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Home My WebLink About08 - CLETS Encryption RequirementCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT ' Agenda Item No. 8 June 9, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Police Department John Klein, Chief of Police, 949 644 3701, JKlein@nbpd.org nbpd.org Bill Hartford, Lieutenant, 949 644 3660, BHartford @nbpd.org SUBJECT: FUNDING FOR CLETS ENCRYPTION REQUIREMENT RECOMMENDATION: Approve an expenditure of $54,217 to upgrade and encrypt the Police Department's CAD California Law Enforcement Telecommunication System (CLETS) interface to accommodate the data encryption between the Orange County Sheriffs Department and the Police Department. Authorize the Chief of Police to execute a Professional Service Agreement with Northrop Grumman, as approved by the Office of the City Attorney. DISCUSSION: Background: The Police Department received a letter dated December 11, 2008, from the OCSD stating that California's Department of Justice (DOJ) now requires all CLETS connections to be encrypted (CLETS Policies, Practices and Procedures section 1.9.6). CLETS Policies, Practices, and Procedures section 1.9.6 Encryption Data accessed via the CLETS and transmitted through any public network segment, wireless network, untrusted network or the public Internet shall be immediately protected with encryption. The encryption shall meet the requirements specified in the FBI's CJIS Security Policy section 7.8. Encryption keys used to encrypt data accessed via the CLETS shall be managed through documented procedures detailing key generation, key distribution, key disposal, emergency procedures, key recovery and key escrow. It is the responsibility of the law enforcement or criminal justice agency to document, and keep current, all encryption key management practices. Funding for CLETS Encryption Requirement June 9, 2009 Page 2 CLETS, a data interchange switcher for SlWte data files, is a high -speed message switching system, which became operational in 1970. CLETS provides law enforcement and criminal justice agencies access to various data bases and the ability to transmit and receive point -to -point administrative messages to other agencies within California or via the National Law Enforcement Telecommunications System.1 The OCSD is the hub for all CLETS connections for the Police Department. They also recommend what equipment should be used for encrypting CLETS connections. Based on their recommendation in their December 11, 2008 letter, the Police Department will need to purchase equipment to encrypt the CLETS interface from CAD to OCSD. During conversations with both the OCSD network support staff and various encryption equipment vendors /consultants, the Police Department's CAD 9.6K connection (from CAD to OCSD) will not support the encryption technology needed. The CAD 9.6K connection is approximately 20 years old. The interface on the CAD System needs to be converted to a TCP /IP interface. This conversion process has been a recurring budget request for the past few years, but due to budgetary constraints, has not been approved. Northrop Grumman (formerly PRC), the product manufacturer of our current CAD System, has quoted a price of $49,854 (including California sales tax, $54,217) for converting the CAD 9.6K interface. Northrop Grumman is the developer of our CAD System's software and is currently under contract for service with the Police Department. As a component of the Northrop Grumman system, there is a source code that is embedded into the CAD System's software, which is a proprietary product of Northrop Grumman and limits Northrop Grumman as the sole provider for the CAD CLETS interface. Once the CAD CLETS interface is converted from the 9.6K interface to a TCP /IP interface, the CAD CLETS data will be able to utilize the existing T -1 connection to OCSD. The deadline to complete the encryption before sanctions are imposed by the DOJ is June 30, 2009. Environmental Review: Not applicable. 'US Definitions, "CLETS Law & Legal Definitions," http //: definitions.uslegal.comm / clets Funding for CLETS Encryption Requirement June 9, 2009 Page 3 Funding Availability: As authorized by Council Policy F -3, Dennis Danner, the Administrative Services Director, has approved the following transfers: $10,000 from the Utilities Fund, #1820 -8116 $10,000 from the Postage and Freight Account, #1820 -8050 $30,000 from the PC Replacement Fund, #1820 -9005 These funds will be transferred into the Computer Maintenance Software Account, #1820 -8181, to fund the upgrade and encryption of CLETS. As a result of implementing restrictive fiscal spending guidelines, excess funds were located in these accounts. Prepared by: r� Bill Hartford, Lieutenant Support Services Division Submitted by: Jo n Klein IEF OF POLICE Attachments: OCSD Letter, dated December 11, 2008 TCP /IP Scope of Work Newport Beach Police Department Chief John Klein P.O. Box 7000 Newport Beach, CA 92660 Chief Klein: The Department of Justice requires that all CLETS data traveling through public network segments be fully encrypted ( CLETS Policies, Practices and.Procedures section 1.66E). This means that the TI data line carrying your ELETE and CAD data to and from the Orange County Sheriff's Department must be equipped to encrypt data from end to end. Also impacted are any internal data lines connecting your substations-,af these lines are transmitting CLETS data. The Orange County Sheriff's Department has obtained the necessary equipment to encrypt our end' of your Tl circuit. Your agency will be required to purchase the same equipment for your end of the TI circuit. At minimum, a Cisco 2811 router with Advanced Security Software Feature Set will be necessary. A price quote is attached to this letter listing the required equipment and associated costs. To allow adequate time to purchase the necessary equipment, we will be contacting your agency to coordinate the TI line encryption in February 2009. If your agency is ready to implement prior to that time, please contact the "Sheriffs Data Center at 714 - 8344444 and you will be directed to the appropriate person. The Department of Justice has given Orange County a deadline of June 2009 to be fully compliant. If your agency is not in compliance prior to that date, you will have to work directly with DOJ on your compliance issues. Sincerely, Sandra Hutchens, Sheriff - Coroner Dave Wilson, Captain Support Services Division PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOWING CITIES AND AGENCIES: ALISD VIEJO • DANA POINT • LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST MISSION VIEJO RANCHO SANTA MARGARITA .• SAN CLEMENTE • SAN JUAN CAPISTRANO • STANTON • VILLA PARK , OC PARKS • DANA POINT HARBOR • JOHN WAYNE AIRPORT • OCTA • SUPERIOR COURT SHERIFF- CORONER DEPARTMENT SANDRA HUTCHENS COUNTY OF ORANGE SHERIFF - CORONER CALIFORNIA UNDERSHERIFF JOHN L. SCOTT ` EXECUTIVE COMMAND JACK ANDERSON 329 N. FLOWER STREET JOHN B. DAVIS SANTA ANA, CA 92793 RICK DOSTAL (714) 947 -7990 December 11, 2008 MICHAEL R.HILLMANN MIKE JAMES Newport Beach Police Department Chief John Klein P.O. Box 7000 Newport Beach, CA 92660 Chief Klein: The Department of Justice requires that all CLETS data traveling through public network segments be fully encrypted ( CLETS Policies, Practices and.Procedures section 1.66E). This means that the TI data line carrying your ELETE and CAD data to and from the Orange County Sheriff's Department must be equipped to encrypt data from end to end. Also impacted are any internal data lines connecting your substations-,af these lines are transmitting CLETS data. The Orange County Sheriff's Department has obtained the necessary equipment to encrypt our end' of your Tl circuit. Your agency will be required to purchase the same equipment for your end of the TI circuit. At minimum, a Cisco 2811 router with Advanced Security Software Feature Set will be necessary. A price quote is attached to this letter listing the required equipment and associated costs. To allow adequate time to purchase the necessary equipment, we will be contacting your agency to coordinate the TI line encryption in February 2009. If your agency is ready to implement prior to that time, please contact the "Sheriffs Data Center at 714 - 8344444 and you will be directed to the appropriate person. The Department of Justice has given Orange County a deadline of June 2009 to be fully compliant. If your agency is not in compliance prior to that date, you will have to work directly with DOJ on your compliance issues. Sincerely, Sandra Hutchens, Sheriff - Coroner Dave Wilson, Captain Support Services Division PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOWING CITIES AND AGENCIES: ALISD VIEJO • DANA POINT • LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST MISSION VIEJO RANCHO SANTA MARGARITA .• SAN CLEMENTE • SAN JUAN CAPISTRANO • STANTON • VILLA PARK , OC PARKS • DANA POINT HARBOR • JOHN WAYNE AIRPORT • OCTA • SUPERIOR COURT NOfiTf /ROP GJW9~J ,4M May 29, 2009 Newport Beach Police Department 870 Santa Barbara Drive Newport Beach, CA 92660 Attention: Mr. ]ohn Veale Northrop Grumman Information Technology, Ina 15010 Conference Center Drive Chantilly, VA 20151 Subject: Altarifm CAD TCP/IP interface to OCATS Dear Mr. Hartford: Quote #109372v2 Northrop Grumman is pleased to provide you with a quotation to replace your current A/tarijrl bi -sync OCATS interface with a TCP /IP interface. The new interface will be based on the OCATS Interface Specifications provided by your department. Scope of Work With this proposal, Northrop Grumman will perform the following tasks: • Design, develop, code, test, and install the OCATS interface driver based upon TCP /IP protocol standards, using the Orange County OCATS Interface Specification. • Modify all messages to be sent to OCATS to meet the new OCATS header requirements. • Modify the OCATS Response Handler in the CAD system to address the transactional header differences between the current interface and the proposed TCP /IP interface. This will ensure that all messages received from OCATS are correctly processed and routed for display. • Set up and configure the OCATS TCP /IP interface address requirement inside the A/tar&rm registry. • Assist the Newport Beach Police staff with integration testing; • Provide configuration management for the new interface Based on the OCATS Interface Specifications provided the Newport Beach PD, the OCATS message formats remain unchanged. Therefore, this quotation does not include any effort to modify and /or add any CAD screens /forms or transactional messages. Customer Responsibilities andAssumpifons NBPD will be responsible for the following items: • Provide all necessary hardware and routers with 128 bit encryption (3DES or AES, FIPS 140 -2 compliant); • Configuration of all routers and communication hardware; • Supply a test TCP /IP circuit, IP's and Ports to OCATS for testing • Provide necessary staff to assist with the testing of all OCATS transactions Newport Beach Alfar&lm CAD TCP /IP Interface to OCATS Quote #109372v2 Page 2 Price The price for this Proposal is $49.854.00 Applicable Sales Tax has not been included in the above prices and will be added to subsequent invoices. Payment Terms 1.) Upon Acceptance of Northrop Grumman Quotation /Issuance 40% of Purchase Order 2.) Upon Installation of Software 35% or Northrop Grumman Certifying That Modification Is Ready for Testing 3.) Upon Acceptance 25% Total Software, Services, & Miscellaneous 100% Acceptance Acceptance will occur when the testing demonstrates the new interface is successfully communicating with OCATS and responses are received for requested information; or 30 days after the Newport Beach Police Department is notified in writing that the data is available for testing. Any non - performance by non - Northrop Grumman software/hardware shall not preclude acceptance of the Northrop Grumman work. Terms and Conditions Northrop Grumman standard terms and conditions apply to this quotation and are attached for your review. An implementation schedule will be agreed upon after receipt of a purchase order or properly executed contract acceptable to Northrop Grumman. The quotation number (CSG- 109372v2) must be included in all resulting purchase orders. This quotation will expire on July 18, 2009. Northrop Grumman looks forward to working with you on this initiative and the continued support of your site. Please don't hesitate to contact LeRoy Butenhoff at (571) 313 -2387 or me at (571) 313 -2610 if you need further assistance. Regards, Sent Via Electronic Mail; May 29, 2009: Andy R. Peucker Andy R. Peucker Contracts Manager Northrop Grumman Information Technology, Inc. cc: Paul Martin LeRoy Butenhoff