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Steps to Purchase Live Scan

Explanation of Column Names

CBO: "Compensation Board Only." If your agency is not funded by the Compensation Board, these are steps that may be disregarded. If your agency is funded by the Compensation Board, follow all the steps on this page for the type of system you are procuring. If you have any questions about the items marked "CBO," please contact your Compensation Board representative or click here to go to the Compensation Board's website. If you have any questions about any other items on this list, click here to contact VSP.

New: Step required for a new agency

Add: Step required for an existing Live Scan agency to add a new system

Upg: Step required for an existing Live Scan agency to add equipment to an existing Live Scan system (for instance, a mugshot camera)

#

CBO

New

Add

Upg

Step

1

 

Y

Y

 

Review the VSP website at here (text: http://vsp.virginia.gov/CJIS_LiveScan.shtm) to determine what certified equipment meets the agency's needs.

2

 

Y

Y

Y

Request price list from VSP by clicking here; VSP sends price list to agency.

3

 

Y

Y

Y

Agency informs VSP of items desired. VSP discusses items with agency, if needed.

4

 

Y

Y

Y

VSP requests a formal quote from the vendor for the items agreed upon and the vendor will send it to the agency when it is received.

5

 

Y

Y

Y

Agency secures funding approval from the local government (non-Compensation Board agencies) or jail board (Compensation Board agencies). The agency's procurement specialist will know how to do this.

6

Y

Y*

Y*

Y*

If the agency has locality approved funding, the agency (Sheriff/Superintendent) sends an edocket request to the Compensation Board requesting the purchase price of the equipment by accessing the Compensation Board website at www.scb.virginia.gov, selecting ‘Restricted Access’ and then the ‘Mid-Year Budget Amendment (docket) Request’. If the agency does not currently have locality approved funding or cannot otherwise purchase the equipment and have it installed prior to May 15, the Sheriff/Superintendent should submit a request for funding in his/her Compensation Board annual budget request in the month of January. If approved by the Compensation Board, the Sheriff/Superintendent will be notified on or before May 1 of each year and the funding will be available on July 1. NOTE: Any equipment request made during the fiscal year is placed on the Compensation Board docket for board approval at the stressed amount. The stress factors are found on the Compensation Board website (www.scb.virginia.gov) or by clicking here, under ‘Policies and Procedures’ and then under ‘Fiscal Stress Factors’. Sheriffs/Superintendents will be notified of Compensation Board action on their requests by e-mail.

7

 

Y

Y

 

Agency contacts VSP to discuss Live Scan Policies and Procedures as well as explain the purchase process, property requirements and network configuration.

8

 

Y

 

 

If agency does not have a VCIN terminal, agency orders Contivity box according to instructions from VSP (provided during step 7). to enable a secure network to VSP for Live Scan transmissions.

9

 

Y

 

 

VSP sends a letter of intent to the agency which is signed and returned to VSP.

10

Y

Y

 

 

VSP sends a letter to the Compensation Board approving the agency for Live Scan.

11

 

Y

 

 

VSP sends a Live Scan Agreement letter to the agency and it must be signed and returned to VSP.

12

Y

Y*

Y*

Y*

Upon Compensation Board approval of the equipment, two (2) letters must be sent to the Compensation Board from the locality. One will come from the Sheriff or Superintendent and the other will come from the County Administrator, City Manager or Jail Authority Chairman stating that it is their understanding that: - The funds must be expended by May 15 of that fiscal year; - The Compensation Board is not responsible for any additional operating costs; - The Compensation Board is not responsible for any maintenance costs; and - The Compensation Board is not responsible for any additional personnel to operate the equipment.

13

 

Y

Y

Y

Agency orders equipment directly from the vendor.

14

 

Y

Y

 

Network lines are installed by the agency and static IP addresses are assigned by the agency or VSP.

15

 

Y

Y

M

Vendor installs Live Scan equipment at the agency location and conducts system manager training.

16

 

Y

**

 

VSP Live Scan trainer conducts operator training at the agency location and agency is in pilot (test) mode, submitting prints to VSP.

17

 

Y

**

 

VSP reviews pilot data and after a period of time (Live Scan: usually 30 days Mugshots: usually right away) the system or function is placed into production. NOTE: Once the machine is in production, all adult criminal bookings done at the agency’s location must be submitted using the Live Scan equipment regardless of the arresting agency.

18

Y

Y*

Y*

Y*

Sheriff/Superintendent must request reimbursement from the Compensation Board in the monthly SNIP/COIN system by May 15th of the fiscal year in which the equipment was approved in order for the locality to receive reimbursement of the Live Scan equipment. If reimbursement is not requested by May 15, the funds will NOT carryover to the next fiscal year and the agency will NOT be reimbursed by the Compensation Board.

* This is true for Compensation Board funded agencies.

** If necessary.

M Maybe - depends on if agency orders installation. Mugshot upgrade does not require training but does require agency calling to have IDS easily configured and sending a live test to ensure everything is working properly.