ISF 19AQMM18R0059.pdf

Internal Security Forces ISF 19AQMM18R0059

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 DESCRIPTION OF SERVICES

The Contractor shall provide all labor, services, tools, materials, equipment, software, transportation, supervision and all requirements necessary to accomplish the efforts described below for the Internal Security Forces (ISF) IT AUTOMATION PROJECT (ITAP) as specified in Section C.

B.2 CONTRACT TYPE

This is a stand-alone, firm-fixed-price contract, governed by the regulations and guidelines stipulated in FAR Part 15 (Contracting by Negotiation). This is a competitive acquisition limited to small business only.

B.3 SUPPLIES OR SERVICES/PRICE

BASE PERIOD (12 Months from date of award)

Contract Line Item Number

(CLIN)

CLIN Description QTY Unit Unit Price Total Price

0001 Business requirement and analysis campaign

This Firm Fixed Price (FFP) CLIN includes all labor, tools, services materials, software, equipment, travel and transportation associated with gathering and assessing all ISF needs as related to completing the core requirements.

The contractor shall invoice upon Government acceptance of the analysis campaign.

1 LOT

Internal Security Forces ISF 19AQMM18R0059

0002 Pilot implementation

In Accordance with (IAW) section C Statement of work

This FFP CLIN includes all labor, tools, services materials, software, equipment, travel and transportation associated with implementation of the pilot phase of the IT automation project and conversion/migration of existing ISF records located at Ashrafieh police station.

The contractor shall invoice upon Government acceptance of the implemented solution at Ashrafieh.

1 LOT $ $

0003 Training

This FFP CLIN includes all labor, travel, and materials required for training component in IAW section 7 of the SOW.

Period of Performance: To commence upon completion of the pilot phase implementation acceptance through the remainder of the 12 month base period.

1 LOT $ $

0004 Warranty for Ashrafieh Station

This FFP CLIN includes all labor, travel, and materials required for a three year standard commercial warranty on all hardware and software installed at Ashrafieh.

1 LOT

0005 Technical Support

This FFP CLIN includes all labor, travel, and materials required for maintenance and technical support of Ashrafieh IAW section 6 of the SOW.

Period of Performance: To commence upon completion of the pilot phase implementation acceptance through the remainder of the 12 month base period.

Internal Security Forces ISF 19AQMM18R0059

0006 Licenses

This FFP CLIN includes all associated costs for software licensing required for implementation at all sites.

The contractor shall invoice upon Government acceptance of the licenses.

1 LOT $

TOTAL BASE PERIOD $

Option Year 1

Contract Line

1001 Upgrade Police administration and operational sections at Helou Barracks infrastructure

This Firm Fixed Price (FFP) CLIN includes all labor, tools, services materials, software, equipment, travel and transportation associated with implementation of the Helou Barracks phase of the IT automation project and conversion/migration of existing ISF records located at Helou Barracks.

The contractor shall invoice upon implemented solution at Helou Barracks.

1002 Upgrade ISF Headquarters infrastructure

This Firm Fixed Price (FFP) CLIN includes all labor, tools, services materials, software, equipment, travel and transportation associated with implementation of the ISF Headquarters phase of the IT automation project and conversion/migration of existing ISF records located at ISF Headquarters.

Internal Security Forces ISF 19AQMM18R0059

The contractor shall invoice upon implemented solution at ISF Headquarters.

Training

This FFP CLIN includes all labor, travel, and materials required for training component in IAW section 7 of the SOW.

1004 Warranty for Helou Barracks

This FFP CLIN includes all labor, travel, and materials required for a three year standard commercial warranty on all hardware and software installed at Helou Barracks.

1 LOT

1005 Warranty for ISF Headquarters

This FFP CLIN includes all labor, travel, and materials required for a three year standard commercial warranty on all hardware and software installed at ISF Headquarters

1 LOT

1006 Technical & Maintenance

This FFP CLIN includes all labor, travel, and materials required for maintenance, and technical support of Ashrafieh, Helou Barracks, & Headquarters IAW section 6 of the SOW.

TOTAL OPTION 1 PERIOD $

Option Year 2

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2003 Training

This FFP CLIN includes all labor, travel, and materials required for training component in IAW section 7 of the SOW.

2004 Technical & Maintenance

This FFP CLIN includes all labor, travel, and materials required for maintenance, warranty, and technical support of Ashrafieh, Helou Barracks, & Headquarters IAW section 6 of the SOW.

TOTAL OPTION 2 PERIOD $

Option Year 3

3004 Technical & Maintenance

This FFP CLIN includes all labor, travel, and materials required for maintenance, warranty, and technical support of Ashrafieh, Helou Barracks &

TOTAL OPTION 3 PERIOD $

Option Year 4

Internal Security Forces ISF 19AQMM18R0059

4004 Technical & Maintenance

This FFP CLIN includes all labor, travel, and materials required for maintenance, warranty, and technical support of Ashrafieh, Helou Barracks &

TOTAL OPTION 4 PERIOD $

B.4 FIRM-FIXED-PRICES

a) The following are the negotiated firm-fixed-prices:

Base Year: $ Option Year 1: $ Option Year 2: $ Option Year 3: $ Option Year 4: $

B.5 CEILING PRICE to be inserted at time of award

Internal Security Forces ISF 19AQMM18R0059

SECTION C – PERFORMANCE WORK STATEMENT

1. SCOPE – The Contractor shall provide all labor, services, tools, materials, equipment, software, transportation, supervision and all requirements necessary to accomplish the efforts described below for the Internal Security Forces (ISF) IT AUTOMATION PROJECT (ITAP).

2.1 - Project description - In general, the Contractor, working with the ISF, will be responsible for developing and delivering a minimum of twelve (12) core requirements. These core requirements are as follows:

a. Enterprise Content Management (ECM) software.

b. Core Human Resources (HR) software

c. Business Intelligence (BI) software

d. Database security software

e. Required infrastructure to support law enforcement operations (hardware, software, network, etc)

f. Solution implementation

g. Technical Support and Warranty services for the solution.

h. Enterprise Service Bus (ESB) and Service Oriented Architecture suite (SOA)

i. Criminal Case management software.

j. Business Process Management

k. Web Portal

l. High Availability and Security Options for the Database

2.2 - Objectives – The overall objectives and goal of this project is to provide the ISF a base IT infrastructure. This base will enable the ISF to expand its IT capabilities through the development of a central server and software that will support all functions within the ISF, and will provide the ISF with the IT standardization that they currently lack.

It is the intent of this project to reduce the ISF reliance on paper documentation that leads to inefficiency in the delivery of service, the inability of the ISF command to have visibility of current operations, and is costing the ISF approximately $2,000,000 annually in paper, faxes, and other expenses related to their current paper operations.

This project will also provide an IT platform to allow the ISF to monitor the processing of individuals taken into custody, from arrest to release; and greatly increase their capacity to manage complex investigations; and collect and analyze tactical, administrative, and strategic information.

This project will also implement a Core HR system that accounts for the human resource / ISF capital / and assets, which helps ISF to manage their human capital and the various aspects and attributes of its employees from hire and enrollment through retirement or release from service, and lets ISF embed the HR related data with other systems.

Internal Security Forces ISF 19AQMM18R0059

By assisting the ISF in establishing the protocols and software to build capacity within their core server, this project will enable the ISF to maintain and organize records such as stolen property reports, wanted individuals, vehicle registrations, etc, and allow ISF stations and officers to run records searches much in the same way as the U.S National Criminal Information System (NCIC) works in the United States.

The following are the key benefits that will be experienced by the ISF through this project (these general benefits are further defined later in this document):

1) Enhance user experience with a user friendly interface that provides consistent, organized design and logical navigation.

2) An integrated strategy for capture, storage, collaboration, management and delivery of electronic content.

3) A solution with high availability and reliability.

4) Ability to establish standards for content creation, storage, workflow, publication, and security.

5) A secure and stable repository for ISF content.

6) Intuitive search and retrieval of content across ISF centers.

7) A scalable repository to meet the growing needs of the ISF and its centers, including expansion of user base and processing volumes.

8) A centralized repository for all ISF employees to share content electronically.

9) Electronic workflows that can be routed and easily tracked.

10) Ability to comply with ISF policies, procedures, legal, and regulatory requirements with regards to content retention.

11) Ability to integrate with common web content management system.

12) Ability for consumption and creation of records through online web portal and contemporary mobile device technologies.

13) Ability to generate accurate reports throughout several areas (crimes, personnel, attendance, documents, process monitoring, customs KPIs, performance benchmarking, and internal evaluation).

14) Improvement of both speed and quality of incident handling, management, and tracking,

15) Adoption of a modern approach to crime analysis and case tracking.

16) Ability to run statistical reports via a web portal.

17) Ability to extract data from existing ISF Oracle databases, primarily human resources and criminal record databases, to populate other ISF forms.

2.3 – Desired End State – Once the solution is delivered and installed, all Beirut ISF concerned sites will be connected to a central server-based database, where all handled data will be stored and instantly shared among them. Data collection will be done by ISF users and entered in a PC/workstation via a specific User Interface that will standardize and categorize data for all incidents. This way, collected data will be uniform, standardized, and in electronic format. The ISF will have the capability to improve their response times, effectiveness, and management of patrols through information-led policing techniques.

Internal Security Forces ISF 19AQMM18R0059

2.4 – ISF Units To Be Included – This solution must support all ISF users and departments in the long run, and must be prepared to allow the inclusion of additional departments with negligible additional costs. However, the solution for this PWS must be implemented within the following departments:

- Ashrafieh Police Station

- Police of Beirut units

- Staff units

- General inspectorate, only the following:

o Human Rights Bureau

- Territorial gendarmerie, only the following:

o Prison division o Central prison's company

- Judicial units only the following:

o Service and Operation Bureau o Territorial Criminal Investigations Division o Beirut Judicial Brigade

2.5 – Implementation Sequence – The contractor must identify their implementation sequence, which at a minimum must include the following:

1) A business requirement and analysis campaign will be carried out to gather and assess all ISF needs as related to the requirements outlined in this PWS. To be completed in the base year.

2) Following the analysis phase, a pilot implementation phase will take place at Ashrafieh police station where all the functionality of the system will be tested, assessed, and updated as necessary. Ashrafieh police station has approximately 150 end-users. In parallel, the infrastructure at the headquarters will be upgraded. To be completed in the base year.

3) Following the pilot, and in accordance with the agreed upon management plan a roll out to Beirut Police administrative and operational sections at Helou Barracks will be initiated. Helou Barracks has approximately 3500 end-users.

To be completed in option year 1.

4) Following an implementation of the solution at the Helou Barracks, the solution will be rolled out to the Staff Unit at ISF Headquarters. ISF Headquarters has approximately 5000 end-users. To be completed in option year 1.

2.6 – Major ITAP Components – The Contractor will provide a description of how they will provide the following services to include key personnel, hardware, software, and licensing resources (refer to subsequent sections for more information):

1) Implementation – The Contractor will procure and install all hardware, software, licenses, and other materials needed to achieve the objectives laid out in this PWS and in accordance with their approved project management plan and timeline.

2) Conversion / migration services – All existing ISF records management data in the current Oracle system used by the ISF related to and needed by the solution

Internal Security Forces ISF 19AQMM18R0059 must be converted over to the new solution. This includes, but is not limited to, extracting data, images, annotations, and indices from the existing system(s) (HR, prisons, etc.) and importing the same content into the new solution. All conversion activity must take place onsite unless otherwise stated.

3) Warranty and Technical Support – the Contractor will provide a standard commercial warranty at each site location for a period of three years. The Contractor will provide technical support which includes telephone, web-based and / or onsite technical support and warranty for a period of four years on labor and parts, as part of this contract cost. This period will start in the base year and continue in each option year.

4) Training – the Contractor will provide the required training to ensure a transfer of knowledge and prepare staff to support and operate the new system. The Contractor will provide training plans and training documentation, which INL and the ISF must approve.

5) Project management – The Contractor will provide a management team, project plan, implementation sequence, and approach to meet the requirements and accomplish the deliverables in this PWS.

2.7 – Future Requirements – The solution must be able to accept future upgrades (not covered under in this contract) that perform payroll, social media analysis, web crawler, gate pass solutions, purchase order functions, procurement management functions, inventory management, and fixed asset management. The solution must also be expandable to include all Beirut Police Operational Stations: First Territorial Company, Al Ramle Al Bayda Station, Raouche Station, Mina el Hons Station, Hbeich Station, Second Territorial Company, Basta Station, Al Borj Station, Tareek al Jadida Station, Zookak el Bilat Station, Mousseitbeh Station, Third Territorial Company, Gemmayze Station, An Nahr Station, Damascus Road Station, Beirut Traffic Company, Traffic Brigade One, Two, and Three, and Traffic Brigade Downtown. The solution will also be expandable to the Judicial Unit, Territorial Gendarmerie Unit, General Inspector, and other ISF units throughout Lebanon. (Refer to Attachment E: Functional and technical requirements document

3. BACKGROUND

The Lebanese Ministry of Interior (MOI), Internal Security Forces (ISF) currently labors under an Information Technology (IT) infrastructure that is not compatible with the ISF’s current or future needs. Specifically, the ISF currently lacks a centralized and automated data infrastructure, which places the burden of maintaining all manner of data functions at the station level, severely restricting critical information sharing from station to station, department to department, and/or the command functions within the ISF.

As a result, the ISF expends an enormous amount of police resources on processing paper documentation, which detracts from law enforcement duties and accounts for a disproportionate amount of material and budget costs. Furthermore, the ISF lacks the basic ability to analyze criminal patterns, handle managerial needs, collect and disseminate information, and interface with other departments and agencies that would

Internal Security Forces ISF 19AQMM18R0059 enable them to more efficiently and effectively utilize their personnel resources, via an integrated, automated system.

The ISF’s current automated and paper-based databases primarily store information related to human resources and criminal records and are on an Oracle-based system.

This contract is to be performed in three locations: Ashrafieh police station, Helou Barracks, and ISF Headquarters. The contractor is not responsible for connectivity between these locations. The connectivity will be provided by the ISF and consists of various mechanisms, which includes a DSL – Lease Line – E1, and ISF is ready to provide the connection type as per Contractor’s recommendations.

This contract is designed to provide the ISF with the base and core IT infrastructure to enable the ISF to modernize their IT infrastructure. It will improve the ISF IT service delivery, and business processes automation by building a centralized system that will allow ISF branches to access and share information. The proposal must be natively built to work with Oracle (not necessarily developed on Oracle ex: .net).

4. TECHNICAL CONSIDERATIONS FOR IMPLEMENTATION COMPONENT

Refer to Attachment E: Functional and Technical Requirements document for details.

4.1 – Hardware and Software Infrastructure – Contractor will work with ISF personnel to build the proper infrastructure for the solution. The diagram below provides a sample overview of the hardware requirements for the hosting applications. The hardware acquisition listed herein will be the responsibility of the Contractor and should be available by the agreed upon in the project management plan. The diagram below will show the minimum recommended infrastructure specifications (servers, storage, backup, etc.). The final setup will be determined by ISF’s technical team, the INL COR, and the Contractor in accordance with the contractor’s approved project management plan.

Internal Security Forces ISF 19AQMM18R0059

Figure 1: Sample solution architecture

The Contractor needs to provide the necessary hardware which includes, but is not limited to PCs, scanners, printers, remote routers, that are necessary to implement the solution in the suggested sites, in addition to the necessary software tools (antivirus, operating system, etc.) that are required to operate the whole project solution properly in addition to necessary cabling (LAN, electrical, etc.) as required to operate the solution components. If any hardware is “End of Sale” the Contractor shall replace item with equivalent model.

Note: the final network design will be agreed upon between the Contractor, INL COR, and ISF’s IT Department team and be approved as part of the project management plan.

4.2 – Software solution – The software that will be used for this implementation will be an approved integrated solution, authorized by the project management plan. This software is required to work off the oracle software platform which is already being utilized by the ISF. This platform must be a proven document management platform that ingests contents securely, with the ability for documents to be imported into the ECM via a number of different methods including scanning, faxing, emailing as well as simply dragging and dropping documents. The method of importation and the use cases for the solution will be finalized during the beta testing implementation and approved as part of the project management plan.

The solution should be composed of the following minimum software components:

1. Weblogic suite or similar

2. Business Process Modeling suite (BPM) or similar

3. Enterprise content management

Internal Security Forces ISF 19AQMM18R0059

4. Imaging and capture

5. Forms recognition

6. Service Oriented Architecture suite (SOA)

7. Business intelligence suite (BI)

8. Oracle database 12c enterprise edition

9. Enterprise human resource management suite

10. Criminal Case Management Suite

4.3 Core Requirements – The proposal must be natively built to work with Oracle

(not necessarily developed on Oracle ex: .net). It also must be able to address the needs of a professional organization that is estimated to consist of 35,000 active members, 30,000 retirees, and 130,000 family members. The ISF is expected to grow by 10 percent over the next ten years. The Contractor will determine the exact needs during the business requirement and analysis campaign phase. Contractor will also provide a description of how they will provide the following deliverables to include key personnel, hardware, software, and licensing requirements:

4.3.1 Web Portal – Implementation and development of ISF Web Portal including access to all forms, reports, and dashboards with a single point of access to all applications for designated ISF personnel. The Web Portal will be used by all ISF members only.

4.3.2 Enterprise service bus (ESB) – Implementation of an ESB and SOA are at the core foundation of ISF as an integration platform that delivers standards-based integration for high-volume, mission critical SOA environments. It will be designed to connect, mediate, and manage interactions between heterogeneous services, legacy applications, packaged applications and multiple ESB instances across an enterprise-wide service network.

4.3.3 Unified business process management – Implementation of Unified Business Process Management (BPM) to improve ISF performance by managing and optimizing the ISF’s daily and business processes and making ISF's workflow more effective, more efficient, and more capable of adapting to an ever-changing environment.

4.3.4 Enterprise content management – Implementation of an Enterprise Content Management (ECM) for organizing and storing ISF's documents, and other content, that are related to ISF's processes. The ECM should cover at a minimum the following:

- Document management: allowing the management of the full-lifecycle of documents from capture and indexing to processing, storage and publishing.

- Workflow Management: allowing the management of the various aspects of a workflow lifecycle from design to automation and circulation.

- Correspondence Tracking: to capture, index, automate, track, publish, and archive various correspondence of ISF.

- Digital Assets Management: to manage the various media types (audio, video, images, etc.) through a robust platform.

- Records Management: to manage electronic records lifecycle including applying various retention rules based on ISF business needs.

Internal Security Forces ISF 19AQMM18R0059

- Mobile Application: to enable mobility and allow users to download, collaborate, review, approve and forward correspondences from their mobile device and tablets.

(Out of scope: to note the current scope does not include the back log and the archiving of historical documents, which will be the responsibility of ISF to perform at its own discretion).

4.3.5 Business Intelligence dashboards and report engine – Implementation of a Business Intelligence (BI) system to transform ISF’s raw data into meaningful and useful information. The BI must include data modeling, dashboard capabilities, and ISF electronic reporting forms that will be used on a daily basis to create custom reports and visual dashboards based on predefined data sources in simple click methodology, with minimal development efforts. In addition, the BI must offer new self-service capabilities for loading and blending data, with no modeling required—making fast analysis available to anyone in the organization.

4.3.6 Single sign on – Implementation of a Single Sign On (eSSO) and management of Access rights (Who can access what) based on ISF’s responsibilities and hierarchies, which include integration with active directory and capability to use fingerprint and proximity cards to authenticate users at a later stage.

4.3.7 Core HR – Implementation of Core HR system that accounts for the human resource / ISF capital / and assets, which helps ISF to manage its human capital and the various aspects and attributes of its employees from hire and enrollment through retirement or release from service, and lets ISF embed the HR related data with other systems. The solution must be able to address the needs of a professional organization that is estimated to consist of 35,000 active members, 30,000 retirees, and 130,000 family members. The ISF is expected to grow by 10 percent over the next ten years. The Contractor will determine the exact needs during the business requirement and analysis campaign phase. At a minimum, the core HR system must track: name, rank/grade, time in rank/grade, time in service, date of birth, education, training, previous assignments and lengths of assignments, current assignment and length of assignment, next of kin contact information, family member biographic information, on the job injuries, death records, awards, disciplinary actions, performance evaluations/documents, assignment orders, administrative actions/documents, and retirement actions/documents.

4.3.8 Oracle database – Implementation of Oracle Database with high availability and a security management package to store and retrieve related information, and manage a large amount of data in a multiuser environment. This allows many users to concurrently access the same data, and prevents unauthorized access, and provides efficient solutions for failure recovery.

4.3.9 Email Notifications/integration

- Implementation of a process to email notifications to users (reports…).

Contractor will work with ISF IT department to configure dynamic email notifications for report emails. After reports are cold processed by the system, they will automatically enter a workflow. This Workflow will then

Internal Security Forces ISF 19AQMM18R0059 perform a look-up to an ISF database, and email a message containing the report from the system to relevant members of each Workflow.

- Server administrative documentation as each email impacts an editing of a report.

- Implementation and configuration of email integration must enable a seamless integration between Microsoft Outlook and the ECM solution, allowing ISF users to access the document management tree from their outlook interface, eliminating the need to switch between several applications.

4.3.10 Commissioners court claims and Ministry of Justice Database integration – The Contractor must provide mechanism(s) to integrate court claims into the solution. Claims need to be captured into the system following a list of checks to be approved. A template must be developed that examines the content looking for tag information. If the information is there, it will archive under the court claims report ID. Authentication for viewing will exist for the active director and a predefined list of authorized users. All documents for the court claims will be archived by the system should be fully integrated. Contractor will define the documents tags (keywords) of each of the documents. Contractor will create the archive link and document type integrations necessary to support the storage of these files. User will access the files via the system interface (web and mobile). ISF will need to provide all necessary resources (documentation, regulations, procedures) to assist in simplifying the implementation of this task.

4.3.11 Automated Biometrics Identification System (ABIS) Integration – Implementation of a process to integrate the solution with the ABIS records.

The contractor will work with the ISF and INL COR to ensure the solution will report appropriate records when the ABIS is queried.

4.3.12 Digital asset management (photographs, audio, video files, etc.) – ISF require the following implementation. It must support an at least 80 Tera bytes of storage capacity for the whole system with an upgrade possibility.

- Implementation of a process to bring digital photos into the solution.

Various photographs from different resources are captured related to different incidents, documents, and other media need to be archived into the system, and indexed as related to their respective processes.

- Implementation of a process to bring audio and video files into the solution.

There are many types of audio and video content that need to be archived into the solution and indexed as related to their respective cases or documents.

- Implementation and configuration of an integrated universal image viewer that will allow all ISF users to view, open and work on various documents (office, images, audio, video, PDF and others) without the need to install the native applications on their desktops.

To address the aforementioned requirement, any solution must capture metadata from devices (and will serve as a facility to import and store files according to industry standard file format). The solution should offer the capability to import, index, and analyze large number of photos or other media type’s day forward.

Internal Security Forces ISF 19AQMM18R0059

4.3.13 Data mining/ analysis – Implementation of a process for filtering and extracting content from text reports. Provide ISF records information management and develop templates for extracting information, in which the user loads the template from within the viewer, specifies search criteria, then views and/or extracts the results which contain multiple fields pulled from multiple lines.

Contractor will configure the solution to store reports after being cold processed. Contractor will implement the solution to work with current ISF technologies to access this data, giving the user the ability to filter and extract from reports with native solution functionality.

Additionally, the solution report services will give the ISF the ability to gain valuable information about system and business health. Report services is a developed application that includes enough preconfigured reports for evaluating a complete picture of the solution and processes it manages. This solution will allow the ISF to create its own custom reports in order to meet its specific business reporting needs. In addition, long-term reporting functions need to enable all manner of trend analysis, share productivity information across the organization, and enable the ISF to make proactive decisions based on retrievable data.

The solution is required but not limited to generate the following reports:

criminal history records; criminal history records when the ISF’s ABIS and MOJ database are queried; Criminal Case Clearance Reports by Station/Unit, Unit Commander HR management summaries, and individual ISF member records.

4.3.14 Scanning Process – The Contractor has to provide a detailed description of the implementation process for bringing in scanned documents into the solution.

Documents are scanned by assigned users using scanners provided by the Contractor and indexed using the system. Images are archived using a template that adds the indexing.

Contractor will work with the ISF IT department and address the requirements to define and configure scanning, security; document groups/document types, and keyword values. Scan queues will be configured to accept images into the system using standard scanning practices such as scanning from multi-functional devices, sweeping from network folders outlook and office integrations and batch scanning.

4.3.15 Records management – The Contractor is required to work with ISF to define, scope, and configure retention, hold, and disposition policies for electronic and hard copy documents. The system will be used to control the retention of all associated business records, and securely organized within the system folders interface.

Internal Security Forces ISF 19AQMM18R0059

The retention cycle of a folder will be triggered by an event (or the passage of time), which ties records management strategies into organizational business processes. The system provides cutoff periods, retention plans and multiple destruction options. The system records management also offers retention handling as well as administrative management interface. For this deliverable, the following as a minimum should be defined and approved as part of the project management plan:

- Retention triggers that initiate workflow and the closing of a folder.

- Premier keywords such as employee ID or case ID that group documents to a folder.

- List of retention periods for each document.

4.3.16 Physical Records Management – The Contractor has to implement, as part of the solution, a software replacement for the current records management methods utilized by the ISF.

The contractor has to assist ISF records management team that is responsible for converting current manual processes upon request, and with the delivery and management of files to the new system.

- Contractor is required to provide a defined format to convert current data from existing environment.

- ISF will be responsible for preparing current data for the conversion in coordination with the Contractor.

- All design changes will be mocked up and signed off on prior to changes being made if additional work is needed, project changes will be mutually agreed and approved as part of the project management plan.

4.3.17 Task Management – Build and customize a specific application for the case management solution at a minimum that would involve various aspects of task management, including task creation, allocation, and monitoring by the ISF.

4.3.18 Electronic signature – Implement and configure Electronic Signatures which can be utilized on digital documents to ensure their authenticity.

4.3.19 Fax integration – Implement and configure Fax integration to automatically capture and send faxes to/from the ECM solution.

4.3.20 Content analytics – Implement a fast enterprise indexing and search platform essential for a BI system, allowing ISF users to find, discover, analyze, and share information. In addition this solution must allow ISF to index huge amounts of structured and unstructured data with improved performance, regardless of their formats (file systems, SharePoint, databases, mail servers, existing legacy applications, audio, office documents, PDF, XML, images, videos, etc.).

4.3.21 Police investigation – Implement a police investigation solution which includes the following:

- Criminal Case Management: This function will manage the full investigation cycle required to resolve criminal cases, or any situation that requires investigation, as required by any formal and/or official entity.

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- Link Analysis Solution: This function must allow ISF investigation analysts to uncover relationships between several entities such as phone calls, communication, hotel reservations, car rentals, financial transactions, etc.

4.3.22 NCIC-Like System – The solution must include a system of record to track, analyze, and report when queried on all stolen, seized, or evidentiary properties taken into custody by the ISF and persons who pose a threat to ISF Officers and public safety. Physical seized or evidentiary property must also be tracked using different techniques, including but not limited to barcode or RFID.

Personnel records must at a minimum track known or suspected terrorist, wanted persons, missing persons, foreign fugitives, violent person, sex offenders, and gang file. Property records must at minimum include vehicle, gun, and article.

4.3.23 Optical character recognition – Implement and configure Optical Character Recognition (OCR) software in order to perform OCR on selected documents and document zones to extract the requested content. OCR is required for English and Arabic.

4.3.24 Requirement gathering and analysis – The Contractor must gather the needs of the whole ISF, and analyze these requirements in order to create a document that models all the business processes of all the ISF police stations to include specialized units and centers covered under this PWS.

4.3.25 Other core requirements – Refer to Attachment E: Functional and technical requirements document, for the line – by – line approach for the required functionalities.

5 CONVERSION SERVICES COMPONENT

5.1 Document management software – The Contractor will work with ISF to understand the types of documents and index data that exist, as well as requirements for the image repository. This will provide details necessary to create the needed field mapping scope document required. The Contractor will also explore any security, or concerns related to this process, and document types used to ensure the entire solution matches the data mapping. Once the scope is completed, it will be reviewed by the ISF and signed off as complete.

The new system shall store all documents in an acceptable file type to be approved as part of the project management plan. A test transfer use case will need to be developed in order to test all aspects of the solution prior to beginning the data conversion. Once the target system and the transfer have been finalized, the COR and ISF must review and accept so the Contractor may begin the conversion process.

5.2 - Records Center Management System – Contractor will develop a strategy for exporting information from the original database into the new one. The Contractor will work with ISF for converting all of the data files to the new system. A full and complete document describing the methodology of this conversion strategy and its implementation and structure also needs to be developed and approved as part of the project management plan

Internal Security Forces ISF 19AQMM18R0059

5.3 Data move for document management and records centers management system

• The data move will be a quick export and import all data in the existing system.

Contractor is expected to move the data, and then go live to provide a seamless transition minimal down time for ISF and he must be able to build upon the existing ISF database platform which is oracle and explain the methodology and approach needed for it, which will be approved as part of the project management plan.

• Once the data has been moved and the information has been through the quality check process, Contractor will require the COR and ISF to sign off on the completeness of the image content migration.

• Critical to the completeness of this deliverable is the involvement of the super users from ISF. It is assumed that adequate number of ISF personnel will be utilized to help in validating the data. In addition, the ISF will also be responsible for helping in the conversion of the proprietary data.

5.4 Brief Description of Current HR Systems – The current ISF HR system includes only basic information, including name, birthday, and location of service, and is on an Oracle database. Much of the information that Core HR solution is required to track is not available for current ISF members. The ISF is responsible for obtaining the missing information; however, the Contractor may assist with developing a systematic process for obtaining the informing or advising ISF during the data entry process.

Refer to Attachment E: Functional and technical requirements document.

6 TECHNICAL SUPPORT AND WARRANTY

Refer to Attachment E: Functional and technical requirements document.

6.1 - Technical Support – The Contractor shall provide support for technical and operational issues with the installed network. This period will start in the base year and continue in each option year.

6.1.2 - Help Desk support – The Contractor shall provide 24 hour help desk support.

This period will start in the base year and continue in each option year.

6.1.3 - On-site maintenance and troubleshooting – The Contractor shall provide on-site maintenance and troubleshooting support. This period will start in the base year and continue in each option year.

6.1.4 - Software upgrades – The Contractor is responsible to provide the latest version of the system during the implementation of the solution. This period will start in the base year and continue in each option year.

6.1.5 - Programming and configuration support

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6.2 – Maintenance/Warranty Support – The Contractor shall provide a three year standard commercial warranty on all hardware and software installed at each location (Ashrafieh, Helou Barracks, and ISF Headquarters) that begins with the final acceptance at each site. The contractor shall provide warranty services within Lebanon. The Contractor shall provide a local company that will be responsible for the warranty, repair and if deemed necessary replacement of the products. If any items require shipping to the manufacture’s production plant then the contractor shall be responsible for the shipping cost and all peripheral costs (including possible customs and clearance costs).

6.3 – Support – An optional separate maintenance contract should be established and made available between the Government of Lebanon (GOL) as represented by the ISF and the Contractor, should the ISF request it.

6.4 – Documentation – The Contractor is required to provide all the documentation for the solution including system components, modules, architecture, implementation. as hard (three copies of each document) and soft copies (ten copies of each document) in English and Arabic. The contractor shall supply manuals in electronic format in English and Arabic. The LISF requires any proposed electronic manuals to be in CD- ROM/DVD, compatible with Microsoft Word language.

6.4.1 – As Built Diagrams – The Contractor shall provide “as built” installations diagrams detailing cable layouts, rack locations and installed equipment (routers, switches, grounding and uninterruptable power supply) for each site.

This documentation will include equipment configurations, and schematic wiring plans.

6.4.2 – Technical/Maintenance Manuals – The Contractor shall provide three types of manuals specifically written be of professional quality for the support of the ITAP equipment offered:

- System Manual

- User / Operational Manuals (for software and hardware)

- Technical / Maintenance Manuals

6.4.2.1 – System Manual: The System Manual is a comprehensive overview of the system, and should be considered a custom document. Therefore, the document shall not comprise highly generalized content. As an example, the composition of the document may include:

- System Overview

- System Drawings including, but not limited to:

- System schematics

- Site drawings

- Pin-outs of inter-equipment cabling

- Hardware Configuration

- System Configuration

6.4.2.2 – User / Operational Manuals: The User / Operational Manuals are manuals describing in detail the functionality of each software package or device and all the parts of the infrastructure.

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6.4.2.3 – Technical Manual: The manuals are intended for the use of the LISF’s supervisory, training and technical staff. The Technical/Maintenance Manuals shall include:

- All necessary information to permit routine workshop level maintenance

- Detailed technical descriptions of equipment

- Diagrams shall embrace:

- Functional block diagrams

- Circuit diagrams

- Illustrated module part numbers list.

7 TRAINING COMPONENT

7.3 Overview – The Contractor will provide training to ensure a transfer of knowledge and prepare staff to support and operate the new system. The Contractor will provide a series of trainings to obtain at least three levels of proficiency.

7.4 Level 1 – The first level will be an electronic version that can be used for the entire ISF and will enhance the end user’s, those who will use the system on a regular basis, knowledge, skills, and abilities to use the automation system. The contractor will develop the training material with the assistance of the ISF and focus groups to ensure applicability to the ISF.

7.5 Level 2 – The second level will target up to 50 ISF officers and will enhance their basic maintenance and troubleshooting knowledge, skills, and abilities.

7.6 Level 3 – The third level will target up to 25 ISF officers and will provided an advanced maintenance and troubleshooting knowledge, skills, and abilities. This level may require its own series of training.

7.7 General Training Requirements – The Contractor will provide training plans and training curriculum for each proficiency level that will be transferred to the ISF. All trainings are required to perform pre and post training tests to measure the increase in knowledge and will be reported on in appropriate monthly reports, along with names, ranks, and unit of each training participant. The training will take place according the plan that will be set by the Contractor in coordination with ISF and

INL COR.

7.8 Training Standards – All trainings are required to increase average participants’ knowledge by a minimum of 15 percent evidenced by pre and post testing.

8 PROJECT MANAGEMENT COMPONENT

8.1 - Reporting Requirements

8.1.1 – Project Management Plan – The project management plan will detail all acceptance testing (e.g. factory acceptance testing, site acceptance testing, deployment readiness review, etc.); project design; implementation approach;

implementation sequence; trainings; system and user acceptance tests, and have a timeline with milestones through project completion. The timeline will be updated as needed.

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8.1.1.1 – Specifications Checklist - For the system and user acceptance tests, the Contractor shall provide a binary checklist that tests key functions and the key benefits that should be experienced by the end user per the PWS.

8.1.2 – Monthly Project Progress Reports – Beginning in Phase 1 and continuing throughout the approved phases of the project, the Contractor shall provide (electronically) monthly project reports on activities completed, pending action items, and activities planned for the following period. The Contractor shall discuss in detail any deviations from the approved plan and timeline, and corrective actions to be taken.

8.1.2.1 – Training – When appropriate, monthly progress reports will include information on trainings delivered. All trainings are required to have pre and post training tests to measure the increase in knowledge and will be reported on in appropriate monthly reports, along with names, ranks, and unit of each training participant.

8.1.2.2 – Output and Outcome reporting – The contractor will be required to report on outputs and outcomes on their solution, including during the warranty period of this contract. The outputs and outcomes will include but are not limited to the following (These will be measured using qualitative and quantitative data.):

- Number of paper reports and forms converted to the new IT System.

- Number and type of new reports generated; number of queries.

- Number and type of criminal incident reports generated.

- Number and type of criminal cases cleared by police station.

- Reduction of administrative staff, if any, to conduct administrative duties.

- Increased use of data to inform policing strategies, resource management, and tactical operations.

8.1.3 – Project Financial Reports – The Contractor shall provide (electronically) project reports on the financial status of the project. The report will have a summary identifies the CLIN number, CLIN description, current invoice total per CLIN, cumulative invoice total per CLIN, and available funds remaining per CLIN. Subsequent pages will detail expenses per CLIN. This report shall be required for all invoices.

8.1.4 – Biweekly Project Progress Review Meetings and Minutes – The Contractor shall arrange and conduct biweekly progress review meetings at a location to be determined with the COR. The Contractor shall develop a proposed meeting agenda. After obtaining COR approval of the proposed agenda, the Contractor shall distribute to all participants a copy of the agenda and any other documentation to be used during the in-person or teleconference meeting. Said distribution shall be accomplished at least three (3) calendar days before the scheduled meeting. The Contractor shall record meeting minutes and distribute via e-mail within two (2) business days of holding the meeting. This requirement can be done less frequently in option years if directed by the INL

COR.

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8.1.5 – Acceptance Testing Reports – The Contractor will provide a report describing all tests needed for the acceptance phases of all implementation stages of this project.

8.1.6 – Final Report – Within forty-five (45) days after the completion of the period of performance the Contractor shall provide (electronically) a final report on activities completed for the entire length of the contract. The Contractor shall discuss in detail any deviations from the approved plan and corrective actions to be taken.

8.2 – Language and Formatting of Reports – Reports are written in English and Arabic when required in electronic format and must contain the following:

Front cover to contain:

• Report number and date

• Title and period covered

• Contract number

• Contractor’s name and address

• Name of the agency: INL

Main body to contain:

• Executive Summary

• Detailed narrative of the work performed

• Analysis of the work performed; percentage of work planned versus worked performed

• Trainings, when appropriate

• Outputs and Outcomes, when appropriate

• Progress analysis

• Deliverables

• Work delays

• Change control

• Activities for following reporting period

• Conclusion

8.2.1 The Government (for the purposes of this document hereafter meaning the

Government of the United States unless otherwise stated)will…