Attachment_A___Draft_PWS_(20230807)_V6_07_1.pdf

Source Selection Information—See FAR 2.101 and 3.104

United States Department of the Interior

Office of Law Enforcement & Security

Technology Division

Law Enforcement Records Management System

Performance Work Statement Ver 6.08 Draft for the

Request for Information (RFI)

August 07, 2023

This page is intentional blank

Contents

1. General

2. Introduction

3. Objective

4. Scope of Work

5. Background

6. Type of Contract Contemplated

7. Period of Performance

8. Task Order Management and Execution

9. Place of Performance

10. Applicable Documents

11. Task Areas

11.1 Task Area 1: Implementation

11.2 Task Area 2: Hosting

11.3 Task Area 3: Program Management Support

11.4 Task Area 4: Additional Functionality and Customizations

11.5 Task Area 5: Training

11.6 Task Area 6: Quality Control

11.7 Task Area 7: Transition

11.8 Task Area 8: LE RMS Functionality

12. System Requirements

12.1 Case Management

12.2 Jail Management

12.3 Disconnected Mode

12.4 Electronic Ticketing (eTicketing)

12.5 Master Indices

12.6 Calls for Service (Computer Aided Dispatch)

12.7 Incident Reporting:

12.8 Activity Tracking

12.9 Property and Evidence Management

12.10 Warrant

12.11 Arrest

12.12 Booking

12.13 Juvenile Contact

12.14 Serious Incident Reporting (SIR)

12.15 Crash Reporting

12.16 Citation

12.17 Field Contact

12.18 Civil Process

12.19 Permits and Licenses

12.20 USFWS Specific Requirements

12.21 Internal Affairs

12.22 Analytical Support

12.23 Connection to Body Worn Camera

12.24 LE RMS Reports

12.25 LE RMS System Administration

12.26 Geographic Location File (Geofile)

12.27 Personal Identity Verification (PIV) credentials

12.28 LE RMS Interfaces

12.29 Suspicious Activity Report (SAR) Exchange

12.30 Use of Force

12.31 Importing\Exporting information

12.32 Criminal Justice Information Services (CJIS) Compliant

13. Delivery or Deliverables

14. Meetings

15. Required Travel and Other Direct Costs (ODCs)

16. Special Instructions

17. Government Furnished Property/Equipment/Information

18. Contractor Furnished Equipment / Services

19. Security Requirements

20. Section 508 Compliance Requirements

21. Specific Compliance Requirements

22. Appendix A

23. Glossary of Abbreviations and Acronyms

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1. General

2. Introduction The Department of the Interior (DOI) has law enforcement officers, corrections officers, and security response force personnel in seven separate and distinct organizational units within five DOI bureaus: the Bureau of Land Management (BLM), the Bureau of Indian Affairs (BIA), the Bureau of Reclamation (BOR), the U.S. Fish and Wildlife Service’s (FWS) Office of Law Enforcement (FWS-OLE), the FWS’s National Wildlife Refuge System (FWS- NWRS), and within the National Park Service (NPS) the Law Enforcement, Security, and Emergency Services (LESES) and the U.S. Park Police (USPP). All of these units require a system of records to manage their mission and programs.

DOI recognizes that modern policing relies on and utilizes data and crime statistics for a variety of purposes. The ability to access and share information regarding incidents occurring on DOI public lands is vital to law enforcement officer safety and the security of areas enjoyed by the public.

In 2010, the Incident Management, Analysis and Reporting System (IMARS) was selected as the DOI-wide central records system for bureau law enforcement personnel. IMARS is similar to systems utilized by police organizations across the United States. Additionally, it was meant to ensure that each bureau Law Enforcement (LE) program has the ability to share law enforcement information across DOI and allow the DOI to share LE data with external LE programs, systems (i.e., the FBI’s National Incident Based Reporting System), and partners that belong to the Federal Information Sharing Environment (ISE).

IMARS is now operational and allows the bureaus to readily share law enforcement information across DOI. IMARS also allows for better and more efficient reporting of crime statistics to the Federal Bureau of Investigation. To date, five of the seven DOI programs, including BLM, BIA, BOR, LESES, and USPP have retired their legacy systems and fully deployed and integrated IMARS into their law enforcement operations. In total, 3,700 of DOI’s 4,200 law enforcement officers and operations/support personnel currently use

IMARS.

The FWS’s Office of Law Enforcement and the Division of Refuge Law Enforcement are the two programs still operating on a legacy system – the Law Enforcement Management Information System (LEMIS). Currently, the FWS does not have the same ability to share information with other DOI law enforcement programs on a real-time basis. In addition, FWS raised concerns about whether IMARS can fully meet its unique law enforcement needs. A specific issue, as it relates to combating wildlife trafficking, is that LEMIS is currently the operational platform to implement FWS’s interface with the U.S. Customs and Border Protection as part of the International Trade Data System.

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3. Objective Procure a Law Enforcement Records Management System (LE RMS) capable of addressing the needs of all seven Law Enforcement programs within DOI.

The proposed solution must be a complete product or service ready for immediate use.

The system shall be well documented and meet federal standards to include National Incident-Based Reporting System (NIBRS) reporting. The preferred solution shall be NIBRS compliant and NIBRS data entry shall be seamlessly integrated and transparent to the users, so they are not required to be knowledgeable of NIBRS rules to create a valid NIBRS reportable incident. The system shall be capable of handling a minimum of two million incidents (law enforcement, emergency management and security) per year across all the Bureaus of DOI. An "incident" is defined for NIBRS reporting purposes as one or more offenses committed by the same offender, or group of offenders acting in concert, at the same time and place.

The solution shall support industry standard Application Programing Interfaces (API), such that additional application features can be phased-in as required.

Browser based access is preferred (multifactor authentication PIV), however if the vendor solution is not browser based, then the vendor must demonstrate an equivalent solution that allows for minimal manual installation and upgrades of client field devices. The vendor must demonstrate their solution for both desktop and mobile based clients (including connected and non-connected).

All layers of the solution shall be clearly identified. All software and hardware shall have its specifications documented in detail including all system components, configurations, and peripheral equipment. Documentation shall include but is not limited to technical specifications; maintenance and operation procedures; and technical and user documentation.

The solution shall use commercially available, off-the-shelf software (COTS). System functionality will be evaluated and scored against the requirements stated in this document. The COTS solution may also be integrated with other COTS products to meet specific LE RMS requirements.

To provide an effective management solution, all tools to be used in management and monitoring of the system shall be identified and have technical and functional descriptions with reasons for use. This shall include, at a minimum, tools for:

infrastructure monitoring (hardware, software, and application), performance monitoring, interface management, database monitoring and management, and middleware monitoring and management.

4. Scope of Work The scope of this procurement is to acquire a LE RMS that will automate the functions performed by the Law Enforcement officers and investigators. The LE RMS shall include but not be limited to incident reporting, e-ticketing, case/investigation management, P a g e | 3 trend analysis, custody/detention, and provide Computer-Aided Dispatch (CAD) functionality.

The participating bureaus are the National Park Service, Bureau of Indian Affairs, Bureau of Land Management, U.S. Fish and Wildlife Service, and the Bureau of Reclamation, as well as the DOI’s Office of Law Enforcement and Security.

The system is required to support users throughout the contiguous continental US, including Alaska and Hawaii, as well as various territories such as Puerto Rico, the Virgin Islands, American Samoa, and Guam. Its primary function is to manage information related to law enforcement, protection, and security incidents that occur across 424 National Park Service (NPS) sites. These sites encompass a vast infrastructure comprising 13,351 buildings, 4,389 housing units, 8,000 miles of roads, 13,013 trails, and 1,804 bridges/tunnels. Annually, these sites attract a staggering 297 million visitors.

Additionally, the system must cater to the law enforcement needs of over 200 offices and jail units within the Bureau of Indian Affairs (BIA). The National Wildlife Refuge System (NWRS), with its 567 units spanning 95 million acres of land and 755 million acres of marine territory, also relies on this system. These units receive an estimated 65 million visitors each year.

Furthermore, the system should accommodate the needs of the Bureau of Land Management (BLM), which oversees over 262 million acres of land and welcomes approximately 60 million visitors annually. It must also account for the Bureau of Reclamation's infrastructure inventory, which includes five National Critical Infrastructure (NCI) facilities, 471 dams and associated structures, and 58 hydroelectric power plants distributed across 17 Western states. The Reclamation projects collectively attract more than 90 million visitors every year.

The system shall be an automated system that will allow personnel within DOI to identify, collect, store, retrieve, analyze, manage, and report information related to incidents. The system shall allow DOI and bureau personnel to create reports in various formats, sort data, conduct data analysis and interface with other systems, both within DOI and outside of it. The system shall give DOI an enhanced ability to:

• Protect people

• Protect natural and cultural resources

• Protect wildlife

• Detect, deter, deny, respond, and investigate criminal activity

• Capture, integrate, and share law enforcement, suspicious activity reporting, and related information from other sources

• Identify needs (training, resources, etc.)

• Measure performance of law enforcement programs and management of emergency incidents

• Meet reporting requirements

• Analyze and prioritize protection efforts

• Manage visitor use and protection programs

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An incident might include the response by law enforcement officers, security response force, corrections personnel, search and rescue personnel, emergency medical personnel, fire personnel, emergency management, disaster teams, special rescue operations, or others. Therefore, the definition shall be broad enough to allow for these and other incidents that do not necessarily involve an emergency (e.g., event/crowd management, routine patrols, or dignitary protection).

5. Background DOI is the nation’s largest landowner responsible for the day-to-day law enforcement and security of lands that it manages. The various bureaus that make up DOI have a responsibility to prevent, detect, and investigate criminal activity that occurs on DOI-managed lands. Bureaus must manage safety and protection for tribal communities, the millions of visitors each year that use these lands, as well as for the thousands of DOI employees that manage the resources. They must monitor visitor use, manage crowds, and traffic, and protect the natural and cultural resources. These wide-ranging responsibilities require the collection, analysis, management, and reporting of information related to law enforcement incidents.

DOI has a responsibility for managing various types of natural disasters and emergency incidents that occur on federal land, such as wildfires, floods, oil spills, and hurricanes. A complex system of people, equipment, logistics, and legal authorities may be required to respond to major events. Homeland Security Presidential Directive 5 (HSPD-5) requires all Federal agencies to adopt the National Response Framework and use the National Incident Management System (NIMS) for incident management and emergency operations in support of prevention, preparedness, response, recovery, and mitigation programs (including assistance to states, tribal, and/or local entities). Compliance with certain aspects of NIMS includes adopting the basic tenets of the Incident Command System (ICS). The term “emergency management” in LE RMS refers to the larger scale activities and incidents that DOI undertakes utilizing the ICS process.

DOI also has a role in national security. Because DOI has many law enforcement and security roles at sites across the country, it is continually collecting information, in compliance with legislation, policy, and directives, on people and events. Both actions and observations, criminal and non-criminal, may have security implications, and these need to be recorded.

These nation-wide responsibilities mean that law enforcement, security, and emergency management information, are continually captured and used within DOI as part of their on-going business. Through the analysis of the information, valuable management lessons can be learned, patterns identified, and procedures and policies improved. The LE RMS shall address these analytical needs. Finally, information collected by DOI needs to be shared among the bureaus, and with other federal agencies such as the Federal Bureau of Investigation (FBI) and the Department of Homeland Security (DHS).

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6. Type of Contract Contemplated Firm Fixed Price - A firm-fixed-price contract provides for a price that is not subject to any adjustment based on the offeror's cost experience in performing the contract.

7. Period of Performance A one-year Base Period with nine one-year options periods.

8. Task Order Management and Execution The offeror shall meet with the DOI Contracting Officer and Contracting Officer Representative (CO/COR), and DOI program representatives as necessary to maintain satisfactory performance and to resolve issues and manage changes related to this PWS.

At these meetings, a mutual effort shall be made to resolve problems identified. Written minutes of these meetings shall be prepared by the offeror, signed by the offeror’s designated representative, and furnished to the Government within two (2) workdays of the subject meeting.

The Government reserves the right to judge the acceptability of the offeror’s proposed solution approach including the proposed matrix of resources. The offeror shall perform contract administration support to the DOI that is not inherently governmental in nature.

9. Place of Performance Cloud Offering. On occasion the offeror may have to provide support at DOI HQ, or in the field.

10. Applicable Documents

• Appendix A: Sample Law Enforcement Workflow

11. Task Areas

11.1 Task Area 1: Implementation

The offeror shall provide all resources and support to stand-up\provision the solution in a FedRAMP approved moderate Cloud production, development, and training environment including but not limited to:

• Assist in the transition of legacy system(s) o Identify the data, format o Determine technical, time, and financial requirements o Devise and execute a data migration plan o Test the system after each phase of migration

• Submit a LE RMS implementation plan o Explain the strategy for going live with production data and DOI users o List the timeline and steps involved o Resources required

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11.2 Task Area 2: Hosting

In compliance with the Executive Order on Improving the Nations Cybersecurity, DOI is seeking an approved FedRamp cloud solution, preferably Software as a Service (SaaS) solution rated at FISMA moderate. To be considered a SaaS solution it must be FedRamp approved at both the hosting and application layers. In the event that the hosting platform is FedRAMP approved, and the application is not, the solution will be classified as a Platform as a Service (PaaS) offering. An offeror who proposes a PaaS solution that includes application and data management services will be scored as a SaaS.

• Option 1: Cloud Software as a Service (SaaS)

Software as a Service (SaaS) is a cloud-based delivery model that allows users to access software applications over the internet, without having to install and maintain the software on their own devices. A SaaS offering from the offeror is expected to meet the requirements outlined in the opening of Task Area 2. The following outlines the key expectations that a SaaS offering should meet to provide a positive experience for DOI LE Offices:

o Reliability: The SaaS platform should be highly available and function without interruption. Customers should be able to access the service 24/7, with minimal downtime.

o Scalability: The SaaS platform should be able to accommodate growth in user numbers and data storage as required, with no disruption to service.

P a g e | 7 o Security: The SaaS platform should have robust security measures in place to protect sensitive customer data. This includes encryption of data in transit and at rest, regular software updates, and penetration testing.

o User-Friendliness: The SaaS platform should have an intuitive user interface that is easy to navigate. Customers should be able to start using the service without extensive training or support.

o Customer Support: The SaaS platform should have a dedicated customer support team available to assist customers with any issues they may encounter. The support team should be knowledgeable and responsive.

o Integration: The SaaS platform should integrate seamlessly with other systems and tools that customers use, to minimize the need for manual data entry and maximize efficiency.

o Upgrades and Enhancements: The SaaS platform should receive regular software upgrades and enhancements to improve its functionality and address any issues. Customers should be informed of these updates in advance, and any downtime should be kept to a minimum.

o The solution must support multifactor authentication (PIV access) o Have a Moderate FISMA rating (at a minimum) o Include current certification of COOP (Continuity of Operation Plan), includes high availability with less than four (4) -hour Recovery Time Objective (RTO).

o Comply with DHS High Value Asset (HVA) requirements

A SaaS offering from a service provider must provide reliability, security, integration, ease of use, cost-effectiveness, flexibility, and support to meet the expectations of the DOI LE offices. In addition, the service provider must ensure that the SaaS is constantly updated and improved to meet the evolving needs of DOI offices.

• Option 2: Cloud Platform as a Service (PaaS)

A Platform as a Service (PaaS) is a cloud-based computing platform that allows users to develop, run, and manage applications without having to build and maintain the infrastructure that supports it. A PaaS offering from the offeror is expected to provide:

o Scalability: The PaaS must be able to scale resources to meet the demands of the applications it hosts.

o Reliability: The PaaS must be available and accessible 24/7, with high uptime and low downtime.

o Security: The PaaS platform should have robust security measures in place to protect sensitive customer data. This includes encryption of data in transit and at rest, regular software updates, and penetration testing.

o Data must be encrypted at rest and when being transferred externally.

o Integration: The PaaS must integrate with other cloud-based services and tools to allow for seamless deployment and management of applications.

P a g e | 8 o Ease of Use: The PaaS must be user-friendly, with a simple and intuitive interface that makes it easy for users to develop, deploy, and manage applications.

o Flexibility: The PaaS must offer a range of customization options and be flexible enough to meet the unique needs of different Law Enforcement Offices.

o Support: The PaaS provider must provide excellent customer support, with knowledgeable and responsive staff available to assist users when needed.

A PaaS offering from a service provider must provide scalability, reliability, security, integration, ease of use, flexibility, and support to meet the expectations of its users.

The service provider must ensure that the PaaS is constantly updated and improved to meet the evolving needs of the DOI Offices.

Note: Infrastructure as a Service (IaaS) Not desired

11.3 Task Area 3: Program Management Support

Provide oversight and reporting to meet project objectives. Included but not limited to:

• Quality Control

• Project Management methodology

• Facilitating meetings and compiling meeting minutes

• Development of Deployment Schedule

• Coordination of resources (federal and contractor)

• Development of Risk Mitigation plans

• Provide a single point of contact responsible for ensuring deadlines are met, issues/risk mitigated, constant communication with stakeholders, and has the overall authority to make decisions on behalf on the contractor.

11.4 Task Area 4: Additional Functionality and Customizations For system requirements not met by a vendor’s standard software product(s), a vendor may propose customizations that can be made to enhance their software to meet specific LE RMS requirements (modifications shall be supported by the software manufacturer).

There is a preference for using customization tools and functions embedded within the solutions platform. The solution may also be integrated with other COTS products to meet specific LE RMS requirements.

As program matures it is anticipated that there shall be functional and or performance enhancements needed and/or new requirements may come to light. DOI may request system updates to ensure compliance and gain efficiencies through future modifications to this requirement. This task may be exercised via modification to this order as needed, additional details shall be included at that time. The system shall have a NO-CODE ability to make minor changes and modify fields such as organization and office names.

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11.5 Task Area 5: Training

The offeror must take DOI’s end-user computer security awareness and information security training prior to being granted access to DOI data or being issued a user account.

Training shall be renewed annually.

The Offeror shall provide training, at a designated State Street training facility or at the Designated Locations (to include online virtual), to DOI personnel in connection with the use of the System.

11.6 Task Area 6: Quality Control

The Offeror shall develop and maintain an effective quality control program (QCP) to ensure all services are performed in accordance with this PWS and approved Program Management Plan. The offeror shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The offeror’s quality control program is how compliance with the requirement of the contract shall be managed. The QCP shall be delivered with final proposal.

The government shall evaluate the Offeror’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government shall do to ensure that the Offeror has performed in accordance with the performance standards. It defines how the performance standards shall be applied, the performance threshold and the method of surveillance. Additional performance objectives may be defined and included in the subsequent task order QASP based on the specific deliverables.

11.7 Task Area 7: Transition

The awardee (incoming contractor) shall work with the existing contractor(s) and federal staff to transition to the new contract. The awardee shall develop, document, and execute a transition plan that will be used to transition tasks and materials to their company, or to the Government.

The transition plan differs from the implementation plan in that it documents the task and activities required to efficiently transition the contract management and reporting activities.

The transition plan shall incorporate an inventory of all artifacts necessary to transition to the new contract including, but not limited to current and historical data, stored artifacts, and documented scenarios. The plan shall include a schedule that include dates, time and resources allotted, that will be required to fully transition to the Incoming Contractor or the government staff.

The plan is to ensure that the Incoming Contractor, or the Government be provided all the transition artifacts within ninety (90) calendar days of the phase out date (expiration date) of the current contract. A description of transition activities, timelines, and assigned staff shall be provided in a Draft and Final Transition Plan, which shall be reviewed and approved by the COR.

The Draft Transition Plan shall be submitted three (3) months prior to the completion date of the existing contract, and the Final Transition Plan (approved by the COR and CO) shall be submitted thirty (30) days later.

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11.8 Task Area 8: LE RMS Functionality

The LE RMS will be rated on how well it meets the requirements listed in section 12 of this document. The solutions that successfully demonstrates all required functionality will be chosen for the down select. During the oral presentation the candidates are required to demonstrate that their solution can fulfill the functional requirements.

12. System Requirements This section list specific system requirements along with Use Cases to help further explain the requirement. The Use-Cases may also provide added clarity by stating or restating the requirement within the Use-Case scenario.

12.1 Case Management

Case investigations often involve multiple incidents. The Case Management function shall allow for linking of multiple incidents to a single case. Additionally, when an arrest is made, the system shall transfer the arrest of one individual to multiple incident reports to avoid duplication of effort and to ensure data consistency. The LE RMS shall provide the capability to ensure the assigned officer receives these referrals or cases electronically and records all the subsequent case management-related activities in the LE RMS. Case management functions include, but are not limited to, capturing, and storing investigation data, requesting a warrant, conducting interviews and photo lineups, and producing supplemental reports. Investigators also may initiate criminal charges and obtain and execute both search and arrest warrants. The system shall have the capability to allow the Department to define its specific activities, including a time allocation for each activity, so the system can generate alerts to both the assigned investigator and the supervisor.

LE RMS shall be configurable to allow cases to be assigned to a specific unit based on prescribed business rules such as offense type, victim age, etc. For example, homicide offenses shall automatically route to a homicide unit or the assigned homicide investigator. Typically, cases will be assigned at the unit level and then to an individual detective. The Case Management function shall also include the ability to assign individual tasks for completion. The Case Management functions shall include automated task reminders with due dates and follow up tasks such as victim interviews, evidence collection, leads collection, expense tracking, preparation of case for prosecution, and other required tasks. The LE RMS shall enable leads to be easily manageable and submitted electronically. A large case may involve hundreds of leads that need to be reviewed, followed up on and cleared quickly.

Key products of the process are producing information for the prosecutor, assisting in managing case materials (including evidence), and preparing cases for prosecution. Case dispositions are maintained by the prosecutor. The LE RMS shall provide the capability to manually enter disposition information by the law enforcement agency or receive this information electronically via an interface using industry standard secure protocols.

At a minimum, the system will have the following output and exchanges:

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Standard Outputs:

• Cases not assigned for investigation or follow-up

• Ability to time stamp artifacts

• The ability to log events to provide a narrative of an activity, or incident (Activity

Log)

• Case summary

• The ability to identify an incomplete report

• Case activity log (That creates a timeline of the Criminal investigation and documents pertinent negatives that would not otherwise be included in an investigative report).

• Case aging report (list of cases by age range, days, weeks, month, etc.)

• Assigned cases (open cases by investigator and status)

• Cases pending assignment

• Activity follow-up

• Alerts (e.g., overdue, case assignment, task assignment, supervisor review, supervisor approval)

• Pending activity (e.g., by investigator, case, and division)

• Case disposition (both law enforcement dispositions and court dispositions)

• Prosecutor charging documents/Application for Criminal Complaint

• Narrative – text in a full-page mode

• Support third party dictation integrations

• An area for Public and Private narratives

Standard External Data Exchanges:

• Exchange information with other applications using industry standard secure protocols

Standard Internal Data Exchanges:

• Mobile Computing Devices

• Incident Reporting

• Seized Property and Evidence Management

• Hyperlinks to other systems such as video management systems, evidence, and lab management systems

• Warrants

• Provide the ability to import Electronic Declarations from external systems. For example: FWS tracks information related to the import and transfer of species (Animal, Reptile, Insect etc.) See FWS form 3-177

• Business Rules (Such as the ability to prohibit the closure of a case when evidence has yet to be returned or destroyed and charges/dispositions have not been added to the case subjects/defendants).

• Redaction (The ability to expunge co-defendants from reports)

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Note: This redaction is not the same as the juvenile redaction, the key word is expunged

A. Use Case: Assign Investigator:

The LE RMS shall provide the capability to allow the supervisor to access and review unassigned cases. The supervisor or, other authorizing official will assign case responsibility to a primary investigator. LE RMS shall provide the capability to assign cases to a secondary unit and/or investigator for situations where more than one specialized unit is required for the case. Assignment factors may include the nature of the activity, type of follow-up required, the workload of available investigators, and cases already assigned. The supervisor or, other authorizing official must have the ability to decline a case as well.

B. Use Case: Case Monitoring

The LE RMS shall provide the capability to allow supervisors to monitor cases to ensure that progress is being made. The system shall log information such as case status and activities, both pending and overdue, and investigator case workload.

The LE RMS shall provide the capability to allow supervisors with the ability to obtain workload information, assess all requests for new investigations, receive deadlines and reminders, and interact with investigators electronically. The system shall provide the capability to view existing assignments, shift resources, and notify investigators of changes, as required.

C. Use Case: Conduct investigation

Investigating involves following up on leads and documenting additional facts about the case. The activities associated with the investigation typically include collecting evidence, developing leads, conducting interviews and interrogations, requesting warrants, and writing supplemental reports. LE RMS shall provide the capability to document investigative activity to confirm that proper department procedure was followed and that all potential leads were developed. This documentation may include case notes. Each activity during this process may result in an update of the status of the investigation.

During the investigation, the primary investigator may assign tasks to others. The system shall be capable of monitoring and tracking at both the case and task levels. The system shall include a method to acknowledge that the Victim\Witness (VicWit) information has been provided to the victim, or witness.

Several of the activities that are a part of investigating are detailed in other sections of this document. Investigators may need to create a supplemental report as defined in the Incident Reporting function. Warrants may be requested as defined in the Warrant function. Evidence collection and disposition is defined in the Property and Evidence Management function. The arrest process is detailed in the Arrest function.

D. Use Case: Charging

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In the situation where charges are to be filed, investigators and supervisors must assemble all relevant case information and reports, as well as their charging recommendations, for submission to the prosecutor or court. The LE RMS shall provide the capability to create a case package that can be forwarded to the prosecutor. The case package shall include the original and supplemental incident report, investigator’s notes, photos, videos, recorded phone calls, victim and witness statements, confessions, and any other documents or files pertinent to the case.

The prosecutor/court may decide to prosecute some, all, or none of the charges recommended by the law enforcement agency or decide to prosecute other charges. The prosecutor’s/court’s charging decisions will be communicated to the law enforcement agency, and the LE RMS shall provide the capability to capture the charging decisions. The investigator may file charges or apply for a warrant without making and arrest. Cases may be sent to the prosecutor for a decision prior to an actual arrest. LE RMS shall provide the capability to track the status of the case.

E. Use Case: Case Disposition

The LE RMS shall provide the capability to capture the Law Enforcement Case Disposition.

This disposition is in addition to a case status. At this point, any property may be eligible for release to the owner as defined in the Property and Evidence Management.

A court disposition (per person arrested and per charge) also shall be included in the record as the court case is completed. Within an integrated justice system, the disposition can be exchanged electronically. The system shall support the ability to reopen a case, if necessary, based on new evidence.

F. Use Case: Notifications

When evidence, reports, property, or any other item is added to the case, a system notification shall be sent to the investigator when the case is still open. When the case is closed and an item is added, a system notification shall be sent to the investigator and the current unit supervisor.

12.2 Jail Management

The LE RMS shall provide comprehensive management functions to track information about all the activities associated with each person in custody.

Desired functionality:

A. Intake/Admissions

• Authority for Intake, i.e., Warrant, Affidavit for Criminal Offense, document which provides legal authority to hold in custody, and verifies if the inmate is a member of a federally recognized tribe, or foreign national requiring consular notification.

• Medical clearance

• Medical and vaccination records

• Personal Identification o Name, current address, relatives

P a g e | 14 o Identifiers Scars, marks, tattoos, abnormalities, handicap identification, aliases, biometrics o Ability to submit prints directly through Joint Automated Booking System

(JABS)/ with Law Enforcement Enterprise Portal (LEEP) account activation and return of Record of Arrests and Prosecutions (RAP) sheet for positive ID and FBI number

• Known associates

• Assigning Prisoner Record Number and Inmate ID, add the ability indicate RAP Sheet run to confirm prints and positive ID through JABS

• Social Services Information

• Ability to use industry standard digital cameras for photographs (webcam, laptop camera, etc.)

• Medical/Mental Health/Dental Screening Forms – Document/Photograph Injuries

• Wants/Warrants/Risk Flags in the National Crime Information Center (NCIC). Flags include the ability for jailers to flag past escape attempts (to heighten awareness for jail and transport to court and to other jail facilities for longer term USMS holds/sentencing)

• Predator/Victim potential

• Custody history

• Initial classification o Separatee, gang affiliation, protective orders, sex offender, victim of a crime, type of crime committed

• Property Inventory o Property issued contraband, etc.

• Housing Assignment

• Schedule of events o Bond issuance, court appearances, medical clearances and examinations, mental health screening and clearances, contact warrant and want sources, facility orientation

• Juvenile inmate requirements o Notification of parent/guardian, last school attended, Indian

• Student Equalization Program (ISEP) status

• Accusations of excessive force by law enforcement officer

B. Custodial Management

• Inmate Observations o Conduct/misconduct

• Headcount

• Movements, including transport

• Classification, i.e., violent, felony, misdemeanor, sex offender, etc.

• Follow up on family points of contact, employer data, and social history to include associates, substance abuse, etc.

• Schedule of events and referrals

P a g e | 15 o Bond issuances, court appearances, medical examinations, mental health examinations, dental examinations

• Documented court orders

• Meals

• Medications

• Hygiene

• Sanitation and security inspections

• Visitation information to include call log for recorded jail line

• Dietary requirements

• Religion

• Program requirements

• Contacts made in reference to inmate

• Risk assessments

• Job assignments o Inmate Trustee program, work release

• Calculation of earned credits o Sentence time

• Information gathering, coding, and dissemination o Internal security, internal criminal, outside criminal

• Incident based reporting.

C. Statistical Information

• Cause of Incarceration o Offenses committed o Offenses charged

• Prison term

• Headcount

• Classification o Violent o Felony o Misdemeanor o Sex offender

• Incident reports (The ability to customize the location details)

• Age

• Gender

• Tribal affiliation

• Criminal history

• Average inmate population

• Bed space used/available

• Contracted beds used/available

• Number of facilities open/closed

• Facilities staffing levels

• Number and type of serious incident reports (Internal Jail)

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• Reports of use of excessive force allegations D. Release Information

• Temporary release – documentation required

• Full release – court documentation required

• Juvenile temporary release – parent/guardian required

• Juvenile full release – parent/guardian required

• Property received/returned

• Documentation of follow up required o Fine pay by date o Return to court by date

• Transportation if required

• Transitional planning o Social services o Vocational training o Substance abuse counseling

• Notification of victim if required o Provide contact information of Victim Advocate to allow Jailers/Court Liaisons to notify o Domestic violence o Sexual assault o Extreme violence o Notification of law enforcement if required

E. Administrative Support

User friendly administrative functions: The user interface should be straightforward and provide quick access to common features or commands. It should be well-organized, making it easy to locate different tools and options.

12.3 Disconnected Mode

The LE RMS shall provide the capability to allow users to capture data from mobile devices when no connectivity to the DOI network, internet, cell service, or the cloud is available.

The LE RMS shall provide the capability to allow Law Enforcement Officers working in remote locations with no available cell service, internet, or wireless connectivity to capture data, and print citations. The system shall have the ability to synchronize the data captured to the online system when connectivity is restored.

12.4 Electronic Ticketing (eTicketing)

The system shall allow Law Enforcement Officers to generate a federal violation notice or incident while in the field in disconnected or connected mode. The system shall include 3D barcode scanning (Scan licenses, Registration, etc.), support mobile printing, and feature an easy-to-use interface with the ability to generate citations at the location of the violation. The system shall provide a Computer Aided Dispatch (CAD) function that allows pertinent information to be retrieved and populated into the citation

P a g e | 17 electronically. In the case of multiple tickets, the system should copy relevant information into the next ticket issued.

The system shall minimally provide the ability to:

• Automatically generate a ticket number. The naming convention shall consist of 8 alphanumeric characters starting with the letter “I” (ex: I2S3R434). Ticket numbers must be unique, can only be used once.

• Capture basic incident detail (Date and Time, Violation Number, CAD Number, Remarks)

• Capture Officer Information (First Name, Last Name, Badge Number)

• Capture Charge Information (Type of Charge, Violation Statue, Description, Hazmat)

• Capture Location Information (Place of Offense, Street Name, City, State, Zip)

• Capture Defendant Information (First Name, Last Name, Middle Initial, Phone

Number, Street Address, City, State, Zip Code, Date of Birth, Driver’s License No., CDL, Driver’s License State, SSN, Adult/Juvenile, Gender, Hair Color, Eye Color, Height, Weight)

• Scan a defendant’s driver’s license to automatically fill in his/her information

• Capture Vehicle Information (VIN, Is Commercial Vehicle, Tag Number, State, Year, Make, Model, Pass, Color)

• Scan vehicle registration to automatically fill in information.

• Capture Fine Information (Defendant to appear in court, Forfeiture Amount, Processing Fee, Total Fine Amount)

• Capture Court Information (Court Address, Court Date and Time)

• Capture Probable Cause Statement (Date, Officer District Information, Statement

Summary, Source of Statement Summary)

• Print Ticket Information

• Print Probable Cause Statement

• Print Redacted Version of Ticket

• An officer to indicate and incident/ticket is completed

• Copy and existing ticket to prefill defendant and vehicle information when a second ticket is to be issued

• A supervisor to view tickets and mark the ticket for CVB submittal

• Download and transform the incident data to CVB required format

Convert data to CVB XML specification Provide PDF of CVB ticket Provide Redacted PDF copy of CVB ticket Provide PDF copy of Probable Cause Statement

12.5 Master Indices

The LE RMS shall provide the capability to correlate and aggregate information in the following areas: people, locations, property, vehicles, and organizations (including businesses and gangs). Master indices information are captured in a variety of ways, including during the input of information into other LE RMS functions such as incident

P a g e | 18 reporting, crashes, citation, booking, arrest, and juvenile contact. Additionally, master index data can be imported or shared from external sources such as electronic fingerprinting devices and mug shot systems. Prior to accepting an entry, the LE RMS shall automatically give the user the option of determining whether there is a match based on existing data. The system shall support the validation and linking of addresses, commonplace names, and street intersections. Linkages among any information contained in the master indices (e.g., people to places or person to person) shall be included in the LE RMS. The LE RMS shall include the ability to create notifications that monitor the master name indices, such as vehicle and property indices, and generate an alert based on records matching specific criteria. The system shall allow a notification to be attached to a specific name, vehicle or property record so if that record is updated in any other context. For example, Trespass Warnings, prior Domestic Violence History and Violent or Mental Health history may be included as notifications.

At a minimum, the system shall have the following outputs and exchanges:

Standard Outputs:

• Query and retrieval by name, vehicle, location, organization, and/or property to produce a comprehensive response displaying all related records in the system

Standard Data Exchanges:

• The master indices serve as an internal or external portal for information sharing

• Mobile Computing System

• Exchange information with other applications using industry standard secure protocols

• NCIC

• NLETS

• Computer-aided dispatch (CAD) system

Standard Internal Data Exchanges:

• Existing RMS data

• CAD system

A. Use Case: Master Name Index (MNI)

The LE RMS shall provide the Master Name Index (MNI) function to link an individual master name record to every event (e.g., incident report, arrest report, field interview, accident report, license and permits) in which the individual was involved or associated.

Every person identified within these events is given a master name record. When that person becomes involved in another event, the single master name record is linked to all the other events so that by querying that one name, the system can produce a synopsis of all the LE RMS records associated with that one person. It also facilitates the linking of additional names to an individual master name record (i.e., alias information and relationship data). When querying an individual MNI record, the system shall allow the user to view all related records.

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When a record or report is added to the LE RMS, and a person is linked (i.e., indexed) to that event, the system shall perform a matching function using a rules-based process. The purpose of this matching function is to either automatically link to an existing MNI record, or to present the user with a list of possible matches to the name so that the user can make the matching decision. The LE RMS shall provide a matching algorithm that provides the ability to search the name file by a variety of criteria, such as sound-alike searching, phonetic replacement, diminutive first names (e.g., James/Jim/Jimmy, Elizabeth/Beth/Betty, and Jack/John), and other static demographic information, such as age, sex, and race.

Once a list of possible matches is provided, the user can decide whether the information will be linked to an existing master name record or whether a new master name entry will be added. This step is very important in maintaining the quality and integrity of the master name file in the system. In addition to names, the MNI shall, at a minimum, capture and maintain information on:

• Physical characteristics (e.g., current, and past descriptors)

• Race and ethnicity

• Location history (e.g., current, and past residences)

• Employer information

• Company/Business Information

• Contact Details: Including: Landline, mobile, email, and social media handles

• Known associates

• Alias names/monikers

• Available mug shot(s) and photographs

• Scars, marks, and tattoos

• Modus operandi (i.e., unique method of operation for a specific type of crime)

• Identification (e.g., social security, driver’s license, and local and county identification)

• NCIC fingerprint classification

Over time, and depending on the circumstances, this information may change, and new information be made available. Additional information can be added, but the system shall allow older information to be maintained, searchable, and viewable.

The LE RMS MNI shall provide maintenance functions that shall permit a record or report to be unlinked from one MNI and re-linked to another. Since it is not always possible to ensure that the correct MNI record is linked to an event record, it must be possible to correct it. The LE RMS shall also provide the capability to allow two or more MNI records to be merged into one record. The system shall have un-merge functionality to provide the ability to unlink two records if it is determined the records should not have been linked.

B. Use Case: Master Vehicle Index (MVI)

Like individuals, vehicles often are directly or indirectly involved in events. When a vehicle is linked to an event in the LE RMS, it shall be added to the vehicle record in the Master

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Vehicle Index (MVI), which provides an agency with a detailed, searchable store of information about vehicles. Like Master Names, the system shall track vehicle owners over time. The system shall provide a history of owners linked to a vehicle as well as license plate numbers and year and state of issue.

The LE RMS shall provide the capability to search on:

• Vehicle Identification Number (VIN) or Owner Applied Number (OAN)

• License plate number

• License plate state

• License plate year

• Registered owner

• Description (e.g., make, model, year, color, style, and attributes)

• Rental Company

• Foreign Diplomat

When an inquiry is made on a vehicle, the system shall return a list of all events in which the vehicle was involved.

In addition, the LE RMS MVI may require external interfaces, such as the National Motor Vehicle Title Information System (NMVTIS) and other data networks.

C. Use Case: Master Property Index (MPI)

The Master Property Index (MPI) is the central access point that links all property records entered into the LE RMS. The system shall catalogue each record using unique property characteristics, such as make, model, brand, description, distinguishing characteristics, and serial number. The LE RMS shall utilize industry property coding standards, such as NCIC property codes, and species codes during the entry of property records.

In addition, any property records entered throughout the LE RMS shall automatically cross-reference the MPI to find potential matches based on the unique property characteristics outlined above.

D. Use Case: Master Location Index (MLI)

The Master Location Index (MLI) provides a means to aggregate information…