Requirement: General



Bidder Name: Click here to enter text.Section 1.1RMS RFPFunctional Requirements Attachment 1.1 System RequirementsInstructions:The following requirements are grouped by subject matter and preceded by a Vision; these Visions are intended to provide bidders with general understanding of the mindset for the creation of the requirements. Nothing in the Visions shall be construed as requirements and they are not being scored. For detailed definitions in this document, refer to Appendix D– Glossary of Terms.The following requirements are labeled as mandatory (M) or desirable (D) requirements. If a Bidder is unable to provide a feature identified as mandatory the proposal will not be further considered. For each requirement contained within this document a response is required even if the response is indicating the functionality is not offered For each requirement check the appropriate box: COTS - the feature is available as part of the baseline COTS RMS solution. Please note: Only if all components of a requirement are available in the baseline COTS should COTS be selected. Custom – the feature is not part of the baseline COTS RMS solution. Either it has to be developed special or while built for other customers it is not part of the base application. Not Offered – the feature is neither currently available nor can it be integrated through customization.Where indicated, responses to certain requirements shall include a comprehensive narrative to explain the solution proposed by the Bidder. If additional space is needed Bidder shall clearly label their response with the requirement identifier.NYS reserves the right to allow the Bidder to correct obvious errors of omission.Global System RequirementsFunctional Requirements VisionNew York State is seeking an enterprise records management system, scalable for deployment to law enforcement agencies statewide, which provides for secure storage, retrieval, management, archiving, and viewing of information pertaining to law enforcement operations. It should be an automated, integrated information system that reduces paper usage, eliminates redundant data entry, and improves access to stored information. This automation and integration significantly reduces the manual nature of the existing process, thus allowing officers to utilize their time more efficiently for law enforcement matters. The proposed solution should have a consistent user interface, be easily supported, centrally managed, and allow for sharing of pertinent information within the State Police as well as other agencies. The proposed solution is expected to provide officers with remote access and investigative tools that enhance the ability of the New York State law enforcement to navigate the criminal investigation process, reduce the time to resolution, and improve public safety.Requirement Number: 1Requirement Name: GeneralReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered1.1MThe proposed solution shall allow the New York State law enforcement agencies to modify code table values without Bidder assistance including, but not limited to, the following:NYS Coded Law TableCase Types and StatusesEvidence locationsNCIC code tables FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.2MThe proposed solution shall allow printing to be directed to network and local printers (including in-patrol car printer). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.3MThe proposed solution shall issue a warning when the user attempts to close a record without saving it. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.4MThe proposed solution shall have the ability to auto save transactions in process and not yet completed. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.5MThe proposed solution shall provide users with a visual indicator of Agency defined mandatory fields. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.6MThe proposed solution shall provide a validation process to identify that mandatory fields, as defined by the Agency, have been completed prior to submission. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.7MThe proposed solution shall allow a user to override validation rules with proper authority based on role. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.8MThe proposed solution shall have the ability to scan barcode information directly from a driver’s license and vehicle registration into the appropriate fields within the RMS. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.9MThe proposed solution shall incorporate a flexible design allowing content to expand and contract depending upon the window size and display resolution of the devices accessing the proposed solution. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.10MThe proposed solution shall have the ability to attach digital media to records such as pdf, .jpg, .avi., word or excel document. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.11MThe proposed solution shall provide the ability to view attachments. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.12DThe proposed solution should allow for configuration based on user preferences regarding components of the look-and-feel (e.g. font size and magnification). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.13DThe proposed solution should allow a user to enter attachment details including but not limited to attachment description, date and time created, and person creating. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.14DThe proposed solution should provide the functionality to generate an attachment inventory log including but not limited to attachment description, date and time attachment was created, and person creating attachment. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.15DThe proposed solution should provide the ability to playback audio and video attachments. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.16DThe proposed solution should provide the ability to print any of the RMS screens to a printer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.17DThe proposed solution should provide the ability to use standard time or military time as determined by agency. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.18DThe proposed solution administrator should have the ability to modify the data validation rules. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.19DThe proposed solution should provide type-ahead functionality in all fields populated by code tables. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.20DThe proposed solution should allow a user to filter and sort code table information while performing a look up. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.21DThe proposed solution should allow cut, copy, paste, and undo functions. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????1.22DThe proposed solution should allow the Agency to determine the default value for select date / time fields. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 2Requirement Name: HelpReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered2.1MThe proposed solution shall include a Help menu for all screens and forms accessible via hotkeys. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????2.2MThe proposed solution shall provide searchable electronic help documentation on how to use the software available in online and offline capacities. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????2.3MThe proposed solution shall provide a help function that is customizable to the agency to allow for agency specific definitions and language to include field level and screen level help. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????2.4DThe proposed solution should provide a video help feature for each screen. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 3Requirement Name: Agency Definable FieldsNew York State Law Enforcement Agencies require a set of agency definable fields that can be configured to meet individual agency data collection needs. The bulk of the configuration of these fields will occur during implementation; however when trending issues arise the flexibility to configure fields to capture previously un-captured data may be needed. Some examples of the types of flexibility may include the ability to configure the type (free text vs. drop down), ability to enable and disable fields, the ability to enable fields based on a case type, and the ability to define a default value for a field.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered3.1MThe proposed solution shall provide the ability to configure agency definable fields. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for Agency Definable Fields including capabilities, features, considerations, constraints, and limitations. Include in your response the number of fields available for configuration by New York State and what type (free text/drop down) are available for configuration. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 4Requirement Name: User DashboardUpon log-in to the Records Management System, the proposed solution shall provide the user with a personalized dashboard (see Appendix D - Glossary) based upon the user’s role, assigned unit, and access rights. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered4.1MThe proposed solution shall provide a user dashboard based on user’s role, assigned unit and access rights. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The user dashboard shall provide the following:4.2MThe proposed solution shall provide clear identification of the user that is signed in. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.3MThe proposed solution shall provide user access to open and unapproved work specific to the user or unit (e.g. “submitted cases”, “open cases”, “returned cases”, “open warrants”, “overdue assignments”). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.4MThe proposed solution shall provide user access to their work directly from the dashboard. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.5DThe proposed solution should display the day, date, and time. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.6DThe proposed solution should display the status of their work (e.g. submitted, open, returned, overdue). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.7DThe proposed solution should provide the ability for configuration by the user within the parameters of their role. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.8DThe proposed solution should provide the user with the ability to see the total count of each item of work (e.g. “submitted cases”, “open cases”, “returned cases”, “open warrants”, “overdue assignments”). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.9DThe proposed solution should provide a summary of each item of work (e.g. “submitted cases”, “open cases”, “returned cases”, “open warrants”, “overdue assignments”), consisting of a subset of fields from within the associated case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????4.10DThe proposed solution should provide the user the ability to sort their work (i.e. by priority, by date of entry, etc.). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for User Dashboard including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 5Requirement Name: Internal System NotificationsAs one of the primary information gathering and sharing tools to be utilized by law enforcement in New York, it is imperative that officers utilizing the system keep fellow officers informed of ongoing investigations. To this end, New York requires that users of the system have the ability to send out alerts and notifications to other RMS users.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the following level of functionality regarding internal system notifications:5.1MThe proposed solution shall provide the ability to create, edit, and delete a notification. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.2MThe proposed solution shall provide the ability to direct notifications to specific users and/or user groups. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.3MThe proposed solution shall provide the ability to sort notifications by severity then by date of entry. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.4MThe proposed solution shall provide the ability to delete messages sent by other users. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.5DThe proposed solution should provide a summary of each notification with a link to the full notification. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.6DThe proposed solution should provide the ability to remove notifications prior to expiration of said notification based on user action. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.7DThe proposed solution should provide the ability to display a user-specified number of notifications, including the total number of notifications (with a link to a complete listing of notifications) if there are more notifications than specified by the user. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.8DThe proposed solution should provide the ability to deliver notifications to the user based upon the geographical location of the user. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????5.9DThe proposed solution should provide the ability to automatically remove notifications upon expiration of said notification. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for Internal System Notifications including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 6Requirement Name: Electronic SignatureA major component of this RFP is to create an environment in which New York State Law Enforcement Agencies can document and store as much information as possible within the RMS system. This includes signatures required of persons employed by these agencies, as well as members of the public. Currently signatures are captured for purposes such as: return of property to civilians, signatures on depositions and statements, chain of custody to document transfer of all property. Examples of methods of obtaining signatures include but are not limited to: electronic signature pad, user ID and password, biometric scanning, scan of ID card or barcode with password.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered6.1MThe proposed solution shall allow for the capture of electronic signatures. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for Electronic Signature including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 7Requirement Name: AlertsAs law enforcement officers interact with the public, they may find it necessary to provide fellow officers with alerts regarding interactions (i.e. combative, known drug user, known runner, drug house, weapons, hazardous materials, sex offender, etc.). These alerts serve to provide officer safety and other cautionary information about situations that could arise through interactions that they have. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the following level of functionality:7.1MSet multiple cautionary indicators on a record to alert user(s) of special circumstances associated with that record (i.e. combative, known drug user, known runner, drug house, meth lab, weapons, hazardous materials, sex offender, etc.). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????7.2MProvide immediate visible notification to the user regarding the alert. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for Alerts including capabilities, features, considerations, constraints, and limitations. Include in your description what types of records can include alerts and how many alerts can be placed on any one record. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 8Requirement Name: FlaggingNew York State Law Enforcement Agencies acquire information on cases, people, places, vehicles, property, phone numbers and organizations during their daily course of business. These agencies have a need to be able to flag certain records as important to the investigative process. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the following level of functionality with regard to Flagging:8.1MSet / remove a flag to notify user(s) to contact designated individual(s) or units. (e.g., Confidential Investigation contact Trooper Smith at 518-555-5555). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????8.2MSet a “blind” flag to notify specified user(s) that the record has been searched or accessed without alerting the user who has conducted the search or accessed the record. (e.g., Case investigator notified that confidential informant has been searched; the searching user is unaware of this notification). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????8.3DThe proposed solution should provide the ability to set a start date for a flag. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????8.4DThe proposed solution should provide the ability to set an end date for a flag. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????8.5DThe proposed solution should provide the ability to select the method of contact when setting a flag (i.e. User dashboard or email). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for Flagging including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 9Requirement: Form CreationNew York State Law Enforcement Agencies have a myriad of responsibilities which shall be tracked within the records management system. Many of these responsibilities require the use of specialized forms. The following is a non-comprehensive sample list of forms currently used by NYSP (see Appendix G for pdf’s of these forms): Accusatory InstrumentSupporting DepositionDomestic Incident ReportProperty ReceiptUse of Chemical Agent / Taser X26Consent Waiver to Intercept Audio/Video CommunicationIncident Verification FormDestruction Authority Memorandum Search Warrant ReturnReq.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered9.1MThe proposed solution shall allow for agency specific customized forms to be created. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????9.2MThe proposed solution shall provide the ability to populate forms with any information previously entered into the system, with the ability to edit and attach to a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????9.3DThe proposed solution should allow for agency specific customized forms to be created without bidder involvement. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for Form Creation including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 10Requirement Name: Multi-Tenant SystemNew York State requires a multi-tenant system (state and local law enforcement) extensible to all Law Enforcement Agencies statewide while providing independence, flexibility, and security for participating agencies. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide independence and flexibility for any participating New York State Law Enforcement Agency including but not limited to:10.1MUser Roles/Access Control FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.2MSystem Administration FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.3MWorkflow FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.4MAgency Definable Code Tables FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.5MReport Creation FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.6MRecord Keeping (e.g. retention periods, sealing of records, requests for information) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.7MAbility to search Master Indices across tenants with proper authorization. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.8MAbility to allow an agency to identify default cases, by statute or incident type to specific units within their respective agencies. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.9MAbility to perform updates as changes occur to local ordinances via a user interface. Maintenance of local ordinances shall be administered by the authorized user within the corresponding local law enforcement agency. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.10DThe proposed solution should allow for agency specific User Dashboard configuration. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.11DThe proposed solution should provide field labels to coincide with each agencies terminology. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????10.12DThe proposed solution should provide the ability for each agency to specify Required Fields. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the requirement for Multi-Tenant System including capabilities, features, considerations, constraints, and limitations. Also in the description for this requirement provide examples of your company’s experience with Multi-Tenant Systems (if applicable), including the number and sizes of the agencies utilizing the solution in a Multi-Tenant environment. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 11Requirement Name: Narratives and Free Text FieldsReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered11.1MThe proposed solution shall provide a narrative function that allows user(s) to add narratives to assignments, calls for service, cases, arrests and warrants. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????11.2MThe proposed solution shall allow multiple users to add multiple separate narratives to a single record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????11.3MThe proposed solution shall allow spell checking of all narrative and free text fields throughout the proposed solution. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????11.4DThe proposed solution should support rich text formatting to assist in the of narratives and free text fields. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????11.5DThe proposed solution should allow the user to maximize the narrative screen to a full screen. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????11.6DThe proposed solution should enable the user to title narratives and display them in a browse list. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????11.7DThe proposed solution should allow the user the ability to create a hyperlink in the narrative section to forms, attachments and other RMS cases. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 12Requirement Name: Remote AccessNew York State Law Enforcement Agencies have a need for field officers to access RMS functionality from outside the station environment. It is expected that officers will be able to complete significant portions of their reporting requirements from the patrol vehicle or other remote locations. (For example a temporary work location during a major crime investigation)Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered12.1MThe proposed solution shall provide a mechanism to access RMS functionality from a computer device within the patrol car. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????12.2MThe proposed solution shall be compliant with CJIS security policies (?) and function wholly within the framework of the NYSP/ITS environment (Refer to Attachment 1.3 Technical Requirements and Appendix Q CJIS Security Policy). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????12.3MThe proposed solution shall provide a mechanism to access RMS functionality by using Web based or other mobile devices. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the remote access requirements including a description of how the user experience differs when using a computer in the station versus the patrol car, Web based or other mobile devices: what features might be constrained, restricted, completely different, or behave differently, the types of reports that can be entered, searches performed, user interface differences, etc. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 13Requirement Name: Off-line CapabilityNew York State is a large and geographically diverse state, having a networked solution in all areas will not be feasible, therefore it will be necessary for the proposed solution to have off-line capability.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered13.1MThe proposed solution shall provide off-line capability via a Microsoft Windows 7 PC from within the patrol car and field deployable laptops. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.2MThe proposed solution shall be compliant with CJIS security policies (?) and function wholly within the framework of the NYSP/ITS environment (Refer to Attachment 1.3 Technical Requirements and Appendix Q CJIS Security Policy. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.3MThe proposed solution shall have the ability to auto-populate data across forms associated with a locally stored case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.4MThe proposed solution shall have the ability to automatically transmit completed work when a connection is re-established. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.5MThe proposed solution shall provide the ability for users to electronically sign a record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.6DThe proposed solution should allow for electronic signatures to be captured from members of the public. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The Proposed solution shall provide an off-line mode capable of initiating the following:13.7MCalls for Service FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.8MCase FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.9MAssignment FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.10MDeposition FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.11MVoluntary Statement FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.12MAccusatory Instrument FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.13MAppearance Ticket FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.14MDomestic Incident Report FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall be capable of printing the following in an off-line mode:13.15M Deposition FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.16M Voluntary Statement FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.17M Accusatory Instrument FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.18M Appearance Ticket FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.19MDomestic Incident Report FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The Proposed solution shall be capable of incorporating the following code tables in an off-line mode:13.20MNew York State Laws FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.21MCities/Towns/Villages FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.22MCourt information of Cities/Towns/Villages FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.23DNYSP Vehicle Numbers FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.24MCall Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.25MPerson Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.26MProperty Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.27MVehicle Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.28MLocation Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The Proposed solution should provide an off-line mode capable of initiating the following:13.29DField Contacts FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.30DVehicle Search Reports FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????13.31DVehicle Inventory Reports FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the off-line capability requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Audit\SecurityAudit and Security VisionOn a daily basis New York State Law Enforcement Agencies deal with information that ranges from routine to highly sensitive. The Records Management System shall have the ability to strictly protect confidential and sensitive information from unintended or unauthorized release while still allowing for a broad range of information sharing among authorized users. The proposed solution shall be robust enough to allow for the ability to control user access to this information. The proposed solution shall provide a thorough audit mechanism that allows for the tracking of user activity that meets internal agency policy as well as external legal requirements.The following requirements explain in detail the expectations that the agency has for Audit and Security.Requirement Number: 14Requirement Name: SecurityReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered14.1MThe proposed solution shall fully comply with FBI CJIS security policies (?). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????14.2MThe proposed solution shall allow the System Administrator to set up agency defined user, role, unit and group based permissions. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????14.3MThe proposed solution shall provide the ability to limit access by user, by role, by unit, or by group to create, view, search, edit, add, print, and/or delete specific types of records, narratives and reports. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????14.4MThe proposed solution shall provide the ability to limit access to attachments associated with a case to specific users based on role. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????14.5MThe proposed solution shall provide authorized users the ability to review at any time the user role, unit and group permissions granted within the system. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????14.6MThe proposed solution shall provide a change password function that allows the user to change their login password without System Administrator intervention. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????14.7MThe proposed solution shall provide authorized users the ability to grant and remove temporary access to individuals outside of the agency to a specific case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 15Requirement Name: Data Level SecurityA role-based approach will provide adequate security for the majority of business scenarios envisioned by New York State Law Enforcement Agencies. However in certain circumstances there is a need to limit access to certain portions of a case. Req.No.Req.StatusMandatory Requirement DescriptionBidder ResponsesCOTSCUSTNot Offered15.1MThe proposed solution shall provide the ability to limit access to certain portions of a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution should provide the following level of functionality:15.2DLimit access to an assignment within a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????15.3DLimit access to specific narratives. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????15.4DLimit access to specific person records. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????15.5DLimit access to specific attachments. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the data level security requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 16Requirement Name: AuditRetaining a detailed audit record of all activity involving RMS data is critical to meet internal agency auditing requirements and the New York State requirements for reporting under People v. Rosario (See Appendix D -Glossary). This law requires that any change to any RMS information is saved and made available for retrieval for criminal prosecution. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide authorized users the ability to view a detailed record of activities in the system that shall include the following information:16.1MID of the User FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????16.2MDate and Time of the Activity FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????16.3MActions taken (successful or unsuccessful) including, but not limited to, Entry, View, Modify, Delete and Print FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????16.4MBefore and after values of the changed field FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution should provide authorized users the ability to view a detailed record of activities in the system that should include the following information:16.5DThe network access location of the activity FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Audit requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Master IndicesMaster Indices VisionThe New York State Law Enforcement Agencies expect that the proposed solution will have basic Master Indices that correlate and aggregate information. Master Indices should eliminate redundant data entry by allowing the reuse of previously stored information and the automatic update of the Master Index upon the entry of report information. Master Index information should be captured in a variety of ways, such as through assignments, calls for service, arrests and cases. Additionally, Master Index data should be able to be imported from external sources such as, TraCS, electronic fingerprinting devices, and mug shot systems The RMS should not allow automatic updates to Master Indices from external systems without authorized user review and approval. If interfaces exist, a search of Master Index records can be conducted between the systems.The following requirements explain in detail the expectations that the New York State Law Enforcement Community has for Master Indices.Requirement Number: 17Requirement Name: Master IndicesReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered17.1MThe proposed solution shall provide a Master Vehicle Index. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????17.2MThe proposed solution shall provide a Master Person Index. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????17.3MThe proposed solution shall provide a Master Organization Index. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????17.4DThe proposed solution should provide a Master Property Index. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????17.5DThe proposed solution should provide a Master Location Index. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????17.6DThe proposed solution should provide a Master Telephone Index that captures:Telephone Number (inclusive of area code and country code)Type of Telephone (Home, Cell, Work, etc) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 18Requirement Name: Master IndicesThe proposed solution shall have basic “Master Indices” that correlate and aggregate information from the following records: person, location, property, vehicle and organization. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall have the following functionality for all Master Indices: 18.1MWhen a user is entering a new record the proposed solution shall search the proper Master Index to determine if a matching record already exists. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.2MThe proposed solution shall provide the user with the option to choose a record from a list of possible matches to update or to add a new Master Index record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.3MThe proposed solution shall provide maintenance functions that permit a record to be disassociated from one Master Index record and associated to another Master Index record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.4MThe proposed solution shall provide functions that will allow two or more Master Index records to be merged into one record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.5MMaster Index information may change over time. The proposed solution shall provide the ability to maintain older information as new information is added. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.6MIn querying a Master Index record, the proposed solution shall provide a user with the ability to view all related records except for those Master Index records designated by authorized users as confidential (e.g., Internal Affairs cases and other confidential investigations). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.7MLinkages among any information contained in the Master Indices (e.g., people to vehicle or person to person) shall be provided in the proposed solution. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.8DThe proposed solution should allow the addition of key identification information, such as latitude/longitude/altitude coordinates and agency-defined reporting areas to support GIS functionality. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????18.9DThe proposed solution should provide from within the RMS the ability to search Master Index records between interfaced systems (e.g. TraCS, Livescan). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Master Indices requirement(s) including capabilities, features, considerations, constraints, and limitations. Also in the description for this requirement provide how the proposed solution satisfies Master Indices requirements(s) in a Multi-Tenant environment. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 19Requirement Name: Additional Master IndicesA Records Management System should have basic Master Indices that correlate and aggregate information to eliminate redundant data entry by allowing the reuse of previously stored information and the automatic update of the Master Indices upon the entry of report information. In addition to the most common Master Indices; people, locations, property, vehicles, organizations and telephone numbers, a records management system may support additional master index categories.Req.NoReq.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered19.1DThe proposed solution should provide Additional Master Indices as part of the RMS system. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Additional Master Indices requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Case ManagementInvestigative Case Management VisionThe Division of State Police is divided into specific geographic regions where Members of the Uniform Force and Bureau of Criminal Investigation are assigned and respond to all manner of calls. Investigations can range from a simple officer initiated assist to motorist to a complex long term multi-county homicide investigation involving multiple agencies and thousands of investigative leads.The Agency seeks to create an efficient workflow process through the records management system that will assist users at all levels in the completion of their jobs. Workflow should assist in all levels of investigations from a routine call for service being completed and forwarded for supervisor review to a criminal investigation started by a Trooper and turned over to an Investigator. All investigative steps and actions should be documented within the proposed solution, from the initiation of an assignment to the issuance and execution of search and arrest warrants. The Division of State Police utilizes CAD’s in only two of the 10 Troops and not all other NYS Law Enforcement Agencies utilize a CAD to document Calls for Service. This information is still required to be documented. Where CAD’s are utilized by the State Police, the call for service still needs to be completed within the current RMS. Where CADs are not utilized the documentation takes place in the current RMS. The following requirements define the specific needs of the New York State Police as well as other local law enforcement regarding Investigative Case Management functionalities.Requirement Number: 20Requirement Name: Call for Service Currently not all NYS Law Enforcement utilize a CAD to document Calls for Service, however this information is still required to be documented. Where a CAD is not utilized the documentation takes place in an RMS.Req. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered20.1MThe proposed solution shall have the ability to document Call for Service information when a CAD is not utilized. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.2MThe proposed solution shall provide the ability for Supervisory review of all calls for service. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.3M The proposed solution shall provide a validation process to identify that mandatory fields have been completed prior to supervisory review. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.4MThe proposed solution shall provide a header section that includes an automatically generated Call for Service number, and other information as defined by the agency including, but not limited to, ORI, TZS, Case #, TraCS ID #, Import Data Type, and CAD ID #. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall store extensive details pertaining to Calls for Service including the following at a minimum:20.5MDate\Time reported FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.6MTime dispatched FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.7MTime arrived FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.8MTime cleared FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.9MDate\Time of occurrence (to, from range) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.10MCall type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.11MReporting method including, but not limited to, 911, cell phone, patrol, 7 digit phone line, in person FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.12MBusiness name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.13MStreet address including building # and unit/apt # FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.14MCity FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.15MState FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.16MZip Code FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.17MLocation code (CTV) to include County FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.18MDispatcher FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.19MAssigned officer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.20MAssigned Agency Vehicle FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.21MAssisting officer (s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.22MOther Agency Assigned FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.23MPerson(s) Involved FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.24MPerson (s) Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.25MVehicle(s) Information FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.26MNarrative FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????20.27MCase Status FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 21Requirement Name: Confidential InvestigationsNew York State Law Enforcement Agencies conduct confidential investigations which include but are not limited to Internal Affairs investigations, applicant background checks, sensitive investigations, undercover investigations (narcotics, terrorism, and organized crime) and State Fusion Center initiatives. These confidential investigative actions require the ability to limit access to records, associated attachments, and associated entries within the master indices.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall have the ability to:21.1MLimit Record Access to Authorized Users FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????21.2MConceal the Existence of a Record from Unauthorized Users FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????21.3MControl Access to Individual Components of an Investigation FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????21.4DThe proposed solution should document and track money used to buy contraband FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Confidential Investigations requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 22Requirement Name: Confidential InformantsNew York State Law Enforcement Agencies utilize Confidential Informants in the course of conducting business. It is necessary to provide safeguards for these informants to protect their identities both from the public and from individuals within police organizations. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall have the ability to:22.1MAllow for the Creation of a Confidential Informant within the system. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????22.2MTrack all Contact with the Confidential Informant within the system. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????22.3MProtect the Identity of Confidential Informants and Sources. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????22.4DThe proposed solution should document and track payments to confidential informants. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????22.5DThe proposed solution should document signatures of those involved in the transaction (officers and civilians). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Confidential Informants requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 23Requirement Name: Field ContactNew York State Law Enforcement Agencies conduct interviews either in the field or as a result of an arrest that generate information that needs to be captured and forwarded for further analysis. A field interview card (FIC) is currently used to document non-criminal contacts as well as suspicious activity. This information serves as a key input to analytical support (crime analysis) and other investigative processes. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall have the following level of functionality:23.1MAbility to document information obtained by officers that is not related to a specific call for service or case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????23.2MAbility to add Field Contact information into a call for service and or a case if necessary to continue an investigation. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????23.3MAllow for workflow to forward Field Contacts to agency specified personnel or units. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????23.4MAggregate Field Contact information to allow for searching and analysis whether it is linked with an investigation or not. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????23.5DThe proposed solution should have the ability to designate specific Field Contact data as confidential, viewable only to authorized users. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Field Contact requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 24Requirement Name: AssignmentsNew York State Law Enforcement Agencies require the ability to create and delegate assignments. These assignments may be stand- alone (i.e. administrative relays, critical infrastructure checks, or speech assignments) or conducted within an active investigation (i.e. investigative lead, area search for evidence, or K9 search). In certain cases multiple users are delegated to a given assignment.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall have the following level of functionality:24.1MAbility for an assignment to be stand-a-lone or part of an active investigation. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.2MProvide workflow allowing for the assigned individual to report back on the outcome and status of the assignment. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.3MAllow for the designation of an assignment type. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.4MProvide an assignment description field. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.5MAllow for the documentation of the assignment outcome. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.6MCreate a unique number for each assignment. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.7MDenote the user initiating the assignment and the user or users assigned. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.8DThe proposed solution should create a unique sequential number for an assignment within an active investigation. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.9DThe proposed solution should provide the ability to link multiple assignments that are either stand alone or part of an investigation. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????24.10DThe proposed solution should create recurring assignments. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Assignments requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 25Requirement Name: WorkflowNew York State Law Enforcement Agencies have a vast array of responsibilities which will be tracked within the records management system. The proposed solution shall support a concurrent non-linear workflow process. The workflow for these processes can be simple, such as a single level of review in a linear fashion, or highly complex requiring multiple, concurrent, non-linear reviews. The workflow process should also allow for rejection and resubmission of work. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall have the following level of functionality:25.1MAllow workflow steps to be directed to the appropriate personnel based on agency defined criteria such as record type, Penal Law charge, or unit of assignment. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????25.2MMaintain workflow history within the system for an agency defined timeframe. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????25.3MProvide a comment field. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????25.4MAllow for review at multiple levels. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????25.5MAllow for submitted work to be forwarded for further review or returned to submitter for correction. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????25.6MApply workflow to all areas within the system (i.e. calls for service, assignments, case management, property/evidence). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????25.7DThe proposed solution should allow workflow steps to have agency defined timeframes that can trigger alerts to users. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Workflow requirement(s) including capabilities, features, considerations, constraints, limitations, and number of levels of workflow. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 26Requirement Name: WarrantReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered26.1MThe proposed solution shall be capable of tracking warrants. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.2MThe proposed solution shall create a link between a warrant and the original investigation. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.3MThe proposed solution shall populate a warrant with defendant information previously documented in a linked investigation including mug shot photo when available through the Person Record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.4MThe proposed solution shall alert users to the presence of the warrant when conducting a search of the defendant, associated persons, vehicles, and property. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.5MThe proposed solution shall be capable of tracking multiple warrants for the same defendant across multiple jurisdictions. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.6MThe proposed solution shall create a unique number for each warrant entered. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.7MThe proposed solution shall provide the ability to add multiple narratives for a warrant. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall, at a minimum, allow for the documentation of the following information:26.8MIssuing Court FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.9MWarrant Charges FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.10MDocket Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.11MIssuing Judge FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.12MDate Issued FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.13MDate Received FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.14MDate / Time Executed/Disposed FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.15MStatus/Disposition FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.16MCourt of Arraignment FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.17MAssigned Officer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????26.18M History of Assigned Officers FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 27Requirement Name: Arrest ProcessingReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered27.1MThe proposed solution shall have the ability to document arrests in accordance with New York State UCR / IBR data requirements (See UCR\IBR Requirement in Attachment 1.2).() FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.2MThe proposed solution shall interface with the agency’s automated fingerprinting and mug shot system to send and receive all necessary data elements (Refer to Live Scan Requirement in Attachment 1.2). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.3MIn the event Live Scan is unavailable, or in cases where ink and paper is utilized, the proposed solution shall have the ability to print and pre-fill DCJS and FBI finger print cards utilizing data captured during arrest processing. (See Appendix H - FBI DCJS Cards). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.4MThe proposed solution shall utilize the enact date and repeal date columns of the New York State coded law table to determine if the offense is applicable in comparison to the incident occurrence date. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.5MThe proposed solution shall allow for the designation of offenses as attempted. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.6MThe proposed solution shall recognize an attempted offense and its effects on the degree of crime as per article 110.05 of the New York State Penal Law.() FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall provide for the collection of the following information:27.7MDate / Time of Arrest FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.8MArrest Location FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.9MCourt of Arraignment FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.10MReturn Court FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.11MDate / Time for Return Court FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.12MCase Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.13MSystem Generated Arrest Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.14MArresting Officer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.15MAssisting Officers FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.16MCriminal Offenses FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.17MCriminal Offense Title / Section / Subsection of Law FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.18MCriminal Offense Description FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.19MCriminal Offense Degree FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.20MCounts of Each Criminal Offense FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.21MCrime Completed / Attempted FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.22MCriminal Offense Class FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.23MCriminal Offense Category FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.24MArrest Type as Defined by Agency FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.25MArrestee Status (e.g. held, bail bond, appearance ticket) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.26MBail Amount FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.27MJuvenile Status (e.g. held, family court appearance ticket, release to parents) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????27.28MDisposition FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 28Requirement Name: Arrest DebriefingNew York State Law Enforcement Agencies conduct interviews as a result of an arrest that generate information that needs to be captured and forwarded for further analysis. This information serves as a key input to analytical support (crime analysis) and other investigative processes. Officers conducting these interviews need to have the ability to document any pertinent information that is developed separately from the current arrest charges. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the following level of functionality related to Arrest Debriefing: 28.1MAllow for workflow to forward debriefings to agency specified personnel or units. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????28.2MAllow for the documentation of information related to a debriefing separate from current arrest. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????28.3DThe proposed solution should provide a system generated alert to remind officers to conduct an arrest debriefing. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Arrest Debriefing requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 29Requirement Name: Multi-Jurisdictional Investigations and ArrestsNew York State law enforcement agencies, specifically the New York State Police and county sheriff departments often conduct investigations that encompass multiple jurisdictions and can result in the arrest of an individual on charges in these different jurisdictions.Currently, the New York State Police conducts one investigation for these incidents; however, a Member must enter multiple incidents and arrests not linked within the current RMS except for references in the incident narrative. This requires the Member to rekey the same information multiple times which can result in errors and conflicting information. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered29.1MTo more accurately reflect the Agency’s investigative process, the proposed solution shall have the ability to document a single investigation that includes the arrest of an individual for multiple charges across multiple jurisdictions (Courts and District Attorney’s Offices). Each jurisdiction must have a unique arrest record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Multi-Jurisdictional Investigations and Arrests requirement(s) including capabilities, features, considerations, constraints, and limitations. Also in the description for this requirement provide examples of your company’s experience with multi-jurisdictional agencies (if applicable), including the size of the agencies using the solution to satisfy Multi-Jurisdictional Investigations and Arrests. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 30Requirement Name: Arrests – Other Agency OffensesNew York State Law Enforcement Agencies arrest numerous persons wanted by other law enforcement agencies. In these instances, the arresting agency is not the New York State UCR/IBR reporting agency for these offenses. The arresting agency has a need to document the circumstances of the arrest. There may also be some instances where these arrests coincide with the arrest of the subject for separate and distinct reportable offenses. For example, the State Police arrests a subject for a controlled substance offense and also for a warrant from another agency. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered30.1MThe proposed solution shall allow agencies to identify offenses that will not be captured for UCR/IBR reporting purposes, but can be used by the agency for analysis purposes. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The arresting agency shall be able to properly document the transfer of custody of the arrested person by capturing at a minimum:30.2MDate and time of the transfer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????30.3MThe accepting agency and officer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Arrests – Other Agency Offenses requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 31Requirement Name: Investigative Case ManagementReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered31.1MThe proposed solution shall provide investigative case management resources that allow for case tracking from initiation to conclusion. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.2MThe proposed solution shall have the ability to create cases from assignments and calls for service. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.3MThe proposed solution shall provide the ability to allow an agency to identify default cases, by statute, to specific units within their respective agencies. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.4MThe proposed solution shall allow for the ability to enter a date/time range for incident occurrence. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.5MThe proposed solution shall have the ability to capture the date an officer is assigned to a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.6MThe proposed solution shall have the ability to reassign cases (e.g. by TZS, Member, etc). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.7MThe proposed solution shall capture and display the date a case is reassigned. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.8MThe proposed solution shall provide the ability to add multiple assisting officers to a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.9MThe proposed solution shall provide a history of all officers assigned to and assisting in a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.10MThe proposed solution shall include the ability to assign a case status from a list as defined by the Agency. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.11MThe proposed solution shall have the ability to link multiple master indices within the same case (e.g., multiple occupants in single vehicle). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.12MThe proposed solution shall allow users to link associated cases. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.13MThe proposed solution shall allow users to create assignments within a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.14MThe proposed solution shall allow the linking of all related documents and attachments within a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.15MThe proposed solution shall provide users the ability to view a list of all forms and attachments associated with a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.16MThe proposed solution shall provide the ability to assign a person type based on an agency defined list (e.g. complainant, driver 1, person interviewed, etc). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.17MThe proposed solution shall provide the ability to assign a vehicle status based on an agency defined list (e.g. stolen, recovered, used in crime, etc). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.18MThe proposed solution shall provide the ability to assign a property status based on an agency defined list (e.g. stolen, recovered, seized, found, etc). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.19MThe proposed solution shall provide the ability to designate a case as “no media” preventing its release to media outlets via the NYSP Newsroom. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.20MThe proposed solution shall have the ability to create automatic reminders to users regarding updates based on case status and submission due dates as defined by the Agency. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.21MThe proposed solution shall provide the user with the ability to track a closed case with property pending disposition. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.22MThe proposed solution shall provide the ability to document cases and associated fields in accordance with New York State UCR/IBR data requirements. () FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.23DThe proposed solution should provide users the ability to sort and organize a list of all forms and attachments associated with a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.24DThe proposed solution should have the ability to electronically compile user defined court case related documents (e.g. accusatory instruments, depositions, statements) within a specific case to be sent electronically or printed. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????31.25DThe proposed solution should provide the ability to assign multiple person types to the same individual in one incident based on the agency defined person type list. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 32Requirement Name: Station BailNew York State Law Enforcement Agencies often arrest individuals for low level offenses that do not require arraignment in criminal court, but need to take bail to ensure the arrestee appears in court as specified. These agencies need a method to account for and track this bail.Req.NoReq.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution should provide station bail features including, but not limited to, the following:32.1DName and Date of Birth of Arrestee FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????32.2DOffense / Charge FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????32.3DDate and Time Bail was Accepted FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????32.4DAmount of Bail FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????32.5DCourt of Jurisdiction FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????32.6DProduction of Receipts FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????32.7DDate and Time Bail was Turned Over to Court FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 33Requirement Name: Person RecordReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered33.1MThe proposed solution shall associate Person Records with an assignment, call for service, or a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.2MThe proposed solution shall incorporate a Person Record into the Master Index upon the entry of uniquely identifiable information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall permit a wide variety of detailed information to be maintained for Person Records including, but not limited to:33.3MFirst, Middle, Last FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.4MSuffix FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.5MAlias(s)\AKA\Previous Name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.6MPlace of Birth – country, city, state FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.7MDate of Birth FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.8MUS Citizen (Y or N) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.9MCountry of Citizenship FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.10MResident Status FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.11MAge/Age Range FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.12MMarital Status FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.13MGender FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.14MRace FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.15MEthnicity FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.16MHeight FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.17MWeight FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.18MBuild FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.19MHair Color (includes bald) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.20MEye Color FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.21MEyeglasses/Contacts FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.22MFacial Hair FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.23MScars/Marks/Tattoos/Piercings FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.24MLocation of Scar/Mark/Tattoo/Piercing FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.25MDescription of Scar/Mark/Tattoo/Piercing FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.26MGeneral Appearance FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.27MDistinguishing Features text field FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.28MSkin Tone FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.29MSocial Security Number (multiple) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.30MDriver’s License Number with Issuing State (multiple) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.31MFBI Number/State ID number (multiples) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.32MAddress - (allow for multiple per person, with type) - (Street Address, Apartment, PO Box, City, State, Postal Code, County, Country) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.33MTelephone Numbers (inclusive of area code and country code)(allow for a minimum of three per person with type) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.34MEmployment/School (multiple)Employed (yes, no, retired)OccupationEmployer/School Employer AddressCity, State, Postal CodeTelephone Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.35MVeteran Status (active, reserve, discharged, none) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.36MKnown Affiliations (organizations, gangs) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.37MAssociated Persons (multiple with type of association such as parents, spouse, guardian) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.38MAssociated Persons Address(es) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.39MAssociated Persons Telephone Number(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.40MeMail Address – (allow for multiple per person with type) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.41MSocial Network IDs (multiple and type: Facebook, Twitter, etc) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.42MMiscellaneous Narrative Information Field FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.43MDisplay Most Recent Mug Shot Photo if Applicable FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????In addition the proposed solution should maintain at a minimum the following information for Person Records: 33.44DMaiden Name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.45DFictitious Date(s) of Birth FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.46DReligion FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.47DCondition of Teeth FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.48DLeft or Right Handed FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.49DAlias Social Security Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.50DMiscellaneous Identification Numbers with ID Type and ID Issuer for each Miscellaneous Identification Record (including but not limited to probation, corrections, DNA, fingerprint, Passport, Alien Registration) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.51DBranch of Service FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????33.52DNCIC Fingerprint Identification (HPC Codes) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 34Requirement Name: Organization Record (e.g. Business, Gang, School, Shopping Center)Req. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered34.1MThe proposed solution shall associate Organization Records with an assignment, call for service or a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.2MThe proposed solution shall incorporate an Organization Record into the Master Index upon the entry of uniquely identifiable information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall permit a wide variety of detailed information to be maintained for Organization Records including, but not limited to: 34.3MOrganization/Facility name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.4MOrganization/Facility Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.5MLocation FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.6MAssociated Person Name(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.7MAssociated Organization(s) (multiple and type) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.8MMiscellaneous Narrative Information Field FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????In addition the proposed solution should maintain at a minimum the following information for Organization Records: 34.9DDoing Business As FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.10DTelephone Number (multiple) inclusive of area code, country code and extension FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????34.11DTelephone number by Type (Home, Cell, Work, etc) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 35Requirement Name: Vehicle RecordReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered35.1MThe proposed solution shall associate Vehicle Records with an assignment, call for service or a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.2MThe proposed solution shall incorporate a Vehicle Record into the Master Index upon the entry of uniquely identifiable information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall permit a wide variety of detailed information to be maintained for Vehicle Records including, but not limited to:35.3MMake FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.4MModel FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.5MVehicle type (automobile, motorcycle, watercraft, snow mobile, ATV) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.6MVehicle style FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.7MColor (multiple) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.8MYear FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.9MVehicle Identification Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.10MRegistration number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.11MState of registration FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.12MIndication if Registration Number is full or partial FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.13MAssociated Person Name(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????35.14MMiscellaneous Narrative Information Field FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 36Requirement Name: Location RecordReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered36.1MThe proposed solution shall associate Location Records with an assignment, call for service or a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.2DThe proposed solution should incorporate a Location Record into the Master Index upon the entry of uniquely identifiable information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall permit a wide variety of detailed information to be maintained for Location Records including, but not limited to:36.3MStreet Address FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.4MApartment/Lot/Suite # FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.5MCity FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.6MCounty FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.7MState FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.8MPostal Code FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.9MBusiness or Facility name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.10MLocation type (residential single family, duplex, multi unit, commercial….) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.11MPhone # FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.12MCTV code (see Appendix D - Glossary) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.13MAssociated Person Name(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.14MMiscellaneous Narrative Information Field FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????In addition the proposed solution should maintain at a minimum the following information for Location Records: 36.15DIntersecting Street(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.16DCommon name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.17DMile Post Marker # FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????36.18DLatitude and Longitude FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 37Requirement Name: Property RecordReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered37.1MThe proposed solution shall associate Property Records with an assignment, call for service, or a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.2DThe proposed solution should incorporate a Property Record into the Master Index upon the entry of uniquely identifiable information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall permit a wide variety of detailed information to be maintained for Property Records including, but not limited to: 37.3MMake FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.4MModel FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.5MDescription FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.6MSerial Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.7MOwner Applied Number (OAN) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.8MProperty Type Code FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.9MNCIC Property Codes FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.10MProperty Category / Status (e.g. stolen, stolen and recovered, lost, evidence, nuisance, seized, found, and safe keeping) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.11MType of Firearm FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.12MCaliber of Firearm FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.13MDrug Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.14MDrug Quantity FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.15MUnit of Measurement FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.16MMonetary Value FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.17MAssociated Person Name(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.18MAdditional Information Field (narrative) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????In addition the proposed solution should maintain at a minimum the following information for Property Records: 37.19DBarrel Length of Firearm FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.20DFinish of Firearm FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.21DDrug Packaging FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????37.22DDistinctive Markings on Packaging FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 38Requirement Name: Orders and Civil Process ManagementSome New York State Law Enforcement Agencies have the responsibility to serve legal papers and execute legalprocesses. These documents may include writs, summons, subpoenas, judgment orders, civil warrants and orders of protection. Req. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered38.1DThe proposed solution should record orders of protection. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????38.2DThe proposed solution should track the service of legal papers and execute legal processes as required. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 39Requirement Name: Collision Investigation / Ticketing / DWI EnforcementOne of the primary missions of New York State Law Enforcement is highway safety. As part of that mission, agencies are required to investigate collisions, issue tickets, and enforce DWI laws. These functions are currently handled by the Traffic and Criminal Software (TraCS) application. TraCS also interfaces to the Dr?ger Breath Test Instrument utilized for measuring blood alcohol content for impaired driving. TraCS Ticket and accident information is transmitted to appropriate external destinations (NYS DMV, courts) utilizing the Statewide Police Integrated Data Exchange Router (SPIDER).Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered39.1DThe proposed solution should provide functionality to investigate collisions, issue tickets, and enforce DWI laws, including the generation of documents related to these activities in a form compatible with New York State Department of Motor Vehicle (DMV) and Division of Criminal Justice Services (DCJS) Requirements (See Appendix I - NYS DMV Requirements). Ideally, collision investigations, ticketing, and DWI enforcement would be supported within the records management system; these features require remote and off-line capabilities, an interface to the Dr?ger Breath Test Instrument, and transmission to courts and the NYS DMV. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Collision Investigation / Ticketing / DWI Enforcement requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 40Requirement Name: Lock-up / Jail ManagementJail management throughout New York State is primarily the responsibility of the corresponding County Sheriff’s Office, however Local Law Enforcement agencies do have temporary Lock-Ups. These facilities are overseen by the New York State Commission of Corrections (NYSCOC). Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered40.1DThe proposed solution should be capable of tracking the intake, detention, release, and / or transfer of prisoners throughout each facility. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????40.2DThe proposed solution should be able to transfer information previously entered into other parts of the system into the Lock-up / Jail Management function. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution should be capable of capturing, at a minimum, the following information specific to lock-up / jail management:40.3DCell / Housing Information FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????40.4DVisitor Logs FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????40.5D Medical Alerts FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????40.6D Account FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????40.7DHistorical Booking Data for each Prisoner FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 41Requirement Name: PawnNew York State Law Enforcement Agencies identify and recover personal property that has been reported stolen. Many jurisdictions require pawnshops to register the items they receive and sell to facilitate this tracking process.Req. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered41.1DThe proposed solution should have the ability to automatically check pawned items against stolen property files as soon as pawn shop data is uploaded to the proposed solution (either from disk or electronically). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution should have the ability to capture and track the following information: 41.2DPawn shop ID number or shop name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????41.3DPawn clerk name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????41.4DName and address of person pawning items FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????41.5DItems pawned FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????41.6DDate of transaction FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????41.7DPerson ID and type of ID used FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????41.8DValue of items pawned FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????41.9DItem descriptions (including any ID/serial numbers) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 42Requirement Name: Sex Offender RegistryNew York State Law Enforcement Agencies are required to manage and track sex offenders. Req. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered42.1DThe proposed solution should have the ability to add Sex Offender Registry (SOR) information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????42.2DThe proposed solution should have the ability to import or upload SOR information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????42.3DThe proposed solution should have the ability to Auto Alert when lacking registration and generate appropriate letters for the alert. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????42.4DThe proposed solution should have the ability to print a change of address report. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 43Requirement Name: Permits / LicensesSome New York State Law Enforcement Agencies are involved in the issuance and management of permits and licenses for certain activities. Req. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered43.1DThe proposed solution should generate alerts to the permit\license bureau that permit\license holder had been arrested or received a qualifying traffic infraction that required review and determination of suspension or revocation. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution should track the issuance of a permits and licenses (e.g. alarms, parades, demonstrations) including but not limited to:43.2DApplication process FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????43.3DDocumentation and collection of payment FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????43.4DSuspension and revocation FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????43.5DNotifications to permit\license holder (status, expiration dates, suspensions or revocations) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Property Management Property / Evidence Management VisionNew York State Law Enforcement Agencies routinely deal with assorted types of property. Property comes into the different agencies possession as evidence, found property, turned over for safekeeping, or surrendered as nuisance. New York State Law Enforcement Agencies require a system in which these types of property are documented within the proposed solution. Property coming into the agencies possession is expected to be subsequently tracked from inception to its final disposition without duplicative data entry and minimal use of paper forms. It is expected the proposed solution would have capabilities to track, accurately inventory, and report on all property physically possessed by the agencies. The actual physical location of property can range, based on the law enforcement agency, from one physical location to more than 200 locations throughout the State, including the State’s regional crime laboratories. Tracking of this property is expected to be in “real time” so that a user would be able to ascertain a location and status of either an item of property or multiple items of property grouped together at any given time. The following requirements define the specific needs of New York State Law Enforcement Agencies regarding Property / Evidence Management functionalities.Requirement Number: 44Requirement Name: Property / Evidence Management - BatchingNew York State Law Enforcement Agencies are required to transfer, transport or change the disposition of large quantities of property, for example a transfer of multiple items of evidence from multiple cases located at a station to a lab for analysis. This process is currently manual and time consuming. The system shall allow for the batching or the grouping of property for the purpose of transfer, transport or change in disposition.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered44.1MThe proposed solution shall support the transferring of multiple items of property from one case at a time. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????44.2MThe proposed solution shall support the transferring of multiple items of property from multiple cases at one time. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????44.3MThe proposed solution shall support the updating of disposition for multiple items of property at one time. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????44.4DThe proposed solution should support transferring/linking items of property to another case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????44.5DThe proposed solution should support grouping and ungrouping of multiple items of property. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Property / Evidence Management - Batching requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 45Requirement Name: Property / Evidence Management – Quality ControlNew York State Law Enforcement Agencies take into their possession large quantities of property for various reasons; however each piece of property has its own value and must be cared for and protected. Therefore, these agencies have a strong need to maintain the integrity of all property that comes into their possession. The system shall allow for quality control functions to include validations of entries, review of changes, and the ability to take corrective actions as required. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall permit extensive controls of all property entered including but not limited to: 45.1MProviding a mechanism to prevent duplicate use of a user assigned alphanumeric property identifier within the same case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????45.2MProviding a mechanism to prevent the duplicate entry of the same item of property within a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????45.3MRequiring a user to document a reason for changes to certain agency defined property data fields after saving the record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????45.4MAllowing a user with the proper authority to delete a saved property record which must be accompanied with a reason for deletion. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????45.5MProviding the ability for notification to proper authority for approval of changes to saved property records. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????45.6MAllowing a user with proper authority to manually correct an error in the chain of custody of an item of property. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????45.7MProviding a validation process to verify mandatory fields have been completed. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Property / Evidence Management – Quality Control requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 46Requirement Name: Property / Evidence ManagementNew York State Law Enforcement Agencies take into their possession large quantities of property that must be tracked from initial entry through disposition (i.e., chain of custody) for a given case. This property can be categorized as evidence, nuisance property, seized assets, found property or property retained for safe keeping. Having a records management system that allows users to properly document, track, and inventory property is of the highest priority. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered46.1MThe proposed solution shall track property utilizing a 2D barcode. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.2MThe proposed solution shall track property/evidence from initial entry through disposition (i.e., chain of custody) for a given case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.3MThe proposed solution shall allow for the use of bar codes and scanners, as well as manual entry to track property from initial entry through disposition (i.e., chain of custody). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.4MThe proposed solution shall allow authorized users to print copies of the chain of custody for each case and for individual property items. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.5MThe proposed solution shall be able to generate and print/reprint a bar coded property tag containing a 2D bar code and agency specified information from previously entered data. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.6MThe proposed solution shall provide an audited method or mechanism for conducting a physical inventory of all items assigned to a storage location, including multiple nested levels: (e.g., Vault, Area within Vault, Shelf, Sub-Section of Shelf). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.7MThe proposed solution shall incorporate timers / notifications, based on agency defined criteria (e.g., to notify appropriate users when property is eligible for release, sale, or destruction). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.8MThe proposed solution shall support the treatment of vehicles as evidence when required. When a vehicle is evidence, the vehicle information shall appear along with the other evidence items within a case. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.9DThe proposed solution shall require a user to document a reason for reprinting a property tag. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????The proposed solution shall permit a wide variety of detailed information to be maintained for all property possessed by an agency including but not limited to:46.10MCase Number(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.11MStation Name / Other Agency Name FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.12MOffense Type / Classification FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.13MOffense Date FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.14MCounty of Occurrence FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.15MInvestigating Officer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.16MSystem Generated Property Number FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.17MUser Assigned Alphanumeric Property Identifier Specific to an Individual Case FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.18MProperty Description FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.19MProperty Category / Status (e.g. evidence, nuisance, seized, found, and safe keeping) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.20MInitial Instruction (Hold at Station, To Troop, To Lab) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.21MStorage Location Consisting of Multiple Nested Levels: (e.g. Vault, Area within Vault, Shelf, Sub-Section of Shelf) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.22MCollected By FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.23MCollection Location FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.24MCollection Date / Time FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.25MLink(s) to Associated Person(s) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.26MTransferred From (name or location) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.27MTransferred To (name and location) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.28MTransfer Date / Time FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.29MTransfer Reason FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.30MMultiple Electronic Signature(s) for Each Transfer FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.31MText field for “Disposition Instructions to Evidence Custodian” FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.32MDisposition FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.33MDisposition Type FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.34MDisposition Date FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.35MDisposition Authorized by FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????46.36DThe proposed solution should track property that may be associated with multiple cases. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Reporting\Searching Searching, Reporting, and Crime Analysis VisionAn essential aspect of New York State Law Enforcement Agencies is capturing, processing, and storing detailed information on law enforcement-related criminal and non-criminal events. Agencies need to be able to standardize the reporting and analysis of a majority of the data it collects. To this end, the proposed solution shall support robust searching, reporting, analytical and investigative tools for all system users, utilizing information from any area within the system. These tools shall provide the flexibility to aid all Agencies in the completion of their duties, from a Trooper or Patrolman investigating crimes within a small geographic area, to a NYSIC Investigator providing a state wide analysis of crime trends.The following requirements explain in detail the expectations that the agency has for Searching, Reporting and Crime Analysis.Requirement Number: 47Requirement Name: ReportingReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered47.1MThe proposed solution shall provide standard reports (see Appendix J - Standardized Reports for list of the minimum expected standard reports). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.2MThe proposed solution shall provide for a report authoring environment within the system allowing for the creation of custom agency reports that can be integrated in the system (e.g. adding logos, changing fonts, standardize look-and-feel). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.3MThe proposed solution shall provide the ability to create graphs, maps, and timelines using data from the agency’s records and GIS data. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.4MThe proposed solution shall allow the user to export all data in the system to standard file formats including, but not limited to, CSV, Excel, Word, Text, and XML. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.5MThe proposed solution shall provide the ability to print reports to PDF files. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.6MThe proposed solution shall provide a print preview function for all reports. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.7MThe proposed solution shall support scheduled batch reporting and the electronic delivery of reports. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.8MThe proposed solution shall provide ad hoc reporting functions that allow the user to create, customize, and save reports for future use without requiring programming or SQL code. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.9MThe proposed solution shall provide the ability to save and share queries used to generate ad hoc reports. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.10DThe proposed solution should allow the user to export all data in the system to standard XML through a supported SOAP web service API. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.11DThe proposed solution should incorporate crime scene pictures, crash photos, or other files attached to records or cases. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????47.12DThe proposed solution should provide automatic consecutive numbering of pages when all reports authored under the case number requested are run electronically or printed that would identify and show the completeness of the record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 48Requirement Name: Advanced Report Creation ToolsThe proposed solution shall provide advanced reporting tools that allow authorized advanced users within the agency to modify existing reports and create new reports with no restrictions as to which database objects can be accessed within the system allowing these reports to be made available to system users. In addition, there is a need for data to be extracted from the system to utilize 3rd party tools to create reports.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered48.1MThe proposed solution shall allow the use of field data and metadata across all functional areas and indexes in reports. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????48.2MThe proposed solution shall allow combining results from complex queries that span many record types and indexes. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????48.3MThe proposed solution shall allow standard content reports that accept definable parameters at report run time. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????48.4MThe proposed solution shall allow 3rd party reporting tools to be used to extract data and create reports. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Advanced Report Creation Tools requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 49Requirement Name: SearchingReq. No.Req. StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered49.1MThe proposed solution shall allow the user to search any field or any combination of fields within the system. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.2MThe proposed solution shall allow searches or queries that (a) do not restrict results by case sensitivity, (b) allow for exact matches of specific data or data meeting a range of parameters including greater than, less than, between, contains, and/or, wildcard and fuzzy search and (c) save and share those search criteria. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.3MThe proposed solution shall allow for advanced search capabilities including, but not limited to, the following:Soundex search on all names, monikers and aliasesPhonetic replacement in name searchesDiminutive and common variations on names (e.g. Bill for William) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.4MThe proposed solution shall provide the ability to print search results. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.5MThe proposed solution shall provide ad hoc query capability that allows the user to choose fields, apply filters, define the sort order and save the queries for future use. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.6MThe proposed solution shall allow for attachments saved in standard formats (i.e., text delimited, comma delimited, HTML, PDF, and Excel) to be included in search results. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.7MThe proposed solution shall support the export of search results in standard formats including but not limited to text delimited, comma delimited, HTML, PDF, Excel and Access. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.8MThe proposed solution shall provide a means to restrict search results based on security settings within the agency. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.9MThe proposed solution shall allow for a summary and an expanded view of search results. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.10MThe proposed solution shall provide the ability to navigate from summary search results to individual records displayed within the search and back to the summary results. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.11MThe proposed solution shall allow an existing query to be modified. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????49.12MThe proposed solution shall provide for the ability to limit searches based on geographical proximity (i.e. within 30 miles of a specified location). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 50Requirement Name: Crime Analysis / Analytical SupportNew York State Law Enforcement agencies currently utilize crime analysis to collect, collate, analyze, and disseminate timely, accurate, and useful information on a daily basis as an investigative tool. These agencies are also required to collect and provide statistical and tactical analysis for internal administrative reporting purposes and external requests. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered50.1MThe proposed solution shall support the collection and reporting of information to conduct Crime Analysis (e.g. By Troop, Time, Date, Day of Week, Incident Report Number, Field Contact Data, Type of Offense /Section of Law). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.2MThe proposed solution shall support reporting to satisfy NYS UCR/IBR requirements. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.3MThe proposed solution shall support reporting required under the Clery Act (Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act: 20 U.S.C. § 1092). (). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.4MThe proposed solution shall provide validation of addresses and distinguish between addresses that have been validated and addresses that have not. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.5MThe proposed solution shall allow addresses to be geo-coded upon entry utilizing the NYS GIS Geo-coding Service (See Appendix F - NYS GIS Program Office Geocoding Services). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.6MThe proposed solution shall create graphs, charts, maps and timelines using data from the agency’s records and GIS data. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.7MThe proposed solution shall allow navigation between linked records within the system (calls for service, incident reports, arrests, master indices etc.). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.8MThe proposed solution shall provide the ability to store the results of the analysis within the system for a time period as defined by the agency. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.9MThe proposed solution shall provide the ability to manually enter x and y coordinates into the proposed solution. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.10DThe proposed solution should support the collection and reporting of Citation information to conduct Crime Analysis. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????50.11DThe proposed solution should interface or incorporate analytical support tools in real time, such as crime mapping software, and link-analysis (e.g. i2 Analyst’s Notebook), data mining, spatial and temporal tools. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Crime Analysis requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 51Requirement Name: Telephone Call Record AnalysisMany investigations involve the collection of telephone call records from land-line, wireless, and VOIP service providers. Depending upon the provider, these call records may be received in wide variety of formats and contain thousands of connections. Connection information may include meta data such as the target phone number, associated phone number, incoming / outgoing information, time and date of the call, call duration, tower information, and GPS information. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution should have the following Telephone Call Record Analysis functionality:51.1DAbility to import and analyze call records. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????51.2DDistinguish between call, text message, and voicemail transmissions. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????51.3DCross reference phone numbers with names and organizations within the master indices. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????51.4DIdentify relationships between phone numbers (link analysis). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????51.5DDevelop comprehensive reports, including charts and graphs. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????51.6DAbility to map GPS data from call records.Provide a comprehensive description of how the proposed solution satisfies the Telephone Call Record Analysis requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 52Requirement Name: Criminal IntelligenceThe New York State Intelligence Center (NYSIC) is an all-crimes, multi-agency fusion center responsible for the collection, analysis, and timely dissemination of criminal and counterterrorism intelligence to Federal, State, local, and tribal law enforcement agencies outside of the New York City area. The main objectives of the NYSIC is to consolidate statewide activities associated with preventing, investigating, and responding to criminal activity and terrorism; coordinate the State’s intelligence efforts; and liaison with the New York State Office of Homeland Security, and Federal, State, and local emergency management officials. The NYSIC provides information and support in several capacities to include but not be limited to:Investigative Support (e.g. link charts, timelines, case and target information packets, toll analysis, maps, detailed case analysis)Strategic Analysis and Report Writing (Vigilance Project, Suspicious Activity Report analysis)Tactical Analysis and Report Writing (e.g. intelligence and officer safety bulletins, command post support)Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered52.1DThe proposed solution should provide the ability for NYSIC records to comply with Federal Regulations (28 CFR Part 23). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????52.2DThe proposed solution should have the ability to create and label records to indicate levels of sensitivity such as sensitive, restricted, and unrestricted records. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????52.3DThe proposed solution should provide a mechanism for removing intelligence information from the system based on an agency defined timeframe. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Criminal Intelligence requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.RecordsRecords VisionNew York State Law Enforcement Agencies currently retain a wide variety of records associated with law enforcement activities as required by New York State and Federal Regulations. The proposed solution shall be able to identify juvenile, sealed, and purged records. New York State Law Enforcement Agencies frequently receive requests for information from numerous individuals and organizations. Therefore, the proposed solution shall be able to document the request process as well as be able to redact information from an incident or case prior to its distribution.The following requirements define the specific needs of New York State Law Enforcement Agencies regarding Records functionalities.Requirement Number: 53Requirement Name: SealingNew York State Law Enforcement Agencies receive sealing\unsealing orders from courts pursuant to New York State Criminal Procedure Law (CPL) Sections 160.50 (), 160.55 () and 375.1 Family Court Act ().Sealing applies to a specific person and all mention of that person throughout the associated case record. Access to sealed records is limited to a small set of an agency’s personnel. There are some instances where sealed records may be seen by other personnel (e.g. police officer applicants). The sealing process within the New York State Police involves multiple units\levels throughout the agency. The process is currently linear, cumbersome, time consuming and does not provide any tracking ability for the person initiating the seal.Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the ability to:53.1MAllow access to sealed records to limited agency personnel. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????53.2MSeal and unseal records with the proper security access. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????53.3MSeal an existing juvenile arrest record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????53.4MTrack sealing workflow within the system allowing for multiple users to perform the necessary steps in the process simultaneously. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????53.5MAllow temporary access to sealed records to select personnel. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????53.6MPartially seal a record involving multiple defendants. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????53.7MProduce reports indicating records that have been sealed or unsealed. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????53.8MAllow sealed records to be counted in statistical reporting (e.g., There were 100 burglaries in 2013, 95 can be reviewed, 5 are sealed). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 54Requirement Name: Minimum Retention Period / Purging RecordsPer New York State Police policy, a minimum record retention period is currently entered in to the Criminal Records System. These minimum retention periods are determined by internal policy utilizing the Penal Code Law or type of case. If a request for information is submitted for a case, the minimum retention period will be extended. Currently the NYSP maintains an Index of limited information for the sole purpose to document that a record did once exist but has subsequently been purged.Req.No.Req.StatusMandatory Requirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the ability to:54.1MCreate or generate a minimum record retention\purge date for each record based on business rules. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????54.2MUpdate retention period date for a specific record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????54.3MProduce reports indicating records that had their minimum retention period updated. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????54.4MSupport purging of records with authorized user approval. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????54.5MUtilize batch processing functionality to purge records. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????54.6MProduce reports indicating records that have approaching purge dates. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????54.7MProduce reports providing a list of records that are purged. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????54.8DThe proposed solution should provide the ability for authorized users to search and identify records as purged and view minimal record data (e.g. Case Number, Name, Incident Date, Arrest Date, Reporting Officer, Purge Date) for the sole purpose to document that a record did once exist but has subsequently been purged. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 55Requirement Name: Juvenile Arrests The State of New York requires special handling of information related to juvenile arrestees. A juvenile arrestee is someone who was less than sixteen years old at the time of the offense. Juvenile arrest records shall be distinguishable from adult arrest records and clearly defined within the proposed solution. There are some instances where juvenile records may be seen by other personnel for specific situations (e.g. review of police officer applicants). Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the ability to:55.1MDistinguish juvenile arrests records from adult arrest records. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????55.2MAllow temporary access to juvenile records to select personnel. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????55.3MRestrict access to juvenile arrest records based on system security access. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????55.4MProvide safeguards to prevent the unintentional release of protected juvenile arrest information. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????55.5MAllow a juvenile arrest record to be part of summary search results but restrict access to the detailed arrest record. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????55.6MAllow juvenile arrest records to be counted in statistical reporting (e.g., There were 100 arrests for burglary in 2013, 95 are adults, 5 are juveniles). FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 56Requirement Name: Youthful Offender Status New York State Law Enforcement Agencies receive adjudications for some defendants of Youthful Offender status pursuant to New York State Criminal Procedure Law (CPL) 720.35. ()Access to Youthful Offender records is limited to a small set of police personnel. There are some instances where youthful offender records may be seen by other personnel for specific situations (e.g., for police officer applicants). Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedThe proposed solution shall provide the ability to:56.1MRestrict access to youthful offender records based on system security access. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????56.2MClearly define youthful offender records within the system. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????56.3MAllow temporary access to juvenile records to select personnel. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????56.4MAllow youthful offender records to be counted in statistical reporting (e.g., There were 100 assault arrests in 2013, 95 can be reviewed, 5 are adjudicated youthful offender) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 57Requirement Name: Records Requests – RedactionNew York State Law Enforcement Agencies receive requests for records pursuant to state statutes, including the Freedom of Information Law (FOIL) () and NYS Public Officers Law Article 4 Section 66-a ().Additionally, other government agencies and law enforcement entities may request criminal and non-criminal records. The majority of records requested reside within the records management system but some do not. Each state statute dictates processing requirements (e.g., FOIL requests are date sensitive). The requests received pursuant to law are tracked. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNotOfferedThe proposed solution shall have the ability to provide redaction functionality including but not limited to:57.1MCreate a “redline” or draft version of the redaction of reports within the system FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????57.2MAllow a supervisor to review draft redactions via workflow FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????57.3MSave copies of the redacted versions FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????57.4MAllow for printing of a certified copy of a record FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Requirement Number: 58Requirement Name: Records Request - ManagementNew York State Law Enforcement Agencies receive requests for records pursuant to state statutes, including the Freedom of Information Law (FOIL) () and NYS Public Officers Law Article 4 Section 66-a ().Additionally, other government agencies and law enforcement entities may request criminal and non-criminal records. The majority of records requested reside within the records management system but some do not. Each state statute dictates processing requirements (e.g., FOIL requests are date sensitive). The requests received pursuant to law are tracked. Req.No.Req.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNotOfferedThe proposed solution shall have the ability to track requests for records including but not limited to:58.1MReceipt of request (e.g. request type, status, date of request, due date) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????58.2MResponse (e.g. decision type, actions taken date of completion) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????58.3MAppeal& Lawsuit (e.g. date, decision type, resulting action) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????58.4MDue dates and reminders FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????58.5MCreation of form letters FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????58.6DThe proposed solution should have the ability to track fees / payments (e.g. fee amount, notification of fee, payment, date received) FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Records Request - Management requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Additional Desirable Functionality Requirement Number: 59Requirement Name: Additional Desirable FunctionalityReq.NoReq.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot Offered59.1DNew York State has an interest in learning of any other application capabilities available from Bidders above and beyond functionality needed to meet the requirements contained within this RFP. Please provide in the space below and on additional pages, if needed, a description of any solutions that could be made available to New York State that that have not been put forth in this document. Please note that any costs associated with these capabilities shall be itemized in the Bidder’s cost proposal. FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Additional Desirable Functionality requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text.Requirement Number: 60Requirement Name: Computer Aided Dispatch (CAD)The New York State Police currently has two Troops utilizing two different computer aided dispatching systems (Valor and HTC). In addition to Valor and HTC, the New York State Police receives CAD information from several county-owned CADs. The New York State Police is expecting to undertake an initiative in the future to consolidate its current CAD operations into one system and expand CAD capabilities to all New York State Police dispatch centers and vehicles. Req.NoReq.StatusRequirement DescriptionBidder ResponsesCOTSCUSTNot OfferedCustomerSite60.1DWith this in mind, New York State is requesting information regarding the Bidder’s CAD functionality. If the Bidder is interested, provide licensing types, implementation options and features for your system and/or each of the system’s components including scenarios for a multi-tenant system taking into account the potential large variation in the size of each agency that may be supported from 5,000+ people to under 50. Please do not include cost information in this section. Please note that any costs associated with these capabilities shall be itemized in the Bidder’s cost proposal. FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????Provide a comprehensive description of how the proposed solution satisfies the Computer Aided Dispatch (CAD) requirement including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.Click here to enter text. ................
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