ESBD_443357_1754488293077_Attachment 3 - Requirements Response Workbook Final.docx

Texas Office of Court Administration Public Safety Reporting System

RFO 212-25-0959

Attachment 3: Requirements Workbook

RFO 212-25-0959

Attachment 3: Requirements Response Workbook

Attachment 3: Requirements RESPONSE Workbook Overview and Instructions This attachment contains the detailed requirements for the Public Safety Report System. Offerors should insert the appropriate response in the Offeror Response Code and Offeror Comments columns for each requirement.

Please also note:

· An omitted response will be assumed to be the same as a response code of “N”.

· Only one (1) response per requirement will be accepted.

For each requirement, one of the following responses must be selected:

· What will need configuration

· Who is expected to perform the configuration (Offeror, OCA, the Node Administrator)

· Level of complexity (Very complex to Not complex)

· What will need customization

· Who is expected to perform the customization (Offeror, OCA, the Node Administrator)

· Level of complexity (Very complex to Not complex)

· Name of the third-party package

· Integration/Interface services provided including if configuration or customization is needed

· Explanation of the new feature

· Expected date made available

Offerors must insert an explanation for how a requirement will be met in the Offeror Comment column when responding with a code of G, C, 3, or F, or if the requirement explicitly requests the Offeror to provide a comment. If Offerors do not provide a comment when explicitly requested, the requirement will be given the lowest evaluation score. Offeror responses with code O or N do not require explanation.

Within the requirements below, several system roles are mentioned. They are defined as follows:

1. Authorized User – any person or entity with access to the System, including, but not limited to, judges, court staff, probation office staff, pre-trial office staff, law enforcement and prosecutors.

2. Global Administrator – this is typically a person at OCA or the Offeror that has access to all facets of the system.

3. Node - a collection of Authorized Users as designated by OCA.

4. Node Administrator –person with permissions to control all configurations for a Node.

Texas Office of Court Administration Public Safety Report System

RFO 212-25-0959

Attachment 3: Requirements Response Workbook

2 Business Requirements

1. Add/modify/disable/delete Authorized Users within the system. This includes changing the user’s registered email address and resetting any multi-factor authentication settings.

2. Provide appropriate role-based security to Authorized Users within the system.

3. Upload and configure DPS offense codes including dates those codes are valid and marking codes that make a defendant ineligible for personal bond and marking default bond conditions for offenses.

4. Add/modify/disable discretionary bond condition categories to be selected when a Node Administrator creates/modifies a discretionary bond condition.

5. Expunge individual records from the system including all screens, reports, and data files.

6. Expunge records through a batch process by uploading a CSV file containing the name, date of birth, and arrest date of the defendant to be expunged.

7. Indicate which Nodes can use the API to insert completed bail forms into the system.

8. Configure the number of days in which incomplete bail forms will be deleted from the system.

9. Merge duplicate bail forms.

10. Monitor the connection between the system and TLETS in real-time to see the number of connections and whether TLETS is responsive.

11. Add/modify listing of district attorney notification email addresses for each county.

12. Add/modify listing of county officials appointed by the local administrative judge to receive notifications of an additional felony offense occurring outside the county.

Describe the configuration items the Global Administrator can maintain.

1. Add/modify/disable Authorized Users within their Node.

2. Provide appropriate role-based security to Authorized Users (Magistrate, Chief of Police, or Sheriff's designee).

3. Add/modify/disable discretionary bond conditions, including bond condition category, that can be used within their Node.

4. Customize default discretionary bond conditions per magistrate level user within their Node.

Describe the configuration items the Node Administrator can maintain.

· First name

· Last name

· Email address (which must go through a verification process)

· Phone number

· TLETS User ID

· TLETS certification

· Date of last TLETS certification

Describe any additional information collected in the user profile.

· ORI Number

· Email address to send system notifications and announcements

· Email address to send notifications of attorney appointment requests

Describe any additional information collected in the Node profile.

· previous misdemeanor or felony convictions and dismissals (including with or without prejudice if available)

· pending charges

· any previous sentences imposing a term of confinement

· any previous convictions or pending charges for offenses involving violence as specified in CCP 17.03 (b-3)(2)

· previous failures of the defendant to appear in court following release on bail

· current bail status and conditions of release

· pretrial release status

· community supervision, parole, or mandatory supervision status

· outstanding warrants, including warrant for violation of any community supervision condition and warrant issued in connection with parole or mandatory supervision issued by Pardons and Paroles Board or Director

· any current protective orders Provide monitoring services to confirm the criminal history information received from DPS required to be included in the public safety report is being accurately and completely captured in the public safety report.

· the requirements for setting bail under Art. 17.15, Code of Criminal Procedure, and list each factor provided by Art. 17.15(a)

· defendant’s name and date of birth, and if impracticable, other identifying information, the cause number of the case, if available, and the offense for which the defendant was arrested

· eligibility of the defendant for a personal bond based on entered information and criminal history derived from data received from DPS

· the data pulled from TLETS for each defendant in summary form, excluding juvenile criminal history and dismissed cases

· previous failures of the defendant to appear in court following release on bail.

· The correct defendant is identified

· The arrested offense(s) is a felony

· The defendant has a completed bail form for a felony offense in the system in a different jurisdiction(s) (e.g., court, county, municipality or judicial officer) The system must:

· Alert the Authorized User that the defendant is possibly out on bail on a felony offense in a different jurisdiction (e.g., court, county, municipality or judicial officer)

· Provide the ability for the Authorized User to send notification of arrest/charge(s) via email to the other jurisdiction(s)/Nodes(s) email address maintained by the system

· Defendant Name (Exact and SoundEx)

· Date of Birth

· Arrest Date/time

· Cause Number

· Time since arrest

· DPS data pull status

· Public safety report creation date/time

· Public safety report created by

The bail form must have:

1. Cause number (if available) the defendant ’s name, date of birth, and offense for which the defendant was arrested.

2. If no information was returned from DPS, an indicator that an attempt to pull information was made.

3. Name and office or position of the person setting bail.

4. Bail type, by offense (granted personal bond with or without conditions; granted surety or cash bond with or without conditions; or denied bail in accordance with the Texas Constitution and other law).

5. Amount of the bail, and any conditions of bail; If multiple offenses are indicated, an indication of which bail condition, type, and amount applies to each offense.

6. If a bail condition has sensitive information, such as a victim name in it, an indicator that sensitive information is included.

7. An indicator that the form is the original bail form or a modified bail form for the arrest event.

8. If the defendant is under 18 at the time of arrest, an indicator that the defendant has been certified as an adult.

9. An indicator if the defendant requested an attorney be appointed, and if so, counsel request date, indigency application ruling date, and the date counsel appointed (if granted).

10. An indicator if the defendant qualifies for mandatory bond release under the Code of Criminal Procedure chapter 17.151.

11. An indicator that the form was completed within 48 hours arrest and a free-text comment box to explain if the time standard was not met.

12. An indicator for each individual charge that no probable cause was found.

13. A certification that the person considered each factor provided by Article 17.15(a), Code of Criminal Procedure.

14. A certification that the person considered the information provided by the public safety report system.

15. Be electronically signed and certified by the person setting the bail at the time of completion or by routing.

16. The date and time the bail form was initially created, last modified, and certified.

· notice to the defendant on a form

· copy of the completed bail form

· copy of the bail order if the standardized bail order form used

· Defendant Name (Exact and SoundEx)

· Date of Birth

· Arrest Date/time

· Cause Number

· Magistration Date/time

· Indicator that magistration completed within 48 hours

· Indicator that bail form completed within 48 hours

· Create a duplicate bail form and indicate that it is a modification of the original form.

· Be related to the original bail form and any other modifications so that a timeline of bail forms can be derived.

· Use the defendant arrest information from the original form.

· Pull the criminal history as of the modification date.

· Present the bail form to the magistrate for modification and certification.

· Defendant Name

· Cause Number

· Jurisdiction (e.g., court, county, or municipality)Offense(s)

This includes the ability to export and download search results into an excel or CSV file.

Upon selection from the search results, the public should be shown a detailed screen to include the same elements as seen on https://topics.txcourts.gov (view details of a bail form). Additionally, bail conditions that do not contain sensitive information should also be shown.

1. Number of defendants for whom bail was set after arrest (original bail forms), by each category of offense, by offense code, by bond type, by magistrate type.

2. Number of defendants for whom bail was modified, by each category of offense, by offense code, by bond type, by jurisdiction (e.g., court, county, municipality or judicial officer) type.

3. For Node Administrators (restricted to Authorized Users in their Node) and for Global Administrators (all Authorized Users)

a. Audit logs of Authorized Users accessing criminal history reports with date/time searched and name of defendant.

b. Listing of active and inactive Authorized Users including contact information, date of last login, and date of TLETs certification expiration.

Texas Office of Court Administration Public Safety Report System

RFO 212-25-0959

Attachment 3: Requirements Workbook

3 Technology Requirements

Describe proposed environments.

Describe how this would be implemented.