Contract # : C-8607-4 - ARIZONA DEPARTMENT OF TRANSPORTATION; MVD; AMENDMENT 4; - Execution Date: 10/2/2015 C-8607-4
10/02/2015
A IV
Motor Vehicle Division August 28,2015 Douglas A.Ducey,Governor
John S.Ralikowskl,Director
Eric R.Jorgensen,Division Director
The foregoing Joint Letter of Renewal Is mutually agreed to:
Motor Vehicle Division City of Glendale Human Resources
Signature Signature
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cassendra-Holttrtt Dianne Shoemake
A+`°t C�O��'6154 vk
Name Printed Name Printed
Administrative Services Officer 1 _ LActvtGlQ
Title Title
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Date Date
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RESOLUTION NO, 5023 NEW SERIES .
A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE,
•RICOPA COUNTY, ARIZONA, AUTHORIZING AND
D RECTING THE ENTERING INTO OF A JOINT LETTER OF
NEWAL OF THE DATABASE ACCESS AGREEMENT WITH
T E ARIZONA DEPARTMENT OF TRANSPORTATION, MOTOR
V 1-IICLE DIVISION, EXTENDING THE CITY'S HUMAN
SOURCES DEPARTMENT'S ELECTRONIC ACCESS TO THE .
.
OTOR VEHICLE DIVISION'S DATA BASE FOR THREE YEARS.
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WHEREAS, the City of Glendale entered into an Intergovernmental Database Access Agreement
with the Arizona Department of Transportation, Motor Vehicle Division ("MVD"), on September 10,
2013 (C-8607), by Resolution No. 4715 New Series, providing the City with the electronic access of
MVD's data base and
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WHEREAS,the City of Glendale and the MVD wish to extend the Agreement for three years.
• NOW,TILREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE
as follows:
SECTION I. That it is deemed in the best interest of the City of Glendale and the citizens
thereof that a Joint Letter of Renewal, to extend the Database Access Agreement with the MVD for three . • ,
years be entered into, which agreement is now on file in the office of the City Clerk of the City of
Glendale.
SECTION 2. That the City Manager or designee and the City Clerk be authorized and directed to
execute and deliver any and all documents necessary fo 'd agreement on behalf of the City of '
. Glendale, . .
• .." .
PASSED, ADOPTED AND APPROVED b •e M or a .. ouneil of the City of Glen le,
Maricopa County, Arizona,this 131h day of October, 20
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N\MAYOR
ATTEST:
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City Clerk (SE• )
APPROVED AS TO FORM: .
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Acting City Man.:.er
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AGREEMENT
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.• ...,...,:`--;.:; ARIZONA DEPAR'T'MENT OF TRANSPORTATION
MOTOR VEHICLE DIVISION
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1:1”'-. �'i COMPETITIVE GOVERNMENT PARTNERSHIPS t.
r.2.,: °' 'r`. ELECTRONIC DATA SERVICES
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IIlkiii Arizona Department of Transportation
Motor Vehicle Division
ADOT Electronic Data Services,502M
1801 West Jefferson Street Phoenix,Arizona 85007
Phone:602-712-7235
Janet Napolitann Stacey K,Stanton
Governor Division Director
........_._.....__._.
Victor.M,..Mendez.
.—._-- --Director August-It 2006 —— ---- — — -
I - DATABASE ACCESS AGREEMENT--Government Non-AZ State
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IThe Department (as defined below) hereby requests authorization for connectivity to the records
database(s) of the Arizona Department of Transportation, Motor Vehicle Division (MVD). The
Department's specific access capabilities are set forth and further described in the attached Addendum)
which shall be considered a part of this Agreement between the Department and MVD.
The Department understands and agrees that it shall only access MVD's database(s)in accordance with'
the terms and conditions set forth herein. If at any time MVD believes the Department is using such"
access in an unauthorized or unlawful manner, MVD reserves the right, in its sole discretion, to
immediately terminate this Agreement.
' Definitions
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A "ADOT"means the Arizona Department of Transportation.
"Arizona ® Your Service Web Portal" or "Portal" means the single entry point through which the
Company may access MVD's database(s)under this Agreement.
"Authorized users"mean those persons who are employed or contracted by the Department to performs
the activities authorized hereunder.
"Confidential information" means all information used by and proprietary to MVD which is notl
generally known by non-MVD personnel. This includes, but is not limited to, the following types oij
information(whether or not reduced to writing or designated as confidential):
• Viewed or printed Information resulting from or related to the access provided under this!
Agreement;
• All computer software and accompanying documentation(i.e. operating systems,user's guide,etc.)l
provided by MVD,its agents,vendors or other contractors;
• MVD's personnel, financial, marketing and other internal business information, including the
manner and method of conducting business;
• MVD's strategic,operations and other business plans, measurements and forecasts;and
• Information regarding MVD's employees, electronic data access customers, vendors and other.
contractors.
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"Connectivity"means to make and/or maintain a computer connection with MVD,through the Arizonat,
® Your Service Web Portal, for the purpose of performing the activities authorized under this
Agreement.
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"Data Access Security Level" means the level of access privileges granted to the Department's
authorized users to retrieve and/or modify MVD data based on based upon the Department's stated,
eligibility for such data,as provided in•Sections II and Ili of the Agreement Addendum.
"Department" means the government entity identified and referred to in Section I of the Agreement
Addendum.
"Encrypted"means the scrambling of computerized information in order to secure data by using special,
algorithms for transmission or other purposes.
"MVD"means the Arizona Department of Transportation,Motor Vehicle Division.
"Motor Vehicle Record Request System"or"MVRRS"means the system used by the Portal provider
to facilitate the Department's electronic access to MVD record information through the Arizona®
Your Service Web Portal,
"Personal information" means information that identifies an individual, including an individual's.
photograph,social security number,driver identification number, name,address(but not the 5-digit zip!
code), telephone number, and medical or disability information, but does not include information oil
vehicular accidents,driving violations,and driver's status,
"Portal provider"means the private entity to whom the State of Arizona has awarded a statewide
contract to provide for the transmission of MVD's record information to its pre-approved electronic
data access customers via the Portal's MVVRS.
"Secure location" means an area designated specifically for the Department's authorized users tot
access MVD's database(s)pursuant to this Agreement and to which all unauthorized individuals shall,
be prohibited from accessing or viewing MVD data. The designated secure location does not,
necessarily need to be a segregated or separately enclosed area within the Department's place of1
{ business. However, reasonable measures must be undertaken at all times to ensure that the computers'
used to access MVD's database(s)are accessibly only to Department personnel with assigned user-TDs
and passwords and are, therefore, shielded from the view of the public and/or any unauthorized,
individuals.
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Records Access
The Department understands that its exclusive access to MVD records pursuant to this Agreement is
through the Portal provider's MVRRS application. Upon execution of this Agreement between the
Department and MVD,the Department's authorized users will be assigned user identifications(user
IDs)and passwords based on the Department's approved data access security level to receive such
records under federal and state law.
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The Department will have three(3)access options under MVRR.S,as described below:
t • Via a web browser over the Internet;
I • Via file(request/reply)transfers using file transfer protocol(FTP)over a dedicated and secured
line;or
i • Via sockets-based messaging over a dedicated and secured line.
Location of Activities
The Department may conduct authorized activities only at those locations which have been pre-
approved by MVD, Any disapproval of location by MVD must be based on reasonable cause.
Equipment
The Department shall obtain computer equipment and software that Is compatible with the information
systems and connectivity requirements of the Portal provider and MVD, and which wilt allow access'
Ionly to the specific database(s)listed in the Addendum to this Agreement. i
pata Security
The Department shall provide a secure location for all computer equipment used to access MVD'si
database(s).
The Department shall ,provide access to MVD's database(s) only to Department personnel or;
contractors who are authorized users, and to no one else. If at any time MVD believes that ani
authorized user is utilizing such access in an unauthorized or unlawful manner,MVD reserves the right
to immediately suspend or revoke that user's database access and/or to terminate the Department's
authorization under this Agreement. i
The Department shall comply with all policies, procedures and directives regarding security andf
database access made available to the Department by MVD during the course of this Agreement,!
Including any future amendments thereto. All subcontractors utilized to perform the activities!
authorized by this Agreement must abide by the same security and access requirements as the{
Department, '
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Upon request by MVD,the Department must disclose any existing strategic alliances,partnerships, on
subcontracting arrangements that the Department has which involve the processing and/or use of MVD!
data acquired pursuant to this Agreement,
Both during the term of this Agreement and subsequent to any termination of this Agreement, the
Department,its officers,agents,employees,contractors and representatives shall not,without the prior
written approval of MVD, disclose, distribute,or utilize in any manner not expressly authorized under
this Agreement, any confidential and/or personal information which is connected or otherwise
associated with this Agreement.
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The Department shall maintain all hard copy information and electronic data related to this Agreement/
i in a secure location at all times. j
Data Privacy
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The Department understands that both the manner in which MVD may release information from the!
records contained in its databases and the manner in which the Department may access and/or utilizes
such information are regulated by the Federal Driver's Privacy Protection Act(DPPA), 18 U.S.C. §§
2721-2725, as well as Title 28, Chapter 2, Article 5 of the Arizona Revised Statutes, It is the
responsibility of the Department, and any authorized user acting on the Department's behalf, to gai (
knowledge of all laws and applicable MVD policies and procedures which govern access to and use o
MVD records,and to determine whether the Department is legally eligible to obtain such records fiomi
MVD,
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i MVD is not an agent of the Department or its subcontractors,and is in no way responsible or liable fon
ithe decisions or interpretations made by the Department or its officers, agents, employees,contractors
I and representatives,unless the contrary is specifically stated in writing by the MVD Director,
Anyone who knowingly obtains, uses or otherwise discloses personal information from an MVD record(
for a use not permitted under 1.8 U.S.G. § 2721, and anyone requesting the disclosure of personal(,
information who misrepresents his/her identity or makes a false statement in connection thereto,with}
the intent to obtain such information in a manner not authorized by law, is subject to civil and/ort i +
criminal penalties, A violation of the DPPA or any other applicable federal or state law will cause the
immediate termination of this Agreement. I
In reference to motor vehicle records access,the Department shall not utilize its connectivity to MVD'
records database(s) under this Agreement for any purpose other than the purpose(s) specified In the
Addendum to this Agreement. If the Department seeks access to or information from MVD's
database(s)for a reason other than that specifically authorized by this Agreement, the Department must
submit a completed hard copy of the Motor Vehicle Record Request form to the appropriate IvMVDI
Unit,
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Both parties to this Agreement acknowledge that the foregoing provisions pertaining to data security,
and privacy are not intended to conflict with or violate Arizona's Public Records Law,A.R.S.§39-I0li
through § 39-161. Where such conflicts appear in the implementation of this Agreement by th�
Department, the Public Records Law will control. In the event that a request for the disclosure o
confidential and/or personal information falling within the scope of this Agreement is made, the
Department shall notify MVD in sufficient time to permit MVD to intervene as it may deem necessary
for the protection of said information,
i Network Security
iThe Department understands and agrees that any and all MVD information that it sends over external
1 or public computer networks,such as the Internet,must be encrypted.
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The Department further understands and agrees that all computers which are permanently or
intermittently connected to the Department's internal computer network(s) must employ a pre-:
approved rule and/or privilege-based access control system that,in MVD's sole judgment will serve tot
identify and authenticate each user in a manner which adequately protects MVD data from)
unauthorized access,disclosure and/or dissemination,
Personnel
The Department shall notify MVD in writing within two business days of any change in its list oil
authorized users, including, but not limited to, any subtractions from this list which may occur as a►
result of the termination of an authorized user's employment, a job transfer, or any other change in
status which establishes that the individual no longer requires access to MVD data.
The Department shall also respond immediately to all MVD inquiries concerning Its list of authorized)
users.
Non-exclusivity
This Agreement shall not preclude MVD from entering into the same or similar Agreement with other,
public or private entities,including those performing identical or similar functions as the Department.
Notification
The Department shall assign a contact person who possesses, at a minimum, the authority to,
communicate on behalf of and to answer for the Department with respect to this Agreement. Thel
contact person will sign individual user access agreements, receive and distribute user IDs within the
Department, and will maintain responsibility for record retention, problem resolution and notification'
of procedural changes.
The Department shall provide MVD in writing a description of the contact person's scope of authority
regarding department operations in general and the activities to be performed under this Agreement tat
particular. The Department shall advise MVD within two business days of any change in its designated,
contact person and provide a statement as to that person's scope of authority. All notices to oil
demands upon MVD shall be in writing and shall be delivered in person, by fax, by email,or by U.S.;
mall addressed as follows:
Motor Vehicle Division
Competitive Government Partnerships
Electronic Data Services
P.O.Box 2100, Mali Drop 502M
Phoenix,AZ 85001
Fax: 602-712-3145
Email: eds@azdot,nov •
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MVD D t
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4 All notices to or demands upon the Department by MVD will be addressed as specified in Section IV
of the Agreement Addendum.
Records
The Department shalt maintain a log or register of all MVD records it requests and all MVD records
obtains by virtue of the access provided herein.The Department shall retain this log or register either;
manually or electronically, along with all other books, papers, records, data, and accounting records
relating to this Agreement, for a period of five (5) years; or such greater or lesser time as tray be
required by federal or state law,rule,or the ADOT Records Retention Schedule.
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It is further agreed that ownership of ail records 'relating to this Agreement resides exclusively with
MVD. •
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Audit and Inspection
The Department understands and agrees that all records described in the preceding section shall be
subject to audit and inspection by authorized representatives of MVD or by any law enforcemen
agency at all times during the term of this Agreement, and for a period of five(5)years thereafter, I
MVD determines that an on-site audit or inspection of the Department outside of Arizona is necessary
the Department shall pay for the auditors' travel expenses in an amount equal to the Arizona
Department of Administration (ADOA) reimbursement rate for out-of-state travel as authorized by
A.R.S.Title 38,Chapter 4,Article 2 and Sections II-D-3 and II-D-6 of the Arizona Accounting Manuall
prepared by ADOA.
At MVO's sole discretion, the Department shall be required to retain a pre-approved independent
professional organization to audit or assess the adequacy of the Department's information technology
security procedures, including the methods and practices employed in the processing and use of MVD?
data. A written report of the results of each audit or assessment shall be provided to MVD within thirty]
(30)days of its completion. The Department shall have an audit or assessment performed based on al
frequency specified by MVD and shall not,without the express written approval of MVD,discontinues
or modify this schedule. The Department shall also pay any and all costs associated with such security
audits or assessments.
If any security and/or control deficiencies are identified as a result of an audit report, the Department
understands and agrees that it must immediately take any and all corrective measures necessary to:
resolve those deficiencies. Within thirty(30)days of the issuance of the audit report, the Department!
shall also provide MVD with a written corrective action plan which, in MVD's sole judgment,;
adequately describes the steps the Department has taken(or will take)in order to fully resolve each and)
every deficiency identified in a security audit.
Compliance
The Department shall comply with all of the terms set forth in this Agreement, together with all
applicable federal and state statutes,rules,and regulations. The Department shall also comply with all
relevant policies, procedures and directives made available to the Department by MVD duri t
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MVD De t
course of this Agreement, All Department subcontractors are held to the same compliance standards,'
and any failure to comply on the part of the subcontractor will be deemed a failure on the part of the
Department.
Non-Compliance
If the Department fails to comply as provided above, MVD reserves the right to take any remedial'
action that it deems necessary and appropriate, including the revocation of the department's account.
and termination of its Agreement in its entirety. In case of a violation of law,the Agreement shall be'
subject to immediate termination by MVD.
Cancellation
Either party may cancel this Agreement for cause or convenience upon thirty (30) days prior writ-tent
notice to the other party. MW)reserves the right to cancel this Agreement at any time,without prior'•
notice, if it determines that the public Interest so requires, and the exercise of such right shall bet
without penalty and without recourse against MVD by the Department or any of its subcontractors.
This Agreement is also subject to cancellation by the Governor of Arizona pursuant to A.R.S. § 38
511.
Except as otherwise directed by MVD, upon receipt of a notice of cancellation or termination(and to:
the extent specified in such notice),the Department shall: j
1. Immediately cease any and all activities previously authorized under this Agreement;
2. Place no further request for records pursuant to this Agreement;
3. Remit any outstanding monies owed to MVD and/or the Portal provider within forty-eight(48)l
hours;and
4. Ensure that its continued use of any records obtained prior-to the effective date of cancellation{
or termination is restricted solely to the use(s)authorized by this Agreement.
Duiation
This Agreement shall commence upon approval by the Motor Vehicle Division Director and execution
by both parties, and shall thereafter continue in effect for a term of three(3) years, unless previously:
canceled or terminated as provided herein. Upon expiration of this three-year period, the parties may`
mutually agree to extend the term of the Agreement for another three(or fewer)years by entering into a.
"Joint Letter of Renewal."
Apnlicable Law and Forum
This agreement shall in all respects be governed by and construed in accordance with the laws of the'
State of Arizona, without regard to the conflict-of-laws provisions thereof. Any action,suit,claim or
dispute arising under or related to this Agreement which the parties are unable to resolve informally
shall be brought in the state or federal courts of Arizona.
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Amendment and Modification of Agreement
The Department shall accept any modification of the Agreement for reasonable cause, if set forth in
writing and deemed necessary by MVD. Upon the amendment of any applicable law, rule or
regulation, the Agreement shall automatically be modified to reflect such amendment, Any
modification of the Agreement shall be incorporated herein and shall be subject to all other provisions,
of this Agreement.
Non-Ass4anabilitY
Unless the Department obtains the express written consent of MVD, this Agreement is not assignable!
to any other entity,in whole or in part.
Waiver/Severability
The Department agrees that a waiver of any provision of this Agreement shall not act as a waiver o
any other provision of this Agreement. If a provision of this Agreement is for any reason declared
invalid,illegal,or unenforceable, that declaration shall not affect the remainder of the provisions of the!
Agreement.
Liability
Each party (as "indemnitor") agrees to indemnify, defend and hold harmless the other party (asi
"indemnitee") from and against any and all claims, losses, liability, costs or expenses (including!
reasonable attorney's fees) (hereinafter collectively referred to as"claims")arising out of bodily injury.
of any person(including death)or property damage, but only to the extent that such claims which resulti
in vicarious/derivative liability to the indemnitee are caused by the act, omission, negligence,
misconduct,or other fault of the indemnitor,its officers,officials,agents,employees,or volunteers.
Xnsuranee
Except as provided below, and without limiting any liabilities or any other obligation of the!
Department, the Department shall purchase and maintain (and cause any relevant subcontractors tot
purchase and maintain), in a Department or companies lawfully authorized to do business in the Stated
of Arizona, and rated at least A VII in the current A.M. Best's, the minimum insurance coverages
below:
Commercial General Liability, with minimum limits of $1,000,000 per occurrence, and an!
unimpaired products and completed operations aggregate limit and general aggregate minimum!
limit of$2,000,000. Coverage shall be at least as broad as the Insurance Service Office, Inc..
Form C000010196, issued on an Occurrence basis, and endorsed to add the State of Arizona!
and Arizona Department of Transportation as an Additional Insured with reference to this!
contract,
MVD reserves the right to request and receive certified copies of all policies and endorsements.
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Certificates of Insurance acceptable to MVD shall be issued and delivered prior to the commencements
of the work defined in this contract, and shall identify this contract and include certified copies of
endorsements naming the State of Arizona and Arizona Department of Transportation as Additional
Insured for liability coverages. The certificates, insurance policies and endorsements required by this
paragraph shall contain a provision that coverages afforded will not be suspended, voided, cancelled,I
reduced in coverage or in limits except after sixty (60) days prior written notice has been given t k
MVD. All coverages, conditions, limits and endorsements shall remain in full force and effect as:
required in this contract,
Failure on the part of the Department to meet these requirements shalt constitute a material breach of,
contract, upon which MVD may immediately terminate this Agreement. Costs for coverages broaden
than those required or for limits in excess of those required shall not be charged to the State of Arizon
and Arizona Department of Transportation.
If the Department is self Insured by its State, County or Municipality, then this section of the
Agreement does not apply. Nevertheless, MVD reserves the right to request and receive evidence of
self-insurance,
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Certification
On behalf of the Department identified below, I hereby request approval of this Agreement. I certify,
that all of the information set forth herein by the Department is true and accurate,and that any records!
or information obtained from MVD's database(s)pursuant to this Agreement will be used solely for the
purposes)specified in the Addendum to this Agreement, and for no other purposes. I further certify
that I have the authority to execute this Agreement on behalf of the Department. I understand that they
Department must abide by the provisions of this Agreement if approved by the MVD Director and,
executed by both parties.
City of Glendale Human R.esourceg
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Sign. re
Jim
Jim Loeb
Name Printed
Deputy Director
Title
0106
1 Date
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For MVD USE ONLY
Received this date A J q. 5,)pd . Signed C4LTLLAI, V J
Glendale FIR I NAZ-V1/March 2006 Page 1 oft
MA) De i‘
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AUTHORIZATION
On behalf of the Arizona Department of Transportation, Motor Vehicle Division, the authorization
requested by City of Glendale Human Resources pursuant to this Agreement(including the attachedi
Addendum)is hereby approved.
DATED THIS DAY OF A/ ,. ,2O
MOTOR VEHICLE DIVISION
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Stacey K,Stanton
Director,Motor Vehicle Division
Arizona Department of Transportation
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Glendale HR/NAZ-V I/March 2006 Page 2 of 2
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QDSEE Segment Access Attachment
Name of Company or Agency: City of Glendale Human Resources
Per the Agency's Data Request Form,MVD grants access to the following
QDSBB segments:
DM00: Base Segment
Base
Segment Segment Description Access
Granted
DM00 Base Segment Yes
DM01 Previous License Segment Yes
DM02 Violation Segment Yes
DM03 Comment Segment
DM04 Warrant Segment — Yes
_DM05 Driver Improvement Segment Yes
DM06 Traffic Survival School Segment Yes _
DM07 Financial Responsibility/Mandatory Insurance
Segment
DM08 Financial Responsibility/Proof Segment
DM09 Mailinj Address Segment ; s
DM10 Traffic Complaint Suspension Segment Yes
DWI Permit/Identification License Segment
DM12 CDLIS Out of State Accident Violation Segment Yes
DM13 Cross Reference and AKA Names Segment
DM14 Nonresident Violator Compact Segment
DM15 Dishonored Check Segment
DM24 Customer Characteristics Segment
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Glendale HR/ADD-08/18/06/R.1
MVD D t
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Agreed to and Acknowledged by: Agreed to and Acknowledged by:
Motor Vehicle Division City of GtdaIe Human Resources
Electronic Data ervices p
By: � w l 7
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Name: E erett oodma tP Name: Xi Loeb
Title: Program Manager Title: tIA u Dir•ctor
Date: 6-,3/444 Date: wit
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Glendale HR/ADD-OS/18106/i2.I \i-**,��i�
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(rag Arizona Department of Transportation
Motor Vehicle Division
ADOT 1801 West Jefferson Street Phoenix,Arizona 85007
Janice K.Brewer Stacey K.Stanton
Govemor Division Director
John S.Haiikowskt December 28,2009
Director
City of Glendale Human Resources
Attn:Andrew Jennings
5850 W.Glendale Ave,13-56
Glendale,AZ 85301
RE:Joint Letter of Renewal for Expiring Agreement
Dear Mr.Jennings:
This Joint Letter of Renewal serves to extend the Database Access Agreement between City of Glendale Human
Resources and Arizona Department of Transportation,Motor Vehicle Division(MVD).
F )
The Agency understands and agrees that it shall continue to only access MVD's database(s)in accordance with the
terms and conditions set forth in the current Database Access Agreement:
Business Contact Person: Andrew Jennings
Contact Address: 5850 W.Glendale Ave.13-56;Glendale,AZ 85301
Contact Fax: 623-847-5321
Current Contract Date: August 11,2009
Name of Company; City of Glendale Human Resources
Doing Business As: City of Glendale Human Resources
Business Address: 5850 W.Glendale Ave,B-56;Glendale,AZ 85301
Mailing Address: 5850 W.Glendale Ave.B-56;Glendale,AZ 85301
Telephone Number: 623-930-2920
Addendum: N/A
By signing and returning this Joint Letter of Renewal,you are indicating authorization to extend the aforementioned
Agreement for an additional 3 years running continuous from the prior Agreement expiration date. Please forward
both copies of this original Letter to the following address:
Motor Vehicle Division
Electronic Data Services
P.O.Box 2100,502M
Phoenix,AZ 85001-2100
If you have any questions,please contact us by email at eds t@i.azdot,gov or call us at 602-712-7235.
Sincerely,
141W2
Tricia Mel
EDS Records Coordinator
Electronic Data SerVEdes
Enclosures •
AU-005 V2
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The foregoing Joint Letter of Renewal is mutually agreed to:
Motor Vehicle Division City of Glendale Human Resources
101„/%
Signature Signature
Brenda Oddy Andrew Jennings
Name Printed Name Printed
Program Manager
Acting Risk Manger
Title Title
S-/CI /RP //0
Date Date
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iLr�1 Jo 0UU4 MO
AU-005 V2 •
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Arizona Department of 'Transportation
Motor Vehicle Division
1801 West Jefferson Street Phoenix,Arizona 86007
ADOT
Janice K.Brower Stacey K.Stanton
Governor DJvtsiol}Director .
John S.Halikowskl
Director January 10,2011
City of Glendale Human Resources
Attn:Andrew Jennings
5850 W.Glendale Ave,B-56
Glendale,AZ 85301
RE:Electronic Database Access Agreement Amendment
Dear Mr.Jennings:
•
This letter serves to amend of the Database Access AgreementCity of Glendale Human Resources and the
between
Arizona Department of Transportation,Motor Vehicle Division, by adding the "Scrutinized Business Operations" - t •
section to the Database Access Agreement,In all other respects,the Agency obligations continue to be governed by
the terms and conditions set forth in the current Database Access Agreement.
Scrutinized Business Operations •
Pursuant to A.R.S.§§35-391.06 and 35-393.06,the DEPARTMENT(or private contractor)certifies that it does
not have a scrutinized business operation in Sudan or Iran. For purposes of this Agreement,the term"scrutinized
business operations"shall have the meanings set forth in A.R.S.§35-391 and/or§35-393,as applicable. If
ADOT/MVD determines that the DEPARTMENT(or private contractor)submitted a false certification,ADOT
may impose remedies as provided by law,including the cancellation or termination of this Agreement.
By signing and returning this Electronic Database Access Agreement Amendment, you are indicating that you
understand and will fully comply with the aforementioned Amendment. Please forward both copies of this original
Amendment to the following address:
Motor Vehicle Division .
Electronic Data Services
P.O.Box 2100,502M
Phoenix,AZ 85001-2100
This Amendment must be signed and returned no later than 30 days from the date of this letter
•
If you have any questions,please contact us by emelt ate IlQa azdot.eov or call us at 602-712-7235.
Sincerely,
Brenda Oddy •
)i'rbgram Manager •
•AvoosV2
The foregoing Database Access Agreement Amendment is mutually agreed to:
Motor Vehicle Division City of Glendale Human Resources
Signature Signature
Brenda Oddy Andrew Jennings
Name Printed Name Printed
Program Manager 8r g Acting Risk Manager
Title Title °
•
,"�-� .//
//3///
Date Date
•
� r
N (GEITMIt
JAN1/42 0 2011
Ely
AU.005 Vz
trill Arizona Department of Transportation
Motor Vehicle Division
A007 1801 West Jefferson Street Phoenix,Arizona 85007
Janice K.Brewer Stacoy K.Stanton
Governor Division Director
John 8.Halikawskt December 6,2012
Dire0ter
Resent 02/2612015 j
City of Glendale Human Resources
•
Attn:Dianne Shoemake
5850 West Glendale Avenue,Suite B56
Glendale,AZ 85301
RE:Joint Letter of Renewal for Expiring Agreement
Dear Sir:
This Joint Letter of Renewal serves to extend the Database Access Agreement between City of Glendale Human Resources and
Arizona Department of Transportation,Motor Vehicle Division(MVD).
The Agency understands and agrees that it shall continue to only access MVD's databases)in accordance with the terms and
conditions set forth in the current Database Access Agreement:
Business Contact Person: Dianne Shoemake
Contact Address: 5850 West Glendale Avenue,1356,Glendale,AZ 85301
Contact Phone: (623)930-2856
Contact Pax: (623)847-5321
Contact Email: dshoemake@giendaleaz.corn
Contract Expiration Date: Ianuary 4,2013
Name of Company: City of Glendale Human Resources
Doing Business As: City of Glendale Human Resources
Business Address: 5850 West Glendale Avenue,B56,Glendale,AZ 85301
Mailing Address: 5850 West Glendale Avenue,B56,Glendale,AZ 85301
Telephone Number: (623)930.2855
By signing and returning this Joint Letter of Renewal,you are indicating authorization to extend the aforementioned Agreement
for an additional 3 years running continuous Rom the prior Agreement expiration date. Please forward both copies of this original
Letter to the following address:
Motor Vehicle Division
Electronic Data Services
P.O.Box 2100,502M
Phoenix,AZ 85001-2100
If you have any questions,please contact us by email at eds@azd4t.gov or call us at 602-712-7235.
tSinci0y,
Pli
tet
:nStlo'dgna uAilr
(try
S Records Coordinator
Electronic Data Services
•
AU-005 V2 1
•
Tile foregoing Joint tetter or Renewal is mutually agreed to:
Motet'Vehicle Division City of GIemtialo Htunan Resou°pees
A Ai
Signature Stgnatnro •
Cassandra Hoiiins Dianne Shoomake
Name Printed Name Printed
Administrative Services Officer EDS Risk Manager
Tulle Title
09/3Qj2013 . 93O-I
Date Date
Awes V2 2
AGREEMENT ADDENDUM
THIS ADDENDUM is made and entered into pursuant to Arizona Revised Statute(A,R,S.) §§28-401
et seq. and § 28-455, as part of the foregoing Database Access Agreement between the Arizona
Department of Transportation, Motor Vehicle Division(hereinafter referred to as MVD)and the City
of Glendale Human Resources(hereinafter referred to as the Department).
RECITALS
I. The Agreement provides authorization for connectivity to MVD's specified records database(s)
by the following Department:
Name of Department: City of Glendale Human Resources
Doing Business As: City of Glendale Human Resources
Business Address: 5850 West Glendale Avenue,856,Glendale,AZ 85301
Mailing Address: 5850 West Glendale Avenue,B56,Glendale,AZ 85301 •
Telephone Number: (623)930-2855
II. In accordance with the Federal Driver's Privacy Protection Act (DPPA), 18 U.S.C. §§ 2721 —
2725 and A,R.S.Title 28, Chapter 2,Article 5,the Department requests authorization to access
MVD's Driver License Database solely for the purpose of carrying out the Department's
official functions as a governmental entity pursuant to the following permissible use(s)allowed
in A.R.S.§28455;(C) 1.
IIL In reliance on Recital II,MVD grants the Department authorization to access its Driver License
Database via MVRRS, and to thereby retrieve non-restricted records information contained in
such databases according to the terms and conditions stated in this Agreement between the
parties.
IV, Per this Agreement Addendum, the Department shall have authority to access the above-
referenced database(s)by utilizing the approved segment access,which is attached.
( V. Per this Agreement Addendum and Batch Specifications Attachment, the Department shall
have authority to submit the following batch accounts:
N/A
VI. All notices to or demands upon the Department by MVD shall be in writing and shall be
delivered in person,by fax, by email,or by U,S,mail addressed as follows:
Business Contact Person:
Dianne Shoemake
5850 West Glendale Avenue,B56
Glendale,AZ 85301
Fax: (623)847-5321
VII. This Addendum supersedes the Addendum signed on September 3.2006.
City of Glendale Human Resources/Dcecinber 6,2012 Page 1 of 2 L 'gyp
MVD Dept
•
CITY OF GLENDALE, an Arizona
municipal corporation
shi
Brenda S.Fischer
City Manager
ATTEST:
•
Pamela Hanna
City Clerk (SEAL)
APPROVED AS TO FORM:
1
i
• •
Mi r D.Bailey
City Attorney
The foregoing Agreement and Addendum are mutually agreed to:
Motor Widely Division City of Glendale]Kuman Resources
191. d ,� ,
Signature Signature
Thomas Opalka Dianne Shoemake
Name Printed Name Printed
Program Manager Risk Manager
Title Title
10/17/13 r J4/I
Date Date
City of Glendale Human Resources/December 6,2012 Page 2 of 2 (.!Yr 1"ip
MVD Dr
, ..
Contract No, C- 'OW)
CONTRACT - SIGNATURE ROUTING FORM
Retain Signature Routing Form with contract throughout the entire process, if you
have any questions, call the City Clerk's Office at x6152,
To Council: No ■ Yes IE Mtg Date: 10
Contract
TitI JDescript om -- _,rt►- - 0I tr\k_Le,. e.i ... -Kte v.;(A__1
Vendor Name&
Number (if known): A 01' 44 rnV
Contact Person: Extension: Dept of Contact: Date:
° OVQV i5 , ;U L4 0
************ **************ay Attorney's Office use only****************************
Appravet
�MI
.
- L • is •
City Attorney's Office / Date
Ordinance/Resolution required? Yes, attached V No
Cl Atty Staff
Attorney's notes/comments:
************************************k****************************************** )
Approved by Council on Oy "t' '1. Agenda Item No, Res./Ord. No.. 4915
Purchasing Bid#
*Contract submitted to City Clerks Office for contract numbering and signature routing,*
* Routing by City Clerk's Office ONLY *
Signatures(if applicable) Date Signed by Date Returned
Mayor
City Manager 41-R- 1 3 4-1-5ctnev 111113 1
Deputy City Manager
Attorney -1 •'1 �'� {',- - �$-(
De•artment Head
City Clerk JUNI 3 . •
Date Initial
Number of original contracts (minimum of 3 originals). I
If recording is required, one original contract is digitally recorded by the
City Clerk's Office,
1l Two original contracts sent back to originating department.
One original contract sent to Records Dept for retention.
PLEASE COMPLETE ONE GREEN SHEET FOR EACH CONTRACT SUBMITTED
ADOT
Motor Vehicle Division August 28,2015 Douglas A.Ducey, Governor
John S. Halikowski, Director
Eric R.Jorgensen, Division Director
City of Glendale Human Resources
Dianne Shoemake
5850 W.Glendale Ave.B-56
Glendale,AZ,85301
Subject:Database Access Agreement Joint Letter of Renewal
Dear Dianne Shoemake,
This Joint Letter of Renewal serves to extend the Database Access Agreement between City of Glendale Human Resources and
Arizona Department of Transportation,Motor Vehicle Division(MVD).
The City of Glendale Human Resources understands and agrees that it shall continue to only access MVD's database(s)in
accordance with the terms and conditions set forth in the current Database Access Agreement:
Business Contact Person: Dianne Shoemake
Contact Address: 5850 West Glendale Avenue,Suite 856 Glendale,AZ,85301
Contact Phone: 623-930-2856
Contact Fax: 623-847-5321
Contact Email: dshoemake@giendaleaz.com
Contract Expiration Date: 9/3/2015
Name of Company: City of Glendale Human Resources
Doing Business As:
Business Address: 5850 W.Glendale Ave.B-56 Glendale,AZ,85301
Mailing Address: 5850 West Glendale Avenue,Suite 856 Glendale,AZ,85301
Telephone Number: 623-930-2855
By signing and returning this Joint Letter of Renewal,you are Indicating authorization to extend the aforementioned Agreement for
an additional 3 years running continuous from the prior Agreement expiration date. Please forward this original Letter to EDS at
eds@azdot.gov or to the following address:
Motor Vehicle Division
Electronic Data Services
P.O.Box 2100,502M
Phoenix,AZ 85001-2100
If you have any questions,please contact us by email at edsPazdot.gov or call us at 602-712-7235.
Sincerely,
Cassandra Hollins
Electronic Data Services Manager