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HomeMy WebLinkAbout4986Contract Number Vendor Sub�ect Department File Class Begin Date End Date Review Date Vault Date 4986 WASHINGTON STATE DEPARTMENT OF LICENSING Data sharing agreement Court LEG 12-1 12/30/2010 1/31/2013 12/1/2012 Comments DOL may extend this agreement with written notice at least 45 days prior to agreement expiration for up to three two year periods � .. . DOL Agreement No K1942 Agreement No INTERAGENCY VOIDS DATA SHARING AGREEMENT �������� BETWEEN JAN 0 5 2011 THE STATE OF WASHINGTON DEPARTMENT OF LICENSING � ORIGINHL AND BREMERTON MUNICIPAL COURT Upon execution, this Agreement, cancels and supersedes DOL Agreement No 00/5070, and is entered mto by and befinreen the State Washington, Department of Licensing, (hereinafter called "DOL" or Department"), and Bremerton Municipal Court, (hereinafter called "Agency ") Bremerton Muniapal Court 550 Park Ave Bremerton, WA 98337 Telephone 360- 473-5242 Facsimde 360-473-5260 E-Mail theresa ewing@ci bremerton wa us PURPOSE The purpose of this Agreement is to provide terms and conditions that ensure Department of Licensmg vehicle and/or vessel data is protected and used only for purposes authorized by state and federal law governing the release of such data Pursuant to Revised Code Washington (RCW) 4612 370-390, RCW 42 56 070, Washmgton Administrative Code (WAC) 308-93 087-089, WAC 308-10, WAC 308-10-45, Chapter 18 USC Sec 2721 -2725 Driver Privacy Protection Act (DPPA), and Executive Order 97-01, as currently written or hereafter amended According to the VehicleNessei Disclosure Agreement Application submitted by the Agency the permissible, business need for the data is Obtaining and verify registered owner information associated with a license plate, to determine if there was a different owner at the time of a citation in case of disputes, notification of parkmg citations, delinquent notices for collection, general correspondences on court action pending on the vehicle THEREFORE, IT IS MUTUALLY AGREED THAT: DEFINITIONS As used throughout this Agreement the following terms shall have the meanings set forth below 1 "Confident�al lnformation" means information that may be exempt from disclosure to the public or other unauthorized persons under either chapter 42 56 RCW or other state or federal statutes and data defined as more sensitive then "public" requiring security protection Confidential Information inciudes, but is not limited to, social security numbers, credit card information, driver license numbers, personal information, law enforcement records, agency security data, and banking profiles 2 "Data" means mformation contamed in the vehicle and/or vessel record provided to Agency under this Agreement 3 "Personal lnformation" means information identifiable to any person, including, but not, limited to, information that relates to a person's name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver license numbers, e-mail addresses, credit card information, law enforcement records or other identifymg numbers or Protected Health Information, any financial identifiers, and other information that may be exempt from disclosure to the pubi�c or other unauthorized persons under either RCW 42 56 or other state and federal statutes Fde Name K 1942 Terms & Conditions Page 1 of 15 December 17, 2010 DOL Agreement No K1942 Agreement No 4 "Sa/tmg�' is the act of mtroducmg data containing urnque but false mformation that can be used later to ident�jr inappropnate disclosure of data 5 "SDT' means Secure Data Transfer 6 "Subconfractor" means one not in the employment of a party to this Agreement, who is performing all or part of those services under this Agreement under a separate Agreement with a party to this Agreement The terms "subcontractor" and "subcontractors" mean subcontractor(s) m any tier 7 "VOIDS" means Vehic/e Owner lnformaf�on Drstrlbutron System STATEMENT OF WORK The parties to this Agreement shall furnish the necessary personnel, equipment, material and/or service(s) and otherwise do all things necessary for or incidental to the exchange of data as set forth m the Stafement of Work, Attachment A, attached hereto and mcorporated herein PERIOD OF PERFORMANCE Sub�ect to its other provisions, this Agreement shall begin upon date of execution, and end on January 31, 2013 unless terminated sooner or extended by DOL as provided herein In order to request an extension of the Period of Performance, DOL must receive a signed VehicleNessel Disclosure Agreement Applicafion from Agency at least forty-five (45) days prior to Agreement expiration An extension shall be at the exclusive option of the Department of Licensing and shall be affected by the Department of Licensing giving wntten notice of extension to Agency prior to the expiration date of the then current term of this Agreement and may be done for up to three (3) finro (2) year periods No change in terms and conditions shall be permitted during these extensions unless specificaliy set forth in the Agreement PAYMENT Compensation for the work provided m accordance with this Agreement has been established under the terms of RCW 39 34130 Agency shall reimburse DOL an amount not to exceed $127.15 per month for the reimbursement of costs incurred in the perFormance of all things necessary for or incidental to providing data as set forth in the Statement of Work, Attachment A, and m accordance with the Re�mbursement Fee Schedule, Attachment C, which is attached hereto and incorporated by reference herein B/LLING PROCEDURE The Department of Licensing shall subm�t bdling invoices to Agency for payment no less than monthly Payment to the "Department of Licensing for data received approved and completed work shall be made by warrant or account transfer by the Agency within 30 days of receipt of the mvoice Upon expiration of the Agreement, any claim for payment not already made shall be submitted withm 30 days after the expiration date or the end of the fiscal year, whichever is earlier Invoicmg another entity of the state of Washington for the same goods and/or services rendered is not permitted Fadure of DOL to invoice does not release the Agency from its obligation to pay RECORDS. DOCUMENTS. AND REPORTS The parties to this Agreement shall each maintain books, records, documents and other evidence which sufficiently and properly reflect all direct and indirect costs expended by either party m the perFormance of the service(s) described herein These records shall be sub�ect to inspection, review or audit by personnel of the parties, other personnel duly authonzed by either party, the Office of the State Aud�tor, and federal officials so authonzed by law Unless otherwise agreed m Cert�ficat�on of Data D�sposit�on, Attachment F, all books, records, documents, and other matenal relevant to this Agreement wdl be retained for six years after expiration and the Office of the State Auditor, federal auditors, and any persons duly authonzed by the parties shall have full access and the right to examine any of these matenals durmg this penod Fde Name K1942 Tertns 8� Cond�tions Page 2 of 15 12/17/2010 DOL Agreement No K1942 Agreement No Each party wdl utdize reasonable secunty procedures and protections to assure that records and documents provided by the other party are not erroneously disclosed to third parties CONFIDENTIALI TY To the extent consistent with Washington State law, each party shall mamtain all information which the other party specrfies in wnting as Confidential Information Each party shall have an appropnate Agreement with its employees and subcontractors to this effect SAFEGUARDING OF CONFIDENTIAL INFORMATION The Agency shall not use or disclose Confidential Information in any manner that would constitute a violation of federal law or applicable provisions of Washmgton State law The Agency agrees to comply with all federal and state laws and regulations, as currently enacted or revised, regarding data security and electronic data interchange of Confidential Information Each party shall protect Confidential Information collected, used, or acquired in connection with this Agreement, against unauthonzed use, disclosure, mod�fication or loss Each party shall ensure their directors, officers, employees, subcontractors or agents use it solely for the purposes of accomplishmg the services set forth in this Agreement Each party and their Subcontractors agree not to release, divulge, publish, transfer, sell or otherwise make it known to unauthorized persons without the express wntten consent of the other party or as otherwise authonzed by law Each party agrees to implement physical, electrornc, and managenal polic�es, procedures, and safeguards to prevent unauthonzed access, use, or disclosure Agency shall make the Personal Information avadable to amend as directed by DOL and incorporate any amendments into all the copies maintained by Agency or their Subcontractors The Department reserves the nght to monitor, audit, or investigate the use of Confidential Information collected, used or acquired by the Agency through this Agreement The monitoring, auditmg, or mvestigating may include, but is not limited to, Salting The Agency shall notify the Department immediately after becommg aware of any unauthonzed access, use or disclosure The Agency agrees to defend, protect and hold harmless the Department for any damages related to unauthonzed use or disclosure by their officers, directors, and employees, Subcontractors or agents Any breach of this clause may result in termmation of the Agreement, suspension of on-line access accounts and the demand for retum of all confidential mformation INDEMNIFICATION AND HOLD HARMLESS Each party to this agreement will be responsible for the negligent acts or omissions of its own employees, officers, students and/or agents in connection with or incidental to the performance of this agreement Neither party wdl be considered an agent of the other nor does neither party assume any responsibility to the other party for the consequences of any act or omission of any person, firm, or corporation not a party to this Agreement DATA DISPOSITION Agency shall cert�fy destruction of all data sets as descnbed herem upon expiration or termination of this Agreement (Reference Cert�ficat�on of Dafa Disposition, Attachment D) and shall retain no copies Data shall be destroyed so it cannot be recovered m any way If the parties mutually determine that destruction is not feasible, Agency shall not use the Confidential Information in a manner other than those permitted or authorized by state and federal laws Mutual determination of such shall be documented as described in Memo of Understanding INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party Fde Name K1942 Tertns 8 Conditions Page 3 of 15 12/17/2010 DOL Agreement No K1942 Agreement No AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement may be amended by mutual agreement of the parties Such amendments shall not be bmding unless they are m writing and signed by personnel authorized to bind each of the parties MEMO OF UNDERSTANDING (MOU) Any commurncations that either Contract Manager determines to address more than day-to-day concerns, but do not modify the terms of this Agreement, shall be documented by a written, numbered Memo of Understanding TERMINATION Either party may terminate this Agreement upon 30 days' prior written notrfication to the other party If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred m accordance with the terms of this Agreement pnor to the effective date of termmation TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obiigations under this Contract, or rf' either party violates or fads to meet any of these terms and conditions, the aggrieved party wdl give the other party written notice of such fadure or violation The responsible party wdl be given the opportunity to correct the violation or fadure within 15 workmg days If failure or violation is not corrected, this Agreement may be terminated immediately by wntten notice of the aggneved party to the other DI SPUTES In the event a dispute anses under this Agreement, it shall be determined by a Dispute Board in the foilowing manner • Each party to this Agreement shall appomt one member to the Dispute Board • The members so appointed shall �ointiy appoint an additional member to the Dispute Board � The Dispute Board shall review the facts, agreement terms, applicabie statutes and rules and make a determination of the dispute • The determmation of the Dispute Board shall be final and bmdmg on the parties hereto • As an altemative to this process, either of the parties may request mtervention by the Governor, as provided by RCW 43 17 330, in which event the Govemor's process wdl control GOVERNANCE This Agreement is entered into pursuant to and under the authonty granted by the laws of the state of Washington and any appi�cable federal laws The provisions of this Agreement shall be construed to conform to those laws in the event of an inconsistency in terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence m the following order 1 Applicable state and federal statutes and rules, 2 Statement of work, and all Attachments 3 Any other provisions of the agreement, includmg matenals incorporated by reference FUNDING CONTINGENCY In the event fundmg from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this Agreement and prior to normal completion, either party may, • Terminate this Agreement without advance notice sub�ect to renegotiation under those new funding limitations and conditions or • After a review of pro�ect expenditures and deliverable status, extend the end date of the Agreement and postpone deliverables or portions of deliverables Fde Name K1942 Tertns & Conddions Page 4 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ASSIGNABILITY The abdity of the Agency to obtain data pursuant to this Agreement shall not be assigned or delegated m whole or in part, excepted as expressly provided by this Agreement or by the express prior written consent of DOL WAIVER Unless the Agreement is amended in writmg by an authorized representative of DOL, waiver of a default under this Agreement, or failure by DOL to exercise its rights shall not • be considered a modification or amendment to the Agreement, or • constitute a waiver of any subsequent default RIGHTS OF INSPECTION The Agency shall provide right of access to the Department, or any of its officers, or to any other authorized agent or official of the state of Washington or the federal govemment at all reasonable times, m order to monitor and evaluate performance, compliance, and/or quality assurance of internal poliaes and procedures, and/or records relating to the safeguardmg, use, and disclosure of Confidential Information obtained or used as a result of this Agreement The Agency shail make available information necessary for the Department to comply with the consumer's nght to access, amend, and receive an accounting of disclosures of their Confidential I nformation SUBCONTRACTING With pnor wntten consent, either party may enter into subcontracts for any of the work or services contemplated under this Agreement Consent shall not be unreasonabiy withheld This clause does not include Agreements of employment befinreen a party and personnel assigned to work under this Agreement Each party is responsible for ensuring that all terms, conditions, assurances and certifications set forth in this Agreement are carried forward to any subcontracts SEVERABILITY If any provision of this Agreement or any provision of any document incorporated by reference shall be held mvalid, such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision, �f such remainder conforms to the reqwrements of applicable law and the fundamental purpose of this Agreement, and to this end the provisions of this Agreement are declared to be severable CONTRACT MANAGEMENT The Agreement manager for each of the parties shall be responsible for and shall be the contact person for all communications and bdlings regarding the performance of this Agreement Contract Mana er for A enc is: The DOL Contract Mana er is: Theresa Ewing, Court Administrator Jenrnfer Dana, Assistant Administrator Bremerton Murncipal Court Department of Licensing 550 Park Ave Records & Program Management Bremerton, WA 98337 Post Office Box 2076 Olympia, Washington 98507-2076 Phone 360-473-5242 Phone 360-902-3673 Facsimde 360-473-5260 Facsimile 360-570-7861 E-Mail theresa.ewing@ci bremerton.wa us E-Mail �edanaCc�dol wa aov Fde Name K1942 Tertns & Cond�tions Page 5 of 15 12/17/2010 DOL Agreement No K1942 Agreement No. ALL WRITINGS CONTAINED HEREIN This Agreement consists of 15 pages including the following attachments A = Statement of Work B = File Layout C = Fee Schedule D= Certificafion of Data Disposition E = Appropriate Use Declaration F= Certification of Data Security G = Performance Monitoring This Agreement sets forth m full all terms and conditions agreed upon by the parties Any other Agreement, representation, or understandings, verbal or otherwise, regardmg the sub�ect matter of this Agreement shall be deemed to be null and void and of no force and effect whatsoever IN WITNESS WHEREOF, the parties have executed this Agreement Bremerton Municipal Court State of Washington Department of Licensing ` �?�3a O�nesA +n ���„�s�. ^ l-�r��—�1 (S►gnat e) (Date) (Name) � Julie Knittle, Assrstant D�recfor (Date) Illef�l� �,AliV1A � l Aur !-4C�lYl �Yli- '�'ri� (Prmt Name &Title) 91-6001231 APPROVED AS TO FORM ONLY (Tax Ident��cation Number) Siqnature on �le October 15. 2008 Jerald Anderson (Dafe) Assistant Attorney General Fde Name K1942 Tertns & Conditions Page 6 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ATTACHMENT A STATEMENT OF WORK The Agency shall fumish the necessary personnel, eqwpment, material and/or services and otherwise do all things necessary for or incidental to the performance of work as set forth below PERMISSIBLE USE OF DATA The data provided by DOL shall be used and accessed ONLY for the limited purposes of carrying out activities pursuant to this Agreement as described herein Agency is responsible to ensure that no commercial use or variations of use are permitted According to the VehicleNessei Disclosure Agreement Application submitted by the Agency the permissible, business need for the data is Obtaining and verify registered owner information associated with a license plate, to determme if there was a different owner at the time of a citation in case of disputes, notification of parking citations, deimquent notices for collection, general correspondences on court action pending on the vehicle DESCRIPTION OF DATA DOL shall provide vehicle and/or vessei information as contained in Fde Layout, Attachment B DOL reserves the right to edit and/or change the File Layout as considered necessary to the functions of DOL, without notice to the "IBremerton Municipal Court" Where both a mading address and residence address are recorded on the vehicle record and are different, onlv the mailmq address wdl be disclosed Both addresses will be disclosed in response to requests for disclosure from courts, law enforcement agencies, or government entities with enforcement, investigative, or taxing authoriry and only for use m the normal course of conducting their business If a list of registered and legal owners of motor vehicles is used for any purpose other than authorized in this section, the manufacturer, governmental agency, commercial parking company, authorized agent, financial institution, toll facility operator, or their authorized agents or Agency is responsibie for the unauthorized disclosure or use wdl be denied further access to such information by DOL and will result m immediate termination of this Agreement DATA CLASSIFICATION DECLARATION Data described in this data sharing Agreement is assessed to be in the followmg data classificafion ❑ Category 1 — Public Information Public information is information that can be or currently is released to the public It does not need protection from unauthorized disclosure, but does need integrity and availability protection controls ❑ Categorv 2 — Sensitive Information Sensitive information may not be speafically protected from disclosure by law and is for official use only Sensitive information is generally not released to the public unless specifically requested � Cateaorv 3 — Confidential Information Confidential information is information that is specifically protected from disclosure by law It may include but is not limited to a Personal information about individuals, regardless of how that information is obtained b Information concernmg employee personnel records c Information regarding IT infrastructure and security of computer and telecommurncations systems Fde Name K1942 Statement of Work, Attachment A Page 7 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ❑ Categorv 4— Confidential Information Reauirma Special Handlinq Confidential mformation requiring special handling is information that is specifically protected from disclosure by law and for which a Especially strict handling requirements are dictated, such as by statutes, regulations, or agreements b Senous consequences could arise from unauthorized disclosure, such as threats to health and safety, or legal sanctions ACCESS TO DATA Mefhod of Access/Transfer Once an established Secure Data Transfer (SDT) connection with the host computer at Agency location is confirmed, DOL will provide data listed in Ftle Layouf, Attachment B The data provided by DOL shall be provided using the Vehicle Owner Information Distr►bution System (VOIDS) DOL shall not be liable for any delays in furnishing information under this Agreement nor shall DOL be liable for any errors, which occur in compdation of information Frepuencv of Data Exchanqe Repet►t►ve DOL will provide data multiple times daily or at times which are dependent upon DOL's receipt of the mbound record file or as mutually agreed upon (Or additional dates upon request, additional fees apply) Authonzed Access to Data Agency shall maintain a record of those who have authorized access to DOL data, and ensure all authorized users maintain confidentiality of data In addition to measures instituted Agency shall also 1 Reqwre each authorized user to execute a copy of the Appropriate Use Declarat►on (AUD), Attachment E, 2 Maintain executed AUDs at the Agency's place of business, and, 3 Provide a copy of all executed AUDs withm three (3) business days after receiving a request from DOL Agency shall upon request by DOL, provide to DOL within three (3) business days, a copy of all subcontractor Agreements applicable to this Agreement SECURITY OF DATA Agency shall protect the data from unauthorized physical and electronic access whde it is in motion and at rest, as described below 1 Elecfron►c Access Contractor shall ensure electronic access is authorized using individual accounts, hardened passwords and reqwre changing of passwords at least every 120 days 2 Encrvpt�on and Decrypf�on When applicable Contractor shall furnish encryption and decryption software to ensure securiry and confidentiality (when using SDT process or confidential iriformation received is m motion or at rest) 3 Apply Securifv Patches Contractor shall be ddigent in the timely installation of secunty patches for all information technology assets, hosts and networks, that process DOL data (You wdi need to keep your computer secured, i e this could be update patches from Microsoft etc) 4 IT Secuntv Polic►es and Procedures Contractor shall maintain and enforce information technology security poliaes and procedures consistent with this Contract, and provide an electronic copy to DOL upon request withm three (3) busmess days Contractor's information technology secunty policies and procedures shall include a computer incident response policy and procedure and annual secunty trainmg to their employees 5 Protect►on/Intrusion Devices All Contractors' information technology assets that store/process DOL data shall be physically secured from unauthorized access Contractor shall employ adequate devices such as Intrusion Protection (IPS) and Intrusion Detection (IDS) devices and system log monitonng to ensure unauthorized users cannot access Fde Name K1942 Statement of Wor1c, Attachment A Page 8 of 15 12/17/2010 DOL Agreement No K1942 Agreement No Contractor information technology assets in a manner that allows DOL data to be compromised 6 Penod�c Vu/nerabilitv Scanrnng and Penefrat�on Test�ng. Contractor shall penodically scan information technology hosts and nefinrorks that process DOL data for vulnerabdities to exploitation (This is a utdity that wdl look at your system to determine �f there are weaknesses) 7 SelfAud�ts Contractor agrees to conduct an annual mternal and mdependent audit to review Contractor's data protection, access and appropriate use These audits shall be � conducted at the Contractor's expense The Contractor agrees to provide DOL with copies of each audit and the results of each audit withm thirty (30) days of audit completion or upon request CERTIFCIATION OF DATA SECURITY Agency shall send a signed onginal Certification of Data Security to DOL's Contract Manager with the signed Agreement The Cert��cat�on of Data Securify, Attachment F is written verification the Agency has met and wdl continue to meet all data security requirements as described herein TERMINATION OFACCESS Either party may at its discretion disqualify an mdividual authonzed by the Agency from gaining access to data Notice of termination of access �nnll be by wntten notice and become effective upon receipt, and a copy of such notice shall be prowded to DOL Termination of access of one individual by either party does not affect other individuals authorized under this Agreement File Name K1942 Statement of Work, Attachment A Page 9 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ATTACHMENT B FILE LAY OUT Department of Licensing shall provide to Agency the vehicle and/or vessel record information contained m DOL records database to include the mutually agreed upon file lay out below INPUT RECORD DESCRIPTION Field Description PIC Bytes Position License Plate X 7 1 User Field X 2 8 Total Length 9 OUTPUT RECORD DESCRIPTION Field Description Data Base Name PIC Bytes Position License Plate V-PLATE-B X 7 1 Vehicie Identification Number V-VIN X 17 8 Senes Body V-SERIES-BODY X 8 25 Model Year (ccyy) V-YR 9 4 33 Make V-MAKE X 5 37 Title Transfer Date (Auditors Stamp Date)(ccyymmdd) V-TTL-TRANSFER-DT 9 8 42 Stolen Flag V-TAH-STOLEN 9 1 50 Report of Sale Flag V-REJ-SALE 9 1 51 Report of Sale Date (ccyymmdd) V-ROS-DATE , g 8 52 Registered Owner Name Count V-REG-NAME-CNT 9 1 60 Registered Owner Name/Address 1 V-NA-1 X 30 61 Registered Owner Name/Address 2 V-NA-2 X 30 91 Registered Owner Name/Address 3 V-NA-3 X 30 121 Registered Owner Name/Address 4 V-NA-4 X 30 151 Registered Owner Name/Address 5 V-NA-S X 30 181 Registered Owner Name/Address 6 V-NA-6 X 30 211 Registered Owner City V-CITY X 24 241 Registered Owner State V-STATE X 2 265 Registered Owner Zip Code V-ZIP X 9 267 Model V-VINA-MODEL-CODE X 3 276 Body Style V-VINA-BODY-TYPE-CODE X 2 279 Additional Registered Owner Indicator V-GEG-MORE-ID-DATA X 1 281 User Fietd X 2 282 Total Length 2g3 Fde Name K1942 Fde Layout, Attachment B, Page 10 of 15 12/17/2010 DOL Agreement No K1942 Agreement No. ATTACHMENT C REIMBURSEMENT FEE SCHEDULE Agency shall reimburse DOL an amount not to exceed $127.15 per month for the perFormance of all things necessary for or incidental to provided the Agency with data as set forth in the Statement of Work, Attachment A, and Fde Layout, Attachment B, in accordance with the Reimbursemenf Fee Schedule below, which is based solely upon DOL direct and indirect costs DOL's monthly direct and mdirect costs appiy regardless of the transmittal of data 1 Agency wdl be provided an initial invoice for the one time set up fee, as described below (if appiicable, i e new Agreement) 2 Agency shall be mvoiced no less than annually for ongoing, direct and mdirect costs for providing monthly production and maintenance of DOL data, until termination of this Agreement D�rect costs Shall include, but are not limited to, all operatmg, equipment and personnel costs used to fumish the information, reruns and/or additional data runs, costs materials and data mtegrity costs directly related to the monthly production and maintenance of these data files Ind►rect costs Shall include, but are not limited to, enforcement of unauthorized mail, auditing, answering complamts, correspondence, admmistrative overhead, budding rents, related utilities, and other expenses identified as indirect costs by the Director of DOL REIMBURSEMENT FEE SCHEDULE 1. Costs and Set-up Fees Cost DOL Monthly Direct and Indirect costs $ 127 15 3. Annual Costs Annual amount due for second year of the contract $ 1,525 80 4. Additional Fees Hourly Rate Cost Requests for additional data runs or reruns $ 47 99 TBD Cost as of 4/2009 ADDITIONAL DATA RUNS OR RERUNS Requests from Agency for data runs at frequencies or dates not already agreed upon within this Agreement will require additional fees Each additional data run or rerun wdl be billed at a rate of $ 47 99 per hour and the total cost wdl be determined based on the hours required to provide the information Fde Name K1942 Fee Schedute Attachment C, Page 11 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ATTACHMENT D CERTIFICATION OF DATA DISPOSITION Date of Disposition Data disposition methods used upon expiration or termination of this Agreement. (select all that apply). � CHECK THE APPROPRIATE BOX ❑ All copies of any data sets related to this Agreement have been deleted from all data storage systems and media so it cannot be recovered in any way ❑ All on-line access accounts related to this Agreement have been deleted ❑ All printed and hard copy materials and all computer media containing any data related to this Agreement have been destroyed so it cannot be recovered in any way ❑ All copies of any data sets related to this Agreement shall be retained for purposes stated herem for a period of time not to exceed (e q one vear etc ) , after which all data shall be destroyed so it cannot be recovered in any way ❑ The parties have mutually determined that return or destruction is not feasible, and mutual determination is outlined in the attached MOU Agency agrees to only use the Confidential Information as authonzed herein and by state and federal laws I hereby certify, by signature below, the data disposition requirements as provided in DOL Agreement No K1942, have been fulfilled as indicated above Bremerton Muniapal Court (Signature) (Date) (Pnnt Name) (Title) (Area Code & Phone Number) File Name K1942 Data Disposition, Attachment D Page 12 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ATTACHMENT E APPROPRIATE USE DECLARATION As authorized by Agency I attest that I am an authorized user of data provided by the Washington State Department of Licensing (DOL) and I shall 1) Ensure the confidentiality and privacy of all informat�on I have access to, and, 2) Use the information ONLY as permitted by DOL I understand the ONLY Permissible Use of data provided to (Agency) by the Washington State Department of Licensing is limited to Obtaining and verify registered owner information associated with a license plate, to determine if there was a different owner at the time of a citation in case of disputes, notification of parking citations, delinquent notices for collection, general correspondences on court action pending on the vehicle I further understand DOL may review activities of any person who receives vehicle/vessel record informat�on to ensure compliance with limitations imposed on the use of the information The department shall suspend or revoke for up to five (5) years the privilege of obtairnng information of a person found to be in violation of chapter 42 56 RCW, this chapter, or this Agreement executed with DOL and the Agency I understand misuse of this information is a gross misdemeanor and is punishable by a fine not to exceed $10,000 or by impnsonment in a county�aii not to e'� year, or both such fine and impnsonment for each violation (RCW 46 12 390) '�, �� i '9 ���, _� / ��� '� �� ; (PRINT) EMPLOYEE NAME & TITLE EMPLOYEE SIGNATURE (PRINT) SUPERVISOR NAME & TITLE % / / t / / X SUPERVISOR SIGNATURE DATE Do not return this form to DOL The signed original of this declaration should be kept on file in your office and made available to DOL upon request. (Duplicate this form as needed). We are comm�tted to providing equal access to our services If you need accommodations, please call 360-902-3600 or TTY 360-664-0116 Fde Name K1942 Appropnate Use, Attachment E Page 13 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ATTACHMENT F CERTIFICATION OF DATA SECURITY DATA SECURITY By checking the boxes below, the Agency is providing certification that it has met and wdl continue to meet all data security requirements for the duration of the Agreement, as described in this Agreement If a standard has/is not being morntored or adhered to, or Agency believes the standard is not applicable, Agency must provide an explanation for non-compliance below Electronic Access Encryption and Decryption � Apply Vendor Security Patches � IT Security Policies and Procedures (� Protection/Intrusion Devices � Periodic Vulnerabdity Scanrnng and Penetration Testing � Self Audits Explanation required for any standards NOT check marked (Attach additional pages if necessa 1 cerf�fy under penalty of per�ury under ihe laws of fhe State of Wash►ngton all of the �nformat�on on this Cert�frcation of Data Secur�fy �s true and correct. Bremerton Muniapal Court :- __ � J 50 �� r k�y e_._ SIGNATURE DATE ADDRESS � es A ; r1 l�re.rr,e� n Vd R PRINT NAME CITY STATE C'Our Ac�m � ni s�ro�-ET�� mUn�Gpa) �ou��- �� TITLE LOCATION / COUNTY Fde Name K1942 Data Secunty, Attachment F Page 14 of 15 12/17/2010 DOL Agreement No K1942 Agreement No ATTACHMENT G PERFORMANCE MONITORING DOL PERFORMANCE MON/TORING REPORT e Agency name Agreement STATE OF WASH/NGTON No DEPARTMENT OF LICENSING (DOL) Bremerton Municipal Court K1942 DOL's Agreement Manager may complete ❑ Annual Agency's Agreement Managei Pertormance Monitonng Report annually and/or ❑ Pro�ect end the end of each pro�ect and/or deliverable ❑Other January 31, Start Date Execution End Date 2013 unless DOL's Agreement Manager extended PREPARED �enrnfer Dana, Assistant Administrator Jennifer Dana, 360-902-3673 BY $ECT10N 1 - RATINGS On the scale of sat�sfaction provided, where YES �s 100% sat�sfact�on and, NO is 0% sat�sfaction and N/A is not appl�cable to the Agreement, please rate your expenence by placmg an "�" m the appropnate box Did the Agency YES NO N/A Yes NO N/A Submit a Certificate of Insurance pnor to the Supply all required documentation in a � � � A reemenYs start datel ❑ ❑ � timei manner7 Prowde DOL with a Subscnber Roster pnor to Prowde copies of all Appropnate Use AgreemenYs start date and updates upon ❑ ❑ � Declarations upon request from DOL� � � � re uest from DOL Maintain confiden6ality of data as reqwred? � � � Prowde Subscnber Agreements upon � � � re uest and within the t�me line re uired� Prowded s�gned Certification of Data Security � � � Upon expiration, prowde Data � � � with the A reement? Dis os�tion Provide an updated VehicleNessel Disclosure Agreement Application pnor to renewal or ❑ ❑ ❑ (Other) � � � extension SECTION 2 - DOL'S NARRATIVE Provide a brief description of the work pert'ormed The purpose of this Agreement is to provide terms and conditions that ensure DOL vehicle and/or vessel data is protected and used only for purposes authonzed by state and federal law governing the release of such data Obtairnng and verify registered owner information associated with a license plate, to determine if there was a different owner at the time of a citation in case of disputes, notification of parking citations, delinquent notices for collection, general correspondences on court action pending on the veh�cle Attach add�tlona/ sheets �f necessa SECTION 3 - AGENCY'S COMMENTS Brief comments/suggestions from the Agency for DOL's Agreement Manager or DOL management? Fde Name K1942 Perfortnance Monitonng, Attachment G Page 15 of 15 12/17/2010