MAP RFP-S000000012 Final.docx

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

REQUEST FOR PROPOSAL (MAP)

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Proposal submissions for this Request for Proposal must be submitted through ARBuy, the State’s eProcurement system. It can be accessed at https://arbuy.arkansas.gov. Proposals received after the submission deadline may be rejected as untimely. See Section 1.2 for information regarding Live Proposal Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

Section 1 – GENERAL INFORMATION AND INSTRUCTIONS

· Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Request for Proposal (RFP) is issued by the TSS Office of State Procurement (TSS OSP) for the Department of Public Safety Arkansas Crime Information Center (DPS-ACIC) to obtain pricing and a contract for the design, build, and implementation of a Sex Offender Registration System. Any contract that it awards will be awarded to the Prospective Contractor it determines to have submitted the proposal that is the most advantageous to the State. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not DPS-ACIC.

1.2 LIVE PROPOSAL OPENING

Use the information below to view the proposal opening online.

Zoom Meeting Link: https://arkansas-gov.zoom.us/j/81217477042?pwd=WHcyTG1UcUtnT0x0THMzcFZtL29Cdz09 Meeting ID: 812 1747 7042 Meeting Password: 548754 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 TYPE OF CONTRACT

A. As a result of this RFP, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is 10/01/2021, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed proposal in response to the RFP, the Prospective Contractor represents and warrants that it will honor its proposal as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for four (4) years. Upon mutual agreement by the Contractor and Department, the contract may be renewed by TSS OSP for up to three (3) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

1.4 SOLICITATION SCHEDULE

A. For informational purposes, TSS OSP is providing a Solicitation Schedule; however, dates listed and noted with an asterisk (*) are anticipated dates only and are subject to change at the discretion of the State.

TABLE A: TENTATIVE SOLICITATION SCHEDULE

1.5 BIDDERS CONFERENCE

A. TSS OSP will host a bidder's conference to provide additional information and clarification regarding the RFP.

1. The conference will take place on 06/18/2021 at 1:00pm, Central Time.

2. The conference is important for Prospective Contractors to understand the tasks a Prospective Contractor shall complete when submitting a proposal (“Submission Requirements”).

3. Prospective Contractors may attend the conference via Zoom.

Zoom Conference Link: https://arkansas-gov.zoom.us/j/84451975619?pwd=Z3NSMHg1eDgveFpsRnFOK0hMdmN4Zz09 -Meeting ID: 844 5197 5619 -Meeting Password: 974335 -Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

4. The bidders conference presentation will be posted with the RFP to the TSS OSP website at https://www.arkansas.gov/tss/procurement/bids/.

1.6 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by the date and time listed in Section 1.4 Table A to the TSS OSP buyer as shown on page one (1) of this Solicitation.

1. Prospective Contractor's must be registered as a vendor in ARBuy in order to submit questions.

2. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

3. Prospective Contractors’ written questions will be consolidated and responded to by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on the date provided in Section 1.4, Table A. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Proposal. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a proposal.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the proposal opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.7 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible offeror who submits a proposal in response to this solicitation.

C. The terms “Request for Proposal”, “RFP” and “Solicitation” are used synonymously in this document.

D. “Responsive Proposal” means a proposal submitted in response to this solicitation that conforms in all material respects to this RFP.

E. “Shall” and “Must” mean the imperative and are used to identify requirements.

F. “Requirement” means something required.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

1.8 RESPONSE DOCUMENTS

A. All proposal responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Technical Proposal Packet

1. Responses within the Information for Evaluation and Exceptions sections must not contain the Prospective Contractor’s name or any other identifiers, including without limitation names of staff members, projects, products, and addresses.

2. Prospective Contractors shall utilize the Technical Proposal Packet to submit their responses.

3. The following items are proposal submission requirements and must be submitted as part of a Prospective Contractor’s proposal response.

a. Signed Proposal Signature Page. Signature may be ink or digital. (See Technical Proposal Packet.)

b. Technical Proposal response to the Information for Evaluation section included in the Technical Proposal Packet. Proposal response must be in the English language.

c. Completed Pricing Response. Official Solicitation Price Sheet attached to solicitation posting. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

4. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s proposal:

a. EO 98-04: Contract and Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

5. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

C. Redacted Copy of the Technical Proposal Packet and Completed Pricing Response

1. One (1) redacted (marked “REDACTED”) copy of the Prospective Contractor’s proposal response.

1.9 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this RFP by listing them on the Exceptions Form (See Technical Proposal Packet), Prospective Contractor understands and agrees its submission of a proposal to represent that its proposal meets all such Requirements.

B. A Prospective Contractor’s proposal may be rejected if a Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this RFP.

1.10 ADDITIONAL TERMS AND CONDITIONS

A. This RFP incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Services Contract (SRV-1) Fillable Form by listing them on the Exceptions Form (See Technical Proposal Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Services Contract (SRV-1) Fillable Form can be viewed on the TSS OSP website here (Agencies – Services – Forms): https://www.transform.ar.gov/procurement/agencies/services/.

D. A Prospective Contractor’s proposal may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 1.10.A and 1.10.C.

SECTION 2 – sPECIFICATIONS

· Do not provide responses to items in this section unless specifically and expressly required.

2.1 INTRODUCTION

Act 989 of 1997 established the Arkansas Sex Offender Registry and tasked the Arkansas Crime Information Center (ACIC) with the responsibility of administering and managing the Registry. Currently, there are approximately 300 law enforcement agencies throughout the state that supervise offenders on the Registry and report information to ACIC for inclusion in the Registry. ACIC is also responsible for providing Registry information to the National Crime Information Center (NCIC) and the National Sex Offender Registry (NSOR), as well as to other state’s sex offender registries as requested. ACIC’s current system is mostly electronic and was developed in house.

The goal of the Sex Offender Registration and Management System of Arkansas (SORMSA) is to fully automate the Registry. This will include, but not be limited to, the automation of initial registration, subsequent verification, all changes of information, all notices to law enforcement agencies, and the transmittal of Registry data to the National Sex Offender Registry.

2.2 CURRENT ENVIRONMENT

The current Centralized Electronic Network Sex Offender Registry CENSOR system is owned and operated by two separate entities, ACIC and INA.

ACIC owns and operates the business logic of the CENSOR system and the databases in which the Sex Offender Registry (SOR) data is housed. The ACIC portion of the system is housed in the ACIC Mainframe (AMF) system. The AMF system is a .NET based environment running code primarily created in C# utilizing the Entity Framework, and all data is stored in Microsoft SQL. ACIC is also responsible for the Open Fox Messenger Transactions that relate to the SOR system and all updates to the National Sex Offender Registry (NSOR).

INA hosts and operates the CENSOR user interface and pending tables, as well as the public facing website that allows citizens to determine if a danger sex offender has moved into their neighborhood. ACIC provides INA with all files for the public facing website.

Due to the timing and coordination required for collaborating on updates, changing and updating code in the current system is difficult.

2.3 CURRENT WORKFLOW

A. DPS-ACIC prefers to maintain the current workflow process to the extent practicable for continuity and ease of use for law enforcement end users throughout the State. DPS-ACIC is aware that some adjustments may have to be made as the new system comes completely in-house. Information regarding the current workflow process can be found in Attachment A.

2.4 OBJECTIVES AND GOALS

A. The Contractor shall design, build, implement, and maintain a new Sex Offender Registration System for DPS-ACIC. Please see ACIC's vision for the new system in Attachment B.

B. The system must provide a stable, uniform application to be used in all offices associated with registration, verification, and State reporting.

C. The system must achieve substantial compliance as defined by the SMART office with the Sex Offender Registration and Notification Act (SORNA) requirements of the Adam Walsh Act (AWA). See Attachment C.

D. The system must expand current Sex Offender Registry (SOR) website to provide the general public with accurate information including mapping, as well as both electronic and postal notification.

E. The system must emulate the current Centralized Electronic Network Sex Offender Registry (CENSOR) system processes used by ACIC as closely as possible. A copy of the Arkansas Crime Information Center State Sex Offender Registry Protocol Training Manual 8th Edition may be provided upon request.

F. The system must provide management assistance and tools to ACIC and local law enforcement agencies to help manage the offender verification/compliance check process via verification calendars, maps, profiles, and reports.

G. DPS-ACIC has done a discovery process around this project. The full results of the discovery will be made available to the successful Contractor. The Contractor shall be responsible for any additional requirements gathering required to successfully design, build, and implement the new system.

2.5 MINIMUM CONTRACTOR QUALIFICATIONS

A. Contractor must have 3 years of experience with developing programming of software applications or solutions for law enforcement of a similar size and scope of this bid document that has multiple web interfaces or organization connections.

2.6 LICENSING & OWNERSHIP OF PRODUCT

A. The State shall be the sole owner of any software developed under this contract with exclusive rights to use, alter, or distribute the software without restriction. The State’s ownership rights apply to source code, object code, and documentation.

B. The State may, at its sole discretion and upon request, grant the Contractor a nonexclusive license to use the State’s software, subject to mutually acceptable terms and license fees.

C. The State owns all rights, title, and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service marks in the works and documents created and paid for under this Contract. The documents shall be the exclusive property of the State and all such documents must be immediately returned to the State by the Contractor upon completion or cancellation of this Contract. To the extent possible, those works eligible for copyright protection under the United States Copyright Act will be deemed to be “works made for hire.” The Contractor assigns all right, title, and interest it may have in the works and the documents to the State. The Contractor must, at the request of the State, execute all papers and perform all other acts necessary to transfer or record the State’s ownership interest in the works and documents.

D. Each Party shall retain ownership of its respective Pre-Existing Intellectual Property. The Contractor grants the State a perpetual, irrevocable, non-exclusive, royalty free license for Contractor’s Pre-Existing Intellectual Property that are incorporated in the products, materials, equipment, deliverables, or services that are purchased through the Contract.

E. Notwithstanding any other indemnification obligations addressed within this Contract, the Contractor will indemnify; defend, to the extent permitted by the Attorney General; and hold harmless the State, at the Contractor’s expense, from any action or claim brought against the State to the extent that it is based on a claim that all or part of the works or documents infringe upon the intellectual property rights of others. The Contractor will be responsible for payment of any and all such claims, demands, obligations, liabilities, costs, and damages, including but not limited to, attorney fees. If such a claim or action arises, or in the Contractor’s or the State’s opinion is likely to arise, the Contractor must, at the State’s discretion, either procure for the State the right or license to use the intellectual property rights at issue or replace or modify the allegedly infringing works or documents as necessary and appropriate to obviate the infringement claim. This remedy of the State will be in addition to and not exclusive of other remedies provided by law.

2.7 LEGISLATIVE COMPLIANCE

A. The system must meet and maintain compliance with the requirements of the law, including but not limited to the minimum provisions of the Adam Walsh Act, without modification to the system by the State or local users.

B. The system must capture all current and future data required by the Arkansas Sex Offender Registration laws found at Ark. Code Ann.§12-12-901 et seq, Federal Law, and ACIC.

2.8 USER ROLES & ACCESS

A. The system must be web based and accessible by authorized users through the ACIC website.

B. The system must be compatible with multiple common internet browsers, such as Internet Explorer, Microsoft Edge, Firefox, Chrome, and Safari.

C. Current active CENSOR user accounts must be migrated into the new system. Migrated accounts should be placed in active status for system usage and a list provided to ACIC staff.

D. New users must be able to set up an account online that must be placed in a pending que for approval by ACIC Staff.

E. The system must allow ACIC staff to approve, setup, and terminate local law enforcement users, assign password and login credentials, and reset password and login credentials as needed.

F. The system must allow for an unlimited number of users and concurrent users.

G. The system must be capable of both user and role-based provisioning.

H. The system must provide read only and read/write access based on assigned roles/profiles as defined by ACIC.

I. The system must allow ACIC staff to change system permission access for each user/agency.

J. The system must only allow data to be edited by ACIC staff.

2.9 SYSTEM UPTIME & PERFORMANCE

A. During the user testing and implementation phases of this project and the six (6) months following, the contractor shall coordinate any code deployments and downtime with the ACIC-DPS designee. Any code deployments and downtime during specified phases of the project must to the extent practicable be completed on Monday or Tuesday at 11:30am CST.

B. During testing and implementation, the contractor must ensure the new system is operational to withstand demand and is capable of staying up 99.9% of the time before quality approval and official signoff.

C. The system must have at minimum a ninety (90) percent or greater sub 400 millisecond page average response time.

D. The system must have at minimum a ninety (90) percent or greater sub 400 millisecond average response time for any interface calls.

E. The system must be capable of supporting approximately 800 concurrent users.

F. The system must be expandable to support additional users should the new system expand or combine with another system.

2.10 HOSTING

A. The system will be hosted by ACIC. The Contractor shall provide information on any unique hosting requirements for the proposed system.

B. The system must be a .net platform that is SQL based.

C. The system must be capable of operating in a virtualized Microsoft SQL environment.

D. The system must connect to DPS-ACIC's Hangfire Server. The “Hangfire Server” is a NuGet package in the Visual Studio library that allows programs to send out background tasks to run on this server. All NCIC Update methods were modified in production in April 2020.

2.11 GENERAL TECHNICAL REQUIREMENTS

A. Database Structure

1. The system must be implemented on a MSSQL database platform.

2. The system must include all data elements as defined by the Adam Walsh Act.

3. All data fields must comply and correspond with NCIC requirements.

4. The system must allow for additional fields based on ACIC defined criteria.

5. The system must feed State repository via CJXML or NIEM file

B. The system must retain all historical data entered into it, including photographs.

C. The system must support the collection of electronic signatures using a variety of methods, including but not limited to signature pads and tablets.

D. The system must support the collection of electronic photographs using a variety of methods, including but not limited to webcams, tablets, and smartphones.

E. The system must support the collection and attachment of electronic documents and photographs.

F. The system must be compatible with multiple imaging systems, including but not limited to Laserfiche, Docuware, Message Switch, etc.

G. The system must be able to print all current and future forms in a PDF format for use by courts and local law enforcement.

H. The system must allow for changes to Forms and Reports to be completed in house

I. Once it has been approved, Offender data that can be published to the general public pursuant to Arkansas law must be published to the web in real time.

J. ACIC must be able to control web publishing based on publishing rules by offenders’ risk level and status, as well as by user permission levels.

K. The system must provide that all new registrations as well as all required verifications and changes of information entered by local law enforcement agencies will go to a pending queue for review by ACIC staff prior to being uploaded to NCIC and the NSOR. At a minimum there must be a pending queue for new registrations, verifications and changes of information; a pending queue a submitted queue and a new user queue.

L. The system must support cross-jurisdictional notification on offender movement. At a minimum, System must be capable of notifying the offender’s new county of residence by email that the offender is moving to that location, as well as notifying the previous county of residence when the offender has arrived and registered in the new location.

M. The whole system must be CJIS security compliant. See Attachment D.

2.12 REGISTRATION REQUIREMENTS

A. The system must at minimum collect and store the following information for each offender:

1. Social Security Number

2. FBI Identification Number

3. All mandatory NCIC offender data as defined under the Arkansas Sex Offender Act.

4. Personal data, including but not limited to identifying marks such as scars, tattoos, etc.

5. Addresses, including but not limited to home, mailing, work, school, etc.

6. Registration for vehicles, including but not limited to cars, motorcycles, boats, aircraft, etc.

7. Known aliases, including but not limited to names, nicknames.

8. Dates of birth

9. Social security numbers

10. Race

11. Registration start and end dates

12. Conviction data with corresponding State crime codes

13. Multiple offender photos

14. Intelligence information that can be privately shared between agencies but is not available to the general public.

B. The system must print the new registration form, verification form, change of information form, acknowledgement form, and duty to register form as an automatic by-product of the registration process.

C. The system must be able to print all documents electronically signed by the offender for the offenders to take with them. Printouts for offender must include picture and electronic signature.

D. The system must provide automatic email notification to local law enforcement agencies about offenders moving into their jurisdiction and other changes in status to offenders under their supervision.

E. The system must provide search capabilities by offender assessment level, offender status, and jurisdiction of local law enforcement agency with supervisory responsibility.

F. The system must generate an offender’s next verification date based on the Offender Level and possible status as homeless and include that date on all documents signed by the offender.

G. Address verification history must be maintained.

H. The system must provide a means for ACIC staff to change an offender’s status or risk level as required.

2.13 MAPPING

A. The system must include an integrated Geographical Information System (GIS).

B. The system must be able to import GIS programs to update and make compatible address mapping files.

C. The system must automatically assign latitude and longitude to an address and display it on a map.

D. The system must periodically update mapping database to include new streets, new construction, etc.

E. The system must be able to import the USPS national address database.

F. The system must remove offenders from the mappable area if they are currently incarcerated, deported, deceased, or have moved out of State. Offenders meeting one of these criteria must be moved to an unmappable page with a note displaying their status.

G. The system must only publish to the public mapping locations of those offenders whose information may be publicly disclosed pursuant to Arkansas Sex Offender Registration laws found in Ark. Code Ann.§12-12-901 et seq.

2.14 PUBLIC RELATIONS SEX OFFENDER WEBSITE

A. The system must provide an external website allowing the public to search for offenders whose information may be publicly disclosed pursuant to Arkansas Sex Offender Registration laws found at Ark. Code Ann.§12-12-901 et seq. At minimum, users must be able to search using the following criteria:

1. Offenders within 2-mile radius of a specified address

2. By city

3. By county

4. By zip code

5. By name or partial name

6. By known aliases

B. The system must allow searches for offenders who are currently unmappable but whose information may be publicly disclosed pursuant to Arkansas Sex Offender Registration laws found at Ark. Code Ann.§12-12-901 et seq.

C. The system must allow users to register for automatic email notifications of new offenders in their area.

D. The system must allow users to update, change, or remove their email notification registrations.

E. The search page must include links to safety tips for local use provided by ACIC.

F. The system must generate Agency branded notification emails and mailings.

2.15 SEX OFFENDER LETTERS

A. The system must be capable of running a nightly report of all offenders whose status has changed to anything other than "in compliance" and generate an electronic notification to be sent to the parties of responsibility for the offender.

B. The system must provide a method for DPS-ACIC to provide notifications to agencies in the event that the electronic notifications in 2.15.A. are down. This may include allowing DPS-ACIC to batch print paper copies of notifications on an as needed basis and/or other methods proposed by the Contractor.

2.16 DATA CONVERSION

A. The Contractor shall be responsible for the migration of ACIC’s legacy data into the system developed by the Prospective Contractor. Data conversion is an important part of this project. Legacy data is on an ACIC hosted SQL server and information regarding data will be provided upon request.

B. The Contractor shall be responsible for conducting data profiling, cleansing, and migration as part of this project.

C. The Contractor shall assist ACIC with the data cleanup that will need to take before migration of data to the new system. The Contractor shall assist ACIC with database assessments for possible changes for better data management and validations. The Contractor shall assist with flagging of issues and missing data and providing the information to ACIC so that the issues can be addressed.

2.17 REQUIRED INTERFACES

A. NCIC/NSOR Interface The National Crime Information Center (NCIC) is a part of the CJIS (Criminal Justice Information Systems), organized under the FBI. NCIC helps criminal justice professionals apprehend fugitives, locate missing persons, recover stolen property, and identify terrorists. The National Sex Offender Registry (NSOR) is a subset of NCIC and is a law-enforcement only (non-public) database of sex offender records from around the country. The System must meet the following criteria in order to interface with these systems:

1. The system must provide the ability to upload all offender data to NCIC after review by ACIC staff.

2. The system must provide a way for verification of data by ACIC both prior to and after submission as required by NCIC.

3. ACIC staff must be able to access an NCIC Response Log through the System to view whether an offender record has been accepted or rejected by NCIC.

4. ACIC staff must receive an instant alert if record is rejected.

5. If the record is rejected, users must be able to see the reasons for the rejection and be able to adjust the record accordingly for resubmission.

6. The data must uploaded in a format acceptable to NCIC as defined by the NCIC 2000 Operating Manual. A PDF copy of the manual may be found at http://www.in.gov/idoa/proc/bids/rfp-14-067/067attu.pdf.

7. The system must support all NCIC basic and supplemental fields for a sex offender entry.

8. The system must support connection to ACIC’s existing message switch using FoxTalk.

9. The system must support second-party checks and validation procedures as defined by ACIC and the FBI CJIS Division.

B. SORNA Exchange Portal The system must provide an option for upload of offender data to the SORNA Exchange Portal.

C. National Sex Offender Public Website (NSOPW) The FBI also provides the National Sex Offender Public Website for public searches, however, NSOPW is not actually a search of NSOR. Instead, it forwards the searches to public searchable websites maintained by each state/jurisdiction. The system must provide an option for the upload of offender data to NSOPW in NIEM 4.1 or the most current version of NIEM.

D. The system must be able to interface with ACIC and NCIC databases, as well as ACIC criminal history record files, the ACIC Message Switch, Driver’s License Records, Nlets, and eOMIS.

E. Marquis Software Prior to the upgrade of the AMF Mainframe, DPS-ACIC received SOR assessment data via MQ Series from Marquis Software. The new system must reestablish this collaborative effort with Marquis Software. ACIC must receive push notifications from Marquis when assessments are entered or changed, and the software will place the assessments into a holding queue or table until they can be approved and submitted by an ACIC official into the production database. Collaboration with Marquis will be necessary.

F. Nlets The system must interface with Nlets. Nlets is an interstate justice and public safety network link that allows for the sharing and exchanging of criminal justice, law enforcement, and public safety related information between every state.

G. Docuware ACIC currently utilizes Docuware as its document and storage facility. The new system must continue to integrate with Docuware for documents and photos as the system migrates from INA to ACIC.

H. NSPSOW

Currently, ACIC provides a file for a National Sex Offender Search tool known as NPSOW. ACIC uses a deprecated file download method to get this file to this site. The system must, at minimum, adhere to NPSOW's web services method of file transmission, however,it is preferable that the new system upgrade to the File Upload method.

I. OPEN FOX MESSENGER TRANSACTIONS

ACIC has several Open Fox Messenger transactions which are used by law enforcement throughout the State. These transactions will remain the same. Since the transactions reside in AMF, the Contractor shall be responsible for code changes required to use web services to retrieve the data from the tables. Open Fox Messenger Transactions include, but are not limited to the following:

1. NSOF: NCIC Sex Offender Automated System – run QXS, EXS, MXS, XXS, CXS by CSN through NCIC.

2. QSOF: Query Sex Offender Information

3. MSOF: Query Sex Offender Information

4. QSOR: Query Sex Offender Registry – Allows search criteria of ORI, County #, SO Registration status, SO level. Returns lists of subjects and data a variety of ways based on search criteria.

5. SOFI: Query Sex Offender Letter and Status information.

6. SOFF: Add and Update Sex Offender Information

7. SORE: SOR ORI Email Addresses

8. SQNF: Query Sex Offender Name File

2.18 REPORTING & AUDIT FUNCTIONALITY

A. Reporting

1. The Contractor shall ensure the system provides a robust ad-hoc and pre-defined reporting functionality.

2. The Contractor shall ensure DPS-ACIC can define new reports in the system and edit as needed without assistance or ongoing support from the Contractor.

3. The Contractor shall ensure that the system provides the ability to schedule report delivery for daily, weekly, monthly, and quarterly reports. Report delivery functionality must allow users to specify duration, frequency, and times at which a report will be sent to specified users or user groups.

4. The system must be able to export report data to a variety of formats including, such as:

a. Microsoft Excel

b. .csv

c. .txt

d. .pdf

5. The system must provide ACIC the ability to create various monthly reports.

6. The system must only allow authorized users to print reports from the system via the web portal.

7. The system must generate reporting that displays the totals for each of the following offender status:

a. Compliant

b. Delinquent

c. Incarcerated

d. Out of State

e. Address Unknown

f. Deported

g. Incapacitated

h. Out of the Country

8. The system must allow authorized users to export all reports in a PDF and/or excel spreadsheet format.

9. The system must generate a report of errors received from NCIC on the entry of an offender to show, at minimum, the following:

a. Name of the Offender

b. Central System Number (CSN)

c. State ID Number

d. The Error received from NCIC

10. The system must allow users to search offenders in their jurisdiction using one or a combination of the following elements:

a. Name

b. Date of Registration

c. Date of Verification

d. Date of Birth

e. Address

f. City

g. County

h. Zip Code

i. Offender Assessment Status.

11. All users must be able to export all reports in either a PDF or an excel spreadsheet.

B. Dashboards The system must provide ACIC with a dashboard. The dashboard must include, but not be limited to the following:

1. Bar graphs to show the total number of sex offenders along with the total of offenders in each status Compliant, Delinquent, Incarcerated, out of state, address unknown, deported, incapacitated, and out of the USA.

2. Graph to show the total number of offenders in each of the following levels: level 1, level 2, level 3, level 4 and not assessed.

3. Graph to show the total number of male and female offenders.

4. Graph to show the Total number of registrations monthly.

5. Graph to show the total number of active users.

6. Graph to show the total number of records that have a NIC number and the total number of records without a NIC number.

7. Graphs must be exportable in PDF format.

C. Audit Functionality The system must track all inquiries and data changes including, but not limited to, the following:

1. Date and time of event

2. The component of the information system (e.g., software component, hardware component) where the event occurred.

3. Type of event

4. Identification of the user

5. Outcome of the event (success of failure)

6. The audit logs must log the events specified in the CJIS Security Policy section 5.4.1.1 Events. (See Attachment D).

D. The system must provide a searchable log of every record viewed, including the above information.

E. Authorized State Admin Users shall have the ability to login and view the audit details.

2.19 STAFFING & KEY PERSONNEL

A. The Prospective Contractor shall be required to provide a Staffing Plan during the Discussions phase.

B. Project Manager The Contractor shall include in the Staffing Plan a Project Manager. The Project Manager shall, at a minimum:

1. Have five (3) years of project management experience working with the implementation of projects of similar size and scope to this RFP.

C. Development Team The Contractor shall include, in the Staffing Plan, individuals with sufficient development expertise and experience to accomplish the Implementation Plan.

D. The State shall have the right to approve or reject proposed staff members prior to the finalization of the plan after Contract Award if candidates do not meet the minimum requirements set forth in the RFP.

E. The Contractor shall include, in the Staffing Plan, a provision to address the vacancies of the Project Manager or other key personnel. In the event of the vacancy of a key person, the Contractor shall provide replacement candidates to the State for the State’s review within fifteen (15) days of the Contractor learning of the vacancy. The State shall have the right to approve or reject proposed replacements if they do not meet the minimum requirements set forth in the RFP.

F. Background Checks

1. At commencement of contract award, the Contractor shall conduct and provide ACIC with the results of fingerprint based Federal and State Criminal Background Checks for the state of jurisdiction where the employee is located on all personnel involved in any aspect of the process described in this RFP. The background check results must be provided to ACIC no later than 72 hours after receipt.

2. The Contractor must conduct the same background check described in Section 2.20.F.1. for any new personnel assigned to the Contract at any stage of the Contract.

3. While working on this contract staff members involved in any aspect of the process described in the RFP must complete a fingerprint based Federal and State Criminal Background Check every 3 years from commencement of the contract.

4. DPS-ACIC shall have the right to refuse personnel based on results of the criminal background checks.

5. DPS-ACIC shall have the right to terminate the entire contract should Criminal Background Reports show evidence of being tampered with, i.e. sections blocked out, dates of greater time than 72 hours, etc.

2.20 IMPLEMENTATION & TESTING

A. The Prospective Contractor shall provide a proposed Implementation & Testing Plan during the Discussions phase.

2.21 MAINTENANCE & TECHNICAL SUPPORT

A. The Prospective Contractor shall provide a proposed Maintenance Plan during the Discussions phase.

B. The Prospective Contractor shall be responsible for providing maintenance of the system for six (6) months after Go-Live.

C. The Contractor shall provide ACIC with a dedicated representative available between the hours 8am-4:30pm CST, Monday through Friday for the duration of the maintenance period.

D. The Contractor shall be responsible for training DPS-ACIC IT staff on performing maintenance of the new system.

E. The Contractor shall provide an hourly rate(s) for maintenance and support on an as needed basis, should DPS-ACIC require it after the end of the contracted maintenance period.

2.22 TRAINING

A. The Prospective Contractor shall provide a proposed Training Plan during the Discussions phase.

B. Contractor shall provide training that consists of “Train the Trainer” type sessions, so that users trained directly by the Contractor may go out and serve as trainers for other users.

C. The Contractor shall develop and provide curriculum and training materials for the Train the Trainer Sessions, as well as the curriculum and materials that will then be used by State Trainers to train each specific user type.

D. The Contractor shall provide a user manual in either printed or electronic format.

2.23 DATA SECURITY

A. The Prospective Contractor shall provide a proposed Data Security Plan during the Discussions phase. The Data Security Plan must, at minimum, meet the requirements set forth in this section of the RFP.

B. The Contractor shall provide the name and contact information for an employee who shall serve as the State’s primary security contact and be available to assist the State twenty-four (24) hours per day, seven (7) days per week as a contact in resolving obligations associated with a Security Breach. The security contact must be able to give a detailed explanation of the breach and the impact of the breach. The security contact must also provide a detailed resolution so that the breach will not be repeated.

C. The Contractor must follow the CJIS Security Policy, Section 5 Policy and Implementation concerning the security of the data and requirements, See Attachment D.

D. The Contractor shall provide an automated notification process within the solution that must be sent out to both Contractor and State Resources in the event of a breach.

E. Any data located on servers must be physically and virtually secure from any unauthorized access using the strictest of accepted principles adhering to the International Information Systems Security Certification Consortium ((ISC)²) body of knowledge.

F. The Contractor shall notify the State of a security breach as soon as practicable, but no later than four (4) hours after the event is identified and the Contractor becomes aware of it. The information reported to ACIC should contain a minimum of:

a. Date of the Incident

b. Point of Contact with Phone and email

c. Incident Description

d. System Affected

e. Method of Detection

f. Actions Taken for a Resolution

G. Third parties or personnel from the Contractor that are not directly involved with the development shall not be allowed information relating to statistics or demographics of the State of Arkansas. Only staff with a need to know shall have access to such data.

H. At the end of the contract period, or at any time a hard drive is removed from use within the scope of this contract, the Contractor shall erase, destroy, and render unrecoverable all data and certify in writing that these actions have been completed within thirty (30) days of the termination of this agreement or within 7 days of the request by the State, whichever comes first. At a minimum, a “Clear” media sanitization must be performed according to the standards enumerated by the National Institute of Standards, Guidelines for Media Sanitization, SP800-88, Appendix A - see http://csrc.nist.gov/.

I. The Contractor’s system (software and hardware) must not store any personally identifiable Arkansas citizen’s information for any time longer than required by Arkansas State Law and the requirements of this RFP.

J. The Contractor shall ensure the system has role-based access levels for authorized Users.

K. The Contractor shall ensure DPS-ACIC as the final authority to grant access to any user from other State Entities.

L. The system must be configurable to lock out an operator after a State-assigned number of failed attempts to log in.

M. DPS-ACIC must have the ability to administer access rights.

N. The system must provide a secure data transfer environment

O. The system must provide for a separate data back up at a different location.

P. The system must be FIPS and NIEM compliant.

Q. The system must be capable of testing and applying security related patches.

R. The system must provide for the identification, reporting, and correction of information and information system flaws in a timely manner.

2.24 PERFORMANCE STANDARDS

A. State law requires that qualifying contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services. In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

SECTION 3 – selection

· Do not provide responses to items in this section.

3.1 SELECTION PROCESS

A. TSS OSP will review each Technical Proposal Packet to verify submission Requirements have been met. Technical Proposal Packets that do not meet submission Requirements will be rejected and will not be evaluated.

B. A Department-appointed Evaluation Committee will evaluate and score qualifying Technical Proposals. Evaluation will be based on Prospective Contractor’s response to the Information for Evaluation section included in the Technical Proposal Packet.

1. Members of the Evaluation Committee will individually review and evaluate proposals and complete an Individual Score Worksheet for each proposal. Individual scoring for each Evaluation Criteria will be based on the following Scoring Description.

2. After initial individual evaluations are complete, the Evaluation Committee members will meet to discuss their individual ratings. At this consensus meeting, each member will be afforded an opportunity to discuss his or her rating for each evaluation criteria.

3. After Evaluation committee members have had an opportunity to discuss their individual scores with the committee, the individual Evaluation committee members will be given the opportunity to change their initial individual scores, if they feel that is appropriate.

4. The final individual scores of the Evaluation Committee members will be recorded on the Pre-Interview Consensus Score Sheets and averaged to determine the group or consensus score and rank for each proposal.

5. Other agencies, consultants, and experts may also examine documents at the discretion of the Department.

C. The Evaluation Committee will interview and score each Prospective Contractor that meets submission requirements. Evaluation will be based on Prospective Contractor’s response and follow up questions presented during the interview.

1. After each interview, the Evaluation Committee members will individually review and evaluate the interview and complete an Individual Score Worksheet for each interview. Individual scoring for each interview will be based on the Scoring Descriptions in 3.1.B.1.

2. After all interviews are complete, the Evaluation Committee members will have the opportunity to discuss the interviews and change their individual interview scores on the Post-Interview Consensus Score Sheet, if they feel that is appropriate.

3. The final individual scores of the Evaluation Committee members will be recorded on the Post-Interview Consensus Score Sheets and averaged to determine the group or consensus score and rank for each proposal.

D. The State will conduct cost checks based on the cost submitted by each Prospective Contractor on the completed Pricing Response.

1. After proposal opening, the State may invite Prospective Contractors who submitted a Responsive Proposal with a proposed cost that falls twenty-five percent (25%) or more from the average submitted cost to justify their submitted cost.

2. During the final consensus meeting, cost information will be provided to the Evaluation Committee members to allow the Evaluation Committee to determine if moving forward with the highest-ranking Prospective Contractor is the most advantageous to the State.

3. Should the State request clarification and/or additional information regarding cost, Prospective Contractors shall provide clarification and/or additional information as specified by the State.

E. The State will move forward to discussions with the highest-ranking, responsible Prospective…