10-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is currently seeking proposals from qualified vendors to provide a web-based Medical Examiner Case Management system to be used by the Harris County Institute of Forensic Sciences (HCIFS) suitable for the current workflow processes employed by the HCIFS Medical Examiner’s Office for one (1) year beginning approximately November 1, 2025.

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing.

A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal option, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

BACKGROUND

HCIFS is seeking to update and streamline the process of maintaining, collecting, integrating, and storing medical examiner case and evidence data, including death reports, forensic examination results, and statistical data. The current system lacks meaningful automation, is difficult to manage, and does not adequately integrate case data between the medical examiner services and the HCIFS crime laboratory.

Additionally, HCIFS crime laboratory operates a separate information management system that is not directly compatible with the current medical examiner system. This complicates evidence inventory, chain of custody between the services, and efficiency and reliability of the transfer of evidence from one (1) functional area to another. The HCIFS crime laboratory system is designed for use by crime lab personnel and is not appropriate for the type of data and process workflows employed by the HCIFS medical examiner staff.

An effective solution is a system that is compatible with the Laboratory Information Management System (LIMS) used by the HCIFS crime laboratory to the extent that evidence chain of custody can flow from one service to the other but is also able to accommodate the HCIFS medical examiner service workflow. Additionally, the current system is not available remotely, limiting its utility to death scene investigators. The current system also does not provide case tracking to ensure that case milestones are met by the various personnel involved in each case, presenting the possibility of error, data loss, or lost time due to redundant work efforts. The current process workflow is also heavily paper dependent, which presents another area for improvement.

Medical Examiner Services Case Data Management System for the Harris County Institute of Forensic Sciences

SPECIFICATION

The preferred solution is a Medical Examiner Case Management software that is web-based, can accommodate and track the array of data collected and generated by the medical examiner, facilitates transfer and tracking of evidence between the medical examiner and crime laboratory, and provides a means to track case milestones. The proposed solution shall address the following minimum requirements but is not limited to the list below:

1. General Requirements

a. Web-based system with in-house hosting capabilities.

b. Reliable and timely backup and recovery processes.

c. Centralized call log for notes per case that shall be appended during and after case completion as needed.

d. Ability to track case milestones and capture data of various process streams including, but not limited to, death investigation and scene processing, autopsy documentation and report generation, death certificate processing, and outside requests for autopsy reports.

e. Ability to merge multiple existing cases into a single case and split an existing single case into multiple cases as needed.

f. Management of subpoenas and tracking of resulting courtroom testimony information and metrics.

g. Designed specifically for use in a medical examiner office setting and provides intuitive use for medical examiner personnel (unlike a laboratory focused system).

h. Compatibility with the HCIFS crime laboratory software (JusticeTrax LIMS-plus versions 3.7/3.8) for evidence transfer between the two (2) software systems maintaining chain of custody and case progression.

i. Ability to accommodate significant and growing caseloads without impact to the speed or functionality of the system (i.e., system performance does not decline as the amount of stored data increases).

j. Dynamic (unlimited) data field storage capabilities per case and system wide (i.e., the ability to add data fields to the system as needed).

k. Twenty-four/seven (24/7) technical support available from the vendor for any significant issues.

l. No limitation to the growth of the database.

2. Security/Access

a. Accrediting bodies require total security of the data; therefore, the data shall be restricted from unauthorized access and unauthorized changes, controlled by user roles and/or individual permissions to the data field level.

b. Compatibility with personnel Radio Frequency Identification (RFID) badge readers and/or Personal Identification Number (PIN) pads for system authentication.

c. Unlimited concurrent users connecting to the software or database at the same time.

d. Ability to allow multiple users to access/edit an individual case simultaneously.

3. Evidence/Inventory

a. Electronically manage and maintain secure chain of custody utilizing a barcode system for various evidence inventories, including personal property, case evidence, and decedents.

b. Capable of secure evidence transfer utilizing barcode scanning and secure user authentication at time of transfer.

c. Able to maintain accurate electronic decedent inventory and chain of custody compatible with bar code scanning.

4. Customization

a. Shall accommodate minor and major data field and process changes both prior to agency wide implementation of the system and throughout the utilization of the software program without loss of data or changes in forensic or statistical reporting. This includes the development of new forms, data fields, dropdown selections, databases, etc.

b. Ability to customize cascading workflows for efficient data input for various process streams.

c. Minor changes to the system shall be able to be made by internal HCIFS IT personnel or system administrators without the need for technical support or customization fees.

d. Ability to customize case type configuration with prefixes.

e. Reporting templates shall be able to be designed, edited, and customized with in-house HCIFS support without restriction.

f. Ability to design and print customizable item labels of varying size and type.

5. Integration

a. The system shall be able to integrate and interface seamlessly with other LIMS software used by other laboratory sections, specifically JusticeTrax 3.7 and 3.8, as well as other external software to enable efficient electronic data exchange, preferably utilizing an Application Programming Interface (API) or comparable tool sets.

b. Accommodate creation and compatibility with chain of custody in Justice Trax LIMS 3.7/3.8 (system employed by the HCIFS crime laboratory).

c. Facilitates secure and limited access by external agencies to select data fields and reports.

d. Able to export data in real-time to locally managed website for case tracking and status information.

e. Readily accommodates electronic and automatic sharing of information with relevant partner agencies

(public health, district attorney, state registrar, etc.).

f. The system shall have cross-system functionality that allows an action in one program to trigger a corresponding action in the other (e.g. LIMS system currently being solicited)

6. Reporting

a. Accommodate report generation via direct entry into the system rather than attaching separate external files.

b. Able to develop statistical and formal reports in real time and include data from any field in the system without customer support.

c. Accommodate multi-level report peer-review tracking (technical and administrative).

d. Track, notify, and report on customized case milestones and their completion, including passive and active reminder alerts.

e. Able to conduct ad-hoc queries on any field.

f. Support digital/electronic signatures for reports and forms.

g. Able to upload and securely store documents, photographs, and other forms, and associate with a specific case.

h. Able to handle an average of 50 autopsy photos (4-5 MB each) and 100 scene photos (5-8 MB each) per case without impacting system performance.

7. Notifications

a. Notification capability associated with case assignment, tracking, peer review, turnaround time, milestones, etc.

b. Notification capability associated with interdepartmental testing requests (e.g., Toxicology, Forensic Genetics, Anthropology, etc.).

c. Immediate notification of case issues or high-profile/media interest cases.

d. Email/messaging functionality directly within the system for internal and external communications.

e. Accommodate and track evidence and case milestones, and actively present the milestones and case/evidence status at multiple levels.

8. Dashboards

a. Dashboard availability to show key user and topic specific information:

i. User example - case status

ii. Topic example - identification/NOK status.

b. Ability to create custom query results to be displayed on the dashboard.

c. Display new death reports in real time and associated case status and assigned user.

9. Legacy Data Migration

a. Ability to easily migrate/consume legacy data from existing case management system. Data is currently housed in Microsoft Access and Microsoft Structured Query Language (SQL) databases.

10. Quality

a. Reliable audit trail capable of capturing all data changes attributable to specific users and date/time of change.

b. Available spell check and date/time check functions to prevent errors.

c. Automatic duplication of populated fields in relevant sections (e.g., place of death the same as decedent's home address).

11. Technical Specifications

a. Compatible with Microsoft Windows based servers.

b. Compatible with Microsoft Internet Information Services (IIS).

c. Compatible with Microsoft SQL Server 2019 or newer for database services.

d. Compatible with VMware for virtual server services.

1. TECHNICAL REQUIREMENTS

The technical requirements are constructed to correlate to the Harris County Universal Services Reference Architecture (USRA) and to determine a vendor’s ability to provide technical capabilities.

1.1. HCUS Reference Architecture (USRA)

The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations, see the attachment titled Harris County Universal Services Reference Architecture (USRA). The USRA has been developed to provide guidance on how solutions shall deploy and operate within the IT environment. The USRA serves as a reference for the specific architectures that vendors may implement to solve County business objectives.

1.2. The USRA is composed of Six (6) Interrelated Domains:

1.2.1. Data Services

1.2.2. Digital Services

1.2.3. Enterprise Technology Infrastructure Services

1.2.4. Information Security Services

1.2.5. IT Service Management

1.2.6. Technology Optimization

1.3. USRA Requirements Checklist Questionnaire Q-58OT:

Vendors shall complete the questionnaire as part of vendor’s response. "Complete” is defined as responding to all questions. A response is still required for non-applicable questions. The questionnaire will assist the County in understanding the scope, capabilities, technical implementation, and deployment features of the proposed solution.

2. Training

The vendor shall define in detail, the training methodology to be utilized to provide training and knowledge transfer to ensure proper use of solution during the implementation/go-live phase as well as provide access to training materials thereafter. At a minimum, vendor shall provide complete training for up to fifty (50) users so that all basic, intermediate and advanced topics are covered in detail.

2.1. Training Requirements including, but not limited to, the following:

2.1.1. Initial on-site training for all users (minimum sixteen (16) hours)).

2.1.2. Monthly online training sessions.

2.1.3. Video tutorial library.

2.1.4. Written documentation.

2.1.5. Train-the-trainer program.

3. Final Acceptance The evaluation committee may require completion of an acceptance test after the installation of the proposed software/hardware. The acceptance test will involve the achievement of Harris County’s standard availability and performance goals during a period of thirty (30) consecutive calendar days.

The acceptance test will start on the date that Harris County receives a written notice from the vendor that the software/hardware is installed and ready for production usage. If the software does not achieve availability during the first thirty (30) days following the installation date, the acceptance test will continue on a day-to-day basis until availability is achieved for thirty (30) consecutive calendar days.

4. Maintenance/Support/Warranty Upon Final System Acceptance (FSA) and training, the maintenance/support/warranty of the system shall commence on the first day of the official operation of the system as designated by Harris County. At a minimum, the system shall include annual maintenance/support/warranty to include upgrades, patches, fixes and support via phone, web, and email. Pricing shall also reflect annual renewal, and maintenance or license fees for subsequent and continued use of the system.

5. Service Level Agreement (SLA) Vendor shall describe each SLA associated for the applicable service offering. Vendor shall meet all SLA requirements to include but not be limited to the delivery of service offerings, maintaining service offerings, measuring key performance indicators (KPIs), reporting compliance and issuance of credits when performance fails to meet performance objectives. Vendor shall disclose its methodology for measuring each of its SLAs, including but not limited to the formulas for calculating those measurements. Vendor shall disclose how vendor shall address failures to perform to SLA levels and any billing adjustments, credits or other compensation offered.

SLA provided shall not be less than what is commercially available. At a minimum SLAs shall include:

5.1. Twenty-four/seven (24/7) technical support.

5.2. Maximum one (1) hour response time for critical issues including, but not limited to, the following:

5.2.1. Hardware failures.

5.2.2. Connectivity issues.

5.2.3. Software glitches.

5.2.4. Data overload.

5.2.5. Security and privacy concerns.

5.3. Maximum four (4) hour response time for non-critical issues including, but not limited to, the following:

5.3.1. Minor data inconsistencies.

5.3.2. User interface challenges.

5.3.3. Delayed data transmission.

5.3.4. Software updates and compatibility.

5.3.5. Battery drain on devices.

5.3.6. Non-Critical Diagnostic Trouble Codes (DTCs)

5.4. Dedicated account manager.

5.5. Monthly system performance reviews.

6. Project Management Plan Vendor shall include a comprehensive and detailed project management plan as part of the response. The plan shall outline the methodology and strategies to implement and rollout the telematics solution including, but not limited to, the following:

6.1.1. Assignment of a dedicated project manager to oversee execution.

6.1.2. Submission of a detailed implementation plan within ten (10) days of contract award.

6.1.3. Development and maintenance of a milestone schedule as part of the project management plan, detailing all tasks and key events.

6.1.3.1. Installation completion within eight to ten (8-10) business days of equipment delivery.

6.1.3.2. System configuration within five (5) business days of equipment installation.

6.1.3.3. User training within fifteen (15) business days of equipment installation.

6.1.3.4. Full system deployment within thirty (30) calendar days of equipment installation.

6.1.3.5. Implementation of a thirty (30) day stabilization period post-launch to monitor performance and address any operational concerns.

6.1.4. Submission of weekly progress reports to ensure transparency and accountability.

6.1.5. Development of a testing plan with clearly defined acceptance criteria to validate system functionality.

6.1.6. Completion of a go-live checklist to confirm readiness for deployment.

7. Vendor Resources Vendor shall maintain and assign a sufficient number of competent and qualified professionals to meet Harris County requirements. Vendor shall provide Harris County with a staffing plan that identifies the staffing levels, types, and any applicable certifications necessary to meet the requirements of this RFP. Vendor shall also indicate space, technology and telecommunications infrastructure requirements so that Harris County can allocate workspace for the project team to use during the implementation.

7.1. Project Manager (PM)

Vendor shall dedicate a PM for the length of the project to act as the vendor’s representative for all communication and activities with Harris County. The PM shall be the prime point of contact for Harris County for project matters. The PM shall develop a Project Management Plan that provides guidance and direction for the project development and shall maintain a detailed and accurate project schedule at all times.

The percentage of the PM’s time dedicated to this project shall be defined. The PM shall have overall responsibility for day-to-day project management. Vendor shall submit a resume for the PM candidate for Harris County to review and approve. At a minimum, the PM candidate shall possess the following qualifications:

7.1.1. PM with five (5) years of project management experience with specific experience related to telematics implementations.

7.1.2. Demonstrated experience creating detailed dependency-driven schedules tasks required to implement recommended changes.

7.1.3. Demonstrated experience facilitating and supporting formal review sessions with executive stakeholders.

7.2. Key Staff

Vendor shall provide resumes for all key staff for Harris County to review and approve. Key staff is defined as all Subject Matter Experts (SMEs) to be utilized during the project. The resumes shall indicate the key staff knowledge and experience specific to telematics solution, background, years of experience and skill sets to ensure project success. Changes to the key staff, anticipated or unforeseen, shall be immediately relayed to Harris County.

8. Optional/Value-Added

Vendor may provide information for other equipment, hardware and/or software available within the manufacturer’s catalog as an optional/value-added item.

GUARANTY OF WORK

The vendor must provide warranty information. Detail all components associated with providing this assessment including but not limited to the following:

Describe the terms and conditions of warranty on the software and professional services.

Describe how the warranty is implemented to provide this assessment.

PRICING

Due to the complexity of this project Harris County understands that vendors must have the flexibility to customize pricing. Harris County anticipates Time and Materials (T&M) for some services while fixed price for others. The vendor shall define and provide a T&M Fee Schedule for services and fixed price where applicable with a total “not-to-exceed” project price within the pricing section of all SOWs. Total not-to-exceed Service Order fees shall be all-inclusive, no additional fees including but not limited to travel, per diem and or transportation shall be billed separately. Note* Proposed travel costs are subject to the Harris County Travel Policy found under Public Files.

The vendors are encouraged to submit an itemized Fee Schedule for all Offering(s) vendor possesses the capabilities to perform and available resource. Pricing must be all inclusive. At a minimum, the vendor’s Fee Schedule shall clearly identify the following:

a. All available Licensing Model Offering(s)

b. Defined phase or activity with target date(s),

c. Resource classifications i.e., Principal Consultant/ Partner/Practice Manager, Sr. Manager, manager, etc.

d. All costs, fees, commissions, hourly charges, travel costs with identified expenses if applicable and/or fixed rates for

Offerings, and

e. Payment schedule.

The Fee Schedule shall be uploaded to Bonfire in an Excel format under the Requested Information section of this solicitation.