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Home My WebLink About20220706.tiffCwYV0,.C+ tb±5553 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: February 1, 2022 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Criminal History Record Information (CHRI) Memorandum of Understanding (MOU) with Weld County Information Technology Department (WCITD) Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of the Department's Criminal History Record Information (CHRI) Memorandum of Understanding (MOU) with Weld County Information Technology Department (WCITD). The Weld County Department of Human Services (WCDHS) wishes to enter into a Criminal History Record Information (CHRI) MOU with WCITD to ensure that WCITD maintains required security and integrity of information under its control or management and abides by the Criminal Justice Information Systems (CJIS) policy. This MOU is required by the Colorado Bureau of Investigation (CBI) and the Federal Bureau of Investigation (FBI) in order to access CHRI from CJIS systems. I do not recommend a Work Session. I recommend approval of this MOU and authorize the Chair to sign. Approve Schedule Recommendation Work Session Other/Comments: Perry L. Buck Mike Freeman, Pro -Tern Scott K. James, Chair � k ____ Steve Moreno f/ q,,, t Lori Saine �3 Pass -Around Memorandum; February 1, 2022 - CMS ID 5553 oh o43/O ZZ 2022-0706 i�ooll Hecci4 MEMORANDUM OF UNDERSTANDING BETWEEN THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES AND THE WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT THIS MEMORANDUM OF UNDERSTANDING is entered into this liidday of r4 ilyf V1, 2022, by and between the Board of County Commissioners, on behalf of the Weld County Department of Human Services, a non -criminal agency, hereinafter referred to as "WCDHS," and the Weld County Information Technology Department, also a non -criminal agency, hereinafter referred to as "WCITD". Purpose The purpose of this Memorandum of Understanding (MOU) is to ensure that WCITD maintains adequate security and integrity for criminal history record information (CHRI) while such information is under its control or management. Adequate security is defined in Office of Management and Budget Circular A-130 as "security commensurate with the risk and magnitude of harm resulting from the loss, misuse, or unauthorized access to or modification of information." Term of this Memorandum of Understanding This Memorandum of Understanding ("MOU" or "Agreement") shall be effective beginning January 1, 2022 and shall be ongoing as long as both parties desire to maintain the agreement. Roles and Responsibilities The Security and Management Control Outsourcing Standard (Outsourcing Standard) identifies the duties and responsibilities with respect to adequate internal controls within the contractual relationship so that the security and integrity of the Interstate Identification Index (III) System and CHRI are not compromised. WCITD standard security program shall include consideration of site security, dissemination restrictions, personnel security, system security, and data security. The Outsourcing Standard will be used by WCITD to maintain a security program consistent with federal and state laws, regulations, and standards (including the FBI Criminal Justice Information Services (CJIS) Security Policy) as well as with rules, procedures, and standards established by the Compact Council and the United States Attorney General. WCITD agrees to comply with the provisions of this Outsourcing Standard which are established by the Compact Council pursuant to 28 CFR Part 906 and are subject to the scope of that rule. They apply to all personnel, systems networks, and facilities supporting and/or acting on behalf of WCDHS to perform noncriminal justice administrative functions requiring access to CHRI without a direct connection to the FBI CJIS Wide Area Network (WAN). SECURITY WCITD agrees to abide by all current and hereafter approved rules of the CBI and Federal Bureau of Investigation (FBI), including but not limited to all requirements of the CJIS Security Policy. Compliance with those requirements shall be determined by the CBI. Weld County computers having access to all terminals and network equipment that protects and/or transmits the criminal justice data must be restricted to the minimum number of authorized employees needed to complete the work. o2&a_o7oo WCITD must allow adequate physical security, as required by the CJIS Security Policy to protect against any unauthorized personnel gaining access to the terminals, computer equipment or any of the stored data. All visitors to WCITD areas where CHRI is stored must be accompanied by staff personnel at all times. The security and confidentiality of information and of CHRI is, in particular, a top priority for WCDHS. WCITD agrees to comply with applicable state and federal laws, applicable rules and regulations, the most current version of the CBI, FBI Criminal Justice Information Services Security Policy, in addition to WCDHS policies, procedures, and processes which provide for the appropriate access, maintenance, security, confidentiality, dissemination, integrity, and audit requirements of CHRI in all its forms, whether at rest or in transit. WCITD agrees to ensure that all media containing CHRI will be protected and secured at all times to maintain appropriate confidentiality. WCITD agrees to security provisions outlined in the WCDHS CHRI Handling procedures. They further agree to notify WCDHS immediately of any security violation to include unauthorized access to CHRI. Within five (5) calendar days of such discovery, WCITD shall provide WCDHS with a written report documenting all security violations, corrective actions taken to resolve such violation, and the date, time, and summary of the violation. RETENTION AND DISEMINATION WCITD shall comply with WCDHS procedures regarding proper access, use & dissemination of CHRI and will ensure that only authorized users will be allowed to handle and view CHRI. WCITD agrees to comply with CHRI retention protocols outlined in the WCDHS CJIS Security Procedures. TRAINING WCITD shall ensure that each employee with access to CHRI is aware of the requirements of the Outsourcing Standard and the state and federal laws governing the security and integrity of CHRI. Personnel at WCITD with access to the CHRI, must take Security Awareness training within six (6) months of initial assignment, and biennially thereafter, as required by the CJIS Security Policy. This training shall include, at a minimum, the topics required by the CJIS Security Policy. WCITD agrees to maintain updated records of personnel who have access to CHRI and update those records within twenty-four (24) hours when changes to that access occur. WCITD will notify WCDHS within twenty-four (24) hours of any occurrence of additions or deletions. MONITORING AND AUDITING WCITD agrees to allow CBI necessary access, as determined by CBI, to the physical locations, any computer programs, any computer files, and/or network activities necessary to implement and enforce security control as defined by the CJIS Security Policy. CBI and FBI audits of WCITD will be held to determine whether policies have been established by WCDHS and implemented by WCITD. GENERAL WCDHS will not be involved in the day-to-day operations of WCITD but will work closely with them to establish and enforce the priorities necessary to meet CBI and FBI policies regarding system use. WCITD agrees to cooperate with WCDHS in the implementation of this agreement, and to accomplish the directives outlined in the CJIS Security Policy under the provisions of this agreement. Modifications. This Agreement may be modified in writing, in whole or in part, upon approval of the authorized signers. Termination. This Agreement may be terminated at any time by either party giving thirty (30) days written notice to the authorized signers. In the event that this Agreement is terminated, the data would be retained in compliance with laws and regulations by WCDHS, and WCITD access would be terminated. Entire Agreement. This MOU contains the entire agreement and understanding between the parties with respect to the subject matter hereof and may not be changed or modified except as stated herein. This MOU shall be binding upon the parties hereto, their successors, heirs, legal representatives, and assigns. WCITD and WCDHS may not assign any of its rights or obligations hereunder without the prior consent of both parties. Severability. If any term or condition of this MOU shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this MOU shall be construed and enforced without such provision, to the extent that this MOU is then capable of execution within the original intent of the parties. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. ATTRST- WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT 1t H,aft Ry n Rose (Jan 31, 2022 07:05 MST) Ryan Rose Chief Information Officer, Weld County Jan 31, 2022 Date BOARD OF COUNTY COMMISSIONERS WEL OUNTY, COLORADO Scott K. James, Chair MAR o w 2022 Date WELD COUNTY DEPARTMENT OF HUMAN SERVICES 12 U ^icy Jamie UUich (Jan 37., 2022 07:21 MST) Jamie Ulrich Director of Human Services, Weld County Jan 31, 2022 Date ,20,2P `l - 0706, New Contract Request Entity Information Entity Name* Entity ID* ❑ New Entity? WELD COUNTY INFORMATION p00045086 TECHNOLOGY DEPARTMENT Contract Name* Contract ID Parent Contract ID WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT 5553 MEMORANDUM OF UNDERSTANDING (MOU) Contract Lead* Requires Board Approval Contract Status HLOONEY YES CTB REVIEW Contract Lead Email Department Project # hlooney@weldgov.com;cobb xxIkweIdgov.com Contract Description * CBI -FBI CRIMINAL HISTORY RECORD INFORMATION MOU BETWEEN WELD COUNTY DEPT OF HUMAN SERVICES (WCDHS) AND INFORMATION TECHNOLOGY DEPT (WCITD). Contract Description 2 PA ROUTING THROUGH NORMAL APPROVAL PROCESS. ETA TO CTB 2/32022. Contract Type * Department Requested BOC.`C Agenda Due Date AGREEMENT HUMAN SERVICES Date* 02x'142022 02;23!2022 Amount* Department Email $0.00 CM- Will a work session with BOCC be required?* HumanServices weldgov.co NO Renewable m YES Does Contract require Purchasing Dept. to be included? Department Head Email Automatic Renewal CM-HurnanServices- YES DeptHead,eldgov.com Grant County Attorney GENERAL COUNTY IGA ATTORNEY EMAIL County Attorney Email CM- COU NTYATTORN EY@WELDG OV.COM if this is a renewal enter previous Contract ID if this is part of a MSA enter MSA Contract ID Note; the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Contact Info Contact Name Purchasing Purchasing Approver Approval Process Department Head JAMIE ULRICH DH Approved Date 02117/2022 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 03/02/2022 Originator HLOONEY Review Gate 1031x2022 Committed Delivery Date Renewal Date * 12,30?2022 Expiration Date Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approved Date Finance Approver CHERYL PATTELLI Finance Approved Date 02/17/2022 Tyler Ref # AG 030222 Legal Counsel KARIN MCDOUGAL Legal Counsel Approved Date 02;22/2022 Esther Gesick From: Sent: To: Cc: Subject: Attachments: Good morning CTB, FAST TRACK ITEM: Windy Luna Wednesday, January 25, 2023 955 AM CTB HS -Contract Management COMMUNICATION: FAST TRACK ITEM: Criminal History Record Information (CHRI) MOU CHRI MOU 12.10.2021 (e).pdf; Approval to move forward email.pdf £,tZ4,tt ,pLf Attached please find the Criminal History Record Information (CHRI) Memorandum of Understanding (MOU) with Weld County Information Technology Department (WCITD), (Tyler ID# 2022-0706) (CMS# 5533). This Agreement is ongoing as long as both parties desire to maintain the agreement and is reviewed on a yearly basis until it expires. This MOU will be a Fast Track item in CMS for tracking purposes only. This will be CMS# 6648. Thank you! Windy Luna Contract Management and Compliance Coordinator Weld County Dept. of Human Services 315 N. 11th Ave., Bldg A PO Box A Greeley, CO 80632 (970) 400-6544 (970) 353-5212 >-<wlunaca weld ovg .com • t 1 Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. 1 pb9V- -rDa/1 Contract Administrative Coordinator Weld County Dept. of Human Services 315 N. 1 lth Ave., Bldg A PO Box A Greeley, CO 80632 (970)400-6544 (970) 353-5212 (wluna(a�weld.gov Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. -----Original Message ----- From: NoReply(a�Weldgov.com <NoReply(a�Weldgov.com> Sent: Tuesday, October 31, 2023 7:05 AM To: CM-HumanServices <CM-HumanServicesta co.weld.co.us> Subject: Contract Management #6648 is ready for Renewal Please be aware that Contract 6648\WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT MEMORANDUM OF UNDERSTANDING (MOU) is ready for Renewal. The Department is: HUMAN SERVICES The Contract Review date is:10/31/2023 The Renewal date is: 12/31/2023 The Expiration Date is: The Contract Lead is:WLUNA\wluna(a�weldgov.com;cobbxxlkta,weldgov.com Thank -you Cheryl Hoffman To: Windy Luna; CTB Cc: HS -Contract Management Subject: RE: COMMUNICATION: FAST TRACK ITEM: Criminal History Record Information (CHRI) MOU Got it and will scan it in with the form. Cheryl L. Hoffman Deputy Clerk to the Board 1150 O Street/P.O. Box 758 Greeley, CO 80632 Tel: (970) 400.4227 choffman@weld.gov From: Windy Luna <wluna@weld.gov> Sent: Thursday, November 2, 2023 2:29 PM To: CTB <CTB@co.weld.co.us> Cc: HS -Contract Management <HS-ContractManagement@co.weld.co.us> Subject: COMMUNICATION: FAST TRACK ITEM: Criminal History Record Information (CHRI) MOU Good afternoon CTB, FAST TRACK ITEM: Attached please find the Criminal History Record Information (CHRI) Memorandum of Understanding (MOU) with Weld County Information Technology Department (WCITD), (Tyler ID# 2022-0706) (CMS# 5533). This Agreement is ongoing as long as both parties desire to maintain the agreement and is reviewed on a yearly basis until it expires. This MOU will be a Fast Track item in CMS for tracking purposes only. This is CMS# 7584. Enjoy your day, Windy Luna Contract Administrative Coordinator Weld County Dept. of Human Services 315 N. 11th Ave., Bldg A PO Box A Greeley, CO 80632 (970) 400-6544 (970) 353-5212 5w1una(0(weld. oovv Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. Cheryl Hoffman To: Windy Luna; CTB Subject: FW: Fast Tracked Contract ID (7584) Thank you, Windy. I'll use this one. / �� 75);,—gaj4_ Enjoy your Friday! Cheryl L. Hoffman Deputy Clerk to the Board 1150O Street/P.O. Box 758 Greeley, CO 80632 Tel: (970) 400.4227 choffman@weld.gov -----Original Message ----- From: noreply@weldgov.com <noreply@weldgov.com> Sent: Thursday, November 2, 2023 4:11 PM To: CM-ClerktoBoard <CM-ClerktoBoard@co.weld.co.us>; Windy Luna <wluna@weld.gov>; Lesley Cobb <cobbxxlk@weld.gov>; CM-HumanServices-DeptHead <CM-HumanServices-DeptHead@co.weld.co.us> Subject: Fast Tracked Contract ID (7584) Contract # 7584 has been Fast Tracked to CM -Contract Maintenance. You will be notified in the future based on the Contract information below: Entity Name: WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT Contract Name: WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT MEMORANDUM OF UNDERSTANDING Contract Amount: $0.00 Contract ID: 7584 Contract Lead: WLUNA Department: HUMAN SERVICES Review Date: 10/31/2024 Renewable Contract: YES Renew Date: 1/1/2024 Expiration Date: Tyler Ref #: 20220706 Thank -you 2o - 0 70 1'na It From: Susan Biorland To: Windy Luna Cc: HS -Contract Management Subject: RE: Contract Management #6648 is ready for Renewal Date: Tuesday, October 31, 2023 9:37:26 AM Hello, Windy. There are no changes needed so we can move forward with the fast track. Thank you! Susan Bjorland Administration Support Unit Manager Weld County Department of Human Services 315 N. 11th Ave. Bldg. A P.O. Box A Greeley, CO 80632 www.weldgov.com Cell Phone: 970-590-4553 Direct Line 970-400-6506 FAX 970-353-5215 "Engage, guide, and support through professional and dedicated individualized service to positively impact the mission and vision of Weld County Department of Human Services." Vision: The people of Weld County are connected to the resources needed to thrive in the community and feel safe and empowered. Mission: Engaging and partnering with the community to improve the safety, health and well-being of individuals and families through the delivery of responsive and collaborative services. Department Values: Accountability I Integrity I Service I Communication I Innovation Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. -----Original Message ----- From: Windy Luna <wluna(a�weld.gov> Sent: Tuesday, October 31, 2023 9:33 AM To: Susan Bjorland <sbjorland@weld.gov> Cc: HS -Contract Management<HS-ContractManagementcaaco.weld.co.us> Subject: RE: Contract Management #6648 is ready for Renewal Good morning Susan, Below is an expiry notice for an Memorandum of Understanding between The Weld County Department of Human Services and The Weld County Information Technology Department for Criminal History Record Information (CHRI). This MOU is in perpetuity. Are any changes needed? If not, we can Fast Track this. If so, please let us know your wishes. Enjoy your day, Windy Luna Houstan Aragon From: noreply@weldgov.com Sent: Thursday, December 19, 2024 9:46 AM To: CM-ClerktoBoard; Sara Adams; Lesley Cobb; CM-HumanServices-DeptHead Subject: Fast Tracked Contract ID (8983) Contract # 8983 has been Fast Tracked to CM -Contract Maintenance. You will be notified in the future based on the Contract information below: Entity Name: WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT Contract Name: WELD COUNTY INFORMATION TECHNOLOGY DEPARTMENT MEMORANDUM OF UNDERSTANDING Contract Amount: $0.00 Contract ID: 8983 Contract Lead: SADAMS Department: HUMAN SERVICES 3 (vc- Ij Review Date: 11/3/2025 Renewable Contract: YES G�S� Renew Date: 1/1/2026 Expiration Date: Tyler Ref #: Thank -you ZO221(k0 IiUull Houstan Aragon From: Sara Adams Sent: Thursday, December 19, 2024 9:45 AM To: CTB Cc: HS -Contract Management Subject: FAST TRACK - Weld County Information Technology Department MOU (CMS #8983) Good morning CTB, FAST TRACK ITEM: Attached please find the Weld County Information Technology Department MOU (Tyler ID# 2022- 0706). This MOU is in perpetuity and is reviewed on a yearly basis. No changes are required. This will be a Fast Track item in CMS for tracking purposes only (CMS# 8983). Thank you, Sara Sara Adams Contract Administrative Coordinator Weld County Dept. of Human Services 315 N. 11th Avenue, Building A PO Box A Greeley, CO 80632 (970) 400-6603 sadams@weld.gov **Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. Hello