2026.04.30 AGREEMENT HB 2455 SECTION 127 RECORDS MANAGEMENT SYSTEM.DOCX
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Katie Hobbs
Governor
Elizabeth Alvarado-
Thorson
Director
ARIZONA DEPARTMENT OF ADMINISTRATION
DIVISION OF BUSINESS AND FINANCE
100 NORTH FIFTEENTH AVENUE • SUITE 302
Tempe, ARIZONA 85007
(602) 625-8325
ADOA Agreement Number DBF2025SB1735-RMS05
This Agreement is entered into by and between the Tempe Police Department and the Arizona
Department of Administration (hereinafter referred to as “ADOA”), and shall be effective as
indicated in Section 1 - Term of Agreement.
A.
Tempe
Police
Department and ADOA enter into this Agreement pursuant to Laws 2025, Ch. 233, Sec. 127 of
the First Regular Session. Whereas $3,208.500.00 was appropriated for the Law Enforcement
Records Management System, established under Laws 2024, Ch. 209, Sec. 127, for fiscal year
2025-2026. From this appropriation, the ADOA shall allocate $ 189,700.00 to Tempe Police
Department.
B.
Pursuant to A.R.S. §
41-703(7), the ADOA Director can contract with or assist other departments, agencies and
institutions of the state, local and federal governments in the furtherance of the department's
purposes, objectives and programs.
C.
Pursuant to A.R.S. §
41-703(8), the ADOA Director can accept and disburse grants, gifts, donations, matching monies
and direct payments from public or private agencies for the conduct of programs that are
consistent with the overall purposes and objectives of the department.
D.
The Tempe Police
Department has those duties set out in Laws 2024, Ch. 209, Sec. 127, including contracting for
those services necessary or desirable to enable the Tempe Police Department to adequately
perform its duties.
For and in consideration of the terms and conditions set forth herein, the parties agree as follows:
1.
Term of Agreement
This Agreement shall be effective from July 1, 2025 and shall remain in effect until June 30,
2025.
2.
Scope of Services
The Tempe Police Department agrees to provide services related to the implementation,
maintenance, and support of a Law Enforcement Records Management System, as described in
Laws 2024, Ch. 209, Sec. 127. The services will include the following:
A pilot program to connect the records management systems and computer aided dispatch
systems of four agencies, including the Pinal County sheriff's office. The software for the pilot
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project must do all of the following:
(a) Be able to integrate data from common law enforcement systems such as computer
aided dispatch and records management systems on a real-time basis.
(b) Provide capabilities to deduplicate redundant records in law enforcement systems.
(c) Provide advanced configurable search, analytics and visualization capabilities to
support common law enforcement mission needs.
(d) Provide granular access controls that allow law enforcement agencies to appropriately
restrict access to information by data type, organization, roles, responsibilities, individual
investigations and other parameters.
(e) Allow for secure, permission-controlled data integration and sharing between any
participating Arizona law enforcement agencies.
(f) Be accessible on a wide variety of common law enforcement agency devices such as
desktops, laptops, in-car computers and mobile devices.
(g) Have a demonstrated track record of meeting or exceeding similar mission needs and
the ability to reach full operational capability within ninety days of initiation.
(h) Allow for integration with existing law enforcement agency identify and access
management solutions, such as single-sign-on and multi-factor authentication.
(i) Be hosted in a secure, criminal justice information services compliant cloud
environment that can scale to accommodate the increasing volume and velocity of Arizona
law enforcement data needs.
(j) Meet or exceed all federal bureau of investigation criminal justice information services
security standards.
(k) Provide granular audit logging for all user interactions with data.
(l) Provide a fully open, interoperable architecture and business terms that ensure that
Arizona law enforcement agencies retain full and total rights to agency data at all times.
3.
Changes to Scope of Services
Either party may request changes to the Scope of Services provided. Such a request by a party
must be in writing to the other party, and the change to the Scope of Services must be approved
in writing by the Tempe Police Department and ADOA. Any additional services provided by
ADOA shall be subject to then-current established ADOA billing rates and paid for in accordance
with Section 5.
4.
Reporting Requirements
The Tempe Police Department shall submit a financial report on or before September 30th of
each year to the ADOA of all expenditures made for the Law Enforcement Record Management
System in the preceding fiscal year.
The Tempe Police Department shall submit a program report on or before September 30th of
each year to the ADOA of a summary of the program activities for the Law Enforcement Record
Management System in the preceding fiscal year.
5.
Manner of Financing
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The Arizona Department of Administration shall distribute the sum of $189,700.00 to the Tempe
Police Department to establish and maintain a Law Enforcement Records Management System,
established under Laws 2024, Ch. 209, Sec. 127. This distribution is based on the appropriated
amount from Laws 2025, Ch.233, Sec. 127, subject to the availability of funds and compliance
with all applicable laws and regulations.
The Tempe Police Department acknowledges that these funds are intended to be used
exclusively for the implementation, maintenance, and support of the Law Enforcement Records
Management System program, and that any use of the funds for purposes other than those
authorized under this agreement may result in the termination of the agreement and forfeiture of
the remaining funds. The parties agree to maintain accurate records of all expenditures related to
the Law Enforcement Records Management System.
6.
Termination
Either party may terminate this Agreement upon thirty (30) calendar days written notice to the
other party.
In the event the parties determine the Scope of Services requires the acquisition of capital
equipment necessary for the business functions of the Tempe Police Department and determine
to amortize the cost of such equipment over several years, the Tempe Police Department shall
reimburse ADOA for such unamortized amounts on or before the date the contract is terminated.
In the event resources other than capital equipment have been specifically acquired for the
Tempe Police Department business function and upon the determination by Tempe Police
Department to terminate this Agreement prior to ADOA’s recovery of the cost of these resources,
Tempe Police Department shall be responsible to reimburse ADOA for the unrecovered cost of
these resources, on or before the date the contract is terminated.
UNIFORM TERMS AND CONDITIONS
7.
Administration and Operation
●
Records. Under A.R.S. § 35-214 and § 35-215, the Tempe Police Department shall retain
any and all Data and other “records” relating to the acquisition and performance of the
Agreement for a period of five (5) years after the completion of the award. All records
shall be subject to inspection and audit by the State at reasonable times. Upon request,
the Tempe Police Department shall produce a legible copy of any or all such records.
●
Non-Discrimination. The Tempe Police Department shall comply with State Executive
Orders No. 2023-01, 2009-09, and any and all other applicable Federal and State laws,
rules and regulations, including the Americans with Disabilities Act.
●
Audit. Pursuant to A.R.S. § 35-214, at any time during the term of this Agreement and
five (5) years thereafter, the Tempe Police Department’s books and records shall be
subject to audit by the State and, where applicable, the Federal Government, to the extent
that the books and records relate to the performance of the Agreement.
●
Facilities Inspection and Materials Testing. The Tempe Police Department agrees to
permit access to its facilities, and the Tempe Police Department’s processes or services,
at reasonable times for inspection of the facilities or Materials covered under this award.
The State shall also have the right to test, at its own cost, the Materials to be supplied
under this award. Neither inspection of the Tempe Police Departments facilities nor
Materials testing shall constitute final acceptance of the Materials or Services.
●
Advertising, Publishing and Promotion of Award. The Tempe Police Department shall
not use, advertise or promote information for commercial benefit concerning this award
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without the prior written approval of ADOA.
8.
Federal Immigration and Nationality Act. Tempe Police Department shall comply with
all federal, state and local immigration laws and regulations relating to the immigration
status of their employees during the term of the award. The State shall retain the right to
perform random audits of Tempe Police Department records or to inspect papers of any
employee thereof to ensure compliance. Should the State determine that the Tempe
Police Department be found noncompliant, the State may pursue all remedies allowed by
law, including, but not limited to: suspension of work, termination of the award for default
and suspension.
9.
E-Verify Requirements. In accordance with A.R.S. § 41-4401, Tempe Police Department
warrants compliance with all Federal immigration laws and regulations relating to
employees and warrants its compliance with Section A.R.S. § 23- 214, Subsection A.
10. Availability of Funds for the Current State Fiscal Year. Should the State Legislature
enter back into session and reduce the appropriations or for any reason and these
Materials or Services are not funded, the State may take any of the following actions:
●
Accept a decrease in award offered to the Tempe Police Department;
●
Cancel the award; or
●
Cancel the award and re-solicit the requirements.
11. Personnel. Tempe Police Department warrants that its personnel will perform their duties
under the Agreement in a professional manner, applying the requisite skills and
knowledge, consistent with industry standards, and in accordance with the requirements
of the award. Tempe Police Department further warrants that its key personnel will
maintain any and all certifications relevant to their work, and Tempe Police Department
shall provide individual evidence of certification to State’s authorized representatives upon
request.
12. Agreement Termination
●
Cancellation for Conflict of Interest. Pursuant to A.R.S. § 38-511, the State may cancel
this Agreement within three (3) years after Agreement execution without penalty or further
obligation if any person significantly involved in initiating, negotiating, securing, drafting or
creating the Agreement on behalf of the State is or becomes at any time while the
Agreement or an extension of the Agreement is in effect an employee of or a consultant
to any other party to this Agreement with respect to the subject matter of the Agreement.
The cancellation shall be effective when the Tempe Police Department receives written
notice of the cancellation unless the notice specifies a later time. If the Tempe Police
Department is a political subdivision of the State, it may also cancel this award as provided
in A.R.S. § 38-511.
●
Termination for Convenience. The State reserves the right to terminate the Agreement,
in whole or in part at any time when in the best interest of the State, without penalty or
recourse. Upon receipt of the written notice, the Tempe Police Department shall stop all
work, as directed in the notice, notify all contractors of the effective date of the termination
and minimize all further costs to the State. The Tempe Police Department shall be entitled
to receive just and equitable compensation for work in progress, work completed, and
Materials or Services accepted before the effective date of the termination. The cost
principles and procedures provided in A.R.S. § 41-2543 and A.A.C. Title 2, Chapter 7,
Article 7, shall apply.
13. Arbitration. The parties to this Agreement agree to resolve all disputes arising out of or
relating to this Agreement through arbitration, after exhausting applicable administrative
review, to the extent required by A.R.S. § 12-1518, except as may be required by other
applicable statutes (A.R.S. Title 41).
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14. This Agreement does not imply authority to perform any tasks or accept any responsibility
not expressly stated in this Agreement.
15. This Agreement does not create a duty or responsibility unless the intention to do so is
clearly and unambiguously stated in this Agreement. This Agreement shall not relieve the
Parties of any obligation or responsibility imposed on it by law.
16. This Agreement contains the entire agreement of the Parties with respect to its subject
matter and supersedes all prior and contemporaneous agreements, understandings, and
inducements, whether express or implied, oral or written.
17. Any change, modification, or extension of this Agreement must be submitted to the ADOA
in writing or email.
18. This Agreement has been arrived at by negotiation and shall not be construed for or
against any Party.
19. The failure of either Party to insist in any one or more instances upon the full and complete
performance of any of the terms and provisions of this Agreement to be performed by the
other Party or to take any action permitted by this Agreement shall not be construed as a
waiver or relinquishment of the right to insist upon full and complete performance of the
same or any other covenant or condition either in the past or in the future. The acceptance
by either Party of sums less than may be due and owing at any time shall not be construed
as an accord and satisfaction.
20. The substantive laws of Arizona (without reference to any choice of law principles) shall
govern the interpretation, validity, performance and enforcement of this Agreement. The
Parties further agree to cooperate in all ways reasonable and necessary to comply with
the applicable statutes, including amending this Agreement as needed in the future and
making any refunds or payments that might be required to bring the Parties into full
compliance with applicable law.
21. Nothing in this Agreement is intended to create any third-party beneficiary rights; and the
State and the Tempe Police Department expressly state that this Agreement does not
create any third-party rights of enforcement.
22. This Agreement may be executed in any number of counterparts, all such counterparts
shall be deemed to constitute one and the same instrument, and each of said counterparts
shall be deemed an original hereof.
23. If the last day of any time stated herein shall fall on a Saturday, Sunday, or legal holiday
in the State of Arizona, then the duration of such time shall be extended so that it shall
end on the next succeeding day which is not a Saturday, Sunday, or legal holiday.
24. Except as expressly provided herein, no Party may delegate or assign its rights or
responsibilities under this Agreement without prior written approval of the other Party and
any purported assignment or delegation in violation of this provision shall be void.
25. Any deviation or failure to comply with the purpose and/or conditions of this Agreement
without prior approval may constitute sufficient reason for ADOA to terminate this
Agreement, require the return of all unspent funds, perform an audit of expended funds,
and require the return of any previously spent funds which are deemed to have been spent
in violation of the purpose or conditions of this agreement.
26. All notices required or permitted under this Agreement shall be given in writing and
addressed as follows:
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Tempe Police Department:
ADOA:
City of Tempe
Arizona Department of Administration
Tempe Police Department
Division of Business and Finance
120 E. 5th Street
100 N. 15th Avenue
Suite 302
Tempe, AZ 85281
Tempe, AZ 85007
ATTN: Ronald Schaub
ATTN: Michael Gurr
Technical Services Bureau Manager
Deputy Assistant Director
Phone Number: 480.858.6117
Email: ronald_schaub@tempe.gov
Phone Number: 602.625.8325
Email: mike.gurr@azdoa.gov
THIS AGREEMENT IS THE COMPLETE AND EXCLUSIVE STATEMENT OF THE
UNDERSTANDING BETWEEN THE PARTIES, AND IT SUPERSEDES ALL PROPOSALS,
ORAL OR WRITTEN, AND ALL OTHER DOCUMENTS OR COMMUNICATIONS BETWEEN
THE PARTIES RELATIVE TO THE SUBJECT MATTER HEREIN COVERED, UNLESS SUCH
DOCUMENTS OR COMMUNICATIONS ARE SPECIFICALLY INCLUDED BY REFERENCE.
IN WITNESS WHEREOF, the parties have executed this Agreement:
Tempe Police Department:
ADOA:
City of Tempe
Arizona Department of Administration
By: _____________________________
By: ______________________________
Kenneth McCoy
Chief of Police
Elizabeth Alvarado-Thorson
Director
Date: ___________________________
Date: ____________________________