City of Gainesville · 1 City of Gainesville Request for Proposal RFP No. 13043 Police Records...

CITY OF GAINESVILLE REQUEST FOR PROPOSAL

RFP No. 13043 Police Records Management System Software

& Municipal Court Software

Proposal Release: (March 1, 2013)

Proposal Questions Deadline: (March 14, 2013 @10:00am)

Proposal Due Date: (March 22, 2013 @ 2:00pm)

Postal Return Address: Courier Delivery Address:

City of Gainesville City of Gainesville Purchasing Office Purchasing Office P.O. Box 2496 300 Henry Ward Way, Room 103 Gainesville, GA 30503 Gainesville, GA 30501

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City of Gainesville Request for Proposal

RFP No. 13043 Police Records Management System Software

& Municipal Court Software

Sealed Proposals will be received by the City of Gainesville, Administrative Services Department, 300 Henry Ward Way, STE 103, Gainesville, GA. 30501 until (2:00pm), (March 22, 2013), for the Purchase of Software for a Police Records Management System and Municipal Court Software. OVERVIEW The City of Gainesville, Georgia (Hereafter also referred to as “The City”) seeks proposals to provide software for a police records management system for its Police Department and municipal court software for its Municipal Court located at 701 Queen City Parkway. The Municipal Court Software may be awarded as a stand-alone solution or as an add-on to the main RMS application. It is understood that some vendors may not have both software programs. Those vendors are encouraged to participate since each solution may be evaluated separately. However, each solution must be compatible with other solutions. This Request for Proposal (RFP) has been compiled for the purpose of providing information, requirements, specifications, guidelines, and other data to be used by proposers who wish to submit a proposal for consideration.

The system is expected to be available for use no later than December 1, 2013.

NOTICE TO PROPOSERS

Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the City, or legally obligate the proposer to more than it may realize. Information obtained by the proposer from any officer, agent or employee of the City shall not affect the risks or obligations assumed by the proposer or relieve the proposer from fulfilling any of the RFP conditions or any subsequent contract conditions. Only the format and documents included with this RFP will be accepted as compliant for the submitted proposal. Failure to completely fill out all required attachments may result in disqualification.

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GUIDELINES

By virtue of submitting a proposal, interested parties are acknowledging:

This RFP is a request to purchase or otherwise acquire rights to use software, professional services required to implement/train new users on the software for the system. As such, proposals from implementation firms alone or software firms without an implementation mechanism will not be considered.

The City reserves the right to reconsider any proposal submitted during any point of the procurement. It also reserves the right to meet with select proposers at any time to gather addition information. Furthermore, the City reserves the right to delete or add functionality (i.e. modules and components) until the final contract signing.

All items must meet or exceed specifications as stated by the City. The City reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City. Determination of best response to proposal will be the sole judgment of the City. Proposals will remain valid until September 30, 2013.

The City reserves the right to reject any or all proposals at any time without penalty.

Any clerical mistake that is patently obvious on the face of the proposal may, subject to the limitations described below, be corrected upon written request and verification submitted by the proposers. A nonmaterial omission in a proposal may be corrected if the Administrative Service Department determines that correction to be in the City’s best interest. Omissions affecting or relating to any of the following shall be deemed material and shall not be corrected after proposal opening:

o Price Information; and o Any required Insurance

Proposals may be withdrawn at any time prior to the proposal opening. After proposals have been publicly opened, the proposer shall give notice in writing of his claim of right to withdraw his proposal due to an error within two business days after the conclusion of the proposal opening procedure. Proposals may be withdrawn from consideration if the price is substantially lower than the other proposals due solely to a mistake therein, provided the proposal was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the proposal, which unintentional arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the proposal sought to be withdrawn. The proposer’s original work papers shall be the sole acceptable evidence of error and

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mistake if he elects to withdraw his proposal. If a proposal is withdrawn under the authority of this provision, the lowest remaining responsive proposal shall be deemed to be the low proposal.

Pricing must be submitted on a “not-to-exceed” basis. For implementation services under a not-to-exceed arrangement, the City compensates the vendor on the basis of major deliverables to be identified in the development of the Statement of Work. If there is a “residual” amount at the end of the project (the difference between total implementation contract amount and actual total costs), the City will retain the difference. In contrast, if the implementation cost ceiling is exceeded, the vendor is to finish the work at no additional compensation, unless the City does not meet specific assumptions outline in the proposal. Proposers are to provide all work effort needed to meet the detailed functional requirements as part of their proposal. All firms submitting proposals are encouraged to submit the most competitive proposal possible as the failure to do so may lead to elimination prior to software demonstrations.

As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City of Gainesville is neither endorsing nor suggesting that the vendor’s product is the best or only solution. The vendor agrees to make no reference to the City of Gainesville in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City of Gainesville.

The City reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the Government.

The City reserves the right to revise this RFP prior to the date that proposals are due. All contacts will be notified of revisions to the RFP. Additionally, all revisions will be posted on the City’s website. The City reserves the right to extend the date by which the proposals are due.

Proposers are responsible for checking the City of Gainesville’s website for the issuance of any addenda prior to submitting a proposal. The address is http://www.gainesville.org/purchasing.

This RFP does not commit the City to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. All proposals submitted in response to this RFP become the property of the City of Gainesville and public records, and as such, may be subject to public review.

The firm that is selected for award of contract must be a vendor in good standing with the City and can obtain an active vendor status. To obtain an active vendor status the selected firm will be required to fill-out and submit all necessary documentation in the City’s Vendor Application which can be found at http://www.gainesville.org/purchasing.

When responding to this RFP, follow all instructions carefully. Submit proposal contents according to the outline specified and submit all hard copies according to the instructions. Failure to follow these instructions may be considered an unresponsive proposal and may result in immediate elimination from further consideration.

http://www.gainesville.org/purchasing

http://www.gainesville.org/purchasing

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INQUIRIES

Upon Release of this Proposal, all vendor communications concerning this acquisition must be directed to the Administrative Services Department correspondent listed below:

(Matt Hamby) City of Gainesville

PO Box 2496, Gainesville, GA. 30503 Phone: (770.535.6899)

([email protected])

All questions concerning the RFP must reference the RFP page number and section heading. All questions must be submitted in writing to the proposal correspondent named above. Questions must be received by 10:00 a.m., (March 14, 2013). A list of questions and answers will be provided to all know proposers and by request. Requests may be made to the proposal correspondent named above. Additionally, a list of questions and answers will be posted on the City’s website as an addendum to this RFP.

If any proposer planning to submit a proposal finds discrepancies in or omissions from the RFP, or is in doubt as to the true meaning of a particular requirement, a request for clarification or correction must be submitted in writing to the contact listed above.

Unauthorized contact regarding the proposal with other Gainesville City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor should rely only on written statements issued by the proposal correspondent.

PROPOSAL RESPONSE DATE AND LOCATION

The Administrative Services department must receive the vendors’ proposal in a sealed envelope, in its entirety, not later than (2:00 pm), Eastern Standard Time in Gainesville, Georgia on (March 22, 2013). Proposals arriving after the deadline will be returned unopened to their senders. All proposals and accompanying documentation will become the property of the City of Gainesville and may not be returned. One (1) original, (1) original copy unbound and (5) copies of this proposal must be submitted to allow for evaluation. Proposals must be clearly marked on the outside of the package: Police Records Management System Software & Municipal Court Software #13043

Signature on the proposal by the proposer constitutes acceptance by the proposer of terms, conditions, and requirements set forth herein.

Vendors are to submit (1) original Proposal, (1) original copy unbound and (5) copies.

Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt. Late proposals will not be accepted nor will additional time be granted to any vendor. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by electronic means.

By submitting a proposal, the proposer is providing a guarantee to the City that, if chosen, it will be able to provide the proposed products and services during the period of time discussed in the RFP.

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Any information contained in the proposal that is proprietary will be neither accepted nor honored. All information contained in this proposal is subject to public disclosure.

The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

PROPOSAL SCHEDULE

Proposal Release: (March 1, 2013)

Proposal Questions Deadline: (March 14, 2013 @ 10:00 am)

Proposal Due: (March 22, 2013 @ 2:00pm) EST

Up to three (3) finalists selected for demonstration: (March 29, 2013)

Demonstration from finalist (max 2.5 hours per finalist): (April 8 thru 12)

Follow-up to demonstrations (as necessary): (April 15 thru 19)

Award Date: (By May 15, 2013) (subject to final proposal review)

Software demonstrations will be held on-site at City facilities and will cover all functional areas listed in this RFP. Proposer demonstrations are an integral part of the selection process. To avoid unnecessary delays, the City expects that proposers will be available for demonstrations during the dates identified of the proposal schedule.

Discovery sessions will focus on implementation issues. After software demonstrations, demonstrating vendors will receive, if needed, a request for clarification letter that will ask proposers to clarify any necessary parts of the initial proposal. In addition, the discovery sessions will include discussion of implementation issues.

EVALUATION CRITERIA

The City will evaluate all written submittals. It is incumbent upon the proposer to demonstrate within their proposals how each requirement will be satisfied. All Proposals must meet the specification as outlined in this RFP. The City reserves the right to investigate the qualifications and experience of the proposers, or to obtain new proposals. Proposals not sufficiently detailed or in an unacceptable form may be rejected by the City. Information and documentation included in the proposal become public information upon opening the proposals. Interested firms must follow the process outlined in the following pages in submitting their proposal.

The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best system and implementation approach for the City’s current and future needs based on the information available and the City’s best effort of determination.

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The proposal evaluation criteria should be viewed as standards that measure how well a proposer’s approach meets the desired requirements and needs of the City. The criteria that will be used to evaluate proposals may include, but are not limited to the following:

Proposal Evaluation o Cost o Public sector experience o Technical features and compatibility with the City’s standards o Functional features and response to the City’s requirements o Overall implementation methodology and timetable o Completeness and relevance of response o References from existing clients o Training Plan o Project management

Demonstrations o Overall system features o Demonstration preparedness o Ability to provide required functionality for the City

Discovery o Implementation Costs o Project team experience/knowledge o Understanding of the City’s needs and goals o Implementation approach/risk mitigation plan o Staffing plan o Interfaces, conversions, and customization approach o Annual maintenance costs and user license fees

DEMONSTRATIONS Up to three (3) finalists shall be chosen to demonstrate their product. Selection criteria for the finalists include, but, are not limited to, the following:

Price

Vendor experience

Adaptability to meet the City’s needs

Ease of use by the end user

Technical Features

Compliance with RFP

PROPOSERS RESPONSIBILITY

When determining whether a proposer is responsible, or when evaluating a proposal, the following factors may be considered, any one of which will suffice to determine whether a proposers is responsible or the proposal is the most advantageous to the City:

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The ability, capacity and skill of the proposers to perform the contract or provide the equipment and/or service required.

The character, integrity, reputation, judgment, experience and efficiency of the proposers.

Whether the proposers can perform the contract within the time specified.

The quality of performance of previous public and private contracts or services, including, but not limited to, the proposer’s failure to perform satisfactorily or complete any written contract. The City’s termination for default of a previous contract with a proposer, within the past three years, shall be deemed to be such a failure.

The previous and existing compliance by the proposers with laws relating to the contract or service.

Evidence of collusion with any other proposers, in which case colluding proposers will be restricted from submitting further proposals on the subject project or future proposals, for a period not less than three years.

The proposers has been convicted of a crime of moral turpitude or any felony, excepting convictions that have been pardoned, expunged or annulled, whether in this state, in any other state, by the United States, or in a foreign country, province or municipality. Proposers shall affirmatively disclose to the City all such convictions, especially of management personnel or the proposers as an entity, prior to notice of award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the City’s sole option and discretion, for termination for default subsequent to award or execution of the contract.

If the proposers will be unable, financially or otherwise, to perform the work.

At the time of the proposal opening, the proposer is not authorized to do business in the Georgia, or otherwise lacks a necessary license, registration or permit.

Any other reason deemed proper by the City.

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list.

PROPOSAL AWARD AND EXECUTION

The City will select the proposal that, in its sole discretion, is the most responsive and responsible proposal to the City. The City reserves the right to make any award without further discussion of the proposal submitted; there may be no best and final offer procedure. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The specification may be altered by the City of Gainesville based on the vendor’s proposal and an increase or reduction of services with the manufacturer may be negotiated before proposal award and execution. The Municipal Court Software may be awarded as a stand-alone solution or as an add-on to the main RMS application.

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LOCAL VENDOR PREFERENCE

Local Vendor means a bidder or offeror which operates and maintains a brick and mortar business, i.e. a

physical business address, within the city limits of the City of Gainesville, has a current business license, has

paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City

and can obtain an active vendor status.

A local vendor may receive an opportunity to match for purchases, bids, proposal or contracts over $20,000

and less than $100,000. The local vendor may be given an opportunity to match the lowest price proposal,

if the quotation or bid of the local vendor is within 3% of the lowest price proposal by a non-local vendor.

In the event a local vendor matches the lowest price proposal, including all other terms, quality, services

and conditions, then the local vendor shall be awarded the contract.

In the event the price proposal of more than one local vendor is within 3% of the lowest overall price

proposal of a non-local vendor, the local vendor with the lowest proposal will be given the first opportunity

to match the lowest overall price proposal. If this local vendor declines to match the price proposal, then

the local vendor with the next lowest bid within 3% will be given the opportunity to match the lowest

proposal. This process will continue with all local vendors having proposal within 3% of the lowest overall

bid by a non-local vendor.

Policy to be stated. This policy shall be so stated in all applicable solicitations.

Exemptions. This provision does not apply to public works construction projects or road projects pursuant to the laws of the State of Georgia.

INSURANCE COVERAGE

Proposer must provide evidence, satisfactory to the City, of the following insurance requirements:

The City requires the Contractor to have and maintain the follow insurance coverage and indemnification provisions with the City of Gainesville named as an additional insured hereunder. The Contractor shall furnish the Owner with certificates showing the type, amount, class of operations covered, effective dates, and date of expiration of policies. Such certificates shall also contain substantially the following statement: The insurance covered by this certificate will not be cancelled or materially altered, except after thirty (30) days written notice has been received by the Owner.

The Contractor agrees to provide and maintain insurance coverage until the contract is completed and to furnish certificates from its insurance carriers showing that it carries insurance in the following minimum limits:

o Bodily Injury by Accident: $100,000 each accident

$1,000,000 per occurrence limit

o Comprehensive General Liability: $1,000,000 per occurrence

o Automobile Liability: $1,000,000 per occurrence for bodily injury

$1,000,000 per occurrence for property damage

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o Workers’ Compensation Statutory Limits

PROPOSAL REQUIREMENTS/EVALUATION CRITERIA

The City will evaluate all written submittals. It is incumbent upon the proposers to demonstrate within their proposals how each requirement will be satisfied. All proposals must meet the specification as outlined in this proposal. The City reserves the right to investigate the qualifications and experience of the proposers, or to obtain new proposals. Proposals not sufficiently detailed or in an unacceptable form may be rejected by the City. Dates and documentation included in the proposal become public information upon opening the proposals. Interested firms must follow the process outlined in the following pages in submitting their proposal.

The following criteria, not listed in order of importance, will be used to evaluate proposals:

Terms, condition and pricing of purchase or lease agreement.

The financial ability of the proposer.

If the City chooses this option, the cost of the proposer’s warranties and/or maintenance agreement and scope of coverage.

Depth of the proposer’s experience.

Type of durability of product(s).

Types and cost of amenities available for the product(s).

PROPOSER REQUIREMENTS

The proposer must clearly demonstrate that they are capable of performing the services outlined in this RFP. The proposer must have a minimum of five (5) years of continuous experience in successfully performing the services of similar scope and size as required by the City.

The proposer must have a minimum of five law enforcement agencies in Georgia using the police application. The proposer must have a minimum of two courts in Georgia using their municipal court application.

The proposer must provide a list of Georgia customers, points of contacts, and contact information.

A proposer’s overall capability, specialized experience, reputation, past performance for similar services, technical competence, financial stability, ability to meet program goals, performance under contract terms and fee schedule will be considered in the award decision.

Include the following information in your proposal:

o The proposer will disclose any professional or personal financial interest which could be a possible conflict of interest in representing the City.

o The proposal should include a copy of the service provider’s most recent audited financial statement.

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o The proposer is asked to provide in the proposal documents a sample contract for products and services to be provided.

DETAILED SUBMITTAL REQUIREMENTS

Proposals should be prepared as simple as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. The proposal should be organized into the following major sections:

1. Introduction Material (Title Page, Letter of Transmittal, and Table of Contents)

2. Executive Summary

3. Scope of Services

4. Company Background

5. Proposed Application Software and Computing Environment

6. Implementation Plan

7. Training Plan

8. Maintenance and Support Program

9. Client References

10. Exceptions to the RFP

11. Price Proposal

INTRODUCTION MATERIAL AND EXECUTIVE SUMMARY

(Section 1 & 2) The introductory material must include a title page with the RFP number, subject, name of the proposer, address, telephone number, e-mail address, the date, a Letter of Transmittal, and a Table of Contents. The executive summary should be limited to a brief narrative summarizing the proposal. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel.

SCOPE OF SERVICES

(Section 3) This section of the proposal should include a general discussion of the proposer’s overall understanding of the project and the scope of work proposed including the following:

The proposal shall explicitly state the name of any firms or products that are part of the proposed solution to the City.

List and describe all software proposed modules. Proposer must explicitly state the software module name and versions that are proposed.

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COMPANY BACKGROUND

(Section 4) In this section provide information about the company so that the City can evaluate the proposer’s stability and ability to support the commitments set forth in response to this RFP. Information in this section should contain the following information:

Company name and location of the corporate headquarters and of the nearest office to the City.

The number of years the company has been in business and the number of years the company has been providing system and services to the public sector.

Include information on the company’s customer base, such as the number of public sectors clients the company serves, the number of local government clients, and the number of public sector clients in the state.

Identify if the company serves other industries.

Identify any national and/or regional user groups that your company has. Explain the purpose and function of the user groups. Indicate if there are any annual or biannual user conferences offered. Include dates and locations of the next planned conference.

Include a brief summary of the company’s organizational characteristics such as the number of employees, whether the company is privately held, publicly traded, or if it is a subsidiary to a parent company.

PROPOSED APPLICATION SOFTWARE AND COMPUTING ENVIRONMENT

The proposer must present, in detail, features and capabilities of the proposed system. The attached specification sheet shall be completed and attached here.

IIMPLEMENTATION PLAN

(Section 6) This section should describe the proposed implementation plan. All proposals should assume that the City will contribute approximately 50% of the implementation effort to ensure adequate knowledge transfer. However, if the proposer feels that given past experience a greater or lesser role would allow the City to better mitigate risk and control project costs, the proposer should propose what they feel is in the best interest of the City.

Provide a detailed plan for implementing the proposed system(s). This information must explain in detail the proposed phasing for implementation including advantages to this approach, alternative proposed phasing, and how this approach will limit the risk that the City is facing during implementation.

Provide methodology for implementation. Methodology shall include estimated timeframe, overview of deliverables, assumptions, and assumed responsibilities.

Provide project team resumes for key members of the implementation team expected to be on the City’s project. It is understood that assigning resources as this point may be difficult; however, resumes provided should at least be representative of the staff that would make up the City’s project team.

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TRAINING PLAN

(Section 7) This section should include the proposed training plan and a description of all products and services proposed to train both the project team and end users.

Provide an overview of proposed training plan/strategy, specifying how and when training is to be delivered for both on-site and off-site training, web training services for the core project team, end users, and IT personnel.

Provide a description of any training tools that are proposed along with this system(s).

The City’s preference is for a “train the trainer” methodology to instruct end users on how to use the system. However, any proposal to initially train all end users during the implementation period will be acceptable.

MAINTENANCE AND SUPPORT PROGRAM

(Section 8) The proposal must specify the nature of any post-implementation and on-going support provided by the vendor including the following:

Days of on-site support after go-live

Other on-site support after go-live (month end, quarter end, year end, etc.)

Remote desktop support

Additional on-site support

Telephone support including hours available, problem reporting and resolution procedures, and response time for various levels of severity

Internet support including hours available, problem reporting and resolution procedures, and response time for various levels of severity

Local user groups and members

Upgrade frequency, how they are delivered, are upgrades required, and how many versions are currently being supported.

CLIENT REFERENCES

(Section 9) The City considers references to be important in its decision to award a contract. Proposers should supply references that will be available to speak with the City. Proposers should assume that all provided references will be contacted. The names, company/government, phone numbers, and e-mail addresses of each reference must be listed.

EXCEPTIONS TO THE RFP

(Section 10) All requested information in this RFP must be supplied. Proposers may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section, and written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the City, and the descriptions of the advantages or disadvantages to the City as a result of exceptions. The City, at its sole discretion, may reject any exceptions or specifications within the proposal.

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PRICE PROPOSAL

(Section 11) The price proposal should include total price for all software, services, and additional cost to acquire all software and services referenced in the proposal. The City may award a purchase contract, based on initial offers received without discussion of such offers. A proposer’s initial offer should; therefore, be based on the most favorable terms available. The City may also request revised pricing offers from such proposers, make an award, and/or contract negotiations thereafter. Proposers must submit implementation costs as fully loaded rates that include all necessary travel. The City will require fixed maintenance fees for five (5) years following implementation for budgeting purposes.

PRODUCT REQUIREMENTS

The following specifications are provided as a minimal requirement only. The City will consider any product that meets or exceeds the minimum requirements. Proposers shall provide information regarding the proposed product for evaluation by the City. Proposers shall provide a list of Georgia customers, points of contacts, and contact information.

See Attached Specifications

NUMBER OF PRODUCTS TO BE PURCHASED

It is the City’s intent to purchase software for a Records Management System. Proposals should include a price for the entire system listed in the attached specifications, price for a minimum required system and pricing for each module listed as an option. Comments on how their system will provide the desired results shall be listed on the attached specifications.

RESPONSIBILITIES OF THE PROPOSER

The Proposer, at its sole expense shall:

Deliver, install, test and adjust product.

If the City selects this option, provide routine maintenance and service included replacing all parts of Equipment which are faulty and/or worn out.

Repair or replace inoperable items within 48 hours of notification by the City.

Comply with all laws, ordinances, regulations, requirements and rules with respect to the maintenance of the (product).

SELECTION CRITERIA

Price 50%

Experience 25%

Responsible/Responsiveness to RFP 10%

Fiscal Responsibility 10%

Completion Time 5%

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City of Gainesville

REQUEST FOR PROPOSAL

Proposal No. 13043

Police Records Management System Software &

Municipal Court Software

Proposal Certification

Proposers must return the following certification with their proposals.

With my signature, I certify that I am authorized to commit my firm to the Proposal and that they information herein is valid until September 30, 2013.

I further certify that all information presented herein is accurate and complete and that the scope of work can be performed as presented in this proposal upon the City’s request.

Proposers Signature ________________________________________Date __________________

Name (printed) ____________________________________Title ___________________________

Unofficial Witness Signature__________________________________________Date__________________________

Name (printed)____________________________________ Title___________________________

Company________________________________________________________________________

Address__________________________________________________________________________

Phone____________________________________Fax____________________________________

Email Address_____________________________________________________________________

__________________________________ Notary Public Commission Expires:_________________

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City of Gainesville

REQUEST FOR PROPOSAL

Proposal No. 13043

Police Records Management System Software &

Municipal Court Software

Proposal Certification

This form must be completed and signed for bid to be considered. Postal Return Address: Courier Delivery Address:

City of Gainesville City of Gainesville Purchasing Office Purchasing Office P.O. Box 2496 300 Henry Ward Way, Room 103 Gainesville, GA 30503 Gainesville, GA 30501

Proposal Response: Price for entire system (Minimum required system, all options, and Municipal Court Software): $____________________ Price for Police Records Management System (Minimum required system and all options): $____________________ Price for Police Records Management System minimum required system: $_________________ Minimum required system includes the following modules: General System Requirements Security Searches Master Name Property Vehicles UCR Reporting Case Management Data Sharing Arrest Crime Analysis Pin Mapping Mapping

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Permits Mobile Incident/Offense Entry Incident/Offense Mobile Field Contact Entry Field Contact Suspect ID MCT Queries and Searches Mobile Field Reporting General Functions Citations Notifications Supervisor Review Price for each optional module listed below: MODULE PRICE Impound Vehicles $_____________ Wants/Warrants $_____________ Asset Management $_____________ Bar Coding $_____________ Canine Tracking $_____________ Quartermaster $_____________ Crime Stoppers $_____________ Gang Tracking $_____________ Evidence Management $_____________ Pawnshop $_____________ Link Analysis $_____________ Police to Citizen Data Sharing $_____________ Personnel Management $_____________ Training $_____________ Professional Standards $_____________ Fleet Maintenance $_____________ Price for Municipal Court Software $_________________

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Having read and responded to all attached specifications, the undersigned offers the above quoted prices, terms and conditions. Signed, sealed, and delivered _______________________________________ In the presence of: (Name of Company) ________________________________ By: ________________________________________ Unofficial Witness (Person authorized to sign binding contract) Title: ______________________________________ ________________________________ Notary Public Attest: ______________________________________ Commission Expires: ______________ (Officer of Company if Corporation) Title: _______________________________________

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SPECIFICATIONS POLICE RECORDS MANAGEMENT SYSTEM

MINIMUM REQUIRED SYSTEM General System Requirements

Requirement Response Comments

All modules must be integrated to increase information sharing and reduce duplication of effort.

The software must utilize a relational database management structure

RMS must utilize SQL Server 2008 or higher as the backend database management system.

The applications must operate on MS Windows XP, 7, 2003, 2008 and follow MS Windows standards

The system must provide for mandatory use of agency-specific “codes” in certain fields such as state statues and charges.

The system must provide a list of valid codes for certain “coded” fields.

The operator is able to select a code from the list, at which time the system enters the code into the field.

All code tables must be able to be updated by the agency’s personnel – no requirement for programmers or vendor intervention to maintain code tables.

RMS provides on-line field level help on almost every field.

All database records must be accessible through ad hoc query searches with an internal query tool and report writer.

All database records must be accessible via a third part report writer such as Crystals Reports.

The application administration functions can be performed by any designated person. This person need not be a programmer or network administrator.

The applications provide module level security including but not limited to View only, Add rights, Modify rights, and Delete rights.

System must be able to accommodate up to 150 RMS workstations.

System must be able to accommodate up to 120 mobile units.

The system allows narrative comments on incidents, supplements, names, property, vehicles, arrests, and other appropriate fields and in all cases provides spell check capabilities.

The system must be able to interface or replace other systems now in use to include, but not limited to:

- The Hall County dispatch system (Tiburon – Dispatch Now)

- Evidence Tracker - Power RMS - Courtware - Training Trak - IA Trak - Command K9

If any of the above systems are replaced (does not include the Hall County Dispatch System) the system must convert the data into the new system.

Security


Security measures protect the confidentiality of files within the system such as Juvenile Records.

Operators are assigned a unique login and password.

The administrator is able to define security on both group levels. Then all individuals are assigned to one or more groups.

The system provides for security on the following levels: file/table, application module, function (add, modify, etc.).

All passwords are encrypted and not displayed when entered.

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The system supports the use of “strong passwords.”

Searches


The system provides Soundex (sound-alike) search capabilities.

Virtually every field in every table is searchable.

All narrative fields are searchable. This includes the ability to search “string fields.”

The system allows searches on partial values such as partial names

The system allows range searches in applicable fields such as date and weight fields.

The system lists records, which match the search criteria entered in a table. The operator then can select the needed record from that list.

The system allows searches on partial names and addresses.

The system will allow supervisor/executive staff the ability to view a case report log from the previous day.

Master Name Requirement Response Comments

A central names file is provided to record names entered into the system. The names file accommodates person, business and group names.

The names file provides a single record for each name entered, to which information related to that name can be attached. Name information maintained consists of the following: a. Name, aliases, and address B. Home and work phones C. DOB D. SSN E. Descriptive information such as sex, race, hair color, eye color, height, weight, scars, marks, and tattoos F. MO (modus operandi) information G. Next of Kin information H. Employment information

Upon name entry, the system checks that the name is not already in the system before allowing a new name record to be created.

The system provides for multiple alias names, with a

physical description for each alias. A search on a name leads to its known alias(s) or real name.

The system provides an unlimited comment field for each name.

The system provides a method for recording past addresses associated with a name record.

The system provides for NCIC and/or Henry fingerprint patterns to be recorded with the name information.

The system allows the operator to inquire into names in the system using combinations of search criteria, including partial name, address, social security number, date of birth, sex, race, hair color, eye color, approximate height, approximate weight and/or scars/marks/tattoos

Upon name inquiry, the system indicates to the operator that the individual has system involvements.

The system will check for duplicate SSN's at time of entry.

Property


The system captures the basic property information including: Type Description Color Value

The system records amount recovered for each item

The owner’s name, as with other names in the system,

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becomes part of the central name file.

The system allows the operator to inquire into the property file under combinations of search criteria, including item type, serial number, brand, model, and/or owner.

The system allows linking of property information to the owner.

The system records why the property item is in the system (i.e., stolen, recovered, lost, found).

The system provides the ability to make the item type a coded entry so that item types are entered in the same manner to facilitate inquiries and reports.

Vehicles


The system records the following vehicle information: a. License plate number and state b. VIN (Vehicle Identification Number) c. Year, Make, Model d. Description (color, etc.) e. Storage location f. Status g. Date received or recovered h. Responsible agency and officer i. Owner

The system accommodates cars, trucks, motorcycles, boats, and airplanes information.

The system provides features to help the agency avoid duplicate entry of information for the same vehicle.

The owner name, as with other names in the system, becomes part of the central names file.

The system allows the operator to inquire into the vehicle file under combinations of search criteria, including license plate, VIN, make, model, year and/or owner.

The system allows linking of vehicle information to the owner and applicable incidents and accidents.

The system records why the vehicle is in the file; for example, stolen/not recovered, stolen/recovered, evidence, abandoned, impounded, involved in an accident, driven by criminal suspect, etc.

Upon vehicle inquiry, the system provides the operator a list of contacts and involvement for that vehicle which are currently stored in the system.

UCR Reporting


The system must print the UCR statistical reports in hard copy.

The system must provide for record level validation and present the user with any errors.

The system must provide for error checking of the submission file prior to creating the submission file.

The system must provide for electronic submission of the completed report.

Case Management


The case management file interacts with the incident file to provide details on the incident.

Information on victims, suspects and other persons involved with the incident is recorded in the central names file and linked to the case file. The detective is able to generate a list of suspects and/or victims involved in a case.

Information on property and vehicles involved is recorded in the property and vehicle tables and linked to the case file. The detective is able to record the loss amount and status information for applicable property and vehicles.

The Case Management Subsystem retains a history of status changes for each case being investigated.

Updates to the Case Management status may update the Incident and Arrest case status/disposition.

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The Case Management module must provide pre-defined solvability factors for the case.

The Case Management module must allow for user-defined solvability factors.

The Case Management module must provide many pre-defined reports for tracking workload, case status, etc.

The Case Management Subsystem can produce a list of cases past due.

Data Sharing


The system provides an Internet based data sharing solution for law enforcement RMS systems.

Information is available live and in real time. Information is NOT stored in a repository or shared central server format.

Data available for queries includes:

Names

Property

Vehicles

Incidents

Pawn Records

Mugshots

All transactions must be encrypted. (Please describe system you will use)

The agency must have the ability to exclude specific records from being shared.

Arrest


The arrest module must record all arrests made by the department and capture a description of the arrestee along with specific arrest and charge data

All UCR reportable arrests, both custody and non-custody, must be tracked by the arrest module.

Each arrest record must have the ability to be linked to an incident/offense record.

Each arrest record must accept an unlimited number of charges and counts per arrest.

The system must have the ability for one arrest to clear multiple incident/offense records.

The following data may be recorded for each arrest:

- Name - DOB - Race - Sex - Remarks

For each of the suspect’s arrests, the following data may be recorded:

- Arresting agency - Date and time of arrest - Location of arrest - Arresting officer(s) - Offense - Remarks

For each charge, the following data may be recorded: - Statue Code - Charge Type (misdemeanor, felony, etc.) - Offense codes

Crime Analysis


Works with the integrated map in real time and does not require exporting data to an external system.

Creates pin map based on user specified search criteria.

Pin-mapped data may be used for hotspot analysis, color gradient polygon analysis, and predictive analysis for future crime trends.

Time sequence functionality allows pins to be displayed in the order of occurrence at user defined time intervals.

Statistical geographic analysis shows potential high crime areas.

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Mapping Requirement Response Comments

The Mobile Client Software uses a dedicated window for the geographic display (map).

The geographic display utilizes layered technology in which each layer (if available from the Customer’s existing map layers) may be user selected for display such as a. street network b. police, fire or EMS defined boundaries c. railroads d. fire hydrants

The geographic window displays the following (if available from the customer's existing map layers): a. points b. lines c. geographic boundaries (polygons) d. icons (event markers/symbols)

The mobile user can pan around the map display by use of the mouse/touch pad.

The mobile user can zoom into a user-selected area with their mouse/touch pad.

When the Operator views the Digital Dispatch information, they can activate a Map button to display the Event Location in the map window. (if the location is a geo-verified address).

The geographic display keeps its aspect ratio regardless of the zoom window scale and method of selection.

Permits


Ability to track agency issued permits which may include:

Alcohol Server’s Permit

Adult Entertainment Permit

City Employee ID Cards

Parade Permit

Amplifying Device Permit

Special Event Permit

Stationary Rally Registration

Picketing Registration

Track the following:

Applicant’s Name, Address, Contact Information

Permit Renewable Date

Status

Expiration Date

Denied Reason

Tracks payment received for applications and permit issuance.

Must have the ability to update all records that have met the expiration date to a status of expired.

Must have the ability to print ID cards with pictures

Must have the ability to print the permits and cards with a picture.

Pin Mapping Requirement Response Comments

The RMS will use the same geo-file and map that is currently in use.

RMS allows user to pin map records found in a standard search from a module participating in geo verification.

A pin's associated record can be retrieved directly from the map without performing an additional search.

Pin Mapping does not require that the data be exported to another file format.

All pins may be removed from the map with a single operation. Pins may also be individually removed from the map.

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Mobile Incident/Offense Entry


When an officer activates an existing report in the Field Reporting Status window, the Mobile Field Reporting Client Software module will display the detail report information.

Officers are allowed to enter reports without a validated case number, when validation cannot occur, such as when the RF network is not functioning.

MFR shall allow an officer to enter a case supplement.

The case supplement can consist of a case number, narrative and/or the addition of the following business functions: a. Add additional involved names (witness, suspect, etc.) b. Add additional involved property items (additional stolen property, etc.) c. Add additional involved vehicles (damaged, etc.).

Case Supplement updates append to the master case report on the RMS application server after supervisor review/approval and after records review if necessary based on the quality assurance rules defined by the System Administrator. The quality assurance rules include whether someone has to approve all new names prior to the report going into the production Records Management System.

The user can enter unlimited: offenses, related names, related property items, related vehicles and unlimited original narrative with the initial offense report. (limited only by hard disk space).

Incident/Offense


The system provides for storage and retrieval of information on incident/offenses. Information captured for each incident consists of the following:

- Address and complainant information - Unlimited applicable offenses - Officers responding to the incident - Applicable times - MO (modus operandi) information

The system provides for entry of narrative reports to be

attached to incident report records, including the ability to enter multiple narratives for a single incident.

Complainant, suspect, victim, and witness information is stored in the central name file.

The system allows additional information to be attached to the incident report record. Additional information consists of full name and descriptive information of witnesses and suspects, description and owner information on vehicles and property involved, and arrests.

The system generates reports of incident information, including both summary and statistical reports.

The system allows application modules to share common information such as names and vehicles.

The system provides for linking of related information providing a trail for investigators.

The system provides the ability to link related records and show the relationship between them. The relationship must be viewable in a list format as well as an expandable “tree view” format.

Upon incident report inquiry, the system provides the operator a list of information that has been linked to that incident.

Information relating to an incident is linked from initial call entry through incident investigation to arrest and incarceration. Thus, from the incident record the user can view property, vehicles and persons involved with the incident, as well as the resulting arrest record, if applicable.

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Mobile Field Contact Entry


The Mobile user can enter a new Field Contact report, save the report and come back to the report at a later time prior to sending it to the RMS.

Field Contacts will require a supervisor’s review.

When the officer submits a completed Field Contact, the record goes directly to the RMS, pending Quality Assurance review if necessary.

If all the related names associated with the Field Contact meet the final quality assurance rules at the Mobile Server, it will be updated into the RMS.

If all of the related names do not meet all of the quality assurance rules, it will be held for the QA person to take action. This process is initiated from the RMS.

Field Contact


The system captures information to generate management reports from field interviews.

The system provides for linking of the field interview with related information such as names, vehicles and property.

The contact name, as with other names in the system, becomes part of the central name file.

The vehicle information becomes part of the master vehicle file.

An unlimited narrative field is provided.

The ability to record the reason for the contact is available.

Suspect Identification


RMS provides a suspect identification tool, identifying suspects who have previously been involved with similar offenses.

Suspects can be identified by: A. Partial last name B. Partial first name C. Race D. Sex E. Age F. Hair Color G. Eye Color

Matching Suspects ' photo images on file can be placed into a mugshot book review

A Suspect's master name involvements are accessible from the suspect identification module without generating a separate search in the master name module

MCT Queries & Searches


The Mobile Client Software provides Quick Queries.

When a Vehicle License Plate and State are entered the Mobile Client Software shall automatically send a registration inquiry to GCIC/NCIC.

The mobile operator can enter basic GCIC/NCIC inquiries from the Mobile Client Software that will follow the State’s data specifications. These inquiries include: a. Driver License (In-state and out-of-state) Query b. Wanted Person Query c. Vehicle Registration (In-state and out-of-state) Query d. Stolen Gun Query e. Stolen Article Query

The Mobile Operator is notified with both an audible and visual alert indicating the Mobile User has received one or more GCIC/NCIC messages that have not been viewed. The audible alert is a WAV file defined by the

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Customer’s System Administrator and the visual alert is the NCIC Function Key will be flashing.

The Mobile Server Software will send a GCIC/NCIC/RMS Alert message to all mobile clients logged on and connected to the mobile server when a user of the Mobile Client Software activates the GCIC/NCIC/RMS Alert button. (This is the manual scenario for messages that do not contain the pre-defined keywords, when the user wants to initiate a GCIC/NCIC/RMS Alert Message.

The Mobile Client Software will indicate to the user who received and subsequently created an Alert Message that the GCIC/NCIC/RMS Alert message notification has been sent to other users. The indication will be the GCIC/NCIC/RMS Alert button being grayed out and unavailable.

The Mobile Server Software will allow for the system administrator to define GCIC/NCIC/RMS key words at a system-wide level. Key words are not agency specific or user definable. These key words will be downloaded to the mobile units during the standard Mobile Update procedure.

Mobile Field Reporting General Functions


The MFR Client software will be accessed from MCT software by activating a function key or equivalent.

When the user is in MFR, they will be notified that new message(s) are received via sound. The user can immediately “toggle” to the digital-dispatching window with a single keystroke.

The Mobile Software will only require one login to the message switch that will log the user into both the Message Switch and the MCT/MFR client.

The Mobile Field Reporting software uses the same code tables as the RMS records database. To obtain an update of the related RMS code files, the Mobile Laptop is required to be connected to the Network.

To obtain an update of the related RMS code files, the Mobile Laptop is required to be connected to the Network

The Mobile Field Reporting Software includes a mobile version of the Incident/Offense Report Module.

The Mobile Field Reporting Software includes a mobile version of the Incident/Offense Supplement Report Module.

The Mobile Field Reporting Software includes a mobile version of the Field Interview Module.

Reports created within MFR can be transferred to the RMS via wireless connection or via diskette or flash drive.

Mobile Field Reporting Client Software provides the ability to re-send a report from the laptop.

The officer can also create additional child records (additional property, names or vehicles) to associate with the incident report. These are considered supplements.

When a user initiates the MFR module they will have access to a field reporting status window which contains their “Work In Progress Queue”.

The Work in Progress Queue includes the following:

Reports (offense, supplements and field contacts) that need to be completed,

Reports that have not been approved by their supervisor,

Reports that have been approved by their supervisor, and records that have already been submitted to RMS.

MFR provides the ability to "Name Candidate" names and “Vehicle Candidate” vehicles directly from the RMS Master Name and Master Vehicle databases.

The Name Candidating process notifies the officer of active warrants, name warnings and mugshots, which can be displayed from the local RMS database.

During the Name Candidating process, the return of data to the officer will be limited to 20 names at a time.

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Must have the ability to scan and attach photos and documents to reports, field interview cards, etc.

Citation


The mobile Citation Report module captures the same information as the RMS.

All aspects of the Citation may be entered including related Case Number, Name, and Vehicle.

The user may print the Citation in the car.

Notifications


System will provide alerts to users for specified “rules” when criteria are met in the system.

Rules for cases include the following:

Notify Investigators When Any Change Occurs for an Assigned Case

Notify Supervisor for Changes to Incidents

Provide Notification Based on Entered IBR/UCR Code

Notify Based on Case Status Change

User has option for both visual and audible notifications.

Function keys are used to display rules, notifications, and build rules.

Supervisor Review


After the initial report or supplement has been completed, the user can send the report to the Mobile Server where the report may be downloaded by a supervisor for their review.

When the supervisor queries the reports that have “not been reviewed,” a list is presented in the review queue.

The supervisor can access an officer’s report, after it has been submitted to the mobile server, from their laptop on the wireless network or on a workstation connected to the LAN to approve or deny the report.

If the supervisor denies the report they must record the reason(s) for denial.

If the supervisor denies the report from a Mobile Unit, the officer receives notification on their laptop connected to the wireless network. The officer may then attempt to fix the report and resubmit it for their supervisor’s approval.

If the supervisor approves the report from a Mobile Unit, the report status will be updated on the Mobile Server to Approved, a message will be sent to the reporting officer, if they are connected to the network via RF. The report is then submitted to the RMS.

At the agency’s discretion, a supervisor can only change the report status, report disposition and the assigned investigator fields during the review process.

Prior to the incident report or supplement report being approved, the officer has control of the report, so only he/she can make changes to the report.

Parking Ticket Reporting


Ability to enter and maintain information including: Ticket Number Violator's Name Violation Date Type of Violation Violation Charge Related Vehicle information Ticket Status Fee associated to Violation

Ability to enter unlimited text into notes field.

Ability to record payments received.

Ability to track payments due.

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Ability to apply late fees and total payment due update automatically.

Ability to void a ticket with a one button click.

Ability to generate and print late letters.

Ability to generate and print report.

OPTIONS Impound Vehicles


The system captures the basic information including: Vehicle Description Lien Holder Driver Impound Date Towing Company Reason for Impound

The system provides for the management of vehicle impounds, storage and releases.

The system links with the master name and vehicle modules so an inquiry to a vehicle or name record will lead to related impound records.

The system produces vehicle impound letters and reports.

Wants/Warrants


The Warrant Module provides for capture and processing of records of wanted persons.

Information recorded on wanted persons includes the following: a. Court number b. Type of warrant c. Reason wanted d. Disposition of warrant e. Assigned officer and agency f. Dates issued, received, served, and returned

The system alerts the operator that an active want exists for a wanted person when that person's name information displays in the system.

The system allows the operator to change the disposition of the warrant when it is served, subject to security clearance.

The system allows for multiple active wants on a person.

The system allows for multiple offenses per want.

The wanted person's name, as with other names in the system, becomes part of the central name file.

When the wanted person’s name is viewed in the system, the user must be automatically notified that an active warrant exists.

The system must have the ability to automatically “zone” the paper based on the geo-file verified address in the geo-file

The warrant module must track service attempts.

The warrant module must integrate with the Arrest module in that the user may clear active warrants from the arrest module and have the warrant status update accordingly.

The user must have the ability to create a “warrant worksheet” with the wanted person’s mugshot.

The system must provide the ability to create wanted posters.

Asset Management


Allows for listing of agency assets.

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Tracks property description, assigned location, and purchase information.

Provides ability to track service requests and maintenance for the property.

Bar-Coding


The system provides for bar-code-assisted Evidence Management.

Users may scan a bar-coded report and have the RMS record displayed on the workstation.

Canine Tracking


The system must provide the ability to track Canine Officer work and training sessions.

The system must provide the ability to track which dog is assigned to a specific handler.

Tracking records must provide the ability to cross reference Incident/Offense case records.

Must provide the ability to track work activities (search, chase, etc.) as well as training activities (work with agitator, etc.).

Canine Tracking must participate in the Involvement subsystem.

The system must provide the ability to inventory and track training aids.

Quartermaster


The system must provide a method to track inventory and maintenance of agency property.

The system must provide the ability to individual users to place item orders (i.e. ammo, uniforms, etc.)

The module must be bar-code compatible.

The module must provide multiple issuance methods.

Crime Stoppers Requirement Response Comments

Tracks hotline tips from anonymous callers related to crimes or possible crimes.

Tracks follow-up information related to the tip including:

Number of Arrests (misdemeanor and felony)

Property Value

Drug Value

Cases Cleared

Money Seized Number or Persons Arrested

Tracks award recommendations, approvals, and disbursements.

Gang Tracking


Tracks information regarding gangs and gang activities to include addition of graffiti photos to the file.

Ability to maintain gang profiles including:

MO

Members and Associates Relationships

Ability to track the following:

Related gang profiles

Involvement

Activity Tracking

Evidence Management


Property and Evidence is integrated with other master

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name records and participates in the involvement subsystem.

Provides a voucher entry screen which can be completed by the submitting officer. The voucher can be reviewed and either accepted or rejected by the Evidence department.

Bar code labels may be generated for each property item.

Link Analysis Requirement Response Comments

Provides a visual representation of involvement data, relationships, court diagrams, and events.

Ability to create Involvement diagrams in either symmetrical or hierarchical formats.

Entity Relationship Diagrams must filter out involvements that are not related to the linked names.

Must be able to export to standard Microsoft formats (i.e. MS Word, PowerPoint, etc.).

Must print in standard 81/2 “x 11” up to plotter size.

Police to Citizen Data Sharing


The system provides an Internet based data sharing solution for providing agency information to citizens.

Information available to citizens includes:

Accident Reports

Missing Persons

Daily Bulletin

Calendar of Events

Users should have the ability to report basic Incidents.

The agency may easily modify the graphics, layout, and information provided on the web site.

Personnel Management


The system provides programs for maintaining and managing agency personnel for each employee, including: - Employee name, address, and phone - Employee date of birth - Emergency contact numbers - Assigned position - Hiring/termination/retirement dates - Rank, rank date, status - Next evaluation date - Seniority, pay grade, employee class, budget position - Spouse’s name - History of training completed - Certification and learned skills - Scheduled training courses - Medical event history - Comments/actions by administrators and supervisors, including promotions and transfers. - Disciplinary actions - Commendations -Letters of recognition

The system provides for leave and overtime information.

Pawnshop Requirement Response Comments

Ability to enter pawn tickets into a database.

Real time checking of pawned to stolen on serial number.

Real time checking of stolen to pawned on serial number.

Pawn Reports to include Pawned by Person, Pawned by Property Type or Description.

Pawn Person information is stored in the central name file.

Users must have the ability to set up “watches” which will alert the user if pawned or stolen property matching a specific description is entered into the system.

The system must accommodate the ability to batch import pawn records from external sources.

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The system provides records and reports of employee time in service, by service type, with breaks in service.

The system provides extensive and comprehensive management reports.

The system provides the ability to enter a person’s on-call shifts.

Training Module


Ability to create and define Certifications.

Ability to add Courses to a Certification.

Ability to add Training Courses.

Ability to print a list of all Training Courses.

Ability to access Employee module.

Ability to print a list of training courses a specific employee has attended.

Ability to add a certification to an employee record.

Ability to add a title to an employee record.

Ability to create a class roster.

Ability to add a group of participants to a class roster.

Ability to add individual participants to a class roster.

Ability to add test scores to a class roster.

Ability to create and define Titles.

Ability to add Certifications to a Title.

Ability to track agency training requests.

Professional Standards


Provides encryption of data in addition to standard security features. (Please Describe.)

Provides ability to track the following:

Citizen Complaints

Fleet Vehicle Accidents

Injuries

Use of Force

Vehicle Pursuit

Provides “early warning triggers” to alert users of multiple incidents per employee for a user specified time period.

Must default date, time, and location if an Incident Case Number is entered into a Professional Standards record.

All name records must be validated against the Master Name file.

Fleet Maintenance


The system must provide the ability to track scheduled inspections and maintenance of agency vehicles.

The system must provide the ability to track vehicle specific information such as make, model, color, VIN, department number, city asset number, and assigned personnel.

The system must provide the ability to track assigned MCT and radio equipment assigned to the vehicle including serial number.

The system must provide the ability to track vehicle maintenance and related costs.

The system must provide the ability to track vehicle inspections.

The system must provide the ability to track vehicle

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inventory.

MUNICIPAL COURT SOFTWARE SYSTEM THIS SYSTEM MAY BE AWARDED AS A STAND-ALONE SOLUTION OR AS AN ADD-ON TO THE MAIN RMS APPLICATION.

General System Capabilities Requirement Response Comments

The system automates the creation, filing, logging,

and updating of Municipal Court records.

Vendor is in full compliance with all laws, rules, and

regulations of the State.

Handles and tracks state and municipal class "C"

offenses.

The system allows comments to be added to a

defendant's record with unlimited text.

Any document can be attached to a case and

accessed directly.

A history of violators can be maintained for at least

7 years, showing all violations and dispositions. The

system can move data (which is older than the cut-

off date) to secondary storage, but reserves it for

online research for up to 15 years.

The system provides a report writer and query tools

for user-defined reporting/query. The system

provides Microsoft Word integration with spell-

check for document creation and maintenance.

The system maintains the court calendar, ensuring

that activities are not scheduled on holidays, user-

defined or otherwise. Court dates will not be

conflicting with other scheduled cases.

Various types of adjudications are handled

including, but not limited to, deferred adjudication, suspended sentences, and time payments.

Records are retrieved by citation number,

defendant name, complainant name, defendant‘ s

driver's license, vehicle license, and any other user-

defined key. Only one user may edit a record while

others will have the ability to view it.

Inquiries by name are automatically searched using

"sound-alike", exact match, and partial match

techniques.

Municipal Court violation codes handle standard

state violation codes using alphanumeric

capabilities.

User-defined tables and maintenance of system

tables and rules do not require programmer intervention or recompiling of programs.

Limits access of operation depending on user

security level, including ― inquiry only‖ capability.

Provides a process to guide operators through

required screens.

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System provides edits to block entry of activity or

warn operators of invalid input.

Ability to navigate from one module to another

outside of menus.

Ability to provide online non-technical, complete,

and easy-to-read user documentation.

Ability to print any screen on demand.

Ability to track (active and inactive) appeals.

Provides for the acceptance of payment by credit

cards, debit card, or check.

Ability to download cash escrow or overpayment

information to Finance Department resulting in a

check being printed for refunds. Amount refunded

may be less than amount paid; provides capabilities

to distribute to various funds.

Conversion program can be established from file

layouts or source codes.

Ability to merge data from application database with

Microsoft Word.

Ability to generate printed materials in Spanish if

language is so indicated at time of citation

disposition.

Ability to track ticket accounting, statistical, and

officer status reports.

Ability to note disability, although preferable to

select type of disability.

Ability to perform unattended daily backup

procedures.

Ability to download vehicle‘ s registration information

from the Department of Public Safety for owner

information.

Online access to the police records system from

court to police department, or from police

department to court.

Aliases are cross-referenced to the violator's name

field.

Aliases are a searchable field.

The system provides fields for new addresses,

retaining the old addresses in a history file.

The system offers miscellaneous user-defined

fields.

The system allows the violation description to be

displayed, based on the violation code.

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The system allows for the following general types of

violations:

Non-parking Traffic

Parking

State Law

City Ordinance

Failure to attend school Citation screen contains a field for each violation type.

The system tracks the complainant name when the

complainant is someone other than an

officer/badge number.

The system updates within 60 days of any

legislative change.

The system maintains and administers participant

information, including but not limited to: participant

name, participant type, attorney name, judge,

prosecutor, police officer, interpreter, bondsman,

etc.

The system archives data after seven years for an

unlimited time frame.

Dockets/Court Dates Requirement Response Comments

Each court setting and pre-court setting is

automatically recorded in the defendant's record.

There are no limits to the number of resets

available, each individually recorded.

Upon the setting of a trial, an automated letter is

sent to appropriate parties including, but not limited

to: defendant, complainant, witnesses, attorney,

etc.

The system can print letters and notices including,

but not limited to:

Subpoena for witnesses

Notices of court dates

Reset court dates

Ability to recognize multiple courts and maintain

dockets and applicable records separately.

The system allows for a violation to be placed on

the dockets for a particular court date.

The court date is a searchable, required field.

The court date is provided on, but not limited to, the

following reports:

The docket

The officer‘ s list for court

The prosecutor's list for court

The docket list for court

Court date resets modify the following reports each

time there is change in:

The officer's list for court

The prosecutor's list for court

The docket list for court

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Ability to print dockets upon request by entry of a

date and time.

Ability to modify the format of docket listings without

a programmer's involvement.

Provides the ability to track and limit the cases set

on a particular docket, to track particular officer's

cases, and to print dockets and reports upon

demand.

System recognizes cutoff dates for assigning cases

to certain dockets.

Docket transaction codes can be established for

each type of docket.

Docket schedule files can be maintained without a

programmer's involvement.

System maintains calendar information including,

but not limited to, the following: Event type/description, event outcome, add/edit cancellation reason allowable for each event, specific location, etc.

System prints a summary docket sheet after cases

are closed to include: all court dates, defendant

information, final disposition, etc.

Docket Performance Requirements


Automatically blocks the setting of additional cases

once the limit has been reached, the cutoff date has

passed, or other cases are set at the same time.

Provides for changing the maximum number of

cases allowed on each docket through utilization of

a user-defined field.

Has the ability to recognize a cutoff date for every

docket.

Blocks an officer from being scheduled on an off-

duty day.

Ability to override all of the blocks in the event of

exceptions.

If a defendant pays, or takes some action that

overrides a scheduled court date, the computer will

keep a history record of that court date and will

make that court date slot available again to be used

by another defendant, if the date is canceled before

the cut-off date for that session.

The system allows for the docket to be printed after

final disposition.

Any action date, other than miscellaneous (entered

after a court date has been set and before the court

date has arrived), will override a court date and will

automatically update the file in accordance with the

action taken while retaining history of previous date.

35

For the purpose of setting a court date, the

computer recognizes holidays or canceled court

dates.

Has a "conversion program" to recognize court date

set prior to implementation of the docket program

software.

The printed dockets contain citation information

including, but not limited to:

Name of court (Municipal Court)

Name of judge presiding

Name of docket clerk

Name of prosecutor

Court date

Court time

Date docket printed

Name of defendant

Ticket number/violation code

Type of bond (cash, surety, and property)

Officer name

Speed (if applicable on speeding

violations)

Total amount due

Juvenile status

Space for fine amounts

Ability to access (by last name or badge number)

the officer's schedule list on the screen, or print on demand, in alpha order.

Has a maintenance screen for input of the officer's

name and badge number.

Ability to enter an officer's name or badge number

and receive a printout of one particular docket or all

future dockets on which the officer has cases.

Ability to enter an officer's name or badge number

and have "unavailability dates" appear on the

screen.

Ability to enter an officer‘ s "unavailable dates" in

computer to block cases from being set on dockets

during time when the officer will be absent.

Fines/Court Cost/Fees Requirement Response Comments

Calculates fine amount and various state and local

court costs. Fine amount calculation is limited to the

maximum fine authorized by state law.

Ability to automatically charge "standard" and

“tiered” fines (fines predetermined by the judge in

the event defendant wants to pay by mail or in

person at the service window without going to

court).

Ability to prorate court costs for partial

payments.

Ability to allow the user to define and modify

standard fees and fines by violation code.

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The system violation code and/or financial code

table supports:

Violation code

Violation description

Relevant fines

Warrants fees

Late fees

Court costs

The system allows fines and fees to be distributed

to the appropriate agencies or accounts with

priorities set by court.

The system provides a table-driven method of

storing and updating fines and fees. Administrator

can add, edit, and delete information from the fines

list as appropriate.

The system handles an unlimited amount of

different fees, amounts, and/or rates.

The system shows the effective date of changes to

the fines and fees schedules but does not affect

prior history.

The system allows for fines to be calculated based

on the values within the violation code table.

The system automatically computes the fines for

speeding and overweight violations, utilizing

internal formulas for calculations.

The system allows authorized personnel to

manually enter fine information prior to a warrant

being issued.

The system provides a list of violations and the

minimum amount to be collected for each violation

found.

The system provides a list of violations that print the

total amount collected for each fund for each

violation, and the present fine for the violation.

Total cost - total for each violation of all the

assessments made against that violation.

Present fine - the amount of the fine assessment for

each violation.

The system provides a report for daily balancing.

The system provides a form to reconcile monies

collected and deposited.

The system tracks monies collected for the various

funds and other categories.

The system allows for late fees to parking

citations.

Citation Entry Requirement Response Comments

The system allows for data entry of citation

information with "default" data values automatically

provided using cross-referenced files or tables.

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The system allows a numeric control for citations.

The citation number is a unique control number for

the system. Entry of the citation is blocked if the

citation number already exists in the database.

The system provides a screen process to guide

operator through required screens. During the data

entry process, one screen presents a subsequent

screen if additional information is required.

Ability to maintain one full current name for a

person with unlimited alternate names.

Ability to maintain one current address with multiple

addresses for a person including, but not limited to,

home and business.

Ability to change address for defendant, as necessary, and to recall an audit trail for address changes made, and by whom.

Ability to enter/capture personal information

including but not limited to:

Date of birth

Age (calculated

automatically) Juvenile status

Height

Weigh

t Hair

Eyes

Race

Sex

Ability to capture driver's license data including but

not limited to:

Numbe

r State

Type

Status

Expiration date

Ability to maintain extensive vehicle data including

but not limited to:

Make

Mode

l

Color

License plate

number State issued

Expiration date

Vehicle Identification Number (VIN)

Provides for the automatic generation of a

complaint, based upon the violation code number,

following citation entry.

Provides for the automatic generation of a file folder

label following citation entry. Label to include but

not limited to:

Name

Citation number

Violation

Violation code number

Juvenile status

Has the capability to handle different officer/citation

numbers and different departments as determined by users. Current departments include, but are not limited to: Police, Fire, City Marshal, and Code Enforcement Officers.

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If a new address is received (for refunds, notices

sent, etc.), the original address is retained. Can add

new addresses.

The format of the citation number is user-definable.

Conditions are captured (lighting, weather, traffic

etc.).

Sex is indicated by a single code (M/F) to designate

male/female.

Race is indicated by a one-letter code required by

state or federal law.

The system arranges addresses so that the

addresses print logically on letters and warrants.

Detailed violator address information includes the

following:

Street address

City

State

Zip code

Occupation

Place of business

Business address

If a correction is made on a ticket entry, prior to

complaint print, the complaint shows the correct

data. If a correction is needed after entry, system

provides the ability to re-enter information and track

changes/corrections.

For driver license numbers, the system allows the

operator to:

Provide the license number

Search by license number

The system allows for the entry of last four (4) digits

of the vehicle model year.

The system allows for a four (4)-character

abbreviation or code for the make of the vehicle.

The system maintains a table of makes and

abbreviations.

The system provides a two (2)-character code to

explain the general model types of vehicles, (e.g. "PU" for "Pickup", "2D" for "two-door", etc.). The system maintains a table of makes and abbreviations.

The system provides a code describing the color of

the vehicle.

The system provides the last four (4) digits of the

year in which the vehicle was registered.

The system allows adequate space for the longest

license plate number in the United States.

The system provides a two (2)-character code for

the State in which vehicle is registered.

The system provides the ability to enter the State

code.

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The system provides the ability to enter

alphanumeric characters into the license plate field.

The system allows for the violation code to be

table-driven.

The system displays the violation description (from

the violation code table) for each violation entered.

The system allows for the entry of the speed at the

time of violation and the posted speed.

The system tracks the proper speeds on speeding

complaints.

The system provides a field for the complainant's

phone number allowing for 13 spaces {including the

format symbols ― ( )‖ and ― – ― }.

The system provides a field for the employee

number of the officer who issued the citation.

The officer field is a required field.

Case Processing routines can be called after

citation entry, allowing all aspects of the case to be

worked immediately (bond entry, additions of court

dates, etc.) without going to another menu option

and searching for the case.

The system provides the ability to create and

modify complaints as the law changes.

The following fields are searchable fields in the

software and can be searched on demand (either

for inclusion in a report or for display to the

screen):

Citation number, date of birth, vehicle license plate number

Officer field (by last name, then by first name, if necessary)

Date opened, license plate, case status, defendant name

Transactions


All transactions are online, real-time with updating

occurring at time of entry.

All transactions on a case cause an automated

notation to be included in the history screen of

each citation.

Screen displays the most current element value for

real-time updates accessible from anywhere

within the network.

Ability for online update of all data elements within

the application database, with proper authorization.

Ability to edit data elements entered online at the

time the element is entered, not in

subsequent batch update process.

Provides for replication of certain items throughout

subsequent transactions based upon data

elements and previously entered values.

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Records each event with program-generated date

and time of entry and name of operator making

the entry.

Provides ability to credit time served, jail or

community service. System labels credit

specifically as jail time, jail bond, or community

service.

Orders are tracked including, but not limited to:

- Work release - Alcohol treatment - Drug treatment

The status/disposition field shows the current status

of the violation.

The system provides a plea section for those

violations requiring a plea.

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he system provides for separate entries for

requests of different categories of status/disposition including, but not limited to:

a. Active - set by the system each time a violation

is entered, unless it has other dispositions.

b. Paid in full - plea of guilty Paid in full - plea of nolo contendere

c. Found guilty - by judge

d. Found not guilty -- by judge

e. Dismissed - allows for different categories of

dismissals

f. Deferred - indicates deferral period (from

00/00/00 to 00/00/00)

g. Time served – indicates either by jail credit

or community service, and the ability to

distinguish between the two

h. Appealed - indicates date case was appealed

i. Driving Safety course - indicates date for

course completion

j. Found guilty - by jury

k. Found not guilty - by jury

l. Arrest Warrant - system indicates the date

capias was issued and current status of the

capias including but not limited to: (A) Active,

(D) Deferred, and (S) Served

m. Capias Warrant - system indicates the date

capias was issued and current status of the

capias including but not limited to: (A) Active,

(D) Deferred, and (S) Served

n. Pending nonjury trial - indicates when a

defendant sets a court date

o. Pro se

p. Attorney - pre-trial hearing

1. Pending

2. Set for Date

q. Pending jury trial - indicates when a defendant

sets a court date

r. Juvenile docket

s. Separate dockets for judges

The system updates the status/disposition date

each time the status/disposition is changed;

changes are shown in the citation audit.

Action date - this field is for the date by which a

status/disposition is to be completed.

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Comments - this field is unlimited and may be used

for any notations the court clerk feels are necessary

to the citation. Holds up to 5 different unlimited

comment fields. Comments are recorded with

program-generated date and time of entry and user

name/operator making entry of comments.

The system allows the operator to have a letter

printed to the registered owner of a vehicle found to

have a parking violation (automated by time period

or on demand).

Accounting Transactions


The system has collection and accounting capability, which ensures timely and accurate handling of the cashiering function.

Maintains the court-defined set of rules under which

payments are processed against charges.

Maintains distribution rate tables (fixed dollar

amounts and/or percentages) for collections that can accommodate an unlimited number of court costs according to date-effective formulas (costs can vary from year to year) and provide capability to prioritize distribution.

Ability to assess an unlimited number of fees, fines,

or costs associated with the filing of a case.

Capability to convert bonds to fine payments and

capability to forfeit bond amounts.

Allows for a full range of payments, deferred

adjudication dismissal, partial payments, partial refunds, jail time served with dismissal of court costs, partial jail time served with posting of bond and/or some cash payment.

Allows judicial ability to increase or decrease a

particular fine.

Itemized Receipts have a minimum of the following:

Total Due

Next Due Date

Total Paid Time

Citation Number

Clerk Receiving Money

Receipt #

Date

Court Name

Address

City

Payment is labeled as cash, jail time, community service, etc. (Optional information: fine and court cost amount).

Ability to obtain reports to track cash escrow

payments received by other entities relative to

warrants.

Receipts print immediately upon entry of payment

with the ability to reprint if necessary by authorized

user.

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Ability to transact and track time payments and

payment plans.

Ability to record and facilitate monitoring of

schedule payments. Labels payments as cash, jail

time, community service, etc.

Ability to record overpayments and initiate a refund

transaction.

Provides for automatic distribution of the money

according to effective date of law and rule changes.

Provides daily cash control reports detailed by

cashier, with listing for each payment type.

Ability to make adjustments to all affected for bad

check payments, accurately tracks, and reports

adjustments.

Provides reports showing distribution of monies by

fund. Ability to rerun daily reports for any given day.

Ability to record payments against an account and

apply those payments to charges using the court-

defined set of rules and priorities in real-time.

Ability to allow the supervisory user to access and

review data for specific cashiers.

Produces user-defined reports for fiscal activities

for any given date range.

Ability to provide online cashiering detail to be used

when balancing the cash drawers.

Ability to have cashiering sessions open for multiple

cashiers.

Ability to enter any variety of payment types

including cash, check, money order, or credit cards,

etc.

Daily audit reports balance all funds received

including bonds, escrows, fines and fees.

The system allows for generation of consecutively

numbered receipts.

The system contains a restricted method of

correcting any possible posting errors when they are found (records user name making the changes).

Time served is provided for use when a defendant

serves time in jail in lieu of paying a fine, whether

payment is "in full" or "partial".

The system adjusts the fine amount when

defendant pays part of the fine and serves time for

the rest.

Provides Daily Cash and Non-Cash reports by all or

individual costs paid, that is, to list all payments

made for any code.

System automatically adds fees associated with

“Failure to Pay”.

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Warrants


Active status flashes active warrant, in red, on

screen when citation with warrants is issued.

Ability to generate automated capias and/or alias

warrants upon the entry of a past due date.

Ability to automatically issue a failure to appear

charge to all past due citations and to generate a

failure to appear notice/letter at the time of

issuance.

Ability to automatically generate warrant notice

letters at the same time warrant is issued.

System automatically records the issuance of a

warrant in defendant's history.

Ability to automatically generate a courtesy letter at

the time Failure to Appear charge is issued.

Ability to print on demand, list and/or account for

outstanding warrants by detail and/or by summary,

or any other user-defined needs, (such as violator,

month, offense, or Top Ten List of defendants) by

quantity of Warrants or dollar amount of Warrants.

Ability to generate a printed monthly report of

warrants paid or cleared during the month.

Generates warrant activity reports showing the

various dispositions of warrants for a date range.

The driver's license number field appears on

warrants of arrest.

Warrant requested:

a. The system automatically enters a code when a

warrant is issued for the violator‘ s arrest

and

updates the status/disposition field.

b. The system tracks the date of the warrant after

the warrant is printed.

c. The system allows the issue date to be provided

by the operator at the time the warrant print

request is made.

d. The system automatically prints warrants that

need to be issued. Printing is on demand by

citation, or in batch mode by tracking all

outstanding cases that meet pre-established

criteria.

e. The system indicates that warrants are issued by

violation, not by citation.

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Capias Warrant:

a. The system automatically enters a code when a

capias warrant will be issued for the arrest of

the violator.

b. The system tracks the date the warrant is issued.

c. If the court needs to issue an individual warrant,

the issue date is entered by the operator

instead of reprinting the warrant.

Affidavit of probable cause:

The system generates an affidavit of probable

cause on capias warrants and maintains a record of

the document.

Warrant of arrest:

The system provides the following fields on the

warrant:

Warrant number

Violator‘ s name

Photo

Violation

Fine amount (show partial payment and balance)

Race

Sex

Violator‘ s DOB

Driver‘ s license number

State issued

Address

Vehicle year

Make

Model

Color

License year

State plate number

Date of warrant issued

Violator place of business and address

Work phone number

Appropriate wording.

System provides the ability to change the format of a warrant without programmer involvement.

The system prints an outstanding warrant listing.

Prints defendant‘ s picture on warrant.

Reports


Ability to print, create a file, or downloads to disk

the state monthly conviction report in accordance

with statutory requirements and established criteria.

Ability to print the monthly judicial report upon

request in accordance with current and future

statutory requirements.

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Ability to generate a text file or printed list, on

demand, of defendants requesting a driving safety

course. Reports include, but are not limited to:

Citation Number, Offense, Defendant Name,

Address, Next Action Date.

The system allows the selection of the starting page

number when requesting the printing of reports.

Miscellaneous Reports


Letters to parking violators

Failure to Appear (FTA) notices

Conviction notice (download and print) to

Department of Public Safety in required format

Witness list

Police officer schedule

Police officer cases

Attorney cases

Reports on all status codes

Outstanding citation with status code

Cases on appeal

Outstanding citations by violation code

Next action date or defendant name .

Courtesy letters on failure to appear

Outstanding warrants by date

Warrants issued by date

Warrants served

Warrants cleared by collection agency, by date

System automatically sends notice if conditions of

deferral has not been met within the required time

frame.

Court dockets by date/time

Driving safety courts list (name, address, city

number, offense)

Violation code list

Complaints automatic and on demand

Labels automatic and on demand

Subpoenas

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Standard summons and notices

Outstanding appeals

Outstanding cash bonds

Outstanding bonds by citation number or defendant

name

Print check status

Bond overpayment

Accounting reports

Ad hoc reports will be integrated with the system.

Citation Audit Trail Report Requirement Response Comments

The system provides a minimum of the following

citation information:

Citation number

Citation offense date

Date issued to violator

Officer name

Offense

System maintains a subsystem for bail bond

activity.

System generates a report to show activity and

daily or month-end reports.

System provides a journal entry report to book the

general ledger bond payable accounts.

System separates jail or community service credit

entry.

System provides daily and monthly jail and

community service activity reports.

System provides user-defined codes to track

receipts from other locations (e.g. jail sites, kiosk sites, and on-line payments).

System provides a complete audit trail to all data

entry (e.g. voids, adjustments, reversals, edits, and

user name). A report is provided. System provides

user access history.

System disallows override of original entry data;

system allows for reversal of entry in order to

correct an error.

System provides a daily detail receipting report.

Database is user accessible (for audit routines).

All reports can be generated to a hard copy, an

electronic print file, and/or downloadable to Excel

format by user selection.

Ability to reset passwords. Only Administrator has

access to change.

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Cash Register Requirement Response Comments

The system produces a list of defendant case

information such as name, docket number, receipt

number, and date of payment for payments

received.

The system allows for multiple cash drawers for

each cash register and tracks receipts by court

clerk and by cash drawer. System also produces a

detail and summary report by option with

distribution on each case in which a payment of

non-cash or cash was received.

The system tracks total amounts for each fund so

that proper payment to the state can be made.

The system allows for all fund categories required

by state statutes and city ordinance.

The system allows for assessments to be easily

changed conforming by the state-mandated due

date as prescribed by LAW.

Web Access Requirement Response Comments

System allows citizens to pay citations, parking

tickets, and bail online by credit card, debit card, or

check etc.

System allows court docket to be viewed online via

a web browser.

System allows citizens to view public cases via a

web browser.

System allows citizens to search for a case by party

name using a web browser

System allows citizens to search for a case by case

number using a web browser

System allows citizens to view bail information

using a web browser

Other


Differential Case management - user-defined tracks

can be established that allow a timeline of events

and associated required dates (before or after) to

be attached to the case.

Bail Bonds - system applies bond amount as

payment if defendant does not want to contest;

applies money collected as bond to fine.

Categories - system allows for additional categories

other than refund to city or defendants when

applying bond money.

Community service - system applies community

service or jail time as partial payment to fine.

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Judgments by computer, instead of manual entry

on each violation, computes dates and information

from either what is currently stored or the system

automatically dates.

Warrants have correct amounts, filled by computer,

based on system information.

Multiple violations - system keeps each violation

separately. Ability to apply refunds or bonds, and

dismissals, if applicable.

Deferral and Insurance are kept separate;

automatic computations of dates and information

from system information filled out.

Defensive driving course forms - compute dates,

system information filled out.

Show Cause Docket is created for Defensive

Driving cases. A letter is automatically generated

for those who have not complied with the Defensive

Driving Course by the specified time.

Ability to generate an appeal form on each case.

From a person record or case, a defendant‘ s

picture can be taken via a connected camera and

directly attached to the record or case without

having to manually attach the image.

Scanned images are attachable to the case.

Video can be attached to a case.

Drawings can be attached to a case.

Pictures can be attached to a case.

System has the ability to interface with other

municipalities.

System has the ability to interface with other

agencies or software providers.

System supports electronic signature pads.

The system will allow a user to view and access, on

a single screen, a person‘ s case, charges,

warrants, vehicles, demographics, and mug shots.

Integrated mapping shall be supported to display

addresses.

The application shall support a user definable

dashboard for the display of statistical data, cases

needing attention, reminders, and appointments.

The system will allow a user to be working on

several c ases s i m u l t a n e o u s l y wi thout

hav i ng t o save their place.

The system shall allow documents to be

automatically generated that include images

associated with a person or case.

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The system will be able to access any database

field or user-defined dataset when creating

documents.

The system will allow citations to be

imported into the court system.

The system will allow parking tickets to

be imported into the court system.

The system will allow arrest records to

be imported into the court system.

Security Requirement Response Comments

Provides Access Based on Security Profiles -

Based on the security profile for each user, the system permits or prohibits access at the following levels: menu options, functions, reports, applications/modules, database (within SQL Server), system (windows). Administrator will have the ability to add, edit, view, inactivate, and delete, new or existing profiles.

Provides Security Privileges - The system provides

a set of security privileges that can be added to

profiles. A security privilege defines a specific set of

data, application components, or functions that a

user can access (view only, public access,

restricted case, case creation, warrant privileges,

supervisor privileges, administrator privileges, etc.).

Limit User Access - Enables authorized users to

access any resource (data, queries, functions, reports, etc.) to which that user has been granted rights. Authentication and authorization of all users will be provided at logon through a user ID and a password. The user ID determines to what functions the user has access and enables the system to track the work that user does.

Application security is integrated with Active

Directory.

Supports Passwords - Provides the following

functionality with respect to user passwords:

Enables a user to change his or her

password

Enables a system administrator to specify the minimum length of user passwords, the frequency of required password changes, and automatic expiration of passwords

Stores passwords in an encrypted format, and in a location where only the system administrator can have access to them

Records audit information on report generation

Records historical before and after snapshots of all

data changes (add, update, deletion).

Error Notifications - Warns or alerts administrator

whenever a critical error occurs, such as a

database failure or a network failure.

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Manages Users - The system maintains a user list

including name, logon name, password, security

group profile, active date range, title, and contact

information. Administrator has access to user

information including date and time of all logins per

user, and is able to add new users and set their

passwords. System provides an automatic logoff for

a user in the event a workstation remains inactive

for a specified time period. Administrator is able to

view an online list of all users currently logged on to

the system.

Provides Audit Trail - System maintains a log of

specific user actions that includes:

User logons

User logoffs

Unsuccessful logon attempts

Audit information on adding a record

Audit information on editing a record

Audit information on deleting a record

Audit information on form generation

City of Gainesville · 1 City of Gainesville Request for Proposal RFP No. 13043 Police Records...

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Transcript of City of Gainesville · 1 City of Gainesville Request for Proposal RFP No. 13043 Police Records...