March 16, ITN # Law Enforcement Records Management System. Addendum # 1

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1 March 16, 2017 ITN # Law Enforcement Records Management System Addendum # 1 The following written questions were received by the deadline and responses from the University are following each question: 1. Is UPD currently using a CAD system?, Motorola Premier CAD Client. 2. With regard to and following: Would the University specify any interfaces which are required in addition to those listed below: a. A.R.M.S. (Import) b. CopsMore (Import) c. General Exports (as specified in 5.5.3) d. JSO Field Reporting (Import) e. LinX (Export) UNF Response: CAD (Import) 3. For each additional interface not in the above list, would the University provide the following: Vendor/System Direction (import, export, two-way) Type of records/data being transferred UNF Response: Motorola Premier CAD Client Import Data such as call for service number, call type, times, location, report 1

2 number issued, caller information, officers assigned, vehicle and subject information, and call notes. 4. Will the University need to access FCIC/NCIC for purposes of running driver s license and registration checks, or are those queries performed on behalf of the University by the Jacksonville Sheriff s Office dispatchers? UNF Response: Not through the RMS solution, no. 5. Per paragraph , Vendor does not require named user/seat-based licensing. Are you stating that if a proposed RMS system uses named user licensing they are excluded from proposing a solution? UNF Response: Preference will be given to concurrent over seat based licensing. 6. Per paragraph , Solution supports account lockout when login credentials entered are incorrect (if Active Directory or other UNF-managed single sign-on integration is not available). So how do you envision this working? Will a user who does not have the correct credentials and get locked out has to call an administrator each time in order to reset? Can you offer how many instances you are referring too for this feature to be enacted? If a proposed solution does NOT offer this feature are they excluded from bidding? There are other security features that can overcome this so it's important to understand this better if possible., or a timed auto-reset. No hard requirement for number of times. If proposed solution does not support some sort of account lockout due to incorrect credentials it will be excluded. 7. Per paragraph , General System Management for Hosting Model: On Premises Client-Server, Mac client-based is provided and support. This can be accommodated through our web client, as most systems do not have a thick client for a MAC. Will this be acceptable as an alternative?. 8. The ITN refers to four different hosting models throughout. On-premises Desktop Client, On-premises Web-Based Application, SaaS (cloud), and SaaS (Cloud-Based) with On- Premises Server. 2

3 What is UNF's preference for the solution to be hosted on premise? Additionally, would you prefer an outright purchase or a subscription model if you elected to go with a hosted offering? UNF Response: No preference is expressed, we are open to any and all solutions. 9. On page 3 you mention FOXPRO to store information but you utilize PolicTrak for Records Management - are the two solutions one in the same? Can you share a website link for more information on your current solution? UNF Response: Police Trak is UPD s current RMS. It is a FoxPro database. The current solution is no longer supported by the vendor and there is no website for it. 10. Can you elaborate if you are going to require a migration of the data currently stored in FOXPRO into the proposed system? If so will we be able to know more much data is stored, file extension, and any workflow that will need to be considered to migrate into a new EDM. UNF Response: Data from current RMS is around 80 MB in various file extensions to include DBF, FRT, FPT, FRX, and CDX files. 11. Are the additional databases you mention on page 32 using a SQL backend for us to perform database look ups in order to meet some of the requirements you are asking for. UNF Response: Currently, all Law Enforcement Information Exchange (LInX) regional systems have the ability to ingest data submitted conforming to the NEIM standard, specifically GJXDM (Global Justice Extensible Markup Language Data Model). Further information on GJXDM can be found at the following DOJ website: What type of scanning devices are being used today to capture data? Desk top scanners, copiers etc... Can you explain on how scanning workflows are set up currently and what type of OCR and indexing requirements are needed? UNF Response: UPD does not scan any documents into the current RMS. 13. How much manual keying of indexing data once documents are scanned is done today? Is there a front end document capture solution being used on campus? UNF Response: The majority of the data being entered into our current RMS is manually keyed. 3

4 14. Can we understand how many different document types are used and what index values are required for capture for each document type? UNF Response: UPD utilizes general offense reports, information reports, crash reports, arrest reports, trespass warnings, notice of impoundment reports (all of these use a CCR number), traffic citations (citation number), traffic warnings (warning number), student conduct reports, found property forms, report of campus injury (all receive call for service numbers). 15. Is mobile capture required using a smart phone or tablet? UNF Response: No. 16. What is the current license scheme on campus with your current solution? What is total number of full users? How many users have read only access? UNF Response: Our current solution was purchased as a site license covering and agency computers. We currently have 15 users in the system. All have write access, although with different privilege levels. 17. What is the annual maintenance cost of your current solution? UNF Response: UPD does not have a maintenance contract for the current RMS. 18. What was the cost of the current solution when you acquired it and what year was it acquired? UNF Response: Police Trak was purchased in 2003 for $4, Please clarify if ITN should also include Field Based Reporting functionality for citations and crash reports. UNF Response: No, UPD is not looking for field reporting for crash reports or citations at this time. 20. Can companies from outside USA submit proposals for this ITN? (from India or Canada) 4

5 21. Whether we need to come over there for meetings? 22. Can we perform the tasks (related to this ITN) outside USA? (from India or Canada) 23. Can we submit the proposals via ? UNF Response: No, per paragraph 3.8, the University shall not accept proposals received by facsimile or . YOU MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR ITN RESPONSE ON THE FORM PROVIDED IN THE ITN DOCUMENT Gaea Holt, CPPB Senior Buyer cc: Evaluation Committee members GEH/ 5