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Home My WebLink About2011-06-13 11-179 ORDERItem No, f 719 Date: June 13 2011 Item/Subject: ORDER, Authorizing the Execution of a Contact Between the City of Bangor and Deep Rlver LLC —Crash Report Access and Acquisition Responsible Department: Police Commentary: If approved, this Order will authorize the City m execute an agreement with Deep River LLC to provide crash report data Information to the public Effective July 1, 2011, The State will be implementing a new cash (accident) reporting system for law enforcement purposes, which will automatically upload completed accident reports electronically to the State. Under the current system, Me City provides copies of crash reports to anyone (including insurance companies) who requests them, and we collet the revenue generated hon copying fees. After June 30, the state will be the default supplier of all reports, and therefore will receive that revenue unless law enforcement agencies make other arrangements. The attached order will authorize the execution of an agreement with Deep River LLC to provide crash reports to the public, and others who are Interested In crash reportdata. Parties interested in obtaining crash report data will contact Deep River LLC to obtain copies of the reports. There same based servicein which Deep River receives a portion of the fees and the City receives a small portion of the fee. The state has also contracted with Deep River LLC which will provide consistency within the City of Bangor fm obtaining crash report information. Under this arrangement, the City does not anticpate additional casts or a reduction in revenues. Department Head Manager's Comments: This item was reviewed by the Government Operators Committee on May 24, 2011, and it was recommended for approval. ( u o CM Manager Associated IMormalion: Order, A"04000T Budget Approval: France Director Legal Approval: X Passage _ Fiat Reading Page _ of _ Referral Assigned to Councilor Palmer .-.. 179 June 13. 2011 CITY OF BANGOR (TITLE.) ORDER, Authorizing the Execution of a Contract Between the City of Bangor and Deep River LLC — Crash Report Access and Acquisition By Me Oty Council ofHre City ofBangor. ORDERED, WHEREAS, On July 1, 2011, the State of Maine will change the method by which crash reports are submitted to the State by law enforcement agencies; and WHEREAS, the change will result in the ability of the public, and companies interested in creating vehicle history reports for resale, to access and acquire crash reports online from the website of the Rate's developer of the crash report management software, Deep River LLC; and WHEREAS, unless a Contract is executed between the City and an online company for providing crash reports, Deep River LLC, on behalf of the State, will provide crash reports M both the public and other interested partes and will reimburse the State, Instead of the Dry, for fees collected for such distribution; and WHEREAS, the Bangor Police Department will bereft from the online service as It reduces Me workload of clerical staff, and revenue from hes collected man the sale of such reports will not he lost to the State or otherwise reduced and WHEREAS, Deep River LLC, as the developer of the software and the State's selected online resource for the distribution of Crash reports, is the preferred vendor of the Bangor Police Department NOW, THEREFORE, BE IT ORDERED BY THE BANGOR CITY COUNCIL THAT: the City Police Chief Is hereby authorized to execute a contract with Deep River LLC to provide crash reports to both the public and other interested parties. The final Contract tens and conditions will be in a form acceptable to the City Attorney or Assistant City Attorney. m CITY COO = Jme 13, 2011 Paaeed V x 11-1)9 omm ',. (TQIP 9etrexn [h¢ CiTv of Haveor and Oeeo 43veTLLC Crash p "t A Cess a A "lsitl 1'" 279 za nw�som eoasotmm=aani Bangor Police Department =mom Fev$M-9.9CSbB24 TO: Government Operations Commi0ee FROM: Ronald R. Garcia, ChiejofPolice DATE: M017,2011 M. Crash Report Contmct The State has been developing a new rush (accident) reporting system. Currently, aflame complete contain reports that we manually upload and send to the state electronically. M ofJuly 1, the ante will be using a syhem that automatically uplands and sends the reports once they are completed and approved (electronically) by the supervisor. While the change is mandatory, I sw it as a means of improving efficiency and reducing the workload of clerical staff. With the current system, we provide copies ofemsh reports on anyone (including insurance comparves) who requests them, and we collect the revenue generated by Res forcopies. After June 30, Ne smte will be Ne default supplierofall mpmi and therefore will receive that revenue. However, the state has provided an option that will allow us m contract with an outside tympany to electronically provide Bangor's coach, repmis to those who request copies, thereby allowing Bangor to continue to collect the revenue There is notdaemcnstm the Cityforthis service, asthecompany willretrieve the reports fiom the state, provide them to the requester, and charge an additional fee, in addition to the lea that the City charges, to die consumer. This is the same process that the state will be using m provide copies of dash reports. While there are several companies that provide this type of service, the one that is preferable is Deep River LLC. They designed the aoflwere for the stab, and will be the Mate's provider for Nese services. As you would imagine, all agencies in the state will be affected by this change, and I anticipate don most will wMrut with a provider so as not to lose revenue fees. While July I is the deadline, the system will be fully activated in Bangor on" everyone is trained, which is expected to be sometime in June. When that happees, we will cease W receive this revenue unless we contract foe these services by the novation date. I strongly encourage contracting for those services to insure that we continue to collect these fees. IS 179 VEHICLE DATA SERVICE AGREEMENT This Service Agreement owines the terms and conditions for selling vehicle records using the Get[rzsh Reports.com Vehkle Data Servire hetween the following two tortes: Bangor Police Department GetCrashReports.com Chief Ron Goalie And Deep River LLC 240 Main Street 141 Boston Post Road, Ste 1 Bangor, ML 04401 Old Saybrook, Cf 064]5 This Service Agreement well begin on _and remain in force for the Service AgRemen[Term. In consideration of the covenants and agreements contained In this Servlw Agreemenp the career agree to the following terms and conditions: Terms and conditions Vehicle Record Definition 1. Get<rasireports.com VehldP0oto5womedervecvehicle records from uploaded police cosh reports. The following Items whole the minimum rrlte0a fora Vehicle record to be cold using the Vehicle Bear service: a. Vehicle record must comaln anon null VIN data element. B. The following list of data elements shall define a single vehicle record: I. VIN, Report Number, Crash Data, Agency, gof Vehicles in crash, City, County, State, Plate p, Plate State, Color, Make, Model, Year, point of impact, damage seventy, towed, Immersion, fire, alrbag deplored. comoenaa[on B 2. Bangor Police will be paid 0fty percent 150%I of the negotiated gross revenue for each Bangor Police vehicle record sold ming the GetCmsbReports.com Vehicle Dom Service. Payment Method 3, Bangor Police compenwtican from wiling vehicle records using the Get ssifi epars.cnm Vehicle Oatoservice will be paid 0n a quarterly basis mated! January 151 April 15°, July 15'" and October this. Customer - 4. GetCrashRep0rts.com Vehicle Rosiservire potential customers are companiee(eg. CARFA%, Urn ianl that are interested in creating Vehicle History Reports for resale 0 businesses such as car dealers and private citizens. DET RIvga LLC 241 BOSTON. POST ROAD, SURE 1, Ocp SxYBROOK, CT 8603889642 `� i 179 VEHICLE DATA SERVICE AGREEMENT Exam, for DNav or figure b Perform 5. GetCrlPorts.cain will not be liable in any way for a delay, n on-dayary or default all uero labor disputes, bymoment ien shortages, delays in receipt or" is That, pHomes, Ores, accidents antl other mazes beyond the control of GetCmshReporo.com or tts partners and suppliers scribe Annument Tenn 6. The Service Agreement Term is for one year and a aimara felly renewed each "at unless terminated by Bangor Police a minimum of 30 days prior to the automatic renewal date. ArWe Agreement Term muen 7. Bangor Police reserve the right to terminate this Service Agreement per am reason in the firrt Service Agreement year by providing written notice to GetCrashBeports.wm 30 days prior to termination N t taz S. All either iesurto ely, by Police or Ced(CrashRepobyredderorrtscotered be In wrgingaMshall be given either personally,bye+nail, or by redder or registered mail. Goyemane and arbitration 9. The interpretation, validiry and effect ofthbs agreement shall be governed by the laws of the State of Maine. If any proyieion of this Agreement is determined by a court or arbitrator havireturizdlction to be invalid or unenforceable, such invalidity or unenforceability shall not affect the remainder of this Agreement which shall remain In full force and effect. some 10. This Agreement mnsthutes the entire agreement between the parties and there are no former items or armisho r s, either oral or otherwise. In witness where of the parties have executed this Service Agreement: Date Bangor Police Department GeOrmhRe saruxom / Deep River LLC Daae RNEN LLC141 BOLTON POST ROAD, sot¢ 1, Om SAyago08, CT 8603SE9442 a(� 11 179 GETCRA dHREPORTS.COM SERVICE AGREEMENT This Service agreement outlines the terms and conditionsfor selling crash reports through fire GetCrashReports.cpm website between Ne following two Parties: Bangor Police Department GMCrashReports.com Chief Ron Gastia -And- Deep River LLC 200 Main Street 141 Boston Post Road, Ste 1 Bangor, ME M401 Old Saybrook CT 06475 This Service Agreement shall begin on and remain in force for the Service Agreement Term. In consideration of the covenants and agreements contained in this Service. Agreement, the parties agree to the following terms and conditions: IiEll , Intoe= Compensation Rite 1. Bangor Most will accepta$10.00 compensation rate for each Bangor Police crash report sold on the GetCraSM1RepOrts.mm web site. Mom Poll Chiefs Associafon Denton 3. []Yes QNo Bangor Pollee instruct GetCrashRepprts.com to add a$0.50 fae to each Bangor Police cash report sold onthe Ge rsrafiReportacam web site and donate this fee to the Maine Police Chiefs Association. Payment Method 3. Bangor Police compensation from selibrg crash reports on the GoCrol liports.com weafte will be old on a quarterly basis dated January 15n, April Igo, July 15", and October 15u. Cum 4. Bangor Miss may continue to sell crash reports to walk-in customers on an introverted basis but will direct all ether crash report requests to the GetCrodummortvmm website. Bangor Police will (when practical) handout Motorist Cards provided free by GetrCrasimeporn.com to all parties imoNed in motor vehicle crashes. Excuse for Delay or Pool to Perform S. GetCraahReports.com will not be liable in any way for a delay,non-cellvery, or defauh due to labor disputes. transportation shortages, delays in receipt of material, priorities, fires, accidents and other muses beyond the control of GetCrashiteports.wm or its partners add suppliers. DEEP RNEB LLC 141 Suspect P0Ar RDAQSDRE I, OLD SAYaeepx,U RL03888 SU2 �\ 11 179 GETCRASRREPORTS.COM SERVICE AGREEMENT Sella Agreement To 6. The SeMce Agreement Term is for one year and B aummatirallycenewed each year Peters terminated by Bangor Police a minimum Of 30days priorto the automaticfenewal date. Samoa Agreement Term na ]. Bangor Police reserve the night to pectinate this Sellae Agreement for am senator in me flnt Service Agreement year by providing written norm to GetCrashReports.Once 30 days Prior to termination. xA a. All reviews to Bangor Police or GetCrashilererds.core shah be In wmire and shah be given either personally, by a -mail, or by cer[Ined or registered mall. Gavemance and Arbnratlon 9. The interpretation, validity and effect of this agreement shall be Premed by the laws Ofthe Stateo(Maine. H any provision of this Agreement is determined by a noun or arbhntor having jurisdiction t0 be invalid or unenforceable, such invalidity or unmdorceability shall not effect the remainder of this Agreement, which shall remain in full force and effect. Risk�lays; 10. GetCr ishReports.wm uplwds electronic copies Of cash reports and cannot be wed as an offsite backup facility for cndt report originals. Bangor ponce agree to hold GetCrash eeports.mm harmless for any loss of crash report information. Swx 11. This Agreement canstautes the entire agreement between the parties and there are no further items or provisions, either oral or otherwise. In witness where of the parties have executed this Service Agreement: Date Bangor Police Department p T GetCrashRiports.wm /Deep River LLC DEEP RIVER LLC 141 BDaTC11 POST ROAD, Suds 1, Oin SweftOOX, CT B6G38E9a03