12-042 Participant Agreement, AlertSCC, Non-Emergency Messaging Opt In / Opt Out Authorization, County of Santa Clara ;.ALERTsCC Non-Emergency Messaging
`,✓ SANTA[SARA MHOS STINdK•V;(F1.%,4
Opt In / Opt Out Authorization
Please mark your selection below to Opt In or Opt Out of non-Emergency messaging for AIertSCC.
City Name: City of Cupertino
Authorized representative: Rick Kitson
Title: Public and Environmental Affairs Director
E-mail Address: rickk@cupertino.org
Phone Number:
rickk@cupertino.org
Non-Emergency Messaging:
❑ Opt In: 10/1/2011—9/30/2012 ® Opt Out: 10/1/2011—9/30/2012
❑ Opt In: 10/1/2012—9/30/2013 ® Opt Out: 10/1/2012—9/30/2013
Description of Services:
City Non-Emergency Messages shall be subject to an initial fee of$10,000,.which shall include the first 100,000 Non-
Emergency Messages for the applicable City during the first year.
Thereafter,the applicable City shall be subject to an additional fee of$5,000 per year which shall include 100,000 Non-
Emergency Messages for the applicable City during each such year.
A City may purchase additional Non-Emergency Messages at any time for$5,000 per each 100,000-message message pack.
Message packs shall expire one year from the date of purchase,provided,however,that all message packs shall expire upon
expiration of the term and shall not be subject to refund.
A City must give notice of their intent not less than 30 days prior to the end of the applicable year. If a City does not give 30
days'notice,AIertSCC accounts will be terminated as of the end of the applicable year.
Each City's ability to send messages shall be limited to the nu-nber of messages purchased as further described in Exhibit B,
Description of Requested Service Section a.1,of Amendment No. 1 to the AIertSCC Agreement between the County of Santa
Clara and Blackboard Connect Inc.
5 . 2? • t
Signed Date:
By signing this request, I certify that I have authority to execute this Opt In/Opt Out authorization.
Submit completed form by Thursday, September 15,2011 to:
AIertSCC Program Manager FAX: 408-294-4851
County of Santa Clara Email: alertscc.admin @oes.sccgov.org
Office of Emergency Services
55 W.Younger Avenue
San Jose,CA 95110
ft year term: October 2011 through September 30,2012. County of Santa Clara,Office of Emergency Services
2nd year term: October 2012 through September 30,2013. Page 2 of 2
ALERTSCC Non-Emergency Messaging
\\_'./ SAY£A CUOM )VKi£f?EaIK'+1F!<_.?ti"
�J Opt In/ Opt Out Authorization
Instructions
• Complete the form on page 2 and submit to County of Santa Clara Office of Emergency Services by mail,fax,
or email listed at the bottom of page 2.
• The County will provide instructions for payment to the cities that opt in.
Opt In to Non-Emergency Messaging
When a city chooses to Opt In they shall be entitled to send non-emergency messages for an additional fee, as
described below.
One-time setup fee $5,000 Initial fee to opt in to non-emergency messaging
First year use, $5,000 Use of system for non-emergency messaging,including 100,000 Non-Emergency Messages
including 100,000 for the applicable City during the first year term,October 2011 through September 30,2012.
messages
Second year use, $5,000 Use of system for non-emergency messaging,including 100,000 Non-Emergency Messages
including 100,000 for the applicable City during the first year term,October 2012 through September 30,2013.
messages
Additional message $5,000 A City may purchase additional Non-Emergency Messages at any time for$5,000 per each
packs 100,000-message message pack. Message packs shall expire one year from the date of
purchase.Examples: a) message packs purchased on Oct. 1,2011 expire Sept.30 2012;
b)message packs purchased March 1,2012 will expire February 28,2013.However,all
message packs expire when the master contract itself expires on Sept.30,2013.
Opt Out of Non-Emergency Messaging
When a city chooses to Opt Out,the city will be restricted to sending emergency messages only. A city may
choose to Opt In at a later date; however, certain restrictions will apply related to the expiration date of
purchased message packs,as explained above.
Definitions
An "Emergency" is an incident,situation or natural phenomenon that: (a) is immediately threatening to life,
health, property or the environment;or(b) has caused loss of life, health detriments, property damage or
environmental damage;or(c) has a high probability of escalating to cause immediate danger to life, health,
property or environment.
An "Emergency Message" is a voice or text message sent in connection with an Emergency or otherwise to an
employee or volunteer of the County or City(as applicable). For the avoidance of doubt,the County or City(as
applicable) can send messages to its employees and volunteers, regardless whether such messages are
emergency, outreach, informational or otherwise, and such messages shall be permissible and count towards the
County's Emergency Messages allocations and/or purchases set forth herein.
Note:These definitions pertain to the ability to use the notification service without additional cost,and differ slightly from the
legal definition of emergency that allows AlertSCC users to send calls to phone numbers in the AlertSCC 911 data set. Users are
trained on the proper use of the 911 data set in the AlertSCC training provided by SCC OES.
Questions
Questions regarding the AlertSCC Opt In/Opt Out Request form may be directed to the
AlertSCC Program Manager at 408.808.7800 or alertscc.admin @oes.sccgov.org
1n year term: October 2011 through September 30,2012. County of Santa Clara, Office of Emergency Services
2nd year term: October 2012 through September 30,2013. Page 1 of 2
AlertSCC Participant Agreement Package
The Santa Clara County Office of Emergency Services (SCC OES) is providing, to
AlertSCC authorized users, the following key documents used to implement,
govern, and use the Santa Clara County regional mass notification system, branded
as AlertSCC.
These documents are confidential and are to be restricted to individuals who have a
business need for the information. The documents are intended for authorized
users of the AlertSCC user community - the cities, agencies, departments, and
public safety special districts of Santa Clara County who will implement AlertSCC.
AlertSCC documents are owned and updated by the Santa Clara County Office of
Emergency Services (SCC OES). Please direct questions or comments about the
content to:
Santa Clara County Office of Emergency Services
AlertSCC Program Manager
55 W. Younger Avenue 4th Floor, Suite 450
San Jose, CA 95110
Phone: (408) 808-7800
Email: alertscc.admin @oes.sccgov.org
Prior to using AlertSCC, authorized users should read and understand the following
documents to become familiar with system definitions and use policies.
AlertSCC Participant Agreement Cover Memo
A memo sent to participating cities that provides an update on the AlertSCC
contract changes, action required by all cities and available emergency
notification services provided by the County Communications Department.
AlertSCC Participant Agreement Amended July 6, 2011
The Participant Agreement incorporates all the agreements, amendments,
covenants and understandings between the parties concerning AlertSCC.
The agreement includes the signed contract with Blackboard Connect Inc.
(BCI), which is available upon request and Amendment No. 1. This
document must be signed by an authorized representative from each city.
AlertSCC Non-Emergency Opt in / Opt Out Authorization
A document which signifies each cities intent to Opt-In / Opt-Out of AlertSCC
Non-Emergency messaging. This document must be signed by an authorized
representative from each city.
AlertSCC Policy Manual and Amendment No. 1
The AlertSCC Policy Manual and Amendment No. 1 provide the policies for
general use, roles and responsibilities and the administration of the Santa
Clara County Regional Mass Notification System known as "AlertSCC."
AMENDED AIertSCC Participant Agreement
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA AND
PARTICIPANTS FOR USE OF AIertSCC,
Santa Clara County Regional Mass Notification System
This Participant Agreement is entered into between the County of Santa
Clara, a political subdivision of the State of California ("County") and
("Participant") to provide Participant with access to AIertSCC, Santa Clara
County Regional Mass Notification System, including all related services,
training, updates and maintenance. This Participant Agreement is intended to
establish governance and terms for access and use of AIertSCC, the Santa Clara
County Regional Mass Notification System.
1. RECITALS
WHEREAS, County is sponsoring a countywide Regional Mass
Notification System ("AIertSCC") for the primary intent of providing timely
communication to the public and its employees; and
WHEREAS, the County controls use and access to AIertSCC, and is
making AIertSCC available to cities and agencies within the County of Santa
Clara pursuant to these agreed upon terms and conditions; and
WHEREAS, the County entered into a contract with Blackboard Connect
Inc. ("BCI Agreement"), attached hereto as Exhibit A, for the provision of
AIertSCC on or about September 23, 2008 to disseminate information to
County's citizens and businesses through computer, phone and handheld
devices; and
WHEREAS, Blackboard Connect Inc. ("BCI") agrees to provide to
Participant the services agreed to by BCI and County as contained in the BCI
Agreement Amendment No. 1, in exchange for Participant agreeing to abide by
the terms and conditions set forth in this Participant Agreement, the BCI
Agreement, Amendment No. 1 and the exhibits to said agreements; and
WHEREAS, Participant agrees to uphold the terms and conditions of the
Participant Agreement, the BCI Agreement, Amendment No. 1, the exhibits to
said agreements, and to use AIertSCC in compliance with all usage agreements
identified and incorporated herein as Exhibit A (BCI Agreement and Amendment
No. 1), and Exhibit B (AIertSCC, Santa Clara County Regional Mass Notification
System Policy Manual), and this Participant Agreement, in order to receive the
benefits under the Participant Agreement.
Now, therefore, for good and valuable consideration, the adequacy and
sufficiency of which is hereby acknowledged, the parties hereby agree as follows:
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA Page 1 of 7
AND PARTICIPANTS FOR USE OF
AIertSCC,Santa Clara County Regional Mass Notification System
Revised July 6,2011
AMENDED AIertSCC Participant Agreement
2. EXHIBITS
Exhibit A = BCI Agreement and Amendment No. 1
Exhibit B = AIertSCC, Santa Clara County Regional Mass Notification
System Policy and Procedure Manual and Policy Amendment
No. 1
3. TERM OF AGREEMENT
3.1 This Participant Agreement shall be effective as of the date of the
last signature on this Participant Agreement.
•
3.2 This Participant Agreement shall expire upon the earlier of(a)
expiration of the BCI Agreement, Amendment No. 1, or (b) termination pursuant
to Section 4.
4. TERMINATION
Either party to this Participant Agreement may in its sole discretion
terminate this Participant Agreement in whole but not in part by providing thirty
(30) days written notice to the other party.
5. MODIFICATION
This Participant Agreement shall not be altered, changed, modified, or
amended without the prior, express written consent of both parties to this
Participant Agreement. No amendment shall be effective or binding unless
approved by the County Director of Emergency Preparedness, or authorized
designee.
6. SCOPE AND USE
6.1 Use of AIertSCC and its data, including but not limited to contact
information, is governed by the terms, conditions and restrictions set forth in the
terms provided in this Participant Agreement, Exhibits A and B to this Participant
Agreement, and the then current BCI Acceptable Use Policy and Privacy Policy.
Participant agrees to the terms and conditions contained therein. In
consideration for Participant's acceptance of said terms and conditions, during
the term of this Participant Agreement, the County and each City's ability to send
messages shall be limited to the number of messages purchased as further
described in Description of Requested Service Section a.1, of Amendment No. 1
to the AIertSCC Agreement between the County of Santa Clara and Blackboard
Connect Inc.
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA Page 2 of 7
AND PARTICIPANTS FOR USE OF
AIertSCC,Santa Clara County Regional Mass Notification System
Revised July 6,2011
AMENDED AIertSCC Participant Agreement
6.2 County retains the right to modify or update Exhibits A and B as
needed, in whole or in part, during the term of this Participant Agreement.
Participant hereby consents to said modifications or updates. County will
distribute to Participant any and all revised exhibits within ten (10) business days
of the revision date. Upon transmission by County to Participant, the revised
exhibits shall thereby be incorporated into this Participant Agreement. The
revised exhibits shall not constitute a modification for purposes of Section 5 to
this Participant Agreement.
6.3 Participant, including each of its agents, officers, employees, and
representatives who are given access to AIertSCC, agrees to abide by the
individual terms of each agreement and the additional conditions incorporated
herein. Breach of use shall result in immediate individual user or Participant
access account termination.
6.4 The scope of services under this Participant Agreement is limited to
using AIertSCC to provide notification to Participant inter-departmental resources
and/or the public as described in the "AIertSCC, Santa Clara County Regional
Mass Notification System Policy and Procedure Manual" attached hereto as
Exhibit B.
6.5 Participant has received, read and understood the terms and
conditions found in "AIertSCC, Santa Clara County Regional Mass Notification
System Policy Manual and Policy Amendment No. 1" attached hereto as Exhibit
B. Participant hereby accepts said terms and conditions.
7. OWNERSHIP
Participant acknowledges and agrees that it has no ownership rights in
AIertSCC, data, phone numbers, email addresses, passwords, user IDs and
other access information to AIertSCC, training and user guides, materials
identified as confidential, the member pages of BCI's website and all other
materials pertaining to the use of AIertSCC. Participant accepts the terms of
ownership contained in the BCI Agreement.
8. WARRANTY, TRAINING, SUPPORT AND MAINTENANCE
Participant accepts the terms of warranty, training, support and
maintenance contained in the BCI Agreement.
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA Page 3 of 7
AND PARTICIPANTS FOR USE OF
AIertSCC,Santa Clara County Regional Mass Notification System
Revised July 6,2011
AMENDED AIertSCC Participant Agreement
9. CONFIDENTIALITY
Participant shall maintain the confidentiality of the information specified in
Section 7 of this Participant Agreement, the e911 data, 411 data, and the BCI
portal subscription data with the same degree of care that it uses to protect its
own confidential information, but in no event less than a reasonable degree of
care, provided, however, that, Participant may disclose confidential information to
the extent required by law.
If Participant receives a California Public Records Act ("CPRA") request
for information specified in Section 7 of this Participant Agreement, the e911
data, 411 data or the BCI portal subscription data, Participant shall notify County
in writing within twenty four (24) hours of receipt of said request so that County
can respond to the request in a timely fashion. These requests should go to the
County Director of Emergency Preparedness, If Participant provides timely notice
to the County, the County shall defend Participant against any claim, action or
litigation that may result from denial of a CPRA request.
10. INDEMNIFICATION
In lieu of and not withstanding the pro rata risk allocation which might otherwise
be imposed between the Parties pursuant to Government Code Section 895.6,
the Parties agree that all losses or liabilities incurred by a party shall not be
shared pro rata but instead the County and Cupertino agree
that pursuant to Government Code Section 895.4, each of the parties hereto
shall fully indemnify and hold each of the other parties, their officers, board
members, employees and agents, harmless from any claim, expense or cost,
damage or liability imposed for injury (as defined by Government Code Section
810.8) occurring by reason of the negligent acts or omissions or willful
misconduct of the indemnifying party, its officers, board members, employees or
agents, under or in connection with or arising out of any work, authority or
jurisdiction delegated to such party under this Agreement. No party, nor any
officer, board member, employee or agent thereof shall be responsible for any
damage or liability occurring by reason of the negligent acts or omissions or
willful misconduct of other parties hereto, their officers, board members,
employees or agents, under or in connection with or arising out of any work,
authority or jurisdiction delegated to such other parties under this Agreement.
11. LIMITATION OF LIABILITY
In no event will County be liable to Participant for any incidental or
consequential damages, including but not limited to indirect, special, punitive, or
exemplary damages for loss of business, loss of profits, business interruption, or
loss of business information, arising out of or connected with this Participant
Agreement, or for any claim by any other party, even if advised of the possibility
of such damages.
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA Page 4 of 7
AND PARTICIPANTS FOR USE OF
AIertSCC,Santa Clara County Regional Mass Notification System
Revised July 6,2011
AMENDED AIertSCC Participant Agreement
12. DISCLAIMER:
The County is providing AIertSCC "AS IS." The County makes no
warranties, express or implied, including without limitation, any implied warranties
of merchantability and/or fitness for a particular purpose, regarding the accuracy,
completeness, value, quality, validity, merchantability, suitability, and condition,
of AIertSCC, its messages, or the data contained within AIertSCC.
13. ASSIGNMENT
Neither party may assign this Participant Agreement without the other
party's prior written consent. Any assignment made in conflict with this provision
shall be void.
14. WAIVER
County's failure to require strict performance of any provision of this
Participant Agreement shall not waive or diminish County's right thereafter to
demand strict compliance with that or any other provision. No waiver by County
of any of its rights under this Participant Agreement shall be effective unless
expressed in writing and signed by the County. A waiver by County of any of its
rights shall not be effective to waive any other rights.
15. NOTICES
15.1 All deliveries, notices, requests, demands or other communications
provided for or required by this Participant Agreement shall be in writing and shall
be deemed to have been given when sent by registered or certified mail, return
receipt requested; when sent by overnight carrier; or upon telephone
confirmation to sender of receipt of a facsimile communication which is followed
by a mailed hard copy from sender. Notices shall be addressed to:
COUNTY: Office of Emergency Services
Director of Emergency Preparedness
55 W. Younger Avenue, 4th Floor
San Jose, CA 95110
PARTICIPANT:
City Manager
City of Cupertino
10300 Torre Avenue
Cupertino. CA 95014
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA Page 5 of 7
AND PARTICIPANTS FOR USE OF
AIertSCC,Santa Clara County Regional Mass Notification System
Revised July 6,2011
AMENDED AIertSCC Participant Agreement
15.2 Each party may designate a different person and address by
sending written notice to the other party, to be effective no later than ten (10)
days after the date of the notice.
16. TITLES AND HEADINGS
The titles and headings of paragraphs, sections, subsections and exhibits
are for convenience only and are not intended to affect the proper construction of
this Participant Agreement.
17. SEVERABILITY
The provisions of this Participant Agreement are severable, and if for any
reason, a clause, sentence or paragraph of this Participant Agreement is
determined to be invalid by a court or County or commission having jurisdiction
over the subject matter thereof, such invalidity shall not affect other provisions of
this Participant Agreement, which can be given effect without the invalid
provision.
18. FORCE MAJEURE
Neither party shall be liable for failure of performance, nor incur any
liability to the other party on account of any loss or damage resulting from any
delay or failure to perform all or any part of this Participant Agreement if such
delay of failure is caused by events, occurrences, or causes beyond the
reasonable control and without negligence of the parties. Such events,
occurrences, or causes will include, but not limited to, labor strikes, lockouts,
riots, acts of war, acts of God, fire and explosion.
19. ENTIRE AGREEMENT
This Participant Agreement and attached exhibits incorporate all the
agreements, covenants and understandings between the parties concerning the
subject matter hereof, and all such agreements, covenants and understandings
have been merged into this Participant Agreement. No prior agreement or
understanding, verbal or otherwise, of the parties or their agents shall be valid or
enforceable unless embodied in this Participant Agreement.
20. SURVIVAL
All sections, paragraphs, subparagraphs and exhibits shall survive
termination or expiration of this Participant Agreement.
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA Page 6 of 7
AND PARTICIPANTS FOR USE OF
AIertSCC,Santa Clara County Regional Mass Notification System
Revised July 6,2011
AMENDED AlertSCC Participant Agreement
21. GOVERNING LAWS
This Participant Agreement shall be construed and interpreted in
accordance with the laws of the State of California. Proper venue for legal action
regarding this Participant Agreement shall be in the County of Santa Clara
IN WITNESS WHEREOF, Participant has caused its duly authorized
representatives to execute and deliver this Participant Agreement as of the date
first set forth below.
COUNTY OF SANTA CLARA PARTICIPANT
\tWS--.U\i -\\C\1\kai\D■ SI.,J2e)ct
Kathleen McKenna David W. Knapp
Interim Director of Emergency Preparedness City Manager
Office of Emergency Services City of Cupertino
Date: /10 ,�i A0 I Date: 9. Z , t 1
Approved as to Form and Legality Approved as to Form and Legality
/7 _ n � A. � r>J
r/t2 Deputy County;"Co nsel City torney
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Date: , i% Date: 11- 7 it
11190 ,
1 ,
AV. 1/ 2
Ap a roved by ID ate
Coun Executive
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA Page 7 of 7
AND PARTICIPANTS FOR USE OF
AIertSCC,Santa Clara County Regional Mass Notification System
Revised July 6,2011
AIertSCC Policy Manual Amendment No. 1
Attached to and made part of the AIertSCC Policy Manual v2(Santa Clara County Regional Mass Notification
System),dated March 2010,issued to all jurisdictions that use AlertSCC.
Amendment Date: July 6,2011
Amendment to: AIertSCC Santa Clara County Regional Mass Notification System
Policy Manual
Brief Description: This amendment modifies the AlertSCC Policy Manual which provides the
policies for the use and administration of the Santa Clara County Regional Mass
Notification System known as"AIertSCC."
Submitted By: County of Santa Clara,Office of Emergency Services
Amendment Text:
The County of Santa Clara, Office of Emergency Services has amended the AIertSCC Policy Manual v2 on
July 6, 2011. Participants hereby agree as follows:
1. Section 2(Authorization for Use)
Section 2.2.2 of the AIertSCC Policy Manual shall be deemed deleted in its entirety and replaced
by the following:
2.2.2 The County and each City's ability to send messages shall be limited to the number of
messages purchased as further described in Description of Requested Service Section
a.1, of Amendment No. 1 to the AlertSCC Agreement between the County of Santa Clara
and Blackboard Connect Inc.
2. Section 3(Acceptable Use)
Section 3.2.1 of the AlertSCC Policy Manual shall be deemed deleted in its entirety and replaced
by the following:
3.2.1 Throughout the term of the signed Participant Agreement, authorized jurisdictions are
eligible to use AIertSCC based on amount of messages purchased as further described in
Description of Requested Service Section a.1, of Amendment No. 1 to the AlertSCC
Agreement between the County of Santa Clara and Blackboard Connect Inc.
Except as otherwise set forth herein,the AIertSCC Policy Manual,AIertSCC Participant Agreement and Amendment
No.1 to the"Agreement"shall remain in full force and effect.
Signature � Date 7 , (
Printed Name D,4(/I O L.0 (CAI A P('
Title Mru,Lcife-t/
July 6, 2011 Page 1 of 1
County of Santa Clara
Office of the County Executive 1(1 fi
" �County Government Center. East Wing
70 West)texiding Street ��
San Jose,California 95110
(408)299-5I 05 TA Cti%
To: Participating Cities:AlertSCC Notification System
From: Emily Harrison-Deputy County Executive,Santa Clara County �.
Kathleen McKenna—Interim Director of Emergency Prepare ess,Santa Clara County
Wing—Chief Information Officer,Santa Clara Count
Subject: AlertSCC Contract Changes
Date: July 13,2011
In September 2008,the County of Santa Clara entered into a 3-year agreement with Blackboard Connect Inc.for a countywide
emergency notification system,known today as AlertSCC.This 3-year agreement is set to expire in September 2011 but provides an
option to extend for two additional years.
Contract Changes
The County has negotiated with Blackboard Connect for a new annual rate that is nearly half of the previous rate.The new agreement
includes the following changes:
a. The new annual rate includes one million message units to be shared by the County and cities for emergency notifications*,
which will include notifications to employees.The County will purchase additional message units as needed to ensure that the
system is always available for emergency purposes.The definition of"emergency"is provided in the attached contract terms.
b. Use of the system for non-emergency notifications is available to cities for an additional cost.
The County will continue to fund AlertSCC for emergency notifications,and also pay for the E911 and 411 telephone data,which is
updated monthly. Any city that wishes to use AlertSCC for sending non-emergency notifications to residents may do so by opting in to
this service and paying the associated fees,which include the required initial one-time setup fee of$5,000,plus$5,000 annually for
100,000 messages.Additional packs of 100,000 messages may be purchased for$5,000 as needed. Opt in/opt out instructions and
additional details are provided as an attachment to this letter.
Action Required by All Cities
The authorized representative for each city must complete the following by September 15,2011.
Sign the amended AlertSCC Participant Agreement
Sign the form selecting to opt in or opt out of non-emergency use
Completed forms should be submitted to AlertSCC Program Manager at the Santa Clara County Office of Emergency Services.
Emergency Notification Service
The County Office of Emergency Services has provided AlertSCC training to hundreds of users throughout the County,but has found that
a large percentage of these users have not logged into the system for testing,and have not complied with the annual password change
policy.This indicates a lack of readiness to use the system in an emergency situation.
In an effort to simplify this process and improve AlertSCC system use readiness,the County Communications Department will be
providing centralized countywide emergency notification services on behalf of all municipalities starting later this year. The intent of this
centralized service model is to help reduce training needs,to improve emergency message consistency and program efficiencies,and to
provide a core team that is trained and ready to send emergency mess'ages to the public on a 24 x7 basis. More information about this
service and how to use it will be provided in a separate mailing.
Attachments:
AlertSCC Participant Agreement amended July 6,2011
BCI Agreement and Amendment No.1
•
AlertSCC Policy Manual and Amendment No.1
AlertSCC:Non-Emergency Messaging Opt in/Opt out Authorization
Board of Supervisors:Mike Wasserman,George Shirakawa, Dave_Cortese, Ken Yeager, Liz Kniss
County Executive: Jeffrey V.Smith 2:006
Blackboard
connect
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE COUNTY OF
SANTA CLARA AND BLAC:KBOARD CONNECT INC.
This Amendment No. 1 entered into as of June 17, 2011 ("Amendment") amends that certain Agreement By And Between The
County of Santa Clara And Blackboard Connect Inc. For County Regional Public And Internal Notification System dated as of
September 23, 2008 (the "Agreement"), between County of Santa Clara (the "Customer") and Blackboard Connect Inc., a wholly-
owned subsidiary of Blackboard Inc.("Blackboard")(collectively, the "Parties"and individually,the"Party").
In consideration of good and valuable consideration, the receipt: of which is hereby acknowledged, the parties hereby agree as
follows:
1. Section 2.1(Term of Contract)
Section 2.1 of the Agreement shall be deemed deleted in its entirety and replaced by the following:
2.1 The Agreement shall not be effective or binding Unless approved in writing by the County Chief Information Officer,
or authorized designee, as evidenced by their signature as set forth in this Agreement. The Effective Date of this
Agreement shall be the last signature date on which both parties execute this Agreement. The term of this
Agreement shall be for five (5) years. The last two years of the term may be referred to as the 'Latter Term,' as
applicable.
2. Section 3.1(Termination for Convenience)
Section 3.1 of the Agreement shall be deemed deleted in its entirety.
3. Section 8.1(Cost Summary and Compensation Plan)
Section 8.1 of the Agreement shall be deemed deleted in its entirety and replaced by the following:
8.1 Exhibit A of this Agreement is the basis for the pricing and compensation plan. The maximum compensation paid
to the Contractor is five million eight hundred and eighty thousand dollars ($5,880,000.00 USD). All fees shall be
paid according to the compensation plan listed on Exhibit A.
4. Section 8.2(Cost Summary and Compensation Plan)
Section 8.2 of the Agreement shall be deemed deleted in i:s entirety.
5. Exhibit A(Cost and Compensation Plan)
Exhibit A of the Agreement shall be amended such that Exhibit A shall deemed deleted in its entirety and replaced by the
Exhibit A attached hereto and incorporated by this refererce.
6. Exhibit B
Exhibit B, Description of Requested Service Section a, of 1 h Agreement shall be amended such that the following shall be
deemed inserted:
"a.1 Notwithstanding anything to the contrary in this Exhibit B, during the Latter Term the County's ability to send
messages shall be limited to the number of messages purchased as further described below:
A. Each year of the Latter Term the County shall be entitled to send an unlimited number of email messages.
B. Each year of the Latter Term the County shall be entitled to send 1,000,000 Emergency Messages(as defined in Exhibit A,as
PROPRIETARY AND CONFIDENTIAL 130236v1 MDN Page 1 of 4
Blackboard
connect)
amended).
C. During the Latter Term the County shall be entitled to send Non-Emergency Messages(as defined in Exhibit A,as amended)
provided that the County purchases such Non-Emergency Messages an additional fee of$5,000 per each 100,000-message
message pack.
D. During the Latter Term,a City(within the County)shall be entitled to send Non-Emergency Messages provided that the
applicable City purchases such Non-Emergency Messages. City Non-Emergency Messages shall be subject to an initial fee of
$10,000,which shall include the first 100,000 Non-Emergency Messages for the applicable City during the first year. Thereafter,
the applicable City shall be subject to an additional fee of$5,000 per year which shall include 100,000 Non-Emergency Messages
for the applicable City during each such year.A City may purchase additional Non-Emergency Messages at any time for$5,000
per each 100,000-message message pack.
E. Message packs shall expire one year from the date of purchase,provided,however,that all message packs shall expire upon
expiration of the term and shall not be subject to refund.
F. In respect of voice-messages, only successfully-delivered calls shall count toward the Emergency and Non-Emergency
Message totals set forth above. For the avoidance of doubt,failed call attempts shall not count toward such totals.
G. Blackboard will provide 411-related general contact data at Blackboard's expense. Blackboard will use employee,volunteer
and client data provided by the County, and E911 data provided by the County(at the County's expense), provided that any
requested use of such data is in accordance with applicable laws and regulations."
7. Except as otherwise set forth herein,the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF,the Parties have executed this Amendment as of the last date of execution below.
COUNTY OF SANTA CLARA BLACKBOARD CONNECT INC.
Authorized Signatory: Authorized Signatory:
Name&Title: Name&Title:
COUNTY CHIEF INFORMATION OFFICER
Execution Date:
Execution Date:
Address: Blackboard Inc.
650 Massachusetts Ave NW,6th floor
Washington DC 20001-3796,U.S.A.
Contact: Ozie Malikyar,Contract Specialist
202-463-4860 ext.2574
Fax:8184500425
Email:Ozie.malikvartablackboard.com
PROPRIETARY AND CONFIDENTIAL 130236v1 MDN • Page 2 of 4
Blackboard
connect
EXHIBIT A—COST AND COMPENSATION PLAN •
LINE CATEGORY AMOUNT CONDITION
Software Service and Support Year 1
Contractor Connect-CTY Service and Support Year $1,460,000 Payment shall be made on an annual basis,
1: beginning October 24, 2008 for the Connect-CTY
1 Service and support. For the first year,the County
The County will use Contractor's shall be invoiced for $1,060,000. The remaining
Connect-CTY service (the, "CTY Service") to send $400,000 shall be invoiced on a quarterly basis
messages to households, businesses, and other October 2008, January 2009, April 2009 and July
designated individuals (such as employees) within 2009.
the County's jurisdiction(each,a"Recipient").The
County may designate any number of users to use Invoicing shall comply with Section 9 of the
the CTY Service,including all designated staff in the Contractor/County of Santa Clara Agreement, and
County and within cities within the County, Public payment and payment terms shall comply with
Safety Special Districts and other entities that may Section 10 of the Contractor/County of Santa Clara
be involved in regional or localized notification Agreement.
processes. All capabilities and functionality of the
CTY Service is included in this contract. The scope
of CTY Service will include, but is not limited to,
what is listed in Exhibit B Statement of Work.
$1,L60,000 Annual period is October 2009 through September
30,2010. County shall be invoiced the full amount
2 Connect-CTY Service and Support Year 2-g in October 2009.
$1,460,000 Annual period is October 2010 through September
30,2011. County shall be invoiced the full amount
3 Connect-CTY Service and Support Year 3 in October 2010.
$750,000 Annual period is October 2011 through September
30,2012. County shall be invoiced the full amount
4 Connect-CTY Service and Support Year 4,limited to in October 2011.
the amount of messages purchased as follows:
A. Unlimited email messages.
B. 1,000,000 Emergency Messages(may sent by
County or City). An"Emergency"is an incident,
situation or natural phenomenon that:(a)is
immediately threatening to life,health,property or
the environment;or(b)has caused loss of life,
health detriments,property damage or
environmental damage;or(c)has a high
probability of escalating to cause immediate
PROPRIETARY AND CONFIDENTIAL 130236v1 MDN Page 3 of 4
Blackboard
connect))
danger to life,health,property or environment.
An"Emergency Message"is a voice or text
message sent in connection with an Emergency or
otherwise to an employee or volunteer of the
County or City(as applicable). For the avoidance
of doubt,the County or City(as applicable)can
send messages to its employees and volunteers,
regardless whether such messages are emergency,
outreach,informational or otherwise,and such
messages shall be permissible and count towards
the County's Emergency Messages allocations
and/or purchases set forth herein.
County Non-Emergency Messages shall be subject
to an additional fee of$5,000 per each 100,000-
message message pack.
City Non-Emergency Messages shall be subject to
an initial fee of$10,000,which shall include the
first 100,000 Non-Emergency Messages for the
applicable City during the first year. Thereafter,
the applicable City shall be subject to an additional
fee of$5,000 per year which shall include 100,000
Non-Emergency Messages for the applicable City
during each such year.A City may purchase
additional Non-Emergency Messages at any time
for $5,000 per each 100,000-message message
pack.
An"Non-Emergency Message"is any voice or text
message sent that is not an Emergency Message.
$750,000 Annual period is October 2012 through September
30,2013. County shall be invoiced the full amount
5 Connect-CTY Service and Support Year 5,limited as in October 2012.
described in Line 4 above.
PROPRIETARY AND CONFIDENTIAL 130236v1 MDN Page 4 of 4
AlertSCC
Santa Clara County
Regional Mass Notification System
Policy Manual
Santa Clara County Office of Emergency Services
March 2010
AlertSCC Policy Manual
Table of Contents
Table of Contents
Revision History ii
Contact Information ii
1 Overview 1
1.1 Purpose and Scope 1
1.2 Authority 1
1.3 Definition of AlertSCC Terms 2
1.4 Maintenance 5
1.5 Compliance 5
2 Authorization for Use 6
2.1 Purpose 6
2.2 Policies 6
3 Acceptable Use 7
3.1 Purpose 7
3.2 Policies 7
4 Security and User Account Administration 10
4.1 Purpose 10
4.2 Policies 10
5 Standards and Conventions 12
5.1 Purpose 12
5.2 Policies 12
Appendix A—Jurisdiction Codes 14
County and Cities 14
Appendix B—Standard Message Components 15
Santa Clara County Office of Emergency Services Pagei
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Revision History
Rev Date inrtials Revision
1.0 12/22/2008 AlertSCC Team Version 1.0 publication
2.0 3/10/2010 AlertSCC Team Update definitions and related sections
Contact Information
This document is owned and updated by the Santa Clara County Office of Emergency Services(SCC OES).
Please direct questions or comments about the content to:
Santa Clara County Office of Emergency Services
AlertSCC Program Manager
55 W.Younger Avenue
4th Floor,Suite 450
San Jose, CA 95110
Phone: (408)808-7803
Fax: (408)294-4851
Santa Clara County Office of Emergency Services Page ii
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1 Overview
This document provides the policies for the use and administration of the Santa Clara County
Regional Mass Notification System known as"AlertSCC." AlertSCC is powered by Connect-CTY, a mass
notification system developed by Blackboard Connect, Inc. ("BCI"),which can be used to send voice,
text, and email messages.
AlertSCC addresses three specific and different notification needs. The primary function of AlertSCC
is to send urgent,time-sensitive messages to designated recipients, such as all residents and businesses
of a specific geographical area, in the event of an emergency. AlertSCC can also be used for non-
emergency purposes, such as sending information to residents about upcoming community events.
Finally,AlertSCC can be used as an internal notification system for sending emergency and non-
emergency messages to a jurisdiction's employees and volunteers.
The County of Santa Clara has purchased AlertSCC for the use and benefit of all cities,
unincorporated areas, internal County departments, and special districts within Santa Clara County
("SCC" or"County"). Use of AlertSCC is contingent upon the jurisdiction (1)signing and abiding by the
required Participant Agreement, and (2)complying with the policies established in this document.
1.1 Purpose and Scope
The AlertSCC Policy Manual contains the general use policies and roles and responsibilities.
Implementation information and technical details are provided in the AlertSCC Implementation Guide,
which is maintained by the Santa Clara County Office of Emergency Services("SCC OES")as part of the
County's overall emergency planning and response efforts.
1.2 Authority
SCC OES will manage AlertSCC as a countywide asset under the policies contained in this document.
Acceptance of these policies by system Users is indicated by authorized signatures on a Participant
Agreement to be implemented individually between each authorized jurisdiction and the County.
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1.3 Definition of AlertSCC Terms
Category.Organizations
BCI Blackboard Connect, Inc.,the manufacturer of the mass notification system.
County The County of Santa Clara
Jurisdiction For the purpose of this document, "jurisdiction"will refer to the individual
departments,cities, and district:;that use AlertSCC.
City For the purposes of AlertSCC,the boundaries of cities are defined as the sphere of
influence set by Local Agency Formation Commission ("LAFCO").
OES Office of Emergency Services. The County and each city have this function.
SCC Santa Clara County
Category:Notification System
Connect-CTY A mass notification system developed by Blackboard Connect Inc. ("BCI")that
provides a broad range of notification methods, including voice,text,and email
messages. The County has branded the system "AlertSCC'.
AlertSCC The brand name of the mass notification system for Santa Clara County.
Contacts The phone numbers, email addresses, and street addresses for potential message
recipients.
AlertSCC Agency AlertSCC agencies are"containers"that allow contact information to be segregated
within the system. This structure enables us to restrict user access by organizational
groups,such as cities or County departments.
Group A user-defined set of existing AlertSCC contacts,similar in nature to an email
distribution list. Groups are most often used with employee data and custom
contact lists.
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Category:Contacts
Contacts used for messages to the Public
E911 Data Phone number data obtained from AT&T and Verizon that contains every land line
phone number in the County, both listed and unlisted. The associated street
address is included to enable calls to be made by geographical area. Use of the data
is restricted;see the Acceptable Use section of this manual.
411 Data Publicly available land line phone number data for Santa Clara County collected by
Blackboard Connect Inc. ("BCI")from a variety of public sources. The associated
street address is included where available to enable calls to be made by
geographical area.
Subscriber Data Contact information provided by individuals and businesses via the AlertSCC web
("Portal Data") portal.
Other contacts
Employee Contact Employee phone and email data that is imported into AlertSCC by a jurisdiction for
Data the purpose of being able to notify their own employees. This data is the property
of the respective jurisdictions.
Custom contact Contact information for jurisdiction-specific purposes,such as volunteers, clients,
lists and customers. This information is collected and maintained by the jurisdiction that
uses the data, and can be used only by the responsible jurisdiction.
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Category: Messages
Message Title The message name as it appears in the Messages and Log tabs in the Connect-CTV
system. Message titles must follow the standard AlertSCC naming convention.
Naming A practice of using a pre-determined identifier as part of a message title to associate
Convention the message with its responsible organization in AlertSCC.
SMS Short Message Service, commonly referred to as "text messaging," is a service for
sending short messages to mobile devices.
Additional definitions related to messages are provided in the Acceptable Use section of this manual.
Category: Users and Roles
User An individual who has been assigned the responsibility for performing specific
AlertSCC functions for one or more AlertSCC agencies.
Role A role defines the system capabilities assigned to AlertSCC users.
Capabilities A user's AlertSCC system capabilities are defined by their role, plus the AlertSCC
agency they are assigned to.
Administrator The AlertSCC role for creating, modifying, and deleting users in the system.
Authorizer The AlertSCC role for approving the content and contacts for messages with a large
distribution and/or sent outside of normal business hours.
Data Manager The AlertSCC role for adding,editing, and deleting contact data for one or more
agencies.
Notifier The AlertSCC role for sending and monitoring AlertSCC messages.
Point of Contact The jurisdiction's liaison to SCC DES for AlertSCC activities. This role has no system
capabilities in AlertSCC.
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1.4 Maintenance
SCC OES will be responsible for formulating all policies regarding use of AlertSCC, and for
maintaining the AlertSCC Policy Manual. Prior to substantive changes being made to the document, a
draft version of the document with the proposed changes clearly identified will be sent to all
participating jurisdictions for review. In case of any dispute over policy, a working group consisting of
representatives from the County and from the participating jurisdictions will be convened to discuss the
issue. The County retains final decision authority.
1.5 Compliance
SCC OES is responsible for ensuring that the provisions of the AlertSCC governing documents are
properly implemented and enforced. Jurisdictions and their designated users must respect the integrity
of the system database, understand the associated privacy issues, and fully comply with the Participant
Agreement and the policies outlined in this and other AlertSCC documents.
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2 Authorization for Use
2.1 Purpose
This section covers authorized use of AlertSCC and the process to obtain approval for such use.
2.2 Policies
2.2.1 Authorized jurisdictions include the fifteen incorporated cities within the Santa Clara County
operational area, internal County agencies and departments, and special districts within Santa
Clara County,such as the Santa Clara County Fire Department.
2.2.2 Authorized jurisdictions are eligible to use the County's AlertSCC system at no cost.
2.2.3 At its sole discretion,the County may at any time designate any other organization as an
authorized jurisdiction.
2.2.4 Jurisdictions wishing to use AlertSCC may do so by having an authorized representative sign the
Partipant Agreement.
2.2.5 Upon signing the Participant Agreement,the County shall provide the jurisdiction with one or
more local administrator account(s), an implementation guide, and initial training on use and
maintenance of the system.
2.2.6 Use of AlertSCC by a jurisdiction is contingent upon (1)the jurisdiction signing and abiding by
the required Participant Agreement, (2)following the conditions of the contract between the
County and the mass notification system vendor(BCI), and (3)complying with the policies
established in this document.
2.2.7 Each individual who is allowed to access AlertSCC must read and sign the approved Santa Clara
County AlertSCC User Responsibility Statement,which outlines the standards of appropriate
behavior for users who access this system. A user account will not be activated until this
document is reviewed and signed by the use-.
2.2.8 SCC reserves the right to immediately suspend and/or terminate any individual or jurisdiction's
login account(s)following violation of any of the policies specified in this document. SCC may
suspend and/or terminate login accounts at SCC's sole discretion.
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3 Acceptable Use
3.1 Purpose
This section defines how AIertSCC is to be used.
3.2 Policies
3.2.1 Throughout the term of the signed Participant Agreement, a jurisdiction may use AIertSCC to
send an unlimited number of notification messages (i.e., no per minute, per activation or per
message charges).
3.2.2 Each jurisdiction is encouraged to develop and maintain its own internal written procedures for
appropriate use of AlertSCC. These procedures must comply with AlertSCC policies.
Jurisdictions will provide a copy of their internal procedures to SCC OES at least once annually
and with each update/revision.
3.2.3 Each jurisdiction shall be responsible for implementing and administering its own components
of AIertSCC, including the setup and maintenance of any jurisdiction-specific data.
3.2.4 Each jurisdiction shall name an individual to perform the role of the AIertSCC administrator for
that jurisdiction. At least one backup administrator shall also be named. The jurisdiction shall
provide the County with complete and current contact information for all users on an ongoing
basis. See the Security and User Account Administration section of this manual for a
description of AIertSCC roles.
3.2.5 Each jurisdiction shall name an individual to perform the role of AlertSCC Point of Contact,for
purposes of program communications between SCC OES and the jurisdiction. This individual
may or may not be the same person who performs the role of AIertSCC administrator.
3.2.6 AIertSCC shall not be used for political or commercial purposes.
3.2.7 Jurisdictions shall implement a call authorization process for AIertSCC.
•
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3.2.8 Each jurisdiction shall consider three factors prior to sending a message: level of importance,
acceptable use of contact information, and the Connect-CTY sending method.
3.2.9 The level of importance of a message shall be identified as one of the following:
• Emergency: When the situation indicates an imminent threat to human life or health, and
there is an action that the public can take for its protection,the level of importance is
classified as"emergency". Example: An order for immediate evacuation.
• Notification: When the situation requires information to be sent regarding an emergency
or disaster, but does not meet the definition of an "emergency" message as stated above,
the level of importance is classified as"notification". Example: An order to boil water.
• Community: When the situation is normal business use and the message content is for
community service purposes,the level of importance is classified as"community".
Example: An announcement of a community event.
3.2.10 Acceptable use of contact information shall be determined based on the following table.
E911 contact information may be used ONLY for Emergency messages.
Acceptable Use of Contact Information
("X" indicates use is acceptable)
Contact Information
Level of Importance E911 411 Subscriber Employee Custom
Emergency X X X X X
Notification Not allowed X X X X
Community Not allowed X X X X
3.2.11 Notifiers shall select the appropriate Connect-CTY sending method based on the message
importance.
• Priority Communication: A message sent to ALL the available phone numbers and email
addresses for each selected contact. The notifier may choose to send to phone and/or
email destinations when preparing the message. The message may also be sent to the SMS
destination (text message).
• Community Outreach: A message sent only to the PRIMARY phone number for each
selected contact. The message may also be sent to email and SMS destinations.
• Interactive Survey: A message sent to the PRIMARY phone number for each selected
contact with a question and a request to respond via the telephone keypad.
3.2.12 When the level of importance is"Emergency",the Priority Communication method shall be
used, and the message sent to all available target audience telephone numbers,as well as any
available email and SMS addresses.
3.2.13 Any AlertSCC user authorized to send Emergency messages may send such messages to the
selected target audience without prior approval. Examples of individuals authorized to send
such messages include Field Incident Commanders, Dispatchers (at the request of Field Incident
Commanders), and Emergency Managers.
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3.2.14 Examples of Emergency situations are listed below. In all cases,there is an immediate action
the public should take.
• Barricaded criminal suspects, requiring the immediate shelter in place
• Severe weather conditions requiring immediate action
• Fire situation requiring immediate evacuation
• Hostage situations or other major police activity requiring immediate action
• Hazardous materials incidents, requiring immediate evacuation or shelter in place
• Bomb threats requiring immediate evacuation or shelter in place
3.2.15 When the level of importance is"Notification",the Priority Communication method shall be
used, and the message sent to all available target audience telephone numbers,as well as any
available email and SMS addresses.
3.2.16 AlertSCC Users who are authorized to initiate Notification messages may do so after obtaining
approval from the Director of Emergency Services (or designee)for their jurisdiction. Examples
of individuals authorized to send such messages include Public Information Officers and
Emergency Managers.
3.2.17 Examples of the Notification type of situation are listed below:
• Utility outages
• Water and gas main breaks
• Amber alerts/missing person alerts
• Water quality issues
• Shelter openings
• Road closures
• Special service needs as approved by the Director of Emergency Services
• Fire or hazardous materials incidents where there is no likely offsite consequence
3.2.18 When the level of importance is"Community",the Community Outreach method should be
considered.
3.2.19 Community messages may be sent with the sole approval of jurisdiction authorities.
Guidelines for sending Community messages should be included in the each jurisdiction's
internal policy. Jurisdictions should be aware of the potential for the public to become
"desensitized"to AlertSCC messages, and monitor the frequency of messages accordingly.
3.2.20 Messages may be sent to employees within a jurisdiction. Acceptable use of AlertSCC for
employee notifications is left to the discretion of the individual jurisdictions. Each jurisdiction's
access to employee contact information is restricted to the jurisdiction's authorized users.
3.2.21 Messages may be sent to contacts provided by the jurisdiction. Acceptable use of AlertSCC for
custom contact notifications is left to the discretion of the individual jurisdictions.
3.2.22 SCC reserves the right to immediately suspend and/or terminate any individual or jurisdiction's
login account(s)following violation of any of the policies specified in this document. SCC may
suspend and/or terminate login accounts at SCC's sole discretion.
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4 Security and User Account Administration
4.1 Purpose
This section specifies the security measures that must be employed to ensure the privacy,
confidentiality, and integrity of AlertSCC and its databases.
4.2 Policies
4.2.1 Each jurisdiction shall implement a procedure that establishes who will be authorized as a User
of AlertSCC. Any such authorized User must be a valid employee, contractor or other individual
with a formal, established position within the jurisdiction.
4.2.2 Each individual User from an jurisdiction must be assigned an individual user account. No group
or shared accounts shall be permitted, except when warranted by legitimate and necessary
business needs. The County shall be the sole judge of what constitutes a legitimate and
necessary business need.
4.2.3 Multiple accounts for a specific User will be granted when warranted by legitimate and
necessary business needs,and to enable a single individual to perform multiple roles. The
County shall be the sole judge of what constitutes a legitimate and necessary business need.
4.2.4 Users of AlertSCC shall be held responsible for any and all activities that occur within their
assigned account(s).
4.2.5 Users shall be assigned system capabilities based on the roles they have been assigned within
the AlertSCC program. A Iser shall be assigned the minimum capabilities required for that User
to adequately perform the necessary job function.
F
Point of Contact Department Liaison to CES for AlertSCC(no system capabilities)
Administrator Adds, deletes and modifies user accounts
Authorizer Approves the content and contacts for messages with a large
distribution and/or sent outside of normal business hours.
Data Manager Maintains contact data and groups
Notifier Sends and monitors AlertSCC messages
4.2.6 In order to receive an AlertSCC account, a User must be trained and sign the AlertSCC User
Responsibility Statement.
4.2.7 Users shall not use an AlertSCC account assigned to another individual. Access to all AlertSCC
user accounts shall require the entry of a valid user name and password combination.
4.2.8 County approved password standards shall be applied for constructing passwords that allow
access to AlertSCC. This includes standards for"strong" passwords,which require the following
attributes:
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• At least seven characters in length
• Cannot be the same as the user name
• No words that can be found in a dictionary
• Must include at least one number
4.2.9 Initial system passwords and user names shall be distributed in a secure manner. Distribution
via electronic methods,such as email, is discouraged. User name and password information
shall not be printed on a network printer.
4.2.10 On initial login, Users must immediately change any system-provided password to one that
meets the criteria specified in the password standards defined above.
4.2.11 User passwords shall be protected and kept secure so that nobody except the authorized User
can access AlertSCC.
4.2.12 Passwords that may have been compromised shall be changed immediately.
4.2.13 Users shall be required to change their passwords on a regular basis, at a minimum every six
months.
4.2.14 Jurisdictions are responsible for monitoring changes in personnel status and for promptly
deactivating the AlertSCC accounts of individuals who no longer require this access. User
accounts no longer needed should be deactivated within 48 hours for normal circumstances
(such as a job transfer or change of employment status), and immediately for termination of
employment or if a user account has been compromised.
4.2.15 All AlertSCC contact information shall be treated as sensitive and confidential data, protected
accordingly from unauthorized disclosure, and not used for purposes outside of the use of
AlertSCC.
4.2.16 If for any reason AlertSCC contact information must be stored on a laptop or on portable storage
media,such as a USB storage device,the data must be both password protected and encrypted
according to County standards—a minimum of 128-bit AES.
4.2.17 Prior to disposal, all devices (including portable devices such as laptops and USB storage devices)
that have been used for storing AlertSCC databases must be sanitized according to County
standards. These standards require full"wiping" of the entire hard drive using special
techniques or software;simple deletion of the data files is not adequate.
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HIM
5 Standards and Conventions
5.1 Purpose
The AlertSCC standards and conventions will ensure coordinated use of the system among the individual
jurisdictions, and provide a consistent presentation to users and message recipients.
5.2 Policies
5.2.1 Naming Conventions
5.2.1.1 The standard naming conventions for AlertSCC shall apply to
• Agency Codes
• Message Titles
• Group Names
5.2.1.2 All such names shall begin with a jurisdiction-specific three letter identifier, as defined
in the appendix of this manual. The second set of letters shall be agency code as
defined by the jurisdiction. The last set of letters refers to the purpose of the message,
and is defined by the notifier.
• Use the following pattern: JA-AAA-xxxxxx,where"Ai" is the jurisdiction code,
"AM" is the agency code,and"xxxxxx" is the purpose of the message or group,
e.g.SCC-OES-boil-water-order. The agency code may be 3 or 4 letters in length.
The message purpose should be kept as short as possible, preferably under 40
characters.
5.2.1.3 Jurisdictions may add additional data to its own naming schema as defined by its own
internal standards.
5.2.2 Message Standards
5.2.2.1 All AlertSCC messages shall contain the information provided in the Standard Message
Components, provided in Appendix B.
5.2.3 Awareness, Public Portal, and Branding
5.2.3.1 Awareness campaign
• The County of Santa Clara shall develop an AlertSCC awareness campaign. This
campaign will be for the entire County, and include both public and employee
awareness components.
• Jurisdictions within the County are encouraged to expand and enhance this
campaign with more localized advertising. However,jurisdictions choosing to
implement local advertising must use the basic campaign developed by the
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County, as well as maintain the regional concept and terminology, in order to
ensure that consistent information is provided to the public.
• Each jurisdiction shall be responsible for implementing an awareness campaign
for its own employees.
• All jurisdictions shall be provided with copies of the materials created by the
County for use in creating their own internal employee awareness campaigns.
For example, letter to employees, DSW policy, FAQs, and portal content.
5.2.3.2 Public portal and branding
• SCC has created a public portal, alertscc.com,for residents to register contact
information. This portal will have a regional branding. All cities are encouraged
to provide links to this portal. This portal will link to individual registration
pages (hosted by BCI)for each city. These pages will include city branding.
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Appendix A-Jurisdiction Codes
For consistency in naming, each jurisdiction has been assigned a three-letter code as shown below.
These codes must be used as a prefix for all Agency Codes, Message Titles, and Group Names.
County and Cities
�;.v° 4urdictii> ..
CMB Campbell
CPT Cupertino
GIL Gilroy
CLA Los Altos
LAH Los Altos Hills
LGT Los Gatos
MLP Milpitas
MIS Monte Sereno
MGH Morgan Hill
MN Mountain View
PAF Palo Alto
SJS San Jose
SNC Santa Clara
SAR Saratoga
SNY Sunnyvale
SCC Santa Clara County
CNT Santa Clara County Fire
Department
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Appendix B -Standard Message Components
Caller identification
• Type of message
o State"This is only a test"when sending test messages
• Name of jurisdiction sending the message (county/city name)
Greeting
• Name,title, organization of the person sending the message
• Intended recipients
• Date and time
Purpose of the call
• What is the situation?
• Geographical location or area affected by the event
Call to action
• What should the recipients do?
County/City response
• What is being done about it?
Close the call
• Where to get further information
• Repeat"This is only a test" if this is a test message
• This has been a message from<county/city name>
• Thank you and goodbye
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