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HomeMy WebLinkAbout26318AGREEMENT INFORMATION AGREEMENT NUMBER 26318 NAME/TYPE OF AGREEMENT PANAMA CITY POLICE DEPARTMENT DESCRIPTION MEMORANDUM OF UNDERSTANDING/FLORIDA STATE UNIVERSITY (FSU) TRAFFIC & CRIMINAL SOFTWARE (TRACS)//MATTER ID: 26-2164 EFFECTIVE DATE July 29, 2026 ATTESTED BY TODD B. HANNON ATTESTED DATE 9/30/2026 DATE RECEIVED FROM ISSUING DEPT. 10/15/2026 NOTE DOCUSIGN AGREEMENT BY EMAIL Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 CITY OF MIAMI DOCUMENT ROUTING FORM ORIGINATING DEPARTMENT: Police DEPT. CONTACT PERSON: Joy Saunlett NAME OF CONTRACTUAL PARTY/ENTITY: IS THIS AGREEMENT TO BE EXPEDITED/RUSH TOTAL CONTRACT AMOUNT: $ 0.00 TYPE OF AGREEMENT: ❑ MANAGEMENT AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ GRANT AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT ❑ LICENSE AGREEMENT OTHER: (PLEASE SPECIFY: Signed by: [II brr j°j(.aln,cb 03C8C8A20F3A4F4... EXT. 305 603-6196 Panama City Police Department ❑ YES NO FUNDING INVOLVED? ❑ YES NO ❑ PUBLIC WORKS AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ INTER -LOCAL AGREEMENT ❑ LEASE AGREEMENT ❑ PURCHASE OR SALE AGREEMENT PURPOSE OF ITEM (DETAILED SUMMARY/ADD ADDITIONAL PAGES IF NECESSARY) To execute a revised Memorandum of Understanding, to include the new chief of police (Edwin Lopez), for the police department's continued utilization of the TraCS system for law enforcement purposes. COMMISSION APPROVAL DATE: FILE ID: ENACTMENT NO: IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN: no funding ROUTING INFORMATION Date PLEASE PRINT AND SIGN APPROVAL BY DEPARTMENTAL DIRECTOR September 28, PRINT: EDWIN AfailLATURE2 E LOPEZ Signed by: T SUBMITTED TO RISK MANAGEMENT INTERIM DIRECTOR September 28, PRINT: DAVID 2 i/412RW E nVeEd07Fby:474.. dSigne T 1 ,>v&.l, t SUBMITTED JCP 26-2164 gcneaTORNEY ^ J C purti5 September 29, PRINT: GEORG .34ONSTINIG, HI Signed by: 31MACESTRE9 EDT t,pp hiSblk.1 (1I , APPROVAL BY 60979BODO&DD4D9. ASSISTANT CITY MANAGER PRINT: �88776E9FE88248B... SIGNATURE APPROVAL BY DEPUTY CITY MANAGER PRINT: NATASHA COLEBROOK-WILLIAMS SIGNATURE: RECEIVED BY CITY MANAGER September 30, PRINT: JAMES44 ED EgSed by: 2iIGN.41aU ig September 30, PRINT: TODD B. l25ESI2C6A478... ,-DocuSigned by: SUBMITTED TO THE CITY CLERK XagNATIIIAN EDT PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THA►iDil'Ji tE EXECUTION BY THE CITY MANAGER Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 TO : FROM : CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Edwin Lopez Chief of Police (Through Channels) aq5 v y37,49 fgeant rew Markowitz #4379 Computer Support Information Technology Support Section July 29, 2026 DATE: SUBJECT: REFERENCES: ENCLOSURES: Updated MOUs 5/e/K FILE : 11300 0/2(s I am submitting this memorandum to advise on required updates to several Memoranda of Understanding (MOU's) and inter -agency agreements that govern our access to state and federal criminal justice information systems. As part of the change in department head, new MOUs are required to ensure that these agreements remain current and are essential for compliance, operational continuity, and audit readiness. 1. CJIS MOU The existing CJIS-related documentation requires verification to ensure alignment with current FBI and state CJIS Security Policy standards. This includes updated language on data access controls, authentication requirements, and audit procedures. FDLE requires an updated MOU when a department head changes at an agency. 2. TRACS (Traffic and Criminal Software) Per FDLE requirements, an updated MOU for TRACS is required whenever there is a change in the depaitalent head. Now that this transition has occurred, a new agreement must be completed to remain in compliance. Prior MOUs are available for review if requested. We can set up the new ones via Docusign or paper version, whichever you choose. Attached are the new agreements for wet signature. ACM:acm Office of the Chief of Police Miami. Fla AUG 10 2026 RECEIVED RECEIVED JUL 3 0 2026 MIAMI POLICE DEPARTMENT DEPUTY CHIEF OF POLICE EEf JUL 2 9 2026 ASSISTANT CHIEF ADMINISTRATION DIV Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 MEMORANDUM OF UNDERSTANDING Florida State University (FSU) Traffic and Criminal Software (TraCS) WITNESSETH WHEREAS, on 07/29/26 ("Effective Date") this MOU is entered into by and between The Panama City Police Department, hereafter referred to as PCPD, and the City of Miami 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, PCPD and the CA are headquartered within the boundaries of the State of Florida, and; WHEREAS, both PCPD 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 (CJISSECPOL) for access to state and national Criminal Justice Information (CJI) as defined by the CJISSECPOL, and; WHEREAS, the FDLE OIS Director functions as the CJIS Systems Officer (CSO) for the State of Florida, required by the CJISSECPOL and UA to grant and authorize access to CJI within the State of Florida, and; WHEREAS, PCPD presently has the benefit of contracting with TraCS, a private vendor, operated and maintained by FSU, which provides access to TraCS, and; WHEREAS, the CA wishes to utilize the TraCS system for law enforcement purposes, and; WHEREAS, PCPD 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 CJISSECPOL; WHEREAS, unescorted physical or logical access is defined in Appendix A of the CJISSECPOL under the definition for Access to Criminal Justice Information. WHEREAS, To facilitate secure and efficient remote technical support, CA can choose to authorize the use of BeyondTrust Remote Support software by all personnel provided in Section 1. This access is granted solely for the purpose of providing IT assistance, troubleshooting, system maintenance, and related support services. NOW WHEREFORE, the parties agree as follows, 1. FSU will provide the PCPD with a current and complete list of all personnel who require unescorted physical or local access to CJI in TraCS. 2. PCPD will maintain a MOU with the Florida Highway Patrol stating FHP is the lead criminal justice agency for Northwest Regional Data Center (NWRDC), where the TraCS server physically resides. Memorandum of Understanding (TraCS) PCPD and CA rev: August 6, 2025 pg. 1 Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 3. Per the MOU with FHP, FHP will ensure that all NWRDC personnel meet CJIS requirements for personnel screening and will notify PCPD of any personnel change. 4. PCPD will ensure all personnel provided in Section 1, above, are appropriately screened and trained. 5. PCPD will fingerprint and submit the requisite identification information on personnel who require unescorted physical or logical access to CJI in TraCS prior to being granted access. PCPD will use its criminal justice ORI for submitting fingerprints required by the CJISSECPOL and UA. PCPD will retain the fingerprint -based records check, the signed security addendums, completed Security and Privacy Training certificates, and FCIC/NCIC Limited Access certificates for said personnel. 6. PCPD will maintain a current and complete list of all personnel who have been authorized to unescorted physical or logical access to CJI in TraCS. Individual information shall include name, date of birth, and if previously provided, Social Security Number or unique identification to accurately identify the individual. 7. PCPD shall provide to the CA the list of all personnel who are authorized unescorted physical or logical access to CJI inside TraCS. 8. PCPD shall defer to the FDLE CSO regarding any issues with respect to unescorted physical or local access to CII and/or CJI systems eligibility as required by the CJISSECPOL and UA. 9. When any change occurs to the list of authorized personnel, the PCPD shall provide to the CA the corrected or revised list of authorized personnel, and specifically identify any additions, deletions, or modifications to the list. 10. PCPD will notify the CA in the event that an individual, whether seeking or already authorized unescorted physical or local access to CJI in TraCS, is denied such access by the FDLE CSO. 11. To properly assess any potentially disqualifying information as it becomes available, every year, PCPD shall perform a name -based check via the FCIC message switch, to include, but not limited to, hot files, and state/national criminal history record information searches, on all personnel authorized unescorted physical or local access to CJI in TraCS. Memorandum of Understanding (TraCS) PCPD and CA rev: August 6, 2025 pg. 2 Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 12. Upon notification/determination of any type of reported or observed criminal or other disqualifying activity by an individual authorized access to CJI in TraCS, the PCPD shall immediately notify the CA via formal correspondence of the individual's activity. 13. PCPD shall immediately notify the CA upon learning of the termination or suspension from employment of an individual authorized access to CJI in TraCS. 14. The CA shall be entitled to use, through agents and employees of the PCPD, the TraCS interface located at NWRDC located in Tallahassee, Florida, for the purpose of gaining access to information Systems for law enforcement purposes. 15. The CA agrees to abide by all applicable local, state, and federal laws, rules, and regulations, with regards to the use of any device accessing CJI and/or TraCS under the terms of this agreement. 16. The CA agrees to abide by all terms and conditions of the most recent UA executed into between FDLE and the CA. 17. The CA agrees that it shall make use of the TraCS access in compliance with the CJISSECPOL. 18. If the CA intends to use mobile devices (as defined in the CJISSECPOL), the CA agrees to have and operate a Mobile Device Management (MDM) solution as required by the CJISSECPOL. 19. The CA is responsible for ensuring that each of their users meets CJISSECPOL log in requirements and has multi -factor authentication enabled through the TraCS application user editor in the form of a one-time password using either DUO, Microsoft Authenticator, or Google Authenticator; or static IP filtering implemented in addition to an approved FDLE MFA method at the device level; or other FDLE approved MFA method that integrates with TraCS; as well as secure password requirements enabled through the user editor. 20. The CA is responsible for maintaining a list of commonly -used, expected, or compromised passwords and update the list quarterly and when organizational passwords are suspected to have been compromised directly or indirectly. 21. In compliance with the FDLE UA, the CA agrees to have a formal written policy restricting criminal justice applications and networks access to agency owned devices and forbidding access and use of criminal justice applications and networks access on personally owned or public devices. Memorandum of Understanding (TraCS) PCPD and CA rev: August 6, 2025 pg. 3 Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 22. The CA grants NWRDC permission to retain and host all records created inside TraCS by the CA in accordance with the C]ISSECPOL and FDLE UA. 23. The CA acknowledges that backups for all hosted records created inside TraCS by the CA are stored at NWRDC. 24. The CA grants PCPD and aforementioned personnel provided in section 1 permission to view and create records in TraCS on behalf of the CA solely for the purposes of training or troubleshooting. 25. The CA agrees that neither PCPD nor the aforementioned personnel provided in section 1 are responsible for fulfilling public records requests on behalf of the CA. PCPD agrees to forward all public records requests it receives for records created and/or owned as described in section 22 by the CA to the CA. 26. The CA retains ownership of all records created inside TraCS 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 fulfill any and all public records requests regarding those records. 27. The CA agrees that neither PCPD nor the aforementioned personnel provided in section 1 are responsible for fulfilling non -governmental, third -party requests for records on behalf of the CA. PCPD and the TraCS agree to forward all records requests received for records created and/or owned as described in section 22 by the CA to the CA. 28. PCPD agrees that the current FCIC Agency Coordinator (FAC) of the CA as recorded with FDLE and/or the current agency head within the CA shall be notified by PCPD 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. 29. PCPD shall have formal written guidelines defining the processes associated with implementation of this Agreement. 30. PCPD will forward a copy of this Agreement of the FDLE CSO. 31. The term of this agreement shall commence on the Effective Date and shall remain in force until terminated in accordance with the terms herein. Memorandum of Understanding (TraCS) PCPD and CA rev: August 6, 2025 pg. 4 Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 32. Either party may terminate this Agreement upon thirty (30) days written notice or immediately by PCPD without notice upon finding that the CA has violated terms of this Agreement, or immediately by the CA without notice upon finding that PCPD has violated the terms of this MOU. 33. This agreement 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. 34. This Agreement supersedes all prior or contemporaneous negotiations, commitments, agreements (written or oral) and writings between PCPD 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. IN WITNESS HEREOF, the parties hereto have caused this Agreement to be executed by the proper officers and officials. [SIGNATURES ON THE FOLLOWING PAGE] Memorandum of Understanding (TraCS) PCPD and CA rev: August 6, 2025 pg. 5 Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 Panama City Police Department LrksiyMme (PCPD) AV� Authorized Signatory (PCPD) Mark Smith #604 Chief of Police Printed Name / ID # Title City of Miami Police Department Meal, Wme (CA) �a1.. Aut onzed Signatory (CA) Edwin Lopez Chief of Police #48195 Printed Name / ID # Title The current FBI CJIS UISSECPOL mandates all agencies connected to the FBI UIS systems adhere to regulations set forth within the Security Policy. Included within the term "personnel" are all individuals who are utilized by criminal justice agencies to implement, deploy, and/or maintain the computers and/or networks of the criminal justice agency which are used to access FBI UIS systems. These individuals include city/county 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 UIS Security Policy, and the Security Addendum, which can be found in Appendix H. Memorandum of Understanding (TraCS) PCPD and CA rev: August 6, 2025 pg. 6 Docusign Envelope ID: 4C836EB8-8C45-8E61-824B-F16EA2823928 CITY OF MIAMI, a Florida Municipal Corporation By: Signed by: 6F2C6A478. James Reyes, City Manager Attest: By: DocuSigned by: c Signed by: Li C4cDiseeDer1459... I Todd B. Hannon, C Approved as to Form and Correctness: ,—Signed by: B ra 00bisa Ill y • \-8677GE9FE8e34OD .. George K. Wysong, III, City Attorney DocuSigned by: IMUA, C putt', (26-2164) 60971 BOD05DD4D9... Approved as to Insurance Requirements: By: DocuSigned by: dbVu"b David Ruiz, Interim Director Risk Management Date: September 30, 2026 I 09:45:56 EDT Date: September 30, 2026 115:42:56 EDT Date: September 29, 2026 110:39:49 EDT Date: September 28, 2026 108:01:07 EDT COUNTERPARTS AND ELECTRONIC SIGNATURES. This Agreement may be executed in any number of counterparts, each of which so executed shall be deemed to be an original, and such counterparts shall together constitute but one and the same Agreement. The parties shall be entitled to sign and transmit an electronic signature of this Agreement (whether by facsimile, PDF or other email transmission), which signature shall be binding on the party whose name is contained therein. Any party providing an electronic signature agrees to promptly execute and deliver to the other parties an original signed Agreement upon request. Olivera, Rosemary From: Sent: To: Subject: Attachments: Saunlett, Joy <6272@miami-police.org> Thursday, October 15, 2026 1:21 PM Garcia, Aida; Garcia, Aida L- Police; Olivera, Rosemary FW: Panama City Police Department - Matter ID.: 26-2164 R_Panama_City_PD_TraCS_MOU_FullyExecuted.pdf CAUTION: This is an email from an external source. Do not click links or open attachments unless you recognize the sender and know the content is safe. Good afternoon: Attached please find the fully executed agreement for the above -mentioned matter. Thank you and stay safe. Joy Saunlett I Admi ni stratve Assistant I Business Management Section i jov.saunlettaDmiami-ool ice.org 400 NW 2itl Avenue, Miami, FL 33128 S (305-603-6196 I 305-579-6634 From: Markowitz, Andrew <4379@miami-police.org> Sent: Thursday, October 15, 2026 1:05 PM To: Saunlett, Joy <6272@miami-police.org> Subject: FW: Panama City Police Department Ms. Saunlett, Attached is the fully executed MOU for Tracs. Regards, Sergeant Andrew Markowitz #4379 Computer Support and Information Technology Support Section Miami Police Department 400 NW 2 Ave Miami, FL 33128 (305) 519-9593 Cell (305) 603-6139 Office 4379AMiami-Police.org i