analyze collision reports; and toproduce certain
statistical information about collisions. For the next thirty years WSP maintained a
largefy manual system for filing collision reports generated over approximately five-year
periods. WSP also produced some limited statistical collision data, primarily fatality and
accident rate summaries, using paper punch card technology. Analysis of collision data
for highway safety purposes was not possible because Washington State did not have a
uniform collision report; data on collision reports was primitive and inconsistent; collision
reports were not coded by precise roadway location; and no computerized database
system existed.
In 1966 and 1973 the federal govemment enacted laws requiring states to create
computerized collision databases in order to analyze the need for highway safety
improvements; and to participate in federal programs to fund those improvements.
These federal laws and their associated funding provided for states to adopt uniform
collision reports containing detailed highway safety coding; and provided that information
from these reports would be maintained in a computerized collision database with
precise location coding of all collisions. These laws were implemented jointly by WSP
and the Washington State Department of Transportation (WSDOT). Beginning in
approximately 1970 WSP collected collision reports and entered the raw data into a
computer. The data was then transferred to WSDOT for the creation of #he collision
database required under federal law. WSP maintained copies of individual collision
records as well as its database, while WSDOT maintained their own collision database.
The WSP and WSDOT systems for filing individual collision reports, the entry of raw
data into a computer, and the creation of the collision database remained unchanged
until 1996. By this time the original WSP computer system used for data entry and
storage and retrieval of collision records had become obsolete. An attempt to convert to
an optical character recognition system was not successful. After an extensive
discussion between WSP, WSDOT and the Washington State Office of Financial
Management, the agencies concluded that functions related to the maintenance of
copies of collision reports and computer input of raw collision report data could be rr�ost
efficiently performed by WSDOT in conjunction with its already existing collision
database function. Beginning in 2002, WSDOT not only created the collision database
required by federal law but also, pursuant to an interagency agreement with WSP,
began entering all raw collision data into WSDOT's computer. Pursuant to this
interagency agreement, WSDOT also began work to develop an electronic imaging
system to store and retrieve copies of individual collision reports. This imaging system
was implemented in May 2003.
The current system for �ling paper collision reports and creating the collision database
will remain in effect until WSP, WSDOT and separate law enforcement agencies enter
into a SECTOR Service Level Agreement to allow Agencies to file collision reports and
transmit collision report data electronically to WSDOT. The Statewide Electronic
Collision and Ticket Online Records (SECTOR) application was developed through a
collaborative partnership that includes WSP, WSDOT, the Administrative Office of the
Caurts, the Department of Licensing, and local law enforcement agencie5. SECTOR
enables law enforcement officers to create electronic collision reports and other forms in
SECTOR User Agreement- April 2010
Page 5
. ,,
the field, pursuant to federal, state and local requirements. This data is then transferred
to a central database where it is available for review, analysis and reporting by law
enforcement agencies. •
The Department of Licensing is an agency of the State of Washington authorized by law-
(RCW 46.52.030) to receive full access to collision reports for purposes of maintaining
case records under RCW 46.52.120; for supplying abstracts of driving records under
RCW 46.52.130; and to administer financial responsibility requirements when drivers are
involved in traffic collisions under chapter 46.29 RCW. To perform these functions, they
must review collision reports that are filed by law enforcement agencies and citizens.
Federal law prohibits data compiled or collected for purposes of complying with federal
highway safety laws from being used in any action for damages arising from any
occurrence at a location mentioned in the data (Pierce Countv v. Guillen, 537 U.S. 129
(2003). Accordingly, collision data may not be disclosed unless a requestor
acknowledges that the data will not be used=in any action for damages arising from any
occurrence at a location mentioned in the report.
SECTOR User Agreement- April 2010 Page 6
APPENDIX B
SECTOR Governance Committee Training Policies
Training Requirements
1. Every Agency that elects to use SECTOR must designate one person (up to three) to
attend a Govemance Team sponsored SECTOR Training Course. This ensures that
each Agency using SECTOR will have at least one individual who has received
training through the Govemance Team sponsored SEC70R Training Course. An
Agency may send more than three officers/deputies to Governance Team sponsored
SECTOR Training Course when additional seats are available.
2. Individuals who have attended the Govemance Team sponsored SECTOR Training
Course should assume responsibility for training other users within their Agency.
3. Training courses conducted within an Agency must be coordinated with the SECTOR
Training Coordinator.
Training Recommendations
1. Individuals conducting training within their Agency should be proficient with the
SECTOR application prior to training additional users by using SECTOR for at least
90 days prior to conducting training. Agencies can request assistance from WSP or
other agencies for training
2. Agencies must designate a SECTOR point-of-contact through whom all SECTOR
support questions will come to the WSP help desk. This point-of-contact will most
often be the Agency's designated Local SECTOR Administrator. For urgent
SECTOR issues or questions during non-standard work hours SECTOR users may
contact the WSP Information Technology Division Customer Services.
3. Each Agency SECTOR User should receive training with the current version of the
course materials and according to established course standards. These include:
a. Course manuals & exercises
b. Training materials
c. Suggested course duration (2 days)
d. SECTOR Training evaluation form (optional)
4. Individuals wha have attended a Govemance Team sponsored SECTOR Training
Course and are experienced in the use of SECTOR are encouraged to serve as
trainers in future Governance Team sponsored SECTOR Training Courses or with
other agencies.
5. Recommendations for improvements to SECTOR should be directed to the Agency's
Local SECTOR Administrator. The Local SECTOR Administrator sends
recommendations/ feedback to WSP.
SECTOR User Agreement- Aprii 2010
Page 7
APPENDIX C
Project Contacts
1. For WSP:
Technical issues and change requests:
Information Technology Division Customer Services Group
Telephone: (360) 705-5999
E-mail: ITDCustomerServicesGroup a�wsp.wa.aov or ITDHeIpCc�wsp.wa.gov
Service Level Agreement issues:
Ms. Pat Ramsdell
Information Technology Division
Washington State Patrof
Street Address: 403 Cleveland Avenue, Suite C, Tumwater WA 98501
Mailing Address: PO Box 42622, Olympia WA 98504-2622
Telephone: (360) 705-5170
E-mail: pat.ramsdell(c�wsp.wa.QOv
2. For the Agency:
Technical issues and change requests:
Thomas Fichtner, IT Manager
(253) 835-2561
Thomas.fichtner@cityoffederalway. com
Service Level Agreement issues:
Tonia Proctor, Lead Paralegal
(253) 835-2561
Tonia. proctor@cityoffederalway.com
SECTOR User Agreement- April 2010
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