00018156 Appendix A - LEEDC Business Requirements.xlsx
XLSX spreadsheet 31 KB Posted
- Solicitation number
- S-73000-00018156
- Issued by
- Oregon
About this file
This file is Appendix A to a Request for Information issued by the Oregon Department of Transportation (ODOT) regarding a Law Enforcement Electronic Data Collection System. The appendix outlines 67 functional requirements organized into five categories: Crash Capture, Records Management, Information Exchange, System, and Security. The requirements specify capabilities for law enforcement officers to create and submit crash reports, citations, tow-impound transactions, DUI packets, blood warrants, warning tickets, fix-it notices, parking tickets, and stop data through mobile and back-office software solutions. Key functionalities include offline operation capabilities, role-based access controls, integration with existing agency records management systems and Computer Aided Dispatch (CAD) software, real-time validation against ODOT's REST API, crash diagramming, and support for multiple platforms including iOS and Android devices. The requirements mandate compliance with the Model Minimum Uniform Crash Criteria (MMUCC) 6 standard and future MMUCC versions, as well as integration capabilities with the Oregon Law Enforcement Data System (LEDS) and National Crime Information Center (NCIC) registries. Additionally, the system must support data export in multiple formats including XML, CSV, TSV, and PDF, with the ability to transfer reports to authorized recipients including ODOT, courts, insurance companies, and crash participants.
The security and infrastructure requirements establish that the system must be hosted on GovCloud and maintain compliance with CJIS Security Policy, FedRAMP/GovRAMP standards, and ISO 27001 or SOC 2 Type II frameworks. The solution must enforce encryption of sensitive data at rest and in transit using strong algorithms, implement multi-factor authentication, maintain comprehensive audit logs, and support role-based access controls that prevent cross-agency access to unreleased records. The system must support agency-specific records retention and disposition policies, including automated purge capabilities with agency control and mandatory manual review for selected record categories. Additional requirements include support for dark and light mode displays, zoom functionality, spellcheck capabilities, choice lists for data entry standardization, and message system redundancy to prevent data loss during service interruptions or system failures. This Request for Information does not constitute a solicitation for contract award and is intended to gather vendor capabilities and market information regarding available solutions for law enforcement electronic data collection.
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| File | Type | Posted |
|---|---|---|
| 00018156 LEEDC RFI Final.docx | DOCX document |
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Appendix A
| APPENDIX A – Functional Requirements | |||||||||||||
| The following is a list of preliminary functional requirements. Please complete the following lists by checking the appropriate column to indicate whether or not the product you are offering is able to satisfy the listed requirements. | |||||||||||||
| Category | # | Priority to ODOT | Requirements | Not applicable | Exceeds | Meets | Partially meets | Planned | Does not meet | Method | Narrative Explanation | Assumptions | Alternatives |
| Crash Capture | 1 | High | Software / solution supports existing law enforcement and records management workflows, including supervisor review and approval before final report submission, and returning a report to the originating officer for rework and resubmission as needed. | ||||||||||
| 2 | High | The software should provide the ability to send a corrected, updated, or amended crash report. For example, should information later need to be updated (e.g., incorrect information found or additional fatal within 30 days). | |||||||||||
| 3 | High | Solution provides law enforcement officers (LEOs) with software that operates on their mobile computer to create the following forms or reports, with each agency having the ability to turn off the functionality they don't want to use: | |||||||||||
| Crash reports | |||||||||||||
| Citations | |||||||||||||
| Tow-impound transactions. | |||||||||||||
| DUI packet | |||||||||||||
| Blood Warrant | |||||||||||||
| Warning tickets | |||||||||||||
| Fix-it notices | |||||||||||||
| Parking tickets | |||||||||||||
| Stop data (ORS 131.935) | |||||||||||||
| 4 | High | Software works offline in situations where no network connection exists. | |||||||||||
| 5 | High | Software allows officers to edit reports prior to final submission. Once a report has been finalized and submitted, it must be locked from further editing and editing is then only allowed based on agency selected roles (RBAC). | |||||||||||
| 6 | High | System provides ability to save draft reports to user's profile (for completion later). | |||||||||||
| 7 | High | Software can query ODOT's restAPI to validate crash report completeness prior to submission. | |||||||||||
| 8 | High | Software captures geographic coordinates or linear-reference locations at crash scene and allows officers to verify and correct the identified location. | |||||||||||
| 9 | High | Software supports reliable transfer of reports or data to authorized agency back-office systems, with confirmation of receipt and notifications of failed transfers. | |||||||||||
| 10 | High | Software includes crash diagramming functionality. | |||||||||||
| 11 | High | Software provides agency-specific role-based access controls. Each participating agency administers permissions for its records; other participating agencies and ODOT cannot independently access unsubmitted agency records. | |||||||||||
| 12 | High | Software manages a ticket inventory of unique Ticket Numbers. | |||||||||||
| 13 | Medium | Software supports User Profile management for default values and application settings. | |||||||||||
| 14 | High | Software allows LEO to scan for quick acquisition of Driver’s License Data: | |||||||||||
| Oregon Driver License | |||||||||||||
| Out-of-State Driver License | |||||||||||||
| Oregon Vehicle Registration | |||||||||||||
| Out-of-State Vehicle Registration | |||||||||||||
| 15 | High | Software allows authorized users to create, access and edit reports on agency-approved devices only, subject to permissions. System should not allow use on unsecured networks or access to the cloud via apps installed on non-agency approved devices. | |||||||||||
| 16 | High | Software supports transfer of report responsibility and collaboration among authorized officers while maintaining one authoritative record and recording each user’s contributions without creating uncontrolled duplicate official records, with the ability for each agency to disable this feature within their own agency. | |||||||||||
| 17 | High | Software provides the ability for supplemental reports by the original LEO, with the ability for each agency to turn this feature off for their agency. | |||||||||||
| 18 | High | Software provides the ability for supplemental reports by a different LEO, with the ability for each agency to turn this feature off for their agency. | |||||||||||
| 19 | Low | Software provides the ability to compress data streams: | |||||||||||
| Lossless | |||||||||||||
| Minimal loss | |||||||||||||
| 20 | High | Crash capture software must collect the National Emergency Medical Services Information System (NEMSIS) Universally Unique Identifier (UUID). | |||||||||||
| 21 | Medium | Solution has the capability to capture UUID through scanning of a QR code or the alphanumeric string. | |||||||||||
| 22 | High | If citation functionality is supported, agencies can maintain and select violation codes and descriptions for ORS, applicable federal laws/regulations and local ordinances. | |||||||||||
| Records Management | 23 | High | Software permits authorized agency users to search and retrieve records by name, incident/case number, citation number, officer name, location, date and other available identifiers. Search results must be limited to records that the user is authorized to access. | ||||||||||
| 24 | High | Software provides robust search and reporting across all fields on the crash report including but not limited to: | |||||||||||
| Day of Week | |||||||||||||
| Location | |||||||||||||
| Month | |||||||||||||
| Officer | |||||||||||||
| Incidents by status | |||||||||||||
| 25 | Medium | Software provides robust search and reporting across all fields on a citation including but not limited to: | |||||||||||
| Day of Week | |||||||||||||
| Location | |||||||||||||
| Month | |||||||||||||
| Officer | |||||||||||||
| Violations summary | |||||||||||||
| Status by officer | |||||||||||||
| By agency | |||||||||||||
| 26 | Low | Software provides tow-impound reporting including a robust search and reporting tool including: | |||||||||||
| By Officer | |||||||||||||
| By Approval Section | |||||||||||||
| 27 | Medium | Software supports the export of reporting data in the following compression formats: | |||||||||||
| Zip | |||||||||||||
| Self-Extracting Executable | |||||||||||||
| 28 | High | Software supports controlled and tested software updates and downloads without loss or corruption of existing reports. | |||||||||||
| 29 | High | Software supports standard Create, Retrieve, Update, and Delete (CRUD) operations with the ability for each agency to configure permissions for access, creation, retrieval, and updating based on roles (RBAC). | |||||||||||
| By LEO | |||||||||||||
| By Court | |||||||||||||
| By Court Contact | |||||||||||||
| By additional roles | |||||||||||||
| 30 | Low | Software provides a Q&A section that allows a user to ask a question and an admin in the LEA to provide an answer, with the ability for each LEA to turn this feature off. | |||||||||||
| 31 | High | Software supports the ability to switch between dark/night vs. light/day mode and the ability to zoom in and out. | |||||||||||
| 32 | High | Software supports robust records search. | |||||||||||
| 33 | Low | Software includes the ability to look up agency contact information. | |||||||||||
| Information Exchange | 34 | High | Crash capture software supports integration to agency record management software (RMS) master filing: automated exchange of crash report data for centralized indexing/search, using agency-assigned case identifiers. | ||||||||||
| 35 | Medium | Crash capture supports configurable import of information from CAD software. | |||||||||||
| 36 | High | Record management software supports integration to crash capture software, with the ability to turn off. | |||||||||||
| 37 | High | System can relate or associate reports by allowing user to enter information in one report and then transmit that information to another report. | |||||||||||
| 38 | High | Solution / software has the capability to run native, concurrent, bi-directional queries against the Oregon Law Enforcement Data System (LEDS) and National Crime Information Center (NCIC) registries. | |||||||||||
| 39 | High | Crash or record management software supports sending data (crash or citation as applicable) to necessary recipients out lined below. Specifically, Software supports agency-controlled submission of approved Oregon crash reports/data to ODOT and, if citation functionality is implemented, electronic citations to appropriate Oregon courts. Solution should require acceptance acknowledgments, rejection/error alerts, correction and resubmission without duplicates, and protection against unauthorized disclosure. | |||||||||||
| ODOT | |||||||||||||
| LEAs | |||||||||||||
| Courts | |||||||||||||
| Insurance companies | |||||||||||||
| People involved in the crash | |||||||||||||
| Other | |||||||||||||
| 40 | High | Software supports individual and bulk export of complete reports and associated attachments, identifying fields and metadata in usable standard formats: | |||||||||||
| Microsoft Access | |||||||||||||
| XML | |||||||||||||
| Tab delimited text file (.tsv or .txt) | |||||||||||||
| Comma delimited text file (.csv) | |||||||||||||
| PDF report with attachment files | |||||||||||||
| PDF report without attachment files | |||||||||||||
| 41 | Medium | Information exchange achieved through a standardized xml document is supported by configurable xsd formats. | |||||||||||
| 42 | High | Agency records lifecycle and export: The system permits authorized agency personnel to retrieve and bulk export complete records, attachments, supplements, versions and relevant metadata in usable formats for public records requests, retention, migration or vendor transition. | |||||||||||
| 43 | Medium | Software supports continuous automated data transmission between authorized systems based on agency-defined workflows. | |||||||||||
| 44 | High | Software supports authorized bidirectional exchange of permitted fields between agency systems without granting ODOT or other agencies direct access to unreleased records or authority to alter finalized reports. | |||||||||||
| 45 | High | Software supports multiple versions of forms (citation, infraction, crash report, etc.) with common data schemas, including the driver exchange form. | |||||||||||
| 46 | High | Software has the capability to prevent data loss in the event of service connection or system failure and has auto-save feature. | |||||||||||
| 47 | High | Software permits authorized addition of agency-specific data fields while preserving common statewide data schemas and standards. | |||||||||||
| 48 | High | Crash Capture and Records Management Software must be MMUCC 6 compliant and support future MMUCC compliance. | |||||||||||
| 49 | High | System supports messaging system redundancy so that messages are not lost and communition continues if a part of the system fails. | |||||||||||
| System | 50 | High | System supports multiple platforms and devices, including iOS and Android, with access restricted to agency-approved devices and authorized users. | ||||||||||
| 51 | High | Software supports standard report formats and compatibility with agency-approved mobile printers, including OSP Zebra printers. If citation modules are available, the software solution supports the appropriate citation layouts too. | |||||||||||
| 8 ½ x 11” | |||||||||||||
| 4” | |||||||||||||
| 52 | High | System enforces separation of participating agencies’ records. ODOT and other law enforcement agencies cannot directly search, view, retrieve or download any contributing law enforcement agency's records before that agency's authorized transmission/release. Only finalized, approved Oregon crash information legally required for submission will be sent to ODOT; other unreleased or restricted records will remain inaccessible, subject to applicable law. System supports data ownership and control by: | |||||||||||
| ODOT | |||||||||||||
| Contributing law enforcement agencies. | |||||||||||||
| 53 | High | Authorized agency administrators can configure and audit message types, service connections and routing of report content. | |||||||||||
| Message types | |||||||||||||
| Service connections | |||||||||||||
| Routing for message types and content | |||||||||||||
| 54 | High | System provides data encryption and security for category 3 data. | |||||||||||
| 55 | High | System includes a security process for potentially handling Category 4 data. | |||||||||||
| 56 | Low | The system has the ability to monitor data quality and flag data quality trends or frequent errors. | |||||||||||
| 57 | High | System includes logging and auditing functionality, allowing agencies to audit their own records and see exactly who submitted or edited a record and when. | |||||||||||
| Security | 58 | High | The solution is hosted on a GovCloud. | ||||||||||
| 59 | High | System provides back-office application / solution environment security as detailed below to protect sensitive business data, ensuring compliance with regulations including compliance with applicable CJIS Security Policy, LEDS, and source-agency access and dissemination restrictions, and preventing unauthorized access or data breaches: | |||||||||||
| Sensitive data is encrypted at rest and in transit using strong algorithms. | |||||||||||||
| Secure file transfer methods are implemented. | |||||||||||||
| Role-based access controls (RBAC) limits who can view/modify data. | |||||||||||||
| Multi-factor authentication and regular password rotation enforced. | |||||||||||||
| All access attempts are logged for auditing purposes. | |||||||||||||
| Aligned to relevant frameworks such as ISO 27001 or SOC 2 Type II for information security. | |||||||||||||
| Meets industry-specific regulations, such as FedRAMP/GovRAMP. | |||||||||||||
| System includes continuous monitoring. | |||||||||||||
| System includes incident response. | |||||||||||||
| 60 | High | Software stores CJIS compliant passwords using a secure cryptographic process to protect user accounts, at a minimum using a hashed format; password, key, salt. | |||||||||||
| 61 | High | In transmission, software must employ secure web services |
using https protocol and end to end TLS encryption.
| 62 | High | Software demonstrates implementation of the principle of least privilege. Applications are able to access only the information and resources that are necessary for their legitimate purposes. Excessive credential requirements such as necessitating Enterprise Admin/Domain Admin privileges (or similar requests) are not permitted. |
| 63 | High | Software demonstrates adherence to a well-documented software development lifecycle open to inspection and has a verifiable history of maintaining technical currency. This includes operating systems, development frameworks, deployment, patching, security, and virtualization technologies, and general enterprise IT industry trends. |
| 64 | High | The system supports agency-specific records rentention and disposition roles and triggers including: |
| Automated purge for eligible records with agency control over what is purged automatically; | ||
| Mandatory manual review/approval for selected record categories; | ||
| Authorized changes or suspension for litigation holds, pending public records requests and preservation obligations; | ||
| Access restrictions for expunction/court orders and sensitive records; | ||
| Audit trails; and retention/disposition of attachments, supplemental records and metadata. | ||
| 65 | High | System allows agencies to assign a user to a unit and to have a supervisor make approvals within a unit. |
| 66 | Medium | System provides spellcheck functionality. |
| 67 | High | System provides choicelists in many fields (e.g., County, Race, State, Make, Model, Color) to aide in data entry and improve data quality. |
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