CN-700000-C3010-A1.pdf

CONTRACT #C3010

AMENDMENT #1

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VINE Pre-Arrest Notification System Scope of Work

Project Name: Florida Crime Victim Notification Expansion Project

Product: VINE Pre-Arrest

Client Relationship Manager: Emily Kamer

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TABLE OF CONTENTS

DOCUMENT REVISION HISTORY

SCOPE DEFINITIONS …………………………………………………………………………4

PURPOSE OF THE DOCUMENT

PROJECT OBJECTIVE

PROJECT SCOPE

DATA COLLECTION METHODOLOGY (Interface Development)

FUNCTIONAL DELIVERABLES:

AGENCY ONBOARDING ……………………………………………………………………..9

SASS SUPPORT OPERATIONS AND

MAINTENANCE……………………………………9

ASSUMPTIONS & RISKS

PRICING………………………………………………………………………………………..10

APPENDIX 1……………………………………………………………………………………12

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DOCUMENT REVISION HISTORY

Version Date Changes Updated By

1.0 Original document Emily Kamer

1.1 10/11/24 Definitions Emily Kamer

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SCOPE DEFINITIONS

Florida Department of Corrections (FDC)

Florida Crime Victim Notification Expansion Project (FL CVNEP)

Florida Victim Information and Notification Everyday (VINE)

SMS (Short Message Service)

Law Enforcement Agencies (LEAs)

Subject Matter Experts (SMEs)

Amazon Web Service (AWS)

Computer Aid Dispatch (CAD)

Record Management System (RMS)

Case Management System(CMS)

Structured Query Language (SQL)

Application Programming Interface(API)

Hypertext Transfer Protocol (HTTPS)

Transport Layer Security (TLS)

Criminal Justice Information System (CJIS)

Crime Victim Notification System (CVNS)

Quality Assurance (QA)

AI (Artificial Intelligence)

Software as a Service (SaaS)

Consumer Price Index (CPI)

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PURPOSE OF THE DOCUMENT

In order to meet the needs and expectations of the Florida Department of Corrections (FDC), it is important that the Florida Crime Victim Notification Expansion Project (FL CVNEP) team has a clear and defined set of business requirements to follow. The purpose of this document is to outline and prioritize the project objective, standard features, functional and non-functional requirements and major phases for the CVNEP for the State of Florida.

PROJECT OBJECTIVE

The Project Objective is to provide the development and implementation of the FL CVNEP solution incorporating the expansion of the existing system and SPIDR Tech system to include a collaborative end-to-end notification workflow for victims and public safety agencies in the state of Florida.

The project includes several components requiring an engagement between Appriss Insights, LLC, a part of Equifax Inc., (hereafter “Insights”) and Versaterm. Independently, Insights’ and Versaterm’s solutions provide distinct parts of the project workflow, but together they provide a comprehensive experience for victims and concerned citizens.

Insights and Versaterm or more specifically, SPIDR Tech (a Versaterm Company), have engaged to deliver a one-of-a-kind, enhanced end-to-end criminal justice notification, community engagement, and support services to greatly improve workflow and customer service to Law Enforcement Agencies (LEAs). This end-to-end solution provides a holistic support experience for those impacted by the criminal justice process and incorporates early communication during key points of a victim’s journey. This workflow ensures notifications to victims of crime are received as early as the initial 911 call for service, and continues throughout the investigative, judicial, and incarceration processes. This enhanced solution provides the state of Florida with the capability to share information on victim services, as well as case information to victims much earlier in the criminal justice process.

Specifically, the solution will:

● Automatically, upon receipt of applicable data elements being received from associated agency, notify the victim by email or SMS (text) of all the following regarding a victim's law enforcement crime report, investigation and/or case:

○ The date on which the report is filed

○ The case number

○ The name of the detective who is assigned to the case

○ When arrests are made

○ When warrants are issued

○ When the case is sent to the prosecuting agency

○ Initial appearance

● Interface with the law enforcement agency's system of record

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● Provide configurable triggers to send messages to crime victims

● Provide the ability to attach informational brochures or other electronic attachments to messages

● Provide the ability for victims to find their case status on the vendors' websites with links that are available on the law enforcement agency's website

● Be configurable to the requirements of each law enforcement agency in this state

● Include the law enforcement agency's branding, email ADDRESS and web DOMAIN for all communications

● Provide the ability to send messages in multiple languages

● Monitor the number of messages sent and the types of messages sent and visualize the data

● Provides a criminal justice information service compliant automated victim notification platform that ensures the following:

○ Crime victims are automatically notified via text and/or email following any updates to their case

○ Law enforcement agencies determine the notifications

● The solution provides many built-in reporting and dashboarding capabilities. This includes web-based access for agency users with access to statistical data to monitor the notifications and surveys being sent to the victims. Agency users also have an in-depth range of administrator functions within the web-based portal. The users will have access to several program level and service level reports that track and manage the program including usage, performance, and outcomes.

● Also, the solution provides agency personnel with emailed statistical reports of their notification status and survey response data. This includes statistics on successful and unsuccessful notifications.

Agency administrators will have unlimited online access to many on-demand reports.

Reports feature several customizable parameters that can offer administrators an in-depth look at available data.

PROJECT SCOPE

The project scope details the implementation of the solution.

Insights will use its proven implementation and project management methodology for the project, which involves key factors, such as a single point of accountability, frequent and open communication, standards integration, frequent internal reviews, and detailed planning and execution.

A project manager will be assigned to manage all aspects of implementation using best practices and industry standards. This team member will be the single point of contact for Florida for all project activities and is responsible for maintaining team integrity and anticipating and proactively managing risk throughout the project.

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Utilizing project planning, scheduling, regular status calls, internal and external stakeholder communication and ensuring all team members are engaged and on track to deliver the solution.

Additionally, an implementation manager and deployment engineer will be assigned to each Agency during the onboarding process. They will manage the project and technical aspects of the project working with Subject Matter Experts (SMEs) within the Agencies to ensure compliance with agency security, process, and quality.

A typical deployment will consist of these phases.

• Kickoff

• Technical Deployment

• Configuration

• Quality Assurance

• User Acceptance

• Training

• Go Live

LEAs will be able to choose from numerous system configuration options. The platform is highly configurable and modular, allowing for customization to match a LEA’s policy. All messaging is disabled by default. During the deployment process, the implementation team will work with the agency’s personnel to determine the specific scenarios in which messages should or should not be delivered.

Configuration options include (but are not limited to):

● What call types and offense codes should generate messages

● What call types and offense codes should prevent messages from being generated

● The amount of time to delay before sending a message (on a per-category basis)

● “Do Not Disturb” windows

● The maximum age of data received (to prevent undesired messaging for old cases)

DATA COLLECTION METHODOLOGY (Interface Development)

The system will collect data as described below:

Infrastructure is hosted in AWS GovCloud which is Amazon's cloud region designed to host sensitive data, regulated workloads, and meet the needs of government security and regulatory compliance. All agency data will remain within the geographic boundary of the United States.

The interfaces run read-only queries at predesignated cadences against CAD, RMS, and CMS databases. The interfaces have a small on-premise footprint and do not require agencies to

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Interfaces run read-only SQL queries. No data will be written back to any agency's CAD, RMS, or CMS databases.

Before sending any data out of an agency's network to the cloud API, the interfaces will encrypt the data using HTTPS over TLS1.3. This is to fulfill CJIS requirements for data in flight.

CVNS engineers will lean on each agency's expertise during the interface configuration as questions about workflows arise and as progress is made through the Quality Assurance (QA) process.

FUNCTIONAL DELIVERABLES:

The following functionality will be delivered to enable the Florida Crime Victim Notification Expansion Project.

• Investigate, Patrol, and / or Prosecution Modules

▪ Patrol Module – Enables immediate communication with 9-1-1 callers and reporting parties through automated text messages. These messages acknowledge calls, inform of delays, and request feedback on interactions.

▪ Investigation Module – Automated emails and text messages can be sent to crime victims to acknowledge a new report, provide case status updates, and request feedback. Victims may also log into an agency portal to view case information and subscribe to updates.

▪ Prosecution Module – Automated emails and text messages can be sent to crime victims and other associated parties to acknowledge a new case, provide case updates, and request feedback.

• AI Powered Case Information (requires Investigate)

• Corrections Integration via VINE data sharing

• Trusted Standard Message Templates in English plus 2 languages of LEA’s choice.

• Dispatch / Patrol (Not Available for prosecutors’ offices)

• Insights Module (surveys) including Standard Surveys in English plus 2 languages of LEA’s choice.

▪ Insights Module – Surveys sent via automated emails and text messages to gather feedback from those who have had interactions with the agency. The data received can be reviewed in a dashboard or analyzed by the agency.

These features are offered as currently implemented in production; there are no product enhancements, unless explicitly identified below.

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AGENCY ONBOARDING / DEPLOYMENT / TRAINING

SPIDR will be the primary contact for Law Enforcement Agencies. Insights will be the primary contact for Florida Department of Corrections.

Law Enforcement Agency (LEA) onboarding consists of two motions. The first is to migrate existing SPIDR customers to the new Florida Crime Victim Notification Expansion Project Phase 1 statewide contract. The second is to establish agreements with each agency describing the deployment process, high level product deliverables and implementation schedules along with the shared accountability of the LEA and Insights/Versaterm. During this phase of the schedule for the LEA project kick-offs will be established. Deployments are targeted to take 30 to 60 days from kick-off meetings, depending on the availability of LEA resources.

Implementations

Implementations are limited to integrations with Computer Aided Dispatch systems (CAD), Records Management Systems (RMS) and Case Management Systems (CMS).

Training

Staff training and quality assurance will be done in coordination with the agency at the end of the implementation. Versaterm will coordinate with all involved stakeholders to ensure that training is provided to newly onboarded agencies.

Onboarding Capacity

Versaterm will provide agency onboarding capacity with up to 2 new agency kick-offs per week for a period of 2 months, starting within one month following contract formal execution unless mutually agreed to an alternate start date.

SAAS SERVICE, OPERATIONS, SUPPORT, AND MAINTENANCE

Versaterm will maintain at least a 99.9% uptime for the SaaS service, including API required for data sharing with VINE, and will maintain 24x7 operations. Additionally, Versaterm will provide technical and customer support directly to agencies including email and phone support. It may be necessary to update the interfaces and services involved in this solution. These updates are included with the SaaS Subscription.

ASSUMPTIONS & RISKS

Identified assumptions & risks include:

FDC

● FDC will provide a Project Manager to coordinate activities, approve project documents and manage internal resources necessary for project completion.

● The FDC Project Manager will provide support in Agency Outreach efforts.

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● FDC and/or agencies will ensure appropriate technical resources and stakeholder organizations are available.

● FDC and/or agencies will provide appropriate staff for design, development, and testing, when needed.

● FDC and/or agencies will provide subject matter expertise, when needed.

Insights/Versaterm

● Insights will provide a Project Manager who will manage the implementation and serve as a primary contact during the implementation phase.

● Insights/Versaterm will provide the necessary development resources for the interface design and development.

● Insights/Versaterm will provide testing services to ensure that the data is integrating into the State of Florida system as designed.

● Insights/Versaterm will provide access to the pre-production environment for user acceptance testing prior to deployment to production.

● Insights will monitor the data connection with Versaterm via alarms and reports in the same manner as other VINE data transfers.

● Versaterm will monitor the connection with local agencies via alarms and reports.

● Insights/Versaterm reserve the right to alter timelines and project details based on information learned through evaluation, discovery, and development and approved by the FDC Project Manager.

PRICING

The pricing included in this SOW is exclusive to this SOW and does not imply future pricing.

Florida Crime Victim Notification Expansion Project Phase 1 Package Subscription

The Florida Crime Victim Notification Expansion Project Phase 1 Package includes the following:

•Project Initiation

• Deployment and Implementation for 14 agencies (as defined in Appendix I) /4,500 user licenses (officers or attorneys)

• Migration of 1 agency to the FDC funded contract

• Includes:

● Patrol Module for Police

● Investigations Module for Police and Prosecutors

● Prosecution Module for State Attorneys Offices

● Insights for Police and Prosecutors

● VINE integration

● Implementation of 14 agencies and Migration of 1 agency (Up to 4,500 sworn)

● 7x24 Operational and Emergency Support Including:

● Customer Support for troubleshooting issues

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● Technical Support for technical troubleshooting and fixes that result from normal use of the SaaS

● Standard business hour support for non-emergency needs

● 99.9% Uptime

● Data that is shared by participating agencies will be accessible via at least an API for subsequent use by FDC

● Technical upgrades of the SaaS including new features, through the natural evolution of the product at no additional cost

● Any interface work required to take advantage of new functionality

● To help introduce, promote and maintain public awareness of the Service statewide, Appriss will work with SPIDR to help coordinate and conduct training as mutually agreed upon

Annual Subscription

• Price is guaranteed for first 24 months of the contract

• Price adjustments after the initial 24-month term will be at minimum equal to the Consumer Price Index for all Urban Index (CPI), for the previous calendar year, not to exceed CPI + 3%.

Year 1 – Annual Subscription Fee

• $2,000,000

• Invoicing begins on the first of the month following the contract execution with FDC.

Year 2 – Annual Subscription Fee

• $2,000,000

• Invoicing begins in month 13, following the contract execution with FDC.

Change Orders Changes in the scope of this Scope of Work or timelines, outlined herein, must be in a mutually executed change order or Amendment to the Florida Department of Corrections Contract Addendum.

Additional Charges Upon mutual written agreement the following charges will be invoiced on demand and not included in the subscription or one-time charges above.

Additional language translations

• $2,800 / language / agency

Additional professional / technical services

• $215 / hour

• $1,400 minimum charge

Appendix I

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The following 15 Agencies are referred to as “Agencies”:

Large Agencies of 300+ Sworn Included

● Tallahassee Police Department

● Jacksonville Sheriff’s Office

● Florida Office of the Attorney General

● Seminole Sheriff's Office

● 4th Circuit State Attorney’s Office (No Deployment Required)

Alternates

● Volusia County Sheriff's Office

● Sarasota County Sheriff's Office

● 13th Circuit State Attorney’s Office

Medium Agencies of 75-299 Sworn Included

● Leon County Sheriff's Office

● Nassau County Sheriff's Office

● Altamonte Springs Police Department

● Melbourne Police Department

● 2nd Circuit State Attorney’s Office

● 18th Circuit State Attorney’s Office

Alternates

● Putnam County Sheriff's Office

● Port Orange Police Department

● 12th Circuit State Attorney’s Office

● Sanford Police Department

Small Agencies < 75 Sworn Included

● Gadsden County Sheriff's Office

● Midway Police Department

● Jacksonville Beach Police Department

● Neptune Beach Police Department

Alternates

● New Smyrna Beach Police Department

● DeSoto County Sheriff's Office

● Venice Police Department

● Plant City Police Department

● Temple Terrace Police Department

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Alternate Agencies may be substituted for any Included Agency of comparable size without impact on pricing or scope of this Scope of Work. In the event an Included Agency is substituted for an Additional Agency, the substituted Included Agency will become an Alternate Agency.

Additional Alternate Agencies may be substituted for any Included Agency with a standard change order mutually agreed to by Insights, Versaterm and FDC. Change orders submitted can be approved via email, not requiring inked signatures.