InfoShare SOW.pdf

Scope of Work Statement

Forward Facing Portal, Request for Information, Shooting

Notification & Fusion Center Liaison Management Project

Maryland Coordination and Analysis Center

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 2

Table of Contents

I. Executive Summary

II. Intent

III. Scope of Work Statement

IV. Services

V. Project Management

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 3

I. Executive Summary

The solution we propose is for additional Programming

Services to the InfoShare™

Base

Engine® and Fusion Center Management Project that was previously acquired by the

Maryland Coordination and Analysis Center (MCAC).

II. Intent

1. The intent of this document is to:

1.1. The intent of this SOW is to describe the software module and functionality which is deliverable for the SOW. Also described are the proposed payment schedule and project closure milestones.

1.3. The tasks herein are performed on a Firm Fixed Price (unit) basis and are offered to the MCAC.

III. Scope of Work Statement

FOR PROGRAMMING SERVICES FOR THE INFOSHARE™ MODULES AND BASE ENGINE:

The Maryland Coordination and Analysis Center, henceforth referred to as MCAC; seeks to acquire from Vendor Name, certain PROGRAMMING SERVICES to wit; the PATENTED InfoShare

™ Engine®, modifications to the InfoShare™ Base Engine® and Fusion Center Solution to include the InfoShare™ Forward Facing Portal, Request for Information Process, Shooting

Notification & Fusion Center Liaison Management Project. This Scope of Work is separated into parts detailing the tasks to be completed and the roles and responsibilities as well as expectations of the agreeing parties.

1.2. This Statement of Work (SOW) is presented to the Maryland Coordination and Analysis

Center (MCAC) by Vendor Name. This work package represents the product, tasks and deliverables related to the proposed change order to the InfoShare™ Forward Facing

Portal, Request for Information Process, Shooting Notification & Fusion Center Liaison

Management Project.

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 4

IV. Services

2.

InfoShare™

Forward Facing Portal, Request for Information Process, Shooting Notification

& Fusion Center Liaison Management Project

2.1.

Statement of Need

The

MCAC

requires a Forward

Facing

Portal, Request for Information

Process, Shooting Notification & Fusion Center Liaison Management Project for more efficient electronic communication between the Center and their customers.

The specific needs are for Request for Information Process, Shooting Hit Notifications, Fusion Center

Liaison Management and Notification Group Management.

2.2.

Multi-Purpose Base Forward Facing Portal

2.2.1.

The user interface (UI) will allow non-MCAC staff to register for an MCAC Portal account.

1 United States Patent & Trademark Office # US 10,649,743 B2

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 5

2.2.2. The administrative user interface will allow the MCAC Staff to vet the accounts and assign them to their appropriate groups.

2.2.3. Since this is a Forward Facing application, the Portal will require dual authentication for login purposes using a OTC via a registered cell phone and/or e-mail address.

2.2.4. The Users will receive notifications from the portal via text and/or e-mail to login to retrieve information.

2.2.4.1. The MCAC will provide the e-mail template to be utilized. There should be one standard template for this type of notification.

2.2.4.2. The users will be required to login to the portal to retrieve the MCAC materials.

2.2.5. "Vendor Name" will create an administrative inbox that will notify MCAC administrative users about users who do not login for a specified amount of time.

2.2.5.1. The MCAC will have the ability to suspend a user from all notification groups from one spot.

2.2.5.2. The MCAC will have the ability to send a reminder e-mail to a user before suspending their account.

2.2.5.3. The specified time periods stated in Paragraphs # 2.2.5 and 2.2.5.2 will be determined by the MCAC.

2.2.6. This portal base can be used to host other mutually agreed upon functions in the future without incurring the base cost in the development of the new functionality.

NOTE: There will be a fee associated with the new functionality that is added in the future and outside the scope of this agreement. (i.e., Request for Information submission and return).

2.2.7. While there is 'no limit' on registered users, the MCAC must ensure the infrastructure utilized can support the user base.

2.3. There are no data conversion services included for this module in this Scope of Work.

2.3.1. Conversion of data contained in other applications including but not limited to third party software, Microsoft Access or similar databases, Microsoft Excel or similar spreadsheets, Microsoft Word, or similar documents, are not included in this Scope of

Work.

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 6

2.3.2. Additional services to convert this data can be contracted via a separate purchase order.

2.4. Request for Information Process –

2.4.1. The registered users of the portal will have the ability to enter Requests for

Information (RFI) to the MCAC via the portal.

2.4.2. The MCAC will provide a single uniform entry methodology for all RFI that the MCAC processes regardless of RFI type.

2.4.3. Once the user completes the single uniform entry page, the RFI will be reviewed by authorized MCAC Staff. The RFI will then go into the existing workflow processes/steps that are currently created within the InfoShare™ MCAC iLog.

2.4.4. Once the MCAC Staff indicate that they have completed the processing of the RFI, the application will notify the user via e-mail or SMS text message. The user will be prompted to login to the application to retrieve the work product(s). This is the same process that will be utilized for the 2.5 Distribution Management Module

2.4.5. The retrieval of the RFI by the user will be documented in the RFI inside the iLog Module.

2.4.6. will create an Inbox to document the RFI that are not retrieved within a designated timeframe for follow up for authorized MCAC users. The authorized MCAC users will have the ability to dismiss a RFI from the Inbox if no action is required.

2.4.7.

There are no data conversion services included for this module in this Scope of Work.

2.4.7.1.

Conversion of data contained in other applications including but not limited to third party software, Microsoft Access or similar databases, Microsoft Excel or similar spreadsheets, Microsoft Word, or similar documents, are not included in this Scope of Work.

2.4.7.2.

Additional services to convert this data can be contracted via a separate purchase order.

2.5.

Distribution Management Module

2.5.1.

The registered users can subscribe to notification groups created by the MCAC with the approval of MCAC Staff.

"Vendor Name"

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 7

2.5.1.1. The MCAC will have the ability to create various notification groups.

2.5.1.2. Individual users can be in more than one notification group.

2.5.2. MCAC Staff will be able to upload various publications, bulletins, etc. for distribution to the various notification groups. Users that are not members of the authorized MCAC

Staff will not have the ability to upload a document and/or send out anything via the

Distribution Management Module.

2.5.3. InfoShare will send e-mail/text alerts to recipients alerting them to login to their portal account via OTC dual authentication method as stated in Paragraph # 2.2.4.

2.5.3.1. Users will retrieve the material.

2.5.3.2. The module will record what Notification Groups were notified as well as a record of who logged in to retrieve material.

2.5.4. "Vendor" will create an Admin Report detailing the usage of the application to include the total number of notifications sent and the number of unique users that login.

2.6. There are no data conversion services included for this module in this Scope of Work.

2.6.1. Conversion of data contained in other applications including but not limited to third party software, Microsoft Access or similar databases, Microsoft Excel or similar spreadsheets, Microsoft Word, or similar documents, are not included in this Scope of

Work.

2.6.2. Additional services to convert this data can be contracted via a separate purchase order.

2.7. Daily Homicide and Shooting Hit Report Entry Module –

2.7.1. Authorized users can login to document all shooting hits and homicides that occur in the State of Maryland.

2.7.1.1. The MCAC will provide the required data elements.

2.7.1.2. The user who entered the incident will have the ability to update the incident.

2.7.1.3. Authorized MCAC users will also be able to update an incident that is entered by another user/agency.

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 8

2.7.2. Users will be able to upload documents and images for these entries.

2.7.2.1. Virus scanning of the uploaded documents, images, etc. from outside entities will be the responsibility of the MCAC.

2.7.2.2. Limitations on the size of the uploads will be set by the MCAC and InfoShare™ will be configured to enforce that limitation.

2.7.3. Administrative reports and notifications will be created based on the data entered and the requirements of the MCAC.

2.7.4. This application will have 'Send to Intelligence', 'Send to iLog' and InfoShare Crime

Mapping capabilities.

2.7.5. This application will be included in the MCAC InfoShare Global Search.

2.8. There are no data conversion services included for this module in this Scope of Work.

2.8.1. Conversion of data contained in other applications including but not limited to third party software, Microsoft Access or similar databases, Microsoft Excel or similar spreadsheets, Microsoft Word, or similar documents, are not included in this Scope of

Work.

2.8.2. Additional services to convert this data can be contracted via a separate purchase order.

3. Roles and Responsibilities - Agency / Vendor Roles & Responsibilities – In this section, the responsibilities for MCAC and "Vendor" will be defined.

3.1. Staff will provide the following services.

3.1.1. Provide Project Management and coordinate the scheduling of all aspects of the project with the authorized MCAC Staff to include weekly and/or routine meetings with PM and MCAC PM and MCAC IT PM, and documentation/emails to memorialize minutes with follow-up action items, responsible person, etc.

3.1.2. Testing and quality assurance.

3.1.3. Training services.

3.2. MCAC Staff will perform the following tasks.

"Vendor"

"Vendor"

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 9

3.2.1. Project Management responsibilities.

3.2.2. Testing and Quality Assurance responsibilities.

3.2.3. Coordinate training and provide adequate training resources.

V. Project Management

1.

Project Management

"Vendor" will assign a Primary Project Liaison as a point of contact with technical knowledge of the InfoShare™ applications in place as well as being acquired as part of this project as well as real world experience in the field to work with designated MCAC staff to review the system to ensure the specific needs and requirements of the MCAC are met.

1.1.

The configuration process will begin with a gap analysis between existing "Vendor" applications and the existing application of the Forward Facing

Portal, Request for

Information Process, Shooting Notification & Fusion Center Liaison Management Project.

1.2.

MCAC

agrees to allow "Vendor" Staff to speak directly with End Users to ensure optimal communication and that detailed requirements are efficiently gathered without being filtered by non-Subject Matter Experts (SME).

These End Users will include persons not employed by the MCAC.

"Vendor" further agrees that they will keep all participants and/or their supervision apprised of each encounter via minutes, notes with End Users/SME’s, especially persons not employed by MCAC.

2.

Configuration

Configuration to the InfoShare™

System will be limited to the following:

2.1.

Configuration of the workflow within the relevant modules that is consistent with the business practices of the Forward Facing

Portal, Request for Information Process, 2.2.

Configuration of tables to include the creation of additional tables that are required to meet the business practices of the Forward Facing

Portal, Request for Information

Process, 2.3.

Configuration will not include any changes to the patented base-operating engine that the InfoShare™

Engine® is built upon.

3.

Training

Training Services of two (2) sessions are included as part of this Scope of

Work Agreement. "Vendor" will provide the MCAC with training staff for training purposes for Administrators and Users of the System.

InfoShare™ Forward Facing Portal, Request for Information, Shooting Notification & Fusion Center Liaison Management Project 10

4. Software Maintenance - Maintenance for the components listed this SOW will be paid annually based upon the anniversary date of the go live of the InfoShare™ Forward Facing

Portal, Request for Information Process, Shooting Notification & Fusion Center Liaison

Management Project. "Vendor" does agree to prorate the maintenance in order to unify the payment plans that are already in existence.

5. Project Documentation – It will be the responsibility of the "Vendor" Project Manager or their designee to keep minutes of all meetings, where he/she is present; that will include details pertaining to all items outlined in the Project Plan as well as designs, functional specifications and diagrams. These notes will be provided to the appropriate "Vendor" Management Team and Project Team members as well as designated members of the MCAC

6. Payment – The payment milestones for this project can be found below. All purchase orders, invoices and payments for this project to include future annual maintenance will be executed via "Vendor"

6.1. Milestone # 1 – This milestone will be met when a purchase order is received and will equal 50% of the project total excluding maintenance.

6.2. Milestone # 2 – This milestone will be met upon the go live of the InfoShare™ Forward

Facing Portal, Request for Information Process, Shooting Notification & Fusion Center

Liaison Management Project as described in this SOW and will equal 50% of the project total excluding maintenance.

6.3. Annual Maintenance – This project includes a one (1) year warranty period that begins on the date of the go live of the Public Facing Portal and one (1) of the items as follows

(1) Request for Information Process, (2) Shooting Notification & (3) Fusion Center Liaison

Management Project. Once the warranty period expires, the MCAC will be able to renew the annual maintenance for the components acquired as part of this project for an annual amount of $" "

6.3.1. This is in addition to the current annual maintenance fees paid by the MCAC.

6.3.2. "Vendor" does agree to prorate the maintenance in order to coincide with the current routine billing schedule for the MCAC.