Portland Shotspotter

RE:  Public Records Request#: S248751-100922

Dear Johana Bhuiyan,

PAYMENT DUE

The City may be the custodian of at least some of the requested public records and a payment is due to continue processing this request. Please log into the Portland Public Records Request Center to pay these fees.

Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure. We will not be working on your request until we receive the payment.

Please log in to the Portland Public Records Request Center (copy and right click this link to open it in your browser) and make a payment on this request.

You may pay by electronic check or credit card by going to "My Public Records Request Center" and select "View My Invoices." Then scroll to find your open invoice and select "Make Payment." Follow the screen prompts to make a payment.

Due to the current state of emergency, most City offices are not staffed. Consequently, if you mail a check it could delay the response time and it is preferable that you use the online payment portal to make an electronic payment. However, if you need to mail a check, please reply to this message and ask for the correct address. Please be sure and provide your Reference Number (S248751-100922) on your check.

Please be advised that pursuant to ORS 192.329(3)(b) and (4)(b), your public records request will be closed if payment is not received within sixty (60) days of this invoice.


Sincerely,

PPB Queue

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Dear Johana:

The City of Portland acknowledges receipt of your Public Records Request.  Your request was received in this office on October 09, 2022 and given the reference number S248751-100922 for tracking purposes.

Record Requested:  To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

1) All records of scheduled meetings between ShotSpotter representatives and the Portland police chief/commissioner since January 1, 2021 including any written or recorded notes from the meetings.

2) All records of scheduled meetings between ShotSpotter representatives and Portland police public information or media relations department since January 1, 2021 included any written or recorded notes from the meetings.

3) All email exchanges -- including incoming messages, outgoing messages, forwards, and attachments -- between the department's chief/commissioner and ShotSpotter representatives since January 1, 2021. ShotSpotter representatives can be identified by searching the department's email system for addresses ending in "@shotspotter.com."

4) All emails exchanges–including incoming messages, outgoing messages, forwards, and attachments–between the department's public information and/or media relations staff members and ShotSpotter representatives since January 1, 2021. ShotSpotter representatives can be identified by searching the department's email system for addresses ending in "@shotspotter.com."

5) All instructional materials, presentations and presentation materials (including recorded video and audio, PowerPoint files, prepared remarks, and slides formats), and other guidance on police use of Shotspotter. This includes A) any notes taking during meetings that discussed the use of Shotspotter, B) any explanations (whether internally or externally generated) of how this program works, and C) any other document that has been used to help explain the use of this program to any party, including internal documentation, public relations materials, and executive summaries.

I ask that all fees be waived as I intend to use the requested records to further public understanding of government functions and not for any commercial purpose.

In the event that you choose to withhold or redact the records, I ask that you provide a detailed explanation of the statutory and/or case law upon which each rejection or redaction is based.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.

Sincerely,

Johana Bhuiyan

Upload documents directly: https://www.muckrock.com/
At this time, the City is uncertain whether it is the custodian of the requested record.  The City will review your request to determine if it has responsive records.  The City will then gather an estimate of the costs to provide copies of requested public records for which the City does not claim an exemption from disclosure.  The City is permitted to charge its actual costs to provide records.  Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure.

Please be advised that a pre-payment from you may be required.  If a pre-payment is required, you will receive a separate notice with instructions.  You may click here to access the payments page.
You can monitor the progress of your request at the link below. Responding to individual inquires by phone or email diverts the staff from responding to requests and may further delay your receipt of records. Thank you for using the Portland Public Records Request Center. Please note that the Police Bureau is currently experiencing a significant backlog of public records requests (both electronic and hardcopy requests).  Please expect your request to take up to 12 weeks to be processed.  For status updates concerning your public records request please refer to the Portland Public Records Request Center via the link below.  While we cannot expedite every request, if you have an urgent need for the record such as a court date or an issue involving identity theft, please call the Police Bureau directly at (503) 823-0756.  Thank you for your patience.

RE:  Public Records Request#: S248751-100922

Dear Johana Bhuiyan,

We have received your payment on invoice number INV22-S248751-1 of $ on 10/17/2022 for Request #S248751-100922.
Payment Date Payment Method Payment Amount
10/17/2022 Check $12.50

Your confirmation# is INV22-S248751-1.

If you are paying the estimate or prepayment, we will place your request in the queue and it will be processed in the order it was received. Once we have gathered responsive, non-exempt documents, a final statement of the remaining balance owed will be sent to you.  This amount may change from the estimate depending on how much time and labor is actually spent on your request.  Full payment is required before we release the records to you.

If you are making your final payment, we will contact you once your request is fulfilled and the documents are available for you online at " My Public Records Request Center".

Sincerely,

The City of Portland

--- Please respond above this line ---
RE:  Police General Records Request of October 09, 2022 Reference #S248751-100922

Dear Johana,
You were one of several requesters who was asked for communications related to ShotSpotter. The request for communications are broad, will be time consuming and expensive to fill. In an effort to provide transparency, and to fill as many requests as possible. The City tried to create a search that would be responsive to most of the requests.
The city ran the following search an email communications:
Email (Includes archives) of these individuals: James Crooker; Chuck Lovell; Mike Frome; Jami Resch; Jeff Bell; Mike Leasure for the following search terms: participants:"shotspotter.com" OR participants:"tridentdmg.com" OR participants:"gatewayir.com" and date range: 01/01/2021 to 01/11/2023.

This search returned over 800 documents which the City has reviewed and is providing to you at no charge. Furthermore, there is no contract nor has there ever been with ShotSpotter so if that is part of your request, there are no responsive documents. Finally, City Procurement has issued a new request for proposals in this area and that has not been finalized.

Hopefully with these records, and that information your request has been met and therefore the city is closing it

Please respond within 10 business days if there are additional records that you are seeking, and I will re-open this request and provide you a cost and time estimate otherwise, at this time the city considers your request for filled, and it will be closed.
The records are available online at the Portland Public Records Request Center by going to "My Public Records Center" and viewing this request.  To view this request, choose the "View My Requests" button and select the "Details" button for this request.  Then scroll down past the details of your request to where "Attachments" are located (right before "Message History").  Some of the public records requested are exempt from disclosure and will be redacted  The City asserts the following exemptions to disclosure:
ORS 192.355(9) disclosure prohibited by Oregon law, incorporating ORS 646A.600 et seq. Records are exempt under ORS 192.345(22) interference with property or services
Records are exempt under ORS 192.345(23) security measures

Please note, if you have been provided with emails or text messages as a part of your request, they may have been converted to Greenwich Mean Time (GMT).  Additionally, please note that if your search is pulling emails from an email distribution list, only current employees in that list will be included.  Email distribution lists do not contain emails of departed employees.
Pursuant to ORS 192.329(2)(b) and ORS 192.338, the City now considers your request fulfilled and it will be closed.  Please note, messages on closed requests will not be monitored. Ability to Appeal:
If you were denied the right to inspect or to receive a copy of any public record of the City of Portland you may seek review of the public body's determination pursuant to ORS 192.401, 192.411, 192.415, 192.418, 192.422, 192.427 and 192.431.

Sincerely, Austin Axelrod Paralegal (he/him) 503-823-4059
If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov Ability to Appeal:
If you were denied the right to inspect or to receive a copy of any public record of the City of Portland you may seek review of the public body's determination pursuant to ORS 192.411, 192.415, 192.418, 192.422, 192.427 and 192.431.