TO: HONORABLE MAYOR FROM: Anthony Mata
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: September 11, 2023
Approved Date
10/3/23
SUBJECT: AMENDMENT TO THE AGREEMENT BETWEEN THE COUNTY OF
SANTA CLARA AND CITY OF SAN JOSE FOR ACCESS TO THE
COUNTY OF SANTA CLARA’S CRIMINAL JUSTICE INFORMATION
CONTROL SYSTEM
RECOMMENDATION
Adopt a resolution authorizing the City Manager or designee to execute a first amendment to the agreement between the County of Santa Clara and the City of San José for terminal access and network support related to the Criminal Justice Information Control system, in an amount of $283,725 for the extension of three years, from July 1, 2023 to June 30, 2026.
SUMMARY AND OUTCOME
Approval of this recommendation allows the City Manager or designee to execute a first amendment for the agreement between the County of Santa Clara and the City of San José for terminal access and network support related to the Criminal Justice Information Control (CJIC) system.
BACKGROUND
CJIC is an essential tool utilized by law enforcement in Santa Clara County since it was first developed in the 1970s. CJIC interfaces with multiple agencies and department systems to provide access to key data for operational law enforcement purposes. CJIC is an interagency computer-based criminal justice system dedicated to providing timely and accurate criminal justice information to governmental agencies involved in public safety and justice. CJIC tracks the status of an adult offender from initial booking through the court process to release and beyond. CJIC provides Santa Clara Country criminal history information, court appearance information, probation orders, lab results for criminal cases, and warrant information and is a key tool used daily to conduct the business of law and justice in this county.
The San José Police Department utilizes CJIC interface with its records management system for all informal and formal arrest information. This interface is necessary to ensure arrest data is accurate and timely reported.
On March 30, 2023, the County of Santa Clara and the City executed a two-year agreement for terminal access and network support related to the CJIC system. The term was retroactive for services that COUNCIL AGENDA: 10/17/23
FILE: 23-1378
ITEM: 2.11
HONORABLE MAYOR AND CITY COUNCIL
September 11, 2023
Subject: Amendment to the Agreement Between the County of Santa Clara and City of San José for Access to the County of Santa Clara’s Criminal Justice Information Control System
occurred during the Fiscal Years 2021-2022 and 2022-2023. The agreement was delayed due to the County changing its contract template and rate fee schedule being finalized.
ANALYSIS
CJIC is unique to Santa Clara County and no other California county has a criminal justice information system that is as integrated, broad, and as deep as CJIC. CJIC not only provides information for investigative purposes, it also provides on-line and ad-hoc reporting to assist in analysis of criminal justice trends and management analytics.
In 2023, the County began charging for use based on a new “user tier” structure versus a “per connection” fee. The County moved CJIC from a “per connection” to a “per user” basis, as “per connection” was becoming a less appropriate measure of CJIC utilization and equitable cost distribution.
EVALUATION AND FOLLOW-UP
No subsequent City Council action on this issue is necessary. Staff will monitor the performance of the agreement and communicate any issues to the City Council through the Public Safety, Finance, and Strategic Support Committee.
COST SUMMARY/IMPLICATIONS
Currently, the Police Department has on-going funding for CJIC direct line fees under the Police Department’s Non-Personal/Equipment appropriation.
TOTAL COST OF CONTRACT/AGREEMENT
Contract/Agreement Amount: $200,513
Recommended Amendment: $283,275
Total Contract/Agreement Amount: $483,788
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the contract recommended as part of this memorandum.
HONORABLE MAYOR AND CITY COUNCIL
September 11, 2023
Subject: Amendment to the Agreement Between the County of Santa Clara and City of San José for Access to the County of Santa Clara’s Criminal Justice Information Control System
Fund
#
Appn
# Appn. Name
Total
Appn
Amt. for
Contract
2023-2024
Proposed
Operating
Budget
Page
Last Budget
Action (Date,
Ord. No.)
001 0502 Non-Personal/Equipment $22,954,500 $283,275 684 06/20/2023 Ord. No. 30933
* The 2023-2024 Adopted Operating Budget was approved on June 13, 2023, and adopted on June 20, 2023 by the City Council.
COORDINATION
This memorandum has been coordinated with the Office of the City Attorney and City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the October 17, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
ANTHONY MATA
Chief of Police
For questions, please contact Lisa Perez, Division Manager at (408) 537-1624 or Veronica Andrade, Division Manager, at (408) 537-1000.