RFP_2405-01_Exhibit_1_Scope_of_Work.pdf

RFP Title: Multilingual Wayfinding Kiosks RFP Number: 2405-01

EXHIBIT – 1

SCOPE OF WORK

The Court received one time grant funding from Judicial Council of California under the Signage and Technology Grant Program for its language access signage and technology infrastructure support and equipment needs. As part of the Signage and Technology Program, the Court plans to implement a Multilingual Digital Wayfinding Kiosks Project (herein after “Project”). The Project will install seven (7) indoor multilingual wayfinding kiosks in three Martinez courthouses and branch courthouses located in Walnut Creek, Pittsburgh, and Richmond. The selected kiosk vendor will be responsible for the design, fabrication, installation and maintenance of the kiosk hardware and software as per this Scope of Work.

1. Purpose The purpose of the multilingual wayfinding kiosk is to help Limited- English-proficient (LEP) court users to navigate the courthouses at various court locations.

2. Conceptual design of the kiosk Based on this SOW, the vendor will provide conceptual design of both wall mounted and pedestal kiosks. These self-service kiosks should have a simple and standard design, be easy to use, have functionality that may be customizable or configurable, require low maintenance, and have durable construction appropriate for public use.

3. Languages Kiosk will support.

Kiosks will function in the supported five (5) languages including but not limited to English, Spanish, Mandarin, Portuguese and Punjabi with capabilities and resources for expansion, modification, and additional languages could be seamlessly added without major system upgrades in hardware and software.

4. Kiosk Content

a) Vendor will build the kiosk ecosystem with input from the Court staff.

b) Kiosk will provide written directions and show 2D or 3D animated maps in the supported five languages to show routes to locations in the courthouse such as courtrooms, administration, restrooms, and any other locations jointly identified with the Court staff.

c) The Kiosks should meet Americans with Disabilities Act requirements, including being of appropriate height and enabling users to increase and decrease the font size to enhance readability.

d) Content of the kiosks specific to the locations will be as follows:

Martinez courthouses o Kiosk will show 2D or 3D animated maps of a point of interest within any of the three Martinez courthouses.

o Kiosk will provide detailed addresses and phone numbers to the branch courthouses and various county offices (e.g. Public Defender) as part of the FAQ.

Richmond, Pittsburg, and Walnut Creek Branch courthouses o Kiosk will show 2D or 3D animated map of a point of interest within the courthouse it is installed in.

o Kiosk will provide detailed addresses and phone numbers to the Martinez courthouses, other branch courthouses, and various county offices (e.g.

Public Defender) as part of the FAQ.

e) Points of interest for each kiosk are given at Exhibit 6 Tentative Points of Interest per Kiosk.

f) FAQ Database:

i) Vendor will build an FAQ database that will not be limited in content size as well as subsections.

ii) Court will provide final proofread translations in English as well as all four non-English languages.

iii) Court will provide audio of the FAQs in all five languages.

Vendor will upload the written and audio FAQs to all the seven kiosks. Court should have the ability to modify the FAQs, both written and audio, using a web-enabled interface in Google Chrome and another widely used browser. The User Interface should be simple to use. The Court should be able to make necessary translation adjustments as needed.

g) Kiosk will show location of judge’s department in real time. The Court should have the ability to change in real time (daily/instantly) as Judge’s departments/ locations change.

h) Kiosk programming interface must allow pre-programmed future moves. For example, programming moves with effective and end time & dates. Department 1 in Bray 2012 moving to Bray 2016 from 8:00 AM on 5/6 to 5:00 PM, 5/10.

i) Kiosk should provide QR tag technology to scan 2D or 3D animated maps onto smartphones.

j) Kiosk user/ Court visitor will not have access to the internet through the kiosk.

However, Court IT and Court Operations should have access to the kiosk through Court’s internal network to make required changes as and when needed.

5. Kiosk locations Kiosks will be located as follows:

COURTHOUSE LOCATION

Wakefield Taylor courthouse, Martinez First Floor Main Street Entrance

Wakefield Taylor courthouse (second floor Court street entrance), Martinez

Second Floor Court Street entrance

AF Bray Courthouse, Martinez First Floor Ward Street Entrance

Spinetta Family Law Center, Martinz First Floor Pine Street Entrance

Richmond Courthouse First Floor Pittsburg Courthouse First Floor Walnut Creek Courthouse First Floor

List of Courthouses with their addresses is given at Exhibit – 4.

6. Analytics and Reporting Reports should provide information on kiosk usage, user behavior, and performance metrics to optimize future changes. Court wants built-in basic reports of parameters such as:

a) What language(s) used most often?

b) Most frequently looked up FAQs.

c) Locations where Court visitors need most help ‘wayfinding’, etc.

d) Number of users elected to generate QR code generating maps and written directions on their smartphones.

The kiosk system should have ability to generate basic reports using on-demand web-based or scheduled reports via email with customizable email addresses.

7. Kiosk hardware, software, etc.

a) Type/size of kiosk

i. Type and size of kiosk required for different courthouses would be jointly decided by the Court and the winning bidder.

ii. The kiosk should be secure and resistant to vandalism. Vendor should provide details of how the pedestal kiosk is secured to the concrete floor to prevent any tipping or removal, and how the wall mounted kiosk is secured to the wall.

iii. Kiosk should have:

1) Interactive capabilities

2) Touchscreen monitors

3) Built-in speakers

4) Generating QR codes after completing an inquiry so a mobile device could scan the directions (written and visual on a map).

b) Kiosk software & network connectivity

Kiosk software should be based on the latest version Microsoft Windows operating system. The user interface design and visual components as well as navigation flow should be easy for the lay public to understand and operate. The administrator user interface should be web-enabled and should be easy to navigate with a web-browser. Kiosk software should be amenable to remote management and monitoring to enable software updates, oversee performance, and troubleshoot issues. The Kiosks should have the following connectivity options: wirelessly (2.5 or 5.0 GHz) in a secured manner connected to the Court's secured Wi-Fi network and wired by RJ-45 ethernet.

c) Electrical power and network connection.

Vendor will clearly specify electrical power line and network connection needed to operate the kiosk. Court will provide the same where the kiosks are to be installed. The Kiosks should have an internal memory of at least 256 MB with 256 to 512 GB Solid State Drive to store maps and other information in case of network or electrical power disruptions. They should be capable of operating standalone with the latest information available. The Courts may elect to add an Uninterrupted Power Source to the Kiosks.

8. Project Management, installation, testing and acceptance.

Selected vendor will do a site visit of each location and develop a plan for installation, testing and acceptance with Court staff before commencing actual installation. Court staff and vendor will perform testing of the kiosk for all its functionalities before acceptance and approval for payment.

9. Implementation Schedule

Bidder will indicate in its proposal a comprehensive implementation schedule specifying Court and vendor responsibilities along with monthly timelines and resources required.

10. Training

Selected vendor will provide training to the Court staff for upkeep of the kiosk, its contents and technology. Vendor should include user maintenance training and technical/troubleshooting training for IT staff.

11. Warranty

Vendor will provide warranty of three years for the kiosk enclosure and electronic hardware as per industry standards with a Service Level Agreement of 2 working days response time and 4 working days resolution time after notification. The same will be specified in the proposal.

12. Support and maintenance.

The vendor should provide different service options for the kiosk and the included technology. The support agreement should include troubleshooting, updates, change requests, and training.