B09_SA_-_Amend_0002_-_Att_C_Tech_Demo_(Final)(20240311)_0002.pdf

Attachment C - RFP 140D0424R0004 Amendment 0002

TECHNICAL DEMONSTRATION MEMORANDUM

AREAS OF FOCUS

The Document Review and Production solicitation requires a software demonstration of software features that are detailed in this document. This demonstration should provide a comprehensive narrative regarding each of the features. The questions/areas of focus listed below are mandatory. They were condensed from Section 5 of the Statement of Work and are provided to ensure that each competitor has an opportunity to communicate their solution benefits clearly and comprehensively during the software demonstration.

Areas of Focus

Jail Management - Involves tracking and organizing information about individuals in custody.

This includes intake and admissions data, personal identification data, custodial management data, statistical information, release information, and administrative support. The information covers a variety of categories including medical and vaccination records, personal identification data, housing assignment, custody history, and scheduling. Additionally, statistical information is recorded on offenses committed, gender, criminal history, and staffing levels. Release information is also documented, including transportation requirements, social services, and notification of victims or law enforcement if necessary. Administrative support includes monthly reports, crisis management plans, staffing levels, and budget information.

Jail Management system should include the following features:

1. Comprehensive management dashboard to track all activities associated with each person in custody.

2. Intake/Admissions Data, which should include:

• Legal authority for intake

• Medical clearance and records

• Personal identification data, including names, addresses, and biometric identifiers

• Social services information

• Custody history

• Property inventory

• Housing assignment

• Schedule of events

3. Custodial Management Data, which should include:

• Inmate observations

• Headcount and movements

• Classification

• Follow-up on family points of contact, employer data, and social history

• Schedule of events and referrals

• Documented court orders

• Meal and medication information

• Hygiene and sanitation inspections

• Visitation information

• Job assignments

• Calculation of earned credits

• Risk assessments

• Incident-based reporting

4. Statistical Information, which should include:

• Offenses committed

• Prison term

• Headcount

• Age, gender, and criminal history

• Average inmate population

• Bed space and staffing levels

• Number and type of serious incident reports

• Reports of excessive force allegations

5. Release Information, which should include:

• Temporary and full release documentation

• Property received/returned

• Fine and return to court dates

• Transportation requirements

• Social services, vocational training, and substance abuse counseling

• Notification of victim or law enforcement if required

Case Management function has various capabilities such as assigning case and task responsibilities, linking multiple incidents to a single case, documenting investigation data and producing supplemental reports, monitoring, and tracking case and task levels, and creating a case package to be forwarded to the prosecutor. The system also allows for supervisors to monitor progress, assign cases to a secondary unit or investigator, and reopen cases based on new evidence. Notifications are sent to investigators when evidence or items are added to a case, and when a case is closed with an added item.

Case Management should include the following features:

1. Case Management

• Capability to assign case responsibility and task responsibility

• Capability to assign case responsibility and task responsibility

• Configurable to allow cases to be assigned to a specific unit based on prescribed business rules such as offense type, victim age, etc.

• Ability to assign individual tasks for completion

• 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

• Leads to be easily manageable and submitted electronically

• Allow for linking of multiple incidents to a single case

• Transfer the arrest of one individual to multiple incident reports to avoid duplication of effort and to ensure data consistency

• Capability to ensure the assigned officer receives these referrals or cases electronically and records all the subsequent case management-related activities

• Capturing and storing investigation data, requesting a warrant, conducting interviews and photo lineups, and producing supplemental reports

• 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

• Capability for all officers to assign, accept, and work on cases, not just investigators.

• Capability to manually enter disposition information by the law enforcement agency or receive this information electronically via an interface between the prosecutor’s case management system and the LE RMS

• Capability to allow the supervisor to access and review unassigned cases

• Capability to assign cases to a secondary unit and/or investigator for situations where more than one specialized unit is required for the case

• Capability to allow supervisors to monitor cases to ensure that progress is being made

• Use information such as case status and activities, both pending and overdue, and investigator case workload to monitor case status

• 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

• Capability to view existing assignments, shift resources, and notify investigators of changes, as required

• Capability to document each investigative activity to confirm that proper department procedure was followed and that all potential leads were developed

• Capable of monitoring and tracking at both the case and task levels

• Acknowledge that the Victim\Witness (VicWit) information has been provided to the victim, or witness

• 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

• Capability to capture the charging decisions

• Capability to track the status of the case

• Capability to capture the Law Enforcement Case Disposition

• Support the ability to reopen a case, if necessary, based on new evidence

• 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 is sent to the investigator and the current unit supervisor

2. Standard Outputs - 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:

• 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 current 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

3. Standard External Data Exchanges

• The ability to exchange information with other applications\systems using industry standard secure protocols. For example, the LE RMS must send NIBRS data to the FBI

4. Standard Internal Data Exchanges

• Mobile Computing Devices (phones, laptops, printers)

• Incident Reporting (sharing incident information pertinent to cases)

• Seized Property and Evidence Management

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

• Warrants (Sharing warrant information)

• Provide the ability to import Electronic Declarations from external systems using industry standard protocols such as xml, jscript, https, HTML. 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 expunged co-defendants from reports)

General Functionals are mandatory.

1. Citations should include the following features:

• Generate federal violation notices or incidents in connected or disconnected mode

• Offer 3D barcode scanning, mobile printing, and an easy-to-use interface

• Automatically generate unique ticket numbers with an 8-character alphanumeric convention starting with "I"

• Capture incident, officer, charge, location, and defendant information

• Automatically fill defendant and vehicle information by scanning driver's license and vehicle registration

• Record fine and court details

• Capture probable cause statements, and print ticket and statement information.

• Enable officers to mark incidents/tickets as completed

• Allow copying existing tickets to prefill defendant and vehicle information for multiple tickets

2. Computer Aided Dispatch (CAD) should include the following features:

• Provide CAD functionality and the ability to interface with existing CAD systems by using industry standard API, or protocols

3. Search and Retrieval (Master Indices) should include the following features:

• Correlate and aggregate information related to people, locations, property, vehicles, and organizations

• Automatically offer matching options based on existing data and provide a matching algorithm for various search criteria

• Validate and link addresses, commonplace names, and street intersections.

• Include linkages among information in the master indices

• Create notifications that monitor indices and generate alerts based on specific criteria

• Use Master Name Index (MNI) to link individual records to related events and maintain various types of personal information

• Provide maintenance functions for unlinking and relinking records and merging/un-merging MNI records

• Add linked vehicles to the Master Vehicle Index (MVI) and maintain a searchable record, tracking vehicle owners and their history

• Utilize industry property coding standards and cross-reference the Master

Property Index (MPI) for potential matches

• Maintain Master Location Index (MLI) with additional premise information, geo-validation, and support for latitude/longitude/altitude coordinates

• Implement Master Organization Index (MOI) to track organizational changes and link aliases to organizations

4. Reporting should include the following features:

• Easy incident reporting and entry, compliant with NIBRS, UCR, and SAR standards

• Linking of CFS records to incidents and accessibility

• Age of majority recognition for juvenile-related data and sensitive information handling

• Redaction and sealing/expunging capabilities for records and personal involvement

• Time tracking and incident-related items display for officers and investigators.

• Primary officer assignment, supervisor approval, and comprehensive incident information capture

• Import and management of attachments, free-text fields, and hyperlinks to external sources

• Automated workflow for report review, tracking, and auditing of all report activity

• Supplemental report creation, tracking of changes, and updating FBI UCR program submissions

• Electronic routing and approval for supplemental reports and simultaneous creation by multiple officers

• Linking of associated reports and locking the incident report to prevent further edits

• Control over sharing incidents with other LEAs and dissemination of sensitive information

• Online supervisor review and approval with electronic responses for report quality and accuracy issues

5. Seized Property and Evidence Management should include the following features:

• Track property with unknown ownership or circumstances and manage storage facilities as per agency policy

• Record complete chain of custody for each property item and transfer property data from incident reports without duplication

• Ensure property item location is searchable at all times and allow personnel to access property data and related links

• Accurately track property items, ensuring evidentiary chain-of-custody requirements are met, and manage property disposition with timed notifications

• Use digital signatures for property release, transfer, or destruction, and integrate with industry-standard interfaces and file formats

• Secure property check-in and checkout with digital signatures, and check property against internal and external databases for matches

• Link property/evidence information with case reports, and use barcodes to facilitate check-in, checkout, and chain of custody

• Support entry of vehicle identifying information and enable quick capture of general inventory items

• Utilize barcodes or RFID scanning for property management and timed events for lawful property disposal notifications

• Store item images prior to disposition, automate queries, and generate alerts for property release, sale, or destruction

• Provide property room inventory reports and manage audits, including tracking audited items, audit personnel, and audit dates

• Track and maintain chain of custody records for all property items

6. Record Warrant-Related Activity or Status Changes should include the following features:

• Track and record warrant-related activities or status changes and document each activity with relevant details

• Create warrant affidavits for court-issued warrants and provide standard outputs, such as issued, served, or canceled warrants, warrant summaries, aging reports, and complaints

• Exchange information with other applications using secure protocols, mobile computing systems, and internal booking data exchanges

• Document all steps taken in an arrest, linking arrest information to the original incident, case, booking function, prosecutor, court, and external Jail Management System

• Ensure tight integration between incident and arrest functions to avoid duplicate entry and maintain clear identification and linkage

• Capture method of identification, completion of steps like Miranda warning or parental notification for juvenile offenders and allow for printing of arrest reports

• Document the arrest report review process, such as supervisor reviews and approvals, and provide an industry-standard interface with booking and/or Jail Management Systems

• Offer a warrant verification process using mobile data computers with appropriate interfaces

• Standard outputs include daily arrests, arrest reports, arrests by location, arrest logs, and subject's arrest history

7. Booking should include the following features:

• Link booking data to corresponding arrest reports and capture personal information, official charges, and check against the Master Name Index (MNI) to avoid redundant data entry

• Capture and store personal identification information, including images, and link them to the booking record

• Provide a comprehensive booking process covering identity verification, addressing physical and mental health needs, and documenting administration of medical questionnaires, health-related notes, and medical clearances

• Establish a link between arrest report and booking record, using the MNI as the connecting element

• Record assessments given during arrest and booking processes, property possession, and facility and bed assignments based on various factors

• Update booking records with relevant information for the release of subjects from custody, including reason, date, and time

• Standard outputs include booking forms, booking summaries, daily court lists, property receipts, and booking activity reports. External data exchanges should involve regional and state warrant and criminal history repositories, secure information exchange protocols, automated fingerprint identification systems, mug-shot systems, and victim notification systems

8. Juvenile Contact should include the following features:

• Implement rules for proper handling of juvenile subjects based on specific requirements

• Automatically archive juvenile information based on state law or when the subject reaches the age of majority

• Redact juvenile PII information from printed reports

• Document all contact with juveniles, including results such as citations, referrals, or detentions

• Capture detailed information about the juvenile, including personal details, contact information, and incident information

• Fully document formal charges brought against a juvenile and record their release information, if applicable

• Include a mechanism for timed alert notices for necessary follow-up contact or information

• Standard outputs should consist of juvenile custody reports, juvenile contact reports, and name listings for juveniles separate from adults based on varying search criteria

9. Serious Incident Report (SIR) should include the following features:

• Allow officers to mark an incident as a serious incident.

• Notify OLES via IOC about the occurrence of a serious incident.

• Require the following fields:

a. Subject (type of incident)

b. Time and date of the incident

c. Location (state, county, city)

d. Names of persons involved (victims, witnesses, suspects) as appropriate

e. Brief summary of the incident

f. Status of the incident

g. What other agencies were notified

h. Point of contact for additional information (phone numbers, email address, etc.)

10. Crash Reporting should include the following features:

• Capture information in line with Model Minimum Uniform Crash Criteria

(MMUCC) reporting standards

• Allow customization and addition of fields and responses

• Function in both connected and disconnected states

• Enable report printing and scanning of driver's licenses and registrations in the field

• Include drawing or diagramming tools for crash scene and location representation

• Capture crash cause, weather conditions, visibility, and road surface conditions

Attach diagrams and photographs to crash reports

• Link citations issued due to crashes with crash reports and populate citations with relevant data

• Generate MMUCC-compliant reports, custom reports, and various crash statistics

• Enable external data exchanges with state motor vehicle divisions, transportation departments, traffic engineering, community development, mobile computing systems, and GIS systems using industry-standard secure protocols.

11. Federal Violation Notices (Citations) should include the following features:

• Allow officers to issue federal violation notices for traffic or offenses

• Capture court data, such as case number and date, and enable updates for court disposition

• Support electronic signatures for both the subject and the officer

• Print, email, or electronically transmit federal violation notices roadside

• Attach paper federal violation notices used by officers

• Document information about violations, charges, and court details

• Send citation information to the court electronically or manually, depending on the available interface

• Track warnings and violations, linking both to the subject's master name record

• Generate violation and warning summaries, printed copies of notices, location-based violations, violation audits, and a list of violations and warnings

• Enable external data exchanges with the Department of Motor Vehicles (DMV)

12. Field Contact should include the following features:

• Create field contact records to capture information about the contact.

• Make field contact data available for crime analysis

• Collect demographic data for statistical reporting

• Automatically transmit information based on the Suspicious Activity Reporting

(SAR) standard to the ISE

• Input significant work for tracking outside of long-term cases

• Utilize field contacts for evaluating workload, performance, budget, and strategic planning

• Document field contacts based on officer discretion and suspicious or unusual activities

• Include required fields such as location, time, general circumstances, names, descriptions, identifying information on vehicles or property, and consistency with analytical support/crime analysis data standards

• Allow field contact reports to be reviewed for quality, adequacy, and consistency with departmental policy and statutes

• Generate field contact summaries based on varying search criteria.

• Enable external data exchanges using industry-standard secure protocols, mug shot repositories, and electronic fingerprinting devices.

13. Civil Process should include the following features:

• Capability to attach civil papers to be served and allow tracking of those papers

14. Permits and Licenses should include the following features:

• Provide the capability to record and track the issuance of permits and licenses by the department Examples of devices and activities that may require a license include but are not limited to electronic alarms, firearm ownership, and operating massage parlors.

Examples of permits include parade, race, or demonstration permits.

15. Fish and Wildlife Service Declaration for the Importation\Exportation of Fish\

Wildlife Fields should include the following features:

Link with Intelligence Record Subsystem for criminal intelligence systems operating policies.

SuperCase feature for linking multiple related cases under one umbrella case.

Business bookkeeping and inventory management system for undercover investigations.

Track Integrated investigative special funds and case vouchers.

Tracking of new and renewed consensual monitoring and reward account requests.

High Medium Low Undercover Investigation Requests.

Case lead report for tracking work performed in other regions.

Linkage of import/export wildlife declaration records to case reports and Integrated

Refused Clearance addendum.

Ability to transfer shipment information from an import/export declaration to a case file as evidence/property.

Automated generation of notices for Civil Asset Forfeiture Reform Act compliance.

Integration with USFWS Combined Species Table and Field Evidence Collection.

Integrated evidence log and chain of custody.

Ability to track hardcopy checks and funds owed to the federal government as part of the import/export of fish & wildlife The LE RMS will track wildlife-specific activities - OLE National Eagle Property

Repository (NEWPR):

o Acquisition o Retention o Disposition o National Eagle Repository Bald and Golden Eagle Processing (also tracks the acquisition, processing and distribution of eagle and eagle parts to Native Americans

The LE RMS will track new and renewed Cooperating Private Individuals (CPI) / confidential informants. The LE RMS will also provide the ability for the USFWS to track and manage the attaches from partner countries workload.

The LE RMS will provide the ability to track USFWS Easement used to identify and track violations occurring on wetland easements.

The LE RMS will share data with the external systems using industry standard methods such as: XML, API, etc.

16. Internal Affairs should include the following features:

• Provide multiple levels of security for the application, records, and fields, with permission-based access rights for read-only, read/write, or read/write/delete

• Capability to encrypt investigative data and maintain detailed auditing of user actions and changes to records

• Capability to track use of force investigations, administrative investigations, accidents, pursuits, citizen complaints, and civil and criminal actions, including citations, contact reports, field interviews, and arrest reports

• Ability to conduct analysis and generate ad-hoc reports on these parameters and alert designated recipients when a party to an investigation is the subject of a query or other activity

• Reporting capabilities for internal use of force reports, FBI National Use of Force

• Reporting System, firearms discharges, less-lethal incidents, monthly and yearly comparisons, vehicle pursuits, and allegation-based discipline, including demographics and disciplinary actions taken

• Capability to generate reports for CALEA (Commission on Accreditation for Law

• Enforcement Agencies) reporting purposes

17. Analytical Functions should include the following features:

• Analytical capability to identify trends, patterns, problems, and potential suspects

• Utilize industry standard analytical and Business Intelligence tools

• Present data in a variety of ways, such as bar graphs, pie charts, and line graphs

• Data aggregation and distribution analysis based on various criteria

• Capability to produce standardized reports

• Every field of operational data in the LE RMS is searchable

• Alert function for immediate transmission of information to law enforcement officers in the field

• Quality control process to ensure correct and complete data entry

• Complete capture of time and geographic reference data elements

• Correlation between suspects and offenses

• Capability to generate forecasting analysis reports and statistical reports

• Saving reports in various formats and ability to schedule and email reports

• Standard outputs include crime distribution analysis, victim/offender/arrestee demographics, and property information.

18. Geographic Location File (Geofile) should include the following features:

• Retrieve and validate location and address information for law enforcement purposes. It should contain geofile data, cross-referencing addresses and locations with reporting areas, latitude/longitude/altitude coordinates, ZIP codes, and other identifiers. The system should be able to identify direction of travel and side of a street for a specific address. In the event of an incident in the wilderness or federal land, the system should record the latitude/longitude/altitude coordinates as the incident address. Additionally, the program should support the creation and maintenance of the geofile.

19. PIV Authentication should include the following features:

• PIV authentication to validate user access and integrate with other applications to provide single sign-on. It should also allow VPN access via PIV and provide encrypted access as per security policy. Additionally, the system should alleviate the need for users to remember multiple usernames and passwords.

20. Suspicious Activity Report (SAR) should include the following features:

• Allow users to document and submit SARS incidents

• Allow administrators or users, based on roles, to create automated workflows for submission of SAR reports

• Allow users to create/link cases based on SAR

• Allow SAR report to be transmitted outside the LE RMS by authorizing supervisor based on role

• Allow user to enter criminal activity data

• Allow users to enter activity objectives

• Enter/link involved persons, charges, vehicles, property, units/officers, related incident reports

• Allow administrators or users, based on roles, to create units or individual SAR access permissions

• Allow SAR report data to be exported by authorizing supervisor(s) based on role

21. Use of Force should include the following features:

• Ability to capture use of force incident information, including date/time, location, officers involved, method used for approaching subjects, reason for contact, and most serious offense or activity that resulted in contact

• Incident reports must include criminal incident information on the subject and assault/homicide information of law enforcement officer, as well as incident/case numbers of other agencies involved in the incident

• The program must capture subject information, such as age, sex, race, ethnicity, height, weight, injury/death, type of force used, description of threat posed by offender towards others, description of the level of offender resistance, type of resistance or weapons involvement, and description of known or apparent impairment

• Officer information must also be captured, including age, sex, race, ethnicity, height, weight, years of law enforcement service, duty status during incident, type of force used, and officer injury and type

• Customizable supervisor notification must be included for both the use of force incident and any associated injury or death

22. Importing/Exporting Information should include the following features:

• Import/Export Portable Document Format (PDF)

• Import/Export Comma Separated Values (CSV)

• Import/Export Extensible Markup Language (XML)

• Import/Export Global Justice XML Data Model (GJXDM or Global JXDM)

23. Disconnected mode