RFP NSP7149 Z1 ProPhoenix Nebraska State Patrol RFP Response 1 of 6 (1).docx

Nebraska State Patrol Request for Proposals For CAD and WDA/Mobile Systems

RESPONSE

Table of Contents

Cover Letter

July 22, 2024

Jason Dean, Procurement Officer Nebraska State Patrol 4600 Innovation Drive Lincoln, NE 68521

RE: RFP #NSP7149 Z1

ProPhoenix is pleased to present the enclosed proposal in response to the RFP advertised by the Nebraska State Patrol. We have reviewed the project and with our fully integrated and scalable system, ProPhoenix is well-positioned to provide the solutions needed for the Nebraska State Patrol, now and in the future.

The ProPhoenix suite is a complete public safety software system including Computer Aided Dispatch (CAD), Wireless Digital Assistant (WDA) our mobile application for law enforcement, and the ProPhoenix Key Global Information Sharing™ (KGIS) data sharing network links all user agencies, providing incredible amounts of information regarding names, incidents, and mugshots for officer safety. The system modules and applications are innovative, intuitive, and fully integrated, which also eliminates the need for duplicate entries and will reduce countless hours and resources. The initial purchase is all the state patrol would need, as there is no fee for new releases or updates. Everything is included in the annual maintenance fee and saves on future capital investment.

We will show you just how user-friendly, dynamic, yet robust, and complete our software applications are in promoting officer safety and user efficiency. We believe a demonstration of the ProPhoenix suite of software products will be most beneficial in your review of the software applications we are proposing and cannot stress enough the importance of this activity to equip your Evaluation Committee with as much comparative information as possible.

All materials and enclosures required by this RFP Response have been submitted. Our Regional Sales Director Fred Johnston (fred.johnston@prophoenix.com or (609) 953-6850) would be happy to answer any questions you have regarding our response to this Public Safety Software Request for Proposal. As Executive Vice President of ProPhoenix, I have the authority to submit the proposal offered and I will be the contact for all future contract negotiations.

Sincerely, Paul Hoppe Executive Vice President Paul.hoppe@prophoenix.com

1. Corporate Overview

a. Bidder Identification and Information Chenosa Systems DBA ProPhoenix Corporation 502 Pleasant Vally Avenue Moorestown, New Jersey 08057

(609) 953-6850 Established 2004

b. Financial Statements ProPhoenix has not lost a law enforcement customer due to dissatisfaction since its inception and we think this is a significant statement that sets us apart from our competitors! We also believe that is a significant factor in demonstrating the financial stability of the company.

ProPhoenix is a privately owned corporation. We respectfully choose not to include financial information at this point in the Sales process. ProPhoenix would be more than happy to provide the required financial documents following a demonstration and pending selection as the choice vendor for this project.

We have included the following that may assist you in obtaining further information.

William J. Morgan CPA Harrison, Mauro & Morgan, PA 703 White Horse Road, Suite 5 Voorhees, NJ 08043 (Phone) 856-782-9700 (Fax) 856-782-2233

Scott Tourtellotte SVP - Senior Relationship Manager Commercial Banking Bank of America Merrill Lynch 22 W. Route 70, Cherry Hill, NJ 08002 Direct: 856-616-8728; E-Fax: 212-548-2057; Mobile: 609-238-5667 Email: scott.tourtellotte@baml.com; Webpage

c. Change of Ownership ProPhoenix has never changed ownership in its 21 years of business. There is a legacy plan in place, ensuring that ProPhoenix will never be sold and will remain privately held.

d. Office Location ProPhoenix is headquartered in Moorestown, New Jersey.

e. Relationships with the State ProPhoenix does not have any state contract with the State of Nebraska

f. Bidder’s Employee Relations to State The ownership, nor any employee of ProPhoenix has ever been employed by the State of Nebraska. ProPhoenix utilizes only one subcontractor, AWS, and is unaware of any employees previously employed by the State of Nebraska.

g. Contract Performance One ProPhoenix contract was canceled in the last five years for a comm center that serviced many agencies. Several of the agencies did not have a voice in selection and after a discouraging lack of agency participation, the host agency decided to remain with their current vendor.

Macecom 502 W Cota Street Shelton, WA 98584 Michael Evans, Executive Director 360-490-3050

The decision to terminate our contract included CAD, RMS, Mobile, and Fire RMS. There were issues with different factions within the organization about making changes from their Spillman software to ProPhoenix. This caused challenges in getting the project to stay on course. There were things that the Spillman system did that some people liked and Phoenix did not do. After months of meetings, it was mutually decided that it was best to terminate our agreement. The agency went back to the Spillman system. The Executive Director's comment was, “The troops did not want to make a change from Spillman albeit, he knew Phoenix was much better, however, pressure was to go back to Spillman.”

h. Summary of Bidder’s Corporate Experience

i. Similar Projects Gloucester County Emergency Services -- Clayton, New Jersey (302k Population)

· Deputy Chief Jay Jones (W)856-307-7915, jjones@co.gloucester.nj.us

· Customer since 11/3/10 – Live since 10/15/12.

· CAD center serving all 41 fire departments, 6 ambulance squads, and 4 paramedics. All 24 police departments, the sheriff’s department, along with prosecutor's office, SWAT, and emergency response teams. Police and fire using ProPhoenix RMS.

· Calls for Service: 240,000

· ProPhoenix was the Primary Contractor. No Sub-Contractors.

· ProPhoenix responsibilities are as follows – Establish a Kick-off Meeting – Based On The Results Of The Meeting – Create A SOW/Project Plan – Assign Project Managers – Schedule Meetings – Create A Training Plan – Install Software – Implement – Do Data Conversion With Our Internal Team – Set Go-Live Date – Assign Phoenix Go-live Onsite Team – Go Live – Set-Follow-up Post Go Live And Assist Where Needed.

Milwaukee County Sheriff’s Office -- Milwaukee, Wisconsin (948k Population)

· System Administrator Andrew Carrion (W) 414-278-2038, andrew.carrion@milwaukeecountywi.gov

· Customer since 10/28/05 – Live since 6/07 with RMS with gradual growth over the years.

· CAD serving law and jail

· Calls for Service: 220,000

· ProPhoenix was the Primary Contractor. No Sub-Contractors.

· ProPhoenix responsibilities are as follows – Establish a Kick-off Meeting – Based On The Results Of The Meeting – Create A SOW/Project Plan – Assign Project Managers – Schedule Meetings – Create A Training Plan – Install Software – Implement – Do Data Conversion With Our Internal Team – Set Go-Live Date – Assign Phoenix Go-live Onsite Team – Go Live – Set-Follow-up Post Go Live And Assist Where Needed

Walworth County Sheriff’s Office – Elk Horn, Wisconsin (104k Population)

· Captain Todd Neumann (W) 262-741-4621, tneumann@co.walworth.wi.us

· Customer since 5/6/09 – Live since 7/2010.

· CAD serving sheriff’s department, 22 police departments, and 18 fire departments using ProPhoenix RMS

· Calls for Service: 216,768

· ProPhoenix was the Primary Contractor. No Sub-Contractors

· ProPhoenix responsibilities are as follows – Establish a Kick-off Meeting – Based On The Results Of The Meeting – Create A SOW/Project Plan – Assign Project Managers – Schedule Meetings – Create A Training Plan – Install Software – Implement – Do Data Conversion With Our Internal Team – Set Go-Live Date – Assign Phoenix Go-live Onsite Team – Go Live – Set-Follow-up Post Go Live And Assist Where Needed

ii. Bidder and Subcontractor Experience ProPhoenix has over 803 customers in 27 states with successful deployments. It is not our practice to release customer lists prior to contract signings, however, we have supplied three references as requested.

iii. Subcontractor Share of Project AWS Cloud is the only subcontractor used by ProPhoenix to assist in Cloud deployments.

i. Summary of Bidder’s Proposed Personnel/Management Approach ProPhoenix has developed a project management methodology based on best practices and Project Management Institute (PMI) recommendations. All new projects are divided into the following six distinctive project phases:

Each project phase includes a set of defined work products and documents that establish the expected level of management control. Most of these items are related to the primary phase deliverable, and the phases typically take their names from these items.

Project Management – Resource Commitment There are bi-weekly project status meetings conducted by conference call. These meetings will involve members of the Nebraska State Patrol Project team at varying levels during the project. These meetings last approximately 60-90 minutes.

The Nebraska State Patrol Project team members will have various levels of contribution with the Project Manager having full-time involvement in the project from onset through Go Live and probably for several weeks following. It is critical for the project's success that the team members selected are enthusiastic about the change and dedicated to completing tasks required to meet deadlines and stay on pace with the project timeline.

Agency Trainers should have ample practice time scheduled within their regular duties to prepare for End User Training. They will work with the Application Administrators to configure the system to match as closely as possible with the current business practices and work out any departmental policies that need to be altered to accommodate the new technology. The Project Manager and members of the Phoenix Implementation Team will be involved as much as needed during this time.

COMMITMENT

COMMENTS

1-2 hours per week following Backups can be automated

5-10 per month following Go Live This depends on how the tasks are delegated

40 hours assisting with set up and customization;

40 hours per class for end-user training Determined by how many trainers are available to teach classes for end users

For Nebraska State Patrol:

Project Manager

1 for overall project This person will be the primary contact for ProPhoenix. He/She will be responsible for ongoing communication with each of the Project agencies regarding project progress, issues and/or changes and will coordinate and manage activities of the appointed staff in fulfilling the responsibilities within the Statement of Work and the Agreement.

System Administrator

1-2 for overall project This role may change depending on the Installation plan accepted by the Nebraska State Patrol Project Team. The System Administrator will be responsible for ensuring the customer network, servers, and client (PC) environment is installed and maintained properly; provide operational support of the customer hardware and system software infrastructure; provide operational support for ProPhoenix Standard Software to Project member agency users; and perform routine software upgrades, backup, and recovery tasks for the Phoenix Software.

Application Administrator(s)

For 911 Center: 3-4

The Application Administrator(s) will configure the software applications including user-defined coded tables, parameters, and settings that help the Project Team customize the system. This person will maintain personnel records and user security; and update GEO to enter new premises, streets, and intersections. This person will also assist in communicating new version changes to all Users. This position will demand more hours during implementation and then drastically reduce commitment following Go Live of all modules.

Project Team Organizational Chart

Resumes of Key Personnel Joseph Lehmann, Jr.

Relevant Experience ProPhoenix Corporation 2010 to present Vice President of Professional Services

· Direct Project Management, Support Services, Training staff and Implementation Team members

· Subject Matter Expert participating in development, design and testing of all new applications and features

· Install and manage company’s US servers, create virtual servers, manage company active directory

County of Burlington, NJ – Department of Information Technology 2009-2010 Senior Technician

· Project Manager for Police Department data migration

· Daily system backups, disaster planning, continuity of operations

· Set up and configure workstations, perform security audits, analyze reported problems

· Assist Police Department with crime data and creating reports, create queries and troubleshoot

Mount Laurel Police Department, NJ 1986-2009 Chief of Police 2008-2009 Lieutenant, Commander Services Division 2000-2007 Sergeant, Communications/Records 1995-2000 Police Officer

Fire and EMS Service (All Volunteer) County of Burlington, NJ 1998-2011 Chief Fire Coordinator Deputy Fire Coordinator Firefighter

State of NJ Division of Fire Safety 2005-2011 Deputy Regional State Fire Coordinator

Relevant Education Certified Public Manager, State of NJ Department of Personnel, 2003 West Point Command and Leadership Program 2001 Burlington County College 1999-2002 Certified Fire Officer 1 Certified Instructor: Firefighter Level 1 & 2, Incident Command Levels 1, 2 & 3, SCBA/Smokehouse Live Burn

Numerous personal and professional affiliations and awards

Ludmila Barkagan, MBA Relevant Professional Experience ProPhoenix Corporation 2/2020 – present Manager of Project Management and Conversion Services

· Manage Project Management team and oversees all related responsibilities for active projects

· Manage conversion services between customer and ProPhoenix Conversion Team

· Directly involved in managing Business Process Improvement for Project Management Team

Securus Technologies 4/2019 – 1/2020 Public Safety Engineering Program Manager/Scrum Master

· Led cross functional team and provided project management leadership in the delivery of complex projects using the Engineering Team’s disciplined process to manager all aspects of major public safety projects include the establishment of the project charter through successful project execution and project acceptance.

· Managed Business Process Improvement through enhanced utilization of Agile Scrum Methodology throughout the organization to improve communications between Engineering, Product Management, and Business to provide more transparency across the departments.

· Assisted in defining and deploying new product development processes and in facilitating the continuous improvement of existing processes.

NBME 1/2018 – 12/2018

IT PMO Project Manager

CIGNA 2/2017 – 12/2017

CBX ECC Program/Project Manager Ditech Financial Program/Project Manager PHH Mortgage 11/2015 – 5-2016 EPMO Technical Program/Project Manager JPMChase 2/12 – 11/2015 Program/Project Manager

Relevant Skills

· SDLC (Requirements, Design, Development, QA Testing, UAT Testing and Implementation)

· Agile/Scrum, Waterfall, Prince2, COBIT methodologies

· Microsoft Office Suite

· Industry frameworks (e.g., CMMI, COBIT, ITIL, Six Sigma, Resource Project Management (RPM), IT project tool Relevant Education Master of Science degree in Business Administration and Engineering, University of Engineering, Odessa, UA Master of Science degree in Mathematics and Physics, University of Education and Science, Moscow, Russia PMI Member (New Jersey’s Chapter IT & T, SIG Risk Management (ID 668743)

Paula McClatchey

RELEVANT EMPLOYMENT EXPERIENCE:

ProPhoenix Corporation 2007-Present Project Manager/Customer Liaison

· Manage Public Safety system (Law Enforcement & Fire agencies) projects

· Maintain Project timeline and Project plan; coordinate software setup, training and go live with customer project team; maintain customer contacts, products, and project items in Customer Relationship Management (CRM) software

· Order customer 3rd party hardware

· Enter and Maintain customer proposals, work orders, invoicing in CRM

· On-Site Instructor for software administration, Train the Trainer and End User training sessions teaching all aspects of the system usage

· Handle all customer support calls through to resolution until account/project goes online “LIVE” with software

· Maintain CRM database by updating support case/help ticket items; work with Support and Development teams along with customer contacts for details, troubleshooting, and identifying issues that need remedial training or fixes

· Manage/support telephone helplines and online “Chat” support

· Perform in-house User Acceptance Testing (UAT) for Fire and CAD products whenever changes are made, including enhancements and upgrades as Subject Matter Expert (SME)

ProPhoenix Corporation 2005-2009 Product Manager

· Fire software design and implementation for Fire software products

· Maintained product timeline and coordinated software production with Development team

· On-Site Instructor for software administration, Train the Trainer and End User training sessions teaching all aspects of the system usage

· Handled all incoming customer support calls, created help tickets, tracked calls until resolution achieved

Archonix, LLC 2004-2005 Project Manager

· Maintained employee personnel records, time off tracking, reviews, and evaluations

· Coordinated and scheduled software installations

· Fire product management

· Fire products software trainer/instructor

D.M. Data Corporation 1991-2004 Support Services Representative

· Handled all incoming customer support calls, created help tickets

· Fire software design and product management

· On-site Fire and Office Automation software trainer/instructor

**Please refer to our references for feedback on our project management team and trainers.

j. Subcontractors AWS Cloud/Amazon Cloud Rob Turner, Business Development Manager Amazon Web Services, Justice and Public Safety/Corrections rfturner@amazon.com

(571) 581-0878 Percentages based on contract.

2. Technical Approach

a. Technical Approach

i. Understanding of the Project Requirements ProPhoenix has read the RFP and technical requirements in their entirety and fully understands the project proposed by the Nevada State Patrol.

ii. Proposed Development Approach

Each project phase normally includes a set of defined work products and documents that establish the expected level of management control. Most of these items are related to the primary phase deliverable, and the phases typically take their names from these items.

For the Nebraska State Patrol, ProPhoenix proposes a five-phase methodology:

Phase 1. Define the System The goal of this phase is to ensure that the operational intent defined in the proposal and contract, as written, are consistent. This phase begins with a review of the ProPhoenix proposal to the Nebraska State Patrol. The review establishes the conditions and extent of work to be performed and clarifies expectations about the system. All types of requirements (functional, operational, performance, application, data, and interface) are analyzed until understood by the project team (see Requirements Validation). This review will clarify any questions or wording in the proposal that will become the final statement of work (including software and hardware) for the project. Tasks and deliverables are itemized in the statement of work (SOW) and described below:

· Contract approved. This task signifies the completion and approval by all parties of the contract for the project. The contract describes the specifics of the terms and conditions for the project. Completion of this task defines the date for the official start of the project.

· Contract/SOW review. All parties review the signed contract to confirm that the contract:

· Functions as the original statement of work reflected in the initial proposal and proposal addenda

· Documents specifically the work to be performed

· Establishes the conditions of work

· Sets the expectations for the system

· Is reviewed by the client and the ProPhoenix Implementation team to ensure that the integrated and joint project team understands the requirements

· Requirements review with client. Upon completion of the contract and/or SOW, the ProPhoenix Project Manager will meet with personnel from Nebraska State Patrol Project Team to clarify any outstanding issues. This process will result in a draft project baseline that enables subsequent phases to be completed with the mutual understanding of all parties.

· Project baseline established. This task represents an internal task of the Project Manager after the Nebraska State Patrol Project Team confirms that all required materials and services described in the SOW are accounted for, and activities are established to effect delivery to the client based on the project schedule.

· Project schedule finalized. The project schedule includes all major work activities associated with the system implementation and third-party hardware installation. All members of the project team mutually approve of the project schedule.

· Training plan creation. The training plan identifies the logistics of training, the methodologies and objectives, and a description of each training class for software and for associated third-party vendor hardware.

Phase 2. Design the System During this phase, the integrated project team defines the system construction, configuration, interfaces, and third-party hardware configuration and installation requirements which become the blueprint for the project. Tasks and deliverables are described below:

· Acceptance test plan. The acceptance test plan defines the functional testing methodology for the project. The test plan originates with the development of requirements and culminates in the completion of the design.

Phase 3. Build the System During this phase, the integrated ProPhoenix Project Manager performs the activities required to deliver system functionality as specified and develops specified interfaces, including system integration. Your activities before installation are also completed during this phase in system delivery readiness. Tasks and deliverables:

· Interfaces. This task represents the effort required to complete the development of the system interfaces that are specified by the contract/SOW.

· Pre-installation requirements. This task represents the activities required to be completed before starting delivery and installation of the hardware and system. ProPhoenix requires a “Pre-Installation Workbook” that answers questions regarding the Nebraska State Patrol network, firewall, server IP addresses, etc.

Phase 4. Deliver the System During this phase, the third-party hardware components are coordinated, and the software system is delivered, configured, installed, and initially tested for correct operation. Interfaces are delivered and configured to operate with the existing systems and new systems as applicable. Data is loaded for site operations.

Tasks and deliverables:

· Install software systems.

Identify the activities involved in the installation of and configuring the system for training. The installation also includes the ProPhoenix applications and databases for Production and Training that are available to the Nebraska State Patrol in perpetuity. The systems are checked for correct operation with client-supplied network settings and configuration.

· Deliverables:

· ProPhoenix applications

· ProPhoenix databases for Production, Testing and Training

· Interface software Phase 5. Maintain the System Maintaining your ProPhoenix systems, and providing a mechanism for expansion, are necessary to maximize the system’s productive life.

Project status meetings will be documented through meeting minutes that are shared with the customer. Microsoft Project is used to track deliverables, milestones, and outstanding/completed tasks by each party. The project plan will be reviewed during bi-weekly project status meetings. Daily communications are a combination of telephone calls and email messages.

iii. Technical Considerations Hardware Recommendations Dell Products are used for comparison purposes only. Any brand is supported if it meets the minimum requirements. See section iv for additional technical information.

SAN:

Dell Storage with 12 or 16 TB

Physical Server 1: Dell R6 Series Server with 128 GB RAM SQL Server VM (1st SQL in Cluster Configuration):

RAM: 48 GB

Allocate: 1 TB for Data, 1 TB for Log, 1 TB for File Storage (Adjust as required) OS Disk: 200 GB RAID

CAD Server VM:

RAM: 16 GB

OS Disk: 200 GB

NetMotion / Domain Controller Server VM:

RAM: 4 GB

OS Disk: 200 GB

Physical Server 2: Dell R6 Series Server with 128 GB RAM SQL Server VM (2nd SQL in Cluster Configuration):

RAM: 48 GB

Allocate: 1 TB for Data, 1 TB for Log, 1 TB for File Storage (Adjust as required) OS Disk: 200 GB RAID

RMS Server / Report / Test Server VM:

RAM: 16 GB

OS Disk: 200 GB

User Workstations (CAD / RMS / WDA)

· PC with Intel Core i5 or higher processor with 3.2 GHz or higher with:

· RAM 6 GB (8 GB is recommended)

· Disk: 500 GB

· Windows 10 Ent / 8.1 or Windows 7 (migrate please)

· Microsoft .NET Framework 4.5.1

· IE 11.0 or higher

· Screen size and resolution: 21" or larger, 1920 x 1080 minimum

· MDT screen size and resolution: 13” or larger, 1024 x 768 minimum

WDA App Mobile App Device (Windows)

· Tablet - Unsupported

· Phone - Unsupported

Mobile App Device (Android)

· Tablet - Screen size: 7", and 10"

· Phone - Screen size: 5 inch (1080X1920) and above

· Operating System: 5.0 or higher

· RAM: 2 GB or higher

· ROM: 32 GB / 64 GB hard drive

· Devices are available from Samsung, and Panasonic (ToughPad)

Mobile App Device (Apple)

· IPad, iPad Mini2 and above, iPad Air and above, and iPad Pro 9.7" & 12.9"

· Phone and iPhone SE and above

· Operating System: iOS 9 or higher

· ROM: 16 / 32 GB / 64 GB hard drive

Printing from a Mobile Device

· To print an inspection certificate or violation notice in the field, wireless connection through a MiFi device or cellular connection is required. MiFi devices are available from Verizon (Jetpack) and AT&T.

· For Android/iPad Mobile Printing, the following devices are available: HP OfficeJet 100 Mobile Printer, Brother Pocket Jet Printer Bluetooth

A “PrinterShare” app is required to print to Bluetooth printers for Android and iPad.

· For Windows 8 Mobile Printing: Wi-Fi, USB, or Bluetooth printers can be used.

iv. Architecture Solution

Phoenix software is architected to accommodate the functional and non-functional requirements needed for a large public safety agency and the application is designed from the ground up utilizing the latest technologies centered on the Microsoft .NET framework as the runtime.

1. All the modules are designed with a consistent look and feel to ensure no new processes are learned to navigate/perform similar functions in different areas of the product.

2. Designed with a single point of entry, user and department personnel will not waste time entering the same information multiple times.

3. Data entered in one module is easily accessible from another module. There is always a single source of data storage, and all systems will access the single source through a defined component to provide it to the user with a click of a button, using the lookup option, in all the products. (RMS and CMS)

4. All the code is written in the form of components for maximum reusability and to abstract the low-level policies in the high-level layers. Some of the system components are caching State Mgmt., Authentication, Crypto, Logging, Exception Mgmt., Web page framework, and Communication framework. Like system components, the application's use cases are packaged in the respective components in the hierarchy of BL, DB and used by front-end web or Windows layers consistently.

5. Microsoft C# is used as a programming language to develop the service side software and all the services.

6. Web front ends are developed using HTML, CSS, JQuery

7. Mobile apps use Xamarin & MVVM pattern to reuse the functionality in all the devices – Apple, Android & Win8/10.

8. Products are developed using Microsoft .NET languages, C#, ASP. Net and several third-party tools such as Google Maps, mugshot, scanner, barcode, ScenePD, etc. All the 3rd party tools are wrapped using Phoenix wrappers so that when the need comes for an upgrade or change in components, the 3rd party software will not be affected.

9. Scalability and high availability can be achieved using running multiple instances of CAD & RMS applications and all the servers are running behind a Windows load balancer to share the load by different servers.

10. High availability for the server services can be handled using Hyper-V or VMWare and SQL Failover clustering.

ProPhoenix Application Architecture contains the architecture of the components, their capability, relationships and how they collaborate to provide the system capabilities. It was designed to meet the requirements of the logical and deployment architectures. The ProPhoenix Solution Architecture and ability to deploy a cost-effective solution can be scaled from a minimal small-scale solution through to an enterprise-class manageable single or multi-juris deployment.

ProPhoenix Public Safety Software, by design, delivers the capability for customization and extension; this is provided via a series of ProPhoenix frameworks. The frameworks effectively provide an integrated development environment.

Technologies required to support the architecture, as well as supporting the above requirements, have a clear supported roadmap over time, enable compliance to relevant common standards, and can have development tools available that support enterprise-class and scaled development.

The following is a list of some of the key principles that have been applied to the ProPhoenix Application Architecture:

• Must follow layered principles

• User experience is loosely coupled with the other layers

• Architecture must be integrated and workflow-enabling

• Architecture must support prevailing standards (Public Safety Domain standards)

• Architecture must provide protection for evolving standards via isolation layers

• Architecture must provide 99.999% availability

• Must be simple, reliable, robust, and fast performing

• Must be capable of scaling up, scaling down, and scaling out

• Must be accepted universally as a secure architecture

• Data center deployable

The ProPhoenix design is based on a layered architecture to ensure that correct governance is applied to requests. The actual implementation of the architecture has the intelligence to only make use of the layers required to satisfy a request, reducing unnecessary processing and communications thus ensuring performance and efficient use of resources.

Presentation layer: Deployed as a web client from Microsoft IIS or a Rich Rendering client either installed on devices or delivered through thin-client technologies. These options provide support for a wide range of devices and device types.

Business layer: .NET framework running on Windows Server Database layer: Microsoft SQL Server

If you choose an on-premise installation, we have included our hardware recommendation guide for supported environments. We would be happy to discuss further options based on your needs. Applications run on Windows server virtual machines.

ProPhoenix is a Microsoft Gold Partner. Any Windows products or Windows-compatible products are supported.

Architecture Diagram – On-Premise

Architecture Diagram – Cloud

v. Detailed Project Plan This project will employ a work breakdown structure (WBS) to depict the scope. The WBS will be created by determining the project’s main phases and then using a hierarchical format to organize the rest. Deliverables are determined by analyzing the contract, SOW, and product release schedule. Related tasks, dependencies, and task order will be determined by collaborating with the ProPhoenix project team.

Implementation

Dual Practice Period

Transfer to Support

Final Conversion

Prior to submission of each deliverable, the Nebraska State Patrol Project Team and the ProPhoenix Project Manager will jointly review, revise if necessary, and approve the acceptance criteria that will be used in evaluating each Deliverable in advance of the Deliverable Milestone date.

ProPhoenix will submit the required deliverables specified in the SOW to the Nebraska State Patrol Project Team for approval and acceptance. The Nebraska State Patrol Project team and their respective team members will review the work product for each of the Deliverables and evaluate whether each Deliverable has been met in all material aspects to the criteria established in this agreement.

Once reviewed and favorably evaluated, the deliverables will be deemed acceptable and billing for the achieved Milestone can be submitted for payment if associated with a payment due during contract negotiations.

vi. Deliverables and Due Dates The following table/sample project plan will address a proposed implementation time. All dates are tentative and are displayed to show a timeline with key dates and milestones. Actual dates and events will be inserted based on the customer schedule and finalized contract indicating exact interfaces to be performed and data to be converted. The below chart example has a January 1, 2025, start date and is for illustration purposes ONLY. Dates are not reflective of actual project events. Assumptions made include contract negotiations and execution will be completed by December 15, 2024. Functional requirements, necessary software updates, and interface development and conversion services can occur simultaneously.

ProPhoenix will work closely with the Nebraska State Patrol (NSP) Project team on all facets of the Project Plan to finalize a mutually agreeable timeline to meet the needs of both parties.

SAMPLE of Deliverables & Schedule

Task/Deliverable

Scope of Delivery

Dependency

NSP- Project Team-Assist

Project Kick-Off

NSP- Project Team-Assist

NSP-Share 01/10/2025

On-Site Analysis CAD/911 Center

NSP-Assist

Data Spreadsheet/Prep Training

App Admins - Share 01/20/2025

Install software

NSP-Assist;

Training Begins

Agency Trainers-Assist

NSP-Assist App Admins-Assist

NSP-Assist

(b) needs analysis – analyze and determine data to be converted

(c) obtain back up of database

(d) work with customer to finalize code mapping

(e) perform test record conversion

(f) each agency to review test records

(g) adjustments to conversion programming if necessary

(h) Post Go Live final conversion ProPhoenix-Lead Nebraska State Patrol IT-Assist

Hardware Setup

If using RMS Order, Configuration and set up for additional hardware that may be purchased by NSP:

1. Booking cameras

2. WASP Printers

3. Barcode scanners

4. eSignature Pads ProPhoenix-Lead NSP-Assist

Agency SMEs

NSP–Share

NSP-Assist

NSP-Share

NSP-Share

NSP–Assist

Risks

· Availability of the Nebraska State Patrol IT staff and Nebraska State Patrol Project Team.

· Substantive changes in the scope of work or deliverables will alter the timeline and expected completion dates for all subsequent elements of the Project.

· Changes in personnel assignments in the User agency and primarily, Project Leads may alter the timeline and expected completion dates for all subsequent elements of the Project.

Assumptions

· Project team members and all resources will be identified and in place by January 1, 2025 (for example above).

· Any additional interfaces or conversion of data not quoted in the Proposal that require additional development will be managed as a separate project. The quoted interfaces and data conversion will be defined as part of the mutually agreed SOW and outlined in a separate section.

· The Nebraska State Patrol agrees to make available, without charge to ProPhoenix, office space and (other items such as office furniture, office equipment, phone, and photocopying) needed by the Contractor for the performance of its services agreed to within this Contract.

Constraints

· Scheduling of some remote access-related Deliverables will need to occur before 11:00 am Eastern Time whenever possible to allow for adequate completion during normal business hours.

· All work performed will be kept within the scope of the Project. Any additional work identified through the Project and deemed outside the scope will need additional proposals and agreement by the parties.

Critical Success Factors

· All risks are accurately identified, and strategies are developed to minimize negative effects on the successful completion of the Project.

· Agency commitment of time and resources to complete setup and configuration necessary for the project's success.

· Where differences occur in agency procedures and processes that all parties employ a realistic approach to problem-solving; keeping in mind that some existing processes may be altered to accommodate the application (ProPhoenix) and the goals, needs, and requirements of the Nebraska State Patrol.

vii. Technical Matrix/Exhibit A Please see attached Exhibit A.

Computer Aided Dispatch (CAD) Overview CAD supports Law Enforcement, Fire, EMS, and Office of Emergency Management operations seamlessly. Call taker, dispatch and unit status functions can be combined singly or can be separated into many different arrays. Multiple dispatch command line methods are available – Unit recommendation, keyboard, mouse, and "EZ-Dispatch" all using integrated AVL and Mapping. In addition, officers may initiate calls from Phoenix WDA (Mobile).

A CAD Status server license provides for an unlimited number of users for “view only” of the CAD Status screen, allowing a status screen to be displayed in any station, office, report writing, or muster room, as needed but with no dispatching ability in Nebraska State Patrol project approved locations.

Included with a CAD Server Site License:

· Single Juris / Multi Juris / Multi-Site / Multi PSAP / Multi-County

· Law Enforcement / Fire / EMS / OEM

· Automatic Unit Recommendations for the Sheriff’s Office units based on Location, Call for Service type, and Premise Type; Ability to upgrade alarm levels of response and recommend additional units based on pre-defined protocols.

· Mapping and AVL Capabilities are Standard Features including the ability to choose between Here Maps, Google Maps, and ESRI Mapping applications

· Customizable Command Codes, Call for Service Codes, and Disposition Codes

· Customizable UI (User Interface) for End Users and/or by Agency

· Supports Mouse, Command Line, Ribbon Menu for data entry

· Fully integrated with Wireless Digital Assistant (WDA) our CAD mobile software (see below)

· SOP, Address, Name, Premise History, and HazMat Flag Information immediately accessible

· CAD Status screens available in all Locations (Agency Commanders, Supervisors, Roll Call Rooms, Fire stations, etc.)

· Access to Complete Police RMS based on Role Permissions

· Ability to update all call information (Names, Call for Service Codes, Locations, Vehicles)

· All CAD entered information is available in Phoenix RMS or FRMS with no separate interface

· NCIC Interface returns are attached to Call data for retrieval in CAD or WDA

· Fully integrated with E911 and NG-911, Enhanced Rapid SOS and Text 2 Dispatch

· Email and Text notification features

· User Help available with F1 key; function keys, shortcuts and Hot Comments; User friendly

· Ability to interface with multiple other solutions such as (but not limited to): ProQA, I Am Responding, Toner notification software

· Agency-defined Tow rotations/schedules

General CAD features Whether you have a single-juris, multi-juris, multi-PSAP, or multi-site Communication Center, ProPhoenix is scalable and configurable to accommodate exactly how you are currently doing business with any combination of police, sheriff, fire, EMS, emergency management, or ambulance service agencies. ProPhoenix will study your current configuration, considering any changes you wish to make with new technology, and assist your administrator(s) in configuring the system as you want to do business, not the other way around.

Color coding within the CAD screens is customizable by the end-user or for all users, however, we also provide icons and recognizable symbols for status alerts, units, and stations so any users with color blindness have visual prompts as well. User help is available on all screens by pressing the F1 key. Other shortcuts and keyboard functionality are built-in so a CAD user can utilize the mouse and/or keyboard to complete all screen functions.

Call for service codes are also built for CAD to generally describe the nature of the incident. Further defined management calls for service codes are selected by the personnel at the scene for the exact nature of their reporting responsibilities and as needed for state and federal reporting requirements. Call for service codes and call disposition codes can be customized to include whether a case is created in RMS as well as whether a report needs to be completed by the primary unit. It is possible for a unit finished at the scene to begin completing their report even though other units are not finished with evidence collection, traffic control, interviewing witnesses, or transporting subjects to jail or hospitals.

Standard Operating Procedures (SOPs) can be associated to call for service codes and customized to alert personnel in designated situations. They can be formatted as steps to be completed during the call taking, dispatching, or on-scene process. They can be in question/answer format to assist the call taker through the information-gathering process to assess the priority and determine the proper resources to recommend.

Agencies can set alert timers for command codes and call for service codes for any or all the status change options and responses due.

Alert flags appear for any situation desired including, but not limited to hazardous materials; name flags for known offenders, persons who have previously displayed suicidal tendencies or mental instability, or persons with warrants; location flags for places associated with previous dangerous situations or threats. These flags are available anywhere in the system the name, vehicle, or location is entered that is associated with an alert. A CAD alert can also include an image such as a mugshot associated with a known offender. Proximity flags can be shown for alerts within a certain distance from a location. This is particularly useful for multiple-family housing or business complex locations. Flags can be set to alert specific users such as call takers only or any combination along with associated priority levels.

Mapping is a critical feature for personnel in the Communication Center, in the station, and on the road. ProPhoenix integrates seamlessly with Google Maps, Here Maps, and ESRI mapping to provide all the necessary functionality to present a visual picture of the location of the incident as well as the physical location of the units responding. Map views and street views are available anywhere within the system where a map is displayed. Icons appear on the map associated with the incident location and the responding units. Dispatchers and any other CAD/mobile user can click on the icon to get details related to that incident.

For CAD workstations, we would propose the ESRI Arc-GIS mapping package for updating and displaying maps within your County. All mapping tools are available for use by the Application Administrator or end user based on security permissions. Map layers can be built for any criteria important to the agency. Some suggested map layers include hydrants, police beats, fire districts, political/jurisdictional boundaries, etc. All map layers can be “turned” on or off by the end user as necessary. Geo-fencing is available and can be created in real time.

Call location information available also includes contact/Keyholder information, documents/images such as floor plan diagrams, location latitude, and longitude coordinates, servicing agency and patrol area assigned or fire district, nearest cross streets, and common names associated with the location.

Possible duplicate calls within a certain area (that is customized by Agency) immediately alert Call Takers. Proximity flags are displayed on the map to assist in determining if it is a duplicate call but can also be displayed for known hazardous materials in the area or…