Res No 210-12-13767RESOLUTION NO:21 0-1 2-1 3767
A Resolution authorizing the City Manager to enter into an Interlocal Agreement
with the Miami-Dade County Clerk of Courts in order for the South Miami Police
Department tobe part of the County Clerk's Office e-citation integration server,
which will allow SMPD to transfer/transmit all traffic citations and attendant
document data electronically.
WHEREAS,the South Miami Police Department issues approximately 13,000 moving,non-
moving and parking traffic citations annually,and
WHEREAS,these citations and pertinent documents (i.e.Witness listsor A-forms)arecurrently
being processed manually bytheSM Communications officers andsent through theU.S.mail within five
(5)days of issuance,using transmittal forms which are used to verify the citation number(s)being
delivered to the clerk's office,and
WHEREAS,asan alternative tothe paper process described above,the Miami-Dade Clerk of the
Courtseeksto promote the submission byalllaw enforcement agencies,including the South Miami
Police Department,of electronic data files containing citation data,and
WHEREAS,the e-citation process willsavetheCity of South Miami time,postage,andhuman
resource allocation.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI,FLORIDA:
Section 1;TheCity Manager is authorized toenterintoan Interlocal Agreement withtheMiami-
Dade County Clerk of theCourt,a political subdivision of theState of Florida,so that the South Miami
PoliceDepartmentcan participate inthee-citationprocess.
Section 2;If anysectionclause,sentence,orphrase of thisresolutionisforanyreasonheld
invalidorunconstitutionalbyacourt of competentjurisdiction,theholdingshallnotaffectthevalidityof
the remaining portions of this resolution.
Section3:Thisresolutionshallbecomeeffectiveimmediatelyuponadoptionbyvote of theCity
Commission.
PASSED AND ADOPTED this 16tftiay of October 2012.
ATTEST:
riTY CLERK 0
O FORM,
APPROVED:
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Liebman:
Commissioner Newman:
Commissioner Harris:
Commissioner Welsh:
5-0
Yea
Yea
Yea
Yea
Yea
To:
From:
Date:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor &Members of the City Commission
Hector Mirabile,PhD.,City Manager•/-•
October 5,2012
//
Agenda Item No.:
2001
Subject:A Resolution authorizing the City Manager to enter into anInterlocal
Agreement with the Miami-Dade County Clerk of Courts in order for the South
Miami Police Department to be part of the County Clerk's Office e-citation
integration server,which will allow SMPD to transfer/transmit all traffic
citations and attendant document data electronically.
Background:TheSouthMiamiPolice Department issues approximately 13,000moving,non-
moving and parking traffic citations annually which require that they be
processed by hand and sent to the County Clerk's Office via the U.S.mail within
five(5)days of issuance.By entering into the Interlocal Agreement with the
Clerk's Office,the South MiamiPolice Department will be able to transmit all of
these citations electronically,thereby saving time,postage and human resource
allocation.
Attachments:•Proposed Resolution
•Interlocal Agreement
AGREEMENT
THIS INTERLOCAL AGREEMENT is made and entered into as ofthis %)'day of QOkbtf,
%OfL,by and between MIAMI-DADE COUNTY CLERK OF COURTS,a political subdivision of the
State of Florida (hereinafter referred toasthe "CLERK'S OFFICE")and the CITY/AGENCY
<k>ofr>m\wn\fP s under the State ofFlorida,(hereinafter referred to as the "CITY/AGENCY").
WITNESSETH:
WHEREAS,theMiami-DadeCounty Clerk's Officeis vested withtheintergovernmental
jurisdiction tomanagetheTrafficViolationsBureau(hereinreferredtoasthe"TVB"),whichoverseesthe
collection,the disbursement of trafficviolationrevenues,andthe processing of alltrafficcourtrelated
documents;and
WHEREAS,inordertocapturerevenuelostduetoillegibilityor issue error,aswellastoenhance
productivity,the Clerk's Office in coordination with all Miami-Dade County cities andotheragencieshas
proposed to integrate thesystems of the various entities;and
WHEREAS,the CLERK'S OFFICEintendstoprovidee-citation integration servicesatnoexpense
tothe CITY/AGENCY,andwilloperateanelectroniccitationintegrationserver(hereinafterreferredtoas
the"SYSTEM")forusebytheOffice oftheClerk(TrafficViolationsBureau);and
WHEREAS,theCITY/AGENCYdesirestobeapart of the CLERK'S OFFICEe-citation
integration server;and
WHEREAS,theCLERK'S OFFICE andthe CITY/AGENCY bothendeavortoprovidetheir
citizens withthebestpossible traffic enforcement services supported by up-to-date technology,
NOW THEREFORE,forandin consideration of themutual covenants herein contained,the
CLERK'S OFFICEandthe CITY/AGENCY doherebyagreeto folly and faithfully abidebyandbebound
bythe following terms and conditions:
Page 1
ARTICLE ONE
Responsibilities of the Miami-Dade County Clerk's Office
The CLERK'S OFFICE agreesto:
1.Implementandmaintainthee-citationintegrationserver,whichwillallowcities/agenciesto
transfer all e-citation and attendant document data.
2.Ensure that oncethe SYSTEM hasbeentestedandisfollyoperational,the CLERK'S OFFICEwill
makesatisfactoryarrangementstoensurethatthecomponents of the integration server will be
serviced when necessary.
3.Provide trainedandqualified personnel tooperatethe SYSTEM atthe Clerk's Technical Services
Division andprovidesupporttothecities/agenciesonafive(5)daysaweek,8 hours adaybasis (9
A.M.-5P.M.)
4.Designateaperson(hereinafterreferredtoas"ProjectManager")whowillberesponsiblefor
handlingtheSYSTEM,administerthe SYSTEM andhandlealltechnicalissuesarisingoutof,
under,orinconnectionwiththe SYSTEM,includingbutnotlimitedto:processingchangeorders
andmodificationstothe system;coordinatingimplementation,installationand maintenance ofall
equipmentnecessarytothe satisfactory operation ofthe SYSTEM;and addressing all business and
technical issues.
5.Designateaperson,(herein referred.to as "Operational Liaison")withintheTraffic Violations
Bureau,whowillbe responsible for addressing operational andproceduralrelatedissues.
6.The Operational Liaisonand/orProject Manager will communicate with"AgencyLiaison"
regardingrequiredsystemupdatesand modifications (i.e.:violationcodetablesupdates,etc).
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ARTICLE TWO
Responsibilities of the CITY/AGENCY
The CITY/AGENCY agrees to:
1.Utilizethe CLERK'S OFFICEe-citationintegrationserverandanyupgrade(s)thereto,totransmit
tickets and related documents within thefive(5)days required byF.S.316.650.
2.Maintain allfunctionalrecordsandaccountsthatrelatetothe SYSTEM (including butnotlimited
to system and officer log-in and log-out,starting andending citation for each officer andshift,
citationtransmittalsheets,anddatauploadanddownloadrecords)inaccordancewithGenerally
Accepted Accounting Principals(GAAP),andprovidethe CLERK'S OFFICEaccesstosaid
accountsand records for auditing purposes forthe duration of the AGREEMENT.The
CITY/AGENCY agreestoabidebyall guidelines setforthintheMiami-Dade County Clerk's
OfficeE-CitationProcess Interface Control Document (hereinreferredtoasthe"ICD")Version
6.16 (V3)orhigher,andherebymadeapartofthis agreement,(seeAttachmentA.)
3.UtilizetheSYSTEMand participate intheprogramasinstructedbytheCLERK'S OFFICE andas
fullyas possible duringtheterms of thisAGREEMENT.
4.Operate all components ofthe SYSTEM infull compliance withall operational manuals,rules,and
regulations of the CLERK'S OFFICE,and the TERMS AND CONDITIONS of the CLERK'S
OFFICE(see Attachment A)
5.Notify the CLERK'S OFFICE immediately regarding the failure ofany components ofthe
SYSTEM.
6.Provide a designated person along with a back-up person (herein referred toas "Agency Liaisons")
forcommunicationwiththeCLERK'SOFFICE,theCLERK'STECHNICAL SERVICES
DIVISION,and/or the TVB;and to communicate and train officers on proper issuance and
transmission of electronic citations.
7.Once contacted bythe Clerk's Office,regarding modifications tothe ICD (including butnot
limited to violation codes tables etc.)the city/agency agrees to make all necessary changes within
24hours andto download all changes to agency equipment.
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8.Once the offices ofa City/Agency provide e-citations thru the "SYSTEM",all required and signed
paper follow-up citation copies will be filed with a transmittal sheet (asprovided intheICD).This
e-citations transmittal willbe separate from handwritten non-electronic citations,andwillbe
clearly marked as "E-CITATION FOLLOW-UP COPY".Thee-citation follow-up copies will
NOT be processed asthe charging document;itwill only beplacedinthecourt file.
9.Selectandpurchaseorbuilda traffic e-citation issuance systemthatis compliant with Ihe
requirements outlined in Attachment A.
10.Modifythetraffice-citationissuancesystem,eitherbytheCity/Agencyorthevendorthatsupplied
suchsystem,tobecompliantwithanychangesrequiredbythe SYSTEM.
11.Testtheintegrationbetweenthetraffice-citationissuancesystemandtheSYSTEMforaperiod of
10 business daysoruntilsuchtimeasthe Clerk's OfficeandCity/Agencyagreetoprocess
transactions ina production environment.
12.Understand thata citation thatisrejectedbytheSYSTEMwillnot have acasefileopened.The
rejected citation must becorrectedwithinthetraffice-citationissuance system and resubmitted to
the SYSTEM.
13.Acknowledge that if aLawEnforcementAgency(LEA)uses automated citationsbutthose
citations are NOT electronically transmitted then,thee-citation paper must befiledwiththeClerk
of Courts in a separate transmittal whereitisclearly indicated "NOT ELECTRONICALLY
TRANSMITTED".Thesecitationsmustconformtorequirementsspecifiedbelow(seesectionsA
&B)regarding bar code,papersize,andpaperquality.Informationoncitationsmustbe
standardized following Florida Uniform Traffic Citation (FUTC)format.
14.If a LEA uses automated citationsthat are electronically transmitted,the electronically filede-
citation willbetheofficiallyfiledchargingdocument.Thefollow-uppapercopies ofthee-citation,
asrequiredby 318.14(2),whichwillcontainthedefendantand officer signatures,andfingerprint if
necessary,mustbefiledwiththeClerk of Courtsinaseparatetransmittalwhereitisclearly
indicated "E-CITATION FOLLOW-UP COPY".These citations must conform to requirements
specifiedbelow(seesectionsA&B)regardingbarcode,papersize,andpaper quality.Information
on citations must be standardized following FUTC format.
Page 4
A.Agency "E-CITATION FOLLOW-UP COPY"Paper Requirements:
Automated Paper Citations,submitted as follow-up copies (#14 above),oras interim FUTC's (#13
above)mustadheretothefollowingspecifications:
1.Size-Preferably thesizeof current Florida Uniform Traffic Citation,whichis 8.5"by
4.25"Wecannotacceptsizessmallerthanthis.However,wedoacceptcitations in8.5"by
11"formatinwhichthefront ofthecitationisprintedontheleftpanelandtheback ofthe
citationisprintedontherightpanel,pertheFloridaHighwayPatrol(FHP)standard.
2.Ream Weight =15to30lb paper.
3.Thermal Paper of anykindisnot acceptable asitcurls,fadesand cannot be scanned
reliably.
4.All documents/papers (carbonless,etc)mustbe rubber roller safe-Ingredients used in
paper andink should not interact chemically with rubber -essentially they should be
chemically inert.)
5.Leadingedge ofpaperdocumentsexitingprintingdevicescannotcurlupmorethan3mm
orcurldownmorethan5mmovera30mmspanfromtheedge of thepaper.
6.All print must bein black ink.
B.Automated Barcode Requirements:
1.Thebarcodemustbe of goodenoughqualitytobereadbystandardbarcode scanners.
2.Clerk'sOffice Standard Codeis3of9(alsoknownas "code39"or "USD-3")-Current
"de-facto"Standard witha3:1ratioCode3of9isan alphanumeric,self-checking,
variable-length barcodethatusesfive black barsandfour white bars todefineacharacter.
Three barsarewideandsixare narrow.A character is represented bynine elements.An
inter-character gap separates each character.Startandstop characters are depicted as
asterisks (*)andareusedto delineate thebar code.Thebarcodeis preceded and followed
byquietzones.A check character is optional.Code 3of9 supports 26 uppercase letters,10
digits,and7 special characters which include:-.$/+%(space).
Page 5
ARTICLE THREE
Right to Offset
Ifthe CITY/AGENCY fails tomeetanyofits obligations asset forth inthis AGREEMENT andas
determined bythe CLERK'S OFFICE,and after notice tothe delinquent CITY/AGENCY andthe
providing of thirty(30)days tomeetits obligations,iftheCLERK'S OFFICE incurs costs,
expensesordamagesasaresult of suchfailure,theCLERK'SOFFICE,inadditiontoanyother
remedies,reservestherighttooffsetanysumsduetheCITY/AGENCYfromanytrafficticket
revenuesourceinanamountequaltothe CLERK'S OFFICEexpenses.
ARTICLE FOUR
Correspondence
Itis understood andagreedthatanyofficialnoticesthat result fromorarerelatedto this
AGREEMENT must bein writing andshallonlybeconsidered delivered when donesoby
certified mail to:
CITY/AGENCY COUNTY
City of <^,3t%jfyltfl-mi Traffic Violations Bureau
1351NW 12th St.,Suite 8500
,Florida Miami,Florida 33125
Attention:Vi t?eyoc KA >rAJoJ ?fVwfifaty Manager Attention:Manuel Carames,Director
cc:Qt IfoJn UrtcftWl^fflSl4?hiefof Police
ARTICLE FIVE
Settlement of Disputes
ThepartiesagreethattheClerkof Courts shallbethe administrator ofthis AGREEMENT,but
thatallquestions,difficulties and disputes,of whatever nature,whichmayariseunderorbyreason
Page 6
of this AGREEMENT and the rendering of services and performance of obligations hereunder,
shall be subject to the parties9 obligation to mutually discuss and/or mediate any such matters that
may arise within thirty (30)days ofa request by either party to resolve any pending matter or issue.
Following the expiration ofthe thirty (30)day discussion/mediation period,nothing contained in
this AGREEMENT shall prevent either party from seeking relief through a court of competent
jurisdiction.
ARTICLE SIX
Terms of the Agreement
Theterm of thisAGREEMENTshallbeforaninitialperiod of three(3)years,withautomatic
renewals eachyearthereafter.However,this AGREEMENT maybe terminated byeitherparty
hereto by providing theotherparty with thirty(30)daysadvance written notice.All of itsterms
and conditions shall remain in full force and effect until such time that the AGREEMENT is
terminated or modified bymutualconsentoreitherparty.
ARTICLE SEVEN
Assignments
TheCITY'S/AGENCY'S obligations hereunder arenot assignable.The CITY/AGENCY shallnot
assign,transfer,pledge,hypothecate,sxirrender,or otherwise encumberordispose of itsrights
underthe AGREEMENT,oranyinterestinanyportionof same,withouttheprior written consent
of theCLERK'S OFFICE,whichconsentwillnotbe unreasonably withheld.
Page 7
ARTICLE EIGHT
Complete Agreement
No representations or warranties shall be binding upon either party unless expressed in writing
herein.
ARTICLE NINE
Modifications
ThisAGREEMENTmaynotbealtered,changedormodifiedexceptbyorwiththewrittenconsent
ofthe parties andtheClerk of Courtsas AGREEMENT administrator.
MIAMI-DADE COUNTY,FLORIDA
CLERK OF COT
HARVEY RUW,CLERK OF COURTS
ATTEST:'&IlCv(L
£Lityb^ihl)
CITY/AGENCY OF Cj^oMc^inici*}
BY:
ATTES
CITY CLERK
Page 8