Request for Information Integrated Field Reporting, Records Management System & Future Jail Management System
Hennepin County Sheriff’s Office
350 South 5th Street, Room 6 Minneapolis, MN 55415 Ph. (612) 348-3744
NOVEMBER 12, 2013
Table of Contents SECTION 1 – SUMMARY INFORMATION ..................................................................................... 3 I. INTRODUCTION ....................................................................................................................... 3 II. AGENCY PROFILE .................................................................................................................. 4 III. HCSO RECORDS MANAGEMENT AND JAIL MANAGEMENT ............................................ 5 SECTION 2 – GENERAL AND LEGAL INFORMATION ................................................................ 8 I. SCOPE OF RMS FEATURES AND FUNCTIONS ..................................................................... 9 II. RESPONSES SUBJECT TO PUBLIC DISCLOSURE ............................................................11 SECTION 3 - TECHNICAL REQUIREMENTS ............................................................................133 SECTION 4 – ADDITIONAL VENDOR ATTACHMENTS ...........................................................177 INTEGRATIONS NEEDED ........................................................................................................18 VENDOR/SOLUTION PROVIDER CONTACT DATA ................................................................19 DETAILED VENDOR REFERENCES ........................................................................................20 BUDGETING AND COSTING ....................................................................................................21
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Section 1 – Summary Information I. INTRODUCTION The Hennepin County Sheriff’s Office (HCSO) is issuing a Request for Information for the purpose of gather information regarding law enforcement Records Management Systems (RMS) that is available in the marketplace today. The information gather with this Request For Information will aid the HCSO in formulating a possible future Request For Proposal (RFP) or Request For Quotation (RFQ) allowing the eventual purchase of a state-of-the art, Integrated Field Reporting and Records Management System and a partnership opportunity to develop a future enhanced state-of-the-art Jail Management System suite able to meet the current and future needs for the Hennepin County Sheriff’s Office. Those law enforcement software vendors willing to participate with this Request For Information (RFI) will be afforded an opportunity to impact next steps based upon the findings of this RFI. Identified possible next steps may include:
Review of vendor’s product(s) by the HCSO seeking to better understand the numerous features and approaches to a law enforcement RMS that will best meet the needs of the Hennepin County Sheriff’s Office. Opportunity for vendors, through RFI response, to inform, educate and shape the direction of the potential requirements for a possible RFP or RFQ. Opportunity for the law enforcement software/services vendor community to provide information and input that will drive the next steps within the Hennepin County Sheriff’s Office records management and future jail management systems design, selection, purchase and implementation. Opportunity for a law enforcement software and services vendor to work directly with a large and sophisticated law enforcement agency in the design, purchase and implementation of a large jail management system utilizing jail industry best practices and accreditations.
Again, next steps will be determined after receipt and evaluation of the received responses to the Request for Information from prospective vendors. The current overall project scope will review the functionality and features of the software system(s)/services, process of acquisition and licensing of software/services, potential system installation (timelines and data conversion), training and maintenance costs to replace or upgrade the current system(s) and begin the planning process of design and creating a new Jail Management System to meet the current and future needs of Adult Detention within the HCSO. The HCSO understands the challenges of an integrated system and wishes to identify vendors that have current working software products that integrate to the 1) Federal Bureau of Investigations systems, 2) State of MN Criminal Justice Information Systems, 3) State of Minnesota Courts Information, 4) Hennepin County HJIP Data Broker, 5) active integrations to existing law enforcement applications such as generic Computer Aided Dispatch (CAD) interfaces. The overall objectives are as follows:
Improve service to the public Provide user-friendly software applications for sworn and non-sworn personnel Provide an accurate and efficient means to access and retrieve data Provide security to ensure confidentiality and privacy of data Provide flexible and adaptable workflow for case assignment and case management for the investigative process and function. Provide flexibility to allow for emerging technologies and future expansion Enhance officer safety and efficiency Create a future means for all future HCSO records systems/data bases to consolidate into a central product suite, creating single points for maintenance and support to include jail management and warrants. Page | 3
Provide integrated solutions for data and information sharing
We invite your company to take the time and effort to respond to our request for product information in our search for application providers to meet our next generation needs in data collection and information technology.
II. AGENCY PROFILE HENNEPIN COUNTY SHERIFF’S OFFICE OVERVIEW The Hennepin County Sheriff's Office serves 1. 3 million residents (1/4 of the State of Minnesota’s population) with key lines of businesses located throughout Hennepin County’s 606 square miles and a large administrative/operational presence within the county seat, City of Minneapolis. The Hennepin County Sheriff’s Office is comprised of eight (8) lines of business functions that included Jail, 911/Dispatch, Patrol, Forensics, Investigations, Warrants, Court Security and Civil Process. These lines of business comprise numerous sub lines of business referred to as Units. The Hennepin County Sheriff’s Office employs numerous software and information systems that operate and manage the variety of critical functions of the lines of business. Mission Dedicated to increasing public safety through leadership, integrity and strong partnerships. Vision Outstanding public safety through exemplary leadership, dynamic, collaborative partnerships and innovative resource management. Goal The goal is to continue to enhance the Records Management System and electronic reporting of critical public safety data to provide greater information sharing and efficiencies for the criminal justice system. HENNEPIN COUNTY SHERIFF’S OFFICE INFORMATION STAFFING INFORMATION 808 Total Authorized Employees 200 Total Volunteers By Authorized FTE and Staffing Type 341 Full-Time Sworn Sheriff’s Deputies (Authorized) 207 Full-Time Non-Sworn Detention Operations Staff (Authorized) 260 Full-Time Non-Sworn Sheriff’s Office Business & Support Staff (Authorized) By Authorized FTE and Lines of Business 78.5 Communications Division 114.5 Enforcement Services Division 35.5 Forensics Division 60.0 Investigative Division 102.0 Administrative Division 326.5 Adult Detention Division 75.0 Court Security Division 16.0 Information Technology Services Division
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MOBILE PC FLEET 106 Mobile Public Safety Units (Vehicles that are equipped with Laptops and have the need to print tickets and/or access field based reporting) 94 Marked Fleet 6 Boats 6 Specialty Vehicles (Command Vehicles/Trailers, etc.) 106 Total Mobile/Field PC’s with CAD Access and Needing Field Based reporting ARREST INFORMATION The Hennepin County Sheriff’s Office produced the following number of arrests by Division in 2012: 1,122 Arrests (566 based upon active warrants Court Security Division) 900 Arrests ESD Division Patrol Unit 101 Arrests ESD Division K-9 Unit 81 Arrests ESD Division Water Patrol BWI’s 331 Arrests Investigations Division VOTF Unit WARRANT INFORMATION The Hennepin County Sheriff’s Office produced the following number of warrant activities in 2012 7,266 Felony Warrants satisfied 4,443 Gross Misdemeanor Warrants satisfied 32,770 All Warrants satisfied for all categories OTHER RELATED INFORMATION The following are additional Hennepin County Sheriff’s Office information on activities in 2012: 3,640 Citations Issued 210 Responses to Traffic Accidents 4,891 Summons & Complaints Issued Civil Process 2,595 Writ of Recovery Issued Civil Process 4,132 Foreclosure Process served Civil Process JAIL RELATED INFORMATION The following are relevant statistics for the Sheriff’s Office Adult Detention Division for 2012: 35,857 Total Bookings 98 Average Bookings per Day 7 Day average length of stay 857 Inmate Population High Count for the Year 568 Inmate Population Low Count for the Year 828,752 Inmate Meals Served for the Year 1,000 Jail Infirmary Inmate Bed Days for the Year III. HENNEPIN COUNTY SHERIFF’S OFFICE RECORDS MANAGEMENT & JAIL MANAGEMENT AGENCY RECORDS MANAGEMENT AND JAIL MANAGEMENT SYSTEM HISTORY Previous Legacy System The Hennepin County Sheriff's Office originally implemented a legacy system that was developed and th support by the Hennepin County Information Technology Department from 1997 to August 29 , 2011 (14 years). The application titled “Sheriff’s Incidents” was designed in an old version of PowerBuilder and evolved to a back-end SQL database. Hennepin County Information Technology changed its development tools and direction away from PowerBuilder within recent years, with the final PowerBuilder developer Page | 5
retiring in 2012. The need to adopt a new records management system to document incident complaint reporting has been active within the Hennepin County Sheriff’s Office for a number of years. Records Management Added to the Computer Aided Dispatch/Mobile Replacement Project The Hennepin County Sheriff’s Office added records management to a Computer Aided Dispatch (CAD)/Mobile capital project, with the expectation that the selected CAD/Mobile vendor would produce a records management system that would both meet the needs of the HCSO’s incident complaint reporting, and move away from the legacy “Sheriff’s Incidents” records system which was losing its in-house development and maintenance/support resources from Hennepin County IT. After three years of working with the CAD/Mobile vendor and failing to receive an operational records management system that would meet the most basic of the HCSO specifications, the Sheriff’s Office began to research the public safety market place, seeking a suitable system to replace “Sheriff’s Incidents.” LOGIS (Local Government Information System) Law Enforcement Consortium The Hennepin County Sheriff’s Office learned that the LOGIS Law Enforcement software consortium had begun a process, on behalf of its member agencies, to replace its existing CAD/Mobile and Records Management Systems. A number of the law enforcement members participating in LOGIS are also dependent law enforcement agencies dispatched by the Hennepin County Sheriff’s Communications Division, serving as their Public Safety Answering Point (PSAP). A number of the law enforcement agencies participating in LOGIS are cities located within Hennepin County that provide their own emergency 911 Public Safety dispatching operations. The RFP process included a large number of participants, including representatives from the dispatch community, police officers, records support staff, law enforcement administrators, and information technology staff from a host of agencies across the Twin Cities metro area and outlying Counties. The premise of the RFP was to find a single vendor that could provide a “best-in-breed” CAD/Mobile and RMS and Field Reporting suite of products aimed at a single implementing maintenance/support and integration vendor, versus multiple vendors. A vendor CAD/Mobile and RMS was selected due to the LOGIS consortium’s perception that the strength of the CAD/Mobile environment would meet the needs of those law enforcement agencies needing multi agency configurability. The selected CAD/Mobile and RMS applications were not yet in a complete production state, and remained in a process of development at the time the LOGIS consortium selected it as the solution to be implemented. The selected CAD/Mobile and RMS application was eventually rejected by the remainder of the LOGIS Law Enforcement consortium several months after the Hennepin County Sheriff’s Office implemented, but not yet fully accepted the RMS portion of the suite of products. The Hennepin County Sheriff’s Office worked with both LOGIS and the vendor to get the application to a state of acceptance for over 18 months, with the eventual decision to move forward with another RFP in search of a vendor that has a product that is proven within the current law enforcement environment within both the State of Minnesota for Sheriff’s Offices, and within the Hennepin County justice environment.
Jail Management System The Hennepin County Sheriff’s Office Adult Detention Division occupies two separate facilities (Public Safety Facility-PSF: 330 inmate housing beds & City Hall 509 inmate housing beds totaling 839), making it the largest jail facility within the State of Minnesota. The Hennepin County Jail is the only jail within the State of Minnesota possessing an accreditation from the American Correctional Association and hailed as a leader in addressing mental health issues and cost-effective medical care located on-site. The Hennepin County Sheriff’s Office deployment of advanced classification has been cited as key to Page | 6
addressing identification of medical and mental health issues among the inmate population and provision of proper housing to mitigating conflicts and issues. The Hennepin County Sheriff’s Office implemented its first non-County mainframe Jail Management System (JMS) in mid-2001 when it went live. The jail management system is named Premier IMS and had been purchased and sold numerous times with Tiburon remaining as the current vendor of the product. The system is a client/server environment consisting of IBM server hardware, Sybase as the database and a Power Builder client. Hennepin County’s Jail Management System, “Premier IMS”, has dozens of integrations providing both batch and “real time” information to the State of Minnesota Courts Information System MNCIS, State Department of Corrections, MN Bureau of Criminal Apprehension, and numerous other applications. This system is currently integrated with other third party vendor applications for digital mug photo capture, latent fingerprint capture, IBIS identification, jail commissary system, inmate phone system, public jail roster application and others. The Hennepin County Jail data serves as the “genesis” of the Hennepin County Criminal Justice workflow with the Hennepin Justice Integration Project (HJIP) serving as the steward of the data integration efforts. The data housed within the Hennepin County Sheriff’s Office’s Adult Detention Division provides law enforcement, criminal justice and the public a great deal of value and business information. A medium-range goal of the Sheriff’s Office is to centralize the HCSO’s Records Management System (filed reporting, ICR’s, citations), Warrant tracking information and Jail Management System information into a central product suite allowing improved cross-divisional information and master indexing functions and improved centralized records management functionality.
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Section 2 – General and Legal Information REQUEST FOR INFORMATION FOR Hennepin County Sheriff’s Office ("RFI") FOR INTEGRATED FIELD REPORTING, RECORDS MANAGEMENT SYSTEM & FUTURE JAIL MANAGEMENT SYSTEM Submit the Request For Information (RFI) responses via the following by Monday, December 2, 2013 by 4:30 PM: in a sealed envelope or package with the Vendor's name and address, and RFI title clearly marked on the outside of each sealed envelope or package.
BY MAIL Hennepin County Sheriff’s Office 350 South 5th Street Room 6, Courthouse Minneapolis, MN 55415 ATTN: Major Jeffrey Storms
BY EMAIL
[email protected]
QUESTIONS Questions regarding this RFI should be submitted by electronic mail to the appropriate contact listed below, no later than November 19, 2013. NO PHONE CALLS ARE ACCEPTED. Answers to questions that pertain to all Vendors or that are likely to materially affect the RFI will be issued as an Addendum. Please direct questions to:
Jeffrey Storms Sheriff’s Office Bureau Command - Information Technology Division Email:
[email protected]
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I. SCOPE OF RMS FEATURES/FUNCTIONS BEING SOUGHT BY HCSO The Hennepin County Sheriff’s Office is requesting information from prospective law enforcement records management system vendors that can provide a system that does or can eventually provide the following features/functions: Field Based Reporting Preferably Web Based or Thin Client: Obtain key CAD/Mobile data from the Sheriff’s Office’s existing Tiburon system pre-populating FBR fields for the Deputy/Records Staff via an existing CAD to RMS data broker maintained by HJIP. Intuitive and logical report information entry utilizing a series of prefilled, drop-down, auto complete and free form text entry methodologies and maintained within a logical and well architected database. Elimination of duplicate information entry pertaining to people, property, locations, vehicles, etc. Utilization of integrations leveraging existing CAD data, DL information (DL Swipe hardware), Advance Authentication equipment (proximity card readers), IBIS Finger print capture equipment (IBIS Extreme via blue tooth) and other available information capture and integrations. Logical workflow to complete an Initial Complaint Report and submission to approving authority with all required fields validated and present with flexibility for Agency workflow modification/adaptation. Ease in adding attachments to report (documents, multimedia files, PDF’s, etc.). Contains full audit trail of report activities (viewing, printing, creation, modifications and purging). Centralized Records Management/Processing: Records support staff client allowing records validation, corrections (codes, name spellings), case workflow status and related activities with full auditing functionality. System administration console: table maintenance, management of security roles/access, assignment of user accounts and security roles. Investigative Case Assignment and Management Process Workflow: Flexible and adaptable investigative workflow process from Deputy submission, supervisory approval, forward for investigation from initial reporting Deputies, case review, case assignment to investigator, case additions (supplements, attachments, interviews, people/property/vehicles/etc.), case closure/inactivation, case forwarding for charges (. Provide security and limited access by only those investigative staff assigned to the case and their supervisors who maintain a need to review the confidential information. Case forwarding to the Hennepin County Attorney’s Office Pro Case (proprietary Prosecutor Case Management system) where data is electronically submitted to the Prosecutor’s Case Management System used to assign and track cases being considered for charging by the assigned Assistant County Attorney. Electronic Citation/Ticket Writing: Easy and logical entry and creation of citations within the squad car making use of existing driver’s license card swipe hardware and integration with the CAD/Mobile and MN Driver Vehicle Services data integrations to auto complete fields within the electronic citations application. Allow the deputy to complete and issue citations for numerous offenses to include traffic, tab charges, juvenile citations, warning tickets and other notices to appear. Must submit citation information electronically via the existing Hennepin County Justice Integration Project (HJIP) broker which submits to the MN Courts Information System (MNCIS) where it is processed electronically and paperless other than the issued citation to the offender. Electronic citations information must also properly record master index information and detailed citations information within the proper locations within the RMS. Produce a citation that meets the State of Minnesota statutory compliance for content and format.
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SCOPE OF RMS FEATURES/FUNCTIONS BEING SOUGHT BY HCSO (Continued) Traffic Accident/Boating Accident & Recreation Vehicle (Crash) Reports: Needs to emulate and provide information to the State of Minnesota’s Online Accident application to eliminate the need for duplication of accident reports entry within the RMS and State systems. Must contain all fields and diagrams required through the MN Accident Reporting form. Must provide the ability to complete the requirements for reporting Boat Accidents pursuant to MN DNR requirements. Must provide the ability to complete the requirements for reporting Recreation Vehicle Accidents pursuant to MN DNR requirements including snowmobiles, all forms of ATV’s, off road motor cycles and off-road vehicles complete with appropriate matching code tables and diagrams. Reporting Products: Application should allow for a host of configurable “canned” reports that can be used by Sheriff’s Office staff to obtain summary data “snap shot” status, detailed case specific information, and metrics regarding case productions, current status and case aging. Flexible creation, adaptation and printing of a standardized “Public Report” that is requested by the public, media or other that is similar to a report currently utilized by the Minneapolis Police Department’s CAPRS Records Management System. Ability to apply third party ad hoc reporting tools such as Crystal Reports, Cognos and related applications allowing Sheriff’s Office staff to be able to create and administer its own reporting specialization and extraction without the aid of the vendor or additional vendor costs. Ability for Records Staff to custom design printable/scan able reporting forms for HCSO use. Warrant Tracking: The warrant records needs to be created via a bi-directional integration to the MN Courts Information System (MNCIS) using the Hennepin Justice Integration Project data broker where they are created and originate, then provided to the Sheriff’s Office to process and execute. The warrant system must be able to “real time” update the MNCIS record upon change of the warrant status to assure the Sheriff’s Office Warrants Tracking Status is synced to the MNCIS system. The warrant system needs to document various type of information such as the history of attempts by the Sheriff’s Office to satisfy the warrant (visits to addresses, known associates, etc.) to include a narrative to document additional information, discussions and intelligence gathered through the warrant process. Desired ability for other Hennepin County Law Enforcement to access the warrants system and also be able to log attempts and successful warrant arrest pickups creating a centralized warrant activity log/status allowing law enforcement to better and more efficiently (eliminate duplication) execute warrant attempts. Integrate with the MN BCA integration of misdemeanor, gross misdemeanor and felony warrant information within the Criminal Justice Information System “Hot Files” allowing all agencies to access and act upon Hennepin County issued warrants with no manual duplicate entry process. Civil Process Service Tracking: Ability to log and track Civil Process Service attempts by Deputies assigned to specific tasks. Integrate with the existing Hennepin County Sheriff’s Office Civil Serve application produced by SoftCode, Inc. Canine (K-9) Activity Tracking and Training for Certifications: Ability to log, manage, and report all facets of the Sheriff’s Office canine program. Ability to track/manage/report on canine care, costs, medical, training, activities, incidents, resources, call outs, tracking, drug detection, and canine use of force documentation. Must allow individual canine handlers to access on a mobile basis while allowing Canine Supervisory to run multiple reports by canine, handler, entire unit, etc. Canine use of force reporting to be linked to arrest and ICR reports. Page | 10
SCOPE OF RMS FEATURES/FUNCTIONS BEING SOUGHT BY HCSO (Continued) Law Enforcement Recruitment, Hiring and Background Investigation Workflow: Ability to track deputy and staff recruitment class from advertisement of position, to application process, to testing, to interview, to management of finalists, to background investigation to point of hire. Can autocomplete various template letters, forms, documents, waivers and lists per hiring status assignments or designation within the hiring process. Data Integrations: Data integrations to Federal, State and County Justice partner agencies are numerous and documented within the accompanying HCSO Function Requirements Field Reporting RMS document. National Information Exchange Model (NIEM) Standards The Records Management System that will be selected, purchased and employed by the Hennepin County Sheriff’s Office must be or extremely close to NIEM standards (version 2 or 3). Federal, State and Local government movement strongly encouraging and employing NIEM ready assessment and adoption for inter-government and external governmental information exchange. Please reference https://www.niem.gov for more details.
II. RESPONSES SUBJECT TO PUBLIC DISCLOSURE Information supplied by the responding Vendor to the HCSO is subject to the Minnesota Government Data Practices Act, Minnesota Statutes, §13.01 et seq. Such information shall become a public record unless it falls within one of the exceptions in the Act, such as trade secret information pursuant to Minnesota Statute §13.37. If the Vendor believes any non-public information will be supplied in response to this RFI, the Vendor shall: (1)
Clearly and conspicuously mark any materials or emails you believe to contain trade secret information;
(2)
Enclose such Materials in a separate envelope or separate Email, which, itself, is clearly and conspicuously marked "Confidential."; and
(3)
Include in the envelope or Email an opinion for each document indicating the legal basis for regarding it as trade secret under the MGDPA.
Vendor is advised that for purposes of this RFI, Minnesota law permits data to be labeled and treated as trade secret information only if the information is the subject of Vendor's efforts that are reasonable under the circumstances to maintain its secrecy and derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use. No portion of the information or any attachments thereto may be designated as trade secret information unless Vendor in good faith determines that such designation is clearly allowed by the foregoing trade secret criteria. The HCSO reserves the right to decline any such designation by Vendor if upon evaluation by the HCSO, the HCSO determines that the information so designated is clearly and commonly regarded as public data in the State of Minnesota. Vendor, at its sole expense, shall at all times be responsible for promptly defending and/or responding to any request for access to and/or copies of data designated by Vendor as trade secret, provided that the HCSO shall inform persons seeking such data of its trade secret designation and promptly notify Vendor of the fact of such request and the HCSO's response thereto. Page | 11
III. CONDITIONS OF RFI The issuance of this RFI constitutes only an invitation to submit information to the Hennepin County Sheriff’s Office (HCSO). Any information submitted as provided herein shall not be construed as an official and customary Request for Proposal, Request for Bid, or an offer for a future binding contract. Nothing in this RFI should be construed to imply an obligation of any kind by the HCSO or Hennepin County. At its sole and absolute discretion, the HCSO may decide to further pursue one or more solutions by methods including, but not limited to: solicit further information from one or more potential vendors; conduct direct negotiations with one or more potential vendors; issue a Request for Proposals or Request for Bid as appropriate; solicit and contract with non-responding vendors with or without reference to this RFI; or take no action at all. The HCSO reserves the right to evaluate, use, and determine, in its sole and absolute discretion, whether any aspect of the Respondent’s information satisfies the purpose and intent of the RFI. Under no circumstances shall the HCSO or Hennepin County have any liability to any Vendor for any cost incurred in connection with this RFI or otherwise. The HCSO is not obligated to respond to any Vendor’s information nor is it legally bound in any manner whatsoever by the submission of information. It is the intention of the HCSO to use this information for planning purposes.
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SECTION 3 - TECHNICAL REQUIREMENTS RESPONDING TO THE RFI REQUIREMENTS All responses must be completed on the forms as provided by Hennepin County Sheriff’s Office. All Vendors are required to use the following guidelines when responding to each technical requirement as outlined in the RFI: Y = Yes
(The current version of the proposed software meets the requirement without any modification, as of the date of this RFI.)
N = No
(The current proposed software does not meet the requirement and cannot/will not be modified.)
M = Modified
(The current proposed software would require modification to meet the requirement. NOTE: For each “Modified” response, the Vendor must include an explanation and modification cost summary. All modifications, however, must be included in the final cost summary.)
F = Future
(This capability is planned for a future version of the product by DATE, but is not currently available)
The minimum technical requirements are included in the table below. Answer the questions below and them with your response.
Records Management System & Jail Management System Vendor Responses FEATURE 1. RMS 1-Field Reporting 2. RMS 2-Field Reporting 3. RMS 3-Field Reporting 4. RMS 4 Electronic Citations 5. RMS 5 Electronic Citations 6. RMS 6 Electronic Citations 7. RMS 7 Electronic Citations
DESCRIPTION OF FEATURE Does your software RMS application include a Field Reporting Module that is a thin or web client designed specifically for use by field law enforcement personnel? Does your software Field Reporting module or client provide a means of quick entry for the user than eliminates the need for duplicate entry of information (names, addresses, property, etc.)? Does your software Field reporting Application module or client have a method that caches or saves to the local device when a disconnect/failure of wireless or broad band connection has occurred allowing the user to resend or assure the data has not been lost and user does not have to re-enter data? Does your software RMS application contain an electronic citation module/feature that allows filed users to quickly complete and create a citation that can be issued in-the field? Does your software RMS electronic citation module/feature work with existing magnetic driver’s license strips allowing 1.) easy entry for citations 2.) automated DSL lookups? Does your software RMS electronic citation module/feature have a voice assisted response when the Driver’s License is entered allowing for the user to remain “heads-up” while awaiting a wanted persons response? Does your software RMS electronic citation module/feature require any special printing equipment (specific printer models) or specific printing products (special paper such as thermal) for the creation of the citation?
RESPONSE: Y, N, M or F
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Records Management System & Jail Management System Vendor Reponses FEATURE 8. RMS 8-General
9. RMS 9-General 10. RMS 10General 11. RMS 11 General 12. RMS 12 General 13. RMS 13 General 14. RMS 14 Case Management 15. RMS 15 Case Management 16. RMS 16 Case Management 17. RMS 17 Case Management 18. RMS 18 Warrant Management 19. RMS 19 Warrant Management 20. RMS 20 Warrant Management 21. RMS 21 Warrant Management 22. RMS 22 Accident Reporting 23. RMS 23 Accident Reporting
DESCRIPTION OF FEATURE Does your software application employ a master index for names, addresses, vehicles and property that can be selected during entry to complete required fields within the report? Does your software application employ intuitive workflow process and navigation allowing users to employ less training and experience to enter and query information? Does your software application employ a “role based security” approach allowing a system administrator to easily assigned and re-assign a user to a new “role” providing predefined access and application privileges? Does your software application provide Active Directory authentication allowing a user to be automatically credentialed for RMS use upon their initial log on to the domain via Microsoft logon? Does your software application meet all FBI security requirements for Criminal Justice Information (application level encryption, eligible to employ advanced authentication methods, etc.)? Does your software application allow for the attachment of a variety of media and other files such as PDF, JPEG, GIF, TIFF, MPEG, MPEG4, DOCX PPTX< MP3, MP$, etc.)? Does your software application employ a case management module/feature that allows a workflow for report approvals, report forwarding to investigations, case assignment and reporting on case status? Does your software application’s case management module/feature allow the agency to reconfigure the workflow allowing it to meet the agency’s approval, assignment, review and closure process? Does your software application’s case management module/feature allow a supervisor to mass re-assign cases assigned to an investigator to another investigator (re-assignment, promotion, retirement, medical issue)? Does your software application’s case management module/feature allow an entire case to be forwarded outside such as forwarding to a prosecutor for the purpose of charging using an xml export or other means? Does your software application’s warrants management module/feature that allows warrants to be received electronically from a Courts System (outside the RMS) pre-populating defined fields and information? Does your software application’s warrant management module/feature that allows the documenting of warrant attempts by law enforcement including the date, time, location and narrative regarding the attempt and additional information obtained. Does your software application’s warrant management module/feature that allows the warrant locations to be matched against the RMS geofile or addressing service? Does your software application’s warrants management module/feature that allows easy report creation and report generation of active warrants by type, people address, city, zip code, status, officer, date, time of day, etc. ? Does your software application have an accident reporting module of feature that allows all information required by the State of MN to be collected and submitted to the State of MN Driver and Vehicle Services? Does your software application’s accident reporting module also allow reporting for ATV and Water craft accidents pursuant to State of MN DNR reporting requirements?
RESPONSE: Y, N, M or F
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Records Management System & Jail Management System Vendor Reponses FEATURE 30. Other 1 Canine Activity Tracking 31. Other 2 Canine Activity Tracking 32. Other 3 Canine Activity Tracking 33. Other 4 Canine Activity Tracking 34. Other 5 Civil Process Management 35. Other 6 Civil Process Management 36. Other 7 LE Hiring, Recruitment & Backgrounds 37. Other 8 LE Hiring, Recruitment & Backgrounds 38. Other 9 LE Hiring, Recruitment & Backgrounds 39. Other 10 Data Standards 40. Integrations 1 Federal 41. Integrations 2 State of MN
42. Integrations 3 Hennepin Justice
43. Audit 1 All Access
DESCRIPTION OF FEATURE Does your software application have a module/feature that allows for ability to log, manage, and report all facets of the Sheriff’s Office canine program? Does your software application’s canine tracking module/feature allow the ability to track/manage/report on canine care, costs, medical, training, activities, incidents, resources, call outs, tracking, drug detection, and canine use of force documentation? Does your software application’s canine tracking module/feature allow individual canine handlers to access on a mobile basis while allowing Canine Supervisory to run multiple reports by canine, handler, entire unit, etc.? Does your software application’s canine tracking module/feature allow Canine use of force reporting to be linked to arrest and ICR reports? Does your software application have a module/feature that allows the ability to log and track Civil Process Service attempts by Deputies assigned to specific tasks? Does your software application’s civil process management module/feature integrate with the existing Hennepin County Sheriff’s Office Civil Serve application produced by SoftCode, Inc.? Does your software application have a module/feature that addresses the workflow of Law Enforcement Recruitment, Hiring and Background Investigation for agencies? Does your software application’s hiring, recruitment and backgrounds module/feature allow the ability to track deputy and staff recruitment class from advertisement of position, to application process, to testing, to interview, to management of finalists, to background investigation to point of hire? Does your software application’s hiring, recruitment and backgrounds module/feature allow the ability to autocomplete various template letters, forms, documents, waivers and lists per hiring status assignments or designation within the hiring process? Does your software application utilize or employ the National Information Exchange Model (NIEM) within its database(s) as a data standard? Does your software application possess data integrations for the following federal law enforcement databases and system: NCIC (Hotfiles & III), N-Dex, National Incident Based Reporting System (NIBRS)? Does your software application possess data integrations for the following State of MN law enforcement databases and system: Criminal Justice Information Systems (CJIS), Criminal Justice Reporting System (CJRS), MN Department of Motor Vehicle Services (DVS), Comprehensive Incident Based Reporting System (CIBRS), eCharging, MNCIS-eCitations, MN State Statute Service, MN DOC’s Statewide Supervision System (S3)? Does your software application possess data integrations for the following Hennepin County Justice databases and system: Hennepin Justice Integration Project’s CAD to RMS data broker, Juvenile tracking system (JDAWG), Hennepin County Attorney’s Office ProCase, MN Court information System (MNCIS) data broker, electronic Authority to Detain (eATD) and Jail Management data import/export standards? Does your software application possess the ability to audit all users and administrator activities to include view, print, modify, delete and create records activities?
RESPONSE: Y, N, M or F
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Records Management System & Jail Management System Vendor Reponses FEATURE 44. JMS 1 General 45. JMS 2 General
46. JMS 3 General
47. JMS 4 General
DESCRIPTION OF FEATURE Does your company have a current Jail Management System (JMS) either as a part of its RMS or a separate application offering? If you DO have an existing Jail Management System module or separate application, would there be interest in re-developing or making large scale modification to meet the Hennepin County Sheriff’s Office’s JMS needs? If you DO NOT have an existing Jail Management System module or separate application, would there be interest in developing a new JMS application to meet the Hennepin County Sheriff’s Office’s JMS needs and tightly integrate with your existing RMS software application? Would your company be interested in developing a Jail Management System that would satisfy the Hennepin County Sheriff’s Office (largest jail lock up in MN) and the second largest jail lockup in the State of MN that would address a comprehensive jail booking, inmate classification, inmate housing management, inmate services and release application complete with integrations to numerous existing inmate support applications?
RESPONSE: Y, N, M or F
Records Management System & Jail Management System Vendor Reponses Additional Comments
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SECTION 4 – ADDITIONAL VENDOR INFORMATION
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INTEGRATIONS NEEDED FROM RMS FOR HCSO Each vendor shall provide answers to the following questions to qualify for consideration. Hennepin County Sheriff’s Office will only be considering vendors with currently in-use interfaces to the following systems: 1. Hennepin County Broker – Direct Connection from Hosted Facility 2. Hennepin County Sheriff’s Communications CAD 3. State of Minnesota eCharging 4. BCA – Direct Connection from Hosted Facility 5. Minnesota Department of Corrections Probation System 6. Minnesota State Statute Service 7. Minnesota DMV Crash Reporting System 8. Hennepin County Mobile System – Tiburon IQ / CAD 9. MN BCA Comprehensive Incident Based Reporting (CIBRS 10.) Federal Bureau of Investigations N-Dex 11.) MN BCA Criminal Justice Reporting System (CJRS) 12.) MN Courts Information System (MNCIS) via Hennepin Justice Integrations Project (HJIP) 13.) electronic Authority To Detain (eATD) Hennepin County Sheriff’s Office IBIS (Morpho Trust) custom application.
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
No No No No No No No No No No No No
Yes
No
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VENDOR/SOLUTION PROVIDER CONTACT DATA This section is for Vendors to enter the information for the various partners and associated vendors that are utilized to install/implement RMS applications within the HCSO: Prime Contractor / System Integrator Information: Information Company Name: Address: Address: Contact Name: Contact Title: Office Phone: Email: Comments: Records Management System (RMS) Vendor: Information Company Name: Address: Address: Contact Name: Contact Title: Office Phone: Email: Comments:
Field Reporting Vendor: Information Company Name: Address: Address: Contact Name: Contact Title: Office Phone: Email: Comments:
Other Vendor: Information Company Name: Address: Address: Contact Name: Contact Title: Office Phone: Email: Comments:
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REFERENCES: RMS REFERENCE (1): Customer Name: Address: City: State: Zip: Contact Name: Telephone: Fax: E-Mail: No. of Years Installed:
RMS REFERENCE (2): Customer Name: Address: City: State: Zip: Contact Name: Telephone: Fax: E-Mail: No. of Years Installed:
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BUDGETING AND COSTING FOR SOFTWARE APPLICATION-GENERAL The goal of this portion is not to obtain formal cost proposals or bids but rather to better understand how your company charges for its software licensing, maintenance and support and related costs pertaining to a Records Management System. Please provide an example of the purchasing and ongoing maintenance of a customer of your Records management System would be approached (please show costs/license and related calculations). VENDOR HOSTING OPTION A Do you offering application and database hosting as an option to customer
YES
or
NO
Included, but not limited to the following for a vendor hosted RMS system:
Licensing RMS client costs per license Annual Support and Maintenance per client Applicable backend licensing charges o RMS application server licensing o MS SQL server licensing/costs o Additional support applications licensing Data storage costs Portion of infrastructure costs o Server o SAN o Networking o Etc. Back up data center charges Costs related to data conversion from current RMS specified in functional requirements
CUSTOMER HOSTING OPTION B Included, but not limited to the following for a customer hosted RMS system:
Licensing RMS client costs per license Annual Support and Maintenance per client Applicable backend licensing charges o RMS application server licensing Estimated costs for needed hardware o Servers o Server OS Licensing o MS SQL Licensing o Other related third party tools licensing required to run the RMS Back up data center charges Costs related to data conversion from current RMS specified in functional requirements
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