ESBD_395386_1739488031351_SOLICI_405-24R0015974_CCH+.pdf

DEPARTMENT OF PUBLIC SAFETY OF THE STATE OF TEXAS

SOLICITATION NO.

405-24R0015974

TYPE OF SOLICITATION

NEGOTIATED – REQUEST FOR

OFFERS (RFO)

DATE ISSUED

02/13/2025 Computerized Criminal History System (CCH) Solution

Vendor must submit electronic responses no later than 5:00 P.M. Central Time on 03/14/2025 to the following address.

DPS_Solicit_Response@dps.texas.gov Attention: 405-24R0015974

DPS is not currently accepting any in-person solicitation responses. DPS will only accept electronic responses received by the date and time indicated in the solicitation.

FOR INFORMATION CONTACT:

Kristy Watts, CTCD, CTCM

Contract Administrator

PHONE: (512) 424-2448

EMAIL: kristy.watts@dps.texas.gov

RESPONSE (Respondent must fully complete)

DISCOUNT FOR PROMPT PAYMENT: 10 DAYS

20 DAYS

30 DAYS

___ DAYS

ACKNOWLEDGMENT OF ADDENDA:

Respondent acknowledges receipt of Solicitation addenda and related documents numbered and dated:

ADDENDUM NO. DATE ADDENDUM NO. DATE

NAME AND ADDRESS

OF RESPONDENT:

RESPONSE DATE EMAIL AND TELEPHONE NO. (Include area code)

SIGNATURE OF AUTHORIZED REPRESENTATIVE NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

CERTIFICATION, DISQUALIFICATION, AND REMEDIES

The Respondent must submit its response electronically to DPS_Solicit_Response@dps.texas.gov before the due date and time posted on the Electronic State Business Daily (ESBD). Respondents must monitor the ESBD posting for addenda that may alter a solicitation, including response due date. Respondents must also review the “Doing Business with DPS” website linked below to reference current documents and information regarding DPS procurement. https://www.dps.texas.gov/section/infrastructure-operations/doing-business-dps

By signing this document, Vendor represents and warrants that all statements, certifications, and information submitted in response to this solicitation are true, current, complete, and accurate.

Failure to sign will disqualify response. DPS may pursue and enforce any available remedies against Vendor for making false statements, including disqualifying the Vendor's response, immediately cancelling any Contract awarded to Vendor, or recommending State of Texas debarment.

TERM, PRICING, AND FUNDING

The Contract term commences on the effective date stated in the signing document, or purchase order and expires five years from that effective date.

If necessary, at the end of the Contract term, DPS reserves the right to extend continued performance of the Contract at rates specified within, by written notification to Contractor for no more than a six-month period, for the purpose of re-advertising, awarding a new Contract, or transitioning into a new Contract.

mailto:DPS_Solicit_Response@dps.texas.gov https://www.dps.texas.gov/section/infrastructure-operations/doing-business-dps

DPS will not allow changes after Date of Award to terms or pricing during either the initial term of the Contract or any optional renewal period. The continuation of the Contract for any period is subject to the availability of DPS funding source for the Contract.

Template Approved 5/26/2022

TABLE OF CONTENTS

SECTION A—DEFINITIONS

SECTION B—SERVICES AND PRICES

B.1 PRICING REQUIREMENTS

B.2 INVOICE REQUIREMENTS

B.3 PAYMENTS

B.4 MANDATORY PRICING SCHEDULE

SECTION C - STATEMENT OF WORK

C.1 INTRODUCTION

C.2 SCOPE Of Work

C.3 MINIMUM CONTRACTOR REQUIREMENTS

C.4 SYSTEM REQUIREMENTS

C.5 REPORTS

C.6 PROJECT REQUIREMENTS

C.7 FINAL ACCEPTANCE CRITERIA

C.8 MAINTENANCE AND SUPPORT

C.9 PROJECT SCHEDULE AND PLAN

C.10 TRANSITION

C.11 CCH ENHANCEMENT SERVICES

C.12 DPS PERSONNEL

C.13 LIQUIDATED DAMAGES

C.14 HISTORICALLY UNDERUTILIZED BUSINESSES (HUB) PARTICIPATION

C.15 INSURANCE REQUIRED UNDER THE CONTRACT

C.16 CRIMINAL HISTORY BACKGROUND CHECK

C.17 CYBER SECURITY CONTRACT REQUIREMENTS

C.18 INFORMATION TECHNOLOGY STANDARDS AND REQUIREMENTS

C.19 FBI CJIS SECURITY ADDENDUM

SECTION D—INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS

D.1 RESPONSE PREPARATION INSTRUCTIONS

D.2 SOLICITATION ADDENDA

D.3 LATE SUBMISSIONS, CHANGES, AND WITHDRAWALS OF RESPONSES

D.4 RESPONSE ACCEPTANCE PERIOD

D.5 CONTRACT AWARD

D.6 DPS’s RIGHTS

D.7 RESPONSE SUBMISSION INSTRUCTIONS

D.8 PRESENTATIONS

D.9 DISCUSSION AND CORRESPONDENCE

D.10 SUBMISSIONS SUBJECT TO THE TEXAS PUBLIC INFORMATION ACT

D.11 AGENCY POSTING OF CONTRACTS

D.12 ANTICIPATED SCHEDULE OF EVENTS

SECTION E—EVALUATION CRITERIA

SECTION F—LIST OF EXHIBITS

SECTION A—DEFINITIONS

The following terms and acronyms used in the Contract have the meanings given in this section unless the context indicates otherwise.

“Business Day” means Monday through Friday except for federal, state, and legal holidays observed by the State of Texas.

“Business Hours” means 8:00 a.m. to 5:00 p.m. Central Time.

“Contract” means this formal, written, and legally enforceable agreement between DPS and Contractor.

“Contractor” means the individual, business entity, or organization awarded the Contract. In the context of submitting a response, “Contractor” also means “Respondent” and “Vendor.”

“Date of Award” means the date the Contract is fully executed.

“Days” means calendar days unless otherwise specified.

“DPS” means the Department of Public Safety of the State of Texas, a state agency in the executive branch created under Tex. Gov’t Code Ch. 411.

“Fiscal Year” means any of the one-year periods beginning September 1 and ending August 31 used for annual budgetary purposes by the State of Texas.

“Parties” means Contractor and DPS.

“Respondent” means the individual, business entity, or organization that submits a response in response to this solicitation with intent to Contract with DPS.

“Vendor” means the individual, business entity, or organization at any stage in the procurement or contracting process (prior to response, during response, and after contract award).

SECTION B—SERVICES AND PRICES

B.1 PRICING REQUIREMENTS

B.1.1 Pricing Instructions

A. Respondent must submit proposed pricing on the Mandatory Pricing Schedule that includes all costs, fees, licenses, and all expenses for Contractor’s delivery and performance of the commodities or services requested. The final negotiated, contracted pricing and payment structure will represent Contractor’s sole compensation under the Contract. DPS guarantees no minimum compensation under the Contract.

B. DPS will negotiate pricing prior to award of the Contract if the pricing offered appears that it may not be best value to DPS.

C. Contractor must deliver and provide the commodities and services described in compliance with all requirements of the Contract on a no minimum, as needed, as requested basis. Notwithstanding anything else to the contrary in the Contract, DPS will not make any payments of any amount to Contractor or any other entity or person, and Contractor will not submit any invoices, until Contractor has received approval from DPS’s Contract Monitor specifically stating that DPS accepts the commodities or services, and Contractor is authorized to submit an invoice. If DPS does not accept the commodities or services, the Contract will involve no payments of any type for any amount.

B.1.2 Financial Rating Report, Financial Resources, and Ability to Perform

A. Upon request, Respondent must provide evidence of its financial resources and its ability to provide the commodities or perform the services for which Respondent is submitting a response. This includes information Respondent believes is pertinent to demonstrate its financial capability, financial solvency, and capacity to fulfill the requirements of this solicitation.

B. Evidence of financial stability include providing audited financial statements for each of the last two years of Respondent’s operations or, in the alternative, financial statements compiled, reviewed, and attested by an independent certified public accountant or certified public accounting firm. Respondents may submit a copy of its Dun & Bradstreet (D&B) Business Information Report. If a D&B Report is submitted the report must include Respondent’s Viability Score and the Portfolio Comparison Score or similar ratings.

C. Respondent must provide documentation and any other financial information reasonably requested by DPS consistent with the services provided by Respondent or otherwise required by the then applicable DPS policies for similar contracts.

D. Selected Contractor must also submit to the Contract Administrator its financial rating information within 120 days after the end of Contractor’s fiscal year.

E. DPS reserves the right to investigate and determine the financial integrity and responsibility of a Respondent and to reject a response on the grounds of Respondent’s lack of financial soundness, or if DPS reasonably concludes, after reviewing the information submitted by Respondent as well as all other relevant information obtained by DPS, that significant issues exist that could jeopardize Respondent’s full and timely performance. DPS also reserves this same right throughout the life of the Contract, including before executing any optional renewal with Contractor.

B.2 INVOICE REQUIREMENTS

A. Invoices are Contractor’s billing for commodities or services rendered. DPS will pay

Contractor based on itemized invoices submitted to and approved by DPS. The invoices must be itemized and clearly identify the actual commodities and services provided.

B. Contractor’s invoice must include the following: the Contract number, the remittance address, and any prompt discount offered. Contractor must email the invoice to the Contract Monitor listed in the Contract and to apinvoices@dps.texas.gov.

The State of Texas will not incur any penalty for late payment if the invoice fails to conform to the requirements of this section or if Contractor did not email the invoice to the appropriate email addresses identified in this section.

B.3 PAYMENTS

A. DPS recommends that Vendor receive payments by electronic funds transfer (EFT), also known as direct deposit. If Vendor elects to be set up for direct deposit payment, Vendor must submit a completed Direct Deposit Authorization Form (74-176).

B. Regardless as to whether Direct Deposit is chosen, Vendor must submit a completed Application for Texas Identification Number (AP-152) and Request for Taxpayer Identification Number and Certifications (W-9) Form with its response.

C. If Vendor has previously submitted a completed Direct Deposit Authorization Form and Request for Taxpayer Identification Number and Certifications Form to DPS for another separate contract, Vendor is not required to submit another form.

B.4 MANDATORY PRICING SCHEDULE

Respondent must submit pricing in the exact format as provided in Exhibit F.3.

mailto:apinvoices@dps.texas.gov

SECTION C - STATEMENT OF WORK

C.1 INTRODUCTION

DPS seeks a modern Contractor-provided, cloud-hosted Computerized Criminal History System (CCH) consisting of a commercially available base product with field, workflow, and other customizations to meet DPS needs.

Chapter 66 of the Tex. Code of Criminal Procedure (CCP) defines the CCH System as the statewide repository for criminal history record information (CHRI) reported to DPS by criminal justice agencies in Texas.

Chapter 66 requires that CCH includes information on arrests, prosecutions, and the disposition of the case for persons arrested for Texas criminal offenses. The chapter identifies many data elements that are required to be reported to CCH.

Subchapters D, E-1, and F of Tex. Gov’t Code Chapter 411 provides requirements for access and dissemination of records for criminal justice, employment, applicant, and public purposes.

The current CCH receives submissions from more than 2,700 law enforcement entities, 500 prosecutorial offices, 2,500 court entities, and 70 correctional/custody locations using multiple submission methods. Arrests are submitted via electronic and paper biometric submissions, and other record segments are updated by matching unique identifiers. More than 14,000 authorized entities then use CCH data to conduct fingerprint-based and name-based background checks and the public for name-based searches for various purposes.

CCH currently includes more than 21 million automated and 684,000 non-automated records and, in 2022, processed more than 2.6 million criminal record events and conducted almost 8.5 million public and non-public searches.

C.2 SCOPE OF WORK

DPS pursues a Contractor-provided gov-cloud CCH solution that meets FedRAMP Level High or TX-RAMP Level II certification standards. In addition to providing the same functionality as the current system, DPS expects the selected Contractor to collaborate with DPS to design significantly enhanced and streamlined capabilities by utilizing modern technologies and business processes, including all the services, hardware, and software necessary to fully implement and operate CCH for the duration of the Contract. The System must also be customizable enough to accommodate mandated changes.

The CCH solution should provide ready access to the data in compliance with the below-listed requirements, the Federal Bureau of Investigation (FBI) Criminal Justice Information Services Division (CJIS) security policy, DPS Information Technology standards and requirements, DPS Cyber Security requirements, and industry best practices. The CCH solution must include a robust multi-factor authentication feature. Contractor must provide an Identity Provider (IdP) for users external to DPS. DPS will provide the IdP for DPS users.

DPS may issue a Change Order Request Form (CORF) to administer all users through its IdP at some point during the Contract.

DPS requires that the pricing provided in all cloud/hosting-related consumption fees be included within the pricing provided in section B.4. In no event will DPS pay any cloud/hosting service Contractor directly, nor at a variable rate.

Contractor must provide, implement, and support a cloud CCH System with the following attributes:

A. Provides CCH and web services standards based on open architecture that:

1. Enables implementing state-of-the-art CCH applications and workflows, including integrating the biometric matching repository.

2. Enables the incremental enhancement/addition/replacement of all applications and workflows for any added functionalities made available by the FBI, Next Generation Identification (NGI), National Crime Information Center (NCIC), and Interstate Identification Index (III).

3. Uses non-proprietary database software and open-standards application software interfaces.

4. Stores integrated subject arrest, charge, disposition, and custodial data that enables online inquiries and reporting based on integrated subject criminal history and non-criminal history data, preferably in a non-proprietary format.

B. Is scalable.

C. Utilizes American National Standards Institute (ANSI)/National Institute of Standards and Technology (NIST)/ FBI record constructs.

D. Conforms to national biometric standards.

E. Uses mature software as a solution with the ability for the customer to make changes or minor customizations.

F. Provides configurable administrative controls.

G. Manages the interoperability, automation, and audit-ability to track the integrity of all sub-components of the CCH solution.

H. Provides efficient and cost-effective storage and retrieval.

I. Detects and notifies when Systems, applications, or networks are interrupted, significantly degraded, or when there is a loss of power.

J. Provides a disaster recovery functionality with minimal downtime and no service or function degradation.

K. Includes migration services for existing CCH data from legacy systems to the new solution.

The offered solution should be a mature enterprise solution and offered for implementation at the time of Contract award with the ability to customizations to meet the needs of DPS and Texas.

The Contractor’s solution must encompass all operational platforms and software, including maintenance releases, supply all levels of technical support outlined in the Contractor-developed Service Level Plan (SLP), and meet all requirements under the CCH Service Level Agreement (SLA) agreed upon by both parties.

C.3 MINIMUM CONTRACTOR REQUIREMENTS

The Contractor, must meet each of the following mandatory requirements:

A. The Contractor must provide a software as a service Vendor-Hosted solution. The proposed solution shall utilize a cloud model that is CJIS-compliant and approved by the State of Texas. The Contractor will be responsible for managing all aspects of the service proposed.

B. The Contactor must provide an IdP for users external to DPS. DPS will provide the IdP for DPS users.

C. DPS and the State of Texas will solely own all solution data. All work to satisfy the Contract's requirements from this RFO must be performed in the United States.

D. The proposed solution must comply with the most current version of the FBI CJIS Security Policy and maintain compliance with CJIS Security Policy throughout the life of this Contract.

C.4 SYSTEM REQUIREMENTS

A. The Respondent must provide narrative descriptions and images detailing how the proposed solution would meet the requirements and deliverables articulated in this solicitation.

B. By submitting a proposal in response to this RFO, the Respondent recognizes that it is incumbent upon the awarded Contractor to prepare the necessary design specifications, System requirement specifications, and related deliverables necessary to specify fully, then configure and deliver a fully functional System to DPS.

C. The modernized CCH solution must:

General

1. Comply with the CJIS security policy in effect on the date of award and maintain compliance throughout the life of the Contract;

2. Include a test environment that DPS can use without restriction;

3. Include a maintenance and development environment that integrates design, programming, testing, and version control facilities;

4. Include full-spectrum disaster recovery functionality with minimal downtime;

5. Include an indelible audit log of all System activity and provide access to DPS System administrators to access those logs;

6. Provide the ability to authenticate users by CJIS security policy compliant multi-factor authentication (MFA);

7. Comply with the current CCH data dictionary for submission methodologies and work with

DPS to develop more modern methodologies throughout the life of the Contract while continuing to accept all DPS-approved methods;

8. System needs to meet current and changing federal and state standards;

9. Include monitoring tools capable of tracking System performance and availability;

10. Provide the capability for statistical analysis of submissions of information, including sources, methods of submission, and date of submission, delivered as one or more dashboards and reports as determined by DPS;

11. Allow DPS to customize or configure the graphical user interface fields;

12. Employ event-driven processes;

13. Provide robust role-based security that provides transaction-level authorization capabilities;

14. Be capable of displaying and reporting on the lifecycle of a transaction, whether a submission, error correction, request for criminal history or other transaction;

15. Generate DPS-configured tracking numbers for selected transactions and use tracking numbers from other systems as determined by DPS;

16. Include a free text field for comments;

17. Be capable of providing multiple enhanced and transparent interfaces with improved field mapping of the exchanged data for a variety of purposes;

18. Accept and process certified electronic signatures within the System without leveraging additional softwares;

19. Include a ticketing system for issues that can be accessed by CCH users and worked and tracked by users;

20. Provide a way to flag any problems such as possible consolidations, duplicate records/arrests, records that need multistate and III established or incomplete records;

21. Provide the capability for statistical analysis of all submissions of criminal history information, including sources, methods of submission, date of submission, type of error, and rate of error (relative to overall volume) delivered as a dashboard and report;

22. Provide the capability of pulling all common image file types from the CCH mugshot database, which agencies can use to create photo lineups. Photo lineups must have the ability to be saved, downloaded, and printed;

23. Be able to consolidate State Identification Numbers (SIDs) and their associated data when prompted by a user;

24. Provide a field to indicate that dispositions have been placed in the Name-Based File;

25. Provide a System response time that does not exceed eight seconds;

26. Retain all forms of alias data elements and provide the option to view all alias elements with their corresponding arrest events;

27. Be able to maintain and display the historical date, time, and operator ID for entries and updates of an identification record and have the data viewable by Systems users;

28. Be capable of providing a prompt for a literal charge or state citation for State Chart Table codes;

29. Provide an indicator that a particular arrest/charge disposition has already been researched and resolved to prevent duplication of effort;

30. Enable data extracts in commonly used formats for the data types;

31. Provide the ability to modify an individual’s primary name, DOB, Social Security Number

(SSN), and other primary information elements without deleting and re-adding the individual’s record completely;

Agency and Individual User Administration

1. Include agency and individual user profile accounts;

2. Permit a user to complete and submit electronically – with an electronic signature required – any documentation or user agreements for access;

3. Support user account validations that allow accounts to remain active and updated with user interaction;

4. Provide users with the ability to maintain, track, and link to organizational information;

5. Authenticate users with password identification as defined by DPS;

6. Specify and implement an automatic logoff for user-configurable inactive sessions;

7. Provide for the linking of user accounts, allowing users to enter and operate under any authorized entities they are linked to without having to log out and then back in;

8. Allow for the management of users and agency/entity users on an enterprise/global basis;

9. Include an integrated password reset function that does not require a System administrator to take any action;

10. Allow authorized agency users to make organizational profile updates, including but not limited to statutory authorizations, FBI communication, and agreements;

11. Track and maintain training and certifications by agency or originating agency identifier

(ORI) and by individual and be capable of disabling individual access based on training requirements not met until the individual has completed the required training;

12. Conduct annual (or other configurable period of time) user account review;

Submissions

1. Seamlessly, without human intervention, ingest all records and data, including images, from arrest, prosecution, court, and custody entities via manual or electronic record submissions on an individual or batch record level and process according to System rules and validations as required by FBI and DPS, including cross-field edit rules on any System tables;

2. Create a new or update an existing CCH record based on an arrest submission from

MBIS;

3. Create a CCH record for those cases where there is no fingerprint identification by MBIS and keep these records in a Name-Based File separate from fingerprint-supported files;

4. Allow for the entry and validation of relevant data from the standard criminal and applicant documents;

5. Be capable of processing at least the following types of transactions in electronic and manual form: arrest (adult/juvenile), disposition (arrest/prosecutor/court/custody), applicant (fee/criminal justice/non-criminal justice), inquiries (fingerprint/non-fingerprint), National Instant Criminal Background Check System (NICS) transactions, Texas Law Enforcement Telecommunication System (TLETS) transactions, and any other types of transactions identified by DPS required during implementation or that may be required in the future;

6. Be capable of adding, modifying, consolidating, un-consolidating, canceling, deleting, un-deleting, and reactivating all aspects of a criminal record, including supplemental data, and its associated data, images, and flags for a single record or in batches;

7. Be able to view, print, modify, merge, unmerge, seal, unseal, expunge, un-expunge, delete, and un-delete all types of records and data at record, field, and transaction level as determined by DPS;

8. Contain functionality to identify the record is linked to a stolen identity;

9. Flagging records as determined by DPS, sending the appropriate flags to other interfaced systems, and storing the status of flags historically;

10. Allow for nonsequential submissions and processing of transactions as defined by DPS;

11. Process and track legal name changes;

12. Automate the expunction and juvenile sealing processes where possible as determined between DPS and Contractor after Contract award;

13. Direct any issues with incoming transactions to relevant queues for manual handling;

14. Automatically post submissions to the original arrest where mandatory identifiers are manually or automatically verified. Identifiers must be configurable by DPS;

15. Process all types of transactions and their associated message keys;

16. Send, update, and cancel NICS disqualifier information based on defined dispositions;

17. Recognize a SID in a transaction as new or existing and create or update accordingly;

18. Apply pending disposition data in the Name-Based File when a matching arrest is entered;

19. Support multiple work and problem queues;

Dissemination

1. Provide access to CCH as required by Texas statute and rule;

2. Include secure and public portals, including the capability for fee transactions, for statutory access to criminal history records;

3. Include a free, public violent offender database as required by Tex. Gov’t Code §411.1355;

4. Include one or more fields for documenting purpose codes for authority to access criminal history records;

5. Provide functionality or configuration tools to automatically comply with statute, rule, policy, and procedure related to criminal history dissemination, including images, regardless of the request medium;

6. Allow DPS to customize the rap sheet or criminal history response to a request for information;

7. Include a dissemination log of requests against CCH. The dissemination log shall be available for query and reporting from within CCH and archiving of dissemination logs shall be provided;

8. Generate and maintain criminal history result events;

9. Automate the data request process;

10. Generate results letters and the corresponding rap sheet based on fingerprint results;

11. Support fingerprint- and name-based background check processes from manual and electronic submission methodologies;

12. Provide rap back functionality for federal and state level enrollments for criminal justice and non-criminal justice purposes as provided by federal and state statute and rule;

13. Allow agency users to track the submission of, and view the response to, their background check requests via a secure portal or website;

14. Generate upon request and include informed consent via paper or electronic signature from the subject of the background check;

15. Support a subscriber review or verification process prior to releasing the details of the rap back event (confirming that the subject of the event is still employed by or of interest to the subscriber prior to the release of any criminal justice information);

16. Include a rap back subscription process, including verification by generating a test notification to the subscriber;

17. Notify authorized entities of an arrest for one of their employees or applicants for whom a fingerprint-based background check was performed. This capability shall either be configurable to be automatic or based on a subscription by the entity;

18. Require agencies to view all results regardless of results status within the Clearinghouse;

19. Be able to respond to all inquiries and/or requests submitted via a user application or the internet;

20. Disclose criminal history data based on statutory provisions and include a statement of appropriate use;

21. Track, display, and print rap sheet dissemination history for an individual;

22. Permit configurable routing of rap sheets to one or more recipients;

23. Allow bulk requests for rap sheets and allow for viewing and/or printing of rap sheets;

24. Include automatic and manual redaction capabilities;

25. Be capable of providing a determination of the difference between an applicant preview and viewing or printing of the full rap sheet;

26. Maintain a single list of the incoming records results;

Edits, Validations, and Corrections

1. Provide single-item and bulk deletion functionality;

2. Perform validation on all incoming data, with the System routing any failed validations to problem queues;

3. Accept manual and electronic error correction transactions for all fields;

4. Automatically update the personal descriptors on a record if additional descriptors are submitted while maintaining a historical log of the changes in descriptors;

5. Create and retain one or more tables of all current validation, edit, and business rules related to criminal history as well as historical tracking of each;

6. Automatically validate all transactions based on DPS format and content requirements;

7. Provide batch responses for batch submissions;

8. Match and apply add-on data to an existing record;

9. Process requests for record corrections, either as a deletion or modification of data/record;

Fees

1. Include functionality related to fees, including calculation of appropriate fees, billing/invoicing for pre-payments as well as in arrears accounts, reconciliation of fee collection and account balances, account fund status views by users, and notifications of account balance limits;

2. Be capable of interfacing and exchanging accounting transactions with accounting systems for different aspects of fees management;

3. Support multiple payment methods (as transactions) for background check requests, including money order, credit/debit, mobile payment applications, etc. but not cash.

The actual payments are handled by the State of Texas Comptroller with the exchange of these transactions with DPS and may change throughout the life of the Contract;

4. Interface with external accounting systems via an application programming interface

(API);

Query / Search

1. Provide dynamic query functionality on all fields and queues in CCH individually and in combination using advanced searching technology (such as soundex), including the Name-Based File and image meta data, and include relevant images in the results of queries when available;

2. Ability to save and share query criteria;

3. Allow for transposed searches where users’ requested search uses an algorithm to automatically rearrange the names or numerals provided in an inquiry to provide the best possible opportunity for a match, including advanced search features with percentages;

4. Be able to reproduce a particular response from a configurable point in time;

5. Allow query results and data extracts to be exported into commonly used formats such as Microsoft Excel, Adobe Acrobat, etc.;

6. Be able to format all queries and other outputs to print on 8.5" x 11" and 8.5" x 14" paper and be able to use configurable printing locations;

7. Be able to retrieve and display all images from CCH;

8. Support batch queries;

9. Accommodate parsing errors for stored names;

10. Provide for weighting of search results based on DPS criteria;

11. Permit public users to develop complex ad hoc queries with a fee structure determined by DPS;

Notifications

1. Return, through System interfaces, any failed records submission and provide informative data as to the reason for rejection and potential resolution;

2. Automatically notify other CJIS systems as determined by DPS when a record’s updated status changes its dissemination qualification, such as expunction or sealing;

3. Notify designated recipients internal and external to DPS when SIDs have been consolidated;

4. Provide the ability to send (to a queue or via e-mail), monitor and track error correction requests through to completion;

5. Be able to send notifications to submitting entities when record data is missing;

Miscellaneous Transactions

1. Perform III deletions as required;

2. Provide the ability to request both summary and detailed information, including a differentiation of fees based on which is viewed;

3. Process juvenile sealed/expunged records to comply with statute;

4. Perform a full record request, based on a specified purpose code via TLETS/TCIC;

6. Automate the process of requesting a non-criminal ORI;

7. Capable of generating and maintaining clearinghouse events;

8. Be capable of fax handling, including uploading and auto-populating forms from the fax received;

9. Be capable of importing charges into CCH from an excel spreadsheet;

10. Allow a user to correct the sequence of events in the court segment if the date of sentence or other elements are incorrect;

D. The SLA governs work under the Contract, and it is agreed upon by both parties during implementation and defines the timeliness or quality of products or services. DPS contracts with the vendor to provide a high-quality CCH that delivers the above requirements with minimal downtime. The timeline and severity categories are outlined in Section C.13.

C.5 REPORTS

DPS will determine the number and specific requirements for all reports after Contract award. The following are a few examples of the needed reports.

C.5.1 System Performance A. Percentage of transactions more than ten seconds B. Daily high/low bandwidth usage C. Available cloud storage

C.5.2 Transactions A. Number of submissions processed successfully B. Number of SID notifications and SID corrections C. Number of rap back subscriptions created D. Number of rap back results E. List of transactions with SIDs processed through each queue F. Employee workload G. Number of expunction petitions received/processed

C.5.3 Errors A. Number of submissions with errors returned to submitting agency B. Number or records corrected

C.5.4 Mandated

A. Annual Reporting Compliance B. DWI Report by Agency C. DWI Completeness D. DWI Recidivism E. Arrest and Conviction Statistics F. Nondisclosure Report

C.6 PROJECT REQUIREMENTS

Project requirements are outlined in terms of solution requirements and deliverables required by each stage of delivery. Delivery stages are defined as Planning, Discovery, Execution, Closeout, and Operations.

DPS will review all documents that Contractor delivers to DPS. Contractor must update all documents throughout the project lifecycle and provide updates to DPS upon demand.

Before final acceptance, Contractor must provide the final version of all documents.

Contractor must provide a weekly status report by Thursday at 5:00 P.M. CT and prior to any holiday unless a different frequency is agreed upon in writing. The weekly status report must include the project accomplishments, issues, goals for next week, project milestones, and identified risks with a mitigation plan.

C.6.1 Implementation Requirements

Implementation requirements outline the activity requirements the Contractor shall perform during the planning, discovery, execution, and closeout phases of the project.

The Implementation requirements include:

Descriptions

1. The Contractor shall host formal reviews associated with significant milestones and approvals.

2. The Contractor’s Project Manager (PM) shall provide full project management and control of Contractor activities. The Contractor’s PM shall meet with or conduct a status update conference with DPS’ Project Team on a weekly basis, or as otherwise agreed to by the DPS and the Contractor, to review project status reports and any related matters. Status reporting and conferencing shall include, but not be limited to:

A. Project planning, schedule, and direction B. Risks, action items, issues, decisions C. Logistics (on-site activities, absences, outages, etc.)

3. The Contractor shall hold configuration control meetings, which will establish and control the requirements throughout the performance of the Contract and will control the operational baseline (deployed software, databases, and documentation) once the CCH becomes operational.

4. The Contractor shall produce and deliver for DPS acceptance an Implementation Plan, DEL-12, that outlines the plans, schedules, procedures, fail-safes, post-implementation tasks, etc. associated with Systems cutover.

5. The Contractor shall produce and deliver for DPS acceptance: documentation related to Acceptance Testing Procedures and Scripts, DEL-15. The exact content of DEL-15 will be determined by DPS’ accepted TEMP (DEL-04) and may require multiple versions of DEL-15 to coincide with the overall testing and acceptance approach.

6. The Contractor shall convert the existing data and databases to migrate the current databases to the new System. The Vendor shall also provide as part of the response a description of how the data and databases shall be converted.

7. The Contractor shall produce and deliver for DPS acceptance: one copy of the System data, DEL-16, extracted from the legacy system prior to loading into the replacement

CCH.

8. After loading legacy CCH data into the replacement CCH solution, the Contractor shall produce and deliver for DPS acceptance: a detailed Data Load Outcomes Report, DEL- 17.

Descriptions

9. The Contractor shall produce and deliver for DPS acceptance: a Disaster Recovery Plan, DEL-10, to ensure the resiliency of the replacement CCH.

10. The Contractor shall provide a disaster recovery solution capable of a return to full operational capability within four consecutive hours of a declaration of disaster of the primary host location. Respondents can propose alternatives that meet or exceed this requirement.

11. The Contractor shall produce and deliver for DPS acceptance: Training Materials, DEL- 18, to satisfy a variety of learning methods, roles, and access levels. DEL-18 conveyances are informed by the Training Plan (DEL-11).

12.

The Contractor shall conduct three types of training courses as follows:

A. Data Entry Workstation Baseline – This course will cover all CCH entry and maintenance functionality associated with the new CCH. The course will provide hands-on instruction for CCH entry and maintenance processing. “Hands-on” requires that each student have access to a non-production database during the training sessions. The course will cover CCH workflows, displays, data entry, quality assessment, and all functionalities. In addition, the course will cover the basic and administrative user functions of the archive. This course will need to be conducted enough times initially to accommodate approximately 90 staff members, with no more than 25 per session.

B. DPS Administration, Managers, and Supervisors – This course will cover CCH management functions. The course will provide hands-on instruction on accessing and producing management reports, creating user accounts, and performing audits and inquiries using the tools provided by the System.

C. Train-the-Trainer – This course will prepare DPS training staff to provide both of the above training series to internal and external users.

13. The Contractor shall produce and deliver for DPS acceptance: a Licensure List, DEL-20, that provides verifiable proof that all Contractor and third-party wares and services deployed in support of the replacement CCH solution are properly licensed.

C.6.2 Deliverable Requirements

Several deliverables are required as part of overall project delivery. These are outlined below in terms of project phase (e.g., planning, discovery, execution, closeout, operations).

Note that DEL-01 (Project Management Plan) below defines a formal process for defining the expectations of all subsequent deliverables and a formal process for their acceptance.

C.6.2.1 Planning Phase Deliverables

The planning phase involves creating a set of plans to help guide the project through the execution and close out phases of the project. The plans created during this phase will manage time, quality, change, risk, and issues.

A. DEL-01 Project Management Plan: This document defines the plan to successfully complete the project and shall contain the following information and shall include all identified and agreed upon deliverables (from all aspects of the RFO, proposal, and contracting documents) in writing:

1. Approach for Discovery and Design.

2. Implementation Methodology.

3. Project Overview Description.

4. Roles and Responsibilities Matrix that identifies who is responsible, accountable, consulted, informed and approver for all project deliverables.

5. Communication Plan that defines how communication will be conducted, with who, when and how often.

6. Escalation Plan that defines the process for informing leadership.

7. Milestone Schedule.

8. Process for defining project deliverable expectations and acceptance criteria before any deliverables are started.

9. Project Assumptions, Project Dependencies and Project Constraints.

10. Defect Management Plan including how defects/issues will be tracked and escalated.

11. Risk Management Plan that includes a Risk Register, Risk Identification, Risk

Assessment, Risk Mitigation Plan, Risk Mitigation Implementation, Monitor and Control.

12. Risk Register which fully documents each risk identified.

13. Project Change Control Process.

B. DEL-02 Integrated Master Schedule (Project Schedule): This schedule defines the timeline for the project and shall include the following details:

1. Revision date of Project Schedule.

2. A detailed list of tasks.

3. All key project deliverables.

4. Ownership of task (listing the resource(s) that will address each task).

5. An estimate of the duration of time (from start to finish) for each task in days.

6. Projected start and finish dates for each task.

7. Dependencies between tasks.

8. Payment milestone indicators.

9. Project deliverable indicators.

C. DEL-03 Requirements Development and Management Plan: Describes how the

Contractor will conduct the work of requirements development and management for a specific program or project. Deliverable shall minimally include discussion of:

1. Requirements development workflow.

2. Traceability.

D. DEL-04 Test and Evaluation Master Plan (TEMP): Details the overall plan for all proposed System testing and evaluation activities. The TEMP minimally includes descriptions of:

1. Approach and methodology.

2. Contractor internal testing and quality assurance processes.

3. Assumptions.

4. Roles and Responsibilities.

5. Testing methods.

6. Use of Simulators.

7. Descriptions of what will be tested.

8. Defect management approach.

9. Factory acceptance testing approach.

10. System acceptance testing approach.

11. User acceptance testing approach.

12. Final acceptance testing and sign-off.

13. Performance throughput.

14. Estimated testing durations.

C.6.2.2 Discovery Phase Deliverables

The discovery phase relates to the work necessary for the Contractor to become familiarized with the current DPS environment. This is largely conducted to ensure the Contractor has a full accounting of DPS’ functional and technical needs, processing metrics, interfaces, business processes and related items to ensure the replacement solution will fully cover all aspects of DPS’ CCH operations. Deliverables required during this phase are:

A. DEL-05 System Requirements Specification (SRS): Provides a comprehensive overview of the solution, specifying its features, requirements, business rules, and scope of its functionality. It serves as a foundation for all stakeholders involved in the design, development, testing, and deployment of the CCH, ensuring a shared understanding of the System's objectives. Further, this document provides an accounting for the features currently in use in the incumbent systems and demonstrates the direct relationship of incumbent System features to those of the replacement system. The SRS minimally includes detailed descriptions of:

1. High-level System functional topology.

2. Functional workflows.

3. Routing and queues.

4. Business rules.

5. Requirements.

6. User roles.

7. Reporting.

8. Interfaces to proposed/contracted System.

9. Identification of any gaps (between legacy and contracted CCH).

10. Plan for addressing gaps.

B. DEL-06 Technical Architecture Design (TAD): Explains the architecture design and includes the following, from a DPS provided template:

1. System Architecture.

2. Data Dictionary.

3. System Domain Design.

4. Data Design.

5. User Interface Design.

6. Database Design.

7. Interface Design.

8. Network/Architecture Diagram

9. Requirements Traceability Matrix.

C. DEL-07 System Security Document (SSD): This document is a DPS-supplied comprehensive form/template to be filled in by the Contractor.

D. DEL-08 Consensus Assessment Initiative Questionnaire (CAIQ): This document is a

DPS-supplied spreadsheet/template to be completed by the Contractor.

E. DEL-09 Data Migration Plan: Specifies the detailed approach to moving legacy CCH system data to the replacement CCH, and minimally includes descriptions of:

1. Data migration process.

2. Data sources.

3. Tasks/materials required of DPS staff.

4. Data migration environment.

5. Data element mapping.

6. Data migration validation process.

7. Data quality assessment process.

8. Data cleansing/transformation process.

9. Data migration reporting.

10. Data migration workflows.

11. Data migration timeline.

12. Data migration resourcing.

F. DEL-10 Disaster Recovery Plan: The Disaster Recovery (DR) plan ensures the capability to continue essential functions across a variety of potential emergencies, as well as when maintenance or upgrade activities might impact the CCH System. The DR plan shall detail how the Contractor's solution and services address the items below in addition to those identified in DPS IT Standards and Requirements Exhibit, Section 1.5.7:

1. Reduces or mitigates disruptions to operations.

2. Delineate essential functions and activities.

3. Establish a roster of fully equipped and trained emergency Contractor and DPS personnel with the authority to perform essential functions and activities.

4. Include procedures for employee advisories, alerts, and disaster recovery solution activation, with instructions for relocation to predesignated facilities, with and without warning, during duty and non-duty hours, which includes providing for personnel accountability throughout the duration of the emergency and providing for continuous operational status in an active-active environment.

5. Establish reliable processes and procedures to acquire resources necessary to continue essential functions and sustain operations like those of the Primary Site for up to 30 days.

6. Establishes the regimen necessary to monitor the data currency/synchronization between the primary site and the disaster recovery solution. This includes the tools, methods, metrics necessary for ensuring data synchronization is up to date, accurate, and non-corrupted.

G. DEL-11 Training Plan: Identifies the plan for training the resources affected by the project, level of training provided, audiences, high level schedule, and minimally includes descriptions of:

1. Curriculum/courses.

2. Courses duration.

3. Description of materials.

4. Approach and resources.

H. DEL-12 Implementation Plan: Report providing the detailed processes associated with moving the replacement CCH into production, and minimally include descriptions of:

1. Site planning.

2. Pre-Go-live period plan, schedule, process, procedures, resources.

3. Switchover plan, schedule, process, procedures, resources.

4. Post-Go-live plan, schedule, process, procedures, resources.

5. Fall-back plans.

C.6.2.3 Execution Phase Deliverables

The execution phase involves execution of the work, outputs, and deliverables of the project. The execution phase is where the project activities are completed, and project deliverables are produced and delivered to DPS. Changes to the deliverables listed below are subject to the Project Change Control Process.

A. DEL-13 Configuration Management Plan: Details the System configuration as implemented and accomplishes the following:

1. Establishes a controlled configuration document for any software, network, and virtualized component of CCH.

2. Maintains current copies of the CCH documentation and code.

3. Articulates the changes made to the base product offered to DPS to customize CCH as deployed.

B. DEL-14 Cloud Configuration and Sizing Proof: Provides the detailed evaluation (e.g., results of analyses, computer modelling and simulation results, benchmark results and Contractor-supplied specifications) to demonstrate that the System architecture satisfies the sizing, throughput, requirements, SLA, and compliance specifications. This document also provides a detailed accounting and description of the hosting environment (i.e., computer resources, storage resources, networking resources, software names and versions, etc.) that will support the modernized CCH.

C. DEL-15 Acceptance Testing Procedures and Scripts: In accordance with the DPS-approved TEMP (DEL-04), Acceptance Testing Procedures and Scripts ensure that each element of the SRS (DEL-05) is properly scripted, tested, and outcomes are recorded and published. Multiple versions of DEL-15 may be required for each test type defined (e.g., factory, System, user). DEL-15 content shall minimally include:

1. Test process overview.

2. Test team identification.

3. Test team roles and responsibilities.

4. Scope of the test.

5. Scenarios, Test Cases, and/or user stories.

6. Logging/reporting approach and tools description.

7. Summary reporting approach.

8. Post-testing tasks and activities.

D. DEL-16 System Data: Contractor shall include one complete copy of all migrated legacy CCH data to DPS on using a media/conveyance to be mutually agreed upon.

E. DEL-17 Data Load Outcomes Report: Report detailing the results of legacy data loading into the…