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HomeMy WebLinkAboutC-4855 - PSA for ILJAOC Justice and Homeland Security Integration and Citation Processing ProjectPROFESSIONAL SERVICES AGREEMENT WITH BRAZOS TECHNOLOGY INC. FOR ILJAOC JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING PROJECT 1 TH S AGREEMENT is made and entered into as of this 1 day of 2011, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City "), the INTEGRATED LAW & JUSTICE AGENCY OF ORANGE COUNTY, a Joint Powers Authority, ( "ILJAOC ") and BRAZOS TECHNOLOGY CORPORATION, INC., a Texas corporation, whose address is 707 Texas Ave. South, Suite 103D College Station, TX 77840 ( "Vendor "), and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. ILJAOC is a joint powers authority duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California. C. Effective January 23; 2004, the City was designated as the lead agency and grant administrator for the monies allocated by the federal government for the Orange County Integrated Law and Justice Project, a countywide effort to integrate the diverse information systems of all criminal justice agencies in the county pursuant to a COPS Technology Grant. These grant monies are held by City on behalf of ILJAOC. Distribution of these funds and decisions on how they are expended are made by ILJAOC. D. On October 13, 2009, the City and ILJAOC issued a Request for Proposals seeking proposals related to the implementation of a Criminal Justice and Homeland Security Integration and Citation Processing Project ( "Project'). A copy of the Request for Proposal is attached hereto as Exhibit A and incorporated herein by this reference ( "Request for Proposal'). E. On November 30, 2009, Vendor submitted the proposal attached hereto as Exhibit B and incorporated herein by this reference ( "Initial Proposal'). F. City and ILJAOC desire to engage Vendor to implement the first phase of the Project as described in Exhibit D "Scope of Work," attached hereto and incorporated herein by this reference. 1 G. The work will be executed in phases and only the first phase is authorized with this Agreement. Additional phases will be authorized through change orders which will expand the Scope of Work to include the additional phases. H. Vendor possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. I. City and ILJAOC have solicited and received a proposal from Vendor, has reviewed the previous experience and evaluated the expertise of Vendor, and desires to retain Vendor to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the above written date, and shall terminate on the 31st day of December, 2013, unless terminated earlier as set forth herein. The term of this Agreement may be extended through approved Change Orders approved by the Vendor and the ILJAOC Governing Board (using funds under the exclusive control of ILJAOC) to implement additional phases of the Project until the Project is complete. 2. SERVICES TO BE PERFORMED 2.1 Vendor shall diligently perform all the services set forth in the Scope of Work for Phase 1, attached hereto as Exhibit D (hereinafter "Scope of Services "). The ILJAOC may elect to delete certain tasks of the Scope of Services at its sole discretion. 2.2 The parties hereto agree that the intent of the parties is for the Vendor to eventually complete all services set forth in the Request for Proposal and Initial Proposal; however, the parties acknowledge and agree that, at this time, the ILJAOC only has enough funds (which are administered by the City as set forth in Recital C) to complete the work set forth in the Scope of Work for Phase 1. Vendor acknowledges and agrees that if additional funds become available for the Project, the ILJAOC shall have the option of amending this Agreement to add additional phases to the Scope of Services in order to complete all or a portion of the work contemplated in the Request for Proposal and Initial Proposal. Vendor agrees that it shall execute said amendments to this Agreement provided the proposed amendment is consistent with the terms set forth in the Request for Proposal and Initial Proposal. Vendor also agrees that it shall perform all work set forth in the f�i Request for Proposal and Initial Proposal for the amount set forth in the Best and Final Offer dated May 7, 2010 which is attached hereto as Exhibit C. 3. TIME OF PERFORMANCE Time is of the essence in the performance of services under this Agreement and Vendor shall perform the Scope of Services in accordance with the schedule set forth in Exhibit D which is attached hereto and incorporated herein by this reference ( "Schedule'). The failure by Vendor to strictly adhere to the schedule may result in termination of this Agreement. Notwithstanding the foregoing, Vendor shall not be responsible for delays due to causes beyond Vendor's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 Vendor shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and shall grant reasonable time extensions for unforeseeable delays that are beyond Vendor's control. 3.2 For all time periods not specifically set forth herein, Vendor shall respond in the most expedient and appropriate manner under the circumstances, by telephone, fax, hand - delivery or mail. 3.3 The parties agree that it is extremely difficult and impractical to determine and fix the actual damages that City and ILJAOC will sustain should the Vendor fail to complete the work called for in this Agreement. Should Vendor fail to complete all work called for in this Agreement and attached Scope of Work for the Pilot Project by January 1, 2012, which date may be extended from time to time as provided herein (the "Completion Date "), Vendor agrees to liquidated damages in the sum of One Thousand Dollars and No Cents ($1,000.00) per day for every day beyond the Completion Date that Vendor fails to complete all work set forth in the Scope of Services. Execution of this Agreement shall constitute agreement by the parties that the sum of One Thousand Dollars and No cents ($1,000.00) per day is the minimum value of costs and actual damages caused by the failure of Vendor to complete the project within the allotted time. Such sum is liquidated damages and shall not be construed as a penalty, and may be deducted from payments due the Vendor if such delay occurs. N 4. COMPENSATION TO VENDOR ILJAOC and /or CITY, pursuant to paragraph 4.4 of this Agreement, shall pay Vendor based on the percentage of the Scope of Services satisfactorily completed pursuant to the Schedule of Compensation set forth in the Exhibit E which is attached hereto and incorporated herein by this reference ( "Schedule of Compensation "). ILJAOC and /or CITY and VENDOR agree that when payments made by ILJAOC and /or CITY equal ninety percent (90 %) of the maximum fee provided for in this Agreement, no further payments shall be made until ILJAOC and /or CITY has accepted the final work under this Agreement. Vendor's compensation for all work performed in accordance with this Agreement, including all reimbursable items and sub - Vendor fees, shall not exceed One Hundred and Thirty -Eight Thousand, One Hundred Dollars and No Cents ($138,100.00), not including approved Change Orders for specified hand- held devices and related equipment noted in the Scope of Work, without prior written authorization from City and /or ILJAOC. 4.1 Vendor shall submit invoices to the Project Administrator in accordance with the "Schedule of Compensation" describing the milestone accomplished and the payment requested. Vendor's invoice shall include a brief description of the specific tasks involving the milestone that are related to the Scope of Work. ILJAOC and /or City, pursuant to paragraph 4.4 of this Agreement, shall pay Vendor no later than thirty (30) days after approval of the invoice by the Project Administrator. 4.2 Vendor shall only be reimbursed for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by the Project Administrator. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Vendor: A. The actual costs of sub - Vendors for performance of any of the services that Vendor agrees to render pursuant to this Agreement, which have been approved in writing in advance by Project Administrator and awarded in accordance with this Agreement. B. Approved reproduction charges. C. Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Vendor in the performance of this Agreement. 4.3 Vendor shall not receive any compensation for Extra Work performed without the prior written authorization of the City and !! ILJAOC. As used herein, "Extra Work" means any work that is determined by City and ILJAOC to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. 4.4 The City's primary role under this Agreement is to make payments to Vendor from the COPS Technology Grant Funds ( "Grant Funds "), being held by the City, in accordance with (i) any rules and regulations, and (ii) standard practice, applicable to the disbursement of such Grant Funds. The City agrees that upon receipt of approved invoices by and from the Project Administrator, the City will pay the invoices out of the COPS Technology Grant Funds ( "Grant Funds ") being held by the City, until all said funds are expended. The City and ILJAOC agree that the Grant Funds shall be expended prior to the ILJAOC making any payments for work performed pursuant to this Agreement. The parties hereto expressly agree that the maximum amount that the City shall be liable for pursuant to the terms of this Agreement shall not exceed the amount of Grant Funds being held by the City and designated pursuant to the terms of the Grant Funds to be expended on the Work authorized under this Agreement). ILJAOC shall be liable for all other additional costs and expenses associated with this Agreement that exceed the amount of Grant Funds. 5. PROJECT MANAGER Vendor shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City and ILJAOC at all reasonable times during the Agreement term. Vendor has designated Mike McAleer to be its Project Manager. Vendor shall not remove or reassign the Project Manager or any personnel listed in Exhibit B/D or assign any new or replacement personnel to the Project without the prior written consent of the Project Administrator. The Project Administrator's approval shall not be unreasonably withheld with respect to the removal or assignment of personnel. Vendor, at the sole discretion of the Project Administrator, shall remove from the Project any of its personnel assigned to the performance of services upon written request of the Project Administrator. Vendor warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the City's City Manager, or his designee, on behalf of the City and ILJAOC's Executive Director, Bob McDonell of behalf of the ILJAOC ( "Project Administrator') and they shall have the authority to act for 5 the City and ILJAOC respectively under this Agreement. The Project Administrator or his /her authorized representative shall represent City and ILJAOC respectively in all matters pertaining to the services to be rendered pursuant to this Agreement. 7. ILJAOC'S RESPONSIBILITIES In order to assist Vendor in the execution of its responsibilities under this Agreement, ILJAOC agrees to, where applicable, provide access to, and upon request of Vendor, one copy of all existing relevant information on file at ILJAOC. ILJAOC will provide all such materials in a timely manner so as not to cause delays in Vendor's work schedule. 8. STANDARD OF CARE 8.1 All of the services shall be performed by Vendor or under Vendor's supervision. Vendor represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City or ILJAOC, nor have any contractual relationship with City or ILJAOC. By delivery of completed work, Vendor certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care. 8.2 Vendor represents and warrants to City and ILJAOC that it has, shall obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Vendor to practice its profession. 8.3 Vendor shall not be responsible for delay, nor shall Vendor be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of ILJAOC to furnish timely information or to approve or disapprove Vendor's work promptly, or delay or faulty performance by ILJAOC, contractors, or governmental agencies. 9. HOLD HARMLESS To the fullest extent permitted by law, Vendor shall indemnify, defend and hold harmless City and ILJAOC their elected and appointed officials, boards and commissions, officers, agents, volunteers, and employees (collectively, the "Indemnified Parties ") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fl fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any work performed or services provided under this Agreement including, without limitation, defects in workmanship or materials or Vendor's presence or activities conducted on the Project (including the negligent and /or willful acts, errors and /or omissions of Vendor, its principals, officers, agents, employees, vendors, suppliers, Vendors, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Vendor to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Vendor. Further, notwithstanding the foregoing or anything to the contrary in this Agreement, in no event shall the Vendor be liable for any Claim made by the City, ILJAOC or any third party for any special, indirect, incidental or consequential damages or loss including negligence or breach of contract, including loss of business opportunities, profits or revenues, whether or not the possibility of such damages or loss of opportunities, profits or revenues has been disclosed to the Vendor in advance or could have been reasonably foreseen by the Vendor. As respects the City's role of (i) administering the Grant Funds (as referenced in Recital C) and (ii) making payments from the Grant Funds pursuant to Section 4.4 herein, the ILJAOC hereby agrees to indemnify and hold City, its elected and appointed officials, officers, and employees harmless (collectively the "City Indemnified Parties ") from any against any and all third -party claims (including, without limitation, claims for bodily injury, death, or damage to property) demands, obligations, damages, actions, causes of action, suits, losses, judgments, or defense costs (individually, a "Claim," collectively, "Claims ") arising out of any act, error, or omission of ILJAOC, except to the extent such Claims arise out of the negligence, willful misconduct, or failure by City to (i) adhere to any rules and regulations, or (ii) follow standard practice, applicable to the disbursement of such Grant Funds. 10. INDEPENDENT CONTRACTOR It is understood that City and ILJAOC retain Vendor on an independent contractor basis and Vendor is not an agent or employee of City or ILJAOC. The manner and means of conducting the work are under the control of Vendor, 7 except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Vendor or any of Vendor's employees or agents, to be the agents or employees of City or ILJAOC. Vendor shall have the responsibility for and control over the means of performing the work, provided that Vendor is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City or ILJAOC the right to direct Vendor as to the details of the performance or to exercise a measure of control over Vendor shall mean only that Vendor shall follow the desires of City and ILJAOC with respect to the results of the services. 11. COOPERATION Vendor agrees to work closely and cooperate fully with the designated Project Administrator and any other agencies that may have jurisdiction or interest in the work to be performed. City and ILJAOC agree to cooperate with the Vendor on the Project. 12. PROJECT DIRECTION Vendor shall discuss and review all matters relating to policy and Project direction with the Project Administrator in advance of all critical decision points. 13. PROGRESS Vendor is responsible for keeping the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE 14.1 Without limiting Vendor's indemnification of City and ILJAOC, and prior to commencement of Work, Vendor shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City and ILJAOC. 14.2 Proof of Insurance. Vendor shall provide certificates of insurance to City and ILJAOC as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City and ILJAOC at all times during the term of this contract. City and ILJAOC reserves the right to require complete, certified copies of all required insurance policies, at any time. 14.2.1 Vendor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to `E- property, which may arise from or in connection with the performance of the Work hereunder by Vendor, his agents, representatives, employees or subvendors. The cost of such insurance shall be included in Vendor's bid. 14.3 Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 14.4 Coverage Requirements. 14.4.1 Workers' Compensation Coverage. Vendor shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least one million dollars ($1,000,000)) for Vendor's employees in accordance with the laws of the State of California, Section 3700 of the Labor Code In addition, Vendor shall require each subvendor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California, Section 3700 for all of the subvendor's employees. 14.4.1.1 Any notice of cancellation or non - renewal of all Workers' Compensation policies must be received by City and ILJAOC at least thirty (30) calendar days (ten (10) calendar days written notice of non - payment of premium) prior to such change. 14.4.1.2 Vendor shall submit to City and ILJAOC, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City and ILJAOC, its officers, agents, employees and volunteers. 14.5 General Liability Coverage. Vendor shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 14.6 Automobile Liability Coveraqe. Vendor shall maintain automobile insurance covering bodily injury and property damage for all activities of the Vendor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit for each accident. 14.7 Professional Liability (Errors & Omissions) Coverage. Vendor shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of five million dollars ($5,000,000) limit per claim and in the aggregate. we 14.8 Other Insurance Provisions or Requirements. 14.8.1 The policies are to contain, or be endorsed to contain, the following provisions: 14.8.1.1 Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City and ILJAOC, their elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Vendor or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Vendor hereby waives its own right of recovery against City and ILJAOC, and shall require similar written express waivers and insurance clauses from each of its subvendors. 14.8.1.2 Enforcement of Contract Provisions. Vendor acknowledges and agrees that any actual or alleged failure on the part of the City and ILJAOC to inform Vendor of non - compliance with any requirement imposes no additional obligations on the City or ILJAOC nor does it waive any rights hereunder. 14.8.1.3 Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. 14.8.1.4 Notice of Cancellation. Vendor agrees to oblige its insurance agent or broker and insurers to provide to City and ILJAOC with thirty (30) days notice of cancellation (except for nonpayment for which ten (10) days notice is required) or nonrenewal of coverage for each required coverage. 14.9 Timely Notice of Claims. Vendor shall give City and ILJAOC prompt and timely notice of claims made or suits instituted that arise out of or result from Vendor's performance under this Agreement. 14.10 Additional Insurance. Vendor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. 10 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of the City and ILJAOC. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Vendor, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Vendor is a partnership or joint- venture or syndicate or co- tenancy, which shall result in changing the control of Vendor. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint- venture. 16. SUBCONTRACTING City, ILJAOC, and Vendor agree that subcontractors may be used to complete the work outlined in the Scope of Services. The subcontractors authorized by City and ILJAOC to perform work on this Project are identified in Exhibit C. Vendor shall be fully responsible to City and ILJAOC for all acts and omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City, ILJAOC and subcontractor nor shall it create any obligation on the part of City and ILJAOC to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. The City and ILJAOC are intended beneficiaries of any work performed by the subcontractor for purposes of establishing a duty of care between the City, ILJAOC and the subcontractor. Except as specifically authorized herein, the services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of the Project Administrator. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents "), prepared or caused to be prepared by Vendor, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City and ILJAOC, and City and ILJAOC shall have the sole right to use such materials in their discretion without further compensation to Vendor or any other party. Vendor shall, at Vendor's expense, provide such Documents to City and ILJAOC upon prior written request. Documents prepared by Vendor pursuant to this Agreement are not intended or represented to be suitable for reuse by City, ILJAOC or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Vendor will be 11 at City's and ILJAOC's sole risk and without liability to Vendor. Further, any and all liability arising out of changes made to Vendor's deliverables under this Agreement by City, ILJAOC or persons other than Vendor is waived against Vendor and City and ILJAOC assume full responsibility for such changes unless City and ILJAOC have given Vendor prior notice and has received from Vendor written consent for such changes. 18. CONFIDENTIAL INFORMATION A. The parties acknowledge that by reason of their relationship hereunder, they may from time to time disclose information regarding their business, products, software technology, intellectual property and other information that is confidential and of substantial value to the other party, which value would be impaired if such information were disclosed to third parties ( "Confidential Information "). B. Confidential Information shall not include information that (i) is or becomes generally available to the public other than as a result of the breach of the confidentiality obligations in this Agreement by the receiving party, (ii) is or has been independently acquired or developed by the receiving party without violating any of the confidentiality obligations in this Agreement, (iii) was within the receiving party's possession prior to it being furnished to the receiving party by or on behalf of the disclosing party, or (iv) is received from a source other than the disclosing party; provided that, in the case of (iii) and (iv) above, the source of such information was not known by the receiving party to be bound by a confidentiality obligation to the disclosing party or any other party with respect to such information. C. Each party agrees that it will keep the Confidential Information strictly confidential and will not use in any way for its own account or the account of any third party, nor disclose to any third party, any Confidential Information revealed to it by the other party without the other party's prior written consent, except to the extent expressly permitted by this Agreement; provided, however, that the receiving party may disclose the Confidential Information, or any portion thereof, in any legal action involving the parties and to its directors, officers, employees, legal and financial advisors, controlling persons and entities who need to know such information to perform such party's obligations under this Agreement and who agree to treat the Confidential Information in accordance with the confidential obligations in this Agreement. Each party shall use the same degree of care to avoid disclosure or use of the other party's Confidential Information as it employs with respect to its own Confidential Information of like importance and represents that it has adequate procedures to protect the secrecy of such Confidential Information. D. In the event that either party is subject to a bona fide requirement (by law, including but not limited to the California Public Records Act, regulation, W51 deposition questions, interrogatories, requests for information or documents, subpoena, civil investigative demand, or similar process, collectively, a "Requirement ") to disclose any Confidential Information, such party, (i) prior to producing any Confidential Information, shall promptly notify the party of the existence, terms and circumstances of such Requirement(s) so that the party may seek, at its sole expense, an appropriate protective order(s), and (ii) cause party's staff to cooperate fully in seeking the aforesaid protective order(s). A party is not obligated to seek any judicial remedy or other judicial intervention to prevent the disclosure of the Confidential Information pursuant to this subsection D. If such party is subject to a Requirement, has complied with the notification and cooperation obligations described in the preceding sentence, is compelled, in the sole opinion of its legal counsel, to make disclosure of such Confidential Information or else stand liable for contempt, sanctions, or other substantial penalty, such party will furnish only that portion of the Confidential Information which it is legally required to produce pursuant to the terms of such Requirement as modified by any protective order(s). 19. INTELLECTUAL PROPERTY INDEMNITY The Vendor shall defend and indemnify City, ILJAOC, their officials, agents, officers, representatives and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs and attorneys' fees. 20. RECORDS Vendor shall keep records and invoices in connection with the work to be performed under this Agreement. Vendor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures and disbursements charged to City or ILJAOC, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Vendor under this Agreement. All such records and invoices shall be clearly identifiable. Vendor shall allow a representative of City and ILJAOC to examine, audit and make transcripts or copies of such records and invoices during regular business hours upon three (3) business days' prior written notice. Vendor shall allow inspection of all work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Vendor under this Agreement. 21. WITHHOLDINGS City and ILJAOC may withhold payment to Vendor of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Vendor shall not discontinue work as a result of such withholding. Vendor shall be entitled to receive interest on any withheld sums at the rate of is] return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 22. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Vendor which result in expense to City or ILJAOC greater than what would have resulted if there were not errors or omissions in the work accomplished by Vendor, the expense shall be borne by Vendor. Nothing in this paragraph is intended to limit City's or ILJAOC's rights under the law or any other sections of this Agreement. 23. RIGHT TO EMPLOY OTHER VENDORS City and /or ILJAOC reserves the right to employ other Vendors in connection with the Project. FZ�Ki] IyIlot &K9701.11 121N *11 The Vendor or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Vendor shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City or ILJAOC. Vendor shall indemnify and hold harmless City and ILJAOC for any and all claims for damages resulting from Vendor's violation of this Section. 25. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first -class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Vendor to City and ILJAOC shall be addressed as follows: Attn: Dave Kiff, City Manager City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Phone: 949 - 644 -3000 Fax: 949 - 644 -3020 14 Attn: Bob McDonell, Executive Director ILJAOC c/o Jennifer Manzella, ILJAOC Recording Secretary Newport Beach Police Department 870 Santa Barbara Drive Newport Beach, CA 92660 Phone: 949 - 279 -4888 Fax: 949 - 718 -1061 With a copy to: Attn: Aaron C. Harp Office of the City Attorney City of Anaheim 200 S. Anaheim Boulevard, Suite 356 Anaheim, CA, 92803 Phone: 714-765-5169 Fax: 714-765-5123 All notices, demands, requests or approvals from CITY and ILJAOC to Vendor shall be addressed to Vendor at: Attention: Michael S. McAleer, President Brazos Technology Corp. 526 University Drive East Suite 201A College Station, TX 77840 Phone: 979 - 690 -2811 x101 Fax: 713- 583 -9323 26. TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of ten (10) business days, or if more than ten (10) business days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within ten (10) business days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 15 Notwithstanding the above provisions, City or ILJAOC shall have the right, in their sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days prior written notice to Vendor. In the event of termination under this Section, City or ILJAOC shall pay Vendor for services satisfactorily performed and costs incurred up to the effective date of termination for which Vendor has not been previously paid. On the effective date of termination, Vendor shall deliver to City and ILJAOC all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 27. COMPLIANCE WITH ALL LAWS Vendor shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all work prepared by Vendor shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator. 28. PREVAILING WAGES Vendor shall comply with the provisions of the David -Bacon Act (40 U.S.C. 276a- 276a-7) as supplemented by Department of Labor regulations (29 CFR Part 3)/ Where required pursuant to the provisions of the State of California Labor Code or the Davis Bacon Act, not less than the general prevailing rate of per diem wages including legal holidays, and overtime work for each craft or type of workman needed to execute the work contemplated under this Agreement, shall be paid to all workmen employed on the work to be done according to this contract by VENDOR or any approved Subcontractor, and shall be deemed to include employer payments for health and welfare, pension, vacation and similar purposes. If both the Davis -Bacon Act and State of California prevailing wage laws apply and the federal and state prevailing rate cif per diem wages differ, VENDOR and Subcontractor, if any, shall pay the higher of the two rates. Said prevailing rate of per diem wages are on file at the City of Anaheim, Office of the City Clerk, 200 South Anaheim Boulevard, Anaheim, California 92803, and are available to any interested party on request. 29. ACCESS TO RECORDS AND REPORTS Vendor shall provide ILJACO, the City, the Comptroller General of the United States, or other agents of ILJAOC or the City, such access to Vendor's accounting books, records, payroll documents and facilities of the Vendor which are directly pertinent to this Agreement for the purposes of examining, auditing and inspecting all accounting books, records, work data, documents and activities related hereto. Vendor shall maintain such books, records; data and documents in accordance with generally accepted accounting principles and shall clearly identify and make such items readily accessible to such parties 16 during Vendor's performance hereunder and for a period of four (4) years from the date of final payment by ILJAOC and the City. ILJAOC and City's right to audit books and records directly related to this Agreement shall also extend to all first -tier subcontractors identified in this Agreement. Vendor shall permit any of the foregoing parties to reproduce documents by any means whatsoever or to copy excerpts and transcriptions as reasonably necessary. 30. EQUAL EMPLOYMENT OPPORTUNITY Vendor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age, in compliance with Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR Chapter 60). During the performance of this contract, the Vendor agrees as follows (1) The Vendor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Vendor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. (2) The Vendor will, in all solicitations or advertisements for employees placed by or on behalf of the Vendor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. (3) The Vendor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the agency contracting officer, advising the labor union or workers' representative of the Vendor's commitments under section 202 of Executive Order 11246 of September 24, 1965, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (4) The Vendor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 17 (5) The Vendor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. (6) In the event of the Vendor's non - compliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be canceled, terminated or suspended in whole or in part and the Vendor may be declared ineligible for further Government contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law. (7) the Vendor will include the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or contractor. The Vendor will take such action with respect to any subcontract or purchase order as may be directed by the Secretary of Labor as a means of enforcing such provisions including sanctions for noncompliance: Provided, however, that in the event the Vendor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction, the Vendor may request the United States to enter into such litigation to protect the interests of the United States. 31. COPELAND ANTI- KICKBACK ACT Vendor shall comply with the provisions of the Copeland "Anti- Kickback" Act (18 U.S.C. 874) as supplemented in the Department of Labor regulations (29 CFR Part 3). 32. CONTRACT WORK HORUS AND SAFETY STANDARDS ACT Vendor shall comply with the provisions provided in Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.0 327 -330) as supplemented by Department of Labor regulations (29 CFR Part 5). 33. NO FEDERAL GOVERNMENT OBLIGATION TO THIRD PARTIES Vendor acknowledges and agrees that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the Agreement, absent the express written consent by the Federal Government, the Federal Government is not a party to this Agreement and shall not be subject to any m obligations or liabilities to Vendor pertaining to any matter resulting from the Agreement. Vendor agrees to include this requirement in all of its subcontracts 34. ENERGY CONSERVATION REQUIREMENTS Vendor shall comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy Conservation Act. 35. PRIVACY ACT Vendor shall comply with, and assures the compliance of its employees with, the information restrictions and other applicable requirements of the Privacy Act of 1974, 5 U.S.C. §552a. Among other things, Vendor agrees to obtain the express consent of the Federal Government before the Vendor or its employees operate a system of records on behalf of the Federal Government. Vendor understands that the requirements of the Privacy Act, including the civil and criminal penalties for violation of that Act, apply to those individuals involved, and that failure to comply with the terms of the Privacy Act may result in termination of the underlying Agreement. 36. CLEAN WATER REQUIREMENTS Vendor shall comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. Vendor shall report each violation to ILJAOC and the City and understands and agrees that ILJAOC and the City will in turn, report each violation as required to assure notification to appropriate EPA Regional Office. Vendor agrees to include this requirement in all of its subcontracts. 37. CLEAN AIR Vendor shall comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §§ 7401 et seq. Vendor shall report each violation to ILJAOC and the City, who will in turn, report each violation as required to assure notification to the appropriate EPA Regional Office. Vendor agrees to include this requirement in all of its subcontracts. 38. LOBBYING Vendor's who apply or bid for an award of $100,000 or more shall file the certification required by 49 CFR part 20, "New Restrictions on Lobbying ". Each tier certifies to the above that it will not or has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection 19 with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non - Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C. 1352. Such disclosures are forwarded from tier to tier up to the recipient. 39. FEDERAL REQUIREMENTS All contractual provisions required by 44 CFR Part 13, whether or not expressly set forth in this document, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Agreement. Vendor shall not perform any act, fail to perform any act, or refuse to comply with any requests, which would cause ILJAOC and the City to be in violation of the 44 CFR Part 13.36 terms and conditions. 40. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 41. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 42. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. Any inconsistency in between the Agreement and the Exhibits shall be resolved by giving precedence in the following order: (1) the Agreement, (2) the Phase 1 Proposal, attached hereto as Exhibit C; (3) the Schedule of Compensation, attached hereto as Exhibit E, (5) the Best and Final Offer, attached hereto as Exhibit D, the Request for Proposal, attached hereto as Exhibit A; and (6) the Initial Proposal, attached hereto as Exhibit B. 43. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 20 44. AMENDMENTS This Agreement may be modified or amended only by a written document executed by Vendor, City and ILJAOC and approved as to form by the City Attorney and legal counsel for the ILJAOC. The parties agree that once the City has met its obligations as set forth in Section 4.4 hereof or if the ILJAOC is solely liable for all obligations including, but not limited to, payments to be made pursuant to any amendment to this Agreement, this Agreement may be amended by ILJAOC without the City's consent provided that the City does not incur any additional liability by and through said amendment. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 46. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. Vendor, the City and ILJAOC expressly agree that in addition to any claims filing requirements set forth in this Agreement and Agreement documents, the Vendor shall be required to file any claim the Vendor may have against the City and /or ILJAOC in strict conformance with the California Government Claims Act (California Government Code sections 900 et seq.). 48. Counter Parts This Agreement may be executed in two or more counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. 21 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: By: A...., c Aaron C. Harp, Counsel for ILJAOC APPROVED AS TO FORM: OFFICE OF TINE CITY ATTORNEY: INTEGRATED LAW & JUSTICE AGENCY OF ORANGE COUNTY, A Joint Powers Authority By: G / c Scott Jordan, Chair CITY OF NEWPORT BEACH, A Municipal Corporation By: By: C_/�— id R. Hunt, Dave <iff, City Manager City Attorney ATTEST: Leilani frown, City Clerk NEW � o� � a s Attachments: Exhibit A - Request for Proposal Exhibit B - Initial Proposal Exhibit C - Best and Final Offer 83867 VENDOR: (Corporate Officer) Title: Prn;ct"E Print Name: YnicArw 15. Mcmuq- By: (Finatkial Officer) Title: (oo per— a -16rtS kAr1n0FC Print Name:,,—ha KI f �0' eO a Exhibit D - Scope of Work Exhibit E - Schedule of Compensation 22 City of Newport Beach & Integrated Law & Justice Agency for Orange County Justice and Homeland Security Integration and Citation Processing Solution Request For Proposal Original Release September 8, 2009 Page 1 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Table of Contents RFPInstructions ....................................................... ..............................3 INT— Introduction ........................................................................... ............................... 11 SOW— Scope of Work ..................................................................... ............................... 12 SOW 1 — General - Integration and Citations ............................... ............................... 16 SOW2 — Services - Integration and Citations .............................. ............................... 17 SOW 3 — Equipment and Software - Integration and Citations .. ............................... 19 SOW 4 — Acceptance and Testing - Integration and Citations .... ............................... 20 SOW 5 — Training - Integration and Citations ............................. ............................... 21 SOW 6 — Documentation - Integration and Citations .................. ............................... 23 SOW 7 — Warranty and Ongoing Maintenance Support - Integration & Citations 24 SOW 8 — Work Not Included - Integration and Citations ........... ............................... 25 REQ — Requirements ..................... REQ 1— General ........................... REQ 2 — Functionality .................. REQ 3 — Applications ................... REQ 4 — Technical ........................ SUB — Submission Requirements SUB 1— General ............................ SUB 2 — References....... SUB 3 — Solution ........... SUB 4 — Workplan ..................... SUB 5 — Training Approach ..... SUB 6 —Documentation ............ ......................................... ............................... 26 ......................................... ............................... 28 ......................................... ............................... 29 ......................................... ............................... 31 ......................................... ............................... 52 ......................................... ............................... 57 ......................................... ............................... 57 ......................................... ............................... 58 ......................................... ............................... 59 SUB 7 — Warranty and Ongoing Maintenance Support SUB 8 — Technical Environment ...... ............................... ............. ............................... 60 ............. ............................... 60 ............. ............................... 61 ............. ............................... 61 ............. ............................... 61 SUB9 — Project Team ..................................................................... ............................... 62 SUB10 —Pricing .............................................................................. ............................... 62 Appendix A — Requirements Compliance Table ........................... ............................... 69 AppendixB — Interface Specifications ........................................... ............................... 71 Orange County Superior Court Interfaces ..................................... ............................... 72 District Attorney Interface ............................................................. ............................... 73 Appendix C — Professional Services Agreement ........................... ............................... 74 Page 2 of 92 ILJAOC_JHSICP_ RFP— R1.docx 9/7/2009 CITY OF NEWPORT BEACH AND INTEGRATED LAW AND JUSTICE AGENCY FOR ORANGE COUNTY JHSICP Project REQUEST FOR PROPOSAL FOR SUPPLY OF COMPUTER SOFTWARE AND HARDWARE AND PROVISION OF INTEGRATION AND IMPLEMENTATION SERVICES Agency Background The Integrated Law and Justice Agency for Orange County ( ILJAOC) is a Joint Powers Authority incorporated under California law that implements and manages integrated justice systems for the criminal justice agencies within Orange County, California. The ILJAOC cooperates with each Member Agency in the exercise of some or all of their powers to facilitate the integration and sharing of criminal justice information and data throughout the County. ILJAOC contracts with its member agencies to receive various services including financial, legal and insurance services. The following agencies are members of ILJAOC and use its systems and technology: Anaheim Police Department Newport Beach Police Department Brea Police Department Orange County District Attorney Buena Park Police Department Orange County Probation Department Costa Mesa Police Department Orange County Public Defender Cypress Police Department Oran a County Sheriffs Department Fountain Valley Police Department Orange County Superior Court Fullerton Police Department Orange Police Department Garden Grove Police Department Placentia Police Department Huntington Beach Police Department Santa Ana Police Department Irvine Police Department Seal Beach Police Department La Palma Police Department Tustin Police Department La Habra Police Department LIC Irvine Police Department Laguna Beach Police Department Westminster Police Department Los Alamitos Police Department West Comm Communications Agency* ` Note that the West Comm Communications Agency is not a member of ILJAOC but participates under a special agreement The City of Newport Beach (The City) is issuing and administering this RFP on behalf of the Integrated Law and Justice Agency for Orange County. Page 3 ;F92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 The City of Newport Beach provides a number of services to ILJAOC and additionally is the grant administrator for some of the federal grant funds that are allocated to integrated justice projects that fall under the jurisdiction of ILJAOC. As the City of Newport Beach is the administrator of much of the funding that will be used for this project, they are the issuing entity for this Request for Proposals. They will administer the procurement and will be the primary Contract Party. ILJAOC will receive the title and licenses for all equipment and software provided under the terms of any agreement formed as a result of this procurement, and ILJAOC will administer any future maintenance and system enhancement agreements pertaining to systems provided as a result of this procurement. Project Description The ILJAOC's Justice and Homeland Security Integration and Citation Processing (JHSICP) project is intended to enhance the efficiency and effectiveness of information exchange processes between the more than 30 criminal justice agencies in the County. These exchanges range from very formal interactions such as filing of a criminal complaint or acquisition of a search warrant to very informal communications such as checking status of a case, a request for supporting information for an application or a copy of a police report for follow up action. The solution will have built in functionality and will also provide the ability to query systems to which it is connected. At the highest level, the proposed solution(s) and implementation to address the electronic filing initiative should facilitate the following: • Automatic transfer of information requests, response information and filings between agencies • Track the status of information and service requests • Notify personnel and agency specific systems when a status is changed or a service request is made • Provide an audit trail for service requests and information provided • Provide an archive for documents that are likely to be required in the future by agencies other than the primary custodian of the document • Collect and process citations electronically The procurement is structured in two components: • The integration solution • The citations solution Vendors may submit proposals on one or both of these components. ILJAOC reserves the right to select the solution for each component that it believes delivers the best combination of features and value from any of the submitted Page 4 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/712009 proposals. The integration solution vendor will be required to work to integrate the citations solution provided by the citations solution vendor. The citations solution vendor will provide a core citations solution that will be shared by some or all of the law enforcement agencies in Orange County. This solution will include central review and processing capability as well as mobile devices and peripherals. The integration solution vendor will provide an integration engine, a portal style user interface application with workflow capability and will provide the services required to integrate the new citations solution, existing citations solutions and to implement the interfaces and configure the applications and workflow included in Phase 1 of the project. There are a broad range of potential inter - agency transactions that could be supported by the JHSICP solution. The implementation project will be structured into several phases. The first phase will include implementation of a small number of transactions, a user interface application and integration of the citations solution and existing citations systems. This phase will involve implementation at a small number of participating agencies. Subsequent phases will be contracted through change orders to the contract and will include implementation of additional exchanges and new workflows as well as deployment at additional agencies. This procurement will include the supply of required computer software and hardware, design, integration and implementation services as well as ongoing maintenance and support services. Scope of Services The scope of services is provided in the specifications section of this RFP. The specifications are made up of the Scope of Work (SOW), the Requirements (REQ) and the Submission Requirements (SUB). Procedure A. Vendor Inquiries The designated City of Newport Beach and ILJAOC project manager is Bob McDonell. Deloitte Consulting is providing project management and procurement advisory services associated with this project. Deloitte's project manager is Stephen Lee. Page 5 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Questions or comments concerning this RFP should be directed to: Stephen Lee Deloitte Consulting Email: sleeCG?deloitte.com Telephone 916 - 316 -1601 Fax 916- 288 -3620 Should vendors need to contact ILJAOC Directly, Bob McDonell's contact information is as follows: Bob McDonell Executive Director ILJAOC c/o Newport Beach Police Department 870 Santa Barbara Dr Newport Beach, CA 92660 949 279 4888 bob_mcdonell @nbpd.org B. Submission ojProposals Please submit an original and (2) copies of the proposal as well as an electronic copy of the proposal on CD. Completed proposals should be sealed and clearly marked "Integrated Law and Justice Agency for Orange County JHSICP ProiecY' and must be submitted no later than 4PM, on October 30, 2009 to: Integrated Law and Justice Agency For Orange County c/o Newport Beach Police Department 870 Santa Barbara Drive Newport Beach, CA 92660 (949) 644 -3717 Attn: Jennifer Manzella Proposals received after the above date and time will be considered non- responsive and will not be accepted. Any late proposals will be returned unopened to the bidder. Evaluation of the proposals is expected to be completed within 30 days after their receipt. However, prices quoted in the proposals shall remain fixed and binding upon the bidders for not less than 180 days. Page 6 of 92 ILJAOC_JHSICP_ RFP_R1.docx 917/2009 C. Notification of Withdrawal of Proposal Proposals may be modified or withdrawn prior to the date and time specified for proposal submission by an authorized representative of the bidder or by formal written notice. Proposals submitted will become the property of the ILJAOC after the proposal submission deadline. D. Right to Reject Proposals The City of Newport Beach and ILJAOC reserve the right to waive, at its discretion, any irregularity or informality which the City and /or ILJAOC deems correctable or otherwise not warranting rejection of the RFP. The City and /or ILJAOC reserves the right to reject any and all proposals and to accept any proposal or portion thereof. No obligation, either expressed or implied, exists on the part of the City of Newport Beach or ILJAOC to make an award or to pay any costs incurred in the preparation or submission of a proposal. All costs associated with the preparation or submission of proposals covered by this RFP are solely the responsibility of the Bidders. E. Evaluation The City of Newport Beach and ILJAOC reserve the right to negotiate with any Bidder as necessary to serve the best interests of the people of Orange County California and negotiate the final Contract with the Bidder that offers the solution that provides the best value (in the opinion of the members of the evaluation team) to the City and ILJAOC. The process for evaluation and rating of the proposals received in response to this RFP will consist of three phases: 1. The first phase will be a preliminary review of all of the responses of the bidder's proposal to determine basic responsiveness. 2. The second phase, for the bidders who have satisfactorily completed and fulfilled the requirements of the first phase, will be a major gating phase. The proposals will be reviewed to determine the level of familiarity and experience with integration with law enforcement processes and systems and to determine if the vendors have proposed adequate security and data ownership provisions and have allowed for adequate scalability in Page 7 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 their solutions. Only Vendors with acceptable solutions for these issues will be evaluated further. 3. The third phase, for the bidders who have satisfactorily completed and fulfilled the requirements of the first and second phases; will be a scored review of their submission requirements (including reference checks and pricing). A short list of vendors will be selected as a result of this evaluation. 4. The fourth phase of the evaluation will consist of demonstrations to an evaluation team. The scores of the demonstrations will be combined with the scores of the third phase evaluation to determine the vendor judged to provide the best value solution. R Phasing and Exceptions to the RFP Bidders are encouraged to be responsive to the objectives stated in this RFP. If, however, a Bidder feels that it can offer substantial cost/benefit and /or performance advantages, the City and ILJAOC will consider and may accept alternate proposals. Alternative proposals must specify how they deviate from the requirements and describe cost reduction or other benefits to be achieved. Most importantly, the ILJAOC is interested in achieving a highly positive impact pilot that involves a representative set of agencies and applications. Vendors are encouraged to propose pilot scenarios (that are in keeping with the objectives stated in the RFP) that maximize involvement, and minimize initial capital requirements while demonstrating real benefit from implementation. The ILJAOC will consider proposals (or proposal options) that defer some functionality to later phases in order to meet these objectives. The ILJAOC reserves the right to select components from one or more proposals and negotiate an integrated or separate contract(s) in order to achieve the highest value solution possible. G. Schedule The expected procurement and Phase 1 implementation schedule is as follows: Event Date RFP released September 8, 2009 Bidders Meeting October 1, 2009 Page 8 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Proposals Due Initial Evaluation Results Complete Vendor Demonstrations Selection Contract H. Bidders Meeting October 30, 2009 November 15, 2009 December 7 to 11, 2009 November 15, 2009 December 15, 2009 A bidders meeting will be held in Orange County, California on the date listed above from 10 am to 1 pm. Vendors wishing to attend the bidders meeting shall register via email (2 days prior to the date of the conference) in order to receive the location information for the meeting. Registrations should be sent to Imanzella @nbod.org indicating how many people are expected to attend. Vendors not receiving location information by end of business on the day prior to the conference should contact the designated RFP contact identified above. Attendance at the Bidders Meeting is not mandatory but is strongly encouraged. The ILJAOC will not commit to sharing information presented at the meeting with Vendors. Information shared with Vendors attending the meeting may not be available to those who do not attend. G. Registration and Addenda Vendors are responsible for ensuring that they have the latest addenda to this RFP prior to submission of their proposals. In order to receive addenda, should they be created, vendors must register via email with the following two email contacts prior to October 15, 2008: slee(a)deloitte.com imanzella(a)nbpd.oro Should a vendor not receive confirmation of registration within 3 days of registering, then they should contact the primary RFP contacts detailed above. Page 9 of 92 ILJAOC_JHSICP_ RFP_R1.docx 917/2009 Contractor Responsibilities The Contractor shall be responsible for completing the specified services in accordance with The City of Newport Beach's agreement. Services specified in this agreement shall be taken directly from the Consultant's proposal and from the "Request for Proposal ". The agreement will be based on a standard City of Newport Beach professional services agreement (copy attached as Appendix B) and any necessary licensing agreements. Provisions of the professional services agreement shall include liability insurance coverage and errors and omissions insurance coverage provided by the Consultant in the amount of five million dollars ($5,000,000) each. The City of Newport Beach and ILJAOC shall be a "named insured" on these policies. General Information This Request for Proposal does not commit the City of Newport Beach or ILJAOC to pay costs incurred in the preparation of a response to this request. No work may begin until after the City of Newport Beach on behalf of ILJAOC executes an agreement. All data, documents, and other products used or developed for this project shall remain in the public domain upon completion of the project. Similarly, all responses to this Request for Proposal shall become the property of the City of Newport Beach on behalf of the ILJAOC. Payment for services shall be based upon satisfactory progress, submission of requests for reimbursement, and percent of work completed. The payment schedule shall be as follows: Page 10 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Milestone Percent of Contract Value 1 Contract signing 5% 1 Acceptance of System Design Documents 10% 2 Installation and demonstration of hardware and application in a staging facility in Southern California. 15% 3 Installation of system in ILJAOC designated facility 10% 4 Preliminary Acceptance 10% 5 Provisional Acceptance 10% 6 Final Acceptance Balance of Contract Value Page 10 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 INT — Introduction The Integrated Law and Justice Agency for Orange County's (ILJAOC) Justice and Homeland Security Integration and Citation Processing Project (1HSICP) is intended to address the diverse integration needs of the justice agencies in Orange County as they interact with each other as well as external organizations at various levels of government. The first phases of the project will address the citations processing, electronic filing and case tracking needs of the more than 30 criminal justice agencies in the County. It needs to handle criminal case filings from the law enforcement anencies to the District Attorney and a number of City Attorneys as- well•as integrated citations processing and interaction with the Probation Department and the County Crime Eab. Most importantly, the project needs to provide a platform for the future that will allow additional integration functionality to be implemented to support the justice and homeland security needs of the people of Orange County, California. The justice agencies in Orange County California (as in all jurisdictions to one degree or ahbther) have an immense number of cross agency information interactions. They range from very formal interactions such as filing of a criminal complaint or acquisition of a search warrant to very informal communications such as checking the status of a case, a request for supporting information for an application or a copy of a police report for follow up action. The common attributes of all of these interactions are that they require a significant amount of time by both the originating and destination agency staff, the audit trail for requests and the information provided is weak to nonexistent and information is routinely requested, accessed, and provided multiple times (often to the same agency). At the highest levels, JHSICP should provide the following: I. Provide a standards based integration platform to facilitate system to system transfer of information between justice systems 2. Provide a user interface to allow users at agencies without interfaces to their systems to initiate, monitor and service transactions with other agencies 3. Facilitate automatic transfer of information requests, response information and filings between agencies for the specified applications 4. Track the status of information and service requests for the specified applications S. Notify personnel and agency specific systems when a status is changed or a service request is made 6. Provide an audit trail for service requests and information provided 7. Provide an archive for documents that are likely to be required in the future by agencies other than the primary custodian of the document 8. Collect and process citations electronically 9. Support the addition of new information transfer transactions and the supporting workflow A number of team members from each of the participating justice agencies will be involved with the overall project. Actual team members will be selected at a later date. Governance for the project shall be provided through the Integrated Law and Justice Agency for Orange County (ILJAOC). ILJAOC is a joint powers authority that is made up of the local government entities in Orange County California which have direct involvement with the criminal justice system.. The JPA provides integrated justice systems and services to its member agencies and to other government entities on a contract basis. Page 11 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 SOW — Scope of Work This section outlines the services, equipment, software and tools to be provided by the selected vendor in the execution of the contract to provide the ILJAOC JHSICP solution(s). The delivered solution(s) must meet the functional and technical requirements as detailed in Section Requirements (REQ). This is a complex project for a range of reasons, including the number of agencies and the profusion of applications that can be supported in a full build -out. It is recommended that the selected approach blend the need to prove out all of the major components early, while making the implementation small enough to be managed by the limited resources of the Joint Powers Authority (JPA) in such a complex multi - agency environment. For the purposes of this document, the Scope of Work may be divided into multiple phases. SOW 0 -1 JHSICP Integration Solution Scope The Integration Solution Vendor shall confirm requirements and then design, implement, and test a consolidated integrated justice solution. The solution must have the ability to interface with existing and future case management systems (already in use in the County) as well as include the audit and workflow capabilities as described in this request for proposal. The Integration Solution Vendor shall as part of the first phase of the project: • Implement the core integration system • Implement the user interface application portal at 3 agencies • Provide support to up to three existing Citations vendors in their connection of their citations systems to the system • Provide a NIEM standard interface point for up to 3 existing citations systems • Work with the selected citations vendor to coordinate the design of a NIEM compliant interface point for the new citation system • Work with the selected citations system vendor to connect the new citation systems • Establish a workflow that consolidates all citations and allows for preprocessing (described elsewhere) prior to routing • Establish an interface to the Orange County District Attorney • Publish an interface specification for use by additional prosecutorial agencies (City Attorneys) • Publish an interface specification for use by the Public Defender • Publish an interface specification for use by other agencies • Make available security controlled web service interfaces to agencies in order to connect their systems • Implement the workflow applications to support the requirements of Phase I of the project SOW 0 -2 JHSICP Citation Solution Scope The Citation Solution Vendor shall confirm requirements and then design, implement, and test an electronic citation solution to support up to 30 independent law enforcement agencies. The Citation Solution Vendor shall as part of the first phase of the project: o Implement the citation system Implement citations workflow to support 3 law enforcement agencies o Provide portable citation user equipment as selected by ILJAOC Page 12 of 92 ILJAOC—JHSICP— RFP_Rt.docx 9/7/2009 • Work with the selected Integration Solution Vendor to coordinate the design of a NIEM compliant interface point for the new citation system • Work with the selected Integration Solution vendor to connect the new citation systems system to the integration solution SOW 0 -3 Subsequent Phases A number of initiatives or applications including the following will be undertaken in subsequent phases of the project: Implementation of additional applications including: • Juvenile referrals to the Probation Department • Integration of Crime Lab requests and results transmissions • Arrest Warrant processing • Search Warrant processing • Case status updates from the Superior Court • Probation violation processing • Probation reporting Integration of Citations to COPLINK • Extension of E- Filing to remaining City Attorneys who are involved on behalf of their Police Departments • Extension of E- Filing to additional law enforcement agencies • Extension of shared citation system to additional departments • Integration of additional independent citation systems The Scope of Work will include the integration of the proposed solution(s) and a number of existing systems and processes, as described below. SOW 0 -4 Scope Overview and Approach Security and integrity of the data transmitted, and case documents in particular, is a critical concern for the project and the participating agencies. Vendors must as part of the procurement and selection process address these issues. Note that the Orange County District Attorney's office has stated emphatically that they will move all documents filed with their agency through this system into their own systems and repositories and will implement dedicated court filing and discovery interfaces and protocols independent of the IHSICP system. The intent is to integrate the JHSICP system into the existing systems in Orange County to the extent practical. Interfaces are very costly and invasive to existing systems. Not only must the interface itself be funded but the system to which it is interfaced must be modified to accept the interface, accept input data, create required output data and to implement whatever automated workflow the inbound interface requires. ILJAOC will therefore support the implementation of interfaces at points in the system where transaction volume or complexity justifies the expense. For example, an interface to the District Attorney's system to allow for cases to be flied by the law enforcement agencies is justified. Conversely, interfaces at the law enforcement end of this link may not be justified. There are more than 20 law enforcement agencies that initiate cases in the county. They all have independent systems today and have no intention of consolidating. Many of the systems are old and were never intended to be integrated into a larger integrated justice system. It may be cost prohibitive to build stable interfaces and implement the functionality required to support integration functionality in these systems. Page 13 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Core to this solution will be an application/portal that allows the law enforcement agencies (or any agency that wishes to check case status or originate filings or other data transfer into the system) to do that work in this new application. ILJAOC can then decide where the application/portal should be used and where or if it is more expedient to implement an interface into a legacy system at an agency. Clearly, cost, security and efficiency will all play a role in the final decision. SOW 0 -5 Conceptual Architecture The following diagram outlines the baseline JHSICP architecture. Note that connectivity from the Court and Public Defender to the workflow engine illustrated in the diagram is not intended for receipt of criminal cases or primary discovery. Those functions will be provided by direct point to point interfaces from the District Attorney to the Public Defender outside of this project. That connection allows those agencies to access other integration applications such as filing of crime lab requests, viewing generally available documents or the case status index, citations processing and future applications. The system works essentially the same way for any type of request whether it is a filing, crime lab request, a warrant transaction or a juvenile referral. An originating agency compiles an initial request and potentially an accompanying document packet. The filing or service request is routed through the workflow engine to the appropriate agency. A notice of receipt along with other information, such as a receiving agency case number will be sent back to the originating agency by the Workflow Engine. Where appropriate, based on filing or request type business rules, the system will store copies of the filing or request in the repository with appropriate access controls. Page 14 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 RMS RMS RMS Orange -Crime Lab I County Probation E. Citation.'.. District Device . � CMS Workflow and FEMRstjing Existing ,t Orange PD Device Citation , Document System � Law Enforcement E• Agency Shared Citation - Casa Preparation and Access Application Shared Existing _ _ City Anaheim Case Shared Attorney Citation status Document` Server Citation Tracking ,Repository L System Orange County Superior Court Public Defondor District Attorney . � CMS Workflow and FEMRstjing E• (gip Case Status Citation Engine Device 1- DA=Cas'e Bro Document Citatsalt Syst Shared Existing _ _ City Anaheim Case Shared Attorney Citation status Document` Server Citation Tracking ,Repository L System Orange County Superior Court Public Defondor There are several existing citations systems in Orange County. The City of Orange operates a system from APS. The City of Brea operates a system from Crossroads and the City of Anaheim operates as system from Berendo Solutions. It is feasible that one or more agencies may choose to implement another independent system. The Court in particular has a strong desire to get to a single interface point for all citation systems in the County. Any solution put into service needs to support these independent systems and act as a consolidation point for the citations going to the Court. It has been determined through the earlier implementations that the business processes associated with the citation processing is much more complicated than earlier thought. Agencies have slightly varying protocols about when to move a citation from an infraction to a misdemeanor and in some cases, the District Attorney allows the law enforcement agencies to direct file some traffic misdemeanors directly with the Court. Integrating the citation systems with a central workflow engine provides a range of options for handling these business process complexities. Agencies can choose to do initial review and classification of citations in the citation solution. In other cases, more complex workflow, review and classification can be done in the workflow engine and then misdemeanor cases routed either to the appropriate prosecutor or the Court depending on the agency's business rules. The diagram above illustrates how the citations system works within the overall JHSICP solution to consolidate citations from the various existing and new systems and supports the required differentiated workflow. Bringing the independent citation systems into the workflow engine allows for additional review and processing to be done on those citations without requiring costly modifications to those systems. In the event that an existing independent citation system does not require further processing of its citations, then those citations can simply be passed directly to the Court. SOW 1 — General - Integration and Citations SOWI -1 Location of Work The Primary Work Location shall be in facilities provided by the ILJAOC agencies in the State of California. The Vendor can complete much of the work in their own facilities. However, all requirements workshops, project management meetings, training and integration and acceptance testing shall occur at the Primary Work Location. These requirements are applicable to the respective phases of the e- filing project. SOWI -2 Vendor Project Manager The Vendor shall assign a Vendor Project Manager to this project. The Vendor Project Manager will be the single point of contact responsible for all work undertaken by the Vendor. The Vendor Project Manager shall be on site in Orange County as needed through the duration of the project. During implementation and up to provisional acceptance the Vendor Project Manager must be on site in Orange County as agreed to by the ILJAOC Project Manager for the respective phases of the a -filing project. Page 16 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 9/7/2009 SOWI -3 System Staff on Site Support For the initial phase, programmers and systems specialists capable of making any required changes to the system shall be on site as neccasary for the duration of system integration testing, and through to provisional acceptance. Support personnel capable of restoring the system should be available through Final Acceptance of the solution(s). SOW 2 — Services - Integration and Citations SOW2 -1 Inception For the initial phase, the Vendor shall meet with the ILJAOC project management as often as necessary to finalize the project plan, schedule initial meetings and workshops and agree and document project processes, procedures and reporting systems. For subsequent phases, the Vendor shall meet with the ILJAOC project management as often as necessary for further e- filing integration and expansion, to finalize the project plan, schedule initial meetings and workshops and agree and document project processes, procedures and reporting systems. SOW2 -2 Site Surveys In conjunction with the inception meetings, the Vendor shall visit all sites included in the respective phase and work with technical personnel at that agency as well as any of the agency's technology vendors as appropriate, to fully validate their approach and design for integration with the processes and systems at that site. During these visits the Vendor shall determine the installation requirements for the JHSICP components to be installed and the suitability of the facilities and infrastructure of the sites to house the system and associated equipment. The findings of these examinations will be compiled by the Vendor and submitted to the ILJAOC Project Manager. ILJAOC police agencies will implement physical plant electrical and network facilities to support the system based on the report provided by the Vendor. SOW2 -3 Requirements Validation Workshops The Vendor shall conduct requirements validation workshops to walk through all of the ILJAOC requirements and determine the required configuration details. Workshops will need to be held for each site that will be included in the JHSICP per phase. Logistics for the workshops shall be managed by the ILJAOC team members. SOW24 System Design Documentation Following the requirements validation workshops the Vendor shall develop design documents detailing the configuration and any custom development. The documentation must be detailed enough for reviewers to understand the function and appearance of all a -filing solution(s) components and functionality. This documentation shall be submitted to the ILJAOC Governing Board for review. During the review period the Vendor shall update the project plan to reflect the configuration and customization effort. Following the ILJAOC's review, the Vendor and the ILJAOC Working Group shall finalize the design documents and project schedule. These requirements are applicable to the respective phases of the e- filing project. SOW2 -5 Development and Customization The Vendor shall perform the customizations outlined in the finalized System Design Documentation described above. These requirements are applicable to the respective phases of the e- filing project. Page 17 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 SOW2 -6 Configuration The Vendor shall undertake all configuration of the JHSICP to meet the requirements as defined in the workshops and design documentation. These requirements are applicable to the respective phases of the e- filing project. SOW2 -7 Interfaces The following interfaces must be implemented and supported by the Integration Solution Vendor in Phase I of the project: I. The Vendor shall be responsible for implementing all aspects of the interface to the District Attorney's system based on the specifications provided in Appendix B. 2. The Vendor shall be responsible for implementing all aspects of the following interfaces to the Orange County Superior Court a. Criminal case filing for law enforcement direct filed cases b. Juvenile delinquency case filing for law enforcement direct filed cases c. Citations to the traffic infraction system d. Citations to the juvenile infraction system 3. The Vendor must make available a NIEM compliant web services based interface so the three existing citations vendors may connect. 4. The Vendor must work with the selected Citations Solution Vendor to develop and collaboratively implement an interface from the new citation system. 5. The Vendor must make available a NIEM compliant web services based interface that allows agencies to query the Case Status repository from their legacy systems and to automatically receive case status updates to their legacy systems. The Citations Solution Vendor is responsible for the following interfaces in Phase I of the project: I. The Vendor must make available a NIEM compliant web services based interface to allow each of the agencies using the citations solution to automatically upload approved citations and other documents created within the solution to their RMS. Agencies will be responsible for having their RMS build to the Citations Solution Vendor provided web services based interface in order to effect upload of the data to their RMS. 2. The Vendor must work with the selected Integration Solution Vendor to develop and collaboratively implement an interface from the new citation system to the integration solution. SOW2 -8 Integration The Vendor(s) will be responsible for overall coordination of all interfaces. They will build out their own end of the interfaces and shall actively work with any participating agencies including the District Attorney, City Attorneys, the Sheriff's Department, police agencies and the Orange County Superior Court, their staff, and any other contractors employed by justice agencies within the county to support the integration of the e- filing solution(s). These requirements are applicable to the respective phases of the e -Fling project. SOW2 -9 Server Installation The Vendor(s) will work with ILJAOC agencies to understand existing infrastructure available for use on this project. In the event that more servers are required, the Vendor shall install, configure, test and commission all server equipment and infrastructure required to support the e- filing solution(s). The production environments must be installed and commissioned prior to commencement of testing. In a number of cases, several police agencies may already own adequate hardware and server software. This hardware will be identified in Inception. These requirements are applicable to the respective phases of the e- filing solution. SOW2 -10 Workstation Software Installation Systems that require the installation of workstation software are discouraged. In the event that a vendor solution requires workstation specific software be installed, the Vendor shall install all workstation software to support the application including any client application software. Tile Vendor can assume that Microsoft Windows NT, XP, 2000, 2003,2007 and all standard Windows Page 18 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 9/7/2009 components already exist on all workstations, including Internet Explorer. These requirements are applicable to the respective phases of the e- filing project. SOW2 -11 Project Management The Vendor Project Manager shall maintain a detailed schedule of activities for his /her team and update the schedule on a weekly basis until Provisional Acceptance of the system. The updated schedule shall, along with progress reports, be forwarded to the 1LJA0C Project Manager on a weekly basis. The Vendor Project Manager shall present the current status of the work at a meeting in Orange County every 2 weeks through the life of the project and respective phases. The ILJAOC Project Manager may approve alternate status report meetings through the use of teleconferencing. Progress reports shall include a table listing all delivery milestones along with the originally scheduled date and the current target date and the number of changes to the date. SOW 3 — Equipment and Software - Integration and Citations SOW3 -1 Integrated Solution The Vendor shall offer an integrated solution(s) including the hardware and software required to operate the e- filing solution. The ILJAOC has a number of Windows 2000 servers and Microsoft SQL Server licenses. During negotiations and design, discussions will be undertaken to determine if the solution can be operated on the ILJAOC's existing infrastructure. SOW3 -2 Primary Server and Infrastructure Environment The Vendor shall provide, deliver, install, configure and test the complete production server hardware and software environment in the selected data center location. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. SOW3 -3 Development/ Test Server Environment The Vendor shall consult with the lLJAOC representatives to ascertain the availability of development and test servers. If new equipment will be required, the Vendor shall provide, deliver, install, configure and test the complete development server hardware and software environment in the selected data center location. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. The Development and Test environment will be used by Vendor personnel to configure and do preliminary testing of the system prior to commissioning. The system must be sized to support the development and configuration that will be performed by the Vendor and must scale to the requirements for all phases of the e- filing project. SOW34 Development Workstations The vendor shall determine the number of required development workstations in the inception of the initial phase. The Vendor shall provide, deliver, install, configure and test the development workstations and a development local area network infrastructure to be used by Vendor personnel. After the completion of the initial phase, the development workstations will continue to be used for subsequent phases. Any additional workstation requirements for subsequent phase will be determined at that time. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. Page 19 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 SOW3 -5 User Workstations The Vendor shall provide specifications for user workstations as outlined in the submission requirements. If additional or altered specifications are created as a result of changes for later phases of solution implementation, the Vendor will reissue specifications for user workstations. SOW3 -6 System Software The Vendor shall provide, deliver, install, configure and test all the JHSICP software. The Vendor will be responsible for installing any client software that is required other than standard browsers on all workstations at initial and subsequent phase sites. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. SOW3 -7 Data Integration and Web Development Tools The Vendor's responsibilities in this area are limited to providing the applications configuration and web development tools used to meet the requirements of the JHSICP solution defined in this RFP, and providing training and documentation on any proprietary products and tools supplied. SOW3 -8 Third Party Software The Vendor shall provide, deliver, install, configure and test all third party software that is required to support the operation of the proposed JHSICP solution on all of the server components as well as any items that are required other than those provided with Microsoft Windows XP/NT /2000/2003, 2007 or later operating systems on the workstations. All warranty and licensing agreements associated with this software must be in the name of the ILJAOC or their designate. SOW3 -9 System Management Software The Vendor shall provide, deliver, install, configure and test all software that is required to effectively manage the server infrastructure and the applications. All warranty and licensing agreements associated with this software must be in the name of the ILJAOC or their designate. SOW 4 — Acceptance and Testing - Integration and Citations SOW4 -I Acceptance Acceptance of the Data Sharing Solution shall be conducted in a multistage process during the respective phases of the e- filing project. SOW4 -2 Preliminary Acceptance Preliminary Acceptance shall be granted following the acceptable completion of the a -filing solution testing and clearance of all deficiencies identified. These requirements are applicable to all of the respective project phases. SOW4 -3 Provisional Acceptance Provisional Acceptance shall be granted following the acceptable completion of user acceptance testing and clearance of all deficiencies identified during user acceptance testing. SOW44 Final Acceptance Final Acceptance in the initial phase shall be granted after 16 weeks of operation without a system outage affecting more than 10 workstations or reducing system throughput by more than 20 %. Final Acceptance in subsequent phases will follow similar guidelines but will be staggered, according to the project schedule. Page 20 of 92 ILJAOC—JHSICP— RFP_R1.docx 9/712009 SOW4 -5 Solution Testing. This testing shall be conducted on each site Production System, prior to the commencement of system Integration Testing. If the solution consists of one central system for all sites, this testing will consist of individual testing for each site. The Vendor shall be responsible for developing and submitting a testing plan for approval by the ILJAOC Project Manager prior to commencing the testing. This testing shall completely test the operation of the JHSICP solution at/for each site. The testing shall also include load testing that confirms satisfactory operation with concurrent users simulated. In addition to the testing proposed by the Vendor, the ILJAOC may submit additional tests that must be completed by the vendor. Requirements for Data Sharing Solution Testing are applicable to all the respective phases of the e- filing project. SOW4 -6 System Integration Testing System integration testing shall be conducted by the Vendor. The testing shall be conducted on the Production system prior to the commencement of training or user acceptance testing. The testing shall exercise all integration points and interfaces. The Vendor's primary responsibilities during-this testing will be verifying operation of the JHSICP solution at the initial phase sites and repeating the system load test on the production system with all the interfaces active. For subsequent phases, system integration testing will also be conducted by the Vendor. The manner in which System Integration Testing will be conducted during subsequent phases will be determined in the Inception Phase. SOW4 -7 User Acceptance Testing User Acceptance Testing shall be conducted following the System Integration Testing on the Production System. The testing will be conducted by the Vendor. The Vendor shall have personnel on site throughout the testing to address deficiencies and operational issues that arise. User acceptance testing will only be performed in the initial phase. However, if changes are introduced into the system as part of subsequent phases of implementation, a subset user acceptance testing phase will be conducted. SOW 5 — Training - Integration and Citations SOW5 -1 General Training Philosophy The Vendor shall develop and conduct all primary system training. Train the trainer courses shall not be used to train users for initial system startup. The ILJAOC shall provide paining rooms with furniture and network connection to the production server location. The ILJAOC will designate between 2 and 10 personnel that will become staff trainers following acceptance of the system. These personnel will work with the Vendor to provide input into the operational aspects of the training materials and will be the primary reviewers of the training materials. They will also sit in the courses as instructor trainees to develop an understanding for how the material should be delivered. SOW5 -2 User Training The Vendor shall develop and deliver user training classes, provide initial delivery of those classes and then provide all training materials to ILJAOC so that member agencies can continue to train staff. Courses shall include: • E- Filing User Class • E- Filing Administrator • Citations initiator (patrol or traffic officer) Citations review and approval U Citations administrator Page 21 of 92 ILJAOC—JHSICP— RFP_R1.docx 9/7/2009 Classes shall be conducted in 15 person classrooms The curriculum must be sufficient to allow users with a basic understanding of the police agency's business to become proficient in the use of the system to conduct their day to day activities. SOWS -3 Administrator Training The Vendor shall develop and conduct a course suitable for agency system administrators. This course will be delivered at least 2 times in classes of up to 10 people. This course should contain detailed explanations of the administration of the JHSICP solution, including management of security and user profiles as well as agency specific configuration settings. This training is likely to be required in each phase of the project. SOWS -4 Technical Administrator Training The Vendor shall develop and conduct a course suitable for technical system administrators. This course will be delivered 2 times in classes of up to 5 people. This course should contain detailed explanations of the technical administration of the JHSICP solution, including configuration of new workflows and troubleshooting of system issues. This service will primarily be provided as part of the initial phase. However, should a significant number of administrator resources be identified in subsequent phases, additional administrator training courses may be required. SOW5 -5 Technical Infrastructure Training The Vendor shall develop and conduct a course suitable for infrastructure maintenance and administrators. This course will be delivered 2 times in classes of up to 5 people. This course should contain detailed explanations of the technical infrastructure of the JHSICP solution, including routine maintenance and emergency triage and troubleshooting. This service will primarily be provided as part of the initial phase. However, should a significant number of administrator resources be identified in subsequent phases, additional administrator training courses may be required. Page 22 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 SOW 6 — Documentation - Integration and Citations SOW6 -1 General Documentation The Vendor shall provide complete product documentation (such as standard does that accompany a purchased server computer) for all software and hardware components provided to the ILJOAC as part of this contract. This requirement is applicable to all of the respective e- filing project phases. SOW6 -2 Solution Systems Documentation Two hard copies and one electronic copy of all Solution system documentation (including the citations system documentation) shall be provided in the initial phase. If changes to the JHSICP solution documentation result from work performed in subsequent phases, two hard copies and one electronic copy of updated documentation will be provided. The JHSICP solution documentation includes all project planning and execution deliverables. SOW6 -3 User Documentation The Vendor shall provide all user documentation in an electronic format simultaneously accessible to all users in or affiliated with ILJAOC agencies. The documentation must be sufficiently detailed and complete so that a computer literate user could use it to learn all functions of the system. The documentation must incorporate instructions on how to use all features customized and configured for this installation. SOW64 Training Documentation Each training manual must be a substantive document that provides material for training all functionality within the JHSICP solution. These training manuals must be approved by the project management prior to being released to end users. The Vendor shall provide at least 30 copies of each training manual to be distributed to personnel as they receive training on the use of the system. The Vendor shall also provide the ILJAOC with editable electronic versions of these manuals in order that they may be updated and additional copies made for future training of new employees. The manuals must include a quick reference section that users may use on an ongoing basis as well as training exercises, examples of functions and instructions for basic operation of the system. It is expected that these quick references will be a supplement or subset of the online training materials specified above. SOW6 -5 Technical Documentation The Vendor shall provide 2 sets of all hardware and third party software technical documentation for each site on which these items are installed. The Vendor shall provide 2 sets of technical documentation describing configuration, database mapping integration techniques, systems management and technical support procedures for the JHSICP solution for each site. These requirements apply to all of the phases of this project. If changes to the technical documentation result from subsequent phases of implementation, and those changes are applied to the initial phase implementation, updated technical documentation will be provided to the initial phase sites. SOW6 -6 Database Documentation Wherever databases are established or significant work is done understanding existing databases, the Vendor shall compile documentation on the database structure and schema suitable to support ongoing support and father extension and expansion of these databases. This documentation shall be left with the ILJAOC for use as they see fit in the ongoing operation, maintenance and expansion of the system. Page 23 of 92 ILJAOC—JHSICP— RFP_Rl.docx 9/7/2009 SOW6 -7 Data Mapping Documentation Data originating from each data source will be transformed (if required) and mapped to a corresponding Global Justice XML defined element. The Vendor must create and maintain documentation for each data source that includes the database fields mapped to the GJXML fields and the required transformations. This documentation will be a living document, and will continue to be updated as the project progresses. Over time, ownership of the documentation will pass to the ILJOAC. The exact dates will be determined at a later date. SOW 7 — Warranty and Ongoing Maintenance Support - Integration & Citations SOW74 Warranty Support A system and installation warranty must be provided as part of the purchase of the system. Options for a one year and a three year warranty are required as part of the pricing submission. SOW7 -2 Warranty Components In addition to standard warranty provisions, for the purposes of this project, warranty is defined to include: Annual software licensing during the warranty period • Telephone support • On site callout based outage support • Periodic preventative maintenance and monitoring visits Upgrades to the latest version of application software as part of preventative maintenance SOW7 -3 Response times During the warranty period the Vendor shall provide 4 hour on site response to a system deficiency that affects IO or more workstations, or one server or impacts average transaction time by more than 20 %. Staff must be available to respond Monday through Friday from 8 am to 5 pm. SOW74 Routine Maintenance During the Warranty period, the Vendor will visit the site at least monthly, and at that time verify that all system components are operating within specifications and upgrade all system components to the latest available software release. Operating systems need not be upgraded as new releases are issued but all maintenance patches available must be installed on the servers on the monthly visits. SOW7 -5 Warranty Considerations For subsequent phases of the implementation, and each site that is integrated into the JHSICP solution, the Vendor shall offer options for 1 year or 3 year warranties as outlined for the initial phase. No additional routine maintenance site visits are required as part of the subsequent phase warranties. SOW7 -6 Ongoing Maintenance Support The Vendor is expected to offer a range of ongoing support options for the ILJAOC's consideration in the event that the they opt not to select the 3 year warranty. One of those options may be a full on -site support option. Page 24 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 SOW 8 — Work Not Included - Integration and Citations The ILJAOC agencies have information technology groups and have been using the services of various consultants to serve the justice community for some time. The following services associated with this project may be undertaken by a combination of separate consultants and the ILJAOC agency information technology personnel and are not the responsibility of the Vendor. SOWS -1 Change Management Program The Vendor is not responsible for implementing or operating a change management or stakeholder communications program. These activities will be undertaken by lLJAOC and its consultants. SOW8 -2 Networking Facilities The ILJAOC will implement all local and wide area network facilities other than those specifically requested in the Scope of Work. The Vendor's responsibilities are limited to specifying the improvements required to network infrastructure during proposal submission and as a result of the design effort and site visits. SOW8-3 Physical Plant and Electrical Service The ILJAOC will implement all physical plant and electrical services based on the requirements the Vendor presents as a result of the site visits. SOWS -4 Implementation of Specific Interfaces The following interfaces will be built by other parties outside of this contract 1. District Attorney E- Filing to the Court 2. City Attorney E- Filing to the Court 1 Motions interface from the Public Defender to the Court 4. Discovery from District Attorney or City Attorney to the Public Defender Page 25 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 REQ — Requirements This document outlines the various requirements for the JHSICP solution to be provided to the members and clients of the Integrated Law and Justice Agency for Orange County (ILJAOC). The requirements have been developed to enhance the efficiency and effectiveness of the various transaction processes of the justice agencies. In some cases, however, the requirements may be subject to change. The right to make changes to the requirements is at the sole discretion of ILJAOC. Requirements consist of four sections as follows: REQ 1 — General REQ 2 — Functionality REQ 3 — Applications REQ 4 — Technical Business Problem Thejustice agencies in Orange County, California (as in alljurisdictions to one degree or another), have an immense number of cross agency information interactions. They range from very formal interactions such as filing of a criminal complaint or acquisition of a search warrant to very informal communications such as a checking status of a case, a request for supporting information for an application or a copy of a police report for follow up action. The common attributes of all of these interactions are that they require a significant amount of time by both the originating and destination agency staff, the audit trail for requests and the information provided is weak to nonexistent and information is routinely requested, accessed, and provided multiple times (often to the same agency). A system is required that at its highest levels does the following: • Facilitate automatic transfer of information requests, response information and filings between agencies • Track the status of information and service requests • Notify personnel and agency specific systems when a status is changed or a service request is made • Provide an audit trail for service requests and information provided • Provide an archive for documents that are likely to be required in the future by agencies other than the primary custodian of the document (for some applications only) • Supports addition of new information transfer transactions and the supporting workflow Transaction Types There are a broad range of potential inter- agency transactions that could be moved to an automated system. However, the fact that it could be moved to such a system does not mean that it should be moved to such a system. ht many cases, transactions are best completed manually due to any number of factors such as the security required or the level of interaction required by the parties dining the transaction. Preliminary indications are that the following are the transactions judged to be most desirable for implementation in an automated way in the early stages of the Orange County implementation. It is expected that, over time, additional applications will be identified for implementation on the system. ° Criminal Complaints (Law Enforcement to Prosecutor). The Directions for Complaint form and supporting police reports should be sent electronically to the prosecuting attorney for their initial review and when appropriate, that individual will electronically file the case and make it available to the appropriate parties for the preparation of a Criminal Complaint and eventual hearing. Rejections or Page 26 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 requests for additional information on the part of the reviewing prosecutor should also be supported as part of the system. • Criminal Complaints (Prosecutor to Court). The District Attorney and the Court have already implemented a system where the base complaint information is sent to the Court electronically. This interface will be enhanced by the District Attorney and the Court independent of this project. The City Attorneys that undertake criminal filing will (again, independent of this project) establish their own interface to the Courts to perform this function.. • Electronic Evidence. Currently, a number of agencies are utilizing the ability to store different types of evidence utilizing electronic media (e.g., digital photos, digital video and audio recording, etc.) and transferring them via CDs or DVDs. The JHSICP could provide the ability for law enforcement agencies to upload the electronic evidence into the system and have it transferred electronically to the DA for inclusion in an electronic case file for subsequent filing or for discovery purposes. • Discovery Requests. Currently thejustice agencies are allocating a significant amount of resources to process the discovery requests (copying and re- copying documents to comply with the multiple discovery requests that could be made). It has been estimated that a large number of documents which are part of the original Court package have to be duplicated multiple times in response to requests. This documentation and electronic evidence will be either transmitted to the Public Defender or potentially a private defense attorney. In some cases discovery files may be placed in a repository to be made available to the defense attorneys (at least the Public Defender), when authorized by law or directed by the DA or Court. As additional evidence and reports are acquired and prepared, they can be transmitted to the appropriate party by the prosecutor or added to the repository for access by the appropriate parties if the information is deemed by the prosecutor or Court as discoverable and suitable for inclusion in a repository. • Traffic Citations As agencies deploy electronic citations systems, the data associated with those citations should be sent through the system to the Court for processing. • Crime lab results. Overall, the requisition for crime lab tests are primarily paper based, using mail or fax between the local law enforcement agency and the County Crime Lab, with results for such tests as drug or alcohol being available online. The solution should allow for filing of requisitions for crime lab support, tracking the status of requests and routing of results back to the investigating agency electronically. If the crime lab results are deemed discoverable, they will then be made available as part of the original electronic case file, to be viewed by the appropriate agencies. • Warrants. The arrest warrant is issued by the Court once the judge has been shown a signed affidavit showing probable cause that a specific crime has been committed by the defendant. A search warrant is written and issued by the Judge to authorize law enforcement to search the person or location for evidence of a criminal offense and seize the evidence. Currently, both processes are paper -based with opportunities for electronic processing. Different issues arise with arrest and search wan-ants, but the system should allow for the filing of requests for both types of warrants as well as the review and granting of the warrant by the appropriate judicial officer at the Superior Court. • Juvenile Referrals (Law Enforcement to Probation). The process of referring ajuvenile offender to the Probation Department minors in many ways the filing of a criminal complaint with the District Attorney. The filing of these cases to the Probation Department should be automated along with the disposition reporting back from the Probation Department. Page 27 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 Other transactions. A number of other transactions have been identified during the course of this project which may eventually be electronically processed and/or are being addressed in other County- wide initiatives. These other transactions include Probation Department documents such as Adult Investigation Reports, Adult Field Supervision Reports, Adult Financial Reports, Parental Reports, Pre - Sentence Reports, and Violations, and other information such as pre- booking info to jail, disposition information to jail, disposition information to originating agency, and Emergency Protective Orders. REQ 1 — General The following requirements apply to the JHSICP Solution in general. REQ 1 -1— File Documentation Integrity The respective case file housed within the solution is not to be directly accessed by unauthorized personnel within the justice agencies. The intent is that each case cannot be accessed, unless authorized, based on where the case is in the process, and that each case is free from deliberate or inadvertent unauthorized review or manipulation. Additionally, the currency and integrity of the case files is a key requirement as it moves across the process of review and approval. Depending on the type of case, the filing of them maybe a dynamic process (requiring interaction between agencies which involve updating case files with supplemental information). Vendor solutions must address how case file currency and integrity is maintained as it is reviewed in the system. REQ 1 -2 — Information Ownership The source documentation will originate from a variety of agencies, depending on the type of transaction. Ownership and control of information pertaining to criminal cases is of paramount concern. The prosecuting agency is responsible and must have control of the information flow from the originating law enforcement agencies to the prosecutor and then from the prosecutor to the court. The prosecutor also must control the flow of discovery information to the other parties on the case. REQ 1 -3 — Standardization The user interfaces for the different components that make up the application should maintain a standard look and feel. This includes standard buttons such as save, export, copy, paste etc. whenever these buttons are applicable. The web user interface should operate using standard web functionality that is familiar to most users. REQ 1 -4 - User friendly and overall usability Any new solution that is implemented should support the current business processes to the extent possible, and have functions that are easy for the approved users to access, navigate, maintain, etc. Further, the vision for the use for the solution is to provide one centralized electronic -file repository so the appropriate agencies with approved access may view, download, and append the original and unique case file when necessary. REQ 1 -5 - Be Web -Based The solution will be accessed by many different agencies. Thus, the new solution should have minimal impact on the current infrastructure and applications being utilized by the respective agencies, be useable across multiple agency networks and interface easily with existing systems. Page 28 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 REQ 1 -6 - Ability to interface with existing systems The solution provided must be built on modem architectures supporting broad standards. The applications and infrastructure technology should be as current as possible in order to maximize the expected duration of industry support. While building for future expansion, the applications must also support operations for the foreseeable future at participating agencies with legacy environments that include lower bandwidth and other dated technologies. In particular, the solution must integrate with the case management system at the District Attorney's office. REQ 1 -7 - Support the laws in place related to case filing The solution must consider and support the applicable federal, state, and local laws corresponding to the filing of criminal cases surrounding processing times, purging, security, access, privacy, etc. REQ 1 -8 - Enhanced tracking and accountability The system should facilitate increased case file tracking in order to limit the misplacement of documents and other information. This intent is to increase the accountability with the overall goal of making the process more efficient and effective for all participating agencies (to save time and money and enhance customer service). REQ 1 -9 - Designed to expand in the future The system should be designed and developed to have the capacity to grow in terms of both the volume of criminal case filings processed in Orange County and the types of transactions and applications which could lend itself to electronic transference. . RE104 2 — Functionality The following requirements apply to the functionality of the JHSICP. REQ 2 -1— Information Transport The solution must support the ability of a criminal case file to be electronically transferred from the originating agency into a prosecutor's system for review Additionally, the solution must support the ability to transfer items such as digital photos, digital recordings, etc. When necessary (e.g., case information is to be provided to the Public Defender), the solution should have the capability for electronic transfer of documents copied or "burned" onto a portable CD. REQ 2 -2 — File Repository The solution may include an electronic data repository for holding a record of some or all transmissions through the system. Any repository must be organized in a standardized way in order to be easily located and viewed. Data in any repository must be accessible only by the owner of the data, the originating law enforcement agency and other parties specifically allowed by the data owning agency. REQ 2 -3 — Document Input Modes The workflow engine will accept input data, information, and / or documents in the following ways. Direct Entry - Some documents such as service requests will be entered into a form made available directly in the workflow engine (e.g., Direction for Complaint information) Scanning — Documents may be scanned at an originating agency directly into the system. Upload — Electronic files from a disk, flash drive or network may be uploaded to the system Page 29 of 92 ILJAOC — JHSICP— RFP— Rl.docx 9/7/2009 Interface — Some agency systems will interface directly with the workflow engine and documents will be transferred through an electronic interface from those systems. REQ 2 -4 - ]Filing Compilation Once source information is input into the system using the selected application, along with any scanned or uploaded documents (as attachments), the user (generally at a law enforcement agency) must have the ability to compile a set of documents (potentially input through diverse input modes or extracted from the repository) into a single package for routing to or filing with the destination agency. REQ 2 -5 — Redaction The solution must have the ability to not only carry, and potentially store, the original copies of the criminal case filing, along with any supplemental information, but also have the capability to support either scanned, redacted copies, or copies which could be redacted electronically when such documents are to be disseminated to other than the intended recipients of the original document. As such, other approved recipients must be able to access the file, but only the section of the file containing the redacted documents. It is likely that Police Departments may commence redaction of documents. The assigned prosecutor is ultimately responsible for the redaction and so they will need the ability to reopen the redaction functionality and redact additional material prior to sending it on for filing with the Court or discovery purposes. In many cases the prosecutor will take on all responsibility for redaction. REQ 2 -6 — ]Forms Development The solution must include a police reporting capability in order to capture the necessary information usually captured in a typical crime or police report. REQ 2 -7 — Adaptability Over time, the solution must have the capability to extend the ability of electronic transfer and storage for transaction items other than the typical Direction for Complaint, police report, and basic supplemental reports. These transactions may include, but are not limited to the following: • Discovery Requests • Evidence • Warrants • Probation reports • Others REQ 2 -8 — Imaging The solution must be able to receive, transfer, and store imaged or scanned documents from various sources, including copier scans, typical scanning machines, Laser Fische documents, etc. Depending on the type of imaged document, it would be uploaded or appended into the electronic file in the appropriate "tab" within the file. REQ 2 -9 — Workflow The system must support establishment, editing and creation of additional automated workflows. These workflows shall be specific to an application and shall allow for transactions (depending on their type) to be routed for action to one or more central agency receipt and processing points or to a specific individual. When the person with the responsibility of completing the workflow tasks logs into the application they should be presented with the list of tasks that require processing. Page 30 of 92 ILJAOC— JHSICP— RFP— R1.docx 9/7/2009 Where a task in a workflow is assigned to an individual at an agency, a "supervisor" level monitoring screen shall be included where supervisory personnel can monitor the status of each persons outstanding tasks. REQ 2 -10 - E -Mail Notification The solution must include an e-mail notification sub - system capable of communicating from the originating agencies to the appropriate personnel at the recipient agencies that some type of action happened which requires attention. While not the default notification system for all transactions, this functionality is likely to be used as an adjunct to the core workflow capabilities of the application. It will likely generally be used to send courtesy or advisory notices to individuals assigned to specific cases. For example, when the crime lab completes testing of an evidence sample the results would be electronically transmitted to the originating law enforcement agency and potentially to the DA's office (in the event that the case has been filed with the DA by this time). The records departments at both the DA and the law enforcement agency would be alerted that new information is available on the case through an interface to their case or records management system. In addition, an email would be generated and sent to the investigator who originally requested the test result as well as the deputy DA assigned to the case advising them that testing is complete and results are available for their viewing. REQ 2 -11— Status Tracking The solution must include functionality that tracks the status of service requests and cases. Where a request has been made or a filing initiated through the system, users should be able to go to a status screen for that transaction and see status information routed from various agency systems or input directly by users. It is intended that interfaces from the Prosecutor's and Court's case management system will transmit case status and staff assignment information back to the workflow platform for criminal case processing so that no manual status setting is required in the workflow system by staff from those agencies. There will likely be a need for manual status updating in the workflow for some other applications. REQ 2 -12 — Case Management The solution must contain multi- agency case management functionality, including the ability to track status of cases, including the automatic notification of receipt. Toward this, each case should have a standard face sheet which provides the status of the case (for example, if the case has been assigned, and to who it was assigned). An agency with appropriate access should be able to enter in a case number and view this information. RECD 3 — Applications The following are examples of the types of applications which the integration solution must support: Probable Cause Declarations • Criminal Case Filings • Electronic Evidence • Discovery Requests • Traffic Citations • Crime Lab Results • Warrants • Juvenile Petitions Page 31 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Only Probable Cause Declarations, Criminal Case Fillings, Electronic Evidence and Traffic Citations are to be implemented in the first phase of the project. The first section discusses one of the primary transactions for the solution which is the criminal case filings and its related documents. REQ 3 -1 — Criminal Case Filings Overall, the filing of criminal case files is paper, data entry, and time intensive, involving the copying of multiple documents and the manual delivery of packages from the law enforcement agencies to the Prosecutor and the Court, including the manual return of packages to the originating agency when necessary (for case follow -up, etc.). In 2006, over 78,000 cases were forwarded to the District Attorney (and City Attorney) for review from the law enforcement agencies, which include nearly 22,000 felonies. The current process for the filing of criminal cases from law enforcement agencies to the District Attorney is summarized below. Law Enforcement The following points summarize how crime reports are generated and prepared for filing. Crime report generated. Currently, the law enforcement agencies utilize various ways to complete their crime reports, including hand writing in the field, dictating them with accompanying transcription via private contract, typing in the field or station, etc. • Crime report reviewed. Once an officer completes the crime report, it is then routed to the Watch Commander for review and approval • Investigations /Detective processing. The criminal complaint information is then routed to the appropriate investigations /detective personnel (e.g., property versus person crimes) to "build the case" and gather the appropriate documents for the Court. • Records processing. Personnel in the records section then process the crime report, including the necessary data entry into their respective Records Management System, copying, scanning, and routing. • Court Package creation. Personnel in the records section then develop the Court package for felony (in- custody and out of custody) and misdemeanor cases needing to be reviewed by the Prosecutor. The Court package will typically include the Direction for Complaint, the crime report and other supporting documents, such as the arrest/booking report, DMV records, etc., including the criminal histories of any arrested suspects. • Three copies of Court Packages are produced. Once the package is complete, the records personnel will make three copies orthe package (I copy for the Prosecutor, 1 copy for the Court, and I copy for the defense). • Delivery to the District Attorney. The copies of the Court package are "walked over'' by a PD personnel (e.g., Court Liaison, Cadet, etc.) and submitted to the appropriate filing Deputy District Attorney by the deadline depending on the type of case. District Attorney Once the law enforcement agency creates and produces the three copies of the Court Package, it is then routed to the District Attorney for review of felony and misdemeanor cases, both in- custody and out -of- custody. Page 32 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 917/2009 • Court Package is received by the District Attorney. The assigned Deputy District Attorney receives the filing and reviews the Direction for Complaint, crime report, RAP sheet and DMV in order to move ahead with the complaint. • Data entry and processing. Once received, the clerk will enter the appropriate data into the DA's case management system, which is used to create a Complaint. The Complaint is reviewed by a Deputy DA and once approved, it is e -filed with the Court to populate the necessary information for their respective Vision System, along with the appropriate routing of the paperwork in order for the Court personnel to make a folder and process. • If approved, the Deputy District Attorney will make hand - written notations on the Direction for Complaint and forward the package to a clerk for processing. The clerk will produce multiple copies of the complaint and the supporting documentation and route to the Court for "out of custody cases." • Routing back to originating agency. Once the data entry and processing is complete, the clerk may provide copies of the complaint to the originating agency for the Court filing. • If rejected or refused, the Deputy District Attorney will make hand - written notations on the Direction for Complaint and route back to the originating agency for action. Court Once the package is approved and processed by the DA, it is routed back to the originating agency for action on in- custody or warrant cases, otherwise, the DA clerk will file the complaint with the Court:. • Filing to the Court. Once the complaint documents are provided to the originating agency by the District Attorney, the DA clerk will type up a transmittal letter and submit multiple copies of the complaint and the RAP sheet to the Court window for processing. • Court receives the filing. The Court will receive the paperwork, date stamp the documents and create the case folder, which is now ready for case initiation. • Court initiates the case. The Court personnel will input the information into the database and assemble the paperwork. Depending on the type of case (Here to Appear, Rush, Future Hearing Date or Warrant, etc.), the case will be forwarded to the corresponding desk. • Package is ready for Court. The Court file, which includes copies of the complaint, the minute order and any other supporting documents, is filed and/or delivered to the courtroom for the respective hearings. • Disposition. Thejudge makes a ruling on the case, the defendant completes any necessary paperwork, remains or is sent to jail, terns and conditions identified, the Minute Order is updated, the disposition is entered into the Courts' case management system, as well as electronically reported to the Department of Justice (with a hard -copy report back to the law enforcement agency). City Attorney For some cities (i.e., Anaheim), in- custody and out -of- custody misdemeanor cases are filed directly with the City Attorney for processing, including those felony filings the DA did not pursue, which could possibly be prosecuted. Although the process is similar in some ways to the felony case filing at the DA, the following points summarize the City Attorney process: • City Attorney review and processing. The City Attorney's Office personnel are more closely integrated with law enforcement staff, including having their personnel review cases with investigators Page 33 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 at the police departments, in hopes of determining which cases meet the threshold for filing. If appropriate, cases are then routed to the Court. • Development of Court Package. Cases are processed by City Attorney and Court Liaison personnel located at the Court, where the complaints are typed up and the cases are assembled for filing. • Filing to the Court. Once City personnel assemble the cases, the documents are submitted to the appropriate Court window for processing. Currently, the City Attorney does not electronically file information directly to the Courts. Additionally, each of the involved agencies has their respective internal policies and procedures which also involve data entry, case management, copying of documents, and manual routing. Primary Elements of the JHSICP In general, the primary elements of this electronic case filing solution include the following: One hard -copy of Court Package. The law enforcement agency could produce I master copy file for their internal records once the internal process is complete for developing the case and Court package. • Court Package is input or scanned, imaged, and centrally stored. The law enforcement agency should have the ability to input the Direction for Complaint information directly into the application and attach the scanned and imaged supporting documents (i.e., police report and/or redacted police report, RAP sheet, etc.) to be bundled into an electronic file and transferred to the prosecuting agency case management system. At this point, an individual Court Package that is transferred from the law enforcement agency to the prosecutor must include: Direction for Complaint (data and image) Police Report (image) RAP sheet (image) Booking information And may include: Police Report (data) Redacted Police Report (image) DMV History Supplemental information (image, digital media, etc.) Electronic filing. When appropriate, the case will be filed by the prosecutor to the Court. At this point, an individual Court Package that is approved and filed with the Court by the prosecutor should include, at a minimum: Complaint (data and image) RAP sheet (image) Booking information and may include: Redacted Police Report (image) DMV History Protective order(s) Page 34 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Other supporting information ° Supplemental information appended to electronic file. The originating agency should also have the ability to append the original case file with supplemental information as necessary for review by the DA, and if deemed appropriate, supplemental case information will be made available in the solution to the appropriate agencies. With the ability to electronically file cases with the DA, the potential impact could be less paper copies and hard -copy storage, less staff time required to "courier" the Court packages to the various agencies after processing, less data entry, increased accountability for tracking and record keeping (especially during the discovery process), and overall enhanced timeliness and effectiveness. Law Enforcement to District Attorney Process Flow Given this overall concept, the following flow chart provides the overall business process which would result from implementing an electronic case filing solution, including how the filing flows between the separate agencies: V'"• Enforcement S+•an Recurs l:rnere �I Reporrc �• Upload I ReUPna Intepraaan I . r - - -- - - -� - Sulminn r4/�l1 StM I C Bate DF I im Doc., II N- i Dues / VJi b Fe1PUnJ' ?nu:c^.5 _ Su ?tun r� .End ./N Unease Y Raect�n � � Update OFC Ateasapug 7 Alerdhti Disldcl AtlumeY _ pdon'f TW ?scr,�a DA Reeieo Read? i c .Y_ Ccmptanri I r.:nipaJn Coen. i —1 eu:•n RECEL ^: -y Assign case N: .bv ___ _ —. car— — . -. t:aC'Ii'S .� —.. — .•��LL�SUCSi5Y1 ii; As shown above, the process begins with the generation of the police report by the law enforcement agency, which will involve the agency scanning and uploading the crime report in preparation for electronic submission to the District Attorney. The solution will include the creation of the Directions for Complaint and importing of any other documents and reports associated with the respective case. The package will be electronically bundled and submitted by the law enforcement agency to the District Attorney for initial review and approval. If and when approved, the DA will then electronically file the case with the court for processing The solution should include an electronic notification system which allows the originating agency to verify the receipt by the recipient agency. Page 35 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/712009 If the Filing Deputy District Attorney approves the case, it will be assigned a number and the complaint will be composed for filing with the Court, who will then create a new case and number in order to be ready for the hearing. If the Filing Deputy District Attorney advises that the case requires additional information or is "flat out" rejected, the case is routed back to the originating agency for action. (either the agency will decide to pursue the case by developing supplemental information, will resubmit the case through an alternative prosecutorial channel (City Attorney where applicable) or will discontinue moving forward with pursuing the case). If the agency decides to provide supplemental information (per the DFC), additional information should then be transferred to the DA and notification sent to the case status engine that the case has been updated. The Direction for Complaint is a standard District Attorney form which is utilized by the law enforcement agencies. The form is made available to the law enforcement agencies in a PDF format which can either be typed into, printed out and hand written or typed. This 2 page form is essentially the "face- sheet" of the Court package which is developed and produced by the law enforcement agencies to be filed with the appropriate Filing Deputy District Attorney, and provides the following types of information: • Defendant information such as Citation #, Arrest Date, Driver's License #, Address, and other demographic and historical information • Charges, Enhancements and Factors in Aggravation including the Count, Code and Section #, CMS Form #, Victim Name, Property, Drug, DUI Test/Result, Etc., Enhancements /Factors in Aggravation • Prior Convictions including Prior Section #, Crime Convicted of, Conviction Date, Court, State, County, Case #, etc. • Complaint Data — Filing Deputy District Attorney including Case Description • Refusal and Details information Officer Witness information • Crime Lab /Coroner's Office Witness information • Civilian Witness information The solution must include the ability to electronically transfer this Direction for Complaint form and have a designated and standard position within the-electronic file folder to be easily reviewed, retrieved, and retain the ability to be completed on -line by the respective agency. Law Enforcement to City Attorney Process Flow Given this overall concept, the following flow chart provides the overall business process for the City Attorney which would result from implementing an electronic case filing solution: Page 36 of 92 ILJAOC— JHSICP— RFP— R1.docx 9/7/2009 Law Gm-1E _ Rune.. w.U; I Cr.'aw Submi: Eslgceman: ?apor� ay Alny - co� '�� LMDad —• - __ Y — - - -_ R•cp m SMUlinn Imppn npc A130 nasl 31.'.u; nadmgf cA FEE J , - a Rewns -__ ?,x.4a5a � I A "esxyinq. Npnny� � C ERIe Aseemblml _, Fk c:mlplein! u A=Mne • I neceP+l ��— - hssi n CA is me?I CA R&itn.• - 1 'l_N -• I E� COUfI ZNIyn Cd- ' I GASP. sIEa:S �.• Rm;cipl umLer As shown above, the process begins with the law enforcement agencies creating a report for a misdemeanor charge. These misdemeanor cases are reviewed by the City Attorney in order to determine to move forward with a complaint. If the City Attorney decides to pursue the case, an attorney and case number is assigned, and complaint information is entered into the electronic - filing solution by law enforcement personnel (e.g., Court liaison, detective, etc.), at which point law enforcement personnel scan and upload the supporting documentation. The City Attorney prepares a complaint and this document is uploaded and combined with the supporting reports from the police department. This case is then electronically assembled and filed to the Court for processing. Additionally, the City Attorney will handle cases which the District Attorney rejected (through automatic electronic notification. With these cases, the Direction for Complaint, police report, and the supporting case documentation have already been electronically bundled and are housed within the electronic - filing solution. The City Attorney will review the documents with the Police Department staff and determine if it is feasible to pursue the case. If the City Attorney decides to pursue these cases, a misdemeanor complaint is processed along with the electronic files, and then filed to the Court. During design, it may be found that two repositories are required to support any needs for separating information before it is released by the prosecutorial agency to other parties. Fundamentally though, all case related information shall be sent to the prosecutorial agency assigned to the case prior to release to any other agency. The prosecutorial agency that owns the case shall make the determination as to whether the information is discoverable or needs to be released to another party and then shall take some action in the system to actually make that information available to parties other than the prosecutor and the originating entity. Filing documents from the originating law enforcement agency would always be stored in the integration system repository. Once a case is accepted by a prosecutor, that prosecutorial agency would store its own copy of the case documents in its own repository/ filing system and may supplement those case documents with new documents forwarded from the originating agency or originated by the prosecutor. The Page 37 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 prosecutor's copy of the case documents becomes the official case record and dissemination of information on the case will be undertaken and controlled by the prosecutor from that point forward. REQ 3 -2 — Electronic Evidence In addition to the electronic criminal case filing documents, the solution must have the capability to also process electronic evidence (such as digital photos, digital video recordings, audio recordings, etc.), including retrieving electronic copies of evidence which may be part of the original case file, or later appended into the file as appropriate. Once reviewed by the Prosecutor and if deemed discoverable, (note that no decision has been made at this point to allow private defense attorneys access to the system) the Prosecutor can transmit to the appropriate defense attorneys. Overall, the solution should have the ability to transfer and store these items once they are converted into a digital recording or image by law enforcement agency personnel. These items should then be uploaded into the system and routed to the prosecutor as appropriate. The following chart summarizes the process for electronic evidence: taw Enfoxemem Compile! ElectraflIc l Eoleence Intagi2lien Imo, u upload -cs I Stmeln solution t Stan li Create rile Evivad E r,_pos In Status Tracking' ! rnessaolnI« Proseculor Nnorrp oncP F)e Auto- upsdatd I k' tnvenmry 'd0"— CatB to prosecutor nveniaiY. II —r r�aie +. a. r. �•�` EP.,. go ma TAWI' a�c9 v REQ 3 -3 — Discovery Requests Typically, the defense makes a discovery request to the Prosecutor (which lists the items needed in order to properly defend the case), who then forwards the request to the respective law enforcement agency for compliance. The law enforcement agency will then gather and duplicate the necessary information (e.g., crime reports, supplemental reports, evidence such as photos, recordings, etc.) and will then package that information to be directed to the prosecutor for review, compilation with additional materials and subsequent distribution to the original requestor. The following chart summarizes the electronic handling of discovery requests: Page 38 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Law Fs!oceme tea" �- -' �Ngv Neciva� hmca� ian _ may— nN,a Smry _ iatnn _ IntegimUm' $filUlAn ICI H,kaMl I rl cmb f .. iGOCSB �.C(nptlE GOa nlG e RaOU.an1Y COT2115 P:q:_a AmesNO. let 7Y.Jn r.:eess6cr,faHtir; I Y Prosecutor �Ge -�f' �' i L �• Rexe a a ama �P ! 1_. -�� farcctJ:o 5 nc'rv:aE�l � ni Fu..e =s ..�y�fte� /iNnmalK \ Request A� RsVUV•M Uefaxe i I amaV> �.� —� -.. s L'31cf Llrsrxi�p � 6— Fe'.Irr1 I— .J Rnvmry 1 InletmaLan Defense Rwnest I`I t . Upon Receipt of a discovery request the prosecutor would determine if they require additional information from the originating law enforcement agency or whether they can fulfill the request from within their own files. Upon receiving a request from a prosecutor, the law enforcement agency would determine if they possess any additional evidence beyond what is already included in the case file in the integration system repository. Supplemental information from the law enforcement agency would be uploaded to the integration system repository and then sent to the prosecutor's system where the master file would be updated and a discovery package compiled for sharing with the requesting entity. At this time, the intent is that Discovery transactions between the prosecutor and the defense attorneys will be handled outside of the JHS[CP solution. The transaction between the prosecutor and the law enforcement agency would be handled within the J14SICP system. Direct interfaces between the prosecutors and the Public Defender will be established outside of the project. REQ 3 -4 — 'traffic Citations This section outlines the various requirements for the electronic traffic citation solution(s) to be provided to the Integrated Law and Justice Agencies for Orange County (ILJAOC) for the processing of moving violations between the law enforcement agencies and the Courts. The traffic citation requirements have been developed to enhance the efficiency and effectiveness of the ticket issuance process. This information is based upon site visits and discussions with the law enforcement agencies, the California Highway Patrol, the Sheriff, and the Court. Current Traffic Citation Process Overall, the processing of traffic citations is primarily paper based, involving multiple points of data entry. Currently the officer creates a hard copy citation which goes through internal scanning and data entry processing before being sent over to the Court. Once the appropriate information is entered into the local Page 39 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009. law enforcement system by their respective personnel, the Court copy is then submitted as appropriate. Subsequently, the Court is utilizing vendors for the scanning and imaging of the citations, as well as the data entry for uploading necessary information into the Court Management System. Currently, the Court is processing over one -half million citations per year and has dedicated personnel for quality control of data entry. The processing of traffic citations is summarized in the diagram below. PdtoJnt;a Ganeretes ntetan '' 4D 7i Citations Data File . - Ima�oes Law Enforcement The following points summarize how traffic citations are typically processed within the law enforcement agency: • Law enforcement officer issues a pre - printed paper -based citation to the offender, writing in the demographic information, the driver's license number, the citation, location, etc., and includes the Court appearance date • Citations are in triplicate, with one copy going to the offender, one copy for the law enforcement agency, and one copy for the Court • The law enforcement officer routes the citation for data entry by the records clerk into the information management system (e.g., Crossroads, RMS, etc.) • Citation is then sent to the Court for processing Court Once the Court receives the package of hard -copy citations: • Citations are then sent to vendor for scanning and imaging • Images of the citations are then sent to a vendor for data entry • Files are then sent to the Court for the automatic uploading of the pertinent data into the Courts' case management system • Citations with errors are routed back to the originating agency for correction and re- submission Overall, the current process involves considerable data entry and review by officers in the field and administrative staff in the law enforcement traffic and records divisions. The proposed solution will help automate the traffic citation data collection and entry, and significantly reduce the data entry error rate, based upon the quality of the source documents produced and the skill set of those entering the information. Electronic Citation Concept Page 40 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 There are a number of existing Citation systems in Orange County. The solution must have the capability to support integration with those systems but must also provide a streamlined path for additional agencies to move to electronic citations. The IUAOC would fund the core infrastructure and agencies that wish to move to electronic citations would use the central citation system and would simply fund the acquisition of the mobile citation devices for their agency. Those agencies that maintain their existing citation systems or choose to implement their own citations systems would have their citations flow into the overall workflow system at a point to allow a single interface point for the Court to accept citations. A key decision point in the processing of citations is the determination of whether or not the citation can be processed as an infraction or whether it should be processed through a prosecutor as a misdemeanor. By integrating the citation system with the overall integration solution, those citations that require prosecutor attention can be routed appropriately. With the proposed solution in place, the law enforcement officers can generate E- citations via handheld mobile devices which will then limit the need for the law enforcement agencies to enter traffic citation data in their own respective systems, the need for the scanning and imaging vendor, and the need for the data entry vendor. Further, the electronic processing of citations would limit the number of data entry or hand- writing errors currently being experienced. This concept is summarized in the following diagram: Integrated Citation System Architecture ! Cmpanmen[Sperific Citation Systems i I i nmary Sharetl�ata[ton WStem , Polite Lb artm9nt A. I i r I 1 ____________c ------------- ! � I FUllae Denanmem F I i I i it ________ _____I it PollteDe artmentG � I q I:- I r} , 1' 4___ __________ �g31N1C — InLacuan, —�+® Law E feriement Agency Direct Filed — Misdemeanors Medemeenaes u Pms ema Fded , Miedemeano,s Page 41 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 9!7/2009 With the electronic solution, the appropriate data could be obtained in the field by the law enforcement officer, which would then electronically transfer the necessary information into the Court's information management system in preparation for the Court hearing. The detailed process flow is outlined in a series of diagrams below. The system will need to make an initial determination as to whether the citation should be prosecuted as a misdemeanor based on some configurable business rules. Once it passes through this initial classification, it moves on to internal department review. Each department has two internal review points for citations. One is usually conducted by a Sergeant while another is generally conducted by a records clerk. Departments differ in the order in which these reviews are conducted and the system must support the review being conducted in either order. At any point in the process a reviewer must have the capability to change the classification of the citation between misdemeanor and infraction status and to route the citation back to the originating officer for correction. Where a correction is made to the citation, the system must make that correction on an amended citation form and that form must be attached to the original citation file for processing and printed for mailing to the defendant by the law enforcement agency. Citations classified as infractions after the internal department review will then be routed to the Court for processing. Citations classified as misdemeanors shall be routed into the core integration solution. Someone at the department will complete the required directions for complaint and the additional documents required for processing the case as a misdemeanor and that case would be routed either to the appropriate prosecutor through the E- Filing Solution as any other misdemeanor or in some cases shall be directly filed by the law enforcement agency with the Court. Law Enforcement agencies in Orange County have independent agreements with their prosecutors that allow them to direct file some misdemeanor citations. Business rules vary between departments and must be configurable by department in the solution. The following diagram outlines the process Flow for citations for those agencies that route their misdemeanors to the Prosecutor. Page 42 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 G40'rt1:1 � II VI%VaE IO . YFICIII AV'Z Rr±s ICEI SStYi / ^` +aa4nE0 . `a4!Yr ^1- 1111rcl cn/ —. FG.e MC�mx:nri n {`r" tOA Pen..n. ^+ I<r `.rw// P.er�a� fa1.141aY r mml.�rl:• 1 Mlyrsa: StlI:IM: - -. Mh6amoa4w � a� �.. `'uv^rl .•Ili•. ll'r�iJE x. Grvl �:E (iFC Li11pn�U 3 11 U,avv-�. l� _ —.. _ — RS'.I.'.ssw^p — _$Ia141'i14CMlnp! �� I pnw�.v moo[ fuec:o /ualalo 141eur� q�4y, ^I+eoa Caw Y UI�. P I _ nMnf I °r ReCeV>: srl f1R 4e.IPV �- +� _�'E f..�tiJ l`S yGLtOI L Compose nt Reniae� Gb:nWa_1 Go,' LIIItf1 11 I G I1NDi >5 11 GAf Aih::r41n 1 I = _s — ems^ _ C9R8 $1 4 ;t. J (I 41e` 11l —_— - tm.rt Re<?yl _ piinoalo� Ai % =IlY ApIGI CttIWrl Pw fTra(OC S Pmrini -° fuia_ NUCabI rsae — � �� Jv+'CiIL..v PRKasS RAG As with all criminal complaints, a slightly different process is followed where an agency works with their City Attorney rather than the District Attorney. That flow is outlined below. Page 43 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 Citation S ---1 upload to Sybrem iae� ;o r, Agency INS I nexte57etlrts — Inlrcovn! n9�F' qP. Rxviear �.c' ecar'tl Pe•e.v _. nlraaivn e isdemean ECne Misdemeanor �� ®A1isdemeanor t r Rey�ewnoh Create Cdy Atny Complaint �•I Submn lew Eaforcemertl II Im orl Cats .Ntath Docb LRepam Package. SaN6Traclmr 1 Meevgmglaerting E.Filing solution EFile. �- a- A96em6�ed �.Flle Cnmplaim r city -name RecmPl G+.P.e+taw Assign C�. 4ss: n.Wsa Nvrnber - ursue Case? IJ�. Erd sn Lours nnuna L -purl necei I u fvssigri Casa Numbel Cacp.SWms Treckm9 a 9mentl DispasNOn Anwrt Inirettivn- Cnativn Pmce••Traftrt Retagt Case Solution Requirements Given this concept, this section outlines the solution requirements for both the hardware and software. The requirements are organized as follows: REQ 3 -4 -1 — General REQ 3 -4 -2 — Hardware Functionality REQ 3 -4 -3 — Software Functionality Overall, the guiding principle for this proposed solution is that it must be user - friendly and easy to handle (i.e.; the mobile device and printer). Officer and public safety is of utmost importance and must be taken into consideration when assessing possible solutions. The Application selected should utilize an open architecture, capable of accommodating more than one proprietary hardware vendor. REQ 3 -4 -1— General The following requirements apply to the electronic traffic citation solution in general. REQ 3- 4 -1. -1 — Information Integrity The integrity of the information being collected and processed by the law enforcement agencies must be considered at all times. The solution must provide a secure process for electronic transferring of information, and utilize the leading practices in order to limit unauthorized access to the system. Page 44 of 92 ILJAOC— JHSICP— RFP— Rl.docx 9/7!2009 REQ 3- 4 -1 -2— Information Ownership Although the source documentation will be originating from the law enforcement agencies, the citation server and the respective information will ultimately be received by the Courts for processing. As such, the solution must adhere to the data quality standards and security policies and procedures of Orange County, the Department of Justice and the Administrative Office of the Courts as appropriate. REQ 3- 4- 1- 3— Standardization The solutions of the individual agencies must adhere to the data standards of the Court, and collect and transfer the pertinent data. REQ 3 -4 -2 — Hardware Functionality The following requirements apply to the functionality of the electronic citation solution. REQ 3 -4 -2 -1 — Durability Given the nature of law enforcement work, the portable devices must be able to withstand drops to hard surface and in general, rough handling. If it is a separate component, the printer must be durable and easy to mount on a typical motor in a convenient location. Additionally, the devices should have sufficient battery life strength, be water resistant, as well as be light weight. REQ 3 -4 -2 -2 — Usability The device must be ergonomically sound and be easy to navigate and utilize for law enforcement officers in the field. If it is a separate component, the printer should have easily- loadable paper and have wireless capabilities for the officer to print citations for the offender. REQ 3 -4 -2 -3 — Mandatory Features The mobile device must have the following capabilities: • Swipe a Drivers License • Capture photographs • Receive an electronic signature • Thumb print imaging • Anti -glare REQ 3 -4 -2 -4 — Desirable / Optional Features Agencies will be interested in a range or additional potential features. It is feasible that these features would be selected by only some agencies and therefore it would be acceptable if they are only offered on some of the portable devices offered. These include: • Scan the Vehicle Identification Number • Scan Vehicle Registration forms Additional consideration may be given to a hardware solution that also would support remote fingerprint capture and identification in conjunction with another project under development by the Forensic Science Division of the Orange County Sheriffs Department on behalf of the Random Access Network (RAN) Board for Orange County. (See REQ 34-2 -6) REQ 3 -4 -2 -5 — Connectivity Agencies will deploy the devices with multiple applications. Some of these application will require real time connectivity. Some agencies, for cost reasons may elect to not wirelessly enable all of their mobile devices. As a baseline, all devices must be capable of uploading citation data through a docking solution. Page 45 of 92 ILJAOC— JHSICP— RFP— Rt.docx 9/7!2009 Vendors must also offer a device or optional functionality on their base device that allows independent wireless connectivity for any applications installed on the device. It is also desirable that vendors offer a connectivity solution where the handheld device connects wirelessly through the mobile workstation in the vehicle. REQ 3 -4 -2 -6 —Open Standards Based Devices The devices offered must be standards based and open for use by additional applications that ILJAOC and its member agencies may wish to install in the future. The Orange County Sherriff s Department is currently moving forward with a remote fingerprint identification system and ILJAOC will want to install that application on the devices in the future. REQ 3 -4 -3 — Software Functionality The following requirements apply to the technical aspects of the electronic citation solution. REQ 3- 4 -3 -1— Standards Based Software The citation software must be platform independent and capable of being installed on devices acquired by ILJAOC and its member agencies outside of this project. The Orange County Sherrif's Department is currently moving forward with a remote fingerprint identification system and ILJAOC will want to install the citations application on the devices acquired as part of that and other projects in the future. REQ 3 -4 -3 -2 — Legal Declaration The signature capture screen on all devices must display a legal declaration at the same time that the offender is entering their signature. The text of this declaration must be configurable from time to time as legal authorities dictate but will initially deliver a message to the effect of: "A signature is not an admission of guilt but by entering my signature 1 am promising to appear in court at the time specified in relation to this citation" REQ 3 -4 -3 -3 — Export Functionality The device should be compatible with the respective Court Management System, and have the ability to upload and/or electronically transfer information to the Court system, including, but not limited to, the following: • Agency Identification Number • Charge • Date • Location • Citation Number • Citation Type Code • Court Address • Court Appearance Date • Offender Name • Offense Date • Officer Identification Number REQ 3 -4 -3 -4 — Pick Lists The mobile device should have pick lists (i.e., drop downs) for locations, including possible cross streets, violation types, including the ability to load "pick list" criteria from existing databases. Page 46 of 92 ILJAOC— JHSICP— RFP— R1.docx 779 REQ 3 -5 — Crime Lab Results Currently, law enforcement agencies make requisitions to the crime lab for testing utilizing a standardized form which can be downloaded (and faxed to the crime lab), in addition to the physical evidence being delivered to the lab. The requisition form currently cannot be manipulated or sent online. The crime lab will then prioritize and assign the test and submit the results to the originating agency when appropriate (either by hard -copy mail, fax, etc.). Test results currently are not available online for police agencies to review. The proposed solution should have the capability of viewing electronic versions of the crime lab results and receiving automatic notifications of when those crime lab tests have been completed. There is an opportunity to make the current process more electronic, including the law enforcement agency having the ability to send an electronic requisition to the County (with any physical evidence being transported as necessary, and then the crime lab having the ability to electronically send the results back to the law enforcement agency or having the ability to append the electronic case file with the lab results (with proper notification to the originating agency). The solution should have the ability to support this type of transaction. The following chart summarizes the electronic handling of crime lab requisitions and results: Law Integration �'Im'vxl Tesl•J Aisich Soluiioa I I Start ! �?i creole FI8 = I I Rosuils I Dorumenfs status imtF:fng r MassagL.aj l pterling II r��'"��� cup: ..cheno!e —'1 RM..u+e 0.ss� Tesi Submit Te Results As shown above, the law enforcement agency will make an electronic requisition via e-mail or online utilizing the County form and submit to the County crime lab (along with any physical evidence to be delivered). The crime lab will acknowledge receipt, schedule, request/receive physical evidence, and assign /conduct the test as appropriate, with the results being electronically sent back to the originating agency with an automatic notification and tracking via the solution workflow engine. The originating law enforcement agency can then review the results and append the original case File electronically with the necessary materials, with any notifications being automatically sent to the appropriate agencies that test results have been appended to the electronic case file. In the event that the case has been referred to a prosecutorial agency prior to the results being available, those results and the notification of the availability of results would be sent simultaneously to the prosecutorial agency and the originating law enforcement agency. REQ 3 -6 — Warrants Currently, the process for a law enforcement agency obtaining either an arrest or search warrant is primarily paper or telephonic -based involving the completion of a probable cause declaration, affidavit, and/or other documents required to be reviewed by ajudge. The judge will then apply his or her signature if there is probable cause for the warrant, and if there is a complaint on oath supported by an affidavit. Page 47 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 sin � r E- Reahui�cnI Evl�enco li f y, _ Resu4s _•c;pye �i Reeiaw Resu•�Is _ _ S - `9 nesuus `—T— Integration �'Im'vxl Tesl•J Aisich Soluiioa I I Start ! �?i creole FI8 = I I Rosuils I Dorumenfs status imtF:fng r MassagL.aj l pterling II r��'"��� cup: ..cheno!e —'1 RM..u+e 0.ss� Tesi Submit Te Results As shown above, the law enforcement agency will make an electronic requisition via e-mail or online utilizing the County form and submit to the County crime lab (along with any physical evidence to be delivered). The crime lab will acknowledge receipt, schedule, request/receive physical evidence, and assign /conduct the test as appropriate, with the results being electronically sent back to the originating agency with an automatic notification and tracking via the solution workflow engine. The originating law enforcement agency can then review the results and append the original case File electronically with the necessary materials, with any notifications being automatically sent to the appropriate agencies that test results have been appended to the electronic case file. In the event that the case has been referred to a prosecutorial agency prior to the results being available, those results and the notification of the availability of results would be sent simultaneously to the prosecutorial agency and the originating law enforcement agency. REQ 3 -6 — Warrants Currently, the process for a law enforcement agency obtaining either an arrest or search warrant is primarily paper or telephonic -based involving the completion of a probable cause declaration, affidavit, and/or other documents required to be reviewed by ajudge. The judge will then apply his or her signature if there is probable cause for the warrant, and if there is a complaint on oath supported by an affidavit. Page 47 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 Overall, an arrest warrant is requested by the law enforcement agency through the Prosecutor's (District or City Attorney) office, who then requests the warrant from the Court, If approved, the arrest warrant is granted and the warrant stored in the Arrests Warrant Repository of the Orange County Sheriff's Department. Similarly for search warrants, the request is made by the law enforcement agency through the Prosecutor, who then requests the search warrant from the Court. If approved, the search warrant is granted directly to the law enforcement agency. The paper -based warrants are normally a single, paper document that is handled by the multiple agencies in the process. As a result, there are a number of associated issues, including the possibility of the warrant being lost or damaged, and the time required by police officers having to hand -carry warrants. The proposed solution should have the capability of supporting the electronic delivery and processing of warrants between agencies to reduce delays, errors, associated time and costs. The primary elements of utilizing the solution for the electronic transfer of warrants would include: • The law enforcement agency having the ability to electronically file the necessary documents (probable cause declaration, affidavit, etc.) with the original case files, which may include the rap sheet (DOJ record of arrests and convictions) being faxed accordingly. • Notification to the Prosecutor that a warrant is being requested and to review the pertinent information • The Prosecutor reviewing and sending the request electronically to the Court • A judge reviews the warrant request to determine probable cause in order to approve and issue the warrant electronically to the case file (with possible utilization of electronic signatures) • The law enforcement agency is notified electronically and is able to serve the warrant The following chart summarizes the electronic warrant process. Law xan Enfoae`nent ranri = War.2ni was _J e u Regnewed 1 1 —upsa' Inte radon p ?aR Case 0 /I _�I� Soi,.tion Stan I �sFi1e »I�� n� V. t Subm1 1 I I -- -_ -` -- NI1 REVe'.v �'S• eu�y CaseUtxfat=- wananl anon St elrra Alert hle:f -es_S l Alsrtiny 1 VD YI Prx.6 Jtor nisnn� I Retalnt – ReNew Rnou- I N11 f I. i C-n Gsurl ilisn W vec�M Judae Feviem.: -`�`.R_egtl? =N` prproeetl . –_ - - – Cc:e UDtlate As shown above, the law enforcement agency requests a warrant electronically through the filing solution which is submitted to the Prosecutor for review. If additional information is required, the DA will notify the originating agency electronically for action. If no additional information is required, it is submitted to the Court for review and approval. If additional information is required, the Court will send notification for Page 48 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 917/2009 action. If no additional information and the judge finds probable cause, the warrant is approved and uploaded into the solution with a notification to the originating agency for action. REQ 3 -7 — Juvenile Petitions The juvenile petition process begins at the law enforcement level. When an officer believes that ajuvenile has broken the law and if there is sufficient evidence to bring the case before the juvenile Court, ajuvenile petition is filed. Once the petition has been filed, the Probation Department conducts an interview with thejuvenile and with one or both of the parents or legal guardian to discuss and advise on the case. Depending on the circumstance, the Probation Department recommends further Court action. If that is not appropriate, the Probation Department can also recommend the case be dismissed or thejuvenile be diverted to a community-based program. In the Court case, thejudge will make the final decision in order to determine the case disposition (e.g., dismiss the case, refer to counseling, commit to corrections, etc.). The proposed solution should have the capability of electronically processing the juvenile petitions and include them with the case filings from the law enforcement agency to the Probation Department. The primary elements of utilizing the solution for the electronic transfer ofjuvenile petitions are as follows: • The law enforcement agency files thejuvenile petition along with the supporting documents with a notification to the juvenile Court and the Probation Department • The Probation Department will then have access to the case electronically (including the original report from the law enforcement agency) and move forward with discussions with thejuvenile • Court will have access to the appropriate documents electronically for the proceedings in order to make a determination on disposition The following chart summarizes the electronic juvenile petition process: Page 49 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 =Lan Em -men?] rr�rc li - Rcp.^ns 'i mRc uvenJ¢ � � UrJwtl AO'n:onai - jI 3-11" 7_ . ue--d I IMn Reran.:— ��I tl o� Inkar'l.an l' n.^ c Anatl+UOw S�2:us T:a:J.in I ..Notion Sar7 -+ Creat¢ Flc• - R eni�o - - �- Suemil= —� 9 S 4 - T Acita90 '� M�esaam /Kerlin Pmenlinn ¢ry ct�.ea e�mows Depanmen{ Detenn!nB5 —,�' �Wnn�\ Recti•C �••r..uvenile •I Corcfuce N- Rcremm¢ndation LOUrq prsT.w,id I Pnilllo'. - I lme:u;uvrs PtmeW10f' = I` R2[Ei@ H�JVd Ij!r(�— Ra�viwr M1bl>al N ^• tvsUe CaseCaS /¢.j -Y �r �..' rlysrneer I�_N 58 tir`0� F.aea I A•slgr. UA I File Cam int -ti �.. —�� c i Cempn:e for;:pLitr+t ReAe CmrpW!nl Jur,. Rn I _ wrvae JwenOe.\ Cnun �- Avienile =r Coiin tie3:i:19 --a•\ %' = - -Y Juvan�e P-liuon �_ \ rrectia+s; +_ pispesiuon II N �dlhes Disp As shown above, the documents supporting thejuvenile petition are filed electronically with the Probation Department. for review. Once this has been filed, the probation officer conducts the appropriate interviews in order to gather enough information to aid the Juvenile Court in making a decision. If a decision is made to file the case through the court, the Probation Department refers the petition to the Prosecutor's office for attention. The Prosecutor reviews the case and actually files the complaint/petition with the court. The probation officer makes a recommendation for the Court and ajudge determines whether the juvenile is covered under the Juvenile Corrections Act, at which point the proper disposition is made and the a -filed case documents are updated with the appropriate agency notifications and alerts. REQ 3 -8 — Probable Cause Declarations Probable cause declarations are filed as part of several different types of transactions but they are also filed independent of any other transaction by an arresting officer in order to received approval for an arrested individual to be held in custody beyond 36 to 72 hours (depending on the applicable rules). They are used for both juveniles and adults. At present, the probable cause declaration form is completed at time of booking. These forms are then either transported manually or sent by facsimile to the Superior Court where a Judicial Hearing Officer (JHO) reviews the declaration and any supporting documentation to validate whether the arresting officer had probable cause to hold the individual. In some cases, the JHO may request additional clarifying information from the arresting officer before making a determination. Currently all declarations are reviewed at a courthouse. The JHO operation runs 7 days per week from 6AM to 2 PM. Page 50 of 92 ILJAOC_JHSICP_ RFP_R1.docx 91712009 In the future, there is a desire to allow for remote operations. JHOs would connect to the Court via a VPN from whatever location they are at and would review the Probable Cause Declarations and any supporting information online. Where additional information is required, the system would allow for the JHO to send an email to the arresting officer or initiate a call to their mobile phone or pager requesting follow -up. ew wan Suppening rrcemen! ! _ - � n: i I— Uyl�d�i V Iq &d IndiviAUal i ndlensa e.�..,.�n.,.., 11 J InAirCnal 1megration 1 -TIMOR, I—FIrAfh t C eAIA FC SolNign ISIAR.1 I SePPnrung + Sup7u ;i!y Suhmil Status I Aing! A4 Y y5•-girg l lenirg Receyi 1- JHO Re -Aew . '° r< Page 51 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 REQ 4 — Technical The following discuss the technical requirements of the JHSICP solution. REQ 4 -1— Reliability As a mission critical function, the reliability of the JHSICP solution is of critical importance. Toward this, the solution should have 100% redundancy capability with site diversity and mirrored databases. If one electronic transfer and storage site is not operational, the other must be engaged without any disruption in the processing and storage of criminal case files. REQ 4 -2 — Security To illustrate the overall security intent, cases should only be reviewed by specific agencies as necessary, such as a case filed by law enforcement agency "A" should only be reviewable by law enforcement agency "A" and the intended DA reviewer (unless other permissions were granted). Further, security will have to be a high priority for each individual agency, with each agency developing their respective user profile and managing the access to the solution. In addition, the system must meet the specific security requirements outlined below. REQ 4 -2 -1 Multi -Level User ID Management Users will be located throughout Orange County and they will all access the toot through their own agency network. As each agency is tied to its own independent information technology structure a common active directory infrastructure is not feasible. Due to the number of agencies involved, networking of existing directory solutions is also not likely feasible. User login IDs, must be managed within the solution provided. A multi -level management structure is required where an overall system administrator can define user groups and administrator privileges by agency. Administrators at each agency must have the ability to manage the user logins and privileges at their individual agency. REQ 4 -2 -2 Enable role based security Provide an administrative tool and user interface that allows the administrator to create security roles for the solution. REQ 4 -2 -3 Enable definition of user rights and privileges through administrative user interface Provide an administrative tool and user interface that allows the administrators to perform the following tasks for the respective case flings: Add New Users Remove Users Add Roles to Users Remove Roles from Users • Add individual Privileges to users Remove individual Privileges from users Administrative Users should include two roles. The first would be a super user administrator role, which provides rights and privileges to manage users at all sites. The second administrator role should provide administrative rights at one or select sites. Page 52 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 REQ 4 -2 -4 Support Passwords Provide the following functionality with respect to user passwords: Enable a user to change his or her password Enable a system administrator to specify the minimum length of user passwords, the frequency of required password changes, and automatic expiration of passwords Warn the user when he /she enters a "weak" password (e.g., passwords that use common dictionary words, passwords based on the usemame) Store passwords in an encrypted format and in a location where only an administrator may have access to them. REQ 4 -2 -5 Maintain a User List Maintain a single list of users within the system for the respective electronic case filings, including the following types of information: • Name Lo.-on name Password Security group profile (e.g., department, detective, officer, records clerk, Prosecutor, etc.) Active date range • Title (e.g., director, officer, supervisor, captain, etc.) • Contact information (i.e., phone number, fax, email, etc.) Enable an administrator to add, edit, and delete information from the user list as appropriate. REQ 4 -2 -6 View a List of Users Allow an administrator to view a list of users. The list should include: User information User expiration date Security profile assignments Last login date and time An administrator must be able to filter the list of users by status and security privilege. REQ 4 -2 -7 Add New Users Allow an administrator to add new users to the system. When adding a new user, an administrator must enter the following information: • User name User log -on name User title (e.g., Deputy District Attorney) User expiration date (optional) Type of adjudicator User default security profile(s) REQ 4 -2 -8 Set the Default Password for a New User When creating a user, the system must designate a default password for the user. When the user logs on for .the first time, the system will prompt the user to change the default password. Page 53 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 REQ 4 -2 -9 Assign a Security Profile for a User Allow an administrator to assign a security profile for a user. When assigning a security profile, an administrator must specify the location, profile, and active date range for the user. REQ 4 -2 -10 View/Edit a User Log -On Allow an administrator to view and edit existing user information, including expiration date and security profile assignments. REQ 4 -2 -11 Inactivate a User Log -On Allow an administrator to inactivate an existing user. When a user is inactivated, the user will be unable to log -on to any location within this system. REQ 4 -2 -12 Reset a Password to Default Allow an administrator to reset a user's log -on password. The system must designate a default password for the user. When the user logs on the next time, the system will prompt the user to change the default password. REQ 4 -2 -13 Administer Password Functionality Allow an administrator to manage certain password functionality. An administrator must be able to specify values for the following functionality: Minimum and maximum length of passwords Amount of time before the user is required to change password Number of failed log -on attempts required to lock out a user ID Interval of time before user locked out ID becomes available again • Whether old passwords can be reused Amount of time user can be inactive before timing out • Whether to check for "weak" passwords REQ 4 -3 — Administration The following requirements relate to administrative functionality that should be available within the 1HSICP. REQ 4 -3 -1 Log Errors Maintain a log of all the errors that occurred within the system. An administrator should be able to specify what types of errors should be logged. The error log should contain entries with the following information: Error criticality Date and time of error User who caused the error Contact information for the user who caused the error • Location of error (what screen, module, etc.) Error message Actions that occurred prior to error (e.g., a case was updated) Actions that occurred after the error (e.g., system was shutdown) This error log must be maintained in real time by the system and should be exportable to other types of software (e.g., MS Excel), where the error log can be analyzed. Page. 54 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 9/712009 REQ 4 -3 -2 Support Error Notification Warn or alert administrators whenever a critical error occurs, such as a database failure or a network failure. The system should support alerts by network message, email, beeper, and/or visual and audio alerts at the console level (e.g., a flashing red light at the central server screen). REQ 4 -3 -3 Enable administration of drop -down lists Within the JHSICP, there should be a number of opportunities for the user to enter specific search criteria to locate the case file in question. In many cases, to facilitate use of standard data and codes drop down or select lists are provided for the user. They help eliminate typing required by the user as well as prevent the user from mistyping search criteria. These lists should be managed dynamically, and an administrative user should have the ability to maintain them through an administrative user interface. List administration could include the following, but not limited to: • Case number (a cross reference number for the varying agency case identifying numbers) Date submitted ° Originating agency • Assigned personnel • Others REQ 4 -3 -4 Disable access to data sources The administrator of the solution should have the ability to take a data source offline without affecting production operation of the JHSICP. REQ 4 -4 — Audit Trail The sensitive nature of the case filing information provided through this solution combined with the relative widespread access requires that an extensive auditing system be in place. For accountability and tracking purposes, the auditing function is a critical component of the solution. The following requirements pertain to auditing use of the electronic transferring and storage of criminal case files. REQ 4-4 -1 Record user logons Maintain a history of all user log -ons. For each user log -on, the system should maintain the user ID, log-on date and time, and IP address. REQ 4 -4 -2 Record user logoffs Maintain a history of all user lo; -offs. For each user log off, the system should maintain the user ID, log- off date and time, and IP address. REQ 4 -4 -3 Record unsuccessful login attempts Maintain a history of all unsuccessful log -on attempts to the system. For each unsuccessful log -on attempt, the system should maintain the user ID entered, the user password entered, the IP address, and the failed log -on date and time. Page 55 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 REQ 4 -4 -4 Record executed case file reviews When a user has logged into the electronic file repository and executed a search and review, the system should record and maintain information about the review. The information provided in this audit record should allow, at any time; an administrative user to reconstruct a file search and review previously executed by a user. REQ 4 -4 -5 Record review results When a user has logged into the solution and executed a review, the system should record and maintain information about the results of that review. It should also record all transactions affecting the contents or alterations to the contents of the repository by that user (for example, the deposit of any additional files, evidence, reports, etc.). REQ 4 -4 -6 View Audit Trail Information Provide the ability for an administrator to view audit trail information in an easy to use searchable user interface. The audit log viewer should be searchable, allowing the user to input search criteria and return filterable results. input criteria, at a minimum, should include user, agency, name, date, etc. The administrative user should be able to export results from a search to a delimited file. REQ 4 -5 — Storage and Expansion The solution must have the capability to expand the storage of electronic based information over time. It is expected the solution will have an incremental implementation, perhaps only a limited number of agencies participating in the solution, and only for a limited number of case types. Over time, however, it would be expected to have all agencies participating for the maximum number of case types to enhance the solution's value. Page 56 of 92 ILJAOC_JHSICP_ RFP_Rl.docx 9/7/2009 SUB — Submission Requirements This section outlines the requirements for submission of the RFP for the JHSICP project for the Integrated Law and Justice Agency for Orange County. SUB 1 — General SUBI -I General Information Provide the following information regarding your company: Y Name U. Street Address City, State, Zip • Company Phone • Company Fax • Website SUBI -2 Contact Information Provide the following information regarding contact person(s) for this proposal: • Name • Position /Title n Telephone number(s) Email Address SUBI -3 Executive Summary Provide a one page executive summary explaining your solution, its component products and why yourproduct(s) provide the best solution for Orange County Justice agencies. SUBI -4 Proposing Vendor Background Provide the following information regarding your company's history: • A brief account of your company's history in the past 3 years. • How many years has your company been in the business of providing the product on which you are proposing? • Have you acquired, been acquired or merged with another company within the last four years? If so, provide a brief description of the merger /acquisition. SUBI -5 Teaming Vendors and Arrangements If the Vendor responding to this request for proposal does so in partnership with one or more other vendors, or is including one or more subcontractors that make up more than 10% of the contract, information as outlined above in SUB 1 -1 and SUB 1 -2 must be provided for the partnering vendor(s) /subcontractor(s) as well as information about the partnership including: o The division of work and services between partnering vendors. SUBI -6 Financial Information Submit sufficient documentation to enable the project team to evaluate the prime Vendor's and key subcontractor's viability. Possible documentation includes a Dun & Bradstreet report. The Integrated Law and Justice Agency for Orange County reserves the right to request further documentation including audited financial reports and bank references in order to validate our understanding of the Vendor's financial stability. Page 57 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 SUBI -7 Legal Information Provide the following information regarding your company's legal standing: • Type of Company (corporation, partnership, etc.): • State of Incorporation, Partnership, etc.: • Persons Authorized to Bind the Company • Name • Title • Signature • Any conditions or circumstances that might prevent you from conducting business in the State of California, or with justice agencies in Orange County, California. • Any pending litigation relating to your proposed system or to other software products, maintenance agreements, installation services, etc. that you are involved in providing. SUB 2 — References SUB2 -1 Integration Solution Qualifications Provide up to three large integrated justice implementation client references. Include the following: Y Client name • Street Address • City, State, ZIP • Contact name Contact telephone Date implementation went live • Version and number of users • Brief description of implementation scope • Outline of major goals achieved SUB2 -2 Traffic Citation System Qualifications Provide at least three large traffic citation system implementation client references. Include the following: Client name • Street Address • City, State, ZIP • Contact name Contact telephone • Date implementation went live • Version and number of users • Brief description of implementation scope Outline of major goals achieved SUB2 -3 Full Client List Provide a full listing of all local government clients where the systems being proposed have been installed in the past 5 years. Page 58 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 SUB 3 - Solution SU133 -1 Solution Components Provide a description of the different components that comprise your proposed solution(s), incorporate a discussion about the system architecture and its benefits. SU133 -2 Functionality of Proposed Integrated Solution — Integration Solution Vendors Only Provide a description of the functionality provided by your solution(s). Include a discussion of the following: Configuration, administration and custom development functionality as it relates to: • Integration application and custom workflow /routing engine • Case status tracking and management • Application security • Addition of additional agency connections SUB3 -3 Citation Component Functionality — Citation Solutions Vendors Only Provide a description of all functionality provided by the citation component of your solution, including but not limited to the following: • Support for mobile/handheld devices • Consideration for future pricing of handheld devices • Support for future agency additions SUB3 -4 Integration Approach — Integration Solution Vendors Only Provide a description of your overall approach for the integration component of both solutions for this project. SUB3 -5 Data access /storage Describe the approach and architecture of your solution as it relates to data access and storage as outlined in the Requirements (REQ) section of this RFP. SUB3 -6 Interfaces Describe the approach and architecture of your solution as it relates to the establishment of interfaces to existing Justice Partners as outlined in the Scope of Work section of this RFP. SU133 -7 Adding Transaction Types A primary focus of this project in Phase I will be to implement the core integration solution and workflow engine. Future phases will grow to include more transaction types as outlined in the Requirements (REQ) section of this RFP. Provide a description of your approach for incorporating additional transaction types into the solution. SUB3 -8 Data Ownership Source documentation will originate from a variety of agencies depending upon the transaction. A key concern of ILJAOC agencies is the concern for data records that are too sensitive to be viewed outside a specific agency jurisdiction. Provide a discussion and description of how the proposed solution maintains data ownership with the originating agency. Include a description of how ILJAOC agencies can maintain control of the data information flow. Response to this requirement will be a key evaluation gating requirement. SUB3 -9 Data Currency and Integrity Provide a discussion and description of how the proposed solution maintains data currency and integrity as it is used in the system. Response to this requirement will be a key evaluation gating requirement. Page 59 of 92 ILJAOC_JHSICP— RFP— R1.docx 9/7/2009 SU133 -10 Requirements Complete Requirements Compliance Table included as Appendix A. The functional requirements have been provided in the REQ chapter of this document. Each functional requirement in the chapter includes a title paired with a more detailed explanation of the requirement. Appendix A lists the reference number and title of all requirements found in the REQ chapter. For each requirement listed in Appendix A, indicate the scope of which your solution meets the requirement by checking the appropriate box. M The proposed solution fully meets the outlined requirement. PM The proposed solution partially meets the outlined requirement. DM The proposed solution does not meet the outlined requirement. NA The outlined requirement is not applicable to the proposed solution. If the proposed solution partially meets or does not meet the outlined requirement, provide an explanation. SU133 -I1 Standards Support The application architecture should be as current as possible in order to maximize the expected duration of industry support. For the proposed solution(s), discuss compatibility with the following data exchange technologies and how your proposed solution will meet ILJAOC's requirements to conform to these and other standards in coming years. • NIEM • GJXML SU133 -12 Performance Analysis Overall performance of the solution will be a critical factor for the success of the project. Discuss the limitations of your solution if any from a performance standpoint. If performance became an issue with the solution, explain your approach for solving the problem. SU133 -13 Excluding Records ILJAOC agencies are concerned about data records that are too sensitive to be viewed outside a specific agency jurisdiction. REQ 1 -2 addresses paramount concern for ownership and control of information that pertains to criminal cases. Discuss possible ways your solution could allow an agency (e.g. District Attorney) the ability to selectively control the flow of data records and discovery information to approved parties on the case. SUB 4 — Workplan SU134 -1 — Workplan Provide graphical and text workplans outlining all activities from requirements validation through implementation of Phase I of the project. The workplan should address all items outlined in the scope of work section of the RFP. SUB 5 — Training Approach SUB5 -1 General Training Philosophy Provide a description of your overall approach to training and how you would design the training program for this project. SUB5 -2 Training Classes Provide a course outline of the courses outlined in the Scope of Work Section of this proposal Page 60 of 92 ILJAOC_JHSICP— RFP— Rl.docx 9/7/2009 SUB 6 — Documentation SUB64 System Component Documentation The Vendor shall provide samples of standard system documentation for major components of their proposed solution. At a minimum a sample of standard documentation from the Citation System and some core component of the integration solution shall be provided as part of the proposal submission. SUB I — Warranty and Ongoing Maintenance Support SUB7 -1 Warranty Support The Vendor shall provide a full service warranty, including on -site break/fix. routine maintenance and extended traditional warranty on all components for the following two warranty period options: Phase 1, 1 year warranty, all sites Phase 1, 3 year warranty, all sites Pricing details for both warranty periods should be included within SUB 10 — Pricing below. Provide a discussion of how service and support are proposed to be provided through the warranty period. SUB 83 — Technical Environment SUB8 -1 System Software Provide details about the technologies and software that are part of your solution. Include the following: • Required databases • Application software technology (Java, .NET, etc) • Server Requirements • Workstation Requirements SUB8 -2 Web Development Tools Provide details of any additional web development tools you will use as part of building your solution. SUB8 -3 Third Party Software Provide details of any other third party software that you will use as part of building your solution, including information about licensing arrangements. SUB8 -4 System Management Software Provide details of any additional system management software that may be required as a result of implementing your solution. SUBS-5 — Project Environments Provide a description of the production hardware infrastructure environment that you are proposing. Given the project scope and schedule, explain the system landscape that you would recommend to support the project including development, testing, training and production environments. Based on the proposed infrastructure, provide a discussion of any requirements for Page 61 of 92 ILJAOC— JHSICP_ RFP_R1.docx 917/2009 other environments that would need to be created to support the goals of the project. For instance, will development, testing and production cutover all take place in the same system environment? SUB 9 — Project Team SUB9 -1 Project Team Provide the following documentation: • Project Organization Chart/reporting structure • Provide resumes or summary of experience for key resources proposed to deliver the project including individuals responsible for: • Project Management • Integration leadership o Technical Architecture o Configuration of applications SUB 10 — Pricing Vendors should include pricing information in the submitted proposal according to the formats listed below. A pricing value should be listed in each column for the specified work. The following is an explanation of each column: SW — Software license fee for the purchase. HW — Required hardware. Assume there is no hardware available for this project. Services — Price for performing services listed in section SOW — Scope of Work. I yr Warranty — Price for one year of complete service and support as defined in SOW 7. 3 yr Warranty — Price for three years of complete service and support as defined in SOW 7. Annual Recurring License Fee — Estimated price of annual license fees beyond the 3'a year. Page 62 of 92 ILJAOC— JHSICP— RFP_R1.docx 917/2009 SUBIO -1 Phase 1 Integration Solution Pricing Provide a high level summary of the total price associated with completing all work outlined above in Phase I. Pricing Table I — Phase 1 — Integration Solution Components Core Integration Solution User Application / Portal Integration with and implementation of workflow for Shared Citation System Establishment of E- Citations at Police Agency A Establishment of E- Citations at Police Agency B Development, presentation and documentation of interface for Existing Citation Systems Design, Configuration and construction of Criminal Case E- Filing, Evidence capture and case status tracking applications E-Filing Implementation Law Enforcement Agency I E-Filing Implementation Law Enforcement Agency 2 E-Filing Implementation Law Enforcement Agency 3 Integration with District Attorney Integration with City Attorney Integration with Court Citation Interface Total Page 63 of 92 ILJAOC— JHSICP— RFP— R1.docx 9/7/2009 Pricing Table 2 — Any Phase— Unit Price Components The Core Solution category should include costs that are associated with the core E- Filing and Citations system solutions that cannot be apportioned to the integration of a specific site. ILJAOC will determine which sites are to be included in Phase I prior to contract. The selection will be based on cost, budget and schedule considerations as well as any emerging issues associated with a particular CMS /RMS vendor. Justice partners and initiatives listed in the above table that are not ultimately implemented as part of Phase I will be rolled into Future Phases. ILJAOC assumes that the pricing offered in the above table for Phase I will be valid for their inclusion in future phases of the project. ILJAOC will determine whether they will select either the one year or three year warranty. Annual recurring license fees are expected to be included in the warranty. Annual license fees presented shall be applicable to the period following warranty expiration. Page 64 of 92 ILJAOC— JHSICP— RFP— R1.docx 9/7/2009 Pricing Table 3— Future Phases— Additional Agencies and Applications Add Additional Law Enforcement Agency to E -Filing Integrate existing agency specific Citation System to System Integrate Probation Department to System Integrate Crime Lab to System and Add Crime Lab Application to all sites Add Probation Department Juvenile Referral Application Add Probation Department Probation Violation Applicatio n Add Warrant Request A lication Add Discovery Request Application Page 65 of 92 ILJAOC— JHSICP— RFP_Rl.docx 9/7/2009 SUB10 -2 Phase 1 Citation Solution Pricing Provide a high level summary of the total price associated with completing all work outlined above in Phase 1. Pricing Table 4— Phase 1 — Citation Solution Components Page 66 of 92 ILJAOC— JHSICP— RFP— R1.docx 9/7/2009 Pricing Table 5 — Any Phase— Citation Solution Unit Price Components The Core Solution category should include costs that are associated with the core E- Filing and Citations system solutions that cannot be apportioned to the integration of a specific site. ILJAOC will determine which sites are to be included in Phase 1 prior to contract. The selection will be based on cost, budget and schedule considerations as well as any emerging issues associated with a particular CMS /RMS vendor. Justice partners and initiatives listed in the above table that are not ultimately implemented as part of Phase I will be rolled into Future Phases. ILJAOC assumes that the pricing offered in the above table for Phase I will be valid for their inclusion in future phases of the project. ILJAOC will determine whether they will select either the one year or three year warranty. Annual recurring license fees are expected to be included in the warranty. Annual license fees presented shall be applicable to the period following warranty expiration. Page 67 of 92 ILJAOC_JHSICP— RFP— R1.docx 9/7/2009 ot 1 Handheld Citation Device A Handheld Citation Device B Handheld Citation Device C Delivery of Citation Originator Training Delivery of Technical Administrator Training Delivery of Citation Reviewer / Approver Training Delivery of Citation Administrator Training The Core Solution category should include costs that are associated with the core E- Filing and Citations system solutions that cannot be apportioned to the integration of a specific site. ILJAOC will determine which sites are to be included in Phase 1 prior to contract. The selection will be based on cost, budget and schedule considerations as well as any emerging issues associated with a particular CMS /RMS vendor. Justice partners and initiatives listed in the above table that are not ultimately implemented as part of Phase I will be rolled into Future Phases. ILJAOC assumes that the pricing offered in the above table for Phase I will be valid for their inclusion in future phases of the project. ILJAOC will determine whether they will select either the one year or three year warranty. Annual recurring license fees are expected to be included in the warranty. Annual license fees presented shall be applicable to the period following warranty expiration. Page 67 of 92 ILJAOC_JHSICP— RFP— R1.docx 9/7/2009 Pricing'rable 3 — Future Phases — Citations Solution - Additional Agencies and Applications Page 68 of 92 ILJAOC_JHSICP— RFP_Rl.docx 9/7/2009 Appendix A — Requirements Compliance Table Requirement M PM DM NA REQ 1 — General REQI -1 File Documentation Integrity REQ 1 -2 .Information Ownership REQI -3 Standardization' REQI -4 User friendly and overall usability REQ 1 -5 Be Web -Based REQ1 -6 Ability to interface with existing systems REQ.1 -7 Support the laws in _lace related to case filing REQI- 8'.Enhanced tracking and acc_ountahility REQI -9 Designed to expand in the future REQ 2 — Functionality REQ2-1 Information Trans ort REQ2 -2 File Repository REQ2 -3 Document Input Modes REQ24 Filing Compilation REQ2-5 Redaction REQ2 -6 Forms Development' REQ2 -7 Adaptability REQ2 -8Imaging REQ2 -9 Workflow REQ2 -10 E -Mail Notification REQ2 -11 Status Tracking REQ2 -12 Case Management REQ 3 — Applications REQ3 -1 Criminal Case Fihn s RE 3 -2 Electronic Evidence REQ3 -3 Discovc , Requests REQ3 -4 Traffic Citations_ REQ3 -4 -1 General RE 3 -4 -1 -1 Information integrity REQ3 -4 -1 -2 Information Ownershi RE 3 -4 -1 -3 Standardization REQ3 -4 -2 Hardware Functionality RE 3 -4 -2 -1 Durability RE 3 -4 -2 -2 Usability RE 3 -4 -2 -3 Mandatory Features RE 3 -4 -2 -4 Desirable / Optional Features REQ3 -4 -2 -5 Connectivity Page 69 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 RE 3- 4 -2 -6 -0 en Standards Based Devices REQ3 -4 -3 Software Functionality RE 3 -4 -3 -1 Software Compatible REQ3 -4 -3 -2 Legal Declaration REQ3 -4 -3 -3 Export Functionality REQ3 -4 -3 -4 Pick Lists REQ3 -5 Crime Lab Results RE 3 -6 Warrants REQ3' -7 Juvenile Petitions REQ 4 — Technical REQ4 -1 Reliability REQ4 Z Security RE 4 -2 -1 Enable Definition of a List of Users that may Access the Solution RE 4 -2 -2 Enable role based security REQ4 -2 -3 Enable definition of user rights and privileges through administrative user interface REQ4 -2 -4 Support Passwords REQ4 -2 -5 Maintain a User List RE 4 -2 -6 View a List of Users REQ4 -2 -7 Add New Users REQ4 -2 -8 Set the Default Password for a New User REQ4 -2 -9 Assign a Security Profile for a User RE 4 -2 -10 View /Edit a User Log-On RE 4 -2 -11 Inactivate a User Log-On RE 4 -2 -12 Reset a Password to Default REQ4 -2 -13 Administer Password Functionality REQ4 -3 Administration REQ4 -3 -1 Log Errors REQ4 -3 -2 Support Error Notification RE 4 -3 -3 Enable administration of drop-down lists RE 4 -3-4 Disable access to data sources REQ44 Audit Trail REQ4 -4 -1 Record user to oils RE 4 -4 -2 Record user logoffs REQ4 -4 -3 Record unsuccessful login ahem is RE 4 -4 -4 Record executed case file reviews REQ4 -4 -5 Record review results REQ4 -4 -6 View Audit Trail Information REQ4 -5 Storage and Expansion Page 70 of 92 ILJAOC— JHSICP_ RFP_R1.docx 9/7/2009 Appendix B — Interface Specifications Page 71 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Orange County Superior Court Interfaces All interfaces with the Court will be implemented using the California Administrative Office of the Court's interface specifications. These specifications have been developed as part of a project to replace case management systems and improve integration across the State. ILJAOC and the Orange County Superior Court will build interim interface infrastructure between the vendor termination point and the current systems in use in Orange County until such time as the new case management system is deployed. The latest specifications can be found on the ADC's web site at: httn:// www2 .courtinfo.ca.gov /*usticepartners /data exchan eg s.htm Orange County Superior Court Infraction Interface The following specifications apply to Infractions: Receive Case Initiation Filing — Citations CCMS- V4- IN1801 Orange County Superior Court Juvenile Infraction Interface The following specifications apply to Juvenile Infractions: Receive Case Initiation Filing — Citations CCMS- V4- IN1801 While the specifications is the same as for adult infractions, we currently expect that a unique connection point will be provided at the Court for the juvenile infractions interface. Orange County Superior Court Criminal Case Interface The following specifications apply to the criminal case interface: Receive Case Initiation Filing - Felonv, Misdemeanor and Infraction (FMI) CCMS- V4- IN1802 Send Case Initiation Filing - Felony, Misdemeanor, and Infraction (FMI) Confirmation Notification CCMS -V4 -I N 1921 Orange County Superior Court Juvenile Case Interface Receive Case Initiation Filing — Juvenile - CCMS- V4- IN1803 Send Case Initiation Filing - Juvenile Confirmation Notification - CCMS- V4- INI922 Page 72 of 92 ILJAOC— JHSICP— RFP— Rt.docx 9/7/2009 District Attorney Interface The District Attorney Interface is based on IEPD ID 340: LEXS 3.1: LEISP (Lam, Enforcement Information Sharing Program) Exchange Specifications (U.S. Department of Justice). Detailed design and development is currently underway and additional information to refine vendor requirements will be provided as it is available. Details on the IEPD can be found by following the steps listed below: Go to http it oip gov framesets iepd clearinghouse noClose htm Chose the Find IEPD Information link Enter 4 in the Search by Keyword field 4 This will return NIEM Conformant LEXS LEISP Law Enforcement Information Sharing Program Exchange Specifications U S Department of Justice Page 73 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 Appendix C — Professional Services Agreement Page 74 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 PROFESSIONAL SERVICES AGREEMENT WITH [ADD NAME OF PERSON/ COMPANY] FOR ILJAOC Justice and Homeland Security Integration and Citation Processing Project THIS AGREEMENT is made and entered into as of this _ day of ' 200_, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City "), and a [type of business, i.e., an individual, a partnership, a joint venture, a California Corporation or some other business entity] whose address is California, ( "Consultant "), and is made with reference to the following: i:1xyrr_14� A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City is planning to implement a Criminal Justice E- Filing System on behalf of the Integrated Law and Justice Agency for Orange County C. City desires to engage Consultant to (describe Consultant's services here) ( "Project "). D. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. E. The principal member[s] of Consultant for purposes of Project, shall be F. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. Page 75 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: The term of this Agreement shall commence on the above written date, and shall terminate on the _ day of , 200_, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE Time is of the essence in the performance of services under this Agreement and Consultant shall perform the services in accordance with the schedule included in Exhibit A. The failure by Consultant to strictly adhere to the schedule may result in termination of this Agreement by City. [Option B — Use in Place of Above Paragraph for Contracts Without Firm Schedule] Time is of the essence in the performance of services under this Agreement and the services shall be performed to completion in a diligent and timely manner. The failure by Consultant to perform the services in a diligent and timely manner may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. Page 76 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/712009 3.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand - delivery or mail. 3.3 The parties agree that it is extremely difficult and impractical to determine and fix the actual damages that City will sustain should the Consultant fail to complete the work called for in this Agreement. Should Consultant fail to complete the work called for in this Agreement, Consultant agrees to the deduction of liquidated damages in the sum of One Thousand ($1000) per day for every day beyond the date scheduled for completion provided in the agreed upon Scope of Work. Execution of this Agreement shall constitute agreement by the City and Consultant that the sum of One Thousand ($1000) per day is the minimum value of costs and actual damages caused by the failure of Consultant to complete the project within the allotted time. Such sum is liquidated damages and shall not be construed as a penalty, and may be deducted from payments due the Consultant if such delay occurs. 4. COMPENSATION TO CONSULTANT City shall pay Consultant for the services on a time and expense not -to- exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's compensation for all work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Dollars and no /100 ($ ) without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 Consultant shall submit monthly invoices to City describing the work performed the preceding month. Consultant's bills shall include the name of the person who performed the work, a brief description of the services performed and /or the specific task in the Scope of Services to which it relates, the date the services were Page 77 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 performed, the number of hours spent on all work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff. 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by City. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services that Consultant agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. B. Approved reproduction charges. C. Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 4.4 Notwithstanding any other provision of this Agreement, when payments made by City equal 90% of the maximum fee provided for in this Agreement, no further payments shall be made until City has accepted the final work under this Agreement. 5. PROJECT MANAGER Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at Page 78 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 all reasonable times during the Agreement term. Consultant has designated to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Department. shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his /her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this Agreement, City agrees to, where applicable: A. Provide access to, and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting and other services through City's reproduction company for bid documents. Consultant will be required to coordinate the required bid documents with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. C. Provide usable life of facilities criteria and information with regards to new facilities or facilities to be rehabilitated. Page 79 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 8. STANDARD OF CARE 8.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. By delivery of completed work, Consultant certifies that the work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care. 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. HOLD HARMLESS To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, and employees (collectively, the "Indemnified Parties ") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which Page 80 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any work performed or services provided under this Agreement including, without limitation, defects in workmanship or materials or Consultant's presence or activities conducted on the Project (including the negligent and /or willful acts, errors and /or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have Page 81 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and rip or to commencement of work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and in a form satisfactory to City. A. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Insurance certificates must be approved by City's Risk Manager prior to commencement of performance or issuance of any permit. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. B. Signature. A person authorized by the insurer to bind coverage on its behalf shall sign certification of all required policies. C. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) Page 82 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. D. Coverage Requirements. i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his or her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non - renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days (10 calendar days written notice of non - payment of premium) prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, contractual liability. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement, or the general aggregate limit shall be at least twice the required occurrence limit. iii. Automobile Liability Coverage. Consultant shall maintain automobile insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non - owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit for each occurrence. Page 83 of 92 ILJAOC_JHSICP_ RFP_R1,docx 9/7/2009 iv. Professional Errors and Omissions Insurance. Consultant shall maintain professional errors and omissions insurance, which covers the services to be performed in connection with this Agreement in the minimum amount of one million dollars ($5,000,000). E. Endorsements. Each general liability and automobile liability insurance policy shall be endorsed with the following specific language: The City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant. This policy shall be considered primary insurance as respects to City, its elected or appointed officers, officials, employees, agents and volunteers as respects to all claims, losses, or liability arising directly or indirectly from the Consultant's operations or services provided to City. Any insurance maintained by City, including any self- insured retention City may have, shall be considered excess insurance only and not contributory with the insurance provided hereunder. iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. iv. The insurer waives all rights of subrogation against City, its elected or appointed officers, officials, employees, agents and volunteers. V. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. Page 84 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits, by either party except after thirty (30) calendar days (10 calendar days written notice of non - payment of premium) written notice has been received by City. F. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of or resulting from Consultant's performance under this Agreement. G. Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy, which shall result in changing the control of Consultant. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint- venture. 16. SUBCONTRACTING City and Consultant agree that subconsultants may be used to complete the work outlined in the Scope of Services. The subconsultants authorized by City to perform work on this Project are identified in Exhibit A. Consultant shall be fully responsible to City for all acts and omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. The City is an intended beneficiary of any work performed by the subcontractor for purposes of establishing a duty of care between the Page 85 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 subcontractor and the City. Except as specifically authorized herein, the services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents "), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents to City upon prior written request. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 19. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. 21. INTELLECTUAL PROPERTY INDEMNITY The Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement. Page 86 of 92 ILJAOC_JHSICP_ RFP_R1.doex 9/7/2009 22. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 23. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his /her designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 24. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional design, construction and /or restoration expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under the law or any other sections of this Agreement. Page 87 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 9/7/2009 25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 26. CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 27. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first -class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA, 92663 Phone: 949 - 644 -33XX Fax: 949 - 644 -33XX Page 88 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 All notices, demands, requests or approvals from CITY to Consultant shall be addressed to Consultant at: Attention: Phone: Fax: 28. TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 29. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. Page 89 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 30. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 31. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 32. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 33. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 34. AMENDMENTS This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 35. SEVERABILITY If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. Page 90 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 917/2009 36. CONTROLLING LAND AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 37. EQUAL OPPORTUNITY EMPLOYMENT Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Page 91 of 92 ILJAOC_JHSICP_ RFP_R1.docx 9/7/2009 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: By: Assistant City Attorney ATTEST: By: Leilani Brown, City Clerk CITY OF NEWPORT BEACH, A Municipal Corporation By: Mayor CONSULTANT: By: (Corporate Officer) Title: Print Name: By: (Financial Officer) Print Attachments: Exhibit A — Scope of Services See Attached Request for Proposal: MFTiM City of Newport Beach and Integrated Law and Justice Agency for Orange County JHSICP Request for Proposal Page 92 of 92 ILJAOC_JHSICP_ RFP_Rt.docx 9/7/2009 1 � �i - f \ i�r 11r �, pa�wx � ��ll' "!!1 ;.�,a, "(1� :.9v1 a�� .��iv,Il_'a•' ���n�•,1��'� i(U'l� Orange County Response to •� •r � lll� November 30, 2009 Submitted by: Y �� h to Brazos Technology 707 Texas Ave. South, Suite 103D College Station, TX 77840 979.690.2811 www.brazostech.com is valid for one hundred eighty (180) days from above - listed date. Response to RFP O brazos JHSICP Project ,n Jt Jennifer Manzella Integrated Law and Justice Agency for Orange County c/o Newport Beach Police Department 870 Santa Barbara Drive Newport Beach, CA 92660 Dear Ms. Manzella, Thank you for the opportunity to submit this proposal to the City of Newport Beach and the ILJAOC for an automated citation solution as part of the ILJAOC's JHSICP Project. Brazos Technology is excited to tender this offer for our electronic citation solution which we feel not only meets the needs of the agency's automated citation processing initiative but is one that can be leveraged over many other functions — not just electronic citation. Our end -to -end solution provides the ticket writers for the officers, the back -end software for reporting and administrative functions, and court- specific features for standardizing all citation processing using our web -based server. We have a complete turn -key solution today that has been implemented at more than 110 Texas, Oklahoma, Utah, Nevada, and Tennessee law enforcement agencies. The details and benefits of our Brazos Solution are further explained in this proposal. The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all agency departments and enable them on the mobile platform. The Brazos Solution provides the greatest opportunities for future growth! We trust you'll find our solution unique, intriguing, and cost effective. We're anxious to show you how it works and how it can work for you. Sincerely, Michael McAleer, President Brazos Technology Corp. 707 South Texas Ave Suite 103D College Station, TX 77840 Office 979.690.2811 ext 101 Mobile 979.571.3198 Fax 713.583.9323 mmcaleer@brazostech.com www.brazostech.com 4� brazos 3 Response to RFP JHSICP Project SUB1 —General ........................................................................................... ..............................7 SUB1 -1 — General Information .................................................................... ..............................7 SUB1 -2 — Contact Information ................................................................... ............................... 7 SUB1 -3 — Executive Summary .................................................................... ..............................7 SUB1 -4— Proposing Vendor Background ................................................... ..............................8 SUB1 -5 — Teaming Vendors and Arrangements ......................................... ..............................9 SUB1 -6 —Financial Information .................................................................. ..............................9 SUB1 -7 — Legal Information ....................................................................... .............................10 SUB2 — References .................................................................................... .............................10 SUB2 -1 — Integration Solution Qualifications ............................................. .............................10 SUB2 -2 — Traffic Citation System Qualifications ........................................ .............................10 SUB2 -3 — Full Client List ............................................................................ .............................12 SUB3 — Solution ......................................................................................... .............................13 SUB3-1 — Solution Components ................................................................ .............................13 SUB3 -2 — Functionality of Proposed Integrated Solution — Integration Solution Vendors Only 16 SUB3 -3 — Citation Component Functionality — Citation Solutions Vendors Only ..................... 16 SUB3 -4 — Integration Approach — Integration Solution Vendors Only ......... .............................18 SUB3 -5 — Data access / storage .................................................................. .............................18 SUB3 -6 — Interfaces ................................................................................ ............................... 18 SUB3 -7 — Adding Transaction Types ......................................................... .............................18 SUB3 -8 — Data Ownership ......................................................................... .............................19 SUB3 -9 — Data Currency and Integrity ....................................................... .............................19 SUB3 -10 — Requirements .......................................................................... .............................20 Requirements Compliance Table ............................................................... .............................21 REQ1 —General .......................................................................................... .............................23 REQ 1 -1 — File Documentation Integrity ................................................... ............................... 23 REQ 1 -2 — Information Ownership ............................................................. .............................23 REQ 1 -3— Standardization ........................................................................ .............................23 REQ 1 -4 — User friendly and overall usability ........................................... ............................... 24 REQ1 -5 — Be Web- Based ......................................................................... .............................24 REQ 1 -6 — Ability to interface with existing systems ................................. ............................... 24 REQ 1 -7 — Support the laws in place related to case filing ....................... ............................... 24 REQ 1 -8 — Enhanced tracking and accountability .................................... ............................... 24 REQ 1 -9 — Designed to expand in the future ............................................ ............................... 25 REQ2 — Functionality ................................................................................. .............................25 REQ3 — Applications .................................................................................. .............................25 REQ 3 -4 — Traffic Citations ...................................................................... ............................... 25 REQ3 -4 -1 — General ............................................................................ ............................... 29 REQ 3 -4 -2 — Hardware Functionality .................................................... ............................... 31 REQ 3 -4 -3 — Software Functionality ........................................................ .............................34 Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 3 )brat ®s te&,T,r,xgy Response to RFP JHSICP Project REQ4 — Technical ..................................................................................... ............................... 36 REQ4 -1 — Reliability ............................................................................... ............................... 36 REQ4 -2 — Security .................................................................................. ............................... 36 REQ 4 -2 -1 — Multi -Level User ID Management ....................................... .............................36 REQ 4 -2 -2 — Enable role based security .............................................:. ............................... 36 REQ 4 -2 -3 — Enable definition of user rights and privileges through administrative user interface................................................................................................. .............................37 REQ 4 -2 -4 — Support Passwords .......................................................... ............................... 37 REQ 4 -2 -5 — Maintain a User List ........................................................... .............................37 REQ 4 -2 -6 — View a List of Users ......................................................... ............................... 38 REQ4 -2 -7 — Add New Users ................................................................ ............................... 38 REQ 4 -2 -8 — Set the Default Password for a New User ........................ ............................... 38 REQ 4 -2 -9 — Assign a Security Profile for a User .................................. ............................... 38 REQ 4 -2 -10 — View /Edit a User Log -On ............................................... ............................... 38 REQ 4 -2 -11 — Inactivate a User Log -On ............................................... ............................... 39 REQ 4 -2 -12 — Reset a Password to Default .......................................... ............................... 39 REQ 4 -2 -13 — Administer Password Functionality .................................. .............................39 REQ4 -3 — Administration ........................................................................ ............................... 39 REQ4 -3 -1 — Log Errors .......................................................................... .............................39 REQ 4 -3 -2 — Support Error Notification ................................................... .............................40 REQ 4 -3 -3 — Enable administration of drop -down lists ............................ .............................40 REQ 4 -3 -4 — Disable access to data sources ....................................... ............................... 40 REQ4-4 — Audit Trail ............................................................................... ............................... 40 REQ 4 -4 -1 — Record user Iogons ............................................................ .............................40 REQ 4 -4 -2 — Record user logoffs ............................................................ .............................41 REQ 4 -4 -3 — Record unsuccessful login attempts ................................... .............................41 SUB3 -11— Standards Support ................................................................. ............................... 41 SU133 -12 — Performance Analysis .............................................................. .............................41 SUB3 -13 — Excluding Records ................................................................... .............................42 SUB4 — Workplan ........................................................................................ .............................42 SU134 -1 — Workplan ................................................................................... .............................42 SUB5 — Training Approach ........................................................................ .............................47 SU65 -1 — General Training Philosophy ..................................................... .............................47 SU135 -2 —Training Classes ...................................................................... ............................... 47 SUB6 — Documentation ............................................................................. .............................48 SU136 -1 — System Component Documentation ........................................ ............................... 48 SUB 7 — Warranty and Ongoing Maintenance Support ............................ .............................49 SUB7 -1 —Warranty Support ....................................................................... .............................49 SUB 8 — Technical Environment .............................................................. ............................... 51 SUB8-1 —System Software ....................................................................... .............................51 SUB8-2 — Web Development Tools ........................................................... .............................52 SUB8-3 — Third Party Software ................................................................ ............................... 53 SUB8-4 — System Management Software ................................................ ............................... 53 SUB8-5 — Project Environments ................................................................ .............................54 SUB9 — Project Team ................................................................................. .............................54 Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 51 braz ®s rg�i" i ey„ Response to RFP JHSICP Project SUB9-1 — Project Team ............................................................................. .............................54 SUB10 — Pricing ......................................................................................... .............................57 Appendix A: Sample Documentation ........................................................ .............................69 Appendix B: Software License Agreement .............................................. .............................71 Appendix C: Standard Maintenance Agreement ...................................... .............................75 Appendix D: Project Team Resumes ........................................................ .............................81 Appendix E: Frequently Asked Questions ............................................. ............................... 91 Appendix F: Software and Hardware Brochures ..................................... .............................97 Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and Information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 5 O Brazos SUB14 - General Information Provide the following information regarding your company • Name • Street Address • City, State, Zip • Company Phone • Company Fax • Website Brazos Technology 707 Texas Ave. South, Suite 103D College Station, Texas 77840 979.690.2811 713.583.9323 www.brazostech.com SUB1 -2 - Contact Information Provide the following information regarding contact person(s) for this proposal: • Name Mike McAleer • Position/Title President • Telephone number(s) 979.690.2811 ext. 101 • Email Address mmealeer @brazostech.com SUB1 -3 - Executive Summary Response to RPP JHSICP Project Provide a one page executive summary explaining your solution, its component products and why your product(s) provide the best solution for Orange County Justice agencies. The Brazos Solution is an end -to -end solution which provides tremendous flexibility, a high level of data security and integrity, and virtually unlimited scalability for the future. We provide the ticket writers (can be any portable device) and peripherals for the officers (for electronic citations, signature capture, fingerprint capture, etc.); the back -end software for central review, reporting, and administrative functions; accident reporting; and court- specific features for standardizing all citation processing using our web -based server. We run on handhelds, laptops, cell phones, and more — any device with a Windows operating system can run the Brazos Solution. Our success is based heavily on the fact that our system has been designed by the officers themselves. We employ a highly collaborative approach to implementing our solution, and we hire off -duty police officers to conduct our training. We have over 110 customers across the nation. This experience minimizes the risk to the ILJAOC agencies by not having to 'reinvent the wheel,' thereby guiding the customizations to the user interface and providing the officers with a usable system very quickly. But the Brazos Solution is more than just eCitation. With the Brazos Solution, not only will ILJAOC's agencies get a fully functional electronic citation system that can connect to existing legacy systems, they get a platform from which they can manage all of their handheld (and laptop) mobile devices. They can change the look and feel of the screens using our leading edge web - based designer, add new users, add new devices, change the way any of the printouts look, change the legal language that prints, change user access levels, update court information, update offense information, import, export, run reports, and set up jobs to run on a timed basis — all from our web -based design and management platform that we call BuildIT. Our solution is extremely easy to use and understand! The Brazos Solution is based on an enterprise framework called the Mobile Application Environment Tool Kit (MaeKIT), which allows Windows -based devices to communicate directly with any industry- standard database without the need for a dedicated intermediary server or Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. W1 braz ®s PC" , t�, Response to RFP JHSICP Project workstation. The primary platform is entirely web - based, the devices transfer data using industry- standard XML, and all data are highly secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using MaeKIT. Because of MaeKIT, Brazos Technology can almost identically match the look, feel, and practice of each agency's existing citation systems. Also, because MaeKIT was built as a framework to rapidly extend database functionality to handheld devices and laptops, it excels at interfacing with legacy systems. Therefore, interfacing with existing systems, and even in -house developed database applications for that matter, is exactly what MaeKIT was designed to do. In addition, with MaeKIT each agency can leverage its investment in handheld devices and laptops across many functions. There is no limit to what can be extended to the existing devices with MaeKIT. Criminal Trespass Warnings, AVL, Code Enforcement, animal control, city services, and work orders are just a few of the additional tasks that can be quickly designed and deployed to the handheld devices and laptops using the MaeKIT platform. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but MaeKIT supports any Windows operating system, allowing the agencies the flexibility to match the best device with the best function as they move forward. For example, a police department may need the functionality of a cell phone and/or the robustness of the Motorola handheld but for a lower cost, code enforcement can work well with a standard laptop or MCT. As the agencies come up with more and more functions to be performed on the handheld devices, MaeKIT will be there to support each and every one. Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for electronic citation /accident reporting, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos Solution is operating on the device without any function - specific programming code. Almost every other vendor has written the solution as a program that runs on the device with the specific purpose of performing that function, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was neither designed nor specifically programmed to do anything other than interpret the configuration designed for it via the web -based tool. That means that the same device running the same Brazos software can be put to work to do just about anything — all developed using the web -based tool and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. SUB14 - Proposing Vendor Background Provide the following information regarding your company's history: A brief account of your company's history in the past 3 years. Brazos Technology was founded by Mike McAleer in 2000. Over the past three years we have implemented over 80 new customers with electronic citations, accident reporting, field interviews, asset control, and fingerprinting. Last year Brazos Technology was recognized as the 12th fastest Aggie -owned business with a 92 %, three -year CAGR. This means we grew at least 92% per year over the previous three years. This year we were number 5 on the list with a 118% three -year CAGR. Brazos Technology has doubled in size every year for the past 5 years and will do so again in 2009. This tremendous growth rate is a testament to our technology and customer support as well as our commitment to maintaining our high level of customer satisfaction during our rapid growth. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. w brat ®s .11 a,ai,3, Response to RFP JHSICP Project o How many years has your company been in the business of providing the product on which you are proposing? Brazos Technology is a privately -held corporation headquartered in College Station, Texas, and has over 20 employees, both locally and across the country. We are focused exclusively on the handheld technology field and have been involved with the law enforcement industry since 2003. C Have you acquired, been acquired or merged with another company within the last four years? If so, provide a brief description of the merger /acquisition. No. SUB 1-5 - Teaming Vendors and Arrangements If the Vendor responding to this request for proposal does so in partnership with one or more other vendors, or is including one or more subcontractors that makeup more than 10% of the contract, information as outlined above in SUB 1 -1 and SUB 1 -2 must be provided for the partnering vendors) /subcontractor(s) as well as information about the partnership including: The division of work and services between partnering vendors. Brazos Technology will perform 100% of the work on this project ourselves and will not be subcontracting any of the work. SUB 1-6 - Financial Information Submit sufficient documentation to enable the project team to evaluate the prime Vendor's and key subcontractor's viability. Possible documentation includes a Dun & Bradstreet report. The Integrated Law and Justice Agency for Orange County reserves the right to request further documentation including audited financial reports and bank references in order to validate our understanding of the Vendor's financial stability. As stated above, Brazos Technology is a rapidly growing, privately -held corporation that was formed in 2000 and has been implementing public safety solutions since 2003. We are recognized as the number one eCitation vendor in the state of Texas and have achieved that status with a superior product coupled with superior support. We were recognized last year as the 12th fastest growing business among all Texas A&M graduates with a 92 %, 3 -year compounded annual growth rate (CAGR) ending in 2007. This year we were recognized as the 5th fastest growing company with a 110 %, 3 -year CAGR ending in 2008. We have doubled every year for the past 5 years and will more than do so again in 2009. This tremendous growth rate was accomplished despite the fact we do not have any external debt, and we have been profitable every year. These published awards also speak to the tangible representation to our vision and the acceptance of that vision in the marketplace. We are a very healthy small company with 20 dedicated employees and would commit whatever resources necessary to make this project successful. We would also be willing to provide any additional information required by ILJAOC to prove our financial stability if we are accepted into the next round of consideration. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. b� brazos terhrralroy SUB 1 -7- Legal Information Provide the following information regarding your company's legal standing: • Type of Company (corporation, partnership, etc.): Corporation • State of Incorporation, Partnership, etc.: Texas • Persons Authorized to Bind the Company • Name Mike McAleer • Title President o Signature Response to RFP JHSICP Project Any conditions or circumstances that might prevent you from conducting business in the State of California, or with justice agencies in Orange County, California. None. Any pending litigation relating to your proposed system or to other software products, maintenance agreements, installation services, etc. that you are involved in providing. Brazos Technology has never been sued by or involved in any form of litigation with any customer of any kind. Never. SUB2 -1- Integration Solution Qualifications NIA SUB2 -2 - Traffic Citation System Qualifications Provide at least three large traffic citation system implementation client references. Our largest customer is actually a consortium of existing customers utilizing our 'hosted' server model. We have over 100 customers using this hosted solution today have a run rate of 1.5 million citations annually. a Client name Brazos Hosted Solution for over 100 police departments Street Address • City, State, ZIP • Contact name • Contact telephone • Date implementation went live 2/28/2003 • Version and number of users Brazos eCitation Mobile; 5,000 users and 3,502 licenses • Brief description of implementation scope We have deployed over 100 agencies using eCitation, Field Interviews, Crash Reporting, K9 Tracking, Criminal Trespass, Activity Reports, Parking, and many other applications to the law enforcement industry. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 10 Response to RFP 6 brazos JHSICP Project r a Outline of major goals achieved Reduced time/cost to process citations, reduced cost to implement and support entire solution, increased officer efficiency, and increased access to actionable data. • Clientname City of McAllen • Street Address P.O. Box 220 • City, State, ZIP McAllen, TX 78501 • Contact name Lt. Robert Eason • Contact telephone 956- 972 -7499 • Date implementation went live 2/28/2008 • Version and number of users Brazos eCitation Mobile; 50 licenses • Brief description of implementation scope Deployed eCitation, Field Interviews, Parking, and Activity Reports to both Traffic and Patrol • Outline of major goals achieved Reduced time/cost to process citations, reduced the cost to implement and support entire solution, increased officer efficiency, and increased access to actionable data. • Client name City of New Braunfels • Street Address P.O. Box 311747 • City, State, ZIP New Braunfels, TX 78137 • Contact name Lt. Mike Penshorn • Contact telephone 830 - 608 -2179 • Date implementation went live 1/17/2008 • Version and number of users Brazos eCitation Mobile; 40 licenses • Brief description of implementation scope Deployed eCitation, Special Programs, Field Interviews, Parking to Traffic and Patrol • Outline of major goals achieved Reduced timelcost to process citations, reduced the cost to implement and support entire solution, increased officer efficiency, and increased access to actionable data. • Client name City of Carrollton • Street Address 2025 East Jackson Road • City, State, ZIP Carrollton, TX 75006 • Contact name Lt. Doug Mitchell • Contact telephone 972 - 466 -4304 • Date implementation went live 10/1712007 a Version and number of users Brazos eCitation Mobile; 28 licenses • Brief description of implementation scope Deployed eCitation and Field Interviews to Traffic and Patrol • Oudine of major goals achieved Reduced timelcost to process citations, reduced the cost to implement and support entire solution, increased officer efficiency, and increased access to actionable data. Our very largest multi- agency implementation is our hosted Brazos eCitation server. Currently we have over 100 of our 110 customers running citation data, accident reports, parking citations, and many other applications on our hosted model server. Each of the agencies has its own configuration, business rules, and workflows. They work side -by -side but completely Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 11 b" brazos a r$nq � JY Response to RFP JHSICP Project independent of one another (unless an information- sharing agreement exists between agencies). Generally we have 200 -300 concurrent logins at any one time. The volume of transactions posted exceeds 1,500,000 per year. The three references above as well as the majority of the full client list below operate on our hosted model server. We will gladly provide contact information for any agency that the ILJAOC committee would like to contact. Additionally, we are currently implementing Tulsa (500 ticket writers), North Las Vegas (200 ticket writers), and are in contract phases with two Tier 1 agencies that we hope to be able to disclose in the very near future. SUB2 -3 — Full Client List Provide a full listing of all local government clients where the systems being proposed have been installed in the past 5 years. In the past five years Brazos Technology has implemented the following law enforcement agencies: Alamo Heights, TX Ennis, TX Kennedy County, TX Balcones Heights, TX Estelline, TX Kennedale PD, TX Bedford, TX Fair Oaks Ranch, TX Kerrville, TX Beeville, TX Farmers Branch, TX Kingsville, TX Boerne, TX Fate, TX Kountze, TX Brazoria, TX Ferris, TX La Marque, TX Brazos County, TX Forest Hill, TX La Porte, TX Brenham, TX Freeport, TX Leon Valley, TX Bryan, TX Friendswood, TX Liberty Hill, TX Buffalo, TX Frisco, TX Little Elm, TX Carrollton, TX Garden Ridge, TX Live Oak, TX Castle Hills, TX Georgetown, TX Lubbock PD, TX Cibolo, TX Grapevine, TX McAllen, TX Cisco, TX Godley, TX Meadows Place, TX Cleburne, TX Haltom City, TX Midland, TX Clute, TX Hays County, TX Midlothian, TX Clyde, TX Hearne, TX Mission, TX Cockrell Hill, TX Heber City, UT Moore, OK Colleyville, TX Highland Village, TX Mount Pleasant, TX Copperas Cove, TX Hutto, TX Mustang Ridge, TX Denton, TX Italy, TX Nashville, TN DeSoto, TX Jasper, TX Nevada RTC, NV Diboll, TX Joshua, TX New Braunfels, TX Edinburg, TX Kemah, TX North Enid, OK Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 12 6qq�� t,� R � b azos Response to RFP JHSICP Project = r- ,tG -v 3u North Las Vegas, NV Rice, TX Springtown, TX Norwood, OH Rio Vista, TX Stafford, TX Olmos Park, TX Rosenberg, TX Sugar Land, TX Palestine, TX Round Rock, TX Tulsa, OK Palmer, TX San Angelo, TX Universal City, TX Paris, TX San Benito, TX Waller, TX Parker, TX Schertz, TX Whitney, TX Pasadena, TX Selma, TX Willis, TX Plano, TX Shavano Park, TX Wylie, TX Port Arthur, TX Shawnee, OK Portland, TX South Padre Island, TX SUB34 - Solution Components Provide a description of the different components that comprise your proposed solution(s); incorporate a discussion about the system architecture and its benefits. The Brazos Solution is built on an enterprise framework called the Mobile Application Environment Tool Kit (MaeKIT), which allows any Windows -based device to communicate directly with any industry- standard database without the need for a dedicated intermediary server or workstation. The primary platform is entirely web - based, the devices transfer data using industry- standard XML, and all data are secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using MaeKIT. Because of MaeKIT, Brazos Technology can almost identically match the look, feel, and practice of each agency's existing accident report and citation systems. Also, because MaeKIT was built as a framework to rapidly extend database functionality to handheld devices and laptops, it excels at interfacing with legacy systems. Therefore, interfacing with existing systems, and even in -house developed database applications for that matter, is exactly what MaeKIT was designed to do. The high -level architecture of the system is illustrated below. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 13 braz ®s t, V %,i Y Law Enforcement Agency A eCitation Devices _ 000 Mobile Printer Law Enforcement Agency B eCitation Devices Mobile Printer Law Enforcement Agency C eCitation Devices wow y� Mobile Printer Agency Agency Agency As A As RMS RMS RMS Stiared ` eCitation Brazos eCitation Solution Response to RFP JHSICP Project In addition, with MaeKIT the ILJAOC agencies can leverage their investment in handheld /portable devices across many functions. There is no limit to what can be extended to the existing devices with MaeKIT. Citizen Relationship Management (CRM), Code Enforcement, animal control, State services, work orders, vehicle management, equipment checkout, asset management tracking are just a few of the additional tasks that can be quickly designed and deployed to the existing force of handheld devices using the MaeKIT platform. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but MaeKIT supports any Windows operating system, allowing the agencies the flexibility to match the best device with the best function as they move forward. For example, law enforcement may need the functionality of a cell phone and /or the robustness of the Motorola handheld, but for a lower cost, code enforcement can work well with a standard laptop or MDT. As the agencies come up with more and more functions to be performed on the handheld devices, MaeKIT will be there to support each and every one. Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for electronic accident report/citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos Solution is operating on the device without any function- specific programming code. Almost every other vendor has written the solution as a program that runs on CopyrightO 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 14 braz ®s !yr h)W c$v Response to RFP JHSICP Project the device with the specific purpose of performing that function, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was neither designed nor specifically programmed to do anything other than interpret the configuration designed for it via BuildIT. That means that the same device running the same Brazos software can be put to work to do just about anything — all developed using the web -based BuildIT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. Screen Layout and Design BuildIT offers a state -of- the -art drag and drop design interface for managing the configuration of devices. This drag and drop interface is completely web -based and operates via any standard browser without having to install or manage client software. The designer shows a life -like view of the target device and allows you to drag and drop fields wherever you want them on the screen. You can resize, hide /show, and move fields from tab to tab. Then the next time the units in the field synchronize, all changes will be downloaded — it is that flexible and that easy. Figures 1.1, 1.2, and 1.3 show screen captures from BuildIT design interface. The figures look like real devices running the Brazos software, but they are actually design screens from BuildIT. The devices would look exactly the same way — that's how true to reality the designer is. Brazos Technology supports any Microsoft operating system. Therefore, what runs on a Motorola also runs on an Intermec, smartphone, and a laptop, for example. This allows additional flexibility in current and future hardware choices. The ILJAOC agencies are not locked into one configuration of hardware. As a matter of fact, many different manufacturers and configurations can be running simultaneously. This allows the police departments to run Motorola and/or HP units, for instance, and Civil Processing to run smartphones (a less expensive alternative). n�J . I Figure 1.1 — BuildIT Designer Screen Shot #1. This particular configuration design is targeted for the Motorola MC75 for eCitation. =� e Figure 1.2 — BuildIT Designer Screen Shot #2. This configuration design is targeted for the Motorola MC75 for performing field interrogations. Figure 1.3 — BuildlT Designer Screen Shot #3. This configuration design is targeted for the Motorola MC70,another one of the supported devices, for performing Parking. These are screen shots from the Build/T design web interface and not actual devices. However the actual devices would look identical to the designer screens. The Brazos Technology designer is unparalleled in the industry. MaeKIT Applied to eCitation Using the unparalleled flexibility of MaeKIT, the Brazos eCitation solution is 100% tailored to the meet the needs of the ILJAOC agencies. Every aspect of the project (tasks, screens, print jobs, business rules, fields, etc.) is laid out exactly to the agencies' requirements and workflow. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 15 o - �o A� c� Figure 1.3 — BuildlT Designer Screen Shot #3. This configuration design is targeted for the Motorola MC70,another one of the supported devices, for performing Parking. These are screen shots from the Build/T design web interface and not actual devices. However the actual devices would look identical to the designer screens. The Brazos Technology designer is unparalleled in the industry. MaeKIT Applied to eCitation Using the unparalleled flexibility of MaeKIT, the Brazos eCitation solution is 100% tailored to the meet the needs of the ILJAOC agencies. Every aspect of the project (tasks, screens, print jobs, business rules, fields, etc.) is laid out exactly to the agencies' requirements and workflow. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 15 �� brazos Response to RFP JHSICP Project Citations are written on either laptops or handheld devices, uploaded to a central server, and further processed for integration into the agencies' RMS systems and ultimately the Integration Solution. The information that resides on the central eCitation server is provided for reporting and analytical purposes for the agencies. The Brazos Solution operates on any device with a Windows operating system, including MC50 /55s, MC70 /75s, CN3s, laptops, and cell phones. The eCitation server is web -based running under IIS6.0 with a SQL Server 2008 (or 2005) database. The system that will be installed at the data center(s) identified by ILJAOC has all of the same capability, scalability, and security that is built into our hosted model currently in operation at over 110 cities /counties in the states of Texas, Oklahoma, Utah, Nevada, and Tennessee. The Brazos Solution provides ILJAOC with the most technically advanced and proven system in the marketplace today. Each ILJAOC agency can have separate configurations, log -ins, and business rules (just like our hosted system) while retaining all of the electronic import capabilities and data sharing available to the other ILJAOC agencies. Brazos Technology prides itself on customer service and on our support after the sale. Using our web -based technology we offer the most comprehensive maintenance program in the industry. Not only will the agencies receive all upgrades and major /minor version of software, we will make any change to any part of the solution at NO ADDITIONAL CHARGE! Our `No Change Order' policy will ensure that ILJAOC will continue to have a relevant and superior solution for many, many years and will save thousands of dollars in the future. SUB3 -2 - Functionality of Proposed Integrated Solution - Integration Solution Vendors Only N/A SUB3 -3 - Citation Component Functionality- Citation Solutions Vendors Only Provide a description of all functionality provided by the citation component of your solution, including but not limited to the following: Support for mobile /handheld devices The Brazos Solution was built to operate on portable devices such as the Motorola MC75 mobile handhelds (the most popular device among our more than 110 existing customers). As previously stated, the open architecture of the Brazos Solution supports any device — handheld, portable, laptop, etc. — with a Windows operating system. Regardless of the device used, the screen layouts and citation printouts are exactly the same. All fields, screens, data values, business rules, etc. are defined by the agencies via the web -based BuildIT. Examples of functionality include: o Officer notes fields • Diagrams /sketches • Photos and Videos • Audio • Electronic signatures o and more. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 16 b�brazos eCitation Process Flow Response to RFP JHSICP Project Officer safety is of the utmost importance in the citation process. One key benefit to electronic citations is the minimum number of trips between subject's car and officer's car. Our standard process is to have the officer initiate contact (either empty handed or with the ticket writer), go back to the vehicle, run returns, complete the citation, print it, and return it to the violator. Here is where the process for each officer (and agency policy) will dictate the actual process. If the officer takes the ticket writer with him /her on the first contact, he /she can scan the registration stickerNlN, swipe the violator's drivers license, fill out the citation while the violator is looking for their information, take a picture, and optionally capture the signature. The next step is then to go back to the vehicle, run the return, swipe the DL, complete the ticket, and print it. The second contact with the violator is then made, any secondary contact information is captured, capture the signature (if not already captured) and the defendant is notified of the court date and given the citation. By using the Brazos eCitation Solution, the ILJAOC agencies' officers will experience a dramatically decreased time to complete the citation —from the beginning of the citation to the completion of printing the violator's receipt. Brazos Technology has a customer who has completed the entire process in 1 minute 27 seconds on an actual traffic stop. Although this represents the best case scenario, the officers will certainly notice an improvement over handwritten citations. A second benefit that can be easily overlooked is the ease with which the devices are synchronized. The Brazos Solution can be synchronized via the cradle in two steps: 1. The officer puts the device into the 4 -bay cradle and waits to hear a confirming beep. 2. The officer then taps 'Sync' on the device. The device will then push all citations /warnings /etc. up, download any new lookup information, and download /install any software upgrades. There will never be a need for IT to deploy anything to these devices. A third benefit, but by no means the last, is the improved accuracy of citation data entry. With the data validations, error checks, autofill based on key data elements (as defined by the ILJAOC), and automated workflow routing that exist in the Brazos Solution software, citations feeding directly into the agencies' court systems, and ultimately into the Integration Solution, are much more accurate than those manually entered. G Consideration for future pricing of handheld devices Brazos Technology will hold firm all hardware costs included in this proposal for a period of 180 days beginning November 30, 2009. Future pricing will be based upon the pricing we can secure from the hardware vendors. Brazos Technology is will to provide a firm software price for all participating agencies if desired. This firm software price will include all functionality for connecting the agency into the combined solution as well as allowing for that agency to 100% tailor that solution for them. C Support for future agency additions We can support as many ILJAOC agencies as wish to purchase our system. All agencies will receive the same software license pricing throughout the term of the contract. We do not charge based on number of users, transactions, officers, or population. Our fees are based upon the number of licenses, regardless of the size of the city or county agency. It is only possible that the future growth in the agencies will increase fees if more licenses are Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material ") is proprietary and confidential information of Brazos Technology Corporation. 17 �� braz ®s t_r, 1.rro�egy Response to RFP JHSICP Project purchased for more ticket writers. The annual recurring fee can go up for next year, but that price will not increase by more than 10 %. SUB34 - Integration Approach - Integration Solution Vendors Only N/A SUB3 -5 - Data access /storage Describe the approach and architecture of your solution as it relates to data access and storage as outlined in the Requirements (REQ) section of this RFP. The Brazos server solution uses an IIS 6.0 front -end with a SQL Server 2008 (or 2005) database. We strongly recommend utilizing separate servers for the IIS and DBMS servers and can provide for replication /redundancy for both boxes. Our installed solution is exactly the same as our hosted solution, you receive all the benefits of security, scalability and reliability that we have incorporated to support our 100% built and operation solution. SUB3 -6 - Interfaces Describe the approach and architecture of your solution as it relates to the establishment of interfaces to existing Justice Partners as outlined in the Scope of Work section of this RFP. The Brazos Solution can access ODBC - compliant databases, XML -based APIs, and file -based import/export methods for moving data to and from other applications, including legacy systems. These data movements can take place either during the sync process of the mobile device or on a batch method to the eCitation server and then distributed to the mobile devices. This flexibility provides an enormous number of possibilities for increasing the value of the investment by creating new functionality for the ticket writers or adding new applications to the devices. Once the citation has been uploaded from the ticket writer, it is electronically downloaded to both the Integration System and the RMS systems either on a scheduled basis or on demand. The entire import/export process is controlled via the web -based tool with our Import/Export Wizard. This allows the agencies to add new interfaces or modify existing interfaces at any time with no `change orders' being charged back to the agencies. The Brazos Solution regularly interfaces with many court and RMS systems across the country. Our approach to interfaces is to match the court/RMS vendors' existing interface model in order to minimize risk to the agency as well as minimizing costs. SUB3-7 -Adding Transaction Types A primary focus of this project in Phase 1 will be to implement the core integration solution and workflow engine. Future phases will grow to include more transaction types as outlined in the Requirements (REQ) section of this RFP. Provide a description of your approach for incorporating additional transaction types into the solution. The Brazos Solution is incredibly flexible. It is not just an electronic citation solution. As described in section SUB 3 -1, the MaeKIT framework upon which the solution is built allows Windows -based devices to communicate directly with any industry- standard database without the Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 18 k0brazos Response to RFP JHSICP Project need for a dedicated intermediary server or workstation. The primary platform is entirely web - based, the devices transfer data using industry- standard XML, and all data are highly secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using MaeKIT. With the flexibility of the Brazos Solution, any application /transaction type can be extended to the mobile devices via BuildlT, the web -based configuration platform. We currently have customers using our solution for accident reporting, field interviews, Citizen Relationship Management (CRM), Code Enforcement, animal control, State services, work orders, vehicle management, equipment checkout, and asset management tracking, just to name a few. SUB3 -8 - Data Ownership Source documentation will originate from a variety of agencies depending upon the transaction. A key concern of ILJAOC agencies is the concern for data records that are too sensitive to be viewed outside a specific agency jurisdiction. Provide a discussion and description of how the proposed solution maintains data ownership with the originating agency. Include a description of how ILJAOC agencies can maintain control of the data information flow. Response to this requirement will be a key evaluation gating requirement. Within the Citation Solution, the Brazos Solution maintains data integrity and security per the requirements of the owner agency. All of the security profiles, user access, data characteristics, etc. are controlled via the web -based BuildlT configuration platform. We take the approach that the agency that enters the data – owns the data and have built our existing hosted platform on that model. While we do not expect that this requirement is intended to extend to the eCitation vendor – it is important to note that we can support this differentiation on our server as well. SUB3 -9 - Data Currency and Integrity Provide a discussion and description of how the proposed solution maintains data currency and integrity as it is used in the system. Response to this requirement will be a key evaluation gating requirement. The Brazos Solution contains multiple levels of security to maintain data currency and integrity as the data move through the system — from the ticket writer to the eCitation server and ultimately to the Integration Solution. No one can change (or even view, for that matter) a citation without proper access. All access and user profiles will be defined and controlled by the ILJAOC agencies via Build -It, the Brazos web -based configuration platform. Any superseding, sealing, or redacting capabilities will be defined and controlled by the ILJAOC agencies. The Brazos Solution is built to work however the agencies would like. It is very flexible and very secure. The system that will be installed for ILJAOC is the same system that we run in a hosted model for over 100 customers today. We verify upon a save that data have not changed prior to a save and notify the user when the base data have changed prior to a save. The user is then presented with the option to override and continue or refresh the updated data to re -make any changes. The Brazos Solution has a number of features that ensure that data are never lost, either from the device to the eCitation server or from eCitation server to the Integration Solution. On the Device Once an officer saves a record (citation, Fl, or any other record), that information is backed up to a non - volatile area on each proposed device. That non - volatile area contains all information that has been saved along with the files needed to re- install the application. This means that not only are the data secure, but also that once power is reapplied to the device, the application will reload Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 19 o) brazoS v ..3I Response to RFP JHSICP Project automatically without the need for IT intervention. We have never lost a record that was saved on the device. One of our customers left a ticket writer on the roof of a patrol car and lost the device in a field. They didn't find the ticket writer for 2 months (during the rainiest season on record for the Dallas area). When the ticket writer was found by a maintenance worker, it was cleaned off and placed in the cradle. After the device was recharged, the software automatically reloaded, and five tickets were pushed off of that device. In Transit When the data are synced, there are two layers of technology that will ensure proper delivery. The Brazos Solution will provide the first safeguard for the information. The Brazos Solution works on a request/confirm model where all information is sent, validated, and confirmed before a transmission is considered complete. ALL data transmissions receive a valid and authenticated confirmation message before the information is removed from the mobile device. This method guarantees that all information is received and complete, even if a connection is lost during the sync process. We have never lost a record in transit from any mobile device back to the eCitation server. On the Server The Brazos eCitation server serves as a middleware product for electronically moving information from the mobile devices to the Integration Solution. It also serves as a robust reporting mechanism for any record captured from the mobile device. As such, the only mission - critical disaster recovery needs for this box are the continued processing of records not yet sent to the Integration Solution and the continued process of citations that are being written on the street. Once confirmation of the successful receipt of a record from the Integration Solution is received by the eCitation server, the Brazos Solution can mark any and all records with the current status and the date that status was received. The Brazos Solution also allows the agency to re- download any citation record that was rejected after modifications are made to resolve the conflict. While this is a 'soft' safeguard to pushing the information to the other system(s), it is important to note that ILJAOC will have a complete system to resolve issues and resubmit records to any and all system(s). With both the layers discussed above to guarantee data delivery, any outage of the eCitation server would not cause a data loss situation. In the case of the eCitation server being unavailable, the records will remain either on the device or in the queue to be processed when the server comes back on -line. SUB3 -10 — Requirements Complete Requirements Compliance Table included as Appendix A. The functional requirements have been provided in the REQ chapter of this document. Each functional requirement in the chapter includes a title paired with a more detailed explanation of the requirement. Appendix A lists the reference number and title of all requirements found in the REQ chapter. For each requirement listed in Appendix A, indicate the scope of which your solution meets the requirement by checldng the appropriate box. M The proposed solution fully meets the outlined requirement. PM The proposed solution partially meets the outlined requirement. DM The proposed solution does not meet the outlined requirement. NA The outlined requirement is not applicable to the proposed solution. If the proposed solution partially meets or does not meet the outlined requirement, provide an explanation. Detailed explanations of responses follow the Requirements Compliance Table. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. %(1] P�brazos t,. T, JY Requirements Compliance Table Response to RFP JHSICP Project Requirement M PM DM NA REQ 1 — Qsr9srsi REQ1 -1 File Documentation Integrity X REQ1 -2 Information Ownership X REQ1 -3 Standardization X REQ1 -4 User friendly and overall usability X REQ1 -5 Be Web -Based X REQ1 -6 Ability to interface with existing systems X REQ1 -7 Support the laws in place related to case filing X REQ1 -8 Enhanced tracking and accountability X REQ1 -9 Designed to expand in the future X REQ 2 — Functio nality X REQ2 -1 Information Transport X REQ2.2 File Repository X REQ2 -3 Document Input Modes X REQ2 -4 Filing Compilation X REQ2 -5 Redaction X REQ2- 6_Forms Development X REQ2 -7 Adaptability X REQ2 -8 Imaging X REQ2 -9 Workflow X REQ2.10 E -Mail Notification X RE02 -11 Status Tracking X REQ2 -12 Case Management X REQ 3 — Appifidations RE03.1 Criminal Case Filings X REQ3 -2 Electronic Evidence X RE03 -3 Discovery Requests X RE03 -4 Traffic Citations X REQ3 -4 -1 General X REQ3 -4 -1 -1 Information Integrity X REQ3 -4 -1 -2 Information Ownership X REQ3 -4 -1 -3 Standardization X REQ3 -4 -2 Hardware Functionality X REQ3 -4 -2 -1 Durability X REQ3 -4 -2 -2 Usability X REQ3 -4 -2 -3 Mandatory Features X REQ3 -4 -2-4 Desirable I Optional Features X REQ3 -4 -2 -5 Connectivity X REQ 3 -4 -2 -6 – Open Standards Based Devices X REQ3 -4 -3 Software Functionality X REQ3 -4 -3 -1 Software Compatible X REQ3 -4 -3 -2 Legal Declaration X REQ3 -4 -3 -3 Export Functionality X Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 21 wbraz ®s Response to RFP JHSICP Project Requirement M PM DM NA REQ3 -4 -3 -4 Pick Lists X REQ3 -5 Crime Lab Results X REQ3 -6 Warrants X REQ3 -7 Juvenile Petitions_ X RECD 4 - Technical REQ4 -1 Reliability X REQ4 -2 Security X REQ4 -2 -1 Enable Definition of a List of Users that may Access the Solution X REQ4 -2 -2 Enable role based security X REQ4 -2 -3 Enable definition of user rights and privileges through administrative user interface X REQ4 -2 -4 Support Passwords X REQ4 -2 -5 Maintain a User List X REQ4 -2 -6 View a List of Users X REQ4 -2 -7 Add New Users X REQ4 -2 -8 Set the Default Password for a New User X REQ4 -2 -9 Assign a Security Profile for a User X REQ4 -2 -10 ViewlEdit a User Log-On X REQ4 -2 -11 Inactivate a User Log-On X REQ4 -2 -12 Reset a Password to Default X REQ4 -2 -13 Administer Password Functionality X REQ4 -3 Administration X REQ4 -3 -1 Log Errors X REQ4 -3 -2 Support Error Notification X REQ4 -3.3 Enable administration of drop-down lists X REQ4 -3 -4 Disable access to data sources X REQ4 -4 Audit Trail X REQ4 -4 -1 Record user to ons X REQ4 -4 -2 Record user to offs X REQ4 -4 -3 Record unsuccessful login attempts X REQ4 -4-4 Record executed case file reviews X REQ4 -4 -5 Record review results X REQ4 -4 -6 View Audit Trail Information X REQ4 -5 Storage and Expansion X Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. WA ,t„ Response to RFP MM ) b mazos 11 66.. JHSICP Project ^C .iy_Jy Following are detailed responses to Requirements Compliance Table above. The following requirements apply to the JHSICP Solution in general. REQ 1 -1— File Documentation Integrity The respective case file housed within the solution is not to be directly accessed by unauthorized personnel within the justice agencies. The intent is that each case cannot be accessed, unless authorized, based on where the case is in the process, and that each case is free from deliberate or inadvertent unauthorized review or manipulation. Additionally, the currency and integrity of the case files is a key requirement as it moves across the process of review and approval. Depending on the type of case, the filing of them maybe a dynamic process (requiring interaction between agencies which involve updating case files with supplemental information). Vendor solutions must address how case file currency and integrity is maintained as it is reviewed in the system. MEETS - Within the citation solution, the master citation will always reside within the Integration System. As stated in SUB 3 -9 on page 19, we verify upon a save that data have not changed prior to a save and notify the user when the base data have changed prior to a save. The user is then presented with the option to override and continue or refresh the updated data to re -make any changes. These options are controlled by the ILJAOC agencies. Since we are proposing the solution for eCitation, we expect that the primary purpose of this goal for us is the approval of records by supervisors prior to accepting them and transferring the data as an actual case. REQ 1 -2 — Information Ownership The source documentation will originate from a variety of agencies, depending on the type of transaction. Ownership and control of information pertaining to criminal cases is of paramount concern. The prosecuting agency is responsible and must have control of the information flow from the originating law enforcement agencies to the prosecutor and then from the prosecutor to the court. The prosecutor also must control the flow of discovery information to the other parties on the case. NIA REQ 1 -3 — Standardization The user interfaces for the different components that make up the application should maintain a standard look and feel. This includes standard buttons such as save, export, copy, paste etc. whenever these buttons are applicable. The web user interface should operate using standard web functionality that is familiar to most users. MEETS — The Brazos Solution includes all of the standard functionality of Microsoft Windows - based products (such as cut, copy, paste, undo, save, etc.). Since the entire back -end is web - based, the user interface operates using standard web functionality that is familiar to most users. The layouts of the screens and printouts are controlled by the agencies via BuildIT, so they can be customized and standardized as the ILJAOC agencies wish. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 23 U9lye p,a y pis Response to.RFP J IU II rL,f JHSICP Project `t }1 REQ 1 -4 - User friendly and overall usability Any new solution that is implemented should support the current business processes to the extent possible, and have functions that are easy for the approved users to access, navigate, maintain, etc. Further, the vision for the use for the solution is to provide one centralized electronic -file repository so the appropriate agencies with approved access may view, download, and append the original and unique case file when necessary. MEETS - The Brazos Solution is extremely user - friendly and has a high rate of early adoption. This is primarily because the system is designed by the officers themselves and can be configured to match the existing agency processes and workflows. REQ 1 -5 - Be Web -Based The solution will be accessed by many different agencies. Thus, the new solution should have minimal impact on the current infrastructure and applications being utilized by the respective agencies, be useable across multiple agency networks and interface easily with existing systems. MEETS — The Brazos Solution is web -based and interfaces easily with existing systems. The Brazos Solution can access ODBC - compliant databases, XML -based APIs, and file -based importlexport methods for moving data to and from other applications, including legacy systems. These integrations can be either direction and can be real -time or a batch method to the eCitation server and then distributed to the mobile devices. This flexibility provides an enormous number of possibilities for increasing the value of the investment by creating new functionality for the ticket writers or adding new applications to the devices. REQ 1 -6 - Ability to interface with existing systems The solution provided must be built on modem architectures supporting broad standards. The applications and infrastructure technology should be as current as possible in order to maximize the expected duration of industry support. While building for future expansion, the applications must also support operations for the foreseeable future at participating agencies with legacy environments that include lower bandwidth and other dated technologies. In particular, the solution must integrate with the case management system at the District Attorney's office. MEETS — As stated in the response to REQ 1 -5 above, the Brazos Solution can access many different types of databases and file systems, including older legacy systems. Per the RFP specifications, the Citation Solution will not integrate with the DA's office, however the Brazos Solution can meet whatever interface requirements are necessary for the Integration Solution. REQ 1 -7- Support the laws in place related to case filing The solution must consider and support the applicable federal, state, and local laws corresponding to the filing of criminal cases surrounding processing times, purging, security, access, privacy, etc. NIA REQ 1 -8 - Enhanced tracking and accountability The system should facilitate increased case file tracking in order to limit the misplacement of documents and other information. This intent is to increase the accountability with the overall goal of making the Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 24 Ob Pa yo5 Response to RFP 9 6. JHSICP Project •- r�A'$lriA process more efficient and effective for all participating agencies (to save time and money and enhance customer service). NIA REQ 1 -9 — Designed to expand in the future The system should be designed and developed to have the capacity to grow in terms of both the volume of criminal case filings processed in Orange County and the types of transactions and applications which could lend itself to electronic transference. MEETS - Although the Brazos Solution does not involve criminal case filings, it is extremely flexible and is designed to grow to encompass additional transactioniapplication types in the future. At this time, we process approximately 1,500,000 citations annually with 200 -300 concurrent users on our hosted system. This is the same system that will be installed at the ILJAOC data center(s). The following requirements apply to the functionality of the JHSICP. Per Question Set 2, Item 55, REQ 2 applies only to the integration Solution. Per Question Set 2, Item 55, only REQ 3.4 applies to the Citation solution. REQ 3 -4 — Traffic Citations This section outlines the various requirements for the electronic traffic citation solution(s) to be provided to the Integrated Law and Justice Agencies for Orange County ( ILJAOC) for the processing of moving violations between the law enforcement agencies and the Courts. The traffic citation requirements have been developed to enhance the efficiency and effectiveness of the ticket issuance process. This information is based upon site visits and discussions with the law enforcement agencies, the California Highway Patrol, the Sheriff, and the Court. Solution Requirements Given this concept, this section outlines the solution requirements for both the hardware and software. The requirements are organized as follows: REQ 34-1 —General REQ 3 -4 -2 — Hardware Functionality REQ 3 -4 -3 — Software Functionality Overall, the guiding principle for this proposed solution is that it must be user - friendly and easy to handle (i.e., the mobile device and printer). Officer and public safety is of utmost importance and must be taken into consideration when assessing possible solutions. The Application selected should utilize an open Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. ib7 ,E.*4 os by az Response to RFP GaaL JHSICP Project nrr.71naar architecture, capable of accommodating more than one proprietary hardware vendor. The exact flow of the implemented solution will be defined in conjunction with the ILJAOC agencies during the kickoff for this project. Because the Brazos Solution is so flexible and is easy to configure via the web -based BuildIT platform, we can replicate each agency's existing workflows and business rules. The eCitation solution can be configured to check for citation type — misdemeanor or infraction — and handle it according to the ILJAOC protocol, for example. The following diagram illustrates a sample process flow from one of our customer implementations. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 26 6D brazos '' U'Og1 0brazpsosy Treat like v` Preset s Parking Treat like y s ^� Book to Court Juvenile Sync Brazos ba. bole.) ^ vlNawM— Solver Ip �r sd l Traffic ft. bolo.) Prosecutor fUl p "vex I :a nelwn> Police Dept Cminal Criminal Police Records Match w /report �`�. .r�.R�, • �s— _._— E.npinomc_. —_. S "WARPJ Patent Prosecutor ! :opm f( LCIrPTloa �✓ �/ $ nfA ✓.ING Vold Judge t FA...... 11rJlP1 NIX •ri'•� g5own:nn warning Auto Imported into TAGS wmw7 Book to Lmma e- indrauW- d :wlaa rota -- Court rr h ON'.. by and.'ng if,. JBDC Probed by District Court Police Records Juvenile \ '-Mpmved- JDMC Prosecutor Traffic h Municipal Court Batch by Division File for 5 yrs Batch VOID And Date File for 5 yrs File by Division And Data File by Division And Data Retmago w/ Disposition Response to RFP JHSICP Project Example of Brazos Technology Electronic Citation System Project Citation Work -Flow Process Raped Mta(i °nla ino DONE[ Review Errors -Pull up ticket For Imaging Edit Record Secure FTP Confidentiality Statement Tae We* Plan along with ell ataf,hir ms herder shall be considered Bra= Tnalawnte s PropneNrylcmtfidemial InformaMm Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 27 &)brazos, Response to RFP f� JHSICP Project REQ 3 -4 -1 — General The following requirements apply to the electronic traffic citation solution in general. REQ 3- 4 -1 -1— Information Integrity The integrity of the information being collected and processed by the law enforcement agencies must be considered at all times. The solution must provide a secure process for electronic transferring of information, and utilize the leading practices in order to limit unauthorized access to the system. MEETS – As stated in SUB 3 -9, the Brazos Solution contains multiple levels of security to maintain data currency and integrity as the data move through the system — from the ticket writer to the eCitation server and ultimately to the Integration Solution. No one can change (or even view, for that matter) a citation without proper access. All access and user profiles will be defined and controlled by the ILJAOC agencies via Build -It, the Brazos web -based configuration platform. Any superseding, sealing, or redacting capabilities will be defined and controlled by the ILJAOC agencies. The Brazos Solution is built to work however the agencies would like. It is very flexible and very secure. The system that will be installed for ILJAOC is the same system that we run in a hosted model for over 100 customers today. We verify upon a save that data have not changed prior to a save and notify the user when the base data have changed prior to a save. The user is then presented with the option to override and continue or refresh the updated data to re -make any changes. The Brazos Solution has a number of features that ensure that data are never lost, either from the device to the eCitation server or from eCitation server to the Integration Solution. On the Device Once an officer saves a record (citation, Fl, or any other record), that information is backed up to a non - volatile area on each proposed device. That non - volatile area contains all information that has been saved along with the files needed to re- install the application. This means that not only are the data secure, but also that once power is reapplied to the device, the application will reload automatically without the need for IT intervention. We have never lost a record that was saved on the device. One of our customers left a ticket writer on the roof of a patrol car and lost the device in a field. They didn't find the ticket writer for 2 months (during the rainiest season on record for the Dallas area). When the ticket writer was found by a maintenance worker, it was cleaned off and placed in the cradle. After the device was recharged, the software automatically reloaded, and five tickets were pushed off of that device. In Transit When the data are synced, there are two layers of technology that will ensure proper delivery. The Brazos Solution will provide the first safeguard for the information. The Brazos Solution works on a requesticonfirm model where all information is sent, validated, and confirmed before a transmission is considered complete. ALL data transmissions receive a valid and authenticated confirmation message before the information is removed from the mobile device. This method guarantees that all information is received and complete, even if a connection is lost during the sync process. We have never lost a record in transit from any mobile device back to the eCitation server. On the Server The Brazos eCitation server serves as a middleware product for electronically moving information from the mobile devices to the Integration Solution. It also serves as a robust reporting mechanism for any record captured from the mobile device. As such, the only mission - critical Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. (•Ie) braz ®s t..,lr «.n.cgi' Response to RFP JHSICP Project disaster recovery needs for this box are the continued processing of records not yet sent to the Integration Solution and the continued process of citations that are being written on the street. Once confirmation of the successful receipt of a record from the Integration Solution is received by the eCitation server, the Brazos Solution can mark any and all records with the current status and the date that status was received. The Brazos Solution also allows the agency to re- download any citation record that was rejected after modifications are made to resolve the conflict. While this is a `soft' safeguard to pushing the information to the other system(s), it is important to note that ILJAOC will have a complete system to resolve issues and resubmit records to any and all system(s). With both the layers discussed above to guarantee data delivery, any outage of the eCitation server would not cause a data loss situation. In the case of the eCitation server being unavailable, the records will remain either on the device or in the queue to be processed when the server comes back on -line. Another critical aspect of a data security and subsequently data integrity, which warrants discussion, is battery backup on the handheld devices. Automated Battery Recovery is a feature that cannot be fully appreciated until you experience it. We were recently talking to a client who had purchased a competing product for electronic citation. When one of those units' batteries died, the client proceeded to spend over 40 hours (over a period of days) on the phone with the company trying to resurrect the dead unit. The fact is, when the battery dies on a handheld unit, so does all of the data and programs that have ever been loaded on it. Upon restoration of the battery, the unit will revert to the original factory- shipped state. Brazos Technology's Automated Battery Recovery TM (ABR) is unique within the industry and, unfortunately, not highly valued except by those who have experienced battery loss. Battery loss is inevitable when deploying and using handheld devices. Therefore how and if the device recovers from loss of battery is critical. Brazos Technology's ABR is as simple as inserting a charged battery. Upon battery restoration, ABR kicks in, and the unit completely reinstalls all Brazos software and recovers all data as of the last time the software was cleanly exited. There are no phone calls needed, no software to reinstall, and no lost data. This feature is huge when you consider the fact that these handheld devices are not like PCs — they don't have hard drives. When the battery goes, so does all of the installed software and data. A strong recovery strategy is essential, and Brazos Technology's ABR fills that need. REQ 3- 4 -1 -2— Information Ownership Although the source documentation will be originating from the law enforcement agencies, the citation server and the respective information will ultimately be received by the Courts for processing. As such, the solution must adhere to the data quality standards and security policies and procedures of Orange County, the Department of Justice and the Administrative Office of the Courts as appropriate. MEETS — The Brazos Solution has been implemented at over 110 customer sites and has successfully interfaced with over 20 RMS and Court systems. We will abide by and enforce whatever data quality standards and security policies and procedures that Orange County, the Department of Justice and the Administrative Office of the Courts dictate. All citations are validated before they can be printed or saved. This ensures that all data are complete and accurate prior to allowing the officers to complete the citation. This not only includes state and county laws but also the participating agency's rules for misdemeanors and ordinances. REQ 3 -4 -1 -3 — Standardization The solutions of the individual agencies must adhere to the data standards of the Court, and collect and transfer the pertinent data. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 30 CoDbraz ®s re,P,n a]y Response to RFP JHSICP Project MEETS — The data collected and transferred using the Brazos Solution will be dictated by the agencies, Orange County, the Department of Justice and the Administrative Office of the Courts We will adhere to the data standards of the Court. Citations cannot be printed or saved until completely verified for completeness and accuracy. REQ 3 -4 -2 — Hardware Functionality The following requirements apply to the functionality of the electronic citation solution. REQ 3- 4 -2 -1— Durability Given the nature of law enforcement work, the portable devices must be able to withstand drops to hard surface and in general, rough handling. If it is a separate component, the printer must be durable and easy to mount on a typical motor in a convenient location. Additionally, the devices should have sufficient battery life strength, be water resistant, as well as be light weight. MEETS — Brazos Technology can run on ANY hardware platform with a Microsoft operating system. This includes laptops, MDCs, PDAs, Tablet PCs, and cell phones. While we are recommending the Motorola MC75s because of the extensive proven track record with our customers, we can propose any hardware platform desired by either ILJAOC or the specific agency that we will be working with (we are including two separate devices for comparison purposes — the Motorola MC55 and the Intermec CN50). We also recommend the Zebra RW420 thermal printer for this project. Motorola MC75 — This is the newest device in the Motorola line that would allow for cellular capabilities in the future as well as color pictures. We strongly recommend that the ILJAOC agencies consider this option as it provides much more flexibility and expandability for the future. The MC75 is extremely rugged, is rated for a 4 -5 foot drop to concrete, and is water resistant (can be used in the rain with no problems). It operates at temperatures between 400 and 140 °F ( -40° and 60 °C). In addition, the MC75 can operate in weather with up to 95% humidity. Brazos Technology has used these Motorola devices for the past 1 1/2 years at the majority of our Police Departments, and they have never failed due to environmental limitations. In addition, the 'no- fault' warranty proposed in this bid covers any damage for three years, including normal wear and tear. This means that if the device were to fail (i.e., a police car runs over the device), the device will be repaired and returned to the City at no additional cost. It has a 624MHz processor, 128 MB of RAM, Microsoft Mobile 6.0 operating system, 802.11 connectivity, and a Bluetooth radio. This device has a built -in 2D scanner, cellular connectivity, GPS, and color camera, which allows the Brazos Solution to capture pictures and associate those pictures with the citation. For complete technical specifications, please go to the following URL: www.motorola.com /mc75 or see the product brochure in Appendix F of this proposal. 0 Motorola MC55 — Please refer to the product brochure in Appendix F of this proposal for product specifications. Intermec CN50 — Please refer to the product brochure in Appendix F of this proposal for product specifications. o Zebra RW420 Printer — The RW420 Bluetooth Printer is a rugged, durable mobile printer. It is rated for a 6 -foot drop and meets the stringent IP54 dust and water resistance rating. It has a 32 -bit architecture for high -speed processing, standard Serial and USB interfaces, smart Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, °Matedaf') is proprietary and confidential information of Brazos Technology Corporation. 31 wvbraz ®s Jr Response to RFP JHSICP Project battery management (monitors battery for longer life and performance), 4 -button angled LCD (standard), resident scalable fonts, and many more features. For complete technical specifications, please see the product brochure in Appendix F of this proposal. REQ 3 -4 -2 -2 — Usability The device must be ergonomically sound and be easy to navigate and utilize for law enforcement officers in the field. If it is a separate component, the printer should have easily - loadable paper and have wireless capabilities for the officer to print citations for the offender. MEETS – The recommended MC75 can easily be held in one hand and is ergonomically sound. The layout of the screens is defined by the officers at the agencies, so they are easy to navigate and utilize. The MC75 also offers the officers multiple options for entering the data manually —via QWERTY keyboard, Virtual Keyboard, and Letter Recognizer —as well as the ability to scan and swipe VINs and DLs. The devices communicate with the printer via Bluetooth communications. The Zebra RW420 printer uses 4" thermal journal paper, which is easily loaded in the field by the officers. The paper can be blank or pre - printed and can either be standard thermal paper or the more durable polythermal paper. Additionally, each agency can elect to use any device they desire (with a Windows OS). This includes laptops and cell phones. All of the Brazos Solutions are embedded on the device and not simple web screens that require an 'always -on' connection. REQ 3 -4 -2 -3 — Mandatory Features The mobile device must have the following capabilities: Swipe a Drivers License MEETS – The MC75 has an attachable mag stripe reader which allows the officers to swipe a drivers license. Our software has already been configured to read the DL from every state. Capture photographs MEETS – The MC75 has a built in 2D imager and a color camera which can capture photographs. Additionally, we can take full color video (up to 1 minute) and associate the picturesivideo with the citation. Receive an electronic signature MEETS – The MC75 has a touchscreen which allows for the capture of as many electronic signatures as the ILJAOC agencies want. Thumb print imaging MEETS – The MC75 has an optional biometric fingerprint scanner which can be attached to the device. Anti -glaze MEETS – The screen on the MC75 is one of the best in the industry. It has an anti -glare coating for bright light situations and is backlit for low light. REQ 3 -4 -2 -4 — Desirable / Optional Features Agencies will be interested in a range or additional potential features. It is feasible that dtese features would be selected by only some agencies and therefore it would be acceptable if they are only offered on Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 32 b{, Response to RFP razos JHSICP Project '� "P9LAJk some of the portable devices offered. These include: Scan the Vehicle Identification Number MEETS— The MC75 2D imager can scan 1D and 2D barcodes, including the VIN. Scan Vehicle Registration forms MEETS — The MC75 2D imager can be used to scan the bar code on Vehicle Registration forms. We have verified that we can read the registration paperwork from TX, NV, and AZ. We will commit to reading the information on the registration paperwork from any other state at no additional cost. Additional consideration may be given to a hardware solution that also would support remote fingerprint capture and identification in conjunction with another project under development by the Forensic Science Division of the Orange County Sheriffs Department on behalf of the Random Access Network (RAN) Board for Orange County. (See REQ 34-2 -6) As mentioned above, the MC75 has an optional biometric fingerprint scanner attachment. Please see our response to REQ 3 -4 -2 -6 below. REQ 3 -4 -2 -5 — Connectivity Agencies will deploy the devices with multiple applications. Some of these application will require real time connectivity. Some agencies, for cost reasons may elect to not w relessly enable all of their mobile devices. As a baseline, all devices must be capable of uploading citation data through a docking solution. Vendors must also offer a device or optional functionality on their base device that allows independent wireless connectivity for any applications installed on the device. It is also desirable that vendors offer a connectivity solution where the handheld device connects wirelessly through the mobile workstation in the vehicle. MEETS — The Brazos Solution offers the following methods for uploading citation data: Real -time — If the agencies desire real -time uploads of citation data to the RMS systems and the Integration Solution, this can be achieved via cellular connection. • Batch updates — Whenever the MC75 is docked in its cradle, the data will automatically be synced to the RMS systems and the Integration Solution. • Via MDT —A third option is to dock the MC75 in a RAM mount -type docking station attached to the vehicle's MDT. REQ 3 -4 -2 -6 — Open Standards Based Devices The devices offered must be standards based and open for use by additional applications that IUAOC and its member agencies may wish to install in the fuhtre. The Orange County Sherrif 's Department is currently moving forward with a remote fingerprint identification system and ILJAOC will want to install that application on the devices in the future. MEETS — Although Brazos Technology strongly recommends the Motorola MC75 handheld device for this project due to the requirements expressed in this RFP, the Brazos Solution can run on any device with a Windows operating system. As previously stated, the Brazos Solution is extremely flexible — any application can be extended to its mobile platform. This includes the remote fingerprint identification system. Brazos Technology was recently selected for the Mobile AFIS project at Davidson County /Nashville in Tennessee. This project will consist of the Motorola MC75, biometric attachments and the Brazos software to capture fingerprints and interface with the NEC AFIS Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. 33 braz ®s Response to RFP JHSICP Project system for positive identification and booking. Our application captures the fingerprint, scores the fingerprint based upon the NFIQ score, encrypts and compresses the fingerprint based upon WSQ algorithms and submits the fingerprints for identification. We strongly feel that any mobile solution that is deployed for law enforcement today needs to understand how that technology can be used for not only fingerprint identification but facial recognition as well. The Brazos Solution not only can provide this flexibility on the PDA but also on the MDT if desired by the agency. All of our components are FIPS 201 certified. We look forward to the opportunity to work with the Orange County Sheriffs Department on their project. REQ 3 -4 -3 — Software Functionality The following requirements apply to the technical aspects of the electronic citation solution. REQ 3- 4 -3 -1— Standards Based Software The citation software must be platform independent and capable of being installed on devices acquired by ILJAOC and its member agencies outside of this project. The Orange County Sherriff s Department is currently moving forward with a remote fingerprint identification system and ILJAOC will want to install the citations application on the devices acquired as part of that and other projects in the future. MEETS — The Brazos Solution runs on any device with a Windows operating system. Our solutions can run concurrently with other applications on any device. We can extend any application to our mobile platform, including the remote fingerprint identification system if desired. REQ 3 -4 -3 -2 — Legal Declaration The signature capture screen on all devices must display a legal declaration at the same time that the offender is entering their signature. The text of this declaration must be configurable from time to time as legal authorities dictate but will initially deliver a message to the effect of: "A signature is not an admission of guilt but by entering my signature I am promising to appear in court at the time specified in relation to this citation." MEETS — The signature capture screen can be configured to display whatever messages are required. The text of the legal declaration is defined and controlled by the agencies via BuildIT. This means that any agency can change the text displayed on their devices (will not impact the other agencies even though they are running on the same server) at any time with no vendor intervention. REQ 3 -4 -3 -3 — Export Functionality The device should be compatible with the respective Court Management System, and have the ability to upload and/or electronically transfer information to the Court system, including, but not limited to, the following: • Agency Identification Number • Charge • Date • Location • Citation Number Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 34 Response to RFP brat ®s JHSICP Project ?F ,7k • Citation Type Code • Court Address • Court Appearance Date • Offender Name • Offense Date • Officer Identification Number MEETS — The data fields listed as well as any others desired by the agencies can be uploaded and transferred to the Court systems. In addition to exporting the data, the Brazos Solution has a robust reporting capability. The Brazos Solution has a robust management reporting capability, with racial profiling and statistical counts included. We use SQL Server Reporting Services to build and display the reports on the eCitation server. The report designer for Reporting Services is free with the license, and the license to Reporting Services is free when you own at least a standard version of the DBMS. The report writer is very flexible and fairly similar to the Crystal Reports report designer. Since the citation data are stored on the eCitation server, the reports can be generated from multiple locations /workstations. Each and every report on the eCitation server allows for optional report parameters and sorting capabilities. For example, the Citation Detail report (which prints the citation exactly as the defendant saw it) can be run for all citations or scoped on any number of the following parameters: Beginning Date, End Date, Officer, Stop Results, Citation Number, or whether there was Officer Notes or not. If a parameter is left blank then all records are assumed. The agencies can export all of our reports to the following formats: 1) HTML, 2) Acrobat [PDF], 3) Excel, 4) TIFF, Web Archive, CSV, or XML file. The user can also zoom on the report to provide larger text. When printing the report, the user is prompted to select any printer on the network as with any standard Microsoft Office product. REQ 3 -4 -3 -4 — Pick Lists The mobile device should have pick lists (i.e., drop downs) for locations, including possible cross streets, violation types, including the ability to load "pick list" criteria from existing databases. MEETS — The Brazos Solution offers drop down lists as one of the many time - saving methods of citation completion. The lists and the values are 100% defined and controlled by the agencies via BuildlT. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. 35 brrazbraResponse to RFP os JHSICP Project :fyhPllJrtfjy The following discuss the technical requirements of the JHSICP solution. REQ 4 -1— Reliability As a mission critical function, the reliability of the JHSICP solution is of critical importance. Toward this, the solution should have 100% redundancy capability with site diversity and mirrored databases. If one electronic transfer and storage site is not operational, the other must be engaged without any disruption in the processing and storage of criminal case files. The Phase I implementation is not required to have full redundancy. Full redundancy would be an optional enhancement to the overall solution and is expected in a subsequent phase of the project. As discussed above, we expect that the eCitation solution does not have to meet this requirement, but we can easily mirror both the IIS servers and the DBMS servers in the future, if desired. Our current hosted solution is built from the ground up for stability, scalability, and supportability. REQ 4 -2 — Security To illustrate the overall security intent, cases should only be reviewed by specific agencies as necessary, such as a case filed by law enforcement agency "A' should only be reviewable by law enforcement agency °A'' and the intended DA reviewer (unless other permissions were granted). Further, security will have to be a high priority for each individual agency, with each agency developing their respective user profile and managing the access to the solution. In addition, the system must meet the specific security requirements outlined below. MEETS — The multi - level, comprehensive security of the Brazos Solution is discussed in depth in SUB3 -9 Data Currency and Integrity. REQ 4 -2 -1 — Multi -Level User ID Mananement Users will be located throughout Orange County and they will all access the tool through their own agency network. As each agency is tied to its own independent information technology structure a common active directory infrastructure is not feasible. Due to the number of agencies involved, networking of existing directory solutions is also not likely feasible. User login IDs, must be managed within the solution provided. A multi -level management structure is required where an overall system administrator can define user groups and administrator privileges by agency. Administrators at each agency must have the ability to manage the user login and privileges at their individual agency. MEETS — All user profiles and user IN are managed via BuildlT. Each ILJAOC agency's administrator will define and control these profiles and IDs. REQ 4 -2 -2 — Enable role based security Provide an administrative tool and user interface that allows the administrator to create security roles for the solution. MEETS — The Administrators will manage the security roles via BuildlT. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. E. &�brazos 4 r. j Response to RFP JHSICP Project REQ 4 -2 -3 — Enable definition of user rights and privileges through administrative user interface Provide an administrative tool and user interface that allows the administrators to perform the following tasks for the respective case filings: ° Add New Users Remove Users Add Roles to Users Remove Roles from Users Add individual Privileges to users ° Remove individual Privileges from users Administrative Users should include two roles. The first would be a super user administrator role, which provides rights and privileges to manage users at all sites. The second administrator role should provide administrative rights at one or select sites. MEETS — All of the above are performed in BuildIT. The levels of administrator roles as well as all other user roles are defined and controlled in BuildlT. REQ 4 -2 -4 — Support Passwords Provide the following functionality with respect to user passwords: Enable a user to change his or her password Enable a system administrator to specify the minimum length of user passwords, the frequency of required password changes, and automatic expiration of passwords ° Wam the user when he/she enters a "weak" password (e.g., passwords that use common dictionary words, passwords based on the username) Store passwords in an encrypted format and in a location where only an administrator may have access to them. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. Additionally, we have already built and support the password requirements for WIS security standards and have been approved and operational in Texas for over 2 years. REQ 4 -2 -5 — Maintain a User List Maintain a single list of users within the system for the respective electronic case filings, including the following types of information: Name Logon name Password Security group profile (e.g., department, detective, officer, records clerk, Prosecutor, etc.) • Active date range Title (e.g., director, officer, supervisor, captain, etc.) Contact information (i.e., phone number, fax, email, etc.) Enable an administrator to add, edit, and delete information from the user list as appropriate. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 37 f p J b ra z®s Response to RFP 6� JHSICP Project =Jy REQ 4 -2 -6 — View a List of Users Allow an administrator to view a list of users. The list should include: User information User expiration date ° Security profile assignments Last login date and time An administrator must be able to filter the list of users by status and security privilege. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. REQ 4 -2 -7 — Add New Users Allow an administrator to add new users to the system. When adding a new user, an administrator must enter the following information: User name User log -on name User title (e.g., Deputy District Attorney) User expiration date (optional) Type of adjudicator User default security profile(s) MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. REQ 4 -2 -8 — Set the Default Password for a New User When creating a user, the system must designate a default password for the user. When the user logs on for the first time, the system will prompt the user to change the default password. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. REQ 4 -2 -9 — Assign a Security Profile for a User Allow an administrator to assign a security profile for a user. When assigning a security profile, an administrator must specify the location, profile, and active date range for the user. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. REQ 4 -2 -10 — View /Edit a User Log -On Allow an administrator to view and edit existing user information, including expiration date and security profile assignments. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. BE O brazos •e tt; u'r'3f REQ 4 -2 -11 — Inactivate a User Log -On Response to RFP JHSICP Project Allow an administrator to inactivate an existing user. When a user is inactivated, the user will be unable to log -on to any location within this system. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. REQ 4 -2 -12 — Reset a Password to Default Allow an administrator to reset a user's log -on password. The system must designate a default password for the user. When the user logs on the next time, the system will prompt the user to change the default password. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. REQ 4 -2 -13 — Administer Password Functionality Allow an administrator to manage certain password functionality. An administrator must be able to specify values for the following functionality: • Minimum and maximum length of passwords • Amount of time before the user is required to change password ° Number of failed log -on attempts required to lock out a user ID Interval of time before user locked out ID becomes available again Whether old passwords can be reused Amount of time user can be inactive before timing out Whether to check for "weak' passwords MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. REQ 4 -3 — Administration The following requirements relate to administrative functionality that should be available within the JHSICP. REQ 4 -3 -1 — Log Errors Maintain a log of all the errors that occurred within the system. An administrator should be able to specify what types of errors should be logged. The error log should contain entries with the following information: Error criticality Date and time of error User who caused the error Contact information for the user who caused the error Location of error (what screen, module, etc.) Error message Actions that occurred prior to error (e.g., a case was updated) Actions that occurred after the error (e.g., system was shutdown) This error log must be maintained in real time by the system and should be exportable to other types of software (e.g., MS Excel), where the error log can be analyzed. MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. We have even extended this requirement to the ticket writers themselves and can present that information to authorized personnel for troubleshooting purposes. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 39 b ra z ®c Response to RFP lyJ J JHSICP Project REQ 4 -3 -2 — Support Error Notification Warn or alert administrators whenever a critical error occurs, such as a database failure or a network failure. The system should support alerts by network message, email, beeper, and/or visual and audio alerts at the console level (e.g., a flashing red light at the central server screen). MEETS — We provide this functionality for all of our applications, including the ticket writers themselves. Every agency can define how and who the alerts are delivered to. REQ 4 -3 -3 — Enable administration of drop -down lists Within the JHSICP, there should be a number of opportunities for the user to enter specific search criteria to locate the case file in question. In many cases, to facilitate use of standard data and codes drop down or select lists are provided for the user. They help eliminate typing required by the user as well as prevent the user from mistyping search criteria. These lists should be managed dynamically, and an administrative user should have the ability to maintain them through an administrative user interface. List administration could include the following, but not limited to: Case number (a cross reference number for the varying agency case identifying numbers) Date submitted • Originating agency Assigned personnel Others MEETS — This functionality is standard in the Brazos Solution and performed in BuildIT. All dropdown lists are 100% controlled by the agency and can be edited by approved users. REQ 4 -3 -4 — Disable access to data sources The administrator of the solution should have the ability to take a data source offline without affecting production operation of the JHSICP. MEETS — Each agency can control all import/export definitions at any time and turn on or off without affecting production operations. If there is a problem with an importlexport to a particular RMS, that will not impact the approval workflows or the movement of data into the case workflow processing. All citations that are `queued' and waiting for the RMS interface to be turned back on would flow to that RMS once the administrator turns on the data source. REQ 4 -4 — Audit Trail The sensitive nature of the case filing information provided through this solution combined with the relative widespread access requires that an extensive auditing system be in place. For accountability and tracking purposes, the auditing function is a critical component of the solution. The following requirements pertain to auditing use of the electronic transferring and storage of criminal case files. REQ 4 -4 -1 — Record user 4 -4 -1 — Record user logons Maintain a history of all user log -ons. For each user log -on, the system should maintain the user 1D, log -on date and time, and IP address. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. S W b Paz®s Response to RFP JHSICP Project MEETS — Brazos supports this for the eCitation server piece. REQ 4 -4 -2 — Record user logoffs Maintain a history of all user log -offs. For each user log -off, the system should maintain the user ID, logoff date and time, and IP address. PARTIALLY MEETS - Brazos does not currently support this in our production environment, but we do track the active sessions on the server. We would implement this session timeout logging if desired. REQ 4 -4 -3 — Record unsuccessful login attempts Maintain a history of all unsuccessful log -on attempts to the system. For each unsuccessful log -on attempt, the system should maintain the user ID entered, the user password entered, the IP address, and the failed log -on date and time. MEETS — We currently log this activity as well as disable the user account after 3 unsuccessful login attempts. An administrator must unlock the account once it has been locked. Each agency can define how many attempts can be made prior to the locking of an account. SUB3 -11— Standards Support The application architecture should be as current as possible in order to maximize the expected duration of industry support. ILJAOC is committed to confirming to the most appropriate standards but recognizes the challenges associated with an evolving set of justice integration standards. We have specified NIEM compliant integration standards throughout the RFP but recognize that in some cases the NIEM standard may require extension to accommodate the complete business process and that in some cases where NIEM is not fully developed GJXML maybe a more appropriate standard to conform to. For the proposed solution(s), discuss compatibility with the following data exchange technologies and how your proposed solution will meet ILJAOC's requirements to conform to these and other standards in coming years. NIEM GJXML Brazos Technology has elected to provide the industry standard interfaces for both importing and exporting of data and can comply with each agency's implementations of those standards. We have done this instead of incorporating truly NIEM- compliant data models due to the vast discrepancy of "standard" implementations in the marketplace. SUB3 -12 — Performance Analysis Overall performance of the solution will be a critical factor for the success of the project. Discuss the limitations of your solution if any from a performance standpoint. If performance became an issue with the solution, explain your approach for solving the problem. As discussed above, we have already built and deployed a solution that supports over 100 different agencies, 5,000 users, and over 3,500 devices on the same hosted system. These agencies are using this system today, and we are constantly monitoring and improving response time and scalability as that number continues to grow rapidly. We can gladly demonstrate today Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 41 �"' brazos iF_j`9ia rJy Response to RFP JHSICP Project the speed of record creation /display and reporting on a very large system with over 100 concurrent users. Since we are growing at such a rapid rate, future improvement initially focus on tuning the operation and data access on the servers. We are always cognizant of the value additional hardware (server farms) can provide, but wish to fully optimize code before requiring expensive hardware platforms such as server farms or SAAIs. SUB3 -13 - Excluding Records ILJAOC agencies are concerned about data records that are too sensitive to be viewed outside a specific agency jurisdiction. RL-Q 1 -2 addresses paramount concern for ownership and control of information that pertains to criminal cases. Discuss possible ways your solution could allow an agency (e.g. District Attorney) the ability to selectively control the flow of data records and discovery information to approved parties on the case. It is expected that this requirement would apply more to the integrated solution than the citation system, but we could also support this requirement by allowing the agency to define which cases (such as juveniles) should receive different treatment from a security standpoint. SUB44 - Workplan Provide graphical and text workplans outlining all activities from requirements validation through implementation of Phase I of the project. The workplan should address all items outlined in the scope of work section of the RFP. Brazos Technology is committed to delivering a successful electronic citation project to our customers. Our implementation approach has been highly successful, and we feel that this process provides the best method to minimize risks and ensure a successful project. The key is to involve the customer in all phases of developing and implementing software specifically for them, to meet their specific needs. During the initial 3 -day onsite interviews, we gather all of the information regarding the system and talk to each agency. Within the framework of the Brazos Solution, we have the unique ability to give a singular project approach while offering elaborate customization and configuration for all of the participating agencies. This process is comprised of the following: • Kick -off Meeting. An on -site meeting with the project owners (and in this case with representatives of the three agencies participating in Phase I as well as the ILJAOC) to define roles, responsibilities, and outline the schedule. This meeting will also include capturing all initial requirements into a Statement of Work (SOW) document. • Completion and acceptance of the SOW document. Brazos Technology will develop the Statement of Work and provide it to ILJAOC for review. The SOW will include all significant work tasks, steps, timeframes, and deliverables required to complete Phase 1, including software installation, interface customization, implementation, testing, and training. • Setup and Configuration. Brazos Technology will work with the three ILJAOC agencies to setup the ticket writers, import offenses, layout the defendant's receipt, configure reports, and any other configuration required by each agency. ILJAOC /agencies will perform any tasks related to enabling the agencies to deploy any 4 -bay cradles and install any vehicle mounted hardware prior to Brazos Technology arriving onsite for the initial training. Product Install and Verification. This step involves installing /configuring the eCitation server, verifying connectivity of the mobile devices from their cradles, testing of wireless connectivity, and beginning the acceptance of the ticket writer configuration. While overall operation cannot be Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 42 lD brazos Response to RFP JHSICP Project completely determined or accepted at this point, data transfer between the ticket writer and the court/police department systems should be operational at this point. • Begin Pilot of Phase I. The pilot program should involve a handful of key officers designated by ILJAOC, who will adapt to this technology quickly. They will be given full device and software training in order to understand and become familiar with the technology. The training process includes going out on the street and writing warning- citations with a Brazos Technology trainer to ensure comfort with the technology. These sample citations are then imported into both the Court (Integration System) and RMS systems to validate accuracy. • Operational Pilot. The operational phase of Phase I begins once the officers are familiar with the technology and we have verified successful data transfer to the RMS and integration system. At this point the pilot officers will begin writing actual citations. This process serves two purposes: 1) validation of the entire process prior to engaging the entire police force and, 2) providing positive feedback to circulate within the department prior to full rollout. The duration of this phase is different for every department but needs to encompass the complete court cycle (life - cycle) of a citation, which is defined as a person receiving a citation and resolving /disposing that citation at the Court. • Full Rollout. The rollout process is primarily the training of all additional officers specified as participants in Phase I in use of the new system. The preferred process for training is to provide a class room style of instruction, followed by a "hands on" session that may include DL checks, ride - alongs, etc., to ensure every officer has used the system in the field. • Post Action. Finally, after the full rollout, we will convene with the project owners to determine what went well and what improvements are required of the system, process, or any other aspect of the project. A full project review will be documented by Brazos Technology and provided to the ILJAOC Project Manager. Steps to transition to Phase II of the project may be incorporated at this time. The delivery and training processes are the most significant keys to the success of this project. We will jointly determine the Operational Pilot duration, depending upon officer success and satisfaction and their recommendations for deployment. When all parties agree, Full Rollout training and deployment will begin. A detailed work plan, specific to this project, will be created during the kick-off meeting and interviews. The work plan below is a sample of our typical project implementation process: Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 43 Task Total Task Activity Description Duration Duration Deliverables Weeks 1 Contract Award TBD 2 Contract Signature TBD 3 Kick -Off Project 1w 1w Work Order 1 Gather requirements from all project 2d owners 2 Build official Work Order (SOW) 3d 3 Verify Work Order with hardware 1 d vendors and City This is dependent 4 Order hardware 1w 2w upon hardware availability. 5 Setup Configuration of Solution 3w 5w off -site 1 Setup and Configure mobile software I 5d Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 43 wbraz ®s M tmo 3y Response to RFP JHSICP Project Progress Meetings Communication is crucial to the success of the project. Regular communication between Brazos Technology and ILJAOC staff is required. This communication is achieved through: Full Status Meetings Monthly On -Site Reports to ILJAOC Staff O Presented by Brazos Technology project manager C The full status meeting schedule will begin upon acceptance of the SOW C Status of major activities C Target dates for completion of remaining tasks C Potential delays in reaching target dates and the basis for those delays C Proposed revisions to the overall work schedule (if any) Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 2 Receive all incoming interface samples 3d to load into mobile device from City 3 Layout the citation printouts Id Sample Layouts for Approval 4 Test ticket writers to eCitation server 2d 5 Install mobile and server onto City 2d hardware off -site Test solution using City hardware 2d Create sample interface files for City Id Sys em s Test sample interface files 1d 6 On -site Installation 2d 5.5w 1 On -site installation of Server (if applicable) 2 Test mobile devices to server in City environment 7 On -Site Testing and Training 3d 6w Training Materials 1 Test mobile devices and connectivity to 1d server 2 Test all interfaces for server 1d 3 Test web - citation entry screen Id 4 Test web based reporting 1d 5 Train officers on devices, connectivity, 2d and administrators 8 Operation Pilot 1 month Fully Operational Pilot System *This optional task is highly is recommended to verify complete opera ion rior to full rollout of Phase I 9 Full Rollout of Ticket Writers TBD Final Acceptance Testin 1 Tasks are TBD Progress Meetings Communication is crucial to the success of the project. Regular communication between Brazos Technology and ILJAOC staff is required. This communication is achieved through: Full Status Meetings Monthly On -Site Reports to ILJAOC Staff O Presented by Brazos Technology project manager C The full status meeting schedule will begin upon acceptance of the SOW C Status of major activities C Target dates for completion of remaining tasks C Potential delays in reaching target dates and the basis for those delays C Proposed revisions to the overall work schedule (if any) Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. Obraz ®s Bi- Weekly Progress Meetings Bi- weekly In Writing — prepared by Brazos Technology Project Manager • Recap of previous period's work • Preview of next period's tasks • Status of major activities • Target dates for completion of remaining tasks • Potential delays in reaching target dates and the basis for those delays • Proposed revisions to the overall work schedule (if any) Change Management Response to RFP JHSICP Project Effective communications are essential to the success of a project. Once the SOW has been approved, any changes to the SOW must follow the change process below. The change will only be considered part of the SOW and in -scope when the change document is executed by both Brazos Technology and ILJAOC. Problem Identification — Any problems identified will be reported to ILJAOC Project Manager. • Change Initiation — All changes must be requested using the approved Change Request document. • Change Validation — Change requests must be authorized by the ILJAOC Project Manager and validated by the Brazos Technology Project Manager. • Impact Estimation — A thorough review of the potential impact of any change must be conducted by Brazos Technology staff and presented to the ILJAOC Project Manager before any change is initiated. • Implementation — The implementation of any changes shall follow the order and method described on the appropriate Change Request document. • Approvals and Acceptance — All Changes shall be authorized by the ILJAOC Project Manager prior to initiation. The ILJAOC Project Manager must also sign -off on the acceptance after testing of the prescribed change and prior to actual implementation. Acceptance Testing Plan (ATP) The ATP will provide ILJAOC with the testing plan for verification of the installed system, including interfaces, which will allow ILJAOC to certify that the system performs in according with the requirements. The testing plan will include strategies and test cases to assist with the verification. ILJAOC will have the ability to certify the ATP prior to both the certification from Brazos Technology as well as the beginning of the acceptance test. Acceptance The purpose and net result of the acceptance test is to determine that the system proposed and installed meets the technical and functional requirements outlined in these specifications. The system will be considered "acceptance test ready" once it has completed a full system test, including interfaces and data conversion, with no know outstanding material defects. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 45 (>� bra z ®S S, Response to RFP JHSICP Project Brazos Technology will provide ILJAOC with a proposed "Acceptance Test Plan" (ATP). The ILJAOC will provide written approval that the proposed ATP is complete and acceptable. During the Phase I Pilot Project, Brazos Technology will work closely with ILJAOC personnel to ensure that each requirement specified in this Statement of Work is fully satisfied. Acceptance of the application shall be by conformity to the written Acceptance Testing Plan. Any functionality processes, or other aspects not specified in the approved Acceptance Testing Plan are considered out -of -scope and would require a written and approved Change Order. System Installation One of the significant strengths of Brazos Technology is our implementation process. We are dedicated to the success of this project and our track record of successful projects ensures the success of this project. ILJAOC will identify both the IIS server and the database server that will be utilized for this project. Recommended Server Specifications (Each Server) Windows Server 2003 (or higher) Dual Pentium III, quad core, processors 4GB (or higher) RAM 500GB (or higher) Storage SQL Server 2008 (only for DBMS server) Brazos Technology will install the eCitation server and database server and verify operation of the system. If ILJAOC elects to purchase new hardware, the hardware will be sent to Brazos Technology for off -site installation and verification. If existing hardware is leveraged, Brazos Technology will perform the installation from an off -site location via a VPN access provided by ILJAOC. During the installation process, connectivity for the interfaces will also be verified. ILJAOC will provide Brazos Technology installation personnel with the proper access to complete these tasks. Any installation requirements with regards to security or setup must be provided to Brazos Technology one -week prior to the on -site arrival. After the installation process is complete, the final verification and certification of the system will be performed on -site. Brazos Technology will not install any hardware in the vehicles, motorcycles, and /or the 4 -bay cradles for syncing the devices. Brazos Technology will support ILJAOC with the setup, configuration and testing of the installations performed by ILJAOC or another vendor for ILJAOC. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. EN brazos Response to RFP 11 JHSICP Protect a 0 0 0 SUB54 - General Training Philosophy Provide a description of your overall approach to training and how you would design the training program for this project. Our software is extremely intuitive and easy to use (because the officers define how it works), and the officers will be able to write a full ticket with only about 10 minutes worth of training. However, it is not important how fast they learn to use the software but that they can use the software as fast as they write paper tickets. Training is an underestimated aspect of this project at most citiesicounties and is a primary cause for failure. The goal for our training program is that the officers will be able to fill out the citation long -hand (i.e., no DL swipe, VIN decode, or any other aid) and have it printed in less than four minutes. The training class also teaches first level troubleshooting techniques for when things don't go absolutely perfect —the officer can still be fully operational. It has been our experience that identifying and training a handful of key officers who we think will adapt to the technology quickly and can in turn teach the rest of the officers during the full deployment of the solution works best. Therefore the format that we generally utilize is a Train- the - Trainer approach. We provide the pilot officers with all of the tools that they need to train the remaining officers. This training will be available to the ILJAOC agencies following acceptance of the system. Brazos will provide all training associated with the system and will identify the Training Lead at the beginning of the project. The delivery and training processes are the most significant key to the success of this project. The Brazos Training Lead will ensure that all levels of ILJAOC personnel who utilize the Brazos Solution will receive adequate training. Brazos will incorporate measurement tools to assist in monitoring the end -users competence in using the system. Per the requirements of this project, we understand that the ILJAOC agencies will not be using the Train - the - Trainer methodology for the initial system start-up. Based on this requirement, we recommend the following training structure: Classroom Training. The officers will be given full device and software training in order to understand and become familiar with the technology. The training process includes producing several test citations with a trainer to ensure comfort with the technology. The duration of this phase is typically very short (one day) as most officers will pick up the technology quickly and be anxious to go out on the street for the practical application portion of training. Each class can accommodate approximately 15 officers. Practical Application. The practical application phase begins once the officers are familiar with the technology. At this point the pilot officers will begin writing real tickets. This process serves two purposes: 1) we validate the entire process for real prior to engaging the entire police force, and 2) we can have some positive feedback circulating the department prior to full rollout. The duration of this phase is typically one day. Upon completion of this phase, there will likely be some informal training with other officers by the pilot officers, which is okay but should be kept to a minimum until the officers and court are comfortable enough to train the entire force. Brazos Technology also offers Supervisor Review and Administrator classes. We are willing to provide whatever the training the agencies desire and can be flexible in terms of class size, duration, and scope. SUB5-2 - Training Classes Provide a course outline of the courses outlined in the Scope of Work Section of this proposal Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. sm w brazos leih ": ti. 43r Response to RFP JHSICP Project Brazos Technology will work with the ILJAOC to define the training courses necessary for this project. Our standard implementation course for electronic citation users (Traffic and Patrol) includes the following: A. Day 1 — Officers a. Equipment Inventory & Sign Off by Administrator b. Categorize Offense Codes, Filter Codes not - applicable to ticket writers (A representative from the court should be in attendance) c. Hardware training — Handheld Device, Printer, Docking Cradle, Vehicle Cradle d. Software Training Microsoft Windows Mobile® e. Software Training — Brazos Technology Ticket Writer — The Basics f. Software Training — Brazos Technology Ticket Writer— Test/Sample Tickets g. Website Training — www.brazostech.com B. Day 2 — Officers a. Training — Integrating Brazos' Ticket Writer into patrol procedures i. Beginning the shift ii. The Traffic Stop iii. Ending the Shift b. Training — "Live Tickets" — During this phase, representatives from Brazos will provide direct attention to the officers in an actual field environment to assist them with proper assimilation of the deices into safe, practical and effective police procedures c. Training — "Pushing" Tickets /Updating the Device The Supervisor Reviews class includes: • Overview of review process • How to approve and deny citations Reporting for status of citations in queue Confirmation of successful integration of "Live Tickets" from previous day The Administrator class includes: e Overview ofBuildlT • Test Interface with RMS system • Test interface with Integration Solution • Training — "Live Tickets" Training — Citation Entry Screen and Reports C Training — Trouble Shooting & Support SUB64 - System Component Documentation The Vendor shall provide samples of standard system documentation for major components of their proposed solution. At a minimum a sample of standard documentation from the Citation System and some core component of the integration solution shall be provided as part of the proposal submission. The system documentation is provided in electronic format via our website. The documentation is specific to the configuration for each customer and updated throughout the implementation process. The ticket writers themselves have the greatest number of changes during the initial CopyrightO 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 48 Obraz ®S Response to RFP JHSICP Project startup phase, so we typically wait until all changes have been completed prior to delivery. The enhancement information is typically not added to the existing documentation until the change is approved and implemented by the agencies. Changes to the documentation are also only made when Brazos make the change. Per the requirements of this RFP, we have included a sample of our standard Brazos eCitation Mobile Software documentation in Appendix A of this proposal. SUB7 -1- Warranty Support The Vendor shall provide a full service warranty, including on -site break/fix, routine maintenance and extended traditional warranty on all components for the following two warranty period options: Phase 1, 1 year warranty, all sites Phase 1, 3 year warranty, all sites Pricing details for both warranty periods should be included within SUB 10 — Pricing below. Provide a discussion of how service and support are proposed to be provided through the warranty period. Brazos Technology prides itself on customer service and on our support after the sale. Using our web -based technology we offer the most comprehensive maintenance program in the industry. If ILJAOC would prefer, we would be willing to discuss dedicating one technical team member from Brazos Technology to be onsite in the Orange County area. We would also be interested in discussing other options such as dedicating three technical team members to this project at Brazos Technology (remote). As long as the ILJAOC agencies stay current with the annual maintenance contract, all of the following will be provided FOR NO ADDITIONAL CHARGE. The cost of the maintenance agreement is built into the license fee for the first year. Thereafter, the cost is $250 /licensed device and will automatically renew unless cancelled by the agencies. Please see Appendices B and C for copies of our Software License Agreement and Standard Maintenance Agreement, respectively. Upgrades and Updates. Not only will the ILJAOC agencies receive all upgrades and major /minor versions of the software, we will make any change to any part of the solution at NO ADDITIONAL CHARGE! Our'No Change Order' policy will ensure that the agencies will continue to have a relevant and superior solution for many, many years and will save thousands of dollars in the future. Part of our strategy for providing outstanding support is keeping all of our customers on the current version of software. Any time we release major or minor updates to the software, that software is updated to the server and automatically downloaded to all devices (with no IT intervention). We also have the ability to remotely update the operating system if needed but will be kept up to date FOR NO ADDITIONAL CHARGE. If for any reason the agencies decide not to receive these upgrades, Brazos Technology will support up to two versions back. If the software becomes older than two versions, there may be an additional cost to 'catch up' the software if the automatic updating process cannot run unattended. We typically provide minor releases at least once per month with major releases once per quarter. Method of update notification. Major notifications for updates that impact the citations that the officers are writing during the release will be called in to the agency point of contact so the officers may be notified that they shall re -sync their handheld devices or MDTs running the Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. Wl Oo�braz ®s ^1' 3r Response to RFP JHSICP Project Brazos Solution. All minor software upgrades that will not affect the officer's day -to -day processes will be automatically pulled down upon next sync. Notifications for updates that impact the courts will be handled through the agency point of contact. Any minor upgrades to the court software that will not affect the court's day -to -day business will be automatically pulled down upon the next import. Cost of updates. No additional costs are associated with this process; fees are included in the annual maintenance fee per device. Person(s) responsible for installing the updates. Ray Evans, Lead Systems Engineer, and his staff will be responsible for installing updates and communicating major updates or changes to both the Court or Police Department systems. Customer Support. Brazos Technology provides two levels of technical support, via phone and email, in order to ensure that all issues are handled in an expedient manner. Support Services. During the term of the Agreement, Brazos Technology will provide the support services to maintain the Covered Software in good working order, keeping it free from material defects so that the Covered Software shall function properly and in accordance with the accepted level of performance as set forth in the License Agreement. The Support Center HOTLINE (979.690.2811, option 2) is available 24x7x365. Remedial Support. During the term of the Agreement, Brazos will provide support for those experiencing an error, defect, malfunction, or nonconformity in the Covered Software. Upon receipt by Brazos Technology of notice from Licensee through the Support Center HOTLINE of an error, defect, malfunction, or nonconformity in the Covered Software, Brazos Technology shall respond as provided below: Severity 1. Produces an emergency situation in which the Covered Software is inoperable, produces incorrect results, or fails catastrophically. RESPONSE: Brazos Technology will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 1 problem as soon as reasonably possible, but in any event a response via telephone will be provided within one (1) hour. Brazos Technology will continue to provide best efforts to resolve Severity 1 problems in less than forty -eight (48) hours. The resolution will be delivered to Licensee as a work- around or as an emergency software fix. If BRAZOS TECHNOLOGY delivers an acceptable work - around, the severity classification will drop to a Severity 2. Severity 2. Produces a detrimental situation in which performance (throughput or response) of the Covered Software degrades substantially under reasonable loads, such that there is a severe impact on use; the Covered Software is usable but materially incomplete; one or more mainline functions or commands is inoperable; or the use is otherwise significantly impacted. RESPONSE: Brazos Technology will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 2 problem as soon as reasonable possible, but in any event a response via telephone will be provided within four (4) hours. Brazos Technology will exercise best efforts to resolve Severity 2 problems within five (5) days. The resolution will be delivered to Licensee in the same format as Severity 1 problems. If Brazos Technology delivers an acceptable work - around for a Severity 2 problem, the severity classification will drop to a Severity 3. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (wileclively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 50 Obraxos 3i, Response to RFP JHSICP Project Severity 3. Produces an inconvenient situation in which the Covered Software is usable, but does not provide a function in the most convenient or expeditious manner, and the user suffers little or no significant impact. RESPONSE: Brazos Technology will exercise best efforts to resolve Severity 3 problems in the next maintenance release. Severity 4: Produces a noticeable situation in which the use is affected in some way which is reasonably correctable by a documentation change or by a future, regular release from Brazos Technology. RESPONSE: Brazos Technology will provide, as agreed by the parties, a fix or fixes for Severity 4 problems in future maintenance releases. Hardware Support. Brazos Technology provides all first -level support for the entire solution, including the hardware (assuming that the agencies purchase the hardware recommended by Brazos Technology). While Brazos Technology will not'turn a screw' on the hardware, we will act as the single point of contact for all hardware issues and interface with the manufacturer to resolve any issues. Our support team has the ability to remotely log into both computers and ticket writers to help diagnose and resolve any issues that arise. Following are the hardware warranties for the devices and peripherals recommended by Brazos Technology: Motorola MC75 Warranty. Brazos Technology recommends that the agencies purchase Motorola's comprehensive warranty that covers any problem for a period of three years. This includes any defect, damage, wear and tear, etc. to that device — essentially the only things not covered are loss, theft, and batteries. Motorola MC55 Warranty. Brazos Technology recommends that the agencies purchase Motorola's comprehensive warranty that covers any problem for a period of three years. This includes any defect, damage, wear and tear, etc. to that device essentially the only things not covered are loss, theft, and batteries. Intermec CN50 Warranty. Brazos Technology recommends that the agencies purchase Intermec's comprehensive warranty that covers any problem for a period of three years. This includes any defect, damage, wear and tear, etc. to that device — essentially the only things not covered are loss, theft, and batteries. Zebra RW420 Warranty. The warranty for the Zebra printers is the standard one -year manufacturer defect warranty. We typically do not recommend the extended warranties for the printers as they have held up well with our existing customers, however, the extended warranty is available and included as an option in this proposal. Dell Server Warranty. Should the City opt for the Local Server Installation (Option 2), a three -year Enterprise Support Warranty is included in the cost of the servers. SUBS -1— System Software Provide details about the technologies and software that are part of your solution. Include the following: Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 51 wb ®a z ®s Response to RPP ® JHSICP Project 's�T A7tltDY Required databases SOL Server 2008 standard license Application software technology (Java, .NET, etc) All of our software is written in NET and C + +. We are currently using Visual Studio 2008 and the embedded Tools C ++ 3.0 toolsets for this development. Server Requirements The IIS server is Windows 2003, 4 GB RAM, 500GB hard drive (RAID 5 or RAID 10) configuration. The DBMS server is Windows 2003, 4GB RAM, 70OGB hard drive (RAID 5 or RAID 10) configuration. ° Workstation Requirements Since the Brazos Solution is entirely web - based, no dedicated workstations are required. The only thing that is needed is access to the internet and the agencies' internal intranets and the necessary security access to log into the system. SUB8 -2 - Web Development Tools Provide details of any additional web development tools you will use as pan of building your solution. The Brazos Solution includes a very unique developer tool kit called BuildIT. It is a 100% web - based development platform that can make any modification to the ticket writers that is desired. In fact, Brazos Technology used this same technology to build the entire ticket writer configuration. It is so flexible that the City can use it to build other applications such as IT Asset Management, Evidence Tracking, Expense Reporting, etc., and deploy those applications to any device running a Windows Operating System (laptops, desktops, PDAs, cell phones, Tablet PCs, etc.). The BuildIT platform has a drag and drop GUI and requires no coding to build these data capture types of applications and integrate them with other ODBC databases, XML- based APIs, and /or file- based import export engines. The Brazos Solution is based on the MaeKIT framework. In a nutshell, MaeKIT allows data from any standard database to be extended to the handheld platform without the need for intermediary servers or workstations. Brazos Technology's electronic citation solution is based on MaeKIT. The Brazos Solution is a framework that translates to significant flexibility for ILJAOC agencies. When you buy the Brazos Solution, you are not just buying an electronic citation solution but a framework that you can leverage across all agency functions. The investment can be leveraged beyond law enforcement to EMT, Fire, code inspection, Citizen Relationship Management, Code Enforcement, water and other city services. Basically, anywhere the agencies have the need for handheld data collection and dissemination, Brazos Technology's MaeKIT can be leveraged. Furthermore, MaeKIT is built on state -of- the -art technology. Data move via industry- standard XML and is secured by several layers of compression and encryption. The figure below illustrates how MaeKIT works at a high level. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 52 O brazos n ., a Get'IT - -x 1- Figure 1.0 – MaeKIT Top Level Diagram. Response to RFP JHSICP Project MaeKIT is composed of three main components — BuildIT, the devices themselves, and various enterprise data sources or system interfaces. BuildIT is the management and configuration platform. That's where the devices are configured and managed. Changing fields around, adding new tasks, setting up new users, setting access levels, adding new devices, and managing device settings are all done from BuildIT. BuildIT is also a state -of- the -art, entirely web -based interface. Anyone with a web browser and proper access can manage devices. There is no need to work from one single computer in one location. BuildIT manages all aspects of the devices – users, access levels, reporting, and automated software download. All software is automatically downloaded to all devices by BuildIT, which means that there is never a need to call the units in from the field to perform a software upgrade. SUBB -3 — Third Party Software Provide details of any other third party software that you will use as part of building your solution, including information about licensing arrangements. The only third party product that is required for our eCitation server is SQL Server Reporting Services, which is free of charge to anybody who has a license to SQL Server. Brazos Technology will be responsible for installing this product during the installation process and can provide the software if necessary. SUB84 — System Management Software Provide details of any additional system management software that may be required as a result of implementing your solution There are no system management software requirements for our solution. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 6V Response to RFP JHSICP Project Ju SUBS -5 — Project Environments Provide a description of the production hardware infrastructure environment that you are proposing. Given the project scope and schedule, explain the system landscape that you would recommend to support the project including development, testing, training and production environments. Based on the proposed infrastructure, provide a discussion of any requirements for other environments that would need to be created to support the goals of the project. For instance, will development, testing and production cutover all take place in the same system environment? Our typical process is to utilize the same environment for testingideployment and production. Since we can create multiple customers on the same solution, we typically create `testing' customer accounts and utilize those accounts to separate and test new functionality without affecting production All interfaces and workflow procedures are then configured to operate for any test data sources instead of the production systems. SUB9 -1— Project Team Provide the following documentation: ° Project Organization Chart/reporting structure As demonstrated by the following list of dedicated personnel, Brazos is committing our top resources to this project in order to assure its success. While these are just the named resources, Brazos Technology will bring all resources to bear as needed. Michael McAleer is the founder of our company and chief architect of the Brazos Solution. He has extensive experience with our products as well how they should be integrated in with the police department and municipal court system. Ray Evans is our lead systems engineer and will serve as the Technical Lead on this project Sam Williams brings 18 years of law enforcement experience and recently retired as the Chief Deputy of a Texas county. Sam has implemented 35 Texas cities and provides the'tangible' connection required to successfully train the officers in our technology while maintaining officer safety. He will serve as Project Manager for this project. Brazos Technology has 20 employees and will assign a dedicated team who will be committed to making this project a success. Our references will attest to the commitment and quality of our people. We strongly believe that you will be very pleased with our staff and their ability to deliver this project on time and on budget. Lon&dhd 0 rQ Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 54 6D braxos Response to RFP JHSICP Project ° Provide resumes or summary of experience for key resources proposed to deliver the project including individuals responsible for: • Project Management • Integration leadership • Technical Architecture • Configuration of applications All of the Brazos personnel who are approved to answer and respond to customer issues have been with the company for over one year. This one -year training program ensures that people who are qualified on our system provide quick and practical problem resolution or completion of enhancement requests. Full resumes are included in Appendix D of this document. ProiectManager— Samuel D. Williams 512.644.0066 swilliams@BrazosTech.com As Project Manager, Sam will be responsible for establishing and administering controls to ensure the quality of deliverables are acceptable to the ILJAOC, monitoring project activities to ensure project schedules are met, and providing monthly Full Status Meetings. Sam will be able to authorize changes and will be expected to refer any problems or issued that cannot be resolved by on -site implementation staff to company management. Functional Lead — Tiffany Curnutt 512.757.3682 tcurnutt@BrazosTech.com As Functional Lead, Tiffany will be responsible for updating the detailed work plan and schedules and providing bi- monthly written status reports. Technical Lead — Ray Evans 979.690.2811, x102 revans@BrazosTech.com As Technical Lead, Ray will be responsible for design and architecture of the Brazos software Training Lead — Samuel D. Williams As Training Lead, Sam will be responsible for ensuring that all ILJAOC Personnel specified in this SOW are appropriately trained according to the requirements of their participation in the project. Testing Lead — Ray Evans As Testing Lead, Ray will be responsible for ensuring that the technical process of the system meets the requirements as outlined in the Acceptance Testing Plan (ATP). Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 55 6D braz ®s .. +a -�T"r 81 Response to RFP JHSICP Proieot Vendors should include pricing information in the submitted proposal according to the formats listed below. A pricing value should be listed in each column for the specified work. The following is an explanation of each column: SW — Software license fee for the purchase. HW — Required hardware. Assume there is no hardware available for this project. Services — Price for performing services listed in section SOW — Scope of Work. 1 yr Warranty — Price for one year of complete service and support as defined in SOW 7. 3 yr Warranty — Price for three years of complete service and support as defined in SOW 7. Annual Recurring License Fee — Estimated price of annual license fees beyond. the 3rd year. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 57 Obrazos r� w pricing tables here = Response to RFP JHslcP Project Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 6"1'7 w�braz ®s Response to RFP JHSICP Project Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. .• �brazos technology Approving Citations to Push Them to the Court Updated Apdt 27. 2009 The approval process is activated, per agency's request. The approval process begins when the officer syncs his /her device. Once the device is synced then all citations go into a "Pending Approval" status and are awaiting supervisor approval. A supervisor reviews citations and then marks them as "Approved ", thus pushing them to the courts to begin the import process. It is best for departments to handle this each morning to prevent any hold up on the court side for processing citations. > Step 1 - Log into www.brazostech.com • Select "Citations' on the menu tab on top of the screen • Select "Approve Citations" on the menu tab on the right • This is referred to as the "Citation Approval Screen" He Edd View Favodtes Tools Melp tis & I(,UDUIOVe LIt6FWr1 6fian"o Ftanage CGa i Approve Citations Menage >arVrg. NeL iraemie &•s taw ^ ?etta: s e,:perc Hisary �s � Feaol: _' - :e�Ee. ^.'s °�• Bexvi• II Adm,n ; Approve Citations Fovnco ;e=cr erLece:' le eelzsi 3i•:ape. �ses•:h -der it 3•i ^xr: ?ear_h: rO n Delete Selected k Mark Approved C a `Ed.t 0,�_t2 G =Gnn LF t7iclztcr Onw: s2tus E'ao Rr±a•'.t SEled X De_kie Selected > W Pro rietary Information Copyright ©2009 Brazos Technology Corporation, Inc. All rights reserved. Pagel Any duplicat ion, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Step 2 — Review Citations • Citations will appear in a list format, exactly like the Citation Management Screen • Citations will be marked "Awaiting Approval ", meaning that they have not yet been sent to the courts _ - Li 5+•} IG)APWave Paz ®S technology iCt�`i t Of n �viitt[I Vio.3tGr!`T UdEnt: I f c t f��.'its Ci a.lGnt�a t_ Approve - ^u9 rezGH5 up 'L tL - I tr - '- Osz r n =ncrul r 0.1 Se anis <a Search: ED h P ._ _(<f= 5._r_[:.d 4 ;E, F 'ar_ 5 =_Eerie^ w 4 : P27 iumed Cpera;,_n: .. -V)2 r -C F va_ t1 Fuct s tv Z .n r _IE! !ON 1 ❑ Approve I 1'C" IJ i�C -[U F r._l , =Lh1 rtrc na. fair.A �p ....riPv OV l,i�4f' -F 1lM1C- I� t 1 I li ;:7e I t. .< u D- -- Fa .! +sine a =ZF10v–L ct Ti ON I ❑ � a r r_ acc4e �b Cart s ± IP- a1: %f2 J Gen fCl N IG.. V._ \p4LYft lntL Ri:. IqW {AG FP ] \F �C[Y ltiP^ Cl ILC?rs._ __— i �– -•' 'E' __ R M1U. ^4 -. rFzu�. fi,_l el� ieiYG Ft'Vn:rll,A-ON El Proprietary Information - Copyright ©2009 Brazos Technology Corporation ,Inc. All rights reserved. Page 2' Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Step 3 — Approving Citations There are two options when approving citations; Mass Approval Method and Citation Review Method. o Mass Approval Method — used for approving multiple citations at once • Click the "Select" check box next to the citation(s) you wish to approve • Then click "Mark Approved" • Citations will disappear from this screen and go to the "Citations" tab and made available for the court /RMS to import • Please Note: you may have multiple pages to go through and approve, simply click on the numbers above the "Select" column to view the other pages of citations, as seen here n 11 ecla;icG flash I Sei!G6s Timed 0ce?, := Z (mparJE.\ -- p Dc.-.r, Approve ::a0on a:vYS raU 3 I Vs W5 I I oz;wmerl I Approve aaune 89 rvvrs aP =ue!:n :hc lasv3Cca••. ❑i•3 :h }ivrta _q Dar. I 7q D?!at? Sal ?c ced !'3 N72rk P.pnrPVBh b Edit BST,e Cil ;iCn LE Vie a er Ct;;;- $iEi'JS Stop HES'SIr. Z�-I2 -} vc 5 MA., :.. ♦ ._ F L �[ 71 \- ❑ Tint � Operaichs _ ECU_ M, Chatian 1I V1018", _ n rar _Scans. RP Few f select s 72' =v i5 :. Y U C' .I rtv`nz >6t9:eYl '%`a .NSF. Cr- (G\ . � ^❑ j� _ ��_ �° _� 2 CI ��12 r.. ^CII °lEa�.: F,-- BL:vt _SK. GW nI OL'f(t nt16. ro.-eY W i7 IN` a?. ov -:C 1-1 icl_N'� ❑� IroroZ' Fj_l.ev - -W-17 -':oN ING - - -FC _iC[, y'2i:7l2DG IS e5C3 Fe 0.1 �F -.r(, 1:f9(o0LYh T [ ne,. F!Z,—,w : FT INC -= i�ACIr ST ION ❑ ,ii � IL �3:a4_CF15!6a:'_vEC ?NC c., _!__, A1DNG =r. ms. Eidtea cd• =lTIRG �] =F n_ !ICIT= (oN I ❑ [ nilh .6:j,5` M iE(AVSSGgiiIACOE r e, F�.:q,l.. + "SING =: :: Ct_ �❑ 2b:`]CG= 2.]sx3.[ :aS:.V aoNME _: eina F,i:Ys, aA- i -IqG- -i.J: 44 CI,GTPJ% rY ;fp i id ='s 55 <df4M1:: 3i Ki8�: ?TSiGre K =TV �� - ..aue,Fl:k:S ctl -.:itiG �. GFAV4LC1:�9L]Y I I� !I 1�2. `6Qci EiEWCF -i r'gcF.DLOW, F.0%4LD -nchi. fifcL,er -W417 INC :4:, CIT FT ION ❑- K Sr57,f ?e 5<ia13E iE`C" �: V:E ru a .ttl:ev, AV INCA:- Qv 10% `❑ jz` nna _'':u t .'evc =. a_vra tClT.ST er_ .. <: ml.� -: cL 6_r, - -!oa i o Citation Review Method — used when reviewing details of each citation El Click on the "Edit" Icon next to the citation you wish to review 16} 41 JoAppo" P razor technology —J Of4de!s V O:=,enses i Veh:cl5s li !'ic?aw s ; = _rJdf%SS I Caaysrs 16:;cr: iU is ni�a5n Approve n69 e.:rr:Gl Search: evin:nel s;:. ❑- Ezarch =rlvrc iO Dan Co n Dele ce SGI It20 lily Approve SN ?ct =a 14 4DID)- sentAgs Tint � Operaichs _ ECU_ M, Chatian 1I V1018", _ n rar _Scans. RP Few f select s 72' =v i5 :. Y U C' .I rtv`nz >6t9:eYl '%`a .NSF. Cr- (G\ . � ^❑ j� _ ��_ �° _� 2 CI ��12 r.. ^CII °lEa�.: F,-- BL:vt _SK. GW nI OL'f(t nt16. ro.-eY W i7 IN` a?. ov -:C 1-1 icl_N'� ❑� !my_'rJEa..r. Approve C e]an1d!K ..° •, P _Proprietary Information Copyright O 2009 Brazos Technology Corporation. Inc. All rights reserved. Page Anyduplicat ion, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. • The Citation will open in an editable format, broken out in several different sections. You may edit sections, as designated by your department. • Select a "Status" of Approved • Make any required changes and then click "submit" at the bottom of the page. Date: Tune: - Court Oate: Type of Stop; Citation Number: Case Number: status: sele,;. Prab.hle Cause: Vex []re. Defendant information OL C: state: Class: last: First: _ Hid: sfx: Address: _ - _ Apl: City: - - slate: - Zip: -- — Phone: Wk Phone: - Bus.: -- Address: City. _. stale: Zip'- . Ss s: - - _ -- _ Doer— -- J Cw! DL Elp: _ Race Sex: HOLZ wgi.: -Nair. Eyes: Vehicle information LP 3• - - slate: Color. _ Year l ❑Hav a',V:: nvt Eepv _ _ (M1Ihtyy) Reg Offense Information Search: i Street: - _ 4 Alleged spd: - Posted spd: DL Rest. Violation: -ssle -_- Notes. VIN; — Make:c'r - Contraband: L et: rim; I Sod Detd Position: Model: Tnll v: ' Turning: Offenses Offense Result Description Misc. Offense: Officer I ortnation office.: •• - V, I su 1, -_-111t Proprietary Copyright 02009 Brazos Technology Corporation, Inc. All rights reserved. _ Page Any duplicat ion, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. The citations will then move to the "Citations" and made available to be imported by your Court /RMS. o Once the approval process is complete your screen will not have any citations listed and your import is ready! .cfao-: Cemutt l La; - i -'eh t '.La st ��br�zos _ - - - technology Ctfh,- I!! WF Aets 9 `Ye7udes I d Iewa 'I lmllrai r'Cisaens I Re Ports. �l eCsiiLr C25F. Approve F:v.,: P:e:m:v eem:e: -in tl+elu: ? ^LS.. ❑= =r:G -riers 3v Urn gevnyq Searz : lop n Delete 5_!crtec- 0� ae-fwe Sraectec > N Tme! ice- a:r_^ra f7Pa—.J_Ypn �61d lz'3 CP.nSOn LLlFetcL ^r L?ilsf fiat =5 >rcp Jonra i X Qelere s0ectea l6 apprare Sxferec > N Ccurts l'sers 9LNn?GR3 Pro rp ietary Information Copyright O 2009 Brazos Technology Corporation, Inc. All rights reserved. Pages Anyduplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. bra-,zlo,s technolog 9"], Ticket et W i t r r Training G o rt I� ,_i i_ 1 (0) I o �i�d�)Vii "f %'ojbrazos technology P.O. Box 10713 979.690.2811 College. Station, TX 77942 mm.brezostech.cnm Brazos Technology Electronic Ticket Writers Training Guide Training Overview Brazos Technology is driven to provide our customers with the best service and training possible. This training guide is a snapshot of the day training provided by Brazos Technology Staff and Adjunct Instructors. Brazos Technology takes the train- the - trainer approach. During the original implementation of the devices and /or software Brazos Technology will provide 3 days of initial training to encompass Officers, Administration and Courts. Additional days may be purchased. During initial training Brazos Technology will provide officers with both classroom and practical experience. This document is simply a brief overview of this training, as the specifics for every agency are different. Training Provided A. Officers - Unless otherwise specified, the officers will be trained using a "Train -the- trainer" format. Brazos Technology is committed to ensuring the right level of instruction that will create a confidence level in using the Brazos Ticket Writer. Proper training is key to the success of the project and requires the dedication of all of this participating. B. Administration - The Brazos Technology Solution provide powerful management tools with great ease of use for agency administrators and management. Brazos will provide sufficient training to designated management personnel for them to be able to utilize those tools as well as have a solid understanding of the capabilities of the system. C. Court - Brazos will provide training to Court personnel to provide them with the ability to identify the integrated ticket information as well as how to access the information directly from the Brazos' system. Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright O 2008 Brazos Technology Corporation, Inc. All rights reserved. 2 braz®s technology P.O. Box 10713 979.690.2811 College Stallon, TX 77842 wvw.br.'uostech.crom Brazos 'Technology Electronic 'Ticket Writers 'Training Guide Implementation Schedule A. Day 1 - Officers a. Equipment Inventory & Sign Off by Administrator b. Categorize Offense Codes, Filter Codes not - applicable to ticket writers (A representative from the court should be in attendance) c. Hardware training - Handheld Device, Printer, Docking Cradle, Vehicle Cradle d. Software Training - Microsoft Windows Mobile e. Software Training - Brazos Technology Ticket Writer - The Basics f. Software Training - Brazos Technology Ticket Writer - Test/ Sample Tickets g. Website Training - www.brazostech.com B. Day 2 - Officers a. Training - Integrating Brazos' Ticket Writer into patrol procedures i. Beginning the shift ii. The Traffic Stop iii. Ending the Shift b. Training - "Live Tickets" - During this phase, representatives from Brazos will provide direct attention to the officers in an actual field environment to assist them with proper assimilation of the deices into safe, practical and effective police procedures c. Training - "Pushing" Tickets/ Updating the Device C. Day 3 -Courts a. Test Interface with Court System b. Confirmation of successful integration of "Live Tickets" from previous day c. Training - "Live Tickets" d. Training - Citation Entry Screen and Reports e. Training - Trouble Shooting & Support Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. 3 "brazos technology P.O. Box 10713 979.6902811 College Ste6on, TX 77842 ww bmzcstech.com Brazos Technology Electronic Ticket Writers Training Guide Day 1 Training Guide - Lesson by Lesson Equipment Inventory Equipment will be unpacked and inventoried then reviewed by an administrator of the receiving department. Administrator will sign and receive a copy of the inventory. Categorize Offense Codes Officers and Court Personnel will review each of the Offense Codes provided by the Courts. The file should be exported from Court System and emailed to Brazos Technology prior to the implementation date. Officers and Court Personnel will categorize each Code/ Description to simplify locating the offenses on the handheld devices. This is a wonderful opportunity to make descriptions more clear and dispose of any old or unused offenses. Hardware Training Handheld Device - Symbol MC70 A. Removing and replacing Battery (12 -hr batteries) B. Charging Information (depending on dept. Purchase) C. Power Switch location D. Qwerty Keyboard E. Cellular Antenna t F. 2 -D Scanner /Imager a. Clean the scanner frequently to keep clear of smudges and fingerprints. G. Velcro Strap functionality H. Stylus - not covered by warranty I. Screen Care - clean with lens or microfiber cloth, NOT a paper product and NO chemicals J. Cover 3- Year Warranty Information (if purchased by agency) a. Sweep it up and get it back to Brazos Technology for replacement or repair b. 3 foot drop to the ground c. Water resistant (write tickets in the rain) but NOT water proof (do NOT submerge) Printer - Zebra RW420 A. Removing and replacing Battery B. Charging Information (depending on dept. Purchase) al C. Sleep Mode /Power Switch Location D. Car Set Up Options E. Cover Warranty Information (if purchased by agency) Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. 3 '�brazos technology P.O. Box 10713 979.690.2811 College Station, TX 77842 WVfN.brazo tech.corn Brazos 'technology Electronic Ticket Writers 'Training Guide F. Bluetooth Functionality G. Paper Loading H. Cleaning the Print Head using the provided "markers" or cleaners Device Docking Cradle A. Function of Cradle a. Charge b. Push Tickets c. Receive Updates B. Discuss location of Cradles (must see internet and have power) C. Importance of Syncing Devices - SYNC SYNC SYNC D. Troubleshooting Printer Cradle A. Vehicle Cradle/ Motorcycle Charger a. Trickle Charge b. Never Power Off B. Wall Plug In /Power Station a. Printers will go into Sleep Mode b. Charge batteries in or out of printer Software 'Training- Microsoft Windows Mobile A. Getting to Windows Mobile a. Select Red "X" on Brazos Home Screen "Exit Application" B. Getting back to Brazos a. Start> Brazos Technology Icon C. Setting Time /Date — The device will NOT Sync if this is incorrect a. Information may reset itself to original info after a warm boot b. Single Tap on Date /Time Line on Home Screen i. Home Date /Time Selected ii. GMT -6 Central US Time iii. Correct Date c. Add current time to title bar on ALL programs i. Single Tap on Date /Time Line on Home Screen >More (tab at bottom) ii. Select check box "Display the clock on the title bas in all programs" D. Managing the Wireless Options a. Start >Settings >Connections> Wireless Manager i. Both Wi -Fi and Bluetooth OFF Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. 5 101brazos technology P.O. Box 10713 979.690.2811 College Station, TX 77842 www.brdznslach.cum Brazos Technology Electronic Ticket Writers Training Guide E. Setting Sound a. Start >Settings >Sounds & Notifications b. This is device specific and depends on personal preference F. Aligning the Screen a. Start >Settings >System> Screen b. Select Align Screen Button Software Training - Brazos Technology - The Basics Brazos Technology Home Page A. Go to Work with RunIT - To begin writing tickets B. Update Software with GetIT - To begin the sync process, both pushing tickets from the device to the courts and receiving software updates. Device MUST be in the cradle! C. t ° Exit this Application - To return to Microsoft Windows Mobile® Getting into RunIT A. Logging In a. Enter your USERNAME and PASSWORD b. Select LOGIN Button B. RunIT Menu a. Select Application and then select GO; b. eCitation - writing traditional citations (goes into racial profiling report) c. Field Interview - used for investigative purposes d. Parking.- does not require the registered owner - not for racial profiling e. ReoortinQ - prints overview of users stats eCitation Application A. General Information - Each tab is specific to each individual department and may be configured however they would like, containing information that the department would specifically like to capture. B. USER Tab a. Information specific to user, dates and several checkboxes b. Start Citation Button c. Citation Number Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. 0 Obrazos technology P.O. Box 10713 979.690.2911 College Station, TX 77942 W .bnazosloch.pfn Brazos Technology Electronic Ticket Writers Training Guide C. SUS Tab (Suspect) a. Information specific to the suspect b. Populate through Manual Entry OR Driver's License /ID Swipe (using Magnetic strip reader) c. Race and Hair Color will have to manually entered due to racial profiling requirements D. VEH Tab (Vehicle) a. Information specific to the vehicle b. Populate through Manual Entry or VIN /Nater Sticker Scan (yellow buttons on device) c. Color will have to manually be entered, as this information can change E. LOC Tab (Location) a. Information pertaining to the location of the stop or incident b. Streets are selected through a drop down menu and include streets provided to Brazos by specific department's city c. Direction of travel /turn and specifics about the stop (Case# and search information) are all located here F. VIO Tab (Violation) a. Categories selected by officers on Day 1 of training are listed in a drop down menu b. Offenses may be selected as citation by checking box c. To change to warning, push and hold on the "C" located next to the description and select "Warning" in the box that appears Cl. Amount of offenses allowed is selected by the courts, usually 3 -6 G. INFO Tab (Information) a. Information specific to each offense will appear b. Expiration date fields, School/ Construction Zone, Speed information, "Other" offense field etc H. BUS Tab (Business) a. Permanent or Business Information specific to Suspect b. Information may include; address, business name, phone number(s), social security number. I. PICT Tab (Picture) a. Currently, one black /white picture per citation b. Select VIEWFINDER checkbox to activate the 2 -D imager c. Tap CAPTURE button to take the picture d. To retake; uncheck and recheck VIEWFINDER box Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. 7 L"brazos technology P.O. Box 10713 979.690.2811 College Station, TX 77842 M _brazoslech.com Brazos Technology Electronic Ticket Writers Training Guide e. BACKLIGHT button allows the red scan lights to be activated, for night officers Brazos Technology has found that a traditional duty flashlight works much better f. Will NOT Appear on the suspect's copy J. SIG Tab (Signature) a. Suspect will use stylus to sign on the dotted red line b. Offense(s) will appear under the signature line c. If signature is not acceptable, select CLEAR button and have them resign d. If suspect refuses to sign, uncheck the SIGNED box K. NOTES Tab a. General notes about the stop or incident may be entered here and will NOT appear on the suspect's copy b. Option Information may include; Surface condition, type, weather, traffic conditions etc c. Voice Notes - 20 seconds of voice notes accepted i. Red Circle to begin recording ii. Black Square to stop recording iii. Green Arrow to play recording iv. Red X to delete recording L. DIAG Tab (Diagram) a. Free hand scratch pad or diagram section b. Will NOT appear on suspect's copy M. Constant Buttons on each screen a. Re -Issue - will carry forward location and user information, as well as vehicle information b. Save - hard save button to be used if additional information is added after printing citation c. Print - Print and Save button, citation is printed and saved all in one tap d. Actions - i. Printer - see below ii. Clear Form - erases all non -carry forward fields from an unsaved ticket iii. Set Settings - allows officers to set fields which do not normally carry forward to carry forward iv. Style - to alter the coloration of the background. e. Saved - To view previous citations f. Results - Local warrant information (if selected by agency) g. Keyboard Icon - Allows user to utilize block recognizer, letter recognizer, transcriber or virtual keyboard or turn it off all together. Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. H \. , ar .- ��, technology P.O. Box 10713 979.690.2811 College Station, TX 77842 mm.brazostech.com Brazos Technology ]Electronic Ticket Writers Training Guide Linking the Device to a Printer A. Turn printer on, Printer MUST BE ON B. Actions >Printer >Select C. Scan the printer barcode (using yellow button to activate scanner) D. Printer will print a short "receipt' once it is activated E. If scan is not working, manually enter; a. Push check mark button on printer to select MENU b. Push arrow button to highlight NETWORK, and then push check mark button to select c. Push arrow button to highlight BLUETOOTH and then push the check mark button to select d. Using keyboard on handheld device enter the BLUETOOTH address showing on the printer screen, do not enter ":" F. Several individuals may scan to one printer; however one individual may NOT scan to several printers. The last printer selected will be the printer that the device searches for after the PRINT button is selected. IMPORTANT INFORMATION A. SYNC DEVICE(S) BEFORE AND AFTER SHIFT BEGINS B. SAVE THE CITATION IF CHANGES ARE MADE AFTER PRINTING Software Training — Brazos Technology — Test /Sample Tickets Brazos Technology Staff and Adjunct Instructors will walk students through a series of test /sample tickets. Officers will be required to auto populate and manually enter information into the handheld devices. Website Training — www.brazostech.com Brazos Technology offers numerous reports to customers, allowing you to print reports such as daily activity, officer comparisons, racial profiling, STEP and several more. Officers are provided with a USERNAME and PASSWORD so that they may view their own citations and reports on the web from ANY location. A. To View Citations after Sync; a. This report is a detailed report of each citation as the courts will see it. b. Go to www.brazostech.com c. Select Client Login d. Enter your USERNAME and PASSWORD, select LOGIN e. Select the REPORTS tab f. Select CITATION DETAIL g. Select format of information (Acrobat, HTML, Excel, TIFF, CSV) Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. 0 L�brazos technology P.O. Box 10713 979.690.2811 College Station, TX 77942 w .brazostech.com Brazos Technology Electronic Ticket Writers Training Guide h. Enter Begin & End Date i. Select an Officer Value (all or specific) j. Select sort order k. Show Officer Notes —YES in order to show Picture, information from Notes Tab, Diagram and specific information from the Info Tab 1. Select VIEW REPORT B. To View Citation Count; a. This report is a hard numbers count broken out by officers and offenses. b. Follow steps a. -d. above c. Select CITATION COUNT d. Select format of information (Acrobat, HTML, Excel, TIFF, CSV) e. Enter Begin & End Date f. Select an Officer Value (all or specific) g. Select VIEW REPORT Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. We 1'e o Wj technology P.O. Box 19713 979.699.2811 College Station, TX 77842 mm.bmzostechmm Brazos Technology (Electronic Ticket Writers Training Guide DaV 2 Training Guide - Lesson by Lesson Integrating into Patrol Procedures Below is a representation of how several Brazos Technology customers are going through a traffic stop. This is simply a suggestion and should be modified to fit each officer's individual preferences with officer safety remaining the #I priority. Approach Vehicge w/ 70cket Writer Return to Unit .J MAI ii Take Picture & Obtain Signature Return for Znd Contact Standard pirnutiai Contact 4ex sc + -Ic dS OF +�ftE g RFT"ER shift Request O nsurance (i OL ,a Scan Registration Sticker Obtain Secondary Contact Unto Return to Patrol Unit Swipe DL & Comp90ete Citation "brazos technology P.O. Box 10713 979.690.2811 College Station, TX 77842 w.-N.brazostech.com Brazos Technology Electronic Ticket Writers Training Guide Training — "Live" Tickets During this phase, representatives from Brazos will provide direct attention to the officers in an actual field environment to assist them with proper assimilation of the deices into safe, practical and effective police procedures Training — "pushing" Tickets /Updating the Device After completion of the "Live Ticket" training phase, officers will go back to their Patrol Room, Dispatch or where ever they have their devices & cradles stored. Officers will be walked through the process of syncing the devices to push tickets and receive software updates. Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. FF] Otrazos W�./ technology P.O.. Box 1D713 979:690.2811 College Station, TX 77842 w .brazostech.mm Brazos Technology Electronic Ticket Writers Training Guide DaV 3 Training Guide - Courts Test Interface with Court System Brazos Technology Staff will register computers of the court that will be processing the import system and install the required software. Confirmation of Successful Integration of "Live tickets" from Previous Day Brazos Technology Staff will "push" through a sampling of tickets from the previous day to ensure that all fields are transferring properly into the Court System from Brazos. Training - "Live Tickets" Court Clerk(s) will be trained on the import process specific to their court system. A. Electronically importing tickets B. Printing the Citation Detail Report C. Auditing Citations for Accuracy D. Status understanding; Approved, Forwarded to Courts Training - Citation Entry Screen and Reports - www.brazostech.com Court Clerks will have the ability to enter any paper citations directly into the Brazos Technology website in order to ensure that reporting is accurate and up to date. A. Citation Entry Screen a. This screen allows Court Clerks to edit and enter new citations. b. Fields on the Citation Entry Screen will MATCH those on the devices. All of the options that officers have, the courts will have as well. B. Reporting options for the courts are the same as the Officers C. To View Citations after Import for Case Jackets; a. This report is a detailed report of each citation as the courts will see it. b. Go to www.brazostech.com c. Select Client Login Cl. Enter your USERNAME and PASSWORD, select LOGIN e. Select the REPORTS tab f. Select CITATION DETAIL g. Select format of information (Acrobat, HTML, Excel, TIFF, CSV) h. Enter Begin & End Date i. Select an Officer Value (all or specific) j. Select sort order k. Show Officer Notes -YES in order to show Picture, information from Notes Tab, Diagram and specific information from the Info Tab 1. Select VIEW REPORT Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright ©. 2008 Brazos Technology Corporation, Inc. All rights reserved. 13 "brazos technology P.O. Box 10713 979.690.2811 College Station, TX 77842 w .bruzostech.com Brazos Technology Electronic Ticket Writers 'Training (guide Training - Trouble Shooting and Support A. Court Clerks will receive training on how to trouble shoot their import situations and provided with the support contact information. Throughout the 3 -Day Training Period Administration Training Brazos Technology will be happy to plug administration into training as they wish. Administrators will receive specialized training on how to run the reports and what reports specific to their needs. For any Q u e... I I w; 1 1' or Support Ri' i .d 1 r. iw Issues P l i' ..t Contact: Iffo Brazos Technology Ly F ? , �' t Team Proprietary Information Any duplication, modification or disclosure to third parties without the express consent of Brazos Technology Corporation is strictly prohibited. Copyright © 2008 Brazos Technology Corporation, Inc. All rights reserved. 14 braz ®s ��iTallir '.li�i�_al��iaPu6YaL•L!I'.ZaI 1�'Ii aP►Yy Response to RFP JHSICP Project V 1.0 THIS AGREEMENT is entered into as of the day of , 2009, (hereinafter referred to as the "Effective Date ") by and between Brazos Technology Corporation, a Texas corporation, with its principal offices located at 707 Texas Ave., Suite 103 -D, College Station, Texas 77840 (hereinafter referred to as "Brazos Technology"), and City of a California Municipality, with its principal offices located at (hereinafter referred to as "Licensee "). This Agreement is made with respect to the following facts and objectives: RECITALS: A. Brazos Technology has developed a proprietary software product, which is designed to extend data and processes across multiple platforms and technologies (hereinafter referred to as the "Software "). B. Licensee desires to obtain a non - exclusive license to use the Software and Brazos Technology desires to grant Licensee such a license. AGREEMENT: NOW, THEREFORE-, in consideration of the foregoing recitals, the mutual promises and covenants set forth herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. License. Brazos Technology hereby grants to Licensee a non - exclusive license to use the Software and the documentation, if any, provided in connection therewith (hereinafter referred to as the "Documentation") solely in connection with RDC and eCitation. Licensee may make one copy of the Software and Documentation for back -up and/or archival purposes. 2. Licensee Fee. Licensee agrees to pay Brazos Technology the license fee identified in Exhibit A to this Agreement. Such fee shall be due immediately upon execution of this Agreement by the parties. 3. Limitations of Use. Licensee acknowledges and agrees that Licensee will not timeshare, modify, sublicense, transfer, assign, copy, reverse engineer or decompile the Software, Documentation or any portion thereof except as expressly set forth herein. Licensee further acknowledges and agrees that Licensee will limit its use of the Software and Documentation to the number of users and/or the site location identified in Exhibit A to this Agreement. 4. Non- disclosure. Licensee acknowledges and agrees that the Software and Documentation contain trade secrets and/or confidential information (hereinafter collectively referred to as "Confidential Information ") and that Licensee will take reasonable efforts to prevent the disclosure of such Confidential Information to any third patty. 5. Ownership. Licensee acknowledges and agrees that Brazos Technology is the sole owner of all right, title and interest in and to the Software and Documentation and that nothing contained herein shall grant Licensee any ownership interest in the Software or Documentation. 6. Uperades. In the event that Brazos Technology, in its sole discretion, should provide Licensee with any upgrades, corrections or modifications to the Software or Documentation, such upgrades, corrections or Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 71 bras ®s Response to RFP JHSICP Project modifications shall be considered, as applicable, "Software" or "Documentation" for the purposes of this Agreement. Notwithstanding the foregoing, nothing contained in [his Agreement shall be construed as obligating Brazos Technology to provide Licensee with any upgrades, corrections, modifications, maintenance services or support services hereunder. 7.. Warranty. a. Brazos Technology warrants and represents that it is the owner of all right, title and interest in and to the Software and Documentation and that use of the Software and Documentation as contemplated herein shall not infringe upon any third party patent or copyright. This warranty and representation does not apply to any infringement arising out of any unauthorized modification of the Software or Documentation or any infringement arising out of the use of the Software or Documentation in combination with any third party product. b. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION 7, THE SOFTWARE AND DOCUMENTATION IS PROVIDED "AS IS" AND BRAZOS TECHNOLOGY EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES OR REPRESENTATIONS, EXPRESS OR IMPLIED, WRITTEN OR VERBAL, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. BRAZOS TECHNOLOGY DOES NOT WARRANT OR REPRESENT THAT ANY USE OF THE SOFTWARE OR DOCUMENTATION WILL BE UNINTERRUPTED OR ERROR FREE. LICENSEE EXPRESSLY ASSUMES ALL RISKS AND LIABILITIES RESULTING FROM THE USE OR INABILITY TO USE THE SOFTWARE OR DOCUMENTATION, INCLUDING WITHOUT LIMITATION ANY ECONOMIC LOSS, PROPERTY DAMAGE, PHYSICAL INJURY, LOST PROFITS, LOST SAVINGS, LOSS OF RECORDS OR LOSS OF DATA. 8. Indemnification. Brazos Technology agrees to indemnify and defend Licensee from and against any third party claim arising out of a breach of the Warranty provisions set forth in this Agreement, provided that Brazos Technology is provided with prompt notice of any such third party claim and Brazos Technology is allowed full control over the defense of such claim. Licensee acknowledges and agrees that Brazos Technology may fulfill its obligations hereunder by (i) obtaining from the third party claimant a license pursuant to which Licensee may continue its use of the Software and Documentation or (ii) providing Licensee with substitute software and/or documentation that does not iitfiinge upon the rights of the third party claimant. Licensee fiuther acknowledges and agrees that in the event that Brazos Technology, in its sole discretion, determines that neither of the options set forth above are reasonable, Brazos Technology may fulfill its obligations hereunder by temunating this Agreement and refunding to Licensee the license fees paid by Licensee to Brazos Technology hereunder, prorated over a period of five (5) years. 9. LimitationofLiability. a. LICENSEE EXPRESSLY ACKNOWLEDGES AND AGREES THAT BRAZOS TECHNOLOGY SHALL NOT, UNDER ANY CIRCUMSTANCES, BE LIABLE TO LICENSEE OR ANY T141RD PARTY FOR ANY DIRECT, INDIRECT, SPECIAL, CONSEQUENTIAL, INCIDENTAL, PUNITIVE OR EXEMPLARY DAMAGES OR LOSSES OR ANY KIND WHATSOEVER, INCLUDING WITHOUT LIMITATION, ANY ECONOMIC LOSS, PROPERTY DAMAGE, PHYSICAL INJURY, LOST PROFITS, LOST SAVINGS, LOSS OF RECORDS OR LOSS OF DATA, ARISING OUT OF THE USE OF THE SOFTWARE OR DOCUMENTATION, REGARDLESS OF WHETHER ARISING UNDER BREACH OF CONTRACT, WARRANTY, TORT, STRICT LIABILITY OR ANY OTHER LEGAL THEORY OR CLAIM, EVEN IF BRAZOS TECHNOLOGY FIAS BEEN ADVISED OF THE POSSIBILITY OF SUCFI LOSS OR DAMAGE OR IF SUCH LOSS OR DAMAGE COULD FIAVE BEEN REASONABLY FORESEEN. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 72 6'brazos • ,3y Response to RFP JHSICP Project b. LICENSEE• EXPRESSLY ACKNOWLEDGES AND AGREES THAT UNDER NO CIRCUMSTANCES SHALL THE ENTIRE LIABILITY OF BRAZOS TECHNOLOGY FOR ANY LOSS OR CLAIM ARISING OUT OF THIS AGREEMENT, ANY USE OF THE SOFTWARE OR DOCUMENTATION, OR ANY INABILITY TO USE THE SOFTWARE- OR DOCUMENTATION, EXCEED THE SUM OF THE LICENSE FEE PAID BY LICENSEE TO BRAZOS TECHNOLOGY HEREUNDER. 10. Allocation or Risks. LICENSEE ACKNOWLEDGES AND AGREES THAT THE LICENSEE- FEE PAID BY LICENSEE TO BRAZOS TECHNOLOGY FAIRLY AND ACCURATELY REFLECTS THE ALLOCATION OF RISKS BETWEEN LICE-NSE-E AND BRAZOS TECHNOLOGY, INCLUDING WITHOUT LIMITATION, THE TERMS AND CONDITIONS SET FORTH IN THE WARRANTY AND LIMITATION OF LIABILITY SECTIONS OF THE AGREEMENT. LICENSEE FURTHER ACKNOWLEDGES AND AGREES THAT ANY MODIFICATIONS TO THE ALLOCATIONS OF RISK WOULD REQUIRE BRAZOS TECHNOLOGY TO CHARGE A HIGHER LICENSEE FEE FOR THE SOFTWARE AND DOCUMENTATION. WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, LICENSEE ACKNOWLEDGES AND AGREES THAT EACH OF THE TERMS AND CONDITIONS SET FORTH IN THE WARRANTY AND LIMITATION OF LIABILITY SECTIONS OF THIS AGREEMENT SHALL REMAIN IN FULL FORCE AND EFFECT, EVEN IF ANY REMEDY CONTAINED IIEREIN IS DETERMINED TO HAVE FAILED OF ITS ESSENTIAL PURPOSE. 11. Term and Termination. a. This Agreement shall commence as of the Effective Date and shall continue unless and until terminated as set forth herein. b. Either party may terminate this Agreement in the event that the other party commits a material breach of this Agreement and fails to cure such material breach within twenty (20) days after receiving written notice of the same. c. Brazos Technology may terminate this Agreement, immediately upon written notice to Licensee, in the event that Licensee fails to use the Software and Documentation for the purpose contemplated herein. d. Immediately upon any termination of this Agreement, Licensee shall return to Brazos Technology any and all copies of any Software or Documentation in its possession. e. The terms and conditions of this Agreement relating to Non - disclosure, Warranty, Limitation of Liability and Allocation of Risks shall survive any termination or expiration of this Agreement. 12. Assignment. Licensee acknowledges and agrees that it may not assign any right or obligation arising under this Agreement to any third party without the express written consent of Brazos Technology which may be withheld for any or no reason. 13. Governing Law. This Agreement, including its interpretation, performance and enforcement shall be governed by and construed in accordance with the laws of the State of Texas applicable to contracts entered into and performed in Brazos County, and exclusive jurisdiction over any dispute arising out of or relating to this Agreement shall be held by the appropriate state and/or federal courts located in Brazos County, Texas. 14. Binding Effect. This Agreement shall inure to the benefit of and binding upon the parties hereto and to their respective successors and legal representatives. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material. (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 73 4� brazoS •r.,::, a i. 6Y Response to RFP JHSICP Project 15. Nonwaiver. No provisions of this Agreement will be waived by any party except in writing. The parties hereto agree that the waiver by any party of a breach of any provision of this Agreement shall not operate or be construed as a waiver of any subsequent breach of that provision by the same party, or any other provision or condition of this Agreement. 16. No Joint Venture. Nothing herein contained shall be construed to place the parties in the relationship of partners, joint venturers, or principal and agent and neither party shall have any power to obligate or bind the other party in any manner whatsoever. 17. Severability. If any provision or application of this Agreement shall be held invalid or unenforceable the remaining provisions and applications of this Agreement shall not be affected, but rather shall remain valid and enforceable. 18. Entire Agreement. This Agreement constitutes the entire agreement and supersedes any and all other understandings and agreements between the parties with respect to the subject matter hereof and no representation, statement or promise not contained herein shall be binding on either party. This Agreement may be modified only by a written amendment duly signed by persons authorized to sign agreements on behalf of the parties and shall not be supplemented or modified by any course of dealing or trade usage. IN WITNESS WHEREOF, the parties have hereunder executed this Agreement effective as of the date last signed. CITY OF BRAZOS TECHNOLOGY Signed: Print Name: Title: Date: Signed: Print Name: Michael S. McAleer Title: President Date: Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 74 6;Dbraz ®s Response to RFP JHSICP Project This Agreement ( "Agreement ") is made and entered into and effective this _ day of 2009 by and between Brazos Technology Corporation, having its principal place of business at 707 South Texas Ave, Suite 103D, College Station, Texas 77840, USA ('Brazos Technology ") and a California Municipality, having its principal place of business at ( "Licensee "). WHEREAS, BRAZOS TECHNOLOGY has provided to Licensee certain software as specified in Exhibit A of this Agreement ( "Covered Software ") pursuant to a software license agreement between the parties (the "License Agreement'); and WHEREAS, Licensee wishes to have BRAZOS TECHNOLOGY provide maintenance and support services pursuant to the terms and conditions of this Agreement; NOW, THEREFORE, the parties agree as follows: INCORPORATION OF DOCUMENTS The following documents are attached hereto and, by this reference, incorporated in this Agreement: Exhibit A Covered Sites, Software & Configuration Exhibit B Authorized Licensee Contacts Exhibit C Services and Fees Il. COVERAGE During the term of this Agreement, BRAZOS TECHNOLOGY agrees to provide maintenance and support services for the Covered Software operating at the site(s) and on the hardware configurations listed in Exhibit A ( "Maintenance Services "). Unless specifically listed in Exhibit A, Section II, Covered Software does not include hardware vendor operating systems and other system software, Licensee - developed software, and third -party software (except any third party software embedded in the Covered Software). III. DESCRIPTION OF MAINTENANCE SERVICES A. Support Services. During the term of this Agreement, BRAZOS TECHNOLOGY will provide the services described herein so as to maintain the Covered Software in good working order, keeping it free from material defects so that the Covered Software shall function properly and in accordance with the accepted level of performance as set forth in the License Agreement. (1) Service Response. BRAZOS TECHNOLOGY will make available to Licensee a telephone number (the "Support Center HOTLINE ") for Licensee to call requesting service of the Covered Software. The Support Center HOTLINE operates during business hours, 9:00 a.m. to 5:00 p.m., Monday through Friday, excluding legal holidays. Extended coverage is available for an additional fee. The HOTLINE can also be used to notify BRAZOS TECHNOLOGY of problems associated with the Covered Software and related documentation. B. Remedial Support. Upon receipt by BRAZOS TECHNOLOGY of notice from Licensee through the Support Center HOTLINE of an error, defect, malfunction or nonconformity in the Covered Software, BRAZOS TECHNOLOGY shall respond as provided below: Severity 1: Produces an emergency situation in which the Covered Software is inoperable, produces incorrect results, or fails catastrophically. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 75 UD braz ®s terbwit Jr Response to RFP JHSICP Project RESPONSE: BRAZOS TECHNOLOGY will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 1 problem as soon as reasonably possible, but in any event a response via telephone will be provided within one (1) hour. BRAZOS TECHNOLOGY will continue to provide best efforts to resolve Severity 1 problems in less than forty -eight (48) hours. The resolution will be delivered to Licensee as a work- around or as an emergency software fix. If BRAZOS TECHNOLOGY delivers an acceptable work- around, the severity classification will drop to a Severity 2. Severity 2: Produces a detrimental situation in which performance (throughput or response) of the Covered Software degrades substantially under reasonable loads, such that there is a severe impact on use; the Covered Software is usable, but materially incomplete; one or more mainline functions or commands is inoperable; or the use is otherwise significantly impacted. RESPONSE: BRAZOS TECHNOLOGY will provide a response by a qualified member of its staff to begin to diagnose and to correct a Severity 2 problem as soon as reasonable possible, but in any event a response via telephone will be provided within four (4) hours. BRAZOS TECHNOLOGY will exercise best efforts to resolve Severity 2 problems within five (5) days. The resolution will be delivered to Licensee in the same format as Severity 1 problems. If BRAZOS TECHNOLOGY delivers an acceptable work - around for a Severity 2 problem, the severity classification will drop to a Severity 3. Severity 3: Produces an inconvenient situation in which the Covered Software is usable, but does not provide a function in the most convenient or expeditious manner, and the user suffers little or no significant impact. RESPONSE: BRAZOS TECHNOLOGY will exercise best efforts to resolve Severity 3 problems in the next maintenance release. Severity 4: Produces a noticeable situation in which the use is affected in some way which is reasonably correctable by a documentation change or by a future, regular release from BRAZOS TECHNOLOGY. RESPONSE: BRAZOS TECHNOLOGY will provide, as agreed by the parties, a fix or fixes for Severity 4 problems in future maintenance releases. C. Maintenance Services. During the term of this Agreement, BRAZOS TECHNOLOGY will maintain the Covered Software by providing software updates and enhancements to Licensee as the same are offered by BRAZOS TECHNOLOGY to its licensees of the Covered Software under maintenance generally ( "Updates "). All software updates and enhancements provided to Licensee by BRAZOS TECHNOLOGY pursuant to the terms of this Agreement shall be subject to the terms and conditions of the License Agreement between the parties. Updates will be provided on an as- available basis and include the items listed below: (1) Bug fixes; (2) Enhancements to market data service software provided by BRAZOS TECHNOLOGY to keep current with changes in market data services or as BRAZOS TECHNOLOGY makes enhancements; (3) Enhancements to keep current with the current hardware vendor's OS releases, as available from BRAZOS TECHNOLOGY, provided that the current hardware vendor's OS release is both binary and source - compatible with the OS release currently supported by BRAZOS TECHNOLOGY; and CopyrightO 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. W-1 r(_ \bray ®s Response to RFP hYY/ b JHSICP Project (4) Performance enhancements to Covered Software. (5) Updates do not include: (a) Platform extensions including product extensions to (i) different hardware platforms; (ii) different windowing system platforms; (iii) different operating system platforms; and (b) New operating system updates or hardware bios updates. Updates will be provided in machine - readable format and updates to related documentation will be provided in hard copy form. All such deliveries shall be made electronically to the installed computers automatically during a sync process. Licensee agrees to sync each device no less than once per month to obtain any software or configuration changes. Duplication, distribution and installation of documentation updates are the responsibility of Licensee. If requested, BRAZOS TECHNOLOGY will provide on -site assistance in the installation of Updates on a time and materials basis, plus expenses. BRAZOS TECHNOLOGY will provide support services for previous releases for a minimum period of six (6) months following the general availability of a new release or software update. After this time, BRAZOS TECHNOLOGY shall have no further responsibility for supporting and maintaining the prior releases. BRAZOS TECHNOLOGY assumes no responsibility for the correctness of, performance of, or any resulting incompatibilities with, current or future releases of the Covered Software if the Licensee has made changes to the system hardware /software configuration or modifications to any supplied source code which changes effect the performance of the Covered Software and were made without prior notification and written approval by BRAZOS TECHNOLOGY. BRAZOS TECHNOLOGY assumes no responsibility for the operation or performance of any Licensee - written or third -party application. D. Services Not Included. Maintenance Services do not include any of the following: (1) custom programming services; (2) on -site support, including installation of hardware or software; (3) support of any software not Covered Software; (4) training; or (5) out -of- pocket and reasonable expenses, including hardware and related supplies. IV. ON -SITE SUPPORT As requested by Licensee, and upon reasonable notice and approval by BRAZOS TECHNOLOGY, BRAZOS TECHNOLOGY shall maintain personnel at any of the covered Sites. On -site personnel will perform ongoing system administration, monitoring, reconfiguration and tuning, problem diagnosis, and resolution, and interfacing with Licensee personnel on production system issues, to the extent possible during normal business hours. These personnel shall also be responsible for the installation of new BRAZOS TECHNOLOGY software releases on the production system and the distribution of documentation updates. In addition, on -site personnel will provide training to Licensee personnel on the operation and administration of the Covered Software as time permits. V. TIME AND MATERIALS SERVICES A. For Non - BRAZOS TECHNOLOGY Problems. In the event that Licensee notifies BRAZOS TECHNOLOGY of a problem experienced by Licensee in connection with the operation of the Covered Software, BRAZOS TECHNOLOGY shall respond as provided in Section III.B., above. If the cause of such problem is not an error, defect or nonconformity in the Covered Software, Licensee shall Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 77 6D braz ®s 'atq,co.adr Response to RFP JHSICP Project compensate BRAZOS TECHNOLOGY for all work performed by BRAZOS TECHNOLOGY in connection therewith, on a time and materials basis at Brazos Technology's then current standard rates, unless otherwise agreed by the parties in writing at the time, plus expenses. Expenses for travel and travel - related expenses and individual expenses in excess of US$500 require the prior approval of Licensee. B. For Non - BRAZOS TECHNOLOGY Software. Upon request and reasonable notice from Licensee, BRAZOS TECHNOLOGY will provide assistance in the installation of non - BRAZOS TECHNOLOGY software on a time and materials basis, plus expenses. Non - BRAZOS TECHNOLOGY software consists of any software not specifically listed in Exhibit A, Section II, including the following: 1. New releases and updates to hardware vendor operating systems and other system software not listed in Exhibit A; 2. Licensee - developed software; and 3. Third -party software (except third party software embedded in the Covered Software). VII. ACCESS Software Maintenance is conditioned upon provision by Licensee to BRAZOS TECHNOLOGY of reasonable appropriate access to the system(s) running the Covered Software, including, but not limited to, passwords, system data, file transfer capabilities, and remote log -in- capabilities. BRAZOS TECHNOLOGY will maintain security of the system and use such access only for the purposes of this Agreement and will comply with Licensee standard security procedures. Information accessed by BRAZOS TECHNOLOGY agents or employees as a result of accessing Licensee system shall be deemed confidential information pursuant to the terms of the Software License Agreement executed concurrently between the parties hereto. Licensee shall also use commercially reasonable efforts to provide an active voice telephone line at each site which is available continuously when required for support access. VIII. PROBLEM REPORTING AND TRACKING PROCEDURES Licensee may use the services described herein only by making reference to the authorized support Agreement number. All such reports and requests will be made through the authorized individuals (up to two [2] per site), designated by Licensee in Exhibit B, who may be changed by Licensee from time to time by written notice to BRAZOS TECHNOLOGY. A twenty -four (24) hour Support Center HOTLINE is provided for problem reporting outside of normal business hours. IX. FEES A. Maintenance Fees. Fees for Maintenance Services provided under this Agreement are contained in Exhibit C. Any time a site or software package is added or deleted from Exhibit A, BRAZOS TECHNOLOGY will automatically adjust and /or amend Exhibit A and Exhibit C accordingly. BRAZOS TECHNOLOGY will also perform a bi- annual audit of all sections in Exhibit A. If changes have occurred, BRAZOS TECHNOLOGY will adjust and /or amend Exhibit A and Exhibit C, and maintenance fees will be adjusted accordingly. Rates will be reviewed and adjusted accordingly when another site is added and /or the workstation /server base increases (i.e., added equipment and /or installed software) and /or software to be supported exceeds the Covered Software. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. `L:3 4� braz ®s Response to RFP JHSICP Pmleat B. Expenses. Licensee agrees to reimburse BRAZOS TECHNOLOGY for reasonable expenses related to the performance of services. Expenses may include, but are not limited to, charges for materials, freight, travel (including lodging and associated expenses), printing and documentation, and other out -of- pocket expenses reasonably required for performance. Expenses for travel and travel - related expenses and individual expenses in excess of US$500 require the prior approval of Licensee. X. PAYMENT A. Maintenance fees and fees for on -site support, if applicable, will be invoiced annually, thirty (30) days in advance of the year. XII. EXCLUSION OF LIABILITY BRAZOS TECHNOLOGY MAKES AND LICENSEE RECEIVES NO WARRANTY EXPRESS OR IMPLIED AND THERE IS EXPRESSLY EXCLUDED ALL WARRANTIES OF MERCHANTIBILITY AND FITNESS FOR A PARTICULAR PURPOSE. LICENSEE ACKNOWLEDGES AND AGREES THAT THE MAINTENANCE FEES AND OTHER CHARGES WHICH BRAZOS TECHNOLOGY IS CHARGING UNDER THIS AGREEMENT DO NOT INCLUDE ANY CONSIDERATION FOR ASSUMPTION BY BRAZOS TECHNOLOGY OF THE RISK OF LICENSEE CONSEQUENTIAL OR INCIDENTAL DAMAGES OR OF UNLIMITED DIRECT DAMAGES. ACCORDINGLY, BRAZOS TECHNOLOGY SHALL HAVE NO LIABILITY WITH RESPECT TO ITS OBLIGATIONS UNDER THIS AGREEMENT FOR CONSEQUENTIAL, EXEMPLARY, OR INCIDENTAL DAMAGES, EVEN IF IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. EXCEPT IN THE CASE OF GROSS NEGLIGENCE OR WILFUL MISCONDUCT, IN NO EVENT SHALL BRAZOS TECHNOLOGY BE LIABLE HEREUNDER TO LICENSEE FOR CUMULATIVE DIRECT DAMAGES IN ANY AMOUNT GREATER THAN THAT PAID BY LICENSEE TO BRAZOS TECHNOLOGY UNDER THIS AGREEMENT AS A MAINTENANCE FEE FOR THE TWELVE (12) MONTH PERIOD IMMEDIATELY PRECEDING THE ACCRUAL OF THE CAUSE OF ACTION. XIV. General A. Each party acknowledges that it is bound by the terms of this Agreement and further agrees that it is the complete and exclusive statement of the Agreement between the parties, which supersedes and merges all prior proposals, understandings and all other Agreement with respect to software maintenance, oral and written, between the parties relating to this Agreement. This Agreement may not be modified or altered except by a written instrument duly executed by both parties. B. This Agreement and performance hereunder shall be governed by and construed in accordance with the laws of the State of Texas. Any and all proceedings relating to the subject matter hereof shall be maintained in the state or federal courts of Brazos County, Texas, which courts shall have exclusive jurisdiction for such purpose. Each of the parties waives any objection to venue or in personam jurisdiction, provided that service is effective. C. If any provision of this Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall in no way be affected or impaired thereby. D. Neither party may assign, without the prior written consent of the other, its rights, duties or obligations under this Agreement to any other person or entity, in whole or in part. E. The waiver or failure of either party to exercise in any respect any right provided for herein shall not be deemed a waiver of any further right hereunder. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 11101 o� brazos r,acprm'bav XV. TERM AND TERMINATION Response to RFP JHSICP Project The term of this Agreement shall be for one (1) year. Software Maintenance service shall commence upon the expiration of the Warranty Period set forth in the License Agreement and shall remain in effect for the original one -year (1 -year) term and, thereafter, for renewal terms on a year -to -year basis until terminated (i) by Licensee in the event the Covered Software is taken out of service and upon sixty (60) days' notice to BRAZOS TECHNOLOGY; (ii) by either party upon sixty (60) days' notice prior to the expiration of the original one -year (1 -year) or any subsequent one -year (1 -year) renewal term; (iii) by either party upon a default of the other party, such default remaining uncured for thirty (30) days from the date of written notice from the non - defaulting party to the other specifying such default; (iv) upon the bankruptcy or insolvency of BRAZOS TECHNOLOGY; or (v) the License Agreement is terminated. Upon such termination, BRAZOS TECHNOLOGY shall refund to Licensee a portion of the maintenance fee prorated to reflect the date of termination and neither BRAZOS TECHNOLOGY nor Licensee shall have any further obligations hereunder. IN WITNESS WHEREOF, each party has caused a counterpart of the original of this Agreement to be executed as of the date first written above by its duly authorized representative. [y"Welllll Signed: _ Print Name: Title: Date: BRAZOS TECHNOLOGY Signed: Print Name: Title: Date: Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 20 6iD brazos Response to RFP JHSICP Project Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. RE Michael S. McAleer 979.690.2811 x 101 - 979.571.3198 cell mmcaleer@brazostech.com PROFESSIONAL EXPERIENCE 2000- Present Brazos Technology Corp., Owner /Founder Founded Brazos Technology to design /implement custom software systems for Fortune 1000 companies. Brazos Technology has always been profitable with no external sources of funding. • Designed, developed, and implemented software solutions for handheld technology field, focusing on law enforcement • Designed, enhanced, maintained, and supported an Internet -based financial reporting tool for a large consulting organization. The tool has many Fortune 100 companies as customers and is on track to receive 4M in revenues this year • Architected and delivered an integrated work order and IT Asset Management system to IT technicians via handhelds and the intranet for a large non - profit healthcare company • Architected and delivered the IT network for small investment Advisors in North Texas including an intranet business management tool based upon the Balanced Scorecard 2000 TekMethods, Co- Owner /Co- Founder Co- founded TekMethods to deliver IT Asset Management software and services to Fortune 500 clients. TekMethods was always profitable and only utilized debt financing through banks. o Architected and delivered IT Asset Management to 4 separate clients in 5 months representing over 95k assets o Created system for determining Asset Management repository accuracy metrics and developed an incentive system for Asset Manager based upon the metrics 1998 -2000 Inacom Corp. (TobekTechnical Services), Director of Software Development Built and led a software development division creating Asset Management software solutions in an extremely dynamic environment. o Orchestrated software offering and built a profitable software division in 7 months Built and led the management team and staff to enact the turnaround Partnered with internal and external customers during the turnaround to realize a project cost savings of 10% Designed and implemented iterative lifecycle development processes, quality assurance processes, installation processes, and training programs which resulted in an increased customer satisfaction rating of 100% over previous year o Performed marketing analysis and developed cost models to create pricing structures for products and services 1996 -1998 Sealand Service, Project Manager Designed, managed and implemented an enterprise -wide data migration project that consolidated the main systems for a $4 billion shipping company into a single enterprise data warehouse. Managed daily activities and goals for a global team of 12+ technical professionals for the duration of the project After project completion, served as 'firefighter' on other projects over -time or over - budget o Implemented the data migration project on -time and on- budget o Managed and implemented a global application to consolidate operational mainframe applications into a suite of tools, on a client /server platform, using the enterprise data warehouse o Created and managed multi - national, cross - functional teams of developers, project managers, business owners and customers from the definition phase to implementation using an iterative methodology 1994 -1996 EDS (Electronic Data Systems), Systems Engineer Designed, developed, and implemented several IT projects using multiple platforms and technologies. Designed and coded an organizational intranet environment using CGI, embedded SQL, dynamic HTML, JavaScript and a Windows NT server running MS IIS Designed, coded, and implemented enhancements to migrate purchasing applications from a client /server platform to an intranet platform Coded and implemented enhancements to an organization -wide three tier client /server system developed in a UNIX environment using C, SQL, Sybase, and Netwise Designed, coded, and implemented the client side reporting process on a multi- platform client /server system 1992 -1994 Watson Electric Company, Technical Consultant Designed, implemented, and sold automation processes in the Manufacturing Industry. • Designed, coded, and implemented programs for Programmable Logic Controllers and Integrated Process Controllers to automate manufacturing processes • Consulted with manufacturing firms to automate processes using industrial computers and drives, integrated the solution systems into the current process, coded the programs, and trained employees on the operation and maintenance of the automation equipment Created and implemented the marketing and sales strategy for the Southern District o Directed tactical and strategic decisions with customers PLATFORM / DEVELOPMENT EXPERIENCE C /C + +, ASP, Visual Basic, Visual Studio, Powerbuilder, HTML /JavaScript, UNIX, Windows95 /98 /2000 /NT, MS IIS, MVS, Oracle, Sybase, SQL Server, MS Access, DB2, SQL, MS Project, MS Office, Word Basic EDUCATION University of North Texas MBA in Finance Texas A &M University Bachelor of Science in Industrial Distribution Samuel D. Williams 512.644.0066 swi lliams @brazostech.com Formal Education in: • Graduate of the FBI National Academy 221�t Session, Quantico, VA - awarded 17 transcripted hours from the University of Virginia • Texas State University - Completed 121 hours towards BAAS with an emphasis in Public Administration. On -track to obtain Certified Public Manager (CPM) certificate. Training in: C Over 1,677 hours of specialized law enforcement training as accredited by the Texas Commission on Law Enforcement Officer Standards and Education - Basic Corrections Officer Course - Basic Peace Officer Course - TCLEOSE Instructors Course - Ethics - Specialized Investigations - Intermediate and Advanced / Specialized Auto Theft Investigations - Cultural Diversity - Racial Profiling - Asset Forfeiture - Patrol Tactical - Family Violence Investigation and Prevention - Basic SWAT certification school - Intermediate and Advanced Arrest Search and Seizure - Forensic Evidence - Interview and Interrogation (certification in Reid Theory) - Statement Analysis (specialized in Avnon Sapir methodology) - Legal Issues for Command Level Officers - Fitness in Law Enforcement - Advanced Behavioral Sciences Trained through National Consortium for Justice Information and Statistics on developing and implementing an Integrated Justice Information System (IJIS) Extensive training in Labor Relations and Employment Law - including expertise in the federal Fair Labor Standards Act and Family Medical Leave Act as well as Workman's Compensation Issues Completed over 120 classroom hours of Management and Leadership Education from institutes such as the Bill Blackwood Institute, Law Enforcement Management Institute (Sam Houston State University) and The Institute for Law Enforcement Administration Work Experience: o Correction Officer, Hays County Sheriffs Office, 1991 - 1993 1307 Uhland Road, San Marcos, Texas 78666 512- 393 -7800 Corrections Corporal, Hays County Sheriffs Office, 1993 Corrections Sergeant, Hays County Sheriffs Office, 1993 - 1995 Deputy Sheriff, Hays County Sheriffs Office, 1995 - 1997 > Detective - Criminal Investigations Division, Hays County Sheriffs Office, 1997 -2000 - Agent of a 14 county regional Auto Theft Task Force - Lead Investigator on several major cases including Homicides Captain / Division Commander, Hays County Sheriffs Office, 2000 - 2004 Chief Deputy, Hays County Sheriffs Office, 2004 - present a Chief Information Officer for law enforcement agency, 5 years a Experience in Public Agency Web Development- Web Master for Sheriffs Office a Chief Operations Officer - Brazos Technology, 1.5 years Military Service: U United States Army, Fort Hood, Texas (Active Duty) - July 1988 to July 1990 Cannon Crewmember - Specialist (E -4) Battery B, 15t Battalion, 20th Field Artillery,1�t Cavalry Division Texas Army National Guard, San Marcos, Texas - July 1990 to July 1994 Cannon Crewmember - Specialist (E' -4) Battery A, 4/133 Field Artillery, 49th Armored Division Professional Licenses: • Advanced Peace Officer's License issued by Texas Commission on Law Enforcement Officer Standards and Education • Advanced Corrections Officer's License issued by the Texas Commission on Law Enforcement Officer Standards and Education • Instructor's License issued by the Texas Commission on Law Enforcement Officer Standards and Education • Specialized Auto -Theft Investigator's certification from Texas Department of Public Safety (endorsed by the International Association of Auto Theft Investigators) • Certified in Incident Command and Tactical Incident Command with over 5 years of experience in actual command during critical and major incidents a Certified in Reid Theory of Interview and Interrogation (Wicklander- Zoolawski) o Certified in Weapons of Mass Destruction - Incident Command through the Center for Domestic Preparedness (Aniston, Alabama) Certified SWAT Officer - Basic and Advanced SWAT Courses Certified for "Flying Armed" - allowing for Peace Officer to fly on commercial airline while armed and escorting a prisoner C U.S. Department of Justice certification in Planning, Purchasing and Managing Technology Professional Association Membership: o International Association of Chiefs of Police, Active Member a FBI National Academy Associates, Active Member a Sheriffs Association of Texas, Active Member o Texas Jail Association, Former Member a Fraternal Order of Police, Former Member Texas Chief Deputies Association, Former Member a Hays County Bail Bond Board, Secretary 2004 to present o Hays County Sheriffs Academy, Training Advisory Board International Association of Auto Theft Investigators, Former Member Texas Association of Auto Theft Investigators, Former Member Honors, Listings, & Awards 0 Corrections Supervisor of the Year, 1994 Deputy of the Year, 1997 o Detective of the Year. 1999 Circle of Excellence Award - 100 Club of Central Texas, 2001 Nominated for Law Enforcement Supervisor of the Year, 2002 Richard Ray Evans 979.690.2811 x 102 revans@brazostech.com Education /Certification: Texas A &M University, College Station BS - Computer Science, 2004 GPR: 3.0 Microsoft Certified Professional Building Windows Forms Applications Using the .NET Framework Microsoft Certified Professional Building Web Applications Using the .NET Framework Employment Brazos Technology Lead Software Engineer College Station, Texas August 2006 - Present • Develop applications for online and offline windows platforms • Design and implement custom modules for pre -built systems per client's specifications • Phone and email technical support for non - technical clients AgniTEK College Station, Texas July 2004 - August 2006 Web Application Developer • Develop online applications for management and distribution of data • Develop modules and add -ons for custom content management system (CMS) • Web design and maintenance • Phone and technical support Texas A &M Economics Dept. College Station, Texas June 2003 - December 2004 Webmaster /Student Technician • Developed dynamic site built on ASP and MS Sql Server 2000 • Trained and equipped new personnel with managing personal sites via FrontPage • Computer and Internet access support and repair for faculty and students Proficiencies .NET Framework (v 1.1, 2.0), .NET Mobile Framework, VB.NET, C #.NET, ASP, PHP, Javascript, Atlas, AJAX.net, IIS 5, IIS 6, Apache, MS Sql Server (2000, 2005), MySgl, Visual Studio NET (2003, 2005), Visual Source Safe, Microsoft Reporting Services (2000, 2005), Microsoft CRM, Microsoft Exchange, Adobe Photoshop, Adobe Illustrator, Adobe (Macromedia) Flash, Macromedia Fireworks, Macromedia Dreamworks, MS FrontPage, Bluetooth SDK for .NET, Mobile SDK for .NET Academic Honors 0 Terry Foundation Scholar Fall 2000 T'iffanv Curnutt 512.757.3682 tcurnutt@brazostech.com PROFESSIONAL PROFILE Energetic professional with proven ability to manage small to medium projects, multiple projects simultaneously, and multi- agency projects. Experience in Business Analysis with a key ability to bridge communication gaps between the client and the vendor, as well as the end user and the technical engineers. A strong emphasis on keeping tasks on schedule and within scope. Extensive customer service and account management experience with many available positive references. PROFESSIONAL SKILLS Experienced self starter Formal Project Management training Developing lesson plans Change Management C Systems configuration management Account Management o Escalation Expert PROFESSIONAL EXPERIENCE • Developing training curriculum • Proficient in ConnectWise • Solid deployment experience • Business Analyst • Planning • Customer Service • Trainer, Group Presenter BRAZOS TECHNOLOGY, College Station, TX April 2008- current Account /Project Manager (2008- current) G Project Management of over 50 technology implementations for local government agencies. Functional Lead on several large projects for Tier 1 governmental agencies. o Account Manager for over 100 accounts. Perform design and configuration changes to client systems. o Develop strategies on deploying standard state changes to citations and other citation related law changes. Develop and manage a cadre of contract trainers. Develop and manage training and support documentation, curriculum and materials. HAYS COUNTY SHERIFF'S OFFICE, San Marcos, Texas June 2005 -April 2008 Administrative Training Coordinator (2006 -2008) Administrative Assistant (2005 -2006) • Institute first line of Recruitment materials and conference schedule. • Maintain professional working relationship with all surrounding Police Departments & Sheriffs Office to develop shared training resources. • Prepare materials and schedule instructors for annual Basic Peace Officers Academy and semi- annual Basic Corrections Academy • Schedule and prepare paperwork for Quarterly Training Advisory Meeting. • Establish quarterly training schedules and disseminate. o Maintain records and certification levels for 250+ officers, both corrections and peace officers. Organize rules and policy for Records Retention department wide according to the rules of the Texas State Library. CAVENDERS, San Marcos, Texas Feb 2001 -June 2005 Assistant Manager (2003 -2005) Sr Sales Representative (2002 - 2003) Business Office Administrator (2001 -2002) • Maintained and reached high level sales goals, both personal and store wide • Assemble and disseminate weekly marketing materials. Manage customer special orders processes. o Develop weekly work schedules and process bi- weekly payroll. • Trained and implemented Central Texas Region on new Point of Sale roll out. • Schedule and plan store events, both for customers and staff. • Developed and maintained sales incentive programs. EDUCATION, CERTIFICATION, LICENSING Project Management Fundamentals Graduate, Project Management Institute Certified Acrobat Adobe 7.0 User Leadership in Retail Training Austin Regional PMI Group Member Government PMI Group Member Ob razos Response to RFP 61 6., JHSICP Project 1. What does Brazos Technology Corporation offer? Brazos Technology Corporation provides solutions and services designed to optimize the use of mobile technology within an organization, with a strong focus on extending Law Enforcement applications and databases to devices in the hands of Law Enforcement personnel. Brazos Technology was formed in 2000 and is committed to providing applications that are applicable and relevant to the unique needs of our customers. We are based in College Station, TX, and are an approved CISV vendor with the State of Texas. Brazos Technology has over 110 customers in the states of Texas, Oklahoma, Utah, Nevada, and Tennessee using our mobile solutions. We understand the nuances of the law enforcement community. This experience minimizes the risk to the City by not having to 'reinvent the wheel,' thereby guiding the customizations to the user interface and providing the officers with a usable system very quickly. 2. What makes the Brazos Solution different from other electronic citation systems? With the Brazos Solution, not only are you getting a fully functional electronic citation system that can connect to existing legacy systems, you are getting a platform from which you can manage all of your handheld mobile devices. You can change the look and feel of the screens using our leading edge web -based designer. You can add new users, add new devices, change the way the ticket printout looks, change the legal language that prints, change user access levels, update court information, update offense information, import, export, run reports, and set up jobs to run on a timed basis — all from our web -based design and management platform that we call BuildlT. Also, with MaeKIT your investment in handheld devices can be leveraged across many functions. There is no limit to what can be extended to the existing devices with MaeKIT. Citizen Relationship Management (CRM), Code Enforcement, animal control, city services, work orders, accident reporting, and racial profiling are just a few of the tasks that can be quickly designed and deployed to the existing force of handheld devices using MaeKIT. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but MaeKIT supports Intermec, Motorola, non - ruggedized PDAs, and cell phones devices, allowing the City the flexibility to match the best device with the best function as you move forward. For example, law enforcement may need the functionality of a Motorola or Intermec, but for a lower cost, code enforcement can work well with a cell phone. As the City comes up with more and more functions to be performed on the handheld devices, MaeKIT will be there to support each and every one. Further details of how MaeKIT works with electronic citations is included in the next section. Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for electronic citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos electronic citation solution is operating on the device without any electronic citation - specific programming code. Almost every other vendor has written the electronic citation solution as a program that runs on the device with the specific purpose of performing electronic citation, essentially limiting the device to that function. This CopyrighttD 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 91 braz ®s .ecMnp.r ]Y Response to RFP JH31CP Project is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was neither designed nor specifically programmed to do anything other than interpret the configuration designed for it via BuildIT. That means that the same device running the same Brazos software can be put to work to do just about anything — all developed using the web -based BuildlT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. The Brazos Solution provides an opportunity to leverage the investment (hardware and software) in electronic citation software across all City agencies and enable them on the mobile platform. The Brazos Solution provides the greatest opportunities for future growth! 3. What types of projects has Brazos Technology been involved with? Brazos Technology has been in the business of mobile software for nearly ten years and has developed a best in breed solution that far surpasses our competitors. We provide features and scalability that cannot be matched by any Access -based system. We have over 110 public safety customers in the states of Texas, Oklahoma, Utah, Nevada, and Tennessee using our electronic citation solution. 4. What third party software products are required or recommended for running /using the Brazos Solution? The only third party product that is required for our eCitation server is SQL Server Reporting Services, which is free of charge to anybody who has a license to SQL Server. Brazos Technology will be responsible for installing this product during the installation process and can provide the software if necessary. We utilize Mentalix for our biometric applications where the customer requires FBI - approved file formats. 5. What are the steps involved in upgrades? How often are upgrades provided? How long does it typically take? What is the cost? What files and resources are affected? Are customizations affected by upgrades and, if so, how? This is one of the absolute strengths of the Brazos Solution. When discussing upgrading the mobile devices, there are three types of upgrades: 1) the configuration of the software, 2) the software itself, and 3) the operating system. Both the configuration of the software as well as the software engine itself are automatically upgraded every time the mobile device performs a sync, with no IT support required. The average time to upgrade the devices is about 45 seconds and may require a reboot of the device. Some of the other vendors allow for the first option but then require IT to collect all devices and manually install software upgrades, which are extremely cumbersome, time consuming, and error prone. With our solution, all software versions are as current as the last sync. Any upgrades to the operating system still require manual intervention but are performed by Brazos Technology during the annual review. There is another major differentiation with Brazos Technology in that ALL of our customers are running on the same software engine. This means that the City will never have a version of software that is 'specific' to them, which would inhibit or hinder their upgrade path. We typically release new versions of software once per month which include new capabilities, speed improvements, new peripherals, bug fixes, etc. Anytime another customer requests an enhancement, we offer that capability to our other customers at no Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 1 4� brazos . � J, Response to RFP JHSICP Project cost. Whether the City chooses to implement these changes or not, they will never lose any configurations made previously to their software. This ability for Brazos to have one version of software significantly decreases your risk as well as our cost to provide superior support. 6. Please explain your policy for supporting previous versions of the proposed products. Brazos Technology will automatically provide the continuous upgrade path for the City to always stay current with the ticket writing software. In fact, with our maintenance agreement, you will never have to 'buy' our software again. You will receive all bug fixes, upgrades, and new versions as part of our maintenance agreement for no additional cost. If for any reason the City decides not to receive these upgrades, Brazos Technology will support up to two versions back. If the software becomes older than two versions, there may be an additional cost to 'catch up' the software if the automatic updating process cannot run unattended. 7. List all compatible programming interfaces. Since the Brazos Solution does not require direct coding, this question really depends on the system that will be interfaced with our system. We allow for ODBC connections to data sources, XML connections to web services, and XML /CSWFixed Length files to traditional import/export engines. 8. Describe the extent to which the proposed system is browser - enabled. Indicate whether Microsoft Explorer, FireFox, Netscape, and any other browsers are supported. Describe any firm plans to browser - enable the software including release number, planned release date, browser to be used and other specifics. The Brazos Technology eCitation server is 100% web -based today and is validated for Internet Explorer, Firefox, and Netscape. We have not found a hard requirement for Opera, but please let us know if that browser is prevalent at the City. The software running on the ticket writers is embedded and there no plans to web - enable that function. The mobile devices must operate whether or not they have an 'always -on' wireless connection, and we have not found the web -based 'offline' strategy (i.e., installed Active X controls) to be very robust on Windows Mobile 5.0 devices. 9. Please list the software languages used by your proposed product(s). All of our software is written in NET and C + +. We are currently using Visual Studio 2008 and the embedded Tools C ++ 3.0 toolsets for this development. 10. Is source code provided for the initial installation? Subsequent updates? If source code is not provided, what source code escrow arrangements are available? Brazos Technology does not provide source code for any of our products. The configuration of the ticket writers is available and accessible via BuildIT, but that is the extent of source code availability. Brazos Technology is willing to extend a source code escrow agreement to the City, but the cost of the third party escrow agent would be at the City's expense. The typical intent of this agreement is to protect the City in the case that the purchased software is no longer supported. 11. What criteria are used by your software to compare new data with information already existent in the court system? Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively. 'Material") is proprietary and confidential information of Brazos Technology Corporation. 93 6>� brazos 1F,fl 'PIT .9y Response to RFP JHSICP Project The Brazos Solution assigns a range of ticket numbers to each device. This ticket number range is defined by the City and ensures a unique number is assigned to each citation. As a failsafe, if a citation is uploaded with an existing number, we automatically mark that citation with an `Administrative Hold' and send out emails to our support staff and the City's support staff. Once a citation is marked with 'Administrative Hold,' it will not download to any system until the error has been corrected via the website. 12. Do you provide continuous (post- implementation) training? Please provide a list of available training courses. We are always able to provide additional training whenever necessary on any aspect of the system. Every year we do an annual review on your technology to go through any changes we want or need to make to the system and can do a class during that time. However, this class should not be relied upon by the department. It is critical that the City develop in -house experts on the Police Department side so that the capability for training new people is always available. Our train - the - trainer approach for the pilot officers teaches the department to be self- sufficient and able to train new people with no impact to the current budget. 13. Please describe available system documentation. Is it provided on -line? How are information related to enhancements added to the documentation? The system documentation is provided in electronic format via our website. The ticket writers themselves have the greatest number of changes during the initial startup phase, so we typically wait until all changes have been completed prior to delivery. The enhancement information is typically not added to the existing documentation until the change is approved and implemented by the City. Changes to the documentation are also only made when Brazos make the change. 14. Have you ever had a municipal government purchase your software and subsequently change to another software vendor? If so, how many? If requested, will you provide the City with a list of the customers who have discontinued use of your software? Brazos Technology is one of the only ticket writing vendors that has never had a municipal government change to another software vendor or been sued by a city or county. Traditionally, Brazos Technology has been the one to replace other vendors' software when they failed to implement to the satisfaction of the municipal government. 15. Describe how your application software is priced (one -time license fee, based on the number of users or transaction volume). Is it possible that future growth at the City will result in additional license fees? Please explain in detail. The Brazos model includes a one -time license fee and an annual recurring maintenance fee that includes all changes at no additional cost. We do not charge on number of users, transactions, officers, or population. Our fees are based upon the number of licenses, regardless of the size of the city or county. It is only possible that the future growth in the City will increase fees if more licenses are purchased for more ticket writers. The annual recurring fee can go up for next year, but that price will not increase by more than 10 %. If the City decides to get TLET returns on the device, there will be an additional charge for the capability to interface with the message switch. All other software enhancements are provided to the City under the maintenance agreement at no additional cost. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. on &�braz ®s Response to RFP JHSICP Project 16. Has your company ever been in litigation with any of your government customers? If so, please explain. Are there any lawsuits currently outstanding against your company? If so, please explain. Brazos Technology has never been in litigation with any customer of any kind. Never. 17. In fields where user defined or existing codes are required, what tools are available to aid the user in the consistent selection of proper codes? Since the Brazos Solution provides a development environment, you are not only limited to standard mechanisms to achieve the optimal methods for data input. Dropdowns, listboxes, checkboxes, etc., allow us to capture some data much more accurately than a traditional textbox. In addition, we have the ability to relate dropdowns dynamically so that vehicle models are always associated with the correct vehicle make for example. Another example is the selection of offenses on the device. The officers are going to be presented with several hundred offenses and instead of listing them in alphabetical order, we allow the officer to categorize each and every offense. They can then select a category such as Favorites, Speeding, Insurance, Traffic, etc., and quickly narrow down the list to find the offense they are looking for. Not only can the officers define their own categories, they can rename the offenses to anything they want. For example, 'Fail to Maintain Financial Responsibility' in the court system can say'FMFR' or'No Insurance' on the ticket writer which makes the officers faster at filling out the citation. This ability to mask the dropdown values into something that is recognizable for the officer is a major advantage in getting them familiar with the device. We also provide search capability and multiple character recognition to quickly move through larger lists such as street names. 18. Does the software provide the capability for the customer to set up user - defined fields within each application for tracking of any unique information that may be important to the City? If so, explain. Absolutely —the BuildIT module is the same software Brazos Technology uses to build the ticket writer. Either the City can add the field to the ticket writer or can call Brazos support, and the change will be performed at no charge under the maintenance agreement. 19. Describe any special features provided by the software that enhance the report printing process in your software (i.e. report parameters, printer selection, etc.) Each and every report on the eCiation server allows for optional report parameters and sorting capabilities. For example, the Citation Detail report (which prints the citation exactly as the defendant saw it) can be run for all citations or scoped on any number of the following parameters: Beginning Date, End Date, Officer, Stop Results, Citation Number, or whether there was Officer Notes or not. If a parameter is left blank then all records are assumed. You can export all of our reports to the following formats: 1) HTML, 2) Acrobat [PDF], 3) Excel, 4) TIFF, Web Archive, CSV, or XML file. You can also zoom on the report to provide larger text. When printing the report, you are prompted to select any printer on the network as with any standard Microsoft Office product. 20. Do you provide the ability for any user to view a report on screen with an option to print the report if desired? If so, explain. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, 'Material") is proprietary and confidential information of Brazos Technology Corporation. 95 4� brazos °^P «,"Jy Response to RFP JHSICP Project Yes, our strategy is that if the user can see the report, they can print it. We do have the ability to prevent access to reports via our built in security model. 21. Are any special features provided to make inquiry programs in the various software applications easy to access and use? If so, explain. All of our web applications have a very robust search capability, like Google Suggest. You start typing a name in the Citation Inquiry screen and you see a drop down with suggested values from all fields related to the citation. Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. ., P' braz ®s rae��ax�r Response to RFP JHSICP Project Copyright© 2009 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 97 �P r�oy i =.cl.�i nrg� toAba�;lte Sao I utsi ofn s - - - foAr�Fu�b.�,i:��Sa ,ety� an�cl�l�aw; Er�foreerratien�t�- -= - p i `l 1 `• I a 1 WM TTT ;NEHlF,r r •''- v 1 1 w . �. ! 97 9.6,9{) 2411 _ www braezcstech nom f IexliJ�2 efa , fast._ Brazos Technology is in the business of building, deploying, and managing world -class mobile applications for customers in state /local government and the corporate sector and has since 2000. We offer a turnkey, end -to-end solution that is fully customizable, interfaces with existing systems, and can leverage your investment across many functions. Anything you run today, from electronic citations to CRM, code enforcement, and work orders can be extended to the handheld devices - and the best part is that it's all done via the web. The Technology — MaeKIT and BuildtT Brazos Technology's Mobile Application Environment Tool Kit jMaeKIT) enables out cusromets to rapidly and easily create, deploy, and manage mobile applications to PDAs, cell phones, and laorops. `Nith MaeKIT, you can deploy forms -based applications to copiure any Information cuorently collected via paper or any other medium. The MaeKIT is a 100% NET web -based Platform that allows Windows-based devices to communicate directly with any indushy- standard database without the nued for a dedicated intermediary server or workstcuon. The data move via industry- slardord KML and are seared by several layers al compression and encryption. The BuildlT is the webbosed design and management portion of MceKIT. From the BuildlT, you can change the tool and feel of the screens, change repoas, add user, change ticket layouts, set up jobs, end many more functions, all without any IT support required. The Brows hondheld devices are running a configuration interpreter, they don't have ony opplicction- specific code on them. This means that the some device running the same Brazos software can be put to work. to do just about anything — all developed using the web -based Su!Idll' and simply picked up by the dovice whenever It synchronizes. It offers ;ire Power of orogromming without the programming. Create the Application The MaeKIT uses drag•and -drop creation of forms without the need for additional ceding. New applicotons con be created and deployed wiihtn hours. The ButidlT designer shows o life -life -few of the target device and allows you to drag cad drop fields wherever you want them on the screen. You car. resize, hide /show, and move fields from lab to iab. Tills case of development allows you :a maximize your investment in hardware/ infrastructure and gain additional efficiencies throughout your organization at a fraction of the cost and In a fraction of the time. v \� Deploy the Application 1�brazos technology The mobile applications created with MceKI T me easily deployed across your organization. Once the coplicalan is created and the screens are made to look just Zile you wont them, the conflguration is automatically picked up by the hand -held device as soon as it is synced. This oulo- update lecture significantly reduces the amount of time spent managing the entire system and induces the risk of multiple versions running on different devices. The some holds true for any upgrades to the soliware rtseli or the operating system. The devices are upgraded with each and every sync. Another key to successful deploymen; of your mobile applications is training for your users. Because the BuildiT designer allows you to almost exactly recreate what your users ore accustomed to seeing today, the mobile applications will be extremely intuitive and easy to use. However training is important. The Brazos Solution includes a threa -doy TCLEOSE- approved trcining course covering how to use the hardware, software, website, and firs0evel trouble shooting techniques. Use the Application Since your officers helped design the mobile appirca9en and hove been trained on how to use l They are ready to into the devices to the fte!d and use Ii. Sync the Application The hond'neld devices con sync either in reel -time or batch mode via cellular, 802.11 a /b /g, or batch connections. In cdditlon to 'pulling' any conliguretton changes down to the device, all informa!lon collected on the device is 'pushed" up to the database upon etch sync. In :he event that the battery dies on a device, we have developed our own method for guaranteeing that no data get Jost - Automated Battery Recovery'u IABR). ABR is euiomatic and kicks in as soon as battery power Is restored. When the device syncs, ABR reinstalls all Brazos software and iocovers all dno as of the last time the software was cleanly exited. There are no phone calls needed, no software to reinnoll, and no lost data. Simple as that. Managing the System Using the MaeKIT, your system adminisuato s deltne and control oil users, user access, and device access allowed for each opplice8on. This wanula: control provides detailed control over data access et both the unar and device levels. Plus. if you want to change the look and feel of any pert of your application, you con make the changes an the BuildlT and then deploy them to the devices without ever having to call the units in from the field. u Il Ippy +1 4' ,11 v \� Deploy the Application 1�brazos technology The mobile applications created with MceKI T me easily deployed across your organization. Once the coplicalan is created and the screens are made to look just Zile you wont them, the conflguration is automatically picked up by the hand -held device as soon as it is synced. This oulo- update lecture significantly reduces the amount of time spent managing the entire system and induces the risk of multiple versions running on different devices. The some holds true for any upgrades to the soliware rtseli or the operating system. The devices are upgraded with each and every sync. Another key to successful deploymen; of your mobile applications is training for your users. Because the BuildiT designer allows you to almost exactly recreate what your users ore accustomed to seeing today, the mobile applications will be extremely intuitive and easy to use. However training is important. The Brazos Solution includes a threa -doy TCLEOSE- approved trcining course covering how to use the hardware, software, website, and firs0evel trouble shooting techniques. Use the Application Since your officers helped design the mobile appirca9en and hove been trained on how to use l They are ready to into the devices to the fte!d and use Ii. Sync the Application The hond'neld devices con sync either in reel -time or batch mode via cellular, 802.11 a /b /g, or batch connections. In cdditlon to 'pulling' any conliguretton changes down to the device, all informa!lon collected on the device is 'pushed" up to the database upon etch sync. In :he event that the battery dies on a device, we have developed our own method for guaranteeing that no data get Jost - Automated Battery Recovery'u IABR). ABR is euiomatic and kicks in as soon as battery power Is restored. When the device syncs, ABR reinstalls all Brazos software and iocovers all dno as of the last time the software was cleanly exited. There are no phone calls needed, no software to reinnoll, and no lost data. Simple as that. Managing the System Using the MaeKIT, your system adminisuato s deltne and control oil users, user access, and device access allowed for each opplice8on. This wanula: control provides detailed control over data access et both the unar and device levels. Plus. if you want to change the look and feel of any pert of your application, you con make the changes an the BuildlT and then deploy them to the devices without ever having to call the units in from the field. 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Box 10713 - — - College Station, TX 77842' The Benefits of the Brazos Solution MoeKlf enables our customers to significantly reduce the cost to deploy mobile applications throughout the life of the project. Some of the benefits include: • Exiremely cost effective method for improving data accuracy and speed of data entry • i00% tailored to your agency to ensure user acceptance • Deploy multiple applications and spread out the cost of hardware • The ease of making changes ollows the system to evolve wilt your agency • Our pricing model and our 'No Change Order' policy save the overage customer thousands of dollars during the system llecycle as compared to our competilon • Customers can use any mobile device as well as utilize an existing hardware investment • No changes to your existing IT infrastructure Applications Public Safety Other Local Government • Traffic Cilations and Warnings Applications • Parking Citations and Warnings • Work Order Management • NCIC and State Returns • Heath Inspections • Held Investigations • Building Inspections • Accident /Cash Reporting • Activity Reports • Towed Vehicle Reports • IT Asset Management • Field Interviews • Fitted Asset Management • K9 Tracking • Fleet Management • Criminal Tresposs Warnings • Dally Aciiyiiy Reports • Code Enforcement • Animal Control • School Resource Officer Module • Cosiom Modules Ito capture any data currently being cafected via paper) Outstanding Support Brazos Technology provides outstanding customer support before, during. and after the purchase of our solutions for all of our customers. We have technicians available 24).7x365 to answer questions ar assist you in any way. Our suppo l program will ensure :hat your solution remains usable and -,table for many years. ROI Expectations In today's weld where everyone is being asked to do more with lower resources, enabling mobile data capture provides organizations with o direct ROI based upon data accuracy and labor efficiencies. While the overall cost of the project depends heavily on the hardware investment required, the typical payback period for implementing the Brazos Solution renges Gam 2 months to 12 months for most of our customers. Most agencies are able to realize these labor /cost savings by reallocoling resources to other mission critical projects. For example, using our electronic citations module, agencies realize the iollowing efficiencies: Reducing time spent by officers of each traffic stop - Speeding up traffic stops with octo•population tools not only increases ollicer and violator safety but also allows officers to be utilized for other calls /patrol duties. Accessing NCIC and Local Warrants - Providing this Information on the mobile device speeds up the overall traffic slop and frees dispatch /radio resources from providing !his information to the officers. Reallocating Human Resources - By allowing information to be captured electronically of the point of activity, fewer labor resources are needed for datu entry into the Court, Police RMS, or other back -end systems. Minimizing data entry errors - Capturing and validating data at the point of data entry reduces errors with both the original data capture as well as rc entry Into the court /RMS systems. These reduced errors decrease the dismissal rates. Increasing paperless processes - Reducing the need for paper duclicolos saves the agencies from signtifcont printing costs as well as the cost of historical storage of paper copies. Minimal IT Support Required Brazos Technology has focused on mobile data collection since 2000, and we incorporate many features that further onsure long term viability and relevance. One such feature is no change to your current IT Infrastructure Is required in order to implement our solution. We also provide full administrative functionchly to manage all users, devices, business rules, and fields with no Intervention from us. Whether you have a strong IT department or operate with a limited IT budget, Brazos Technology can provide you with complete support for any of our solutions. Trustworthy - Long Term Partner B.•czos Technology is committed to delivering woridcloss solutions and becoming a true partner with our customers. Our R &D team is constantly developing new functionality that is relevant and usable for your officers in order to i taxirnize your mobile investment. Our unparalleled Infrosliucture allows this solution to change wilt your agency without being 'nickeled and limed' via change order. Our goal is 100% customer reforunceabiliny, and we would be excited to add your agency's name to our list[ I] r: flexible. e n u fast. r r P.O. Box 10713 • College Station, TX 77842 Brazosi ftellfihaldqy ProM."e_s the most teehnicaliyj dgnced mobile electronic citotion�_solutiom an they market Today. _All of ouq soluttonsg are b-Wrt1 upon an exttgmely p,�orfJ architecture that providesa complete A,,-Tx lif fior our, customers wit, no, requi�,ed chongesi to existing IT infrostruc#ure. Instead, olf toff Leers hand wrrtmg; gtationsi and then, }Laving that' information; Fe, enteretl 'into th'e_. Cqurt and /off Police R /v1tS7 [ystems the officers enters the crfatoni informafiog ron7 on j' — electroriic d'ev1'c and, the citation morm;Ct a , is automatically u- ploaded `info wli'ateueq syst:em'fh6 Cagency/ defines. •- ti 9 0 979.690;. Z81 1 www.brazestech.cem • Reduces total cost of processing citations • Requires minimal IT support Ease of Operation Since all screens and ticket layouts are 100% tailored to each agency, your officers both recognize the fields end quickly adopt the technology. Many data entry options speed up the process of filling out the citation: • Interface with existing mobile query software INCIC returnsj • Read the 2D barcodes and mogstdpes on the back of the driver's license • Read the VINs and registration stickers • Pre4oad streets, offenses, and many other fields • Configure business rules to preveni saving a: printing incomplete citations • Automatically calculate tout I /arroignment dates Most Complete Solution Available The Brazos Solution is a fully functional electronic citation system that can connect to any existing system and can run on am/ device with a Microsoft operating system, such as MDCs, PDAs, or cell phones. This flexibility allows each agency to tailor the solution to maximize the value of on existing or new hardware or software investmant. Brazos Technology provides the back-end data collection and reporting capabilities in both hosted and locally installed models in order to accommodate the needs o! agencies of all sizes. The solution is built for growth and flexibility - it is not simply on electronic citation solution. It is In foci built on on enterprise platform from which you can manage all of your handheld mobile devices. You con change the look and feel of the screens, odd now users, add new devices, change the way the ticket printout looks, and much more - all from our web•based design and management platform. Outstanding Support Brazos Technology provides outstanding customer support before, during, and offer the purchase of our solutions for all of our customers. Our support will ensure your solution remains usable and viable for many years. Available Modules Minimal IT Support Required • Traffic Citations and Warnings Brazos Technology has focused on mobile dato collection since 2000, and wo incorporate many features into cur solution that further ensure long • Parking Citations and Warnings term viabiliy and relevance. One such feature is no change to your • Accident /Crash Reporting current IT inirestructure is fequired in order ;o implement our soluton. We also provide full odministrat!ve functionality to nonage all users, devices, • Towed Vehicle Reports business rules and fields wi!h no intervention from us. • Field Interviews Trustworthy - Long Term Partner • k9 Tracking Brazos Technology is committed to delivedrg world -cluss solutions and becoming a true partner with our customers. Our R &D team is constantly • Criminal Trespass Womings developing new functionality that is relevant end usable for your officers in • Daily Activity Reports oide: to maximize your mobile Investment. Our unparalleled infrastructure allows ibis solution to change with your • Code Enforcement agency without being 'nickeled and dieted• sio change orders. Our goal • ANmol Control is 100% customer referenceabliy, end we would be excited to odd your agencey s name to out list! • Custom Modules fie capture any data currently being collected via paper l '00 VA 0 I easy fQSt.- flexible, easy fast.. nolog, Brazos, Te��767yj q,roVides the most M-66ile -eIe- - R t6chnidajly—odvoncedr— T e ectrom .- q" citation solution on the, market, today. All of —our -solutions are bqIlltt upon`' cun, extrem4l, powerf1.ul, arc i 1fe­1d�ure ft ho f provides compl, -t 'ILflexibility t5'r.so—ur,i��-c-Vs-fo—rn6r.s with no-, require 'd f r changes to t-oTe—x�iEtiRg7lT infrastructure: I Instead of officers haftd-writingi citations an then having that, information re-entered, into the Court and/or Police, RMS systems,, the officer enters the citation information on anf electronic device, and the. citation, informpticifi is automatically, uploo. JiM 1--in a Wrhatdmer system the a en,c efin R.G. Box 14713 • College Station, TX 77842 . 0 o p 1:, V Q V V r P . . , . , ., ErR 1`r 979.690.2$11 wwwt.brerzettethx-o m l�braz ®s technology • Eliminates data entry into Court and Police RMS systems Most Complete Solution Available • Reduces tofai cost of processing citations • Requires minimal IT support Ease of Operation Since all screens and tickel layouts are 100% tailored to each agency, your officers both recognize the fields and quickly adopt the technology. Many data entry options speed up 16e process of filling out Ilse citation: • Interface with state DMV lists • Automatically records GPS and electronic chalk marks with vehicle VIN for pocking time eniorcemenl • Read the VINs and registration stickers • PreJood streets, offenses, and many other fields • Configure business roles to prevent saving or printing incomplete citations • Automatically calculate court /cuaignmeni dotes The Brazos Solution is a fully functional electronic nation system that can connect to any existing system and can run on any device with a Microsoft operating system, such as MDCs, PDAs, or cell phones. This flexibility ciloms each agency to tailor the solution to maximize the value of an existing or new hardware or soliware investment. Brazos Technology provides the bock -end data collection and reporting capabilities in both hosted and locally Installed models In order to accommodate The needs of agencies of all sizes. The solution is built for growth and Flexibility - it is not simply an electronic citation solution. It Is in fact built on an enterprise platform from which you cell menage all of your handheld mobile devices. You can change the look and feel of the screens, add new users, add new devices, change the way the ticket printout looks, and much more • all from out web�bosed deslon and management platform. Outstanding Support Brazos Technology provides outstanding customer support before, during, and after the purchase of our solutions for all of our customers. Our support will ensure your solution remains usable and viable for many years. Available Modules Minimal IT Support Required • Parking Citations and Warnings Brazos Technology has focused on mobile data collection since 2000, and we incorporate many features Into out solution Ihat further ensure long • Scofflaw Identification tarn viability end relevance. One such feature 's no change to your • Compliance Reporting current IT Infrastructure is, required in order to Implement our solulicn. We also provide full administrative iuncttortality to manage all users, devices, • Tow /Boo' Reports business ^4es and fields with no Intervention from us _ Cuslom Modules (to capture any data Trustworthy - Long Term Partner currently being collected vio paper( \ \- \V Brazos 'Technology is com;attled to delivering world-class solutions and becoming a true partner with our customers. Our R&D team is constantly develboing new functionality that is relevant and usable for your officers in order to maximize your mobile imesimenl. 1 Our unparalleled infrastructure allows this solution to change with your agency without being 'nickeled and dimed' vio change orders. Our goal is 100% customer reierenceablN, and we would be excited to add your agency's name to our list! FEATURES Industry- leading drop test, IP54 sealing and integrated antennas Lightweight yet rugged: built for year -round use in nearly any environment Powerful microprocessor designed for mobility: XScale PXA270 @ 624 MHz Desktop -like multimedia performance with lower power requirements Microsoft's latest operating system: windows Mobile 6.0 Increased interoperability with existing enterprise infrastructure: enhanced security features: more I "ble it . platform: improved mobile messaging collaboration SPECIFICATION SHEET Worldwide Enterprise Digital Assistant (EDA) The MC75: Setting a new standard for Enterprise Digital Assistants No matter what your workers need to get the job done, Motorola's MC75 Worldwide Enterprise Digital Assistant delivers all the features and functionality required to maximize workforce productivity in a rugged device with a minimum footprint... all at the right price. The MC75 re- defines the standard for EDA mobile computers with simultaneous voice, data and GPS services* as well as an unprecedented number of enterprise class features. Users enjoy a 3G world cell phone with push -to -talk (PTT), integrated GPS with superior sensitivity and tracking capabilities, 1 D and 2D bar code scanning, a high resolution color camera, 3G wireless WAN MIWAN), wireless LAN (WLAN), wireless PAN (WPAN) and IrDA connectivity — all in a single. device. When it comes to running business applications, the MC75 shines. The robust bandwidth of 3G combined with the latest mobile computing platform provides the maximum processing power required to handle virtually any business application — including voice and video. And the MC75 is extendable — a user accessible micloSD slot enables the addition of storage and new functionality to meet evolving business needs, From field sales, field service and fleet management to government applications such as public safety, first response and security screening, maximize the efficiency of your workforce with simultaneous anywhere,.. anytime mobile voice and data... with the MC75. Maximum value... and return on investment The 3G based MC75 allows enterprises to standardize on one device for global deployments, reducing the complexity, support requirements and the cost of mobility solutions. By providing a single platform for worldvvide voice and data services, the MC75 eliminates the need for multiple operating systems, multiple service providers and multiple devices. In addition, the multi- function MC75 eliminates the need to purchase and manage multiple devices per person — for example, a mobile computer and a cell phone. The reduction in capital and operational costs combines with increased workforce productivity to deliver maximum value on your investment. 3G WWAN: HSDPA and CDMA -EVDO Rev A broadband connectivity over the cellular network High performance wireless broadband voice and data anywhere in the world • Connection to most carriers in the world with one platform • Best in class cellular broadband throughput with up to 3 Mbps download • Integrated voice and data services: allows workers to conduct a phone call while maintaining a data connection (where supported by carrier) • Optimum operating cost and future proofed device WLAN; 8e2.11a /b /g tri -mode radio; comprehensive VOIP support Cost - effective voice and data connectivity in the c "Gee cnd ! v sirotu An industry first: mull. mode data capture via • bar code scanner plus • color camera Ability to capture high quality pictures, documents and signatures as well as 1 D and 2D barcodes in a single device improves workforce automation, increases productivity and reduces data errors 2 megapixel auto -focus flash - enabled color camera designed to meet the needs of enterprise class applications • Autofocus provides superior image quality and provides greater appl. *.vnt,i fklnbi.y — including document capture • ! •ar m'tafthle enables workers to activate or de- activate the 'ash a•: rer+d -a • In bar code reading mode, the screen reticule provides an aiming aid to om," 0cctduro fitmqu,,e capture of bar codes • Preserves application investment: Bar code scanning applications that utilize the laser scanner or imager on other Motorola mobile computers require little if any changes, reducing application development costs and enabling rapid deployment Setting the standard for rugged EDA design Whether your workers are in a truck, in a customer facility or out on the street, you can count on the MC75 to deliver the maximum uptime you need to protect worker productivity and achieve a low total cost of ownership (TCO). Designed for all day every day use inside and outside the enterprise, the MC75 offers an array of features that set the bar for rugged design of EDA -class devices. Motorola's drop test is performed over the entire operating temperature range, ensuring dependable operation whether drops occur at room temperature or in extreme cold or heat — even on concrete. And the unit is sealed to ensure reliable operation, even when exposed to dust, rain, snow and spills. Maximum voice quality and functionality Designed from the ground up to support voice as well as data, the MC75 offers a superior voice experience. Functionality includes full duplex voice, push -to -talk (PTT) and voice dialing over the wireless WAN (WWAN) and WLAN, enabling one - to -one calls as well as walkie - talkie style instant communications. The device is voice- recognition ready, able to support advanced voice applications. And headset, handset and speakerphone modes provide workers with the convenience and flexibility to meet the needs of the job ... and the moment. Maximum wireless functionality: WWAN, WLAN, WPAN and IrDA The MC75 offers your workers the convenience of comprehensive wireless connectivity — no need for any wires, anywhere, anytime. Support for 3G provides high - performance mobile voice and data services outside the four walls virtually anywhere in the world. Support for 802.11 a /b /g provides a seamless wireless LAN connection, delivering a cost - effective voice and data connection inside the four walls and in hot spots. Wireless PAN connectivity provides a convenient wire -free connection to peripherals, such as Bluetooth0 headsets and printers. And IrDA provides an additional means of wireless communications with mobile and desktop computers as well as other legacy business equipment. Robust locationing with best -in- class GPS functionality Chosen for its superior sensitivity and tracking capabilities, the high performance SiRFstarlll GSC3f /LP chipset enables a multitude of real -time location based applications, from directions for drivers to real -time fleet location for dispatchers. The chipset delivers expanded coverage for GPS applications by enabling the rapid and highly accurate capture of signals in some of the most challenging environments, including urban canyons and areas where foliage is very dense. And the low -power chipset delivers top- notch accuracy with minimal power requirements, conserving battery power to help provide end -users with location -based services. Maximum advanced data capture capabilities With the MC75 in hand, workers have the functionality needed to automate, enrich and error proof data collection. Choose between a 1 D laser scanner or 2D bar code imager to enable the rapid and intuitive capture of the types of bar codes in use throughout your enterprise. And a 2 megapixel auto - focus color camera with flash can not only capture high quality pictures — for example, to document proof of condition for a damaged shipment or a broken piece of equipment, or a signature on a document — but can also decode 1 D and 2D bar codes as well. As a result, paper forms can be eliminated and business processes streamlined, improving productivity and throughput throughout the enterprise. The Motorola advantage When you choose the Motorola MC75, you enjoy the advantages of a world -class partner channel, world -class management solutions and world -class services. Our award - winning partner ecosystem offers a best -in- class, broad set of ready -to -go and custom applications for the MC75, minimizing deployment time and cost. Compatibility with Motorola's Mobility Software Suite offers extraordinary centralized control over your MC75 devices, including remote staging, provisioning, monitoring and troubleshooting of devices, the ability to secure data on the devices and much more. To help keep your MC75 up and running at peak performance, Motorola offers Service from the Start with Comprehensive Coverage. This unique service includes normal wear and tear, as well as coverage for internal and external components damaged through accidental breakage at no additional charge — significantly reducing your unforeseen repair expenses. And options such as Commissioning Service and Express Shipping help to further minimize downtime in the unlikely event your device requires repair. For more information on how the MC75 can improve your operational efficiency, please visit us on the web at www.motorola.com /MC75 or access our global contact directory at www.motorola.com/enterprise/contactus " Note: Simultaneous delivery of mobile voice, data and GPS services is carrier dependent. The GSM / HSDPA cellular network supports all three services simultaneously. The CDMA/EVDO Rev. A network enables the simultaneous delivery of GPS and either voice or data. 75 Specifications WPAN: Bluetooth® v2.0 Wireless connectivity to modems, printers, headsets Physical Characteristics Wireless WAN Data and Voice Communications and more: v2.0 provides additional throughput (up Dimensions: 6 in. L x 3.3 in. W x 1.7 in D WWAN Radio: GSM: 36 HSDPA; CDMA: EVDO Bev A to 2;1 Mops), improved 15.24 cm L x 8.4 cm W x 4.4 cm GPS: Integrated Assisted -GPS IA -GPS) e'acurty and <ufUwmv;rxefdet. Weight (including Standard 1.5X battery: 14.9 oz./422 g WLAN Radio: Tri -mode IEEE° 802.11a /b /g for expanded connectivity to more device types standard battery): Extended Capacity 2.5X battery: 15.7 oz. /446 g Display: ec[ive color 15" full VGA with backlight, Data Bates Supported: 1, 2, 5.5, 6, 9, 11, 12,18, 24, 36, 48 and 54 Mbps SiRFstarlll GSC3ef1 640.x 480 640 0 Operating Channels: Chan 8- 165 (5040— 5825 MHz( LP GPS chipset Chan 1 -13 (2412 -2472 MHz) Assisted and autonomous Touch Panel: Glass analog resistive (ouch Chan 14 (2484 MHz) Japan only GPS support for robust Backlight: LED backlight Actual operating channels /frequencies depend on location -based applications; regulatory rules and certification agency SUPL 1.0 compliant; high Main Battery: flechargeable lithium ton 3.7V, 3600_A Imatt Battery performance,power- Ext. Cap. Battery: Optional 3.7V, 4800 mAh Smart Battery Security: WPA2, WEP (40or128bit),TKIP,TLS,TFLS(MS -CHAP), of,cont Ixmcessw:,umMo TFLS (MS- CHAPv2L TR.S(CHAP), TFLS -MD5. TTLS -PAP, of acquiring and maintaining Backup Battery: Ni -MH battery (rechargeable) ISmAh 2.4V PEAP -TLS, PEAR (MS -CHAP v2), AES, LEAP a signal lock in areas where (not user - accessible) Spreading Technique: Direct Sequence Spread Spectrum (DSSS) and signals are typically weak, Expansion Slot: micmSD. slot (maximum 2 GB) Orthogonal Frequency Division Multiplexing (OFDM) expanding the coverage area for GPS applications; Network Connections: Ethernet (via cradle): full -speed USB, host or client Antenna: Internal for LAN, External for WAN falter from to lust h. Notification: Vibrator and LED Voice Communication: Integrated Voice- over -11' ready(P2P. PBX, PTT), .TFF „fie,wdiyb +olmraw Keypad Options: 26 -key Numeric: 44 -key OWERTY, 44 -key AZERTY, WkFi” certified, IEEE 802.1la/b/g direct sequence in either standalone or assisted GPS eGPS) mode 44 -key OWERTZ wireless LAN (carrier dependent) for Audio: Speaker, receiver, microphone, headset jack, software Wireless PAN Data and Voice Communications taster and more accurate support tar full duplex record and playback (stereo) Bluetooth: Class 11, v 2.0; on -board chip antenna positioning — especially in challenging areas Performance Characteristics Data Capture Specifications CPU: XScale" PXA270624 MHz processor Options: Four configurations available: ID laser scanner: IEEE 1725 compliance for Operating System: m m Microsoft Windows Mobile 6.0 20 imager; 10 laser scanner and camera; the entire MC75 system — including all models, 2D imager and camera all batteries and all Memory: 128MB RAM; 256MB Flash Color Camera power- related accessories Interface: RS -232, USB 1.1 Resolution: 2 megapixel (such as cradles and User Environment charging cables) Illumination: User controllable flash Mitigates battery system Operating Temperature: 14° F to 122° F / -10° C to 50° C failure, bringing a new level Storage Temperature; -40° F m 140° F /-40° C to 60° C -(w /o battery) Lens: Auto focus reliability and quality to 1D Laser Scanner (SE950) the the entire MC75 system Humidity: 95% non - condensing Range on 100%UPCA: 24 in. /60 cm Drop Specification: 5 ft. drop to concrete. 2 drops per 6 sides at 728M6 RAM /256MB Flash ambient temperature 73° F/23° C: Resolution: 4 Mil minimum element width Provides memory space 4 ft. drop to concrete, 6 drops per 6 sides over Roll: 05° from vertical required to enable robust performance for database operating temperature range Pitch Angle: ±65 °ban normal applications Tumble Specification: 1,000 1.6 ft. /.5 in tumbles (2.000 drops) Skew Tolerance: s 50° from normal Sealing: IP54 User accessible Ambient Light Immunity: 10,000 h. candles /107,640lux microSD card slot IrDA: Integrated Scan Rate: 1041 + / -12) scans /sec (bi- directional) Provides additional memory Clack: Integrated real time clock Scan Angle: 47 ° ±3° default and expandable functionality Light Immunity: Readability: Incandescent —450 ft. candles: 35 043 °reduced High quality speaker, Sunlight -8000 ft. candles; Fluorescent 450 h. candles 2D Imager Engine (SE4400) microphone and receiver Electrostatic ±15kV air discharge, m8kV direct discharge Optical Resolution: 640 H x 480 V pixels (gray scale) Superior voice quality and performance Discharge (ESD): Battery Performance Roll: 360° Multiple voice modes: Pitch Angle: ±60 °from normal handset, headset and Standby ime: y 150 hours speakerphone Talk time 5 hours Skew Tolerance: t 50° from normal Flexibility to use the fight V 0 Ambient Light: Total darkness to 9,000 ft. candles /95,900lux mode at the right time User profiles: Outdoor WAN +GPS, 15min /hour voice communication, 10kB transmission every 10 min, and GPS on all flange on 100% UPCA: 16 in. /40 can 3.5 inch color high time, B hours of operation. Aiming Element IVLD): 650 nm *_ 5 not definition VGA display Outdoor Voice, l5min /hour voice communication, 1640 x 480) 8 hours of operation, and 75 hours standby time. Illumination Element(LEO): 635 am ±20not Easy to view in any lighting; Note: Performance metrics above were measured with Battery reserve option Field of View: Horizontal: 32.2°; Vertical: 24.5° supports display of high set the highest (72 hours) resolution images including Continued on back video and maps 7 SPECIFICATION SHEET MC75 Worldwide Enterprise Digital Assistant IEDA) Backwards compatible Peripherals and Accessories' with MG70 accessories Provides investment Communication and Serial and USB v1.1 charging cables, printer cables, protection for existing Charging Cables: vehicle charging cable ,power /charging. cable investments Battery Chargers: 4 -slat battery charger (IX, 1.5X, 2X and 2.5X). Mobility Platform universal battery charger Irequires adapters for Architecture (MPA) 1.5 1X, 1.5X, 2X and 2.5X capacity batteries) Enables easy and cost- Vertical - specific Snap -on magnetic stripe reader, payment snap -on effective porting of attachments: (Debit and Credit), rigid case applications from other Motorola mobile computers Electrical Safety: Certified to UL / cUL 60950.1, IEC / EN60950.1 EMI /RFI: USA: FCC Pan 15: Canada: ICES 003 Class B; Multiple keyboard options: Europe: EN55022 Class B. EN 55024, EN60601 -1.2; numeric, QWERTX Australia: AS /NZS CISPRA 22 QWERTZ and AZERTY Flexibility to meet diverse Far countries outside USA, Canada, European Economic Area, Japan or user and application needs Australia consult your local Motorola representative 'For a complete list of MC75 Peripherals and Accessories, please visit Internal WWAN www.motorolaxina c75 diversity antenna Better signal reception, more Regulatory dependable connection Electrical Safety; Certified to UL /cUL 60950 -1, IEC / EN60950.1 Comprehensive Environmental: RolS- compliant accessory suite WLAN and Bluelooth: USA: FCC Part 15.247,15.407 The MC75 re -uses and Canada:RSS -210 expands the comprehensive EU: EN 300328, EN 301 893 MC70 accessories offering Japan: ARIB STD -T33, ARIB STD -T65, ARIB STO -T71 hDA Australia: AS /NZS 4268 Wireless connectivity to legacy printers and other business equipment ® MOTOROLA motorola.com Quad Band GSM/ Global:3GPP TS 51.010, 3GPP TS 34.121, EDGE, plus Tri -hand .3GPP TS 34.123 GCF approved module HSDPA: USA: FCC Part 22, Part 24 Canada: RSS -132, RSS -133 EU: EN301 511. EN301 908 Australia: AS /ACIF S 024, AS TS )DI COMA -EVDO Rev. A: Verieon /Sprint /AIITal /Bell Mobility /telus For latest information, contact your local Motorola representative RF Exposure: USA: FCC Part 2, FCC BET Bulletin 65 Supplement C Canada: ASS -102 EU: EN 50360 Australia: Ra flocommunications Standard 2003 EMI /RFI: North America: FCC Part 15, Class 8 Canada: ICES 003 Class B EU; EN55022 Class B, EN 301489-1, EN 301 489 -7, EN 301489 -17, EN 301 489 -19, EN 301489-24, EN 60601 -1 -2 Australia: AS /NZS CISPRA -22 Laser Safety: IEC Class2 /F0A Class II in accordance with IEC60825- 1/EN60825 -1 For countries outside USA, Canada, European Economic Area, Japan or Australia consult your local Motorola representative Warranty The MC75is warranted against defects in workmanship and materials for a period of 12 months from date of shipment, provided that the product remains unmodified and is operated under normal and proper conditions. Part number SS -MC75. Printed in USA 06108. MOTOROLA and the Stytiaed M Logo and Symbol and the Symbol Logo are registered in the US Patent & Trademark Office. All other product or service names are the property of their respective owners. 02008 Motorola, Inc. All rights reserved. For cyetem, product or services availability and specific information within your country. Please contact your local Motorola office or Business Partner. Specifications are subject to change without notice. 1 0 Resilient and lightweight, these IP54- certified printers can withstand the harsh demands of a number of route accounting and field service pfinling applications, including: • Invoices • Delivery receipts • Service estimates • Sales orders • Inventory management • Mobile point -of -sale • DEX* DE{ cummunlca: ion for Dirwa Store Delivery IV.S. only) Wireless Printers Add Versatility to Printing Tasks on the Open Road Designed for the Road Warrior, the Zebra RW series of mobile printers are ideal for printing delivery receipts and invoices on the go. The modular design allows users to choose among wireless options, card readers, and integral accessories such as vehicle mounts for simplified route printing. Easy- access vehicle mounting cradles and charging options as well as user - intuitive interfaces and angled displays enhance the convenience and simplicity of mobile printing. Rough and Ready Durability for Reliable Printing Uniquely designed for harsh outdoor environments, RW series mobile printers endure extreme temperatures and weather conditions. Bounce it in the truck, carry it in the rain, drop it to the pavement, and expect the same performance day in and day out. jo- Meet the RW series! The RW series: rugged enough for the Road Warrior. With the most feature -rich offering of any mobile printer in the market: ► Rugged and Easy to Use Printer • IP54 certified for resistance to windblown water and dust • Damage - resistant to multiple drops of 'up to 6 feet to concrete • Weight of 1 1/2 to 2 pounds for effortless mobility • Resistant to extreme hot and cold temperatures jli� Ergonomically Designed to Fit Com'4ortably on the Hip • .Single push -button media access . for simple re- loading Angled LCD for easy viewing of printer status comes standard ► Smart and Sophisticated Operation • Print using the same commands as your Zebra tabletop or desktop printers with common language support. • Secure customer and proprietary data being sent to the printer with native security support for protocols such as WPA/WPA2, VPN, and Kerberos. • Quickly and easily print complex labels, symbologies and graphics thanks to the RW series' fast processor and large memory. The user - friendly 2 -inch RW 220 simplifies printing tasks for the mobile workforce with intuitive interfaces, rugged construction, and reliable printing. MAXIMUM PRINT AREA Width: 2.20756 mm Length: Continuous RESOLUTION 203 dpi/8 dots per mm MAXIMUM PRINT SPEED 3776.2 mm per second maximum PHYSICAL CHARACTERISTICS (Base Version) Width: 4.4'/112 mm Depth: 2.9774 mm Height: 6.8'/173 mm Weight: 1.45 lbs. /658 g (Card Reader Version) Width: 4.4'/112 mm Depth: 3.2181.2 mm Height: 6.8'1173 mm Weight: 1.55 Ibs.nO3 g MEDIA SPECIFICATIONS Media width: 1•/25 mm to 2.37/60 mm Neither wind, nor rain, nor harsh temperatures can keep the RW 420 from delivering high - quality 4 -inch receipts and tickets. MAXIMUM PRINT AREA Width: 4:091104 mm Length: Continuous RESOLUTION 203 dpi /8 dots per mm MAXIMUM PRINT SPEED 3 "n6.2 mm per second maximum PHYSICAL CHARACTERISTICS (Base Version) Width: 6.3" /160 mm Depth: 3.0 °f76 mm Height: 6.9 7/175 mm Weight: 2.00 lbs./ 907 g (Card Reader Version) Width: 6.31160 mm Depth: 3.1779 mm Height: 6.9'/175 mm Weight: 2.15 lbs./ 975 g MEDIA SPECIFICATIONS Media width: 2751 mm to 4.12 7105 mm For More Information Contact your Zehm representative for additional printer specifications. For information on Zeb:a's other printer, supplies, sofnva:o, and aceessmies, ask your ;eseller. call =1 800 423 04,1.2, or visit our Wab Site www.zebra,com, L°Ja000�oQ6o© Qpi�tlGco4�o!a© ROUTE ACCOUNTING /FIELD SERVICE Vehicle Cradles Lithium -Ion Chargers ?. Delivery Verification Slips _ Use a RW series printer at the ' point of transaction to print delivery receipt that confirms the actual quantifies that rred transferred possession. - .lI Invoices. RW 420 cradle: Intuitive, push- Fast Charger: Charges a single button release cradle for convenient Zebra Li -Ion battery at a time in Take days off your billing, cycle! .Using mobile storage and charging of the printer approximately 2 -5 hours. computers and printers to issue invoices at the while in a vehicle. Fanfold media can Quad Charger. Charges up to 4 time of delivery accelerates the payment process, be fed through the base of the Zebra Li -Ion batteries at a time in eliminating the need for manual data entry and cradle to extend the media capacity of approximately 2 -5 hours. billing in the office. the printer. OCIOC vehicle charger with Service Estimates cigarette lighter adapter: Plug the Offer customers documented 1 +-' printer into your vehicle's cigarette --° information regarding lighter adapter for convenient e estimate that was quoted. d. This . charging on the go. estimate is entered into the =. Lithium -Ion Batteries system in real time and can be -±±� easily accessed when the customer calls in using the RW 220 cradle: Grab your printer and go! Store your compact printer con- yr ^ ,r``�,, O• contact information and estimate �- - number that is indicated on the printout. veniently in the vehicle and release it instantly to take to the RETAIL customer with a push of a lever. Mobile Paint of SalelQueue Busting Flexible Ram Mounting kits are also Watch sales . and satisfaction improve when you Lithium -ion (Li -Ion) cells represent available for mounting the cradles in offer mobile .. point -of -Sale service for fine- Or queue - convenient orientations. the latest in mobile battery busting, featuring Zebra printers with integrated technology. They offer higher power - card readers and wireless network connectivity. Cases to- volume and power -to- weight than their nickel metal hydride and nickel TRANSPORTATION cadmium counterparts. Order spare Ticketing /Passenger Information ' Li -Ion batteries for your RW series printer to guarantee you'll always be Print tickets or passenger information charged up and ready to go! aboard buses, trains, or boats for an efficient way of reducing lines and increasing customer Mobile Media satisfaction. PUBLIC SAFETY/ LAW ENFORCEMENT Add dust and rain protection to your RW series mobile printer with Citations ronmental case. By adding an extra ° �C'r°S Improve safety, enforceability, layer of protection, your printer will be ,�^ and efficiency with electronic well prepared for the citation systems that are easy to harshest conditions. use and tough to beat. Zebra provides both in -stock and custom -made solutions for all appli- cations. including more than 1.000 combinations of high - quality and reliable labels, tags, and receipts. All products are designed and tested on Zebra products to ensure optimum print quality. Paper with watermarks, custom logos, and W- resistant coatings are all available for customized and attractive printouts. With tiptionai magnetic stripe and - EMV "-- certified smart card readers; the RW 220 or AW 420 can' simplify; transacti6' .processing in real "time., ° l� PRINT CHARACTERISTICS Print method: Direct thermal Resolution: 203 dpii8 dols per mm Maafntunr prim speed: 3776.2 min pill second MEMORY 4 MB Flash, 6 MB DRAM PHYSICAL. CHARACTERISTICS Consouction: Impect-modifled polycarbooale. abrasion- resistant rubber overmold Drop. specification: 6400t muhiple.8mps to comcteie LCD: Ergonomic. angled display for beite; V;D.wing Stmiu ;olio( RS. 232 sedat irrodace Fanfold slot for accepting extornal media (RVJ 420 only) Sell- cemming media holders iP54.conified STANDARD FEATURES Rugged destgn 4 -bucon angled LCD (standard) Standaid•serial and USB imwfaces Advanced 32 -I3is archilecture for high -speed processing Small battery management SpeuSCatior5 suhlect to charya .va,out nddea. 34007 Zln Corp ZeinaUnt., Zetirap eclin t, Z6b.3Nal, ERL. anti as reodact names and nvrnba,s are Zebra trademarks, and Zebre .3n0 ZPL are registered nademarkb Of eH Cold Nl righis n*vlEJ. ENIV is a lademart. at EMVCC. U.C. Nuermel I'sa regrs:ared rradenlart of aluourotb SIG. Ind. V,'ave6nk Avalanche is o ieg,3nved trademark of WS :otntk Corporation. Mo:omlo and Svmt;cl nro bae vna,U of M.W,ola, Ira_ regisrtuxi in ;he Us. Parente Trademark Office. CG Inlontnate and UFST are nadena nks et Mogotype Imaging, Inc and may be registered in cenain jnib'dic. Iliac, All other IraderWrks are,, Ole IAOp9ny of lhnll leapecave mvnors OPERATING CHARACTERISTICS Environment Meets IP54 certification Operating Temp. -40 F / -20° C to 131° F/55° C Storage/Environ. -220 F / -30° C to 149° F/65° C Operating Humidity 10 -90% non - condensing Storage Humidity 10.90 %. non - condensing Electrical Standard 4.0 Ah, 7AV battery (RW 420) Standard 2.0 Ah, 7.4V battery (RW 220) External charging options (vehicle and AC) Shock - mounted internal components Selectable baud rate: 9600 to 115.2 Kbps XonMoff or hardware flow control (RTS /CTS) USB 2.0 full speed support, 12 Mbits /second Regulatory FCC Part 15 Class B. VCCI Class B, NOMMYCE CE compliance (Class 8), C -lick, CSA ZEBRALINKr" SOLUTIONS Software ZebraOesigner" Pro ZebraNet" Bridge Enterprise Zebra Universal Driver Label Vista Auto - detect firmware load Smart battery management (monitors battery for longer life and performance) Wavelink Avalanche' support Motorola MSP support Networking and Connectivity Bluetooth^ v. 1.2 602.11 b Motorola's Symbol' Compact Flash Zebra Value Radio 802.11 b/g Zebra Value Radio Native wireless security support: VPN, WPA`WPA2. WEP, Kerberos. WPA -PSK, EAP-TLS. EAP -TTLS. EARFAST, LEAP, PEAP. 802.11 i RW 420 can be configured with dual radios (Bluetooth and WLAN) Firmware Native CPCL with ZPL'. EPL and XML support (standard) MEDIA CHARACTERISTICS Max. Roll Size (O.D.): 2.25'157 mm Max. Media Width (RW 420): 4.12'/105 mm Max. Media Width (RW 220): 2.37160 mm I.D. core: .75119 mm or 1.38734.9 mm Thickness: 0021.05 mm to .0063 ° /.16 mm Media Types: direct thermal lags or receipt paper, synthetic media. UV coated media. limited label support For optimum print quality and printer performance, use Genuine Zebra Supplies. FONTS /GRAPHICS /SYMBOLOGIES Fonts and Character Sets Standard fonts': 25 bitmapped, 1 smooth, scalable (CG Triumvirate" Bold Condensed) Optional fonts: downloadable bitmapped and scalable fonts International character sets (optional): Chinese 16 x 16 (trad), 16 x 16 (simplified). 24 x 24 (simplified); Japanese 16 x 16. 24 x 24. Hebrew /Arabic Graphic Features Supports user - defined fonts and graphics_ including custom logos Bar Code Symbologies Linear Bar Codes: Code 39, Code 93. UCC /EAN- 128, EAN -14, Code 126, UPC -A. UPC -E, EAN -8, EAN -13, EAN -14, UPC and EAN 2 -of -5 digital extensions, Plessey. FIM Postnet. Interleaved 2 -of -5, MSI, Codabar 2- Dimensional: PDF417, Data Matrix, MaxiCode, RSS. Composite Symbology, OR 'Contains UFST from Monotype Imaging, Inc. OPTIONS AND ACCESSORIES Magnetic stripe reader and EMVicertified smart card reader Lithium Ion Fast AC Charger Lithium Ion Quad Charger Cigarette lighter charger (for in- vehicle charging) Vehicle cradle for docking and charging Ram Mount Kit Shoulder Strap/Hand Strap Environmental Soft Case Fanfold media support (RW 420 only) XML Support Applications and Documentation utility CD HEADQUARTERS Zebra Technologies International, LLC T: +1 847 793 2600 or +1 800 423 0442 F: +1 847 913 8766 �jA� rnn U� ¢e som ADDRESS: 333 Corporate Woods Parkway. Vernon Hills, IL 60061 -3109 U.S.A. wE9: www.zebra.com 0q0� A OTHER LOCATIONS USA: California, Rhode Island, Texas, Wisconsin EUROPE: France. Germany, Italy, Netherlands, Poland. All) Tlei oy;iln,6_d�; -, Spain, Sweden, United Kingdom ASIA - PACIFIC: Australia, China, Japan, Singapore, South Korea Gve: es415r4n. m LATIN AMERICA: Florida (USA), Mexico AFRICA /MIDDLE EAST: India, Russia. South Africa.. United Arab Emirates L40oB ZIH Cl.p P 11,,l nus n. p 13E7IL He, 7 r HPl IOM Dell PowerEdge 2950 III Server Specifications Quad Core Intel@) XeonO L5320, 2x4MB Cache, 1.86GHz, 1066MHz FSB, Windows Server@) 2003 R2, Standard Edition with SP2, Includes 5 CALs Backplane Quad Core Intel@ XeonO L5320, 2x4MB PowerEdge 2950 III Cache, 1.86GHz, 1066MHz FSB Operating System Windows Server© 2003 R2, Standard Edition with SP2, Includes 5 CALs Additional Processor Quad Core Inte10 XeonO L5320, 2x4MB Hard Drive Configuration Cache, 1.86GHz, 1066MHz FSB Memory 2GB 667MHz (4x512h113), Single Ranked DIMMs TCP /IP Offload Engine Enablement Broadcom TCP /IP Offload Engine Not Enabled Riser Card Riser with 2 PCI -X Slots (3 Volts )and 1 PCIe Slot Installation Services 73GB 10K RPM Serial -Attach SCSI 3Gbps 2.5 -in Primary Hard Drive HotPlug Hard Drive Primary Controller Free! PERC61 SAS RAID Controller, 2x4 Connectors.PCle, x8 Back Floppy Drive No Floppy Drive with Filler Panel Mouse No Mouse Option Backplane Dual Embedded BroadcomO NetXtreme 11 5708 Network Adapter Electronic Documentation and OpenManage CD Kit 2nd Hard Drive Gigabit Ethernet NIC PowerVault 1007, DAT72 Tape Backup, 36/72GB, Removable Disk and Tape Drives Symantec Backup Exec vlld Multi -Server Suite Hard Drive Configuration wiController, Internal CD /DVD Drive 8X DVD -ROM Bezel Rack Bezel Backplane 1x8 Backplane for 2.5 -inch Hard Drives Documentation Electronic Documentation and OpenManage CD Kit 2nd Hard Drive 73GB 10K RPM Serial -Attach SCSI 3Gbps 2.5 -in HotPlug Hard Drive Tape Backup Software Symantec Backup Exec vlld Multi -Server Suite Hard Drive Configuration Integrated SAS /SATA RAID 5, PERC 61i Integrated Chassis Configuration No Rack Rails Included Hardware Support Services 3Yr BASIC SUPPORT: 5x10 HW -Only, 5x10 NBD Onsite Installation Services No Installation Assessment Power Supply Redundant Power Supply with Y -Cord MS SQL Server Microsoft0 SQL Server"' 2005 Standard (2 Socket),OEM,NFI 3rd Hard Drive 73GB 10K RPM Serial -Attach SCSI 3Gbps 2.5 -in HotPlug Hard Drive Media for Removable Disk (RD1000) and DAT72. Tape media cartridge. 36172GB, 5PK Tape Backup Uninterrupted Power Supply 1500VA UPS 120 Volt, Battery Backup & Protection ,2U Rack Mount FEATURES Sleek yet rugged pocket -sized lightweight form factor Built for year round use in nearly any environment, with IP54 sealing and the ability to survive a 4 ft. /1.2 on drop to concrete 35 inch color high darmiflon QVGA display (320 x 240) Easy to view in virtually any lighting Drop,Tumble and Sealing Meets and exceeds applicable Mll-STD and IEC specs for drop, tumble and sealing Magnetic Stripe Reader (MSR) Available with MSR that reeds up to three tracks of data from credit or loyalty cards. Can be used to meet worldwide opportunities for credit transactions only. SPECIFICATION SHEET Motorola MC55 Enterprise Digital Assistant (EDA) A new level of flexibility and functionality for managers and task workers True pocket -sized rugged handheld computer with advanced voice and data The Motorola MC55 brings a new level of functionality and flexibility to pocket -sized mobile devices. As the smallest and lightest Motorola rugged EDA; the MC55 packs the power of a cell phone, bar code scanner, camera, walkie talkie and mobile computer into a robust business class device with true consumer styling and ergonomics — and is designed to meet mobile worker, business application and IT requirements. This highly flexible product family provides mobile workers both inside the enterprise campus and out in the field with voice and data services needed to streamline tasks, increase productivity as well as improve customer response times — and customer service levels. A broad array of accessories enables easy customization of the MC55 to meet the unique needs of your business applications. And with enterprise durability, manageability, security and scalability, Motorola's MC55 easily meets the most demanding IT policies and mandates. One family of devices for different workers... and different tasks... in different environments This single device is available in primary variants and many configurations to best meet the requirements for a. diverse set of mobile workers. Designed for workers inside the four walls, the MC5590 offers wireless LAN (WLAN) and Bluetooth connectivity for modems and printers — ideal for healthcare workers in a hospital, retail managers, retail mobile point of sale and more. The MC5574 is designed for workers outside your four walls — including field service, government and public safety workers. Microsoft's Windows Mobile 6.1 operating system: Increased interoperability with existing enterprise infrastructure; enhanced security features; more 'i0, late deveicanwn; platform; improved mobile messaging collaboration 2.5G WWAN: GSM/ GPRS /EDGE broadband connectivity over the cellular network High performance wireless broadband with the world's broadest voice and data footprint for workers outside the four walls 802.11a/b/g WLAN connectivity with flexible VolP (VoWLAN) support (MC5590 only; MC5574: 802.11b/g) Cost - effective voice and data connectivity in the ^::ihce and hot spats WPAN: Bluetoothm v2.0 Enhanced Data Rate (EDR) Wireless connectivity to modems, printers, headsets and more; v2.0 provides additional throughput. improved security and addnonal proNes'ta expanded connectivity to more device types SiRFstadll GSC3ef /LP GPS chipset (MC5574 only) Assisted and autonomous GPS suppon for robust location -based applications; SUPL 1.0 compliant; high performance, power - urflnen; Mocesz , C. pcwo of acquiring and maintaining a signal lock in areas where signals are typically weak, expanding the coverage area for GPS applications; fasrcr nice to r.w.5> ITT'C: its,. ni:. to or!c,o•o in either standalone or assisted GPS (aGPS) mode (carrier dependent) for faster positioning, especially in challenging areas The MC5574 offers WWAN, WLAN and Bluetooth connectivity that meets the needs of workers who spend time inside the four walls as well as out in the field. In addition, a multitude of configurations for each model allows enterprises to purchase the right feature set for different types of workers instead of all features for all workers, reducing capital expenditures and the overall cost of your mobility solution. Choose the data capture options you need Automate, enrich and error proof data collection in various areas of your business with a full suite of highly advanced data capture options, providing the flexibility to match the right options to the right workers. For workers who only need bar code scanning, choose a 1 D laser scanner for environments that utilize only 1 D bar codes or a 2D imager to enable the capture of 1 D and 2D bar codes. For workers who need to capture images as well as bar codes, a 2 megapixel autofocus high resolution color camera with either a 1 D laser scanner or 2D imager allows the easy capture of bar codes and signatures as well as photographs for proof of condition and more. Maximum voice quality... and functionality Designed from the ground up to support voice as well as data, the Motorola MC55 offers a superior voice experience. Functionality includes full duplex voice, push - to-talk (PTT) over the WWAN and WLAN, enabling one -to -one calls as well as walkie- talkie style instant communications. Additionally, Bluetooth headset, handset and speakerphone modes provide workers with the convenience and flexibility to meet the needs of the job ... and the moment. Robust locationing with best -in -class GPS Chosen for its superior sensitivity and tracking capabilities, the integrated high performance SiRFstarlll GSC3f /LP chipset enables a multitude of real -time location based applications, from directions for drivers to real -time fleet location for dispatchers. The chipset delivers expanded coverage for GPS applications by enabling the rapid and highly accurate capture of signals in some of the most challenging environments, including urban canyons and areas where foliage is very dense. And the low -power chipset delivers top -notch accuracy with minimal power requirements, conserving battery power to help provide end -users with location -based services. Easily customize to meet your specific application requirements A complete line of accessories enables you to tailor the MC55 to best meet the needs of your applications and your mobile workers. A broad range of keypads ensures easy operation for a wide variety of applications — choose numeric keypads for workers who primarily utilize the MC55 as a smart phone and for very simple data entry, while an array of alphanumeric keypads enables easy entry of more sophisticated data. Magnetic stripe readers provide on the spot split second processing of credit and loyalty cards — ideal in retail as well as field service and sales operations. And IEEE 1725 compliance for the MC55 line of accessories brings a new level of reliability and safety to the entire MC55 system. Enterprise durability, manageability, security and scalability When it comes to meeting enterprise IT criteria, the Motorola MC55 shines. The sleek consumer - styled device delivers true enterprise class durability. The MC55 Accessory Family: A wide variety of accessories allows you to easily customize the Motorola MC55 to best meet the needs of your applications and your workers —from 4 -slot and single slot cradles to battery chargers and more. Motorola's industry - leading drop and tumble testing combines with IP54 sealing to ensure reliable operation in spite of the inevitable drops, bumps and exposure to the elements. Compatibility with Motorola's Mobility Software Suite provides extraordinary centralized control of all your MC55 devices, offering remote staging, provisioning, monitoring and troubleshooting of devices, the ability to secure data on the devices as well as during transmission and much more. Support for the latest in wireless security standards provides maximum security for your wireless devices as well as your wireless and wired networks. And you can easily add devices as your workforce expands or to mobilize applications in other areas of your business, providing the scalability to meet growing and changing business needs. Superior return on investment (1101) With a rapid ROI, the MC55 is easy to cost - justify. This single device replaces as many as five business devices, substantially reducing capital and operational expenses — there are simply fewer devices to purchase and manage. Designed for a three to five year lifecycle, the MC55 offers a lifespan two to three times that of the average consumer - grade PDA, preserving your hardware as well as associated application investments. The ability to meet the needs of many different types of workers with a single device reduces the load on your IT staff — there are fewer devices and operating systems to understand, manage and support. And Voice over WLAN (VOWLAN) support provides cost - effective voice services inside the enterprise walls and in hot spots. A platform you can count on today... and tomorrow The Motorola MC55 offers the processing power and memory architecture required to deliver superior performance for a wide variety of applications — including voice, data and GPS. Mobilizing your business applications and integration with your existing network infrastructure is easy with the latest industry standard mobile operating system — Microsoft° Windows Mobile® 6.1. And since Motorola mobile computers share a common technology platform, applications developed for other Motorola mobile devices are easily ported to the MC55, improving deployment times and maximizing the return on investment for existing applications. The Motorola end -to -end advantage When you choose the Motorola MC55, you enjoy the advantages of a world-class partner channel, world -class management solutions and world - class services. Our award - winning . partner ecosystem offers a best -in -class broad set of ready -to-go and custom applications for the MC55, minimizing deployment time and cost. To help you protect your investment and maintain peak performance, Motorola recommends Service from the Start with Comprehensive Coverage for the MC55. This unique service sets the standard for post - deployment support by including normal wear and tear, as well as coverage for internal and external components damaged through accidental breakage — significantly reducing your unforeseen repair expenses. In addition, this offer also extends coverage to the stylus, screen protector and hand strap that ship together with the MC55 mobile computers for no additional charge, making this service truly "comprehensive" For more information on how the MC55 can empower your workers with mobility, please visit us on the web at www.motorola.com/MC55 or access our global contact directory at www.motorola.conVenterprisemobility/contactus The comprehensive line of accessories also includes holsters and a wide variety of cables, such as vehicle charging cables and line cords for use around the world. For a complete list of accessories, refer to the MC55 Accessories Guide, which can be found on the Motorola website. High quality speakerphone, miuophone and transducer Superior voice quality and performance Multiple voice modes: handset, speakerphone and Bluetooth headset Flexibility to use the fight mode at the right time Multi -mode data capture: 1D /2D bar code scanning plus 2 megapixel auto- focus Bash- enabled optional color camera with decode capability Ability to capture high quality pictures, documents and signatures as well as 1D and 2D barcodes improves workforce automation: increases productivity and reduces data errors Mobility Platform Architecture (MPA) Enables easy and cost-effective porting of applications from many other Motorola mobile computers IEEE 1725 compliance for the entire MC55 system — including all models, all batteries and all power. related accessories (such as cradles and charging cables) Mitigates battery system failure, bringing a new level of reliability, quality and safety to the entire MC55 system Multiple keyboard options: numeric, QWERTY, QWERTZ, AZERTY and NAV PIM Flexibility to meet diverse user and application needs User accessible microSD card slot Provides additional memory and expandable functionality 128MB RAM/ 512MB FLASH Provides memory space required to enable robust performance for database applications MC55 Specifications MC5590 LWLANjPAN) MC5S74 (W WAN/WUIN/PANI Physical Characteristics Dimensions S,7B in. L r. 3113 m.W x 4m in D/ 514.1 rm L. 73 can W 25 m D fiDLm Lx3O3Tn,WxleNn,O/ 16.2cm Lx7.6cm Wxa.6Q0 Weight: i1,1or./3)5IT with tachalrgeable 2460 mAh Lithium hm hallow 125 ats/359IT 1'++IlhredrdglrzNe 38M mAh LhhNia Ion Innteryl Display: Coot 35 in. WGA(320040i Touch Fanel Color 35 in. OVGA 1320x240) both Panel. Touch Panel: Glass analog resistive touch Glass analog resistive much Backlight LED backlight LED backlight Standard Battery: fteuhmgeaile Iliblum Ion 3,7V, 2408 mA Small Eatery Rechargeable Lldtiamn Ion 3.7113606 mAh Sman Battery Extended Battery: Rschalgoalile lithium Tan 1N. 3500 man Smat Barrio hxandesco c 450 ft.oann:es. Su:dght sow it. candles Requesters. 450 fL tfmP.es Expansion Slat miuo$D slot(madmum 16CB) miaoSD sI.:!maimuml6OE) Communication Interface; USE i,l Hmm and CTiem USE 1.1 Nosmd Client Naircatinrt Aud„le lone plus m hi-culm LEDs 4udible lmmplusm1 ;i-w:at LEDs Keypad Options: Nunenc.OWEUTy. A2EFR. OWEBlZ And NAV PITA Numeric, OWERP. AZEHF1 OWE612 and NAV PPIM Audio: Speaker microryhme and Bbelooth meraxa Speaker, micruphona and Blumaoth headset Performance Characteristics CPU: ASrale` P1(A 270520 MHzpmcessm XScale' P%M270520 Mile traversal Operating System: Alicrpsoit° Windows G4oblpt 6, l Clasic MivasofNWinduws Talotilea'6.1 Pre!essional Memory: 128 MB SDBAM612 MB Flash i2B mB soEAt v612 MB FIa&1 User Environment Operating Temperature: 141F to 122- F / -TO -C to 50`C 14 °Fla IL. F /40e Cut 50,C Storage Temperature: .<g" F to 158' F 1 4 C m 10° C AP Fm 159`F 1-40'C To 70°C Humidity: 25% nonconder4q 95%nomamdensm3 Drop Specification. Multiple 4h. drops to coumam enlGt The operating emperawe range: Mums end Emeuds Mh- S108TOG Multiple 4 IT- drops tp concrete across the operating . temparamm range; Mee:s and Exceeds Mlt.STO BT DG Tumhle Specilicatiw 2601. 6h /.S in lunwits(equivalent to 500 drops) 2501CfIJ.5 m Tumbles lanuivalent to 500 drppsl Sealing: IP54 IP54 Light Immunity: Incandescem:450 TL candles Sunlight am t4 curdles Fluuresrcam: =So it candles hxandesco c 450 ft.oann:es. Su:dght sow it. candles Requesters. 450 fL tfmP.es Electrostatic Discharge(ESDI. i.'.KV IZw Battery Performance Standby Time: 100 Hours 100 Hours Talk Time: 6 Hrov 51murs User Prni,les: 8 Hates 9 Hourss Data Capture Options Options: Fora mnflgu morns nxailahle' ID laser minalor, 2D rrnp2er, Camera s lO Iasi:: Camera +20 Imagar rtne urnllguntmma.ailhble. lD lra scancer. 20 mm0e:; Camera: fU lase[ Camera r ZD imager Color Camera Besoludinic 2megapisel 2mepribu! Illumination: the, mntm9able Czeh User euneolbble smh "Note: All models may not be available in all geographies. To determine whidi models are available in your area, contact your local Motorola representative. 4 ilillillillillillilliillillilillilI 1v.r w. . 10 Laser Scanner (SE958) Range on 100 %UPCA 28 inW6f)am 24 in /811 can Resolution: 4 Mir min •auni element width 4 hlil minimum element wrri th Roll: t35 °i!on vertical 435° from sznical Pitch Angle: c 65` hurt normal s 65° form normal Skew Tolerance: t50'from normal z 50- from normal Ambient Light Immunity 19,000 F, candles/107.649 htx 10,000 II, canmey1D7,540 tut Scan Rate: 107 W. 121 scanslsca(bicueCiora4 104 Pi- 1'2Tscans /roc lb:Whoaionafj Scan Angle: 47° t 2' de:aull: 35'c 3' reduced 17 °a3 "default: 35`t 3 °reduced 2D Imager Engine (SE45M) (SE4400) Optical Resolution: VNGA 752H S 430V finals lgmyscalal 640N z 00 V peals(g:ay seaiei Roll: 3611, 360" Pitch Angle: t60'inner normal c60 aomo neutral Skew Tolerance: _60 "uom normal is 50'tmm normal Ambient Light(fmm total darkness): hurter 450ft candles (4845 luxi Onidoon 9.000 it candles 195.900 lux) 9.000 a. caldler' /96.900Lu Range on 100% UPCA: l5 w 0cm l6 inJ40 cm Aiming Element(VLDI: E65 nmx t0 are SEE) nms5 nor Illumination Element ILEDk 63.5 rim-z 20 rim 635 rim t 20 nor Field of View: H4re:mmI:336 °: Vviicai; 25J" Horizontal: 322 °: Vertical: 24.5` Wireless WAN Voice and Data Communications Radio: I N/A GSM GPAS EDGE 25G Frequency Band: Nr[ Ouad &no 1850.909,ISM and 1900 MIRA Antenna: NIA ERemal T Integrated GPS GPS: Wireless LAN Voice and Date Communications Radio: Tn•made IEEE- 8D2.1 latb7g IEEE' 802.1lbig Security: WEP1 400, 128 bit).TKIP, AES.:V7r:(Personal at Enterpriser. WEP(40 or 1'.8b0; TOR AES. WFA(Peconal it Enterprise). WP.12 iPe •- nzltaEamry 'sri,BEKI,�ECP•TLS.FiLS( CHAP, VJP,>2(Persoral afine{eP�;;B(Ly.1.v, FdRiLS.T11SIpiFQ MS-CHAi. fIS4;FAP.2. PAP a, MD-1 PEA? (TLS, MS- MS -W.F. MS- CtblPrz PAP m M1351. PIAP NLa, MS- CHA?r2. EA?.GICktE .EA?- FAST(TLS, MS CHAPv2, CHAP+•2.FJAP{1C1, LEA;? FV- FAST it LS. .MS.CHAPv2 EPxGTCI EAP -GTCI Antenna: Ir1wmd Imemal Data Rates Supported: 1,2.55.5, 9: 17, 12;18.74.35, 48 aria So hlbps 1.2.55,6, S. 11. 12, 13. 24, 36. cB and 54 Mbps Operating Channels: Chan 34. 16515040 -SB25 MHiG Chan 1.13(2412.2472 Chan l- 13(Z4122412 MJIz). Chan 1412484 MHr) Japan MHzj, Chan 14 (2484 MH?) Japan only: actual operating only; actual operating cllpmucWhequencas doused on ch:anelsjfiequencies depend gmegulamry colas and legulblev rules are cemncation ageinv cenifea5mrageney Voice Communication: UorcewreolP ready.'vWri - candiva. IFEr: 601 IlaPoly Voice,mat -IP rea'y,V .ri^ccc;nrilieJ. EfE8U21 la1b 102 direct cinumve wi:eiaass LAN. Wi-l', Muhimedia "'RVMM). iirerl Sequence-nirelo : s LAN, w -F Muldmedia" IWMML Mai0mla Vise Duality Manger(YOtvll, Mammla IDE4 Motorola Voice Ou-S:v Manager(VOMI Fearer; 1.0 vui,e client(cusp- w-viDl Wireless PAN Data and Voice Communications Bluetooth: Class II, v 2.0 Enhanced Data Bale IEDR): integrated antenna Class H. v 2.0 Enhanced Data Hate (EDR): integrated antenna MG5590(WLANIPAN) AIC5574'.fWWANtIN NIPAN( Periphenals and Accessories* Communication and Charging Cables: Charge onlycable, auto charge cable. USP charge /star: cable Charge only cable. auto charge cable. USB charge/smc Cable Battery Chargers /Cradles: 4 -slut battery charger. 4 -sio1 Ethernet cradle: 4 -slur barnmy, charger, 4 -sill Elbemel creole; W(AN and Bluemoth(PAN). 4•alot charge only audio: singlu 5101 USB vedly, xeOiete 4�slm charge only Cradle: single stoi USB cradle: veiitle holder using auto charge Cable: vehicle cradle with holder us' ng auto charge cable- vehid"ardle with charging awpabiliiias charging capabilities Vertical Specirc Attachments: Soupcon magnetic stripe (order Smp•on magnetic mipe made) Safi Goods: Rigid and cob case hols,.Vs Rigid and soft case holsters Regulatory Electrical Safety: Ce0ed m UUclR 60450.1 -IEC I EN69750.1 Cvn•;red to UL /cUL 00550.1, IEC('MOBEu' -1 Environmental: Solis compliant Roils-emnplfam W(AN and Bluemoth(PAN). USA! FCC art 15247.15,407 USX FCC Pan 15.247 Canada: MS-710, RSS 310 Canada: RSS210. RS.S 319 EU: EN 30037.i: EN.9004402.EN 301893 EU EIJ 30032; F.N 300 440 2 Japan :AR18 SID -T3?, ASIR STD-T66. ARIB STD -T708, r Australia; AS;142S 4268 Australia: ASRJZS 426a Wireless Wide Area Nenvort NIA Ono Rind u" "SIN EDGE Global; 3SPP IS 51.010, GCF approved module USA; FCC Part 22, ran 24 Canada! RSS -132, HSS.133 EU1 EN301 511 Australia: AS /AGFS024.1 & 3 RF Exposure: USA -. FCC Fait 2. FCC UET SuCeSn 65 Supplement C USA, FCC Pan 2. FCC OFF Bulletin 65 Suppleman;C Canada:RSSd02 Canada; 05;:102 EU: EN 50392 EU: EN 50360 Australia: Radio mmmunimdons S:andam 2003 Australia: Radio mrimamicatimc Standanf 2003 EMI/RR: North Ameriew FCC Pad 15. Clam 8 North America. FC %Pan 15, Class Ca made: ICES OD3 Class 0 Canada: ICES W3 Class B EU: EfIM2 Class 8, EN 301 489:1, M M022 Class B, EN 301489.1. EFd 30J 4854. FN 301 Ell 391499 -17. Ell 3014@5.15. EN 60601.1 2 489 -17. E41331489 -14, EN 60681 -1.2 Australia °AS,INtS CISPRA -22 Australia: ASIN25 CISPRA -72 Laser Safety: IEC/ Class ZIFDA. R in actardance with 1CC506_7547EN IEClElass 2ff0A ll in accordance with 1EC68825.11EN 60825.1 Mal Warranty The MC55 is warranted against defects in workmanship and materials for a period of 12 months from date of shipment, provided that the product remains unmodified and is operated under normal and proper conditions Recommended Services Customer Services: Service from the Stan with Comprehensive Coverage " Visit www.motorola.com /mc55 for a complete list of available peripherals and accessories as well as ready - to-deploy enterprise applications. SPECIFICATION SHEET Motorola MC55 Enterprise Digital Assistant )EDA) motorola.com Pan nwnyer SS VCS5. ?rimac in USA MOS. 410r.)RO.A antl Iba S[Yll d V U,ao are roq•aereP n Ore US Prermt SLademaJ:C:fice_All 01,10, prolix[ v saw cc narnef re tnP Proce.'.Y of Oiec •a ^eGnce owners. 4Sttk:0 AUtcfcl+, Inc. d.11 r ;�M1N :escrvetl. For sptam. Pr?arq Pr senses n•Pilalal;y antl seacilic InlotnrPar, e:nM1m -raur CtlonpY. Plaaxa �1 -ttaPV m•.rt local li_.PrCld ¢'::e: Ur ac0iraus Paanec 5Pe6'xa[ior4 are sN';acl in tll Yr. r.'dM1CU[ �T¢e. Product pro,, ae; Mobil Compu er The industry's most advanced rugged mobile computer High performance communication and computing in a small and lightweight ruggedized design that Is optimized for highly mobile field workers 3.756 wireless WAN technology supports both voice and high -speed uplink and downlink data exchange to help improve worker productivity Flexible Network" radio lets you deploy a single hardware solution on the wireless network that offers the best geographic coverage and lowest cost Enhanced Mobile Document Imaging option enables users to capture high quality full -page document Images while on their route to help streamline back office operations and Improve cash flow • Integrated digital compass and CPS radio provides instantaneous and real -time directional Information to improve navigation for both pedestrian and vehicle -based applications Built -in accelerometer senses position of the device to trigger display rotation i4ntermec° • Standard features include both a high performance 3 MP color camera and a t MP area Imager for responsive ID and 20 barcode reading, and full -page document Imaging • Bluetooth° v2.1 FOR radio provides secure wireless connectivity to headsets, mobile printers and other Bluetooth compatible devices for simple and convenient connectivity • W i -FI certified 802.11 radio enables fast and secure voice communications or end -of -day synchronization with your enterprise network Integrated cell phone provides high quality voice communications eliminating the need to carry a separate device Windows Mobile 6.1 operating system promotes ease of integration. and Intuitive use by developers and users Available in OWERTY or numeric keyboards Medallion Complete service provides protection against unbudgeted and rising repair costs The Intermec CNSO is the only 3.7SG wireless mobile computer that combines a small and light- weight form factor with a rugged design to deliver the most advanced, high performance voice and data communication solution specifically designed for the highly mobile field worker. With the class leading capabilities of the CNSO in their mobile workers' hands, enterprises can improve their business processes, expand their service offerings and reduce the cost and complexity of a field mobility solution. As the first device in the industry to offer a 3.7SG wireless WAN Flexible Network- Radio, the CNSO allows enterprises to finally standardize on a single hardware platform that can be configured for either COMA or UMTS wireless networks. This gives enterprises the flexibility to choose the network that provides the best geographic coverage and the lowest cost. With a single hardware solution to deploy, enterprises can simplify application development, lessen verification complexity, reduce deployment costs, and dramatically lower overall cost - of- ownership. As your business needs change or coverage options evolve, the Flexible Network Radio can be re- provisioned to a different carrier network. CNSO Supporting Field -based Applications Designed specifically for the "hold and carry" activities of the postal, . field service, transportation, and commercial delivery worker tasked with delivering high levels of customer service all day long,. the light- weight, multi- function CN50 eliminates the need to carry and manage different devices such as cell phones, digital cameras and document scanners reducing operational costs. and improving service quality, accuracy and responsiveness. The CN50 has the latest 3.756 wireless WAN radio to deliver the fastest data and voice communications available on both COMA and UMTS wireless networks. With high speed uplink packet access (HSUPA) technology, the CN50 provides fast and reliable data connectivity for uploading large documents, real -time images or synchronization with your enterprise data base. Compared with previous .2.5G radio technology, the CN50 provides improved productivity today, and allows enterprises to realize future benefits as the network capabilities continue to improve. The CNSO features an optional imaging application called Intermec Enhanced Mobile Document Imaging (eMDI) which gives mobile workers a fast and reliable way to convert paper documents into electronic files. eMDI helps streamline back office operations and improves cash flow by reducing time -to- payment for services rendered because delivery confirmations can be imaged in the field and sent wirelessly to the home office. Customer service and other staff gain real -time access to document images, via the enterprise systems, which can be used to answer customer queries, issue invoices, and update records. The CNSO is built on a unique multi- processor architecture with dedicated ARM and OSP processors to deliver robust application processing with nearly Instantaneous response, all at the lowest levels of power consumption. The standard battery is suitable for uninterrupted full shift use in most applications. For extreme -duty applications, the extended -life battery provides ample power to drive consistent, full- featured functionality without compromise to the compact and lightweight design. The integrated digital compass provides a real -time indication of directional heading to enhance the functionality of the GPS radio. By improving the accuracy of the turn -by -turn directions, mobile workers are able to deliver better customer service and improve on -time delivery. A built -in accelerometer allows the CN50 to rotate the display based on the orientation of the device, improving worker efficiency and the user experience during signature capture or similar operations. A bright 3.5" QVGA display provides exceptional viewing in full sunlight. The CNSO features a Bluetooth° v2.1 EDR radio which provides secure wireless connectivity to headsets, Intermec mobile printers and other Bluetooth compatible devices for simple and convenient connectivity. The WI-Fi certified 802.11 radio enables fast and secure voice communications or end -of -day synchronization with your enterprise network. With industry - leading cell phone technology at its core, the small and light- weight CNSO bridges the gap between a mobile computer and a traditional cell phone to provide high - quality voice communications without the expense of deploying and maintaining a separate device. The no compromise design includes both a high performance 3 MP color camera with auto -focus and flash, and a dedicated 1 MP area imager for responsive 1D and 20 barcode reading, and full -page document imaging. The Industry standard platform in the CNSO includes Microsoft° Windows Mobile 6.1 which enables the device to integrate quickly and easilywith existing systems and provides familiar operation for end users. Windows Mobile 6.1 provides integrated support for Systems Center Mobile Device Manager (SCMDM), allowing enterprise IT Managers to securely provision, configure, and deploy application software, device settings, and policies for populations of CNSO devices from the convenience of their management consoles. Developers can access a comprehensive software toolkit through the Intermec Developer Library to simplify application development and shorten time to deployment. Intermec SmartSystems" software simplifies remote device management, by automatic staging, applying periodic system and software updates, as well as configuration changes, to keep on -going system maintenance costs low, and your CNSOs performing in top condition. The Intermec CNSO mobile computer is designed specifically for on- the -go field mobility customer service operations that need to be completed faster using only a single device that combines robust application processing, automated barcode data and document capture, digital camera functionality, and 3G wireless WAN voice and data communication in a rugged compact package necessary to achieve better customer service and bottom line results, now and in the future. Physical Characteristics Software Audio Support Dimensions with either standard ar extended battery: Device Management: Contains lntermec Smart Support for VOW Speech recognition /PTT 15.4 x 7.4 x 2.8cm(6.OS x 2.93 x 1.09') Systems Client and is compatible with most popular applicat ions; Front and rear speakers; rear speaker Weight: 3rd partydevice management solutions has>70dB at40cM(15.7 in); Front panel microphone With standard battery: 310gm(11 oz) Application Development: Support Windows APIs and forvoice communication; Wireless Bluetooth headset With extended battery: 340 gm (12 oz) lntermec Developer Libraries support Environmental Operating Temp: -10' C to +50' C (14' F to +122' F) Storage Temp: -20' C to +70' C ( -4' F to +158' F) Charging Temp: +5' C to +30' C Relative Humidity: Non - condensing, 95% Rain 6 Dust Resistance: IP54 Drop Spec: l.Sm (5 ft) per MIL -STO B10G Electrostatic Discharge: + / -15kV air discharge, +/- 8kV direct discharge Power Standard Battery Pack: 3.7V, 1950 mAh; Extended Battery Pack: 17V, 3900 ri Batteries are IEEE 1725 compliant, Li -Ion, removable, rechargeable. Operating system Window Mobile 6.1 Getting started information located at www.windowsmob[le.com/getstatted Microprocessor Main Processor ARM 11 @ 528 MHz Radio Processor ARM 9 @ 52B MHz Memory and Storage Memory: 128 MB RAM ROM: 512 MB Flash (approx 350 MB free for user applications) Customer- accessible micro -SO slot for removable memory cards up to 32 GB Display - 3.5 ", 240 x 320 pixel (OVGA ) trans-reflective TFT- LCO display 65.536 (16bit R68) Colors LEO backlight Touch screen Standard Communications USB - High Speed 2.0 North America South Latin Ame rica Corporate Headquarters Headquarters Office 680136th Avenue West 8azil Everett. Washington 98203 Phone: .55115502.6770 Phone: (425)348 -2600 Fax: • 55115502.6780 Fax: (42S) 355.9551 Europe /Middle East 6 North Latin America Africa Headquarters Dma Headquarters Office Reading, United Kingdom Mexico Phone:. 4 4 118 923 0800 Phone: .525552.41 -48 -00 Fax:. 44 118 923 0801 Fax: +52 SS 52- 11-81.21 Asia Padffc Headquarters Office Singapore Phone: -6S 6303 2100 Fax:. 65 6303 2199 ,Ahtermec' Integrated Radios Wireless WAN: (Contains the Flexible Network" radio that can be reprogrammed to convert between the UMTS and COMA radio formats) • 3.7SG UMTS /HSUPA 3.SG COMA: ixEV -DO Rev. A UMTS Frequencies Supported - MHz: 850.1700. 1900,2100 GSM /CPRS Frequencies Supported - MHz: 850, 900, 1800.1900 Technology Class UTMS: 3.756 HSUPA Max Speeds: Uplink -2.0 Mbps; Downlink -7.2 Mbps Technology Class COMA: 3.SG EV -00 Rev A Max Speeds: Uplink - 1.8 Mbps; Downlink -3.1 Mbps Wireless LAN: IEEE•BO2.11 b/g Data rates: 1, 2, S.5, 11, 6, 9,12,18, 24, 36, 48 and 54 Mbps Operating channels: 1 to 13 (2412 -2472 MHz) and 14 (2484 MHz) Regulatory compliance: As per IEEE° 802.11d Antenna: Internal Security: W iFi Certified for WPA/ W PA2 operation. Authentication: PEAP /MS- CHAPv2, EAP -TLS Encryption: W EP (64 or 128 bit), RES, TKIP Wireless PAN: Integrated Bluetooth'- Class H. Ver 2.1 +EOR Operating channels: 0 to 78 (2402 -2480 MHz) Data Rates: 1, 2, 3 Mbps Antenna: Internal Global Positioning System and Digital Compass 12 channel Integrated CPS; Supports Autonomous mode with extended ephemeris data; Supports assisted operation via WAN Carrier; Network independent; <3m accuracy. Integrated, independent Digital Compass provides directional information based on earth's magnetic field. Acclerometer Embedded accelerometer enables automatic or application specific "screen rotation" Internet Media Sales ww.intermec.com Phone: 1513) 874 -5882 Werldwide Locations: www.harnnec.com /locations eustomer5ervice and Support Toll Free NA: (800) 755 -5505 Toll in NA: (425) 356.1799 Sales Toll Free NA: (800) 934 -3163 Toll in NA: (425) 348 -2726 Freephone ROW: 0080044888844 Toll ROW: .44134435 0296 OEM Sales Phone: (425)348 -2762 Integrated Scanner 1 megapixel area imager with laser aimer /framer, 8 bit grayscale, capable of scanning 10 and 20 barcedes Supports Enhanced Mobile Document Imaging (optional lntermec software application) Integrated Camera 3.1 Megapixel color camera with autofecus; Includes flash Keypad Options Numeric or QWERTYwith backlit keypad lntermec Global Services Support: www.inte,mec.com - -> Support - -> Knowledge Central Telephone support available in the USA 6 Canada (1 -800- 755 - 5505). Outside of this area, contactyour local representative. Medallion Maintenance contracts available at many locations world wide. Current listing of service locations can be found at: www.in-,e,.ec.com - -> Support - -> Returns and Repairs - -> Repair Locations Accessories Desktop AC adapter /Comm adapter (with USB port; Vehicle power adapter; Vehicle holder; RAM mount; Quad battery charger; Four -bay multi -docks (charge only or charge and Ethernet) Regulatory Approvals and Compliance Safety: cULus Listed. CORN. D. CE, NOM EMC: Class B - FCC /ICES /CE Radio: FCC ID, Industry Canada TAC. CE0984, A -tick (AU), C -tick (NZ). NEC, OFTA. IDA HAC: FCC Others: HKSI, BSMI, ICASA. POSTEL. NTC. ETA, COST, SIRIM. ANATEL. EU Directives -W EEE, ROHS, Batteries 6 Accumulators, Packaging 5 Waste Packaging Artermec- SmartSystems" meezr ccenneo ED Bluetooth' R 55 "=x Copyright 020091ntermec Technologies Corporation. All rights reserved. lntermec is a registered trademark of lntermec Technologies Corporation. All other uademaAs are the property or their respective ov.ners. Printed in the U.S.A. 611952 -OIC 10109 In a continuing effort to Improve our products. Intermit: Technologies Corporation reserves the right to change specifications and features without prior notice. Ft ir ; Integrated Law & Justice Agency for INTEGRATION AND CITATION PROCESSING SOLUTION RFP May 7, 2010 Submitted by: rte_ s technology Brazos Technology 526 University Drive East, Suite 201A College Station, TX 77840 979.690.2811 www.brazostech.com Proposal is valid for one hundred eighty (180) days from above - listed date. braz ®s r� +tARA euy May 7, 2010 Jennifer Manzella Integrated Law and Justice Agency for Orange County c/o Newport Beach Police Department 870 Santa Barbara Drive Newport Beach, CA 92660 Dear Ms. Manzella, BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP Brazos Technology appreciates the opportunity to tender our Best and Final Offer (BAFO) for our electronic citation solution, which not only meets the needs of the ILJAOC's JHSICP Project but is one that can be leveraged over many other functions — not just electronic traffic citations. We have prepared this BAFO in accordance with the instructions, items; and quotation assumptions provided. All prices included in this BAFO shall remain firm for a period of one hundred eighty (180) days from the date of this proposal. Please note that the per unit price and total extended one -time and annual on -going costs proposed in this response are the total fixed price for the equipment and services recommended for the ILJAOC's JHSICP Project, based upon the quantities provided. Pricing is extended over five years. All pricing details can be found in the accompanying spreadsheets. I want to personally thank you for your consideration, and I hope that we receive the opportunity to partner with the ILJAOC on this and many more projects in the future. Sincerely, Michael S. McAleer, President Brazos Technology Corp. 526 University Drive East Suite 201A College Station, TX 77840 Office 979.690.2811 ext 101 Mobile 979.571.3198 Fax 713.583.9323 mmcaleer @brazostech.com www.brazostech.com 6Dbraz ®s t-C"T ntiy BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP EXECUTIVESUMMARY ................................................................................ ..............................3 RESPONSE TO BAFO ITEMS ....................................................................... ..............................7 Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 2 clo') bra zosr9Y BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP The Integrated Law & Justice Agency for Orange County ( ILJAOC) can purchase an electronic citation reporting system from any number of vendors. So why should the ILJAOC award this project to Brazos Technology? Simply put, we are your best opportunity for success. Brazos Technology Corporation is a Texas company with more than 130 customers across the country. Of these customers, 127 are running on the same shared (hosted) system which is currently processing more than 2 million citations per year. We understand police departments and officers as well as how to work with the law enforcement community. We hire police officers to train our new customers, and we have never been thrown out of a customer site or replaced by another vendor. If fact we have replaced one of the largest vendors at more than 14 law enforcement agencies. We will gladly provide contact information for every single one of our customers so that the ILJAOC can call and ask about us. In addition, Brazos Technology has already created interfaces to most of the records management systems (RMS) which significantly reduces the risk and increases the benefits to our customers. We have also delivered mobile AFIS and state /NCIC wants and warrants returns on the recommended devices at other law enforcement agencies. We have already complied with and delivered the CJIS security requirements and in fact go further than most of the competitors in our industry. To top it off, Brazos Technology has an industry - leading support and maintenance program. We are just a phone call away 24x7x365 and can provide on -site options as well. Our maintenance program is all- inclusive, meaning that the ILJAOC and participating agencies will receive any and all bug fixes, enhancements, upgrades, etc., at no additional charge. You will never have to 'buy' our software again. Plus, if you ever want to make changes to your configuration or screen layouts, we will make those changes at no additional charge, for the life of the project, as long as you stay current with your maintenance agreement. We can also provide a price on more traditional 'change order' based maintenance programs if desired by the ILJAOC. What is the Brazos Solution? The Brazos Solution is an end -to -end solution which provides tremendous flexibility, a high level of data security and integrity, and virtually unlimited scalability for the future. We provide the ticket writers (can be any portable device) and peripherals for the officers (for electronic citations, signature capture, fingerprint capture, etc.); the back -end software for central review, reporting, and administrative functions; accident reporting; and court- specific features for standardizing all citation processing using our web -based server. The standard Brazos Solution that we are proposing to the ILJAOC includes electronic traffic citations (and warnings), parking citations, field interviews, and activity reports. However the functionality and flexibility of the Brazos Solution does not stop there. With the Brazos Solution, not only will ILJAOC's agencies get a fully functional electronic citation system that can connect to existing legacy systems, they get a platform from which they can manage all of their handheld (and laptop) mobile devices. They can change the look and feel of the screens using our leading edge web -based designer, add new users, add new devices, change the way any of the printouts look, change the legal language that prints, change user access levels, update court Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 6D brazos ,.( irg, BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP information, update offense information, import, export, run reports, and set up jobs to run on a timed basis — all from our web -based design and management platform that we call BuildIT. What makes our technology different from the rest? The Brazos Solution is based on an enterprise framework called the Mobile Application Environment Tool Kit (MaeKIT), which allows Windows -based devices to communicate directly with any industry- standard database without the need for a dedicated intermediary server or workstation. The primary platform is entirely web - based, the devices transfer data using industry- standard XML, and all data are secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using MaeKIT. Because of MaeKIT, Brazos Technology can almost identically match the look, feel, and practice of your existing accident report and citation systems. Also, because MaeKIT was built as a framework to rapidly extend database functionality to handheld devices and laptops, it excels at interfacing with legacy systems. Therefore, interfacing with existing systems, and even in -house developed database applications for that matter, is exactly what MaeKIT was designed to do. In addition, with MaeKIT each agency can leverage its investment in handheld devices and laptops across many functions. There is no limit to what can be extended to the existing devices with MaeKIT. Criminal Trespass Warnings, AVL, Code Enforcement, animal control, State services, work orders, vehicle management, equipment checkout, and asset management tracking are just a few of the additional tasks that can be quickly designed and deployed to the handheld devices and laptops using the MaeKIT platform. Different devices can be configured to do different functions — they don't all have to have the same capability loaded. Not only that, but MaeKIT supports any Windows operating system, allowing the agencies the flexibility to match the best device with the best function as they move forward. For example, a police department may need the functionality of a cell phone and /or the robustness of the Motorola handheld but for a lower cost, code enforcement can work well with a standard laptop or MCT. As the agencies come up with more and more functions to be performed on the handheld devices, MaeKIT will be there to support each and every one. Flexibility is the hallmark of the Brazos Solution. As you look at the actual screens of a device configured for electronic accident report/citation, it becomes difficult to differentiate one vendor's offering from another's. The one thing to keep in mind about the Brazos Solution that is different from others is that the Brazos Solution is operating on the device without any function - specific programming code. Almost every other vendor has written the solution as a program that runs on the device with the specific purpose of performing that function, essentially limiting the device to that function. This is not so with the Brazos Solution. The Brazos device is running a configuration interpreter that can interpret any configuration — it was neither designed nor specifically programmed to do anything other than interpret the configuration designed for it via BuildIT. That means that the same device running the same Brazos software can be put to work to do just about anything — all developed using the web -based BuildlT and simply picked up by the device whenever it synchronizes. That is a powerful paradigm offering unlimited flexibility. Screen Layout and Design. BuildIT offers a state -of- the -art drag and drop design interface for managing the configuration of devices. This drag and drop interface is completely web -based and operates via any standard browser without having to install or manage client software. The designer shows a life -like view of the target device and allows you to drag and drop fields Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. &�braz ®s „vhnu'p3Y BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP wherever you want them on the screen. You can resize, hide /show, and move fields from tab to tab. Then the next time the units in the field synchronize, all changes will be downloaded — it is that flexible and that easy. Figures 1.1, 1.2, and 1.3 show screen captures from BuildlT design interface. The figures look like real devices running the Brazos software, but they are actually design screens from BuildlT. The devices would look exactly the same way — that's how true to reality the designer is. Brazos Technology supports any Microsoft operating system. Therefore, what runs on a Motorola also runs on an Intermec, smartphone, and a laptop, for example. This allows additional flexibility in current and future hardware choices. The ILJAOC agencies are not locked into one configuration of hardware. As a matter of fact, many different manufacturers and configurations can be running simultaneously. This allows the Police departments to run Motorola and /or HP units, for instance, and Civil Processing to run smartphones (a less expensive alternative). i Figure 1.1 — BuildlT Designer Screen Shot #1. This particular configuration design is targeted for the Motorola MC75 for eCitation. _o Figure 1.2 — BuildlT Designer Screen Shot #2. This configuration design is targeted for the Motorola MC75 for performing field interrogations. Figure 1.3 — BuildlT Designer Screen Shot #3. This configuration design is targeted for the Motorola MC70, another one of the supported devices, for performing Parking. These are screen shots from the BuildlT design web interface and not actual devices. However the actual devices would look identical to the designer screens. The Brazos Technology designer is unparalleled in the industry. Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 6t) bra zos ,y.. BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP MaeKIT Applied to eCitation. Using the unparalleled flexibility of MaeKIT, the Brazos eCitation solution is 100% tailored to the meet the needs of the City. Every aspect of the project (tasks, screens, print jobs, business rules, fields, etc.) is laid out exactly to the agencies' requirements and workflow. Citations are written on either laptops or handheld devices, uploaded to a central server, and further processed for integration into the integration system and RMS systems. The information that resides on the central server is provided for reporting and analytical purposes for the agencies. The Brazos Solution operates on any device with a Windows operating system, including MC50s, MC70s, MC75s, MC75As, CN3s, CN4s, CN50s, laptops, and cell phones. The eCitation server is web -based running under IIS6.0 with a SQL Server 2008 (or 2005) database. The system can be installed in two ways — hosted on the Brazos Technology server (Option 1) or installed at a data center identified by the ILJAOC (Option 2). If the ILJAOC opts for the locally installed model, the system will have all of the same capability, scalability, and security that is built into our hosted model currently in operation at 127 cities /counties in the states of Texas, Oklahoma, Arizona, Nevada, Utah, Oregon, and Tennessee. The Brazos Solution provides the ILJAOC with the most technically advanced and proven system in the marketplace today. Each ILJAOC agency can have separate configurations, log - ins, and business rules (just like our hosted system) while retaining all of the electronic import capabilities and data sharing available to the other ILJAOC agencies. Brazos Technology prides itself on customer service and on our support after the sale. Using our web -based technology we offer the most comprehensive maintenance program in the industry. Not only will the agencies receive all upgrades and major /minor version of software, we will make any change to any part of the solution at NO ADDITIONAL CHARGE! Our'No Change Order' policy will ensure that the City will continue to have a relevant and superior solution for many, many years and will save thousands of dollars in the future. Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or formal) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. 6D brazos mcdlna1zgy BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP 1. One time and annual costs for a conventional solution to be housed in a data center belonging to one of the ILJAOC agencies. We have provided the actual costs for both the hosted and the installed versions of our server on the attached spreadsheet. The software that would be installed is exactly the same software that is running today in our hosted model. This means that the ILJAOC and all participating agencies would receive all of the scalability and capabilities we provide to all of our agencies today. The maintenance agreement for this server provides the same benefits as our core citation software by allowing the ILJAOC to receive all major and minor upgrades and bug fixes without having to `re- buy' the software. Please find all one time and annual costs in the accompanying spreadsheets. * *Please note also that the software costs include a SQL Server 2008 license which may be purchased from another vendor. 2. One time and annual costs for a hosted solution housed in a vendor data center. Brazos Technology does NOT charge for hosting the solution or for data storage related to the citation program. This includes data, pictures, fingerprint images, voice notes, video and images of the citation with all of the collected media associated with the citation. Please note: many other vendors capture this information but do not associate them with the citation. We do. Brazos Technology handles all support, hardware refresh /upgrades, software refresh /upgrades, hosting fees, storage fees, and all other costs associated with the server. If the ILJAOC would like for this hosted server to be physically located with Orange County or within the state of CA, we would entertain this opportunity and would honor the same pricing structure if allowed to provide this solution to other agencies outside of Orange County. Additionally, we would consider the opportunity to leverage existing data center resources (and /or vendors such as ACS) to be a benefit to Brazos and all of our customers. In this situation, it would be expected that the costs of providing this solution would be the responsibility of Brazos and therefore would need to be explored further to ensure feasibility. Please find all one time and annual costs in the accompanying spreadsheets. 3. A discussion of the security considerations and in particular how the network security concerns of the California Department of Justice will addressed if we chose to utilize the vendor provided hosting option. Of particular interest is the use of the device for CLETS inquiries and AFIS identification. Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential information of Brazos Technology Corporation. brat ®s ,("Rn c jy BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP Brazos Technology has already written and deployed state and NCIC returns as well as Mobile AFIS solutions on the recommended hardware platform today. This means that we have already been vetted and determined to be compliant with CJIS security protocols as well as physically making both solutions operational. CLETS Returns While we have been approved in other states and found to be compliant with the stipulations required by the FBI for NCIC returns, we have not yet implemented our solution for CLETS. We are so confident in our ability to make this happen that we are not charging either ILJAOC or the participating agencies any money to make this conversion or go through the approval process. All users must log into the device, and we also have several methods for the enhanced security requirements such as scanning security badges, Bluetooth dongles, and smart card readers. All passwords must comply with the CJIS requirements in terms of strength and must be changed every 30 — 90 days (each state has some latitude in how they implement the CJIS security rules). All data stored on the device are both encrypted and stored in a SQL Server Mobile database with a password. Each administrator has the ability to reset password from the web - based administrator toolset. All data going to and coming from the devices (regardless of whether it is CJIS data) are triple -DES encrypted per the CJIS requirements. Additionally, all data transmissions are over SSL and webservices with guaranteed data delivery and NOT simple FTP file transfers. The devices can either transfer data over an integrated aircard or via a Bluetooth connection located on the laptop. While the first method is preferred, the second method is also available if desired by an agency. The actual interface with CHP is through a Brazos message switch which MUST be located within a participating agency's network. All requests come from the ticket writers /laptops to the message switch, the request is submitted to CHP, and the return is provided back to the requesting device /user. There are NO CJIS return data stored on the ticket writers /laptops. Once the return is provided to the officer, he/she has the ability to import that information into any form that is being worked on, thereby minimizing data entry. All history is stored in an encrypted format on the message switch itself. We also allow for integrating with existing message switches but would then have to work with an existing vendor to make the system operational. The connection from the ticket writers to the message switch can be performed over VPN or one of the private networks provided by the cellular carriers. The connection specifics would need to be worked out depending upon the security requirements for the agency that is 'hosting' the message switch. All users on this system could use the same message switch, which significantly reduces the expense and effort to implement the system. Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 13 6� braz ®s •rxa.�,�.�2p BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP We are more than willing to further explore the security measures and implications with ILJAOC if and when desired. The operation of this system is straight - forward— the officer manually selects the function to run a return (people, vehicle, gun or article) or utilizes the information entered on the citation to automatically run the return. When the request is returned to the officer, he /she is notified of the return via an audible sound. If the return indicates a want or a warrant, the device vibrates so as not to notify anyone but the officer. The officer can either view the return immediately or wait until a later time. The officer can import both the violator and vehicle information into any form on the Brazos system. Mobile AFIS The Mobile AFIS solution matches the CJIS security requirements for data storage and transmission. The primary security requirements revolve around how to protect identities if the device is lost or stolen. Since all traffic is encrypted and all data that are stored (including images) are encrypted and password protected, the risk for identity theft is negligible. The main factor in implementing Mobile AFIS is the integration with the AFIS system itself. We have currently interfaced with the NEC AFIS system and are working with MorphoTrak at another customer site. Both recommended handheld devices have biometric scanners that are FIPS 201 compliant, and the WSQ compression that we use in our solution is FBI certified for compliance. The operation of this system allows the officer to capture the fingerprint, then he/she is presented with the NFIQ score (typically a 3 or lower is sufficient) and allowed to capture one or many fingerprints for identification. Once the fingerprints are captured, they are transferred to the Mobile AFIS system (using transport methods similar to the CLETS returns). Depending upon the AFIS system, we can either provide the return information directly back to the officer or do additional lookups to the RMS system, the Brazos system, etc., and provide the additional data back to the officer. 4. A discussion of the functionality of your biometric offering. As a default offering we want fingerprints to be attached to any base form that is implemented in the system. We would like to understand what software is required to accomplish this. In addition, we want the ability to take fingerprints on the device and have them routed live to an AFIS system for field identification purposes. We want to understand specifically what software is required for this purpose. We have agreed to provide the ability to capture fingerprints and associate those fingerprints with every form completed on our system at no additional cost to ILJAOC or the participating agencies. This includes both the citations and any custom forms Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material') is proprietary and confidential Information of Brazos Technology Corporation. 0 (D bralzos BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP desired in the future as well as providing that image on the Citation Detail report if desired. We currently have several customers doing this today. Mobile AFIS When talking about Mobile AFIS, the process and requirements go up significantly, so there is a charge for this solution. The operation of the solution is described above, and we are willing to answer any clarifying questions if desired. The software cost for creating an FBI - certified WSQ image for comparison on a live AFIS system, any cellular aircard fees (if not already applied), any fees from the AFIS vendor, and the potential fees for the additional historical data retrieval would be the costs that need to be explored to make this system operational. The Brazos fees for the NFIQ scoring and WSQ compression are: O $350 per device G $200 per device per year for maintenance C Cost for additional integrations (TBD) To allow for better refinement of costs and management of maintenance costs, we are asking that pricing for the software include traffic citations, warnings, parking citations and field interview reports. As each agency is added the provider will load their municipal codes into the system and onto their devices to allow for municipal code citations to be written. The annual ongoing costs should include updating of the forms to account for additions and changes up to semi - annually to the municipal and state codes but creation of new forms would be considered an additional cost item. The Brazos Solution comes with traffic citations, warnings, parking citations and warnings, field interview reports, and activity reports. All are configured for each agency as desired by that agency (assuming those changes support the back -end integrations). During the setup, we work with each agency to upload all street, officers, offenses, units, radar numbers, and any other lists they would like populated in the device. Once all of this information is uploaded, each agency can access the website to maintain those values with NO vendor intervention necessary. Please note, that if an agency would like Brazos to perform these functions, we are more than willing to do so under the maintenance agreement at no additional cost. This ability to 'self -serve' is one of the greatest benefits of our solution. All changes once made to the web -based eCitation server are downloaded automatically to each of the devices on the system (both PDAs and laptops) upon the next sync. The maintenance agreement allows each agency to make any change, at any time, to any application at NO ADDITIONAL CHARGE. We have lowered this fee from $250 to $200 per device in order to demonstrate our commitment to making this project a success. We will also commit to ILJAOC, that if an agency would like to further lower the maintenance cost, they could opt for a more traditional maintenance cost and then pay 'change order' fees. Most of our customers would agree that this ability not to be 'nickel and dimed' by Brazos is one of the most significant benefits of our solutions. Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology Corporation. 10 �� braz ®s BEST AND FINAL OFFER Ierh"'"r JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP 6. Hardware selections for the ticket writers. As requested, we have proposed the Motorola MC75A and the Intermec CN3. We would like to point out a couple of distinctions that might assist the planning of this project. 1) We STRONGLY recommend not using single cradles attached to host PCs. This will cause an endless stream of support issues related to Microsoft Activesync as well as creating a single file line of officers waiting to sync the devices before and after shifts. We strongly recommend using the 4 -bay cradles that will hang directly off the network and do not use Activesync or require a host PC. Both the Motorola and Intermec products provide 4 -bay cradles. 2) The Motorola MC75A that is recommended is the brand new product that has the following features: a. Windows Mobile 6.5 b. Vastly improved screen for better readability in the sunlight c. 806 MHz processor (instead of 640 MHz) d. 256 MB RAM (instead of 128 MB) e. 1 GB storage (instead of 512MB) f. Improved 2D imager g. Accelerometer for screen rotation when signing h. Improved cellular wireless engines *` Please note that the MC75A is the latest product so be sure you are comparing the cost against the same device. 3) If the Motorola MC75A is selected we have also included the price for the Zebra printer with the magstripe reader option as an alternative for ease of use with the biometric attachment. 4) The Motorola MC75A comes with the extended battery while you have to purchase the battery separately with the Intermec device. We have removed the quantity from the Motorola Extended battery to make it easier for an "apples to apples" comparison. We have left the price for the battery in the quote. 5) The Motorola single USB cradle comes with the power supply as a single part number. We have removed the quantities from the wall charger but included a separate wall charger in the case of the motor officers taking the devices home with them. 6) We have quoted the Intermec CN3 but would like to demonstrate both the CN4 and the CN50 to the ILJAOC, if awarded the contract. While there have been some issues with the CN50 and the magstripe reader, these issues will be overcome, and it is important to note that the CN3 is nearing the end of life for the device. We would not recommend purchasing a device near the end of life when considering using the device for the next 3 to 5 years. Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material") is proprietary and confidential information of Brazos Technology corporation. 11 6� brazos ra. «r<JY BEST AND FINAL OFFER JUSTICE AND HOMELAND SECURITY INTEGRATION AND CITATION PROCESSING SOLUTION RFP 7) For the Intermec devices we have quoted a combined unit with both the magstripe reader and the biometric device. Because we have, we have removed the `additional' magstripe device but left the pricing in as an option. Copyright© 2010 Brazos Technology Corporation, Inc. All rights reserved. All material (in whatever medium or format) and information contained herein (collectively, "Material ") is proprietary and confidential information of Brazos Technology Corporation. 12 Conventional ®aauom Year 1 Year 2 Year 3 One Time Unit Costs Annual Unit One Time Costs Quantity Costs nnua Costs -One Time Unit Costs Annual Unit One Time Costs Quantity Costs A n -n MaT Costs One Time Unit Costs Annual Unit Costs Quantity 'e & licensing 25,000 4,500 1 25,000 4,500 0 0 0 0 0 0 :es 33,550 0 1 33,550 0 0 0 0 0 0 0 12,480 0 1 12,480 0 0 0 0 0 0 0 !nsing 6,500 0 1 6,500 1 10,0001 2,500 1 10,000 2,5001 0 0 0 0 0 0 m i Services 7,500 0 2 15,000 0 7,500 0 7 52,500 0 7,500 0 7 re 0 0 21 0 0 0 0 71 0 0 0 0 7 ZMS Included 650 2 0 1,300 Included 650 5 0 3,250 Included 650 5 'aining 3,500 0 1 3,500 0 3,500 0 7 24,500 0 3,500 0 7 (raining 3;000 0 1 3,000 0 3,000 0 3 9,000 0 3,000 0 3 iA test MC75A. WWAN HSDPA, A/B /G, 2D 'a, 256MB /1GP, 1 6.5, 1.5x oth 1,262 0 20 25,240 0 1,262 0 200 252,400 0 1,262 0 100 3der 109 0 20 2,180 0 109 0 200 21,800 0 109 0 100 srprint Reader 220 0 20 4,400 0 220 0 200 44,000 0 220 0 100 125 0 20 2,500 0 125 0 200 25,000 0 125 0 100 95 0 0 0 0 95 0 0 0 0 95 0 0 :attery )attery is included >Ia device 44 0 0 0 01 44 0 01 0 01 44 0 0 >upport 2651 0 20 5,300 0 265 0 200 53,000 0 265 0 100 0 0 0 0 5E A ,WORLD WIDE RS N.AMERICA 1,283 2 22 25,660 0 1,283 0 100 128,300 0 1,283 0 200 der 206 0 0 0 0 206 0 0 0 0 206 0 0 Conventional Option arprint Scanner nation magstripe 'netric unit (You magstripe quote with this 750 0 20 15,000 0 750 0 100 75,000 0 750 0 200 132 0 201 2,640 0 1321 0 1001 13,200 01 132 0 200 85 0 20 1,700 0 85 0 100 8,500 0 85 0 200 3attery 99 0 20 1,980 0 99 0 100 9,900 0 99 0 200 233 0 20 4,660 0 233 0 100 23,300 0 233 0 200 Printers io Magstripe 650 0 40 26,000 0 650 0 300 195,000 0 650 01 300 Printers -I Magstripe 750 )r Zebra Printer 65 Services software c Citations, Is, Parking ig Warnings, :ions, and Activity 700 200 401 28,000 8,0001 700 200 3001 210,000 60,0001 700 2001 300 'tware (This is for rprints and m with a form). compliant formats i would have >. Included 0 40 0 0Included 0 300 0 0Included 0 300 :vices lincluded 1 0 40 0 0Included 0 300 01 0Included 1 0 300 254,290 16,300 1 I I—T-145,4001 63,2501 1 osts $2,605,190 jal $16,300 ** Please note that one year of maintenance costs are included with the software licenses. jal $63,250 nual $63,250 $2,986,640 Integrated Law & Justice Agency for Orange County & City of Newport Beach Justice and Homeland Security Integration and Citation Processing Solution Citation Component - Scope of Work April 2011 Page 1 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 The Integrated Law and Justice. Agency for Orange County's ( ILJAOC) Justice and Homeland Security Integration and Citation Processing Project ( JHSICP) is intended to address the diverse integration needs of the justice agencies in Orange County as they interact with each other as well as external organizations at various levels of government. This .document describes the scope of the citations and mobile identification portions of the project. The citations and mobile identification component will be implemented in a series of phases. The early phases will implement electronic citation processing at a small number of agencies and provide the foundation for mobile identification. Subsequent phases will expand electronic citations functionality to additional agencies, implement mobile identification and remote database access from the handheld devices to systems such as COPLMK and integrate the citations processing flow with the integration portion of the project implemented by other vendors. Most importantly, the project needs to provide a platform for the future that will allow additional functionality to be implemented to support the justice and homeland security needs of the people of Orange County, California. A number of team members from each of the participating justice agencies will be involved with the overall project. Actual team members will be selected at a later date. Governance for the project shall be provided through the Integrated Law and Justice Agency for Orange County ( ILJAOC). ILJAOC is a joint powers authority that is made up of the local government entities in Orange County California which have direct involvement with the criminal justice system. The JPA provides integrated justice systems and services to its member agencies and to other government entities on a contract basis. SOW - Scope ®f Work This section outlines the services, equipment, software and tools to be provided by the Vendor in the execution of the contract to provide the ILJAOC JHSICP solution(s). The delivered solution(s) must meet the functional and technical requirements as detailed in Section Requirements (REQ). The Scope of Work may be divided into multiple phases that will be defined as funding and operational priorities dictate. Sections 0 through 8 of the SOW shall apply to each phase of work as outlined in the work order or other documentation issued to authorize such a Phase. Section 9 of this SOW applies only to the First Phase or Pilot Phase of this project.. SOW 0 -1 JHSICP Citation Solution Scope The Citation Solution Vendor shall confirm requirements and then design, implement, and test an electronic citation solution to support up to 30 independent law enforcement agencies. The Citation Solution Vendor shall as part of the first phase of the project: • Implement the citation system • Implement citations workflow to support 3 law enforcement agencies • Provide portable citation user equipment as selected by ILJAOC • Work with the Orange County Superior Court to coordinate the design of and implement a NIEM compliant interface point for the new citation system • Work with the selected Integration Solution vendor to plan for the connection of the new citation systems system to the integration solution • Establish a foundation for mobile fingerprint identification Page 2 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 SOW 0 -3 Subsequent Phases A number of initiatives or applications including the following will likely be undertaken in subsequent phases of the project. The exact packaging and structure of these follow on initiatives will vary depending on funding and operational priorities. The intent is that ILJAOC will work to have funding in place to allow for a move from the first (pilot) phase immediately into a subsequent phase that would include or more additional applications. Initiatives and Applications currently identified for implementation are: o Implementation of additional applications including: o Mobile Identification • Remote database access • Field Pre - booking • Integration to COPLINK • Integration to the JHSICP Integration platform • Extension of misdemeanor citations to the District Attorney and City Attorneys, who are involved on behalf of their Police Departments, for processing • Extension of mobile identification to additional law enforcement agencies • Extension of shared citation system to additional departments SOW 0 -4 Architecture The following diagram outlines the baseline JHSICP architecture Note that connectivity from the Court and Public Defender to the workflow engine illustrated in the diagram is not intended for receipt of criminal cases or primary discovery. Those functions will be provided by direct point to point interfaces from the District Attorney to the Public Defender outside of this project. That connection allows those agencies to access other integration applications such as filing of crime lab requests, viewing generally available documents or the case status index, citations processing and future applications. The system works essentially the same way for any type of request whether it is a filing, crime lab request, a warrant transaction or a juvenile referral. An originating agency compiles an initial request and potentially an accompanying document packet. The filing or service request is routed through the workflow engine to the appropriate agency. A notice of receipt along with other information, such as a receiving agency case number will be sent back to the originating agency by the Workflow Engine. Where appropriate, based on filing or request type business rules, the system will store copies of the filing or request in the repository with appropriate access controls. The ultimate configuration of the ILJAOC Integration and Citations solution is illustrated in the final diagram. Individual phases will implement components of the solution and the system will evolve to the ultimate state over time. BRAZOS Technologies is only responsible for the citations portion of the solution as described in this SOW. Page 3 of 37 051611 ILJAOC—JHSICP Citation Scope.docx 5/9/2011 ILJAOC JHSICP Project High Level Architecture SOW 9 — General SOWI -1 Location of Work The Primary Work Location shall be in facilities provided by the ILJAOC agencies in the State of California. The Vendor can complete much of the work in their own facilities. However, all requirements workshops, project management meetings, training and integration and acceptance testing shall occur at the Primary Work Location. These requirements are applicable to the respective phases of the e- filing project. SOWI -2 Vendor Project Manager The Vendor shall assign a Vendor Project Manager to this project. The Vendor Project Manager will be the single point of contact responsible for all work undertaken by the Vendor. The Vendor Project Manager shall be on site in Orange County as needed through the duration of the project. During implementation and up to provisional acceptance the Vendor Project Manager must be on site in Orange County as agreed to by the ILJAOC Project Manager for the respective phases of the a -filing project. SOWI -3 System Staff on Site Support For the initial phase, programmers and systems specialists capable of making any required changes to the system shall be on site as necessary for the duration of system integration testing, and through to provisional acceptance. Support personnel capable of restoring the system should be available through Final Acceptance of the solution(s). SOW 2 — Services SOW2 -1 Inception For the initial phase, the Vendor shall meet with the ILJAOC project management as often as necessary to finalize the project plan, schedule initial meetings and workshops and agree and document project processes, procedures and reporting systems. For subsequent phases, the Vendor shall meet with the ILJAOC project management team as often as necessary to finalize the project plan, schedule initial meetings and workshops and agree and document project processes, procedures and reporting systems. SOW2 -2 Site Surveys In conjunction with the inception meetings, the Vendor shall visit all sites included in the respective phase and work with technical personnel at that agency as well as any of the agency's technology vendors as appropriate, to fully validate their approach and design for integration with the processes and systems at that site. During these visits the Vendor shall determine the installation requirements for the JHSICP components to be installed and the suitability of the facilities and infrastructure of the sites to house the system and associated equipment. The findings of these examinations will be compiled by the Vendor and submitted to the ILJAOC Project Manager. ILJAOC police agencies will implement physical plant electrical and network facilities to support the system based on the report provided by the Vendor. SOW2 -3 Requirements Validation Workshops The Vendor shall conduct requirements validation workshops to walk through all of the ILJAOC requirements and determine the required configuration details. Workshops will need to be held for each site that will be included in the JHSICP per phase. Logistics for the workshops shall be managed by the ILJAOC team members. SOW24 System Design Documentation Following the requirements validation workshops the Vendor shall develop design documents detailing the configuration and any custom development. The documentation must be detailed enough for reviewers to Page 5 of 37 051611 ILJAOC—JHSICP—Citation Scope.docx 5/912011 understand the function and appearance of all e-filing solution(s) components and functionality. This documentation shall be submitted to the ILJAOC Governing Board for review. During the review period the Vendor shall update the project plan to reflect the configuration and customization effort. Following the ILJAOC's review, the Vendor and the ILJAOC Working Group shall finalize the design documents and project schedule. These requirements are applicable to the respective phases of the a -filing project. SOW2 -5 Development and Customization The Vendor shall perform the customizations outlined in the finalized System Design Documentation described above. These requirements are applicable to the respective phases of the e-filing project. SOW2 -6 Configuration The Vendor shall undertake all configuration of the JHSICP to meet the requirements as defined in the workshops and design documentation. These requirements are applicable to the respective phases of the e- filing project. SOW2 -7 Interfaces The Citations Solution Vendor is responsible for the following interfaces in various phases of the project: 1. The Vendor must work with the Orange County Superior Court to implement a NIEM based interface for primary citations flow. This interface will be used in the early phases of the project and may be decommissioned once the citations system is integrated with the integration platform. 2. The Vendor must make available a NIEM compliant web services based interface (or other format mutually agreed to with the Vendor, the RMS Vendor the law enforcement agency and ILJAOC) to allow each of the agencies using the citations solution to automatically upload approved citations and other documents created within the solution to their RMS. Agencies will be responsible for having their RMS build to the Citations Solution Vendor provided web services based interface in order to effect upload of the data to their RMS. 3. The Vendor must work with the selected Integration Solution Vendor to develop and collaboratively implement an interface from the new citation system to the integration solution. This interface will add functionality to support misdemeanor citations flowing to a prosecutor and may also support the traffic citations moving to the Court. SOW2 -8 Integration The Vendor(s) will be responsible for overall coordination of all interfaces. They will build out their own end of the interfaces and shall actively work with any participating agencies including the District Attorney, City Attorneys, the Sheriffs Department, police agencies and the Orange County Superior Court, their staff. and any other contractors employed by justice agencies within the county to support the integration of the e-filing solution(s). These requirements are applicable to the respective phases of the e- filing project. SOW2 -9 Server Installation The Vendor(s) will work with ILJAOC agencies to understand existing infrastructure available for use on this project. In the event that more servers are required, the Vendor shall install, configure, test and commission all server equipment and infrastructure required to support the a -filing solution(s). The production environments must be installed and commissioned prior to commencement of testing. In a number of cases, agencies may already own adequate hardware and server software. This hardware will be identified in Inception. These requirements are applicable to the respective phases of the integration solution. SOW2 -10 Workstation Software Installation Systems that require the installation of workstation software are discouraged. In the event that a vendor solution requires workstation specific software be installed, the Vendor shall install all workstation software to support the application including any client application software. The Vendor can assume that Microsoft Windows NT, XP, 2000, 2003,2007 and all standard Windows components already exist on all workstations, including Internet Explorer. These requirements are applicable to the respective phases of the e- filing project. Page 6 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 SOW2 -11 Project Management The Vendor Project Manager shall maintain a detailed schedule of activities for his /her team and update the schedule on a weekly basis until Provisional Acceptance of the system. The updated schedule shall, along with progress reports, be forwarded to the ILJAOC Project Manager on a weekly basis. The Vendor Project Manager shall present the current status of the work at a meeting in Orange County every 2 weeks through the life of the project and respective phases. The ILJAOC Project Manager may approve alternate status report meetings through the use of teleconferencing. Progress reports shall include a table listing all delivery milestones along with the originally scheduled date and the current target date and the number of changes to the date. SOW 3 — Equipment and Software SOVV3 -1 Integrated Solution The Vendor shall offer an integrated solution(s) including the hardware and software required to operate the e- filing solution. The ILJAOC has a number of Windows 2000 servers and Microsoft SQL Server licenses. During seeping and design of each phase discussions will be undertaken to determine if the solution can be operated on the ILJAOC's existing infrastructure. SOW3 -2 Primary Server and Infrastructure Environment The Vendor shall provide, deliver, install, configure and test the complete production server hardware and software environment in the selected data center location. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. SOW3 -3 Development / Test Server Environment The Vendor shall consult with the ILJAOC representatives to ascertain the availability of development and test servers. If new equipment will be required, the Vendor shall provide, deliver, install, configure and test the complete development server hardware and software environment in the selected data center location. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. The Development and Test environment will be used by Vendor personnel to configure and do preliminary testing of the system prior to commissioning. The system must be sized to support the development and configuration that will be performed by the Vendor and must scale to the requirements for all phases of the a -filing project. SOW34 Development Workstations The vendor shall determine the number of required development workstations in the inception of the initial phase. The Vendor shall provide, deliver, install, configure and test the development workstations and a development local area [network infrastructure to be used by Vendor personnel. After the completion of the initial phase, the development workstations will continue to be used for subsequent phases. Any additional workstation requirements for subsequent phase will be determined at that time. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. SOV1'3 -5 User Workstations The Vendor shall provide specifications for user workstations as outlined in the submission requirements. If additional or altered specifications are created as a result of changes for later phases of solution implementation, the Vendor will reissue specifications for user workstations. SOW3 -6 System Software The Vendor shall provide, deliver, install, configure and test all the JHSICP software. The Vendor will be responsible for installing any client software that is required other than standard browsers on all workstations at initial and subsequent phase sites. All warranty and licensing agreements associated with this infrastructure must be in the name of the ILJAOC or their designate. Page 7 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 SOW3 -7 Data Integration and Web Development Tools The Vendor's responsibilities in this area are limited to providing the applications configuration and web development tools used to meet the requirements of the JHSICP solution defined in this RFP, and providing training and documentation on any proprietary products and tools supplied. SOW3 -8 Third Party Software The Vendor shall provide, deliver, install, configure and test all third party software that is required to support the operation of the proposed JHSICP solution on all of the server components as well as any items that are required other than those provided with Microsoft Windows XP/NT /2000 /2003, 2007 or later operating systems on the workstations. All warranty and licensing agreements associated with this software must be in the name of the ILJAOC or their designate. SOW3 -9 System Management Software The Vendor shall provide, deliver, install, configure and test all software that is required to effectively manage the server infrastructure and the applications. All warranty and licensing agreements associated with this software must be in the name of the LLJAOC or their designate. SOW3 -10 Solution Components Individual Agencies will work directly with BRAZOS to customize the citation within the guidelines set forth by ILJAOC and Orange County Superior Court. Customizations will include the allowance of warning citations, an approval process on electronic citations, and the allowance of voided citations. Additional fields may include, but are not limited to Vehicle Unit, Direction of Travel, Direction of Tom, Case #, Number of Occupants, Radar Calibration Information, and notes fields. Based upon the OS of the devices selected and their functionality, devices will have the ability to capture pictures, voice notes, text notes, fingerprint capture and electronic signatures. All citations created electronically through the BRAZOS System will be completed by the Officer and then submitted to the BRAZOS eCitation Server through the Sync Process. During a successful sync, all citation records will be pushed from the device to the BRAZOS eCitation Server. Once received by the eCitation Server, a. process that is set to run every 10 minutes will qualify the approved citations and position the appropriate citations to be forwarded into the CMS/RMS /AOC. The citation will automatically push to Orange County Court through an interface patterned after one developed by the Administrative Office of the Courts and the CHP. BRAZOS will redirect the interface through ILJAOC's integration solution in a subsequent phase of the work at no additional cost. Individual agencies opting to adopt an approval process will push citations to the eCitation server in a pending approval status. An Administrator /Supervisor, as designated by the individual agency, will be required to review citations via the BRAZOS web portal and review and approve the citations. Once approved, citations will begin the process that will qualify the approved citations and prepare for import. Once the import files are prepared for the CMS/RMS /AOC, the citations will have the ability to push the citations into their respective CMS/RMS /AOC. History for each of the actions taken on the website is tracked and viewable in a "history" report by citation number. SOW3 -11 Functionality of Proposed Integrated Solution Once citations have been synchronized to the BRAZOS server, the citation information is then prepared for import into the Orange County Court, the local agency's RMS system, and is also visible on the website. To enable the import process, BRAZOS will utilize an interface patterned after the CHP /AOC Interface developed specifically for CHP. Citation information will be transferred to the Orange County Superior Court by electronically transmitting XML documents to the Web service provided by Orange Comity. This Web service will receive the records and process the records in a batch mode. Upon completion of the processing, the Court will provide a final disposition on each record via a second Web service and all records will be updated with the final status. Page 8 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 SOW3 -12 Integration Approach Brazos will provide interfaces to the following systems: 1. Integration solution provided by ILJAOC. The format and transmission methods for this interface are expected to by XML and Web services but the XML definition has not been completed. 2. Local RMS solutions for each agency. As discussed previously, Brazos will provide either a NEIM compliant XML document or an RMS specific interface file if it already exists and is desired by the agency. 3. For the purpose of expediting the Pilot BRAZOS is routing citations straight to the Court. Once the middleware platform is built by the Integration Vendor, Brazos will re -route the data transfer through the middleware and on to the Court with all the functionality specified in the original bid response, at no additional cost. SOW3 -13 Data access /storage The Brazos server solution uses an IIS 6.0 front -end with a SQL Server 2008 database. The entire back - end solution will utilize the Brazos Hosted model. SOW3 -14 Interfaces The Brazos Solution can access ODBC - compliant databases, XML -based APIs, and file -based import/export methods for moving data to and from other applications, including legacy systems. These data movements can take place either during the sync process of the mobile device or on a batch method to the eCitation server and then distributed to the mobile devices. This flexibility provides an enormous number of possibilities for increasing the value of the investment by creating new functionality for the ticket writers or adding new applications to the devices. Once the citation has been uploaded from die ticket writer, it is electronically downloaded to both the Integration System and the RMS systems either on a scheduled basis or on demand. The entire import/export process is controlled via the web -based tool with our Import/Export Wizard. This allows the agencies to add new interfaces or modify existing interfaces at any time with no `change orders' being charged back to the agencies. The Brazos Solution regularly interfaces with many court and RMS systems across the country. Our approach to interfaces is to match the courURMS vendors' existing interface model in order to minimize risk to the agency as well as minimizing costs. SOW3 -15 Adding Transaction Types The Brazos Solution is incredibly flexible. It is not just an electronic citation solution. The MaeKIT framework upon which the solution is built, allows Windows -based devices to communicate directly with any industry- standard database without the need for a dedicated intermediary server or workstation. The primary platform is entirely web - based, the devices transfer data using industry- standard XML, and all data are highly secured through multiple layers of access control, encryption, and compression. The Brazos Solution was built entirely without programming using MaeKIT. Brazos Tecluhology will allow agencies and/or the ILJAOC to add new transaction types over time and allow these transaction types to either /or leverage the Integration solution or provide that information to the necessary repository. While these additional transaction types are not in the scope of this project, it is expected that ILJAOC will utilize this flexibility in the future. SOW3 -16 Data Ownership Within the Citation Solution, the Brazos Solution maintains data integrity and security per the requirements of the owner agency. All of the security profiles, user access, data characteristics, etc. are controlled by each agency via the web -based BuildlT configuration platform. We take the approach that the agency that enters the data — owns the data and have built our existing hosted platform on that model. Page 9 of 37 051611 ILJAOC — JHSICP — Citation Scope.docx 519/2011 SOW3 -17 Data Currency and Integrity The Brazos Solution contains multiple levels of security to maintain data currency and integrity as the data move through the system — from the ticket writer to the eCitation server and ultimately to the Integration Solution. No one can change (or even view, for that matter) a citation without proper access. All access and user profiles will be defined and controlled by the ILJAOC agencies via Build -It, the Brazos web -based configuration platform. Any superseding, sealing, or redacting capabilities will be defined and controlled by the ILJAOC agencies. The Brazos Solution is built to work however the agencies would like. It is very flexible and very secure. The system that will be installed for ILJAOC is the same system that we run in a Hosted model for over 100 customers today. We verify upon a save, that data has not changed prior to a save and notify the user when the base data has changed prior to a save. The user is then presented with the option to override and continue or refresh the updated data to re-make any changes. The Brazos Solution has a number of features that ensure that data is never lost, either from the device to the eCitation server or from eCitation server to the Integration Solution. On the Device Once an officer saves a record (citation, FI, or any other record), that information is backed up to a non- volatile area on each proposed device. That non - volatile area contains all information that has been saved along with the files needed to re- install the application. This means that not only is the data secure, but also that once power is reapplied to the device, the application will reload automatically without the need for IT intervention. We have never lost a record that was saved on the device. One of our customers left a ticket writer on the roof of a patrol car and lost the device in a field. They didn't find the ticket writer for 2 months (during the rainiest season on record for the Dallas area). When the ticket writer was found by a maintenance worker, it was cleaned off and placed in the cradle. After the device was recharged, the software automatically reloaded, and five tickets were pushed off of that device. In Transit When the data is synced, there are two layers of technology [hat will ensure proper delivery. The Brazos Solution will provide the first safeguard for the information. The Brazos Solution works on a request/confirm model where all information is sent, validated, and confirmed before a transmission is considered complete. ALL data transmissions receive a valid and authenticated confirmation message before the information is removed from the mobile device. This method guarantees that all information is received and complete, even if a connection is lost during the sync process. On the Server The Brazos eCitation server serves as a middleware product for electronically moving information from the mobile devices to the Integration Solution. It also serves as a robust reporting mechanism for any record captured from the mobile device. As such, the only mission - critical disaster recovery needs for this box are the continued processing of records not yet sent to the Integration Solution and the continued process of citations that are being written on the street. Once confirmation of the successful receipt of a record from the Integration Solution is received by the eCitation server, the Brazos Solution can mark any and all records with the current status and the date that status was received. The Brazos Solution also allows the agency to re- download any citation record that was rejected after modifications are made to resolve the conflict. While this is a `soft' safeguard to pushing the information to the other system(s), it is important to note that ILJAOC will have a complete system to resolve issues and resubmit records to any and all system(s). With both the layers discussed above to guarantee data delivery, any outage of the eCitation server would not cause a data loss situation. In the case of the eCitation server being unavailable, the records will remain either on the device or in the queue to be processed when the server comes back on -line. Page 10 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5 /9/2011 SOW3 -18 System Software Since the server and server components will be hosted by Brazos, the only requirements to use the administration/web portal are IIS7.0 or greater. SOW3.19 Web Development Tools Brazos Technology will utilize the MaeKIT development tool described in the RFP response. All other development will utilize Visual Studio 2008 or Visual Studio 2010. SOW3 -20 Third Party Software There are no third party requirements needed for this phase of the project. If the ILJAOC wishes to engage in Mobile AFIS in the future, we will utilize third party products to provide FBI certified formats required by most AFIS datastores. SOW3 -21 System Management Software The solution includes many management tools that are available to both Brazos support as well as the participating agencies. Some of these tools are: • Device /software management • User management including roles and contact information • Complete drop -down value management (adds, deletes, modifications) • Error tracking and logging • User activity audits SOW3 -22 Project Environments Provide a description of the production hardware infrastructure environment that you are proposing. Given the project scope and schedule, explain the system landscape that you would recommend to support the project including development, testing, training and production. environments. Based on the proposed infrastructure, provide a discussion of any requirements for other environments that would need to be created to support the goals of the project. For instance, will development, testing and production cutover all take place in the same system environment? Brazos Technology will utilize the same environment for testing /deployment and production. Since we can create multiple customers on the same solution, we typically create `testing' customer accounts and utilize those accounts to separate and test new functionality without affecting production. All interfaces and workflow procedures are then configured to operate for any test data sources instead of the production systems. SOW 4 - Acceptance and Testing SOW4 -1 Acceptance Acceptance of the Solution shall be conducted in a multistage process during the respective phases of the e- filing project. SOW4 -2 Preliminary Acceptance Preliminary Acceptance shall be granted following the acceptable completion of the a -filing solution testing and clearance of all deficiencies identified. These requirements are applicable to all of the respective project phases. SOW4 -3 Provisional Acceptance Provisional Acceptance shall be granted following the acceptable completion of user acceptance testing and clearance of all deficiencies identified during user acceptance testing. Page 11 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 SOW44 Final Acceptance Final Acceptance in the initial phase shall be granted after 16 weeks of operation without a system outage affecting more than 10 workstations or reducing system throughput by more than 20 %. Final Acceptance in subsequent phases will follow similar guidelines but will be staggered, according to the project schedule. SOW4 -5 Solution Testing This testing shall be conducted on each site Production System, prior to the commencement of system Integration Testing. If the solution consists of one central system for all sites, this testing will consist of individual testing for each site. The Vendor shall be responsible for developing and submitting a testing plan for approval by the ILJAOC Project Manager prior to commencing the testing. This testing shall completely test the operation of the JHSICP solution attfor each site. The testing shall also include load testing that confirms satisfactory operation with concurrent users simulated. In addition to the testing proposed by the Vendor,. the ILJAOC may submit additional tests that must be completed by the vendor. Requirements for Data Sharing Solution Testing are applicable to all the respective phases of the e -filing project. SOW4 -6 System Integration Testing System integration testing shall be conducted by the Vendor. The testing shall be conducted on the Production system prior to the commencement of training or user acceptance testing. The testing shall exercise all integration points and interfaces. The Vendor's primary responsibilities during this testing will be verifying operation of the JHSICP solution at the initial phase sites and repeating the system load test on the production system with all the interfaces active. For subsequent phases, system integration testing will also be conducted by the Vendor. The manner in which System Integration Testing will be conducted during subsequent phases will be determined in the Inception Phase. SOW4 -7 User Acceptance Testing User Acceptance Testing shall be conducted following the System Integration Testing on the Production System. The testing will be conducted by the Vendor. The Vendor shall have personnel on site throughout the testing to address deficiencies and operational issues that arise. User acceptance testing will only be performed in the initial phase. However, if changes are introduced into the system as part of subsequent phases of implementation, a subset user acceptance testing phase will be conducted. SOW 5 — Training SOW5 -1 General Training Philosophy The Vendor shall develop and conduct all primary system training. Train the trainer courses shall not be used to train users for initial system startup. The ILJAOC shall provide training rooms with furniture and network connection to the production server location. The ILJAOC will designate between 2 and 10 personnel that will become staff trainers following acceptance of the system. These personnel will work with the Vendor to provide input into the operational aspects of the training materials and will be the primary reviewers of the training materials. They will also sit in the courses as instructor trainees to develop an understanding for how the material should be delivered. The goal for the training program is that the officers will be able to fill out the citation long -hand (i.e., no DL swipe, VIN decode, or any other aid) and have it printed in less than four minutes. The training class also teaches first level troubleshooting techniques for when things don't go absolutely perfect —the officer can still be fully operational. The format that we generally utilize is a Train - the - Trainer approach and will provide the pilot officers with all of the tools that they need to train the remaining officers. This training will be available to the ILJAOC agencies following acceptance of the system Brazos Technology also offers Supervisor Review and Administrator classes. We are willing to provide whatever the training the agencies desire and can be flexible in terms of class size, duration, and scope. Page 12 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 SOWS -2 User Training The Vendor shall develop and deliver user training classes, provide initial delivery of those classes and then provide all training materials to ILJAOC so that member agencies can continue to train staff. Courses shall include: • Hardware training — Handheld Device; Printer, Docking Cradle, Vehicle Cradle • Software Training — Microsoft Windows Mobile® • Software Training— Brazos Technology TicketWriter — The Basics • Software Training — Brazos Technology Ticket Writer— Test/Sample Tickets • Training — Integrating Brazos' Ticket Writer into patrol procedures • Training — "Live Tickets" — During this phase, representatives from Brazos will provide direct attention to the officers in an actual field environment to assist them with proper assimilation of the deices into safe, practical and effective police procedures Classroom Training. The officers will be given full device and software training in order to understand and become familiar with the technology. The training process includes producing several test citations with a trainer to ensure comfort with the technology. The duration of this phase is typically very short one day) as most officers will pick up the technology quickly and be anxious to go out on the street for the practical application portion of training. Each class can accommodate approximately 15 officers. Practical Application. The practical application phase begins once the officers are familiar with the technology. At this point the pilot officers will begin writing real tickets. This process serves two purposes: 1) we validate the entire process for real, prior to engaging the entire police force, and 2) we can have some positive feedback circulating the department prior to full rollout. The duration of this phase is typically one day. Upon completion of this phase, there will likely be some informal training with other officers by the pilot officers, which is okay but should be kept to a minimum until the officers and court are comfortable enough to train the entire force. Classes shall be conducted in 15 person classrooms The curriculum must be sufficient to allow users with a basic understanding of the police agency's business to become proficient in the use of the system to conduct their day to day activities. SOW5 -3 Administrator Training The Vendor shall develop and conduct a course suitable for agency system achninistrators. This course will be delivered at least 2 times in classes of up to 10 people. This course should contain detailed explanations of the administration of the JHSICP solution, including management of security and user profiles as well as agency specific configuration settings. This training is likely to be required in each phase of the project. Courses shall include: • User Administration • Drop -down Administration • Device Administration • Overview of BuildlT • Test Interface with RMS system • Test interface with Integration Solution • Training — "Live Tickets" • Training — Citation Entry Screen and Reports • Training — Trouble Shooting & Support Page 13 of 37 051611 ILJAOC— JHSICP— Citation Scope.docx 519/2011 SOW 6 — ®®cumentafion SOW6 -1 General Documentation The Vendor shall provide complete product documentation (such as standard does that accompany a. purchased server computer) for all software and hardware components provided to the 1LJOAC as part of this contract. This requirement is applicable to all of the respective e- filing project phases. SOW6 -2 Solution Systems Documentation Two hard copies and one electronic copy of all Solution system documentation (including the citations system documentation) shall be provided in the initial phase. If changes to the JHSICP solution documentation result from work performed in subsequent phases, two hard copies and one electronic copy of updated documentation will be provided. The JHSICP solution documentation includes all project planning and execution deliverables. SOW6 -3 User Documentation The Vendor shall provide all user documentation in an electronic format simultaneously accessible to all users in or affiliated with ILJAOC .agencies. The documentation must be sufficiently detailed and complete so that a computer literate user could use it to learn all functions of the system. The documentation must incorporate instructions on how to use all features customized and configured for this installation. SOW64 Training Documentation Each training manual must be a substantive document that provides material for training all functionality within the JHSICP solution. These training manuals must be approved by the project management prior to being released to end users. The Vendor shall provide at least 30 copies of each training manual to be distributed to personnel as they receive training on the use of the system. The Vendor shall also provide the ILJAOC with editable electronic versions of these manuals in order that they may be updated and additional copies made for future training of new employees. The manuals must include a quick reference section that users may use on an ongoing basis as well as training exercises, examples of functions and instructions for basic operation of the system. It is expected that these quick references will be a supplement or subset of the online training materials specified above. SOW6 -5 Technical Documentation The Vendor shall provide 2 sets of all hardware and third party software technical documentation for each site on which these items are installed. The Vendor shall provide 2 sets of technical documentation describing configuration, database mapping integration techniques, systems management and technical support procedures for the JHSICP solution for each site. These requirements apply to all of the phases of this project. If changes to the technical documentation result from subsequent phases of implementation, and those changes are applied to the initial phase implementation, updated technical documentation will be provided to the initial phase sites. SOW6 -6 Database Documentation Wherever databases are established or significant work is done understanding existing databases, the Vendor shall compile documentation on the database structure and schema suitable to support ongoing support and further extension and expansion of these databases. This documentation shall be left with the ILJAOC for use as they see fit in the ongoing operation, maintenance and expansion of the system. SOW6 -7 Data Mapping Documentation Data originating from each data source will be transformed (if required) and mapped to a corresponding NIEM and /or Global Justice XML defined element (Specific standards and appropriate extensions will be determined at time of contract). The Vendor must create and maintain documentation for each data source Page 14 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 that includes the database fields and the required transformations. This documentation will be a living document, and will continue to be updated as the project progresses. Over time, ownership of the documentation will pass to the ILJAAC. The exact dates will be determined at a later date. SOW 7 - Warranty and Ongoing Maintenance Support SOW7 -1 Warranty Support A system and installation warranty must be provided as part of the purchase of the system. Options for a one year and a three year warranty are required as part of the pricing submission. SOW7 -2 Warranty Components In addition to standard warranty provisions, for the purposes of this project, warranty is defined to include: Annual software licensing during the warranty period • Telephone support • On site callout based outage support • Periodic preventative maintenance and monitoring visits • Upgrades to the latest version of application software as part of preventative maintenance SOW7 -3 Response times During the warranty period the Vendor shall provide 4 hour on site response to a system deficiency that affects 10 or more workstations, or one server or impacts average transaction time by more than 20 %. Staff must be available to respond Monday through Friday from 8 am to 5 pm. SOW74 Warranty Considerations For subsequent phases of the implementation, and each site that is integrated into the JHSICP solution, the Vendor shall offer options for I year or 3 year warranties as outlined for the initial phase. No additional routine maintenance site visits are required as part of the subsequent phase warranties. SOW7 -5 Ongoing Maintenance Support The Vendor is expected to offer a range of ongoing support options for the ILJAOC's consideration in the event that the they opt not to select the 3 year warranty. One of those options may be a full on -site support option. SOW 8 - Work Not Included - Integration and Citations The ILJAOC agencies have information technology groups and have been using the services of various consultants to serve the justice community for some time. The following services associated with this project may be undertaken by a combination of separate consultants and the ILJAOC agency information technology personnel and are not the responsibility of the Vendor. SOW8 -1 Change Management Program The Vendor is not responsible for implementing or operating a change management or stakeholder communications program. These activities will be undertaken by ILJAOC and its consultants. SOW8-2 Networking Facilities The ILJAOC will implement all local and wide area network facilities other than those specifically requested in the Scope of Work. The Vendor's responsibilities are limited to specifying the improvements Page 15 of 37 051611 ILJAOC_JHSICP_Citalion Scope.docx 5/912011 required to network infrastructure during proposal submission and as a result of the design effort and site visits. SOW8 -3 Physical Plant and Electrical Service The IL.IAOC will implement all physical plant and electrical services based on the requirements the Vendor presents as a result of the site visits. SOW84 Implementation of Specific Interfaces The following interfaces will be built by other parties outside of this contract 1. District Attorney E- Filing to the Court 2. City Attorney E- Filing to the Court 3. Motions interface from the Public Defender to the Court 4. Discovery from District Attorney or City Attorney to the Public Defender SOW 9 — Phase 1 Implementation SUB9 -I — Scope The Citation Solution Vendor shall as part of the first phase of the project: • Implement the core citation system • Establish connectivity to the Interface point provided by the Orange County Superior Court • Implement citations processing at 3 police departments • Provide support for implementation to local agency RMS system • Provide support for implementation to Integration system as it is implemented SUB9 -2 — Workplan Brazos Technology is committed to delivering a successful electronic citation project to our customers. We provide a highly collaborative implementation approach has been highly successful, and involve the customer in all phases of developing and implementing software. This process is comprised of the following: • Kick -off Meeting. An on -site meeting with the project owners (and in this case with representatives of the three agencies participating in Phase I as well as the ILJAOC) to define roles, responsibilities, and outline the schedule. This meeting will also include capturing all initial requirements into a project design document. • Setup and Configuration. Brazos Technology will work with the three ILJAOC agencies to setup the ticket writers, import offenses, layout the defendant's receipt, configure reports, and any other configuration required by each agency. ILJAOC /agencies will perform any tasks related to enabling the agencies to deploy any 4 -bay cradles and install any vehicle mounted hardware prior to Brazos Technology arriving onsite for the initial training. • Product Install and Verification. This step involves installing /configuring the eCitation server, verifying connectivity of the mobile devices from their cradles, testing of wireless connectivity, and beginning the acceptance of the ticket writer configuration. While overall operation cannot be completely determined or accepted at this point, data transfer between the ticket writer and the court/police department systems should be operational at this point. • Begin Pilot of Phase I. The pilot program should involve a handful of key officers designated by ILJAOC, who will adapt to this technology quickly. They will be given full device and software training in order to understand and become familiar with the technology. The training process includes going out on the street and writing waming- citations with a Brazos Technology trainer to ensure comfort with the technology. These sample citations are then imported into both the Court (Integration System) and RMS systems to validate accuracy. • Operational Pilot. The operational phase of Phase 1 begins once the officers are familiar with the technology and we have verified successful data transfer to the RMS and integration system. At Page 16 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 this point the pilot officers will begin writing actual citations. This process serves two purposes: 1) validation of the entire process prior to engaging the entire police force and, 2) providing positive feedback to circulate within the department prior to full rollout. The duration of this phase is different for every department but needs to encompass the complete court cycle (life - cycle) of a citation, which is defined as a person receiving a citation and resolving/disposing that citation at the Court. O Full Rollout. The rollout process is primarily the training of all additional officers specified as participants in Phase I in use of the new system. The preferred process for training is to provide a class room style of instruction, followed by a "hands on" session that may include DL checks, ride- alongs, etc., to ensure every officer has used the system in the field. • Post Action. Finally, after the full rollout, we will convene with the project owners to determine what went well and what improvements are required of the system, process, or any other aspect of the project. A full project review will be documented by Brazos Technology and provided to the ILIAOC Project Manager. Steps to transition to Phase II of the project may be incorporated at this time. • The delivery and training processes are the most significant keys to the success of this project. We will jointly determine the Operational Pilot duration, depending upon officer success and satisfaction and their recommendations for deployment. When all parties agree, Full Rollout training and deployment will begin. A detailed work plan, specific to this project, will be created during the kick -off meeting and interviews. The work plan below is a sample of our typical project implementation process: Page 17 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 ,I'ask Total ".Cask Activity Description I:huauon, Duration Deliverables, (Weeks) I Contract Award TBD 2 Contract Signature TBD 3 Kick -Off Project lw lw Work Order I Gather requirements from all project owners 2d 2 Build official Work Order (SOW) 3d 3 Verify Work Order with hardware vendors Id and City This is dependent 4 Order hardware lw 2w upon hardware availability. 5 Setup Configuration of Solution 3w 5w off -site 1 Setup and Configure mobile software 5d 2 Receive all incoming interface samples to 3d load into mobile device from City 3 Layout the citation printouts I Sample Layouts for A pproval 4 Test ticket writers to eCitation server 2d 5 Install mobile and server onto City hardware 2d off -site Test solution using City hardware 2d Create sample interface files for City Id system(s) Test sample interface files Id 6 On -site Installation 2d 5.5w Page 17 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 SUB9-3 – Services Brazos Technology will provide all services related to the delivery of the Phase I implementation. These services include project management, consulting, development, JAD session, documentation and status reports to the project stakeholders. SUB94 Equipment and Software The following equipment and software will be provided as part of this SOW: Brazos Technology will provide all infrastructure, hardware, and software to operate the servers and backend of the eCitation project (both full and Pilot) via the standard hosted datacenter. Each agency will provide the networking ability for both the PDAs and cradles to access the hosted Brazos website. Brazos Technology will provide all PDA (and peripheral) hardware as designated by the BAFO response or as mutually agreed upon by both Brazos Technology and ILJAOC. Brazos Technology will also provide the software that runs on the PDAs (and/or laptops) for the collection of eCitation data and operation of the system described in this document. ILJAOC will provide the server hardware/software and networking infrastructure to run CLETs, COPLINK, and AFIS queries as needed for this project. Each Agency will provide the sofhvare to import eCitation (or any other) records into their specific RMS (or other) systems locally. SUB9 -5 Acceptance and Testing The system will be considered "acceptance test ready" once it has completed a full system test, including interfaces and data conversion, with no known outstanding material defects. Brazos Technology will provide ILJAOC with a proposed "Acceptance Test Plan" (ATP). The ILJAOC will provide written approval that the proposed ATP is complete and acceptable. During the Phase I Pilot Project, Brazos Technology will work closely with ILJAOC personnel to ensure that each requirement specified in this Statement of Work is fully satisfied. Acceptance of the application shall be by conformity to the written Acceptance Testing Plan. Any functionality processes, or other Page 18 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/912011 I On -site installation of Server (if applicable) 2 Test mobile devices to server in City environment 7 On -Site Testing and Training 3d 6w Training Materials I Test mobile devices and connectivity to I d server 2 Test all interfaces for server id 3 Test web - citation entry screen Id 4 Test web based reporting 1 d Train officers on devices, connectivity, and 2d administrators 8 Operation Pilot 1 month. Fully Operational Pilot System *This optional task is highly is recommended to verify complete operation nor to full rollout of Phase I 9 Full Rollout of Ticket Writers TBD Final Acceptance Testin t-1-1 Tasks are TBD SUB9-3 – Services Brazos Technology will provide all services related to the delivery of the Phase I implementation. These services include project management, consulting, development, JAD session, documentation and status reports to the project stakeholders. SUB94 Equipment and Software The following equipment and software will be provided as part of this SOW: Brazos Technology will provide all infrastructure, hardware, and software to operate the servers and backend of the eCitation project (both full and Pilot) via the standard hosted datacenter. Each agency will provide the networking ability for both the PDAs and cradles to access the hosted Brazos website. Brazos Technology will provide all PDA (and peripheral) hardware as designated by the BAFO response or as mutually agreed upon by both Brazos Technology and ILJAOC. Brazos Technology will also provide the software that runs on the PDAs (and/or laptops) for the collection of eCitation data and operation of the system described in this document. ILJAOC will provide the server hardware/software and networking infrastructure to run CLETs, COPLINK, and AFIS queries as needed for this project. Each Agency will provide the sofhvare to import eCitation (or any other) records into their specific RMS (or other) systems locally. SUB9 -5 Acceptance and Testing The system will be considered "acceptance test ready" once it has completed a full system test, including interfaces and data conversion, with no known outstanding material defects. Brazos Technology will provide ILJAOC with a proposed "Acceptance Test Plan" (ATP). The ILJAOC will provide written approval that the proposed ATP is complete and acceptable. During the Phase I Pilot Project, Brazos Technology will work closely with ILJAOC personnel to ensure that each requirement specified in this Statement of Work is fully satisfied. Acceptance of the application shall be by conformity to the written Acceptance Testing Plan. Any functionality processes, or other Page 18 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/912011 aspects not specified in the approved Acceptance Testing Plan are considered out-of -scope and would require a written and approved Change Order. SUB9 -6 Training Training will be provided during the pilot phase exactly as identified in the overall SOW for the participating agencies. SUB9 -7 Documentation All documentation that is defined in the overall SOW will be provided for each agency during the pilot phase. SUB9 -8 Warranty and Maintenance While the Pilot phase does not contain all aspects of the overall SOW, it is intended that this pilot is a fully operational pilot. Therefore all warranties and maintenance services defined in the overall SOW will be provided during and after the pilot. Page 19 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 REQ — Requirements This document outlines the various requirements for the JHSICP solution to be provided to the members and clients of the .Integrated Law and Justice Agency for Orange County (ILJAOC).'The requirements have been developed to enhance the efficiency and effectiveness of the various transaction processes of the justice agencies. In some cases, however, the requirements may be subject to change. The right to make changes to the requirements is at the sole discretion of ILJAOC. Requirements consist of four sections as follows: REQ I — General REQ 2 — Functionality REQ 3 — Applications REQ 4 — Technical REQ 1 — General I_IEQ 1 -1— File Documentation Integrity The respective case file housed within the solution is not to be directly accessed by unauthorized personnel within the justice agencies. The intent is that each case cannot be accessed, unless authorized, based on where the case is in the process, and that each case is free from deliberate or inadvertent unauthorized review or manipulation. Additionally, the currency and integrity of the case files is a key requirement as it moves across the process of review and approval. Depending on the type of case, the filing of them may be a dynamic process (requiring interaction between agencies which involve updating case files with supplemental information). Vendor solutions must address how case file currency and integrity is maintained as it is reviewed in the system. REQ 1 -2 — Information Ownership The source documentation will originate from a variety of agencies, depending on the type of transaction. Ownership and control of information pertaining to criminal cases is of paramount concern. Each originating agency must have control of all of their information while it is within the system. REQ 1 -3 — Standardization The user interfaces for the different components that make up the application should maintain a standard look and feel. This includes standard buttons such as save, export, copy, paste etc. whenever these buttons are applicable. The web user interface should operate using standard web functionality that is familiar to most users. REQ 1 -4 - User friendly and overall usability Any new solution that is implemented should support the current business processes to the extent possible, and have functions that are easy for the approved users to access, navigate, maintain, etc. Further, the vision for the use for the solution is to provide one centralized electronic -file repository so the appropriate agencies with approved access may view, download, and append the original and unique case file when necessary. REQ 1 -5 - Be Web -Eased The solution will be accessed by many different agencies. Thus, the new solution should have minimal impact on the current infrastructure and applications being utilized by the respective agencies, be useable across multiple agency networks and interface easily with existing systems. Page 20 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 REQ 1 -6 - Ability to interface with existing systems The solution provided must be built on modem architectures supporting broad standards. The applications and infrastructure technology should be as current as possible in order to maximize the expected duration of industry support. While building for future expansion, the applications must also support operations for the foreseeable future at participating agencies with legacy environments that include lower bandwidth and other dated technologies. in particular, the solution must integrate with the case management system at the District Attorney's office. REQ 1 -7 - Support the laws in place related to case tiling The solution must consider and support the applicable federal, state, and local laws corresponding to the filing of criminal cases surrounding processing times, purging, security, access, privacy, etc. REQ 1 -8 - Enhanced tracking and accountability The system should facilitate increased case file tracking in order to limit the misplacement of documents and other information. This intent is to increase the accountability with the overall goal of making the process more efficient and effective for all participating agencies (to save time and money and enhance customer service). REQ 1 -9 - Designed to expand in the future The system should be designed and developed to have the capacity to grow in terms of both the volume of criminal case filings processed in Orange County and the types of transactions and applications which could lend itself to electronic transference. REQ 2 — Functionality The following requirements apply to the functionality of the JHSICP. REQ 2 -1— Information Transport The solution must support the ability of a criminal case file to be electronically transferred from the originating agency into a prosecutor's system for review. Additionally, the solution must support the ability to transfer items such as digital photos, digital recordings, etc. When necessary (e.g., case information is to be provided to the Public Defender), the solution should have the capability for electronic transfer of documents copied or "bumed" onto a portable CD. REQ 2 -2 — File Repository The solution may include an electronic data repository for holding a record of some or all transmissions through the system. Any repository must be organized in a standardized way in order to be easily located and viewed. Data in any repository must be accessible only by the owner of the data, the originating law enforcement agency and other parties specifically allowed by the data owning agency. REQ 2 -3 — Forms Development The solution must include a police reporting capability in order to capture the necessary information usually captured in a typical crime or police report. Page 21 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 REQ 2 -4 — Workflow The system must support establishment, editing and creation of additional automated workflows. These workflows shall be specific to an application and shall allow for transactions (depending on their type) to be routed for action to one or more central agency receipt and processing points or to a specific individual. When the person with the responsibility of completing the workflow tasks logs into the application they should be presented with the list of tasks that require processing. Where a task in a workflow is assigned to an individual at an agency, a "supervisor" level monitoring screen shall be included where supervisory personnel can monitor the status of each person(s) outstanding tasks. RECD 3 —Applications REQ 3 -1— Traffic Citations This section outlines the various requirements for the electronic traffic citation solution(s) to be provided to the Integrated Law and Justice Agencies for Orange County (ILJAOC) for the processing of moving violations between the law enforcement agencies and the Courts. The traffic citation requirements have been developed to enhance the efficiency and effectiveness of the ticket issuance process. This information is based upon site visits and discussions with the law enforcement agencies, the California Highway Patrol, the Sheriff, and the Court. Current Traffic Citation Process Overall, the processing of traffic citations is primarily paper based, involving multiple points of data entry. Currently the officer creates a hard copy citation which goes through internal scanning and data entry processing before being sent over to the Court. Once the appropriate information is entered into the local law enforcement system by their respective personnel, the Court copy is then submitted as appropriate. Subsequently, the Court is utilizing vendors for the scanning and imaging of the citations, as well as the data entry for uploading necessary information into the Court Management System. Currently, the Court is processing over one -half million citations per year and has dedicated personnel for quality control of data entry. The processing of traffic citations is summarized in the diagram below. FoYra Ofl�!er GGent�C+a4L131 5 " • — Cdlln 3caInntnaotnq n q and m Orations Orators W Ven*4 Citation D. 0 - 6ae Enu1• Vendor Law Enforcement The following points summarize how traffic citations are typically processed within the law enforcement agency: Page 22 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 • Law enforcement officer issues a pre - printed paper -based citation to the offender, writing in the demographic information, the driver's license number, the citation, location, etc., and includes the Court appearance date • Citations are in triplicate, with one copy going to the offender, one copy for the law enforcement agency, and one copy for the Court • The law enforcement officer routes the citation for data entry by the records clerk into the information management system (e.g., Crossroads, RMS, etc.) • Citation is then sent to the Court for processing Court Once the Court receives the package of hard-copy citations: • Citations are then sent to vendor for scanting and imaging • Images of the citations are then sent to a vendor for data entry • Files are then sent to the Court for the automatic uploading of the pertinent data into the Courts' case management system • Citations with errors are routed back to the originating agency for correction and re- submission Overall, the current process involves considerable data entry and review by officers in the field and administrative staff in the law enforcement traffic and records divisions. The proposed solution will help automate the traffic citation data collection and entry, and significantly reduce the data entry error rate, based upon the quality of the source documents produced and the skill set of those entering the information. Electronic Citation Concept There is a number of existing Citation systems in Orange County. The solution must have the capability to support integration with those systems but must also provide a streamlined path for additional agencies to move to electronic citations. The ILJAOC would fund the core infrastructure and agencies that wish to move to electronic citations would use the central citation system and would simply fund the acquisition of the mobile citation devices for their agency. Those agencies that maintain their existing citation systems or choose to implement their own citations systems would have their citations flow into the overall workflow system at a point to allow a single interface point for the Court to accept citations. A key decision point in the processing of citations is the determination of whether or not the citation can be processed as an infraction or whether it should be processed through a prosecutor as a misdemeanor. By integrating the citation system with the overall integration solution, those citations that require prosecutor attention can be routed appropriately. With the proposed solution in place, the law enforcement officers can generate E- citations via handheld mobile devices which will then limit the need for the law enforcement agencies to enter traffic citation data in their own respective systems, the need for the scanning and imaging vendor, and the need for the data entry vendor. Further, the electronic processing of citations would limit the number of data entry or hand - writing errors currently being experienced. This concept is summarized in the following diagram Page 23 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 Integrated Citation System Architecture Police De ariment B i- r t r � '�----- - -- --- GMseuUtor.File, Misdemeanors With the electronic solution, the appropriate data could be obtained in the field by the law enforcement officer, which would then electronically transfer the necessary information into the Court's information management system in preparation for the Court hearing. The detailed process flow is outlined in a series of diagrams below. The system will need to make an initial determination as to whether the citation should be prosecuted as a misdemeanor based on some configurable business rules. Once it passes through this initial classification, it moves on to internal department review. Departments have varying review processes. Some agencies do not review citations prior to moving to the Court and others have either a one step or two step review process.. Where a two step review is utilized, one is usually conducted by a Sergeant while another is generally conducted by a records clerk. Departments differ in the order in which these reviews are conducted and the system must support the review being conducted in either order. At any point in the process a reviewer must have the capability to change the classification of the citation between misdemeanor and infraction status and to route the citation back to the originating officer for correction. Where a correction is made to the citation, the system must make that correction on an amended citation form and that form must be attached to the original citation file for processing and printed for mailing to the defendant by the law enforcement agency. Page 24 of 37 051611 ILJAOC_JHSICP— Citation Scope.docx 5/9/2011 Citations classified as infractions after the internal department review will then be routed to the Court for processing. Citations classified as misdemeanors shall be routed into the core integration solution. Someone at the department will complete the required directions for complaint and the additional documents required for processing the case as a misdemeanor and that case would be routed either to the appropriate prosecutor through the E- Filing Solution as any other misdemeanor or in some cases shall be directly filed by the law enforcement agency with the Court. Law Enforcement agencies in Orange County have independent agreements with their prosecutors that allow them to direct file some misdemeanor citations. Business rules vary between departments and must be configurable by department in the solution. The following diagram outlines the process flow for citations for those agencies that route their misdemeanors to the Prosecutor. C 1- w, � Unnaa tP Syalwn Izr Able Y2ialy • acC9veQ1a nllast on( A�IpI CA Rndowj= -•� R�wiaO /� "�� ' E -CI:9 MI <ne Bailer: +.ti,� /� \\�. ��ilu,NtlonT \� �Gd,n9an /� l/ + \drnrreav pII Y.IP({��hzl - n � Dha� -R C tzte DF{ InGReaa-rs G Pc'c190� _- S:J�mn ' � ` ne i, _ SL'w'Trncxingf Rnvicn WOO/ �� ��\ Gattu /L'Igotq P � _ �"� N9c 1 r f A1NrK+ o `Fti,M:o Ceso .Y i omffid gPAS iunallly AnunkY I m.. DA Rn+inw "� -� �."- \ ` p Caw �- 'IUStta Cesoi -•1 Ipf eGl!NA.9 ill 1. Cempiini �— — 'I mPla're _ -- FJV G:elPl. -ry quntrml ns nCesr _ _ GsnSwro Ju rsti Lcoon s 'l.. y Cm4l Rrvcei I lLUnL'e m � Ds Lon AC'hil. _ _ _ �Ae 11— — _ •7V�Cn Pml Pr0f869 Uslic -- �aJ.w cdau" P:9.:. lrallK Roee!r Cew P,c[e"n As with all criminal complaints, a slightly different process is followed where an agency works with their City Attorney rather than the District Attorney. That flow is outlined below. Page 25 of 37 051611 ILJAOC_JHSICP_Cilation Scope.docx 5/9/2011 Citation Uplo d to System Agenry RMS Of rter Oulu- Clasvly ewnd nlranion oealeskditz luha[hon/ — ust .a. PeviFN __� •� —~ Pm:e� nrlemean cCae M::demeanor Mademeano: � Law EntamemeN � kevew w:h Create SL City alny Camplamf u A Import Do-s P1facM1 Docz Status LacFtng E. Repons —�� Padage Idaosagmg l Alenaig E. Filing Solution o-Ftle. He CoInplsfnt P= semhlad I� City Atlorney P,eceip: Asa9:i CA —� Pssign Numhar G4 Reriew Pm sar. Case? �1�.� Eiitl '� —� Coua 'omy�al Court e•n:.t Aseg Casa Num7er —� ase faros !211 g udgmibon Dispo• Non 141rv'0 Infraction q:aLan, Proce ss Trnitic Receipt Case Solution Requirements Given this concept, this section outlines the solution requirements for both the hardware and software. The requirements are organized as follows: REQ 3 -1 -1 — General REQ 3-1-2 — Hardware Functionality REQ 3 -1 -3 — Software Functionality Overall, the guiding principle for this proposed solution is that it must be user - friendly and easy to handle (i.e., the mobile device and printer). Officer and public safety is of utmost importance and must be taken into consideration when assessing possible solutions. The Application selected should utilize an open architecture, capable of accommodating more than one proprietary hardware vendor. REQ 3 -1 -1 — General The following requirements apply to the electronic traffic citation solution in general. REQ 3 -1 -1 -1 — Information Integrity The integrity of the information being collected and processed by the law enforcement agencies must be considered at all times. The solution must provide a secure process for electronic transferring of information, and utilize the leading practices in order to limit unauthorized access to the system. Page 26 of 37 051611 ILJAOC— JHSICP— Citation Scope.doex 5/9/2011 REQ 3 -1 -1 -2 — Information Ownership Although the source documentation will be originating from the law enforcement agencies, the citation server and the respective information will ultimately be received by the Courts for processing. As such, the solution must adhere to the data quality standards and security policies and procedures of Orange County, the Department of Justice and the Administrative Office of the Courts as appropriate. REQ 3 -1 -1 -3 — Standardization The solutions of the individual agencies must adhere to the data standards of the Court, and collect and transfer the pertinent data. REQ 3 -1 -2 — Hardware Functionality The following requirements apply to the functionality of die electronic citation solution. REQ 3- 1 -2 -1— Durability Given the nature of law enforcement work, the portable devices must be able to withstand drops to hard surface and in general, rough handling. If it is a. separate component, the printer must be durable and easy to mount on a typical motor in a convenient location. Additionally, the devices should have sufficient battery life strength, be water resistant, as well as be light weight. REQ 3 -1 -2 -2 — Usability The device must be ergonomically sound and be easy to navigate and utilize for law enforcement officers in the field. If it is a separate component, the printer should have easily - loadable paper and have wireless capabilities for the officer to print citations for the offender. REQ 3 -1 -2 -3 — Mandatory Features The mobile device must have the following capabilities: ° Swipe a Drivers License Capture photographs ° Receive an electronic signature ° Thumb print imaging • Anti -glare REQ 3 -1 -2 -4 — Desirable / Optional Features Agencies will be interested in a range or additional potential features. It is feasible that these features would be selected by only some agencies and therefore it would be acceptable if they are only offered on some of the portable devices offered. These include: ° Scan the Vehicle Identification Number ° Scan Vehicle Registration forms Additional consideration may be given to a hardware solution that also would support remote fingerprint capture and identification in conjunction with another project under development by the Forensic Science Division of the Orange County Sheriffs Department on behalf of the Random Access Network (RAN) Board for Orange County. (See REQ 3- 1 -2 -6) REQ 3 -1 -2 -5 — Connectivity Agencies will deploy the devices with multiple applications. Some of these application will require real time connectivity. Some agencies, for cost reasons may elect to not wirelessly enable all of their mobile devices. As a baseline, all devices must be capable of uploading citation data through a docking solution. Vendors must also offer a device or optional functionality on their base device that allows independent wireless connectivity for any applications installed on the device. Page 27 of 37 051611 ILJAOC — JHSICP — Citation Scope.doex 5/9/2011 It is also desirable that vendors offer a connectivity solution where the handheld device connects wirelessly through the mobile workstation in the vehicle. REQ 3 -1 -2 -6 — Open Standards Based Devices The devices offered must be standards based and open for use by additional applications that ILJAOC and its member agencies may wish to install in the future. The Orange County Sherriffs Department is currently moving forward with a remote fingerprint identification system and ILJAOC will want to install that application on the devices in the future. REQ 3 -1 -3 — Software Functionality The following requirements apply to the technical aspects of the electronic citation solution REQ 3- 1 -3 -1— Standards Based Software The citation software must be platform independent and capable of being installed on devices acquired by ILJAOC and its member agencies outside of this project. The Orange County Sherriff s Department is currently moving forward with a remote fingerprint identification system and ILJAOC will want to install the citations application on the devices acquired as part of that and other projects in the future. REQ 3 -1 -3 -2 — Legal Declaration The signature capture screen on all devices must display a legal declaration at the same time that the offender is entering their signature. The text of this declaration most be configurable from time to time as legal authorities dictate but will initially deliver a message to the effect of: "A signature is not an admission of guilt but by entering my signature I am promising to appear in court at the time specified in relation to this citation." REQ 3 -1 -3 -3 — Export Functionality The device should be compatible with the respective Court Management System, and have the ability to upload and/or electronically transfer information to the Court system, including, but not limited to, the following: • Agency Identification Number • Charge • Date • Location • Citation Number Citation Type Code Court Address • Court Appearance Date ° Offender Name ° Offense Date • Officer Identification Number REQ 3 -1 -3 -4 — Pick Lists The mobile device should have pick lists (i.e., drop downs) for locations, including possible cross streets, violation types, including the ability to load "pick list" criteria from existing databases Page 28 of 37 051611 ILJAOC — JHSICP — Citation Scope.docx 5/9/2011 REQ 4 — Technical The following discuss the technical requirements of the JHSICP solution. REQ 4 -1— Reliability As a mission critical function, the reliability of the JHSICP solution is of critical importance. Toward this, the solution should have 100% redundancy capability with site diversity and mirrored databases. If one electronic transfer and storage site is not operational, the other must be engaged without any disruption in the processing and storage of criminal case files. The Phase 1 implementation is not required to have full redundancy. Full redundancy would be an optional enhancement to the overall solution and is expected in a subsequent phase of the project. REQ 4 -2 — Security To illustrate the overall security intent, cases should only be reviewed by specific agencies as necessary, such as a case filed by law enforcement agency "A" should only be reviewable by law enforcement agency "A" and the intended DA reviewer (unless other permissions were granted). Further, security will have to be a high priority for each individual agency, with each agency developing their respective user profile and managing the access to the solution. In addition, the system must meet the specific security requirements outlined below. REQ 4 -2 -1 Multi -Level User ID Management Users will be located throughout Orange County and they will all access the tool through their own agency network. As each agency is tied to its own independent information technology structure a common active directory infrastructure is not feasible. Due to the number of agencies involved, networking of existing directory solutions is also not likely feasible. User login IDs, must be managed within the solution provided. A multi -level management structure is required where an overall system administrator can define user groups and administrator privileges by agency. Administrators at each agency must have the ability to manage the user logins and privileges at their individual agency. REQ 4 -2 -2 Enable role based security Provide an administrative tool and user interface that allows the administrator to create security roles for the solution. REQ 4 -2 -3 Enable definition of user rights and privileges through administrative user interface Provide an administrative tool and user interface that allows the administrators to perform the following tasks for the respective case filings: Add New Users Remove Users Add Roles to Users Remove Roles from Users ° Add individual Privileges to users Remove individual Privileges from users Administrative Users should include two roles. The first would be a super user administrator role, which provides rights and privileges to manage users at all sites. The second administrator role should provide administrative rights at one or select sites. Page 29 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 REQ 4 -2 -4 Support Passwords Provide the following functionality with respect to user passwords: Enable a user to change his or her password. Enable a system administrator to specify the minimum length of user passwords, the frequency of required password changes, and automatic expiration of passwords. Warn the user when he /she enters a "weak" password (e.g., passwords that use common dictionary words, passwords based on the username) Store passwords in an encrypted fonnat and in a location where only an administrator may have access to them. REQ 4 -2 -5 Maintain a User List Maintain a single list of users within the system for the respective electronic case filings, including the following types of information: ° Name Logon name o Password Security group profile (e.g., department, detective, officer, records clerk, Prosecutor, etc.) Active date range Title (e.g., director, officer, supervisor, captain, etc.) Contact information (i.e., phone number, fax, email, etc.) Enable an administrator to add, edit, and delete information from the user list as appropriate. REQ 4 -2 -6 View a List of Users Allow an administrator to view a list of users. The list should include: User information User expiration date Security profile assignments Last login date and time An administrator must be able to filter the list of users by status and security privilege REQ 4 -2 -7 Add New Users Allow an administrator to add new users to the system. When adding a new user, an administrator must enter the following information: User name User log -on name User title (e.g., Deputy District Attorney) User expiration date (optional) ° Type of adjudicator User default security profile(s) REQ 4 -2 -8 Set the Default Password for a New User When creating a user, the system must designate a default password for the user. When the user logs on for the first time, the system will prompt the user to change the default password. Page 30 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 REQ 4 -2 -9 Assign a Security Profile for a User Allow an administrator to assign a security profile for a user. When assigning a security profile, an administrator must specify the location, profile, and active date range for the user. REQ 4 -2 -10 View/Edit a User Log -On Allow an administrator to view and edit existing user information, including expiration date and security profile assignments. REQ 4 -2 -11 Inactivate a User Log -On Allow an administrator to inactivate an existing user. When a user is inactivated, the user will be unable to log -on to any location within this system. REQ 4 -2 -12 Reset a Password to Default Allow an administrator to reset a user's log -on password. The system must designate a default password for the user. When the user logs on the next time, the system will prompt the user to change the default password. REQ 4 -2 -13 Administer Password Functionality Allow an administrator to manage certain password functionality. An administrator must be able to specify values for the following functionality: Minimum and maximum length of passwords Amount of time before the user is required to change password Number of failed log -on attempts required to lock out a user ID Interval of time before user locked out ID becomes available again Whether old passwords can be reused Amount of time user can be inactive before timing out Whether to check for "weak' passwords REQ 4 -3 — Administration The following requirements relate to administrative functionality that should be available within the JHSICP. REQ 4 -3 -1 Log Errors Maintain a log of all the errors that occurred within the system. An administrator should be able to specify what types of errors should be logged. The error log should contain entries with the following information: Error criticality Date and time of error User who caused the error Contact information for the user who caused the error Location of error (what screen, module, etc.) Error message Actions that occurred prior to error (e.g., a case was updated) Actions that occurred after the error (e.g., system was shutdown) This error log must be maintained in real time by the system and should be exportable to other types of software (e.g., MS Excel), where the error log can be analyzed. Page 31 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 REQ 4 -3 -2 Support Error Notification Warn or alert administrators whenever a critical error occurs, such as a database failure or a network failure. The system should support alerts by network message, email, beeper, and/or visual and audio alerts at the console level (e.g., a flashing red light at the central server screen). REQ 4 -3 -3 Enable administration of drop -down lists Within the JHSICP, there should be a number of opportunities for the user to enter specific search criteria to locate the case file in question. In many cases, to facilitate use of standard data and codes drop down or select lists are provided for the user. They help eliminate typing required by the user as well as prevent the user from mistyping search criteria. These lists should be managed dynamically, and an administrative user should have the ability to maintain them through an administrative user interface. List administration could include the following, but not limited to: • Case number (a cross reference number for the varying agency case identifying numbers) Date submitted Originating agency Assigned personnel Others REQ 4 -3 -4 Disable access to data sources The administrator of the solution should have the ability to take a data source offline without affecting production operation of the JHSICP. REQ 4 -4 — Audit Trail The sensitive nature of the case filing information provided through this solution combined with the relative widespread access requires that an extensive auditing system be in place. For accountability and tracking purposes, the auditing function is a critical component of the solution. The following requirements pertain to auditing use of the electronic transferring and storage of criminal case files. REQ 4 -4 -1 Record user logons Maintain a history of all user log -ons. For each user log -on, the system should maintain the user ID, log -on date and time, and IP address. REQ 4 -4 -2 Record user logoffs Maintain a history of all user log -offs. For each user log -off, the system should maintain the user ID, log -off date and time, and IP address. REQ 4 -4 -3 Record unsuccessful login attempts Maintain a history of all unsuccessful log -on attempts to the system. For each unsuccessful log -on attempt, the system should maintain the user ID entered, the user password entered, the IP address, and the failed log -on date and time. REQ 4 -4 -4 Record executed case file reviews When a user has logged into the electronic file repository and executed a search and review, the system should record and maintain information about the review. The information provided in this audit record should allow, at any time, an administrative user to reconstruct a file search and review previously executed by a user. Page 32 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 REQ 4 -4 -5 Record review results When a user has logged into the solution and executed a review, the system should record and maintain information about the results of that review. It should also record all transactions affecting the contents or alterations to the contents of the repository by that user (for example, the deposit of any additional files, evidence, reports, etc.). REQ 4 -4 -6 View Audit Trail Information Provide the ability for an administrator to view audit trail information in an easy to use searchable user interface. The audit log viewer should be searchable, allowing the user to input search criteria and return filterable results. Input criteria, at a minimum, should include user, agency, name, date, etc. The administrative user should be able to export results from a search to a delimited file. REQ 4 -5 — Storage and Expansion The solution must have the capability to expand the storage of electronic based information over time. It is expected the solution will have an incremental implementation, perhaps only a limited number of agencies participating in the solution, and only for a limited number of case types. Over time, however, it would be expected to have all agencies participating for the maximum number of case types to enhance the solution's value. Page 33 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 PR9 — Pricing This pricing section outlines pricing that will serve as the basis for the overall implementation program as well as firm fixed pricing that will be used for the implementation of the pilot project as described in SOW 9. Pru -1 Program Pricing This section provides pricing based on the Brazos Technologies BAFO proposal submitted May 7, 2010 and updated through subsequent discussions and negotiations. It shall be used as the basis for planning each subsequent implementation component. Brazos Technologies will, throughout the life of the contract, provide citation and identification hardware from third party organizations at 10% over their costs. Hosting of the core solution is provided for the life of the contract at no additional cost. Hosting costs are covered through the annual licensing fee associated with the citation software that runs on terminal devices. drue 0 00 0 0 Core Solution Core Solution Software & licensing 4,500 0 Im Le e Services 17,100 0 Interface to Court and Integration 10,000 2,500 A_qency Implementation Im lementation Services 7,500 0 Agency Software 0 0 Interface with RMS Included 650 2 Days User Training 3,500 0 2 days Admin Training 3,500 0 Device Software Core Citation Software ( Includes: Traffic Citations, Traffic Warnings, Parking Citation, Parking Warnings, Field Investigations, and Activity Reports) 700 200 Biometrics Software (This is for capturing fingerprints and associating them with a form). Creating AFIS compliant formats for identification would have additional costs. Included Biometrics Software (This is for Creating AFIS compliant formats for identification ) 1 350 200 Motorola MC75A MC75A, GPS, WWAN HSDPA, WLAN 802.11, A/B /G, 2D Imager, Camera, 256MB /1GP, QWERTY, WM 6.5,1.5x Battery, Bluetooth 1,262 0 Page 34 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 Intermec devices will only be procured for remote ID purposes to the extent that their biometric options are approved by the State and FBI and are acceptable to the Orange County Cal ID staff '-The Cogent Device listed will potentially be added to the list, depending upon certification by Brazos that their software functions appropriately on that device. Pricing will be determined at that time; however, it will be consistent with the terms outlined in the above Section (10% over their cost). Page 35 of 37 051611 ILJAOC_JHSICP— Citation Scope.docx 519/2011 Mag Stripe Reader 109 0 Biometric Fingerprint Reader 220 0 USB Cradle 125 0 4-bay Cradle Ethernet/Char in 425 0 Wall Charger 95 0 Extended life Battery The extended battery is included with the Motorola device 44 0 3 year bronze support 265 0 5 year bronze support 475 0 Intermec CN4 CN4AQH801 U1 E80 QW Keypad, Scanner, BT WiFi, UMTS, GPS 1,356 0 Ma stri a Reader 206 0 Biometric Fingerprint Scanner This is a combination magstripe reader and biometric unit (You can remove the magstripe reader from the quote with this option) 750 0 USB Cradle 207 0 Wall Charger 85 0 Extended Life Battery 99 0 3 Year su ort 259 0 Intermec CN70 CN70AQ1 KCU4W21 00 QW Keypad, EA30, Camera, 802.11 n, BT, UMTS, GPS — Battery 1,441 0 Ma stri a Reader 226 0 Quad Dock Kit, Ethernet, CN70, NA Power Cord 408 0 USB Cradle 226 0 3 years Medallion Complete, 5 Day De - CN70, CN3, CN4, CN50 259 0 Cogent Ml3 M13- SWID -01 -00 Mobile Ident III with Mobile ID Client software 0 M13-OEM-00-00 Mobile [dent III HW Only) 0 M13- ADD- 01 -MAG Ma -stri a reader with Driver 0 M13- ADD- 0I -THP Attachable thermal printer with Driver 0 M13- ADD- 0I -CRD Charging Cradle 0 Zebra Printers RW420 Printer Bluetooth and Ma stripe Reader $750 0 RW420 Wall Charger $65 0 Intermec devices will only be procured for remote ID purposes to the extent that their biometric options are approved by the State and FBI and are acceptable to the Orange County Cal ID staff '-The Cogent Device listed will potentially be added to the list, depending upon certification by Brazos that their software functions appropriately on that device. Pricing will be determined at that time; however, it will be consistent with the terms outlined in the above Section (10% over their cost). Page 35 of 37 051611 ILJAOC_JHSICP— Citation Scope.docx 519/2011 Pri -2 Pilot Pricing This section describes the Vendor pricing for services and products described in SOW 9 — Pilot Implementation. 0 n - Ofy Tbitdl o ao e Core Solution Core Solution Software & licensing 4,500 1 $4,500 Implementation Services 17,100 1 $17,100 Interface to Court and Integration 10,000 1 $10,000 At encv Im lementation Services 7,500 3 $22,500 —Implementation Agency Software 0 $0 Interface with RMS Included 2 Days User Training 3,500 3 $10,500 2 days Admin Training 3,500 3 $10,500 Device Software Core Citation Software ( Includes: Traffic Citations, Traffic Warnings, Parking Citation, Parking Warnings, Field Investigations, and Activity Reports) 700 60 $42,000 Biometrics Software (This is for capturing fingerprints and associating them with a form). Creating AFIS compliant formats for identification would have additional costs. Included 60 Biometrics Software (This is for Creating AFIS compliant formats for identification ) 350 60 $21,000 Subtotal $138,100 Motorola MC75A MC75A, GPS, WWAN HSDPA, WLAN 802.11, A/B /G, 2D Imager, Camera, 256MB /1GP, QWERTY, WM 6.5,1.5x Battery, Bluetooth 1,262 $0 $110.43 Mag Stripe Reader 109 $0 $9.54 Biometric Fingerprint Reader 220 $0 $19,25 USB Cradle 125 $0 $10.94 4-bay Cradle (Ethernet/Charging (Ethernet/Charging 425 $0 $37.72 Wall Charger 95 $0 $8.31 Extended life Battery ( The extended battery is included with the Motorola device 44 $0 $3,85 3 year bronze support 265 $0 5 year bronze support 475 $0 Cogent Ml3 M13- SWID -01 -00 Mobile Ident III with Mobile ID Client software $0 M13-OEM-00-00 Mobile Ident III HW Only) $0 M13- ADD- 01 -MAG Ma -stri a reader with Driver $0 Page 36 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 The system will initially be integrated directly to the Superior Court. Brazos will move the integration over to feed through an integration solution to be implemented by another vendor at a later date at no additional cost. Page 37 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 M13- ADD- 01 -THP Attachable thermal printer with Driver $0 M13- ADD- 0I -CRD Charging Cradle $0 Intermec CN70 CN70AQ1KCU4W2100 QW Keypad, EA30, Camera, 802.11 n, BT, UMTS, GPS —Battery 1,441 $0 $126.09 Ma stri a Reader 226 $0 $19.78 Quad Dock Kit, Ethernet, CN70, NA Power Cord 408 $0 $45,50 USB Cradle 226 $0 $19.76 3 years Medallion Complete, 5 Day Dep - CN70, CN3, CN4, CN50 259 $0 Zebra Printers RW420 Printer Bluetooth and Ma -stri a Reader $750 60 $45,000 $3937.50 RW420 Wall Charger $65 60 $3,900 $341.25 The system will initially be integrated directly to the Superior Court. Brazos will move the integration over to feed through an integration solution to be implemented by another vendor at a later date at no additional cost. Page 37 of 37 051611 ILJAOC_JHSICP_Citation Scope.docx 5/9/2011 PROFESSIONAL SERVICES AGREEMENT WITH BRAZOS TECHNOLOGY INC Task Description Contract Signature Exhibit E "Schedule of Compensation, Percentage of Contract 20% Approval Final Work Order and Project Schedule 15% Test Solution 20% Delivery and Completion of Training 35% Completion of Pilot 10% Total = 100 %* `Final Contract amount may not include $21,000 for Biomelric Software listed in the Brazos Statement of Work in the event the RAN Board does not support a joint approach to our mutual projects.