ORIGINAL CONTRACT 171006-CI .PDF
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MARICOPA COUNTY OFFICE OF PROCUREMENT SERVICES
MEMO: PROCUREMENT SUMMARY COMPETITION IMPRACTICABLE
DOCUMENT DESCRIPTION: JMS Software Integration Services
ADVANTAGE DOCUMENT ID #: 171006-CI
Bid Opening Date: not applicable
Procurement Type ID: Non competition
Requesting Department and Contact Names: MCSO; Dave Davis, Arnie Bristol and Suzanne Baier
Contract Term: Three years
Renewal Option: Two Yea
Contract Hearing Date (BOS Approval Date): September 7, 2016
Contract Start Date: August 1, 2016
Expiration Date: July 31, 2019
Contract Value:
$3,109,100.00
Dollar Savings: none
Cost Avoidance: none
NIGP Code: 91800— Consulting Services
1. Tantus Solutions Group is being recommended for award for this project based on the work that they
previously accomplished for the County under contract 13139-RFP New Jail Management System as a
subcontractor for Syscon Justice Systems. Contract 13139 is being terminated for convenience and will be
replaced by solicitation 17002-RFP SHIELD New Jail Management System. Tantus has completed
numerous tasks that are required for this new solicitation and has great knowledge of MCSO and its
practices.
The services required by this agreement will coincide with the solicitation process of 17002-RFP and will
continue with the awarded vendor from that process. All services shall be governed by individual task
orders as the requirements evolve with the services of the JMS vendor.
2. The purpose of the contract is to have the awarded vendor to provide integration services related to the
implementation of a commercial off-the-shelf (COTS) New Jail Management System solution (New JMS).
3. Basis of Award: Competition Impracticable
4. Recommendation is made to award the contract to:
Tantus Solutions Group, Inc.
5. BOS/OPS AGENDA TEXT:
Recommend the award of a Competition Impracticable contract to Taritus Solutions Group, Inc. for the
provision of provide integration services related to the implementation of a commercial off-the-shelf
(COTS) New Jail Management System solution (New JMS). The initial contract term is three (3) years
commencing on August 1, 2016 and ending on July 31, 2019. The contract contains options for two (2)
annual renewals. The initial contract value shall be $3,109,100.00.
Office of Procurement Services
GOODS AND SERVICES
COMPETITION IMPRACTICABLE FORM
This forn-i is to be used when an agency believes an acquisition is a single source and the acquisition dollar amount is above
$5,000. The Chief Procurement Officer can approve purchases Up to 5100,000. Board of SUperVlsor5 approval is required if
the acquisition is over $100,000. This form must be submitted for approval to: Office of Procurement Services I 320 W.
Lincoln I Phoenix, AZ 85003. Fax number: 602.258.1573. The signed form must be retained in the purchasing file.
DEPARTMENT NAME
MCSO
DEPARTMENT RX#
Pending (MA # 171006-0)
PROPOSED
Company:
Address:
City, State:
Zip/Postal Code:
Phone:
Fax:
Contact Name:
CONTRACT VENDOR
NEED IDENTIFIED Dec May 2016
Rf 011E5T ED DEL IVERY December 2019
oak:
clump eruct:
3,109,100.00
Accounting String: 440-0470.4715-im..p.ms
Tantus Solutions Group, Inc,
101,10722 103 Avenue
Edmonton, Alberta, Canada
T5J 557
(780) 490-0874
780-423-0803
Glenn DeRoy, CEO
DESCRIPTION OF GOODS OR SERVICE REQUIRED:
.
The estimated cost of this Procurement is:
C :5 $100k
(:-> SI 00k
Is this a Technology.Procurernent?
C.,Yes
sq‘lo
Systems integration services for the SHIELD New Jail Management System (JMS) Project to include gap
analysis, data cleansing and migration, Interface requirements and development, knowledge transfer,
and related services. The total estimated cost of this procurement is $3,109000.00. Services will be
authori-zed on a task order basis depending upon the needs of MCSO and the interaction with the yet to
be determined awarded vendor of solicitatibn 170002-RFP SHIELD New Jail Management System.
SINGLE SOURCE CATEGORY (Check applicable box, attach documentation
Maricopa County Procurement Code MC1-351 states: 'Single source " means an
of standardization, warranty, or other factors as approved by the Board of Supervisors.
NOTE:_The following are unlikeiv_to_be sufficient sinole source iustifications:
or provide explanation below.)
acquisition where. competition is impractical because
through a competitive process)
- Personal or agency preference for a product or vendor
• Agency perception that the vendor is the best qualified (this should be determined
• Lack of agency planning resulting in limited time to conduct a competitive procurement
- Special incentive or deal offered (caribe assessed in open and competitive solicitation)
- Agency convenience
C Grant specified (supporting documents attached)
(7, Mailing lists, subscripticins or media advertising
C. Warranty voided if service provided by other contract vendor
fii.Othec(Provide written explanation.below)
Software license renewals, additions, or upgrades available
t• from only one source
r Brand compatibility available from only one source (no other
'distributors)
C Other proprietary situation
PROCURMENT IS A SINGLE SOURCE BECAUSE (attach additional page if needed):
Tantus Solutions Group, Inc. was subcontracted by Syscon Justice Systems, LLC to perform data migration and Interface
development services for the New JMS Solution contract (13139-RFP). That contract has been canceled.
As a subcontractor, Tantus was involved In the New JM5 Project (aka "SHIELD') for more than 18 months, and they
completed a signification amount of the Interfaces and data conversion effort that will be required going forward with a
new vendor (17002-RFP). During this period, Tantus completed approximately 15-20% of the project work subcontracted to
them through Syscon, including requirements gathering and analysis for 36 of the nearly 100 interfaces Identified for the
project, as well as processing and analysis for the first of four (4) planned data extractions from the legacy NS,
It should also be noted thatTantus' work in no way contributed to Syscon's failure to perform on the original contract. In
fact, their work was the only portion of the project that was completed on time and met or exceeded MC50 needs and
expectations.
SEARCH
A search was conducted consisting of (check all that apply)
RESULTS
M Market research
• Public notice given, list
• no alternatives were Identified
deemed
n Other vendors contacted
• Other
0 no alternatives were
acceptable
because (explain below);
Describe the search from above in detail;
A significant amount of data migration and interfaces development work was completed by MMus as part of
the original contract for a New 1MS Solution, and going forward, a new vendor would need to replicate this
work, In addition, Tantusl work was of high quality and provided at a reasonable Cost. For example, the
original contract with Syscon (13139-RFP) included optional TgiM rates of $150/hour for data conversion/
interfaces lead(s) and $135/hour for data conversion/ interface analyst(s) and developer(s). These rates are
comparable with other vendors providing similar services to the County for major IT projects.
For these reasons, it is recommended that (1) alternative vendors not be considered for the provision of
system integration services on the SHIELD New )MS Project, and (2) the Office of Procurement Services
proceed in negotiations with Tantus Solutions Group, Inc. for the requested procurement of services,
-
PRICE
MCI-352-B states: The Using Agency requesting a Competition Impracticable Procurement shall provide written evidence
to support a Competition Impracticable determination conta rung an explanation of why the proposed procurement
process is Advantageous to the County; and the scope, duration, and estimated total dollar value of theprocurement
Price has been fairly and reasonably established by:
Comparison to previous comparable purchases
" from a different vendor
El
Independent estimate
gi Comparison to public sector contract pricing
0 Discount off published catalog pricing
D Market survey
0 Other, explain:
Describe methodology and results (attach any written supporting data, e.g, survey or market analysis):
13139-RFP - New JMS Solution - Syscon (Sub: Tantus), 14002-1GA - Case Management System (MCAO)
- Karpel, 10151-RFP -VolP Telephone System - Avaya, 11086-RFP - CAD/RMS/Civit Process Project,
10105-S - Technology Consultants -Various (Multi-Award), 13129-RFP - CAMA Software (Assessor) -
Vision Govt. Sot.,
14061-C1- Electronic Doc. Mg mt System - Databank, 07087-RFP - HR Info System &
Related Svcs - ADP, 14103-S - Avaya Ent. Comm. Sustainment - Avaya, 04069-55- AMS Perpetual
Agrmt (now Advantage) - AMS (CGI) , 13082-CI - CGI/AMS Upgrade
CERTIFICATIONS
1 certify:
1) I recognize that the Maricopa County Procurement Code requires the use of competitive solicitations unless
exempted by law. I have reviewed the information and materials relevant to this procurement of goods and services,
and am requesting approval of an exception to the competitive process for the reasons described;
2) the price to be paid to the proposed single source vendor Is fair, reasonable, and provides the best value to Marlcopa
County; and
3) this request for an exception to the competitive solicitation process is not the result of Inadequate advance planning
or for purposes of securing the services of a preferred vendor.
Agency Head or Agency Head Delegate Signature (Required)
Printed Name
iqriatu re
Date
Office of Procurement Services
The CPO can approve procurements up to 510000. This request Is over 5100,000 and must be submitted as an agenda
item to the Board of Supervisors for consideration.
[kr-Recommended to BOS for approval.
tt--\) 1 K) r Tv<
PI
fi3ii 6
,
Printed Name
signature
ate
Email ave
T&M Rates Comparison for Contracted
Vendors on Major County IT Projects
Data Conversion / Interface Lead
Data Conversion / Interface Analyst
Data Conversion / Interface Developer
Senior Project Manager
Contract Date: May 2015
Contract Expires: May 2025
Tantus Solutions Group subcontracted
with Syscon to provide data migration
and interface development services
Syscon
150.00
135.00
135.00
178.00
1129-RFP. CAMA Software Solution (Assessor)
Data Conversion
Interface Development
Project Manager
Vision Govt Sol Contract Date: December 2014
Contract Expires: December 2024
$ 150.00
$ 175.00
$ 175.00
14002-IGA Case Management System (MCAO)
Kernel
Contract Date: January 2014
Contract Expires: January 2017
Hourly Rate for Add'i Work Outside Scope $ 150.00
(i.e., Project Manager, etc.)
14060-CI *
Electronic Dec. Mgmt System
Databank Contract Date: July 2009?
Contract Expires: July 2019
Discovery & Implementation Services
$ 205.00
Pre-Paid Block Time for Disc. & Imp'. Svcs $ 195,00
10151-RFP VolP Telephone & 'Unified Comm. Sys -
Technician
Network integration Engineer
Integrated Management Consultant
Mid Market Consultant
Project Manager
205.00
214,00
250.00
190.00
225.00
Contract Date: June 2011
Contract Expires: June 2016 ?
07087-RFP
HR Info System 8g Related Services
T&M Rate for All Job Categories
(Manager, Principal, Senior Consultant,
& Consultant were listed)
ADP, inc.
$ 133.00
Contract Date: December 2007
Contract Expires: June 2016
Rate from 2007
Competition impractical Requat Form -TantuS Solutions Group
Date PrzpArecl: 06/30/20)6
04069-SS
AMS - Perpetual Agrrht I_GFS SW
(Now known as "Advantage")
Technical Specialist
Senior Technical Specialist
Implementation Manager
Project Director
AMS (CGI?)
Contract Date: April 1990
Contract Expires: April 2020
120.00
Rates Effective 6/1/1989
150.00
150.00
175.00
No T&M_ Data Found in Pricing (Exhibit A):
13082-CI
CGI/AMS Upgrade Project
CGI Tech Contract Date: October 2013?
Contract Expires: October 2013
11086-REP
CAD/RMS/Civil Process Project
Insight Contract Date: February 2012
Contract Expires: February 2017
14103-S
Avaya Enterprise Comm. Sustainment
Avaya Contract Date: January 2015
Contract Expires: January,2018
10105-5
Technology Consultants
Various Contract Date: December 2010
•
(Pricing is bid based on specific scope)
Contract Expires: December 2016
* Contract is not posted online for public review. Information provided by Brian Walsh, OPS, 602-506-3243.
Competition ImpracticatRequest Farm -Tantus Solutions Group
Dale Prepared: 06/30/2016
COMPETITION IMPRACTICABLE
MASTER SERVICES AGREEMENT
SERIAL 171006-0
This Contract is entered into this XX day of XXX, 2016 by and between Maricopa County ("County"), a political
subdivision of the State of Arizona, and Tantus Solutions Group, a company duly incorporated under the Canadian
Business Corporation Act ("Contractor") for the purchase of implementation support, interface development and
data migration services.
1.0 CONTRACT TERM:
1.1
This Contract is for a term of three (3) years, beginning on the day 1st day of August, 2016 and
ending the 31 st day of July, 2019.
1.2
The County may, at its option and with the agreement of the Contactor, renew the term of this
Contract for additional terms up to a maximum of two (2) additional years, (or at the County's
sole discretion, extend the contract on a month-to-month basis for a maximum of six (6) months
after expiration). The County shall notify the Contractor in writing of its intent to extend the
Contract term at least sixty (60) calendar days prior to the expiration of the original contract term,
or any additional term thereafter.
2.0 FEE ADJUSTMENTS:
2.1
Any request for a fee adjustment must be submitted sixty (60) days prior to the current Contract
anniversary date. Requests for adjustment in cost of labor and/or materials must be supported by
appropriate documentation. If County agrees to the adjusted fee, County shall issue written
approval of the change. The reasonableness of the request will be determined by comparing the
request with the (Consumer Price Index) or by performing a market survey.
2.2
In the event that the exchange rate between US Dollars ($USD) and Canadian Dollars $CDN
reaches a point of 1 $USD to 1.10 $CDN or less on average for a period of three (3) months,
Contractor shall have the right to request an adjustment to their rate card and/or task order cost.
The parties agree to use the United States Department of the Treasury Reporting Rates of
Exchange as the source of the exchange rate for the purposes of this clause.
(https://www.fiscal.treasury.gov/fsreports/rpthreasRptRateExch/treasRptRateExch home.htm).
3.0 TASK ORDERS:
3.1
Any scope of work under this contract shall be authorized by Task Order. Contractor will be
notified when need or work arises to which they shall provide the County with a firm cost and
work plan.
3.2
A Purchase order shall be issued to the Contractor. The Purchase Order will include the job
details, the expected time, place, and duration of the assignment, and the nature of the work to be
performed. Contractor must not start any assignments without a Purchase Order.
4.0 PAYMENTS:
4.1
As consideration for performance of the duties described herein, County shall pay Contractor the
sum(s) stated in Exhibit "A."
4.2
Payment shall be made upon the County's receipt of a properly completed invoice.
4.3
INVOICES:
4.3.1
The Contractor shall submit in a manner acceptable to the County one (1) legible copy of
their detailed invoice before payment(s) can be made. At a minimum, the invoice must
provide the following information:
•
Company name, address and contact
•
County bill-to name and contact information
•
Contract serial number
•
County purchase order number
•
Invoice number and date
•
Payment terms
▪ Date of service or delivery
•
Description of service provided
•
Total Amount Due
4.3.2 Problems regarding billing or invoicing shall be directed to the County as listed on the
Purchase Order,
4.3.3 Payment shall be made to the Contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process, After Contract Award the Contractor shall complete the Vendor Registration
Form located on the County Department of Finance Vendor Registration Web Site
(http://www.m a rico pa.gov/Fin an ce/Ven dors.aspx).
4.3.4
EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
4.4
APPLICABLE TAXES:
4.4.1
Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any
installation labor on items that are not attached to real property performed by Contractor
under the terms of this Contract, the installation labor cost and the gross receipts for
materials provided shall be listed separately on the Contractor's invoices.
4,4.2
State and Local Transaction Privilege Taxes: Maricopa County is subject to all
applicable state and local transaction privilege taxes. To the extent any state and local
transaction privilege taxes apply to sales made under the terms of this contract it is the
responsibility of the seller to collect and remit all applicable taxes to the proper taxing
jurisdiction of authority.
4.4.3
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, state, and
local taxes applicable to its operation and any persons employed by the Contractor.
Contractor shall, and require all subcontractors to hold Maricopa County harmless from
any responsibility for taxes, damages and interest, if applicable, contributions required
under Federal, and/or state and local laws and regulations and any other costs including
transaction privilege taxes, unemployment compensation insurance, Social Security and
Worker's Compensation,
4.5
TAX: (SERVICES)
No tax shall be levied against labor. It is the responsibility of the Contractor to determine any and
all taxes and include the same in proposal price.
5.0 AVAILABILITY OF FUNDS:
5.1
The provisions of this Contract relating to payment for services shall become effective when funds
assigned for the purpose of compensating the Contractor as herein provided are actually available
to County for disbursement. The County shall be the sole judge and authority in determining the
availability of funds under this Contract. County shall keep the Contractor fully informed as to the
availability of funds.
5.2
If any action is taken by any state agency, Federal department or any other agency or
instrumentality to suspend, decrease, or tenninate its fiscal obligations under, or in connection
with, this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in
connection with, this Contract. In the event of termination, County shall be liable for payment
only for services rendered prior to the effective date of the termination, provided that such services
are performed in accordance with the provisions of this Contract. County shall give written notice
of the effective date of any suspension, amendment, or termination under this Section, at least ten
(10) days in advance.
6.0
DUTIES:
6.1
The Contractor shall perform all duties stated in Exhibit "B", or as otherwise directed in writing
by the Procurement Officer.
6.2
During the Contract term, County will provide Contractor's personnel with adequate workspace
for consultants and such other related facilities as may be required by Contactor to carry out its
contractual obligations The County will also provide reasonable access to its systems for services
rendered remotely by Contractor.
6.3
Any information obtained by the Contractor in the course of conducting business with the
Maricopa County Sheriff's Office is potentially confidential and/or proprietary to the Sheriffs
Office, Arizona DPS or a federal justice agency (e.g., DOJ, FBI). The Contractor shall protect all
information received from the Sheriff's Office and shall exercise due care and diligence to ensure
this information is not accessed, used, disseminated, or otherwise obtained without prior
authorization by the Sheriff's Office.
6.3.1
The Contractor shall establish and maintain procedures and controls that are adequate to
assure that no information contained in its records and/or obtained from the Sheriff's
Office or from others in carrying out is functions (services) under this Agreement shall be
used by or disclosed by it, its agents, officers, or employees, except as required to
efficiently perform duties under the Agreement. Prior to commencing work under the
Agreement, the Contractor shall apprise the Sheriffs Office of its proposed procedures
and controls, and the Contractor must receive the Sheriffs Office written approval
thereof before commencement. If, at any time during the duration of the Agreement, the
Sheriff's Office determines that the procedures and controls in place are not adequate, the
Contractor shall institute any new and/or additional measures requested by the Sheriffs
Office within 15 days of the written request to do so.
6.3.2
The US Department of Justice, Federal Bureau of Investigations, Criminal Justice
Information Services Division Criminal Justice Information Services (CJIS) Security
Policy, version 5.5 dated 06/01/2016 (document ID CJISD-ITS-DOC-08140-5.5) is
incorporated into this Agreement by reference and is made a part thereof Complete text
of the CJIS Security Policy can be found at: https://www.fbi.gov/serviceskjis/cjis-
security-policy-resource-center.
6.3.3
Criminal History Record Information (CHRI) and Personally Identifiable Information
(PII) data, as defined in the CJIS Security Policy, are especially sensitive and require
additional diligence and due care to protect against unauthorized access, use, and
dissemination. The Contractor shall ensure that any CHRI or PII data to be stored or
used off-site from Sheriff's Office premises is anonymized or otherwise obfuscated prior
to the movement or use of such data at the off-site location.
6.3.4
Contractor requests for information contained in Sheriff's Office records shall be referred
to the Sheriff's Office for review and approval, prior to any dissemination. The
Contractor also agrees that any information pertaining to individual persons shall not be
divulged other than to employees or officers of the Contractor as needed for the
performance of duties under the Agreement, unless otherwise agreed to in writing by the
Sheriff's Office.
7.0 TERMS and CONDITIONS:
7.1
INDEMNIFICATION:
To the fullest extent permitted by law, and to the extent that claims, damages, losses or expenses
are not covered and paid by insurance purchased by the Contractor, the Contractor shall defend
indemnify and hold harmless the County (as Owner), its agents, representatives, agents, officers,
directors, officials, and employees from and against all claims, damages, losses, and expenses
(including, but not limited to attorneys' fees, court costs, expert witness fees, and the costs and
attorneys' fees for appellate proceedings) arising out of, or alleged to have resulted from the
negligent acts, errors, omissions, or mistakes relating to the performance of this Contract.
Contractor's duty to defend, indemnify, and hold harmless the County, its agents, representatives,
agents, officers, directors, officials, and employees shall arise in connection with any claim,
damage, loss, or expense that is attributable to bodily injury, sickness, disease, death or injury to,
impairment of, or destruction of tangible property, including loss of use resulting there from,
caused by negligent acts, errors, omissions, or mistakes in the performance of this Contract, but
only to the extent caused by the negligent acts or omissions of the Contractor, a subcontractor, any
one directly or indirectly employed by them, or anyone for whose acts they may be liable,
regardless of whether or not such claim, damage, loss, or expense is caused in part by a party
indemnified hereunder.
The amount and type of insurance coverage requirements set forth herein will in no way be
construed as limiting the scope of the indemnity in this paragraph.
The scope of this indemnification does not extend to the sole negligence of County.
7.2
INSURANCE:
7.2.1
Contractor, at Contractor's own expense, shall purchase and maintain the herein
stipulated minimum insurance from a company or companies duly licensed by the State
of Arizona and possessing a current A.M. Best, Inc. rating of In lieu of State of
Arizona licensing, the stipulated insurance may be purchased from a company or
companies, which are authorized to do business in the State of Arizona, provided that
said insurance companies meet the approval of County. The form of any insurance
policies and forms must be acceptable to County.
7.2.2 All insurance required herein shall be maintained in full force and effect until all work or
service required to be performed under the terms of the Contract is satisfactorily
completed and formally accepted. Failure to do so may, at the sole discretion of County,
constitute a material breach of this Contract.
7.2.3
Contractor's insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
7.2.4 Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County's right to coverage
afforded under the insurance policies.
7.2.5
The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies. Contractor shall be
solely responsible for the deductible and/or self-insured retention and County, at its
option, may require Contractor to secure payment of such deductibles or self-insured
retentions by a surety bond or an irrevocable and unconditional letter of credit.
7.2,6
The insurance policies required by this Contract, except Workers' Compensation and
Errors and Omissions, shall name County, its agents, representatives, officers, directors,
officials and employees as Additional Insureds.
7.2.7
The policies required hereunder, except Workers' Compensation and Errors and
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) against
County, its agents, representatives, officers, directors, officials and employees for any
claims arising out of Contractor's work or service.
7.2.8
Commercial General Liability.
Commercial General Liability insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $2,000,000 for each occurrence, $4,000,000
Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit.
The policy shall include coverage for premises liability, bodily injury, broad form
property damage, personal injury, products and completed operations and blanket
contractual coverage, and shall not contain any provisions which would serve to limit
third party action over claims. There shall be no endorsement or modifications of the
CGL limiting the scope of coverage for liability arising from explosion, collapse, or
underground property damage.
7.2.9
Workers' Compensation.
Workers' Compensation insurance to cover obligations imposed by federal and state
statutes having jurisdiction of Contractor's employees engaged in the performance of the
work or services under this Contract; and Employer's Liability insurance of not less than
$1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000
disease policy limit_
Contractor, its contractors and its subcontractors waive all rights against Contractor and
its agents, officers, directors and employees for recovery of damages to the extent these
damages are covered by the Workers' Compensation and Employer's Liability or
commercial umbrella liability insurance obtained by Contractor, its contractors and its
subcontractors pursuant to this Lease.
7.2.10 Professional Liability.
Contractor shall maintain Professional Liability insurance which will provide coverage
for any and an acts arising out of the work or services performed by the Contractor under
the terms of this Contract, with a limit of not less than $1,000,000 for each claim, and
$3,000,000 aggregate claims.
7.2.11 Certificates of Insurance.
7.2.11.1
Prior to Contract AWARD, Contractor shall furnish the County with
valid and complete certificates of insurance, or formal endorsements as
required by the Contract in the form provided by the County, issued by
Contractor's insurer(s), as evidence that policies providing the required
coverage, conditions and limits required by this Contract are in full
force and effect. Such certificates shall identify this contract number
and tide.
7.2,11.2
In the event any insurance policy (ies) required by this contract is (are)
written on a "claims made" basis, coverage shall extend for two years
past completion and acceptance of Contractor's work or services and as
evidenced by annual Certificates of Insurance.
7.2.11.3
If a policy does expire during the life of the Contract, a renewal
certificate must be sent to County fifteen (15) days prior to the
expiration date
7.2.12 Cancellation and Expiration Notice.
Insurance required herein shall not be permitted to expire, be canceled, or materially
changed without thirty (30) days prior written notice to the County.
7.3
FORCE MAJEURE.
7.3.1
Neither party shall be liable for failure of performance, nor incur any liability to the other
party on account of any loss or damage resulting from any delay or failure to perform all
or any part of this Contract if such delay or failure is caused by events, occurrences, or
causes beyond the reasonable control and without negligence of the parties. Such events,
occurrences, or causes will include Acts of God/Nature (including fire, flood, earthquake,
storm, hurricane or other natural disaster), war, invasion, act of foreign enemies,
hostilities (whether war is declared or not), civil war, riots, rebellion, revolution,
insurrection, military or usurped power or confiscation, terrorist activities,
nationalization, government sanction, lockout, blockage, embargo, labor dispute, strike,
interruption or failure of electricity or telecommunication service.
7.3.2
Each party, as applicable, shall give the other party notice of its inability to perform and
particulars in reasonable detail of the cause of the inability. Each party must use best
efforts to remedy the situation and remove, as soon as practicable, the cause of its
inability to perform or comply.
7.3.3
The party asserting Force Majew-e as a cause for non-performance shall have the burden
of proving that reasonable steps were taken to minimize delay or damages caused by
foreseeable events, that all non-excused obligations were substantially fulfilled, and that
the other party was timely notified of the likelihood or actual occurrence which would
justify such an assertion, so that other prudent precautions could be contemplated.
7.3.4
The County shall reserve the right to terminate this Contract and/or any applicable order
or contract release purchase order upon non-performance by Contactor. The County
shall reserve the right to extend the Contract and time for performance at its discretion.
7.4
WARRANTY OF SERVICES:
7.4.1
The Contractor warrants that all services provided hereunder will conform to the
requirements of the Contract, including all descriptions, specifications and attachments
made a part of this Contract. County's acceptance of services or goods provided by the
Contractor shall not relieve the Contractor from its obligations under this warranty.
7.4.2
In addition to its other remedies, County may, at the Contractor's expense, require prompt
correction of any services failing to meet the Contractor's warranty herein. Services
corrected by the Contractor shall be subject to all the provisions of this Contract in the
manner and to the same extent as services originally furnished hereunder.
7.5
UNCONDITIONAL TERMINATION FOR CONVENIENCE:
Maricopa County may terminate the resultant Contract for convenience by providing sixty (60)
calendar days advance notice to the Contractor.
7.6
TERMINATION FOR DEFAULT:
The County may, by written notice of default to the Contractor, terminate this contract in whole or
in part if the Contractor fails to:
7.6.1
Deliver the supplies or to perform the services within the time specified in this contract or
any extension;
7.6.2 Make progress, so as to endanger performance of this contract; or
7.6.3
Perform any of the other provisions of this contract.
7.6.4
The County's right to terminate this contract under these subparagraph may be exercised
if the Contractor does not cure such failure within 10 days (or more if authorized in
writing by the County) after receipt of the notice from the Procurement Officer
specifying the failure.
7.7
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any Contract without
penalty or further obligation within three years after execution of the contract, if any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County is at any time while the Contract or any extension of the Contract is in effect,
an employee or agent of any other party to the Contract in any capacity or consultant to any other
party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to
A.R.S § 38-511 the County may recoup any fee or commission paid or due to any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County from any other party to the contract arising as the result of the Contract.
7.8
CONTRACTOR LICENSE REQUIREMENT:
7.8.1
The Respondent shall procure all permits, insurance, licenses and pay the charges and
fees necessary and incidental to the lawful conduct of his/her business, and as necessary
complete any required certification requirements, required by any and all governmental
or non-governmental entities as mandated to maintain compliance with and in good
standing for all permits and/or licenses. The Respondent shall keep fully informed of
existing and future trade or industry requirements, Federal, State and Local laws,
ordinances, and regulations which in any manner affect the fulfillment of a Contract and
shall comply with the same. Contractor shall immediately notify both Office of
Procurement Services and the using agency of any and all changes concerning permits,
insurance or licenses.
7.8.2
Respondents furnishing finished products, materials or articles of merchandise that will
require installation or attachment as part of the Contract, shall possess any licenses
required. A Respondent is not relieved of its obligation to posses the required licenses by
subcontracting of the labor portion of the Contract. Respondents are advised to contact
the Arizona Registrar of Contractors, Chief of Licensing, at (602) 542-1525 to ascertain
licensing requirements for a particular contract. Respondents shall identify which
license(s), if any, the Registrar of Contractors requires for performance of the Contract.
7,9
AMENDMENTS:
All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa
County Office of Procurement Services shall be responsible for approving all amendments for
Maricopa County.
7.10 ADDITIONS/DELETIONS OF SERVICE:
7.10.1 The County reserves the right to add and/or delete materials and services to a Contract. If
a service requirement is deleted, payment to the Contractor will be reduced
proportionately, to the amount of service reduced in accordance with the bid price. If
additional materials or services are required from a Contract, prices for such additions
will be negotiated between the Contractor and the County.
7.10.2 The County reserves the right of final approval on proposed staff for all Task Orders.
Also, upon request by the County, the Contractor will be required to remove any
employees working on County projects and substitute personnel based on the discretion
of the County within two business days, unless previously approved by the County.
7.11
VALIDITY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the
validity of any other provision of the Contract.
7.12 SEVERABILITY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the
validity of any other provision of this Contract.
7.13 RIGHTS IN DATA:
The County shall have the use of data and reports resulting from a Contract without additional cost
or other restriction except as may be established by law or applicable regulation. Each party shall
supply to the other party, upon request, any available information that is relevant to a Contract and
to the performance thereunder.
7.14 NON-DISCR_TMINATION:
CONTRACTOR agrees to comply with all provisions and requirements of Arizona Executive
Order 2009-09 including flow down of all provisions and requirements to any subcontractors.
Executive Order 2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and
may be viewed and downloaded at the Governor of the State of Arizona"s website
http://www.azgovernor.govidms/up1oad/E0 2009_09.pdf which is hereby incorporated into this
contract as if set forth in full herein. During the performance of this contract, CONTRACTOR
shall not discriminate against any employee, client or any or any other individual in any way
because of that persoes age, race, creed, color, religion, sex, disability or national origin.
7.15 CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
7.15.1 The undersigned (authorized official signing for the Contractor) certifies to the best of his
or her knowledge and belief, that the Contractor
7.15.1.1
is not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any
Federal Department or agency;
7.15.1.2
have not within 3-year period preceding this Contract been convicted of
or had a civil judgment rendered against them for commission of fraud
or a criminal offense in connection with obtaining, attempting to
obtain, or performing a public (Federal, State or local) transaction or
contract under a public transaction; violation of Federal or State
antitrust statues or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements,
or receiving stolen property;
7.15.1.3
are not presently indicted or otherwise criminally or civilly charged by
a government entity (Federal, State or local) with commission of any of
the offenses enumerated in paragraph (2) of this certification; and
7.15.1.4
have not within a 3-year period preceding this Contract had one or
more public transaction (Federal, State or local) terminated for cause of
default.
7.15.2 The Contractor agrees to include, without modification, this clause in all lower tier
covered transactions (i.e. transactions with subcontractors) and in all solicitations for
lower tier covered transactions related to this Contract.
7.16 VERIFICATION REGARDING COMPLIANCE W1T11 ARIZONA REVISED STATUTES §41-
4401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:
7.16.1 By entering into the Contract, the Contractor warrants compliance with the Immigration
and Nationality Act (INA using e-verify) and all other federal immigration laws and
regulations related to the immigration status of its employees and AR S. §23-214(A). The
contractor shall obtain statements from its subcontractors certifying compliance and shall
furnish the statements to the Procurement Officer upon request. These warranties shall
remain in effect through the term of the Contract. The Contractor and its subcontractors
shall also maintain Employment Eligibility Verification forms (I-9) as required by the
Immigration Reform and Control Act of 1986, as amended from time to time, for all
employees performing work under the Contract and verify employee compliance using the
E-verify system and shall keep a record of the verification for the duration of the
employee's employment or at least three years, whichever is longer. 1-9 forms are available
for download at USCIS.GOV.
7.16.2 The County retains the legal right to inspect contractor and subcontractor employee
documents performing work under this Contract to verify compliance with paragraph 6.17.1
of this Section. Contractor and subcontractor shall be given reasonable notice of the
County's intent to inspect and shall make the documents available at the time and date
specified. Should the County suspect or find that the Contactor or any of its subcontractors
are not in compliance, the County will consider this a material breach of the contract and
may pursue any and all remedies allowed by law, including, but not limited to: suspension
of work, termination of the Contract for default, and suspension and/or debarment of the
Contractor. All costs necessary to verify compliance are the responsibility of the
Contractor.
7.17 INFLUENCE
As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an
employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct
may be grounds for Disbarment or Suspension under MC1-902.
An attempt to influence includes, but is not limited to:
7.17.1 A Person offering or providing a gratuity, gift, tip, present, donation, money,
entertainment or educational passes or tickets, or any type valuable contribution or
subsidy,
7.17.2 That is offered or given with the intent to influence a decision, obtain a contract, gamer
favorable treatment, or gain favorable consideration of any kind.
If a Person attempts to influence any employee or agent of Maricopa County, the Chief
Procurement Officer, or his designee, reserves the right to seek any remedy provided by the
Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided
by this contract.
7.18 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW:
7.18.1 In accordance with section MCI 371 of the Maricopa County Procurement Code the
Contractor agrees to retain all books, records, accounts, statements, reports, files, and
other records and back-up documentation relevant to this Contract for six (6) years after
final payment or until after the resolution of any audit questions which could be more
than six (6) years, whichever is latest. The County, Federal or State auditors and any
other persons duly authorized by the Department shall have full access to, and the right to
examine, copy and make use of, any and all said materials.
7.18.2 if the Contractor's books, records, accounts, statements, reports, files, and other records
and back-up documentation relevant to this Contract are not sufficient to support and
document that requested services were provided, the Contractor shall reimburse Maricopa
County for the services not so adequately supported and documented.
7.18.3 if at any time it is determined by the County that a cost for which payment has been made
is a disallowed cost, the County shall notify the Contractor in writing of the
disallowance. The course of action to address the disallowance shall be at sole discretion
of the County, and may include either an adjustment to future invoices, request for credit,
request for a check or deduction from current billings Submitted by the Contractor by the
amount of the disallowance, or to require reimbursement forthwith of the disallowed
amount by the Contractor by issuing a check payable to Maricopa County.
7.19 AUDIT DISALLOWANCES:
If at any time, County determines that a cost for which payment has been made is a disallowed
cost, such as overpayment, County shall notify the Contractor in writing of the disallowance.
County shall also state the means of correction, which may be but shall not be limited to
adjustment of any future claim submitted by the Contractor by the amount of the disallowance, or
to require repayment of the disallowed amount by the Contractor.
7.20 OFFSET FOR DAMAGES;
In addition to all other remedies at Law or Equity, the County may offset from any money due to
the Contractor any amounts Contractor owes to the County for damages resulting from breach or
deficiencies in performance of the contract.
7.21 PUBLIC RECORDS:
Under Arizona law, all Offers submitted and opened are public records and must be retained by
the Records Manager at the Office of Procurement Services. Offers shall be open to public
inspection and copying after Contract award and execution, except for such Offers or sections
thereof determined to contain proprietary or confidential information, by the Office of
Procurement Services. If an Offeror believes that information in its Offer or any resulting
Contract should not be released in response to a public record request under Arizona law, the
Offeror shall indicate the specific information deemed confidential or proprietary and submit a
statement with its offer detailing the reasons that the information should not be disclosed. Such
reasons shall include the specific harm or prejudice which may arise from disclosure. The
Records Manager of the Office of Procurement Services shall determine whether the identified
information is confidential pursuant to the Maricopa County Procurement Code.
7.22
PRICES:
Contractor warrants that prices extended to County under this Contract are no higher than those
paid by any other customer for these or similar services.
7.23 INTEGRATION:
This Contract represents the entire and integrated agreement between the parties and supersedes
all prior negotiations, proposals, communications, understandings, representations, or agreements,
whether oral or written, express or implied.
7.24 RELATIONSHIPS:
In the performance of the services described herein, the Contractor shall act solely as an
independent contractor, and nothing herein or implied herein shall at any time be construed as to
create the relationship of employer and employee, co-employee, partnership, principal and agent,
or joint venture between the County and the Contractor.
7.25 GOVERNING LAW:
This Contract shall be governed by the laws of the state of Arizona. Venue for any actions or
lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States
District Court for the District of Arizona, sitting in Phoenix, Arizona
7.26
ORDER OF PRECEDENCE:
In the event of a conflict in the provisions of this Contract and its Exhibits, Appendices, or County
issued Purchase Orders, the following order of precedence shall apply:
1. Amendment(s) to Master Service Agreement
2. Master Service Agreement
3. Change Order(s)
4. Exhibit A, Price Agreement
5. Exhibit 13, Scope of Work
a. Part One — Statement of Requirements
b. Part Two — Statement of Work
6. Appendix 2, Interfaces Inventory
7. Acceptance Document(s)
8. Exhibit D, Security Guidelines
9. Exhibit C, Contractor Travel and Per Diem Policy
10. County Purchase Order(s) for Task Order(s)
7.27 INCORPORATION OF DOCUMENTS:
The following are to be attached to and made part of this Contract:
7.27.1
Exhibit A, Pricing
7.27.2
Exhibit B, Scope of Work
7.27.3
Exhibit C, Contractor Travel and Per Diem Policy
7.27.4
Exhibit D, Security Guidelines
7.27.5
Appendix 1, Forms
7.27.6
Appendix 2, Interfaces Inventory
7.28 NOTICES:
All notices given pursuant to the terms of this Contract shall be addressed to:
For County:
Maricopa County
Office of Procurement Services
ATTN: Contract Administration
320 West Lincoln Street
Phoenix, Arizona 85003-2494
For Contractor:
Tantus Solutions Group, Inc.
ATTN: Glenn De Roy, Chief Executive Officer
Suite 101, 10722 - 103 Avenue
Edmonton, Alberta
Canada
T5J 5G7
IN WITNESS WILEREOF, this Contract is executed on the date set forth above.
CONTRACTOR
AUTHORIZED SIGN t
TURE 1
C7ttiln c141. %,, , 3. cC
E )
PRINTED NAME AND TITLE
G,11
ADDRESS
DA,AN)k) ir
MARICOPA COUNTY
CHAIRMAN, BOARD OF SUPERVISORS
DATE
ATTESTED:
CLERK OF THE BOARD
DATE
APPROVED AS TO FORM:
LEGAL COUNSEL
DATE
SERIAL 171006-CI
EXHIINT A, PRICE AGREEMENT
SERIAL 171006-CI
NIGP CODE: 91800
CONTRACTOR'S NAME:
COUNTY VENDOR NUMBER:
ADDRESS:
P.O. ADDRESS:
TELEPHONE NUMBER:
FACSIMILE N1J1V1BER:
WEB SITE:
CONTACT (REPRESENTATIVE):
REPRESENTATIVE'S E-MAIL ADDRESS:
Tantus Solutions Group, Inc.
Suite 101, 10722-103 Avenue
Edmonton, AB, T5J 5G7 Canada
N/A
780-490-0874
780-423-0803
www.tantus.com
Glenn De Roy
Glenn.deroy@tantus.com
Payment Terms
IX] NET 30 DAYS
1.0 PRICING: All line item costs are individually estimated and are Not to Exceed Limits. The County
makes no commitment to pay the identified funds to the contractor. All work conducted shall be by
authorized Task Order only.
Implementation Costs
Description of Item
Total Cost
General Procurement Support
$ 24,130
Project Management / Project Support
$
517,555
Data Conversion
$
533,300
Interfaces (core)
$
1,501,300
Interfaces (internal — may go away with integrated solution)
$
253,155
Travel Costs* Invoiced at actual cost
$
279,660
Total Cost
$
2,829,440
The value for this line is not included in the Total Cost
Progress payments shall be made in accordance with Task Orders ("work plans") issued by MCSO to Tantus.
Task Orders shall define the scope of work to be undertaken and the related acceptance process and criteria that
will apply to that work. Task Orders shall include firm costs associated with each work plan, and in aggregate,
Task Orders shall not exceed the Total Cost shown above. Actual travel costs shall be invoiced monthly.
SERIAL 171006-CI
The table below outlines level of effort estimates for each of the work components associated with this SOW.
Estimated costs are based on the following hourly rates:
•
Executive Engagement Manager - $150/hr
•
Project Manager - $115/hr
•
Business Analyst - $100/hr
•
Technical Analyst - $100/hr
Services provided in the early phases of the SHIELD Project shall be costed on a Time & Materials (T&M) basis as
defined in the Task Order. As the project progresses Tantus shall provide a fixed price for specific deliverables
within the scope of this SOW.
Estimated Effort (Wars:
Category
EEIVI
PM
F.s tinm tea Cost
General Procurement Support
75
112
$24,130.00
Project Management/Project Support
225
4,207
$517,555.00
Data Conversion
5,333
$533,300.00
Interfaces (Core —71 Total)
6,718
8,295
$1,501,300.00
GRAND TOTAL
300
4,319
6,718
13,628
$2,576,285
Only core interfaces shall be delivered as part of the SHIELD Project —the table above reflects that scope of work.
The cost for incremental effort associated with delivering an additional 18 interfaces that are described as "internal —
may go away with integrated solution" in the Interface Inventory spreadsheet (see Appendix 2) is defined in the
table below:
Estimated Effort -(_100,-s)
- Category
- BA
TA
F.stimate Cost
%M.
Interfaces
(Internal —18
237
470
1,789 $253,155
total)
Notes:
•
Rates are valid until December 31, 2018
•
All pricing is shown in $US.
•
Rates and costing shown is exclusive of state and local transaction privilege taxes. In the event such taxes become applicable,
Tantus will add them to the rates and costing shown.
Category
list mated
SERIAL 171006-CI
Travel and Living
Approximately 20% of the estimated hours will be spent =site. Based on this, the following key travel metrics are
derived:
•
A total of 640 days will be worked onsite at MCSO facilities in Phoenix AZ
•
Each onsite trip will consist of 3 work days per resource
•
Based on the above, a total of 213 person trips are planned
The total estimated travel and living costs are summarized on the table below. All travel shall be discussed and
approved by the MCSO Project Director or his designee. Further, all reasonable efforts will be undertaken for this
travel to be planned a minimum of thirty (30) days prior to booking, unless otherwise agreed to.
Transportation Costs - Flights
$600/person/flight 213 $127,800
Transportation Costs - Local
$100/person/trip
Edmonton (taxi or airport
parking)
213
$21,300
Transportation Costs —Local
$10/person/day 640 $6,400
Phoenix (Taxi, Metro, etc.)
Lodging - Phoenix $135/person/day 640 $86,400
Meals
$59/person/day 640
$37,760
TOTAL
$279,660
Notes:
•
Tantus shall adhere to the Maricopa County Office of Procurement Services Contractor Travel and Per Diem Policy.
•
Lodging Unit Cost shown is the average of the monthly rates based on current US General Services Administration
(GSA) domestic per diem rates for Phoenix, Arizona ($120) plus County and City/Local Taxes (approx. 12.5%
combined).
•
Travel and living expenses shall be invoiced monthly based on actual cost (including taxes).
Rate Card
MCSO may request Tantus to perform additional work on the MELD Project that is outside the scope of work defined in
the Master Services Agreement. Any additional work shall be defined in a written amendment to the Contract as agreed to
by both parties. The exact work effort will be determined for each Contract amendment. The following rates will be used
as a basis for pricing each amendment, although the parties may use alternative rates upon mutual agreement:
SERIAL 171006-CI
Executive Engagement Manager
$150.00
Project Manager
$115.00
Business Analyst
$100.00
Technical Analyst
$100.00
Notes:
•
Rates are valid until December 31, 2018
•
All pricing is shown in $US.
•
Rates and costing shown is exclusive of state and local transaction privilege taxes. In the event such taxcs become applicable,
Tantus will add them to the rates shown.
SERIAL 171006-CI
,
EXHIBIT B, SCOPE OF WORK
SERIAL 171006-CI
TABLE OF CONTENTS:
Part One — Statement of Requirements
Part Two — Statement of Work
SERIAL 171006-CI
PART ONE — STATEMENT OF REQUIREMENTS
1.0
INTENT
The purpose of the Master Services Agreement is to contract with Tantus Solutions Group, Inc. for
integration services (further defined herein) related to the implementation of a commercial off-the-shelf
(COTS) New Jail Management System solution (New rMS).
Maricopa County Sheriff's Office (MCSO) has initiated Project SHIELD (Sheriff's Inmate Electronic
Data) to implement a commercial off-the-shelf (COTS) Jail Management System (.1MS) to replace the
functionality currently provided by a number of existing legacy detention systems. This is a critical
undertaking for Maricopa Country recognizing the age and related support risks of the legacy environment.
There are a number of outcomes expected from Project SHIELD and a new .TMS, including:
•
Provide new and enhanced business functionality as specified, and/or as included in the JMS COTS
product;
•
Successfully map and convert/migrate data from existing "legacy" databases;
•
Successfully interface with other systems; and
•
Operate on hardware and software operating environments that are supportable and maintainable.
Future phases of the SHIELD New IMS Project will further increase, enhance, and integrate functionality
of the core system.
The implementation of a New JMS is an enterprise-level project that will impact the Maricopa County
Sheriff's Office for many years to come. The scope of the project includes not only the implementation of
a core :MS to replace existing legacy systems, but also the successful conversion of legacy data into the
new IMS as well as the integration of the new JMS into a broader environment that includes systems
internal and external to MCSO. In order to meet the scope of work of Project SHIELD and ensure success,
robust testing and validation as well as training for MCSO users and support personnel will also be key
components of the project. Finally, ensuring MCSO has the ability to enhance and support the New .IMS
and related technologies moving forward is a key project objective — achieving sufficient knowledge
transfer through training and documentation is therefore also a key part of the project scope.
Tantus will provide integration services to support the conversion/migration of data from existing legacy
databases and implementation of interfaces between the new .11MS COTS product and other systems.
Key principals of the approach are:
•
Accountability — Tantus will be accountable for the delivery of the Data Conversion and Interface
components of Project SHIELD. In order to achieve this, Tantus will have the responsibility to
coordinate and direct the IMS Vendor activities and dependencies relative to the data conversion and
interface components of the project, direct their activities in this regard and manage issues and risks
that arise. The benefits to taking this approach are:
o
Single POC (Point-of-Contact) for all aspects of data conversion and interface delivery;
o Ensure integration of all data conversion and interface related activities;
o
Single stream of project status reporting; and
o
Avoids confusion in accountabilities and responsibilities between various parties.
Tantus will ensure they are working within the context of the overall PMO with respect to project
planning, risk and issue management, validation strategy etc.
SERIAL 171006-CI
•
Quality Management Tantus will have responsibility for the quality of the data conversion and
interface components of Project SHIELD. Working within the context of the broader Project SHIELD
quality management framework, Tantus will:
o
Ensure consistency of deliverables across all stages of the data conversion and interface
components of the project;
o
Ensure all deliverables meet the quality criteria for acceptance;
o
Verify that data conversion and interface deliverables for the project are complete for
approval;
o
Ensure that critical defects, risks and issues are found earlier in the project lifecycle;
o
Increase overall quality of project deliverables; and
•
Ensure the data conversion and interfaces teams are adhering to defined standards and
controls.
Tantus will review all data conversion and interface related deliverables, work products etc. (including
those produced by the New JMS Vendor and other 3"t parties) prior to them being presented to the
Project SHIELD PM0 for review.
Tenths will work with MCSO at the outset of the project to define the quality management plan
consisting of the following four parts:
o
Quality Planning
o
Quality Assurance
o
Quality Control
o
Verification & Validation
•
Knowledge Transfer — Tantus understands that a key MCSO objective is to have adequate knowledge
transfer to its staff to ensure they are in a positon to not only provide effective support for the New
MS but also to be able to continue to enhance the 7MS environment with little or minimal 3r d party
support. To that end, our approach delivers a comprehensive set of documentation that can be
leveraged by MCSO going forward. We will also work with the JMS Vendor and support the
knowledge transfer of interfaces through the relevant project activities.
2.0
MCSO ASSUMPTIONS
The following assumptions are identified for the project. Should any of these be found to be inaccurate or
deficient in performance, each party must immediately bring this to the attention of the other party's Project
Manager. Any unresolved item or deficiency will be documented and escalated as a project issue.
Assumption
2.1
The Contractor will provide staff with the documented required expertise.
2.2
The Contractor will provide staff at the commitment level required in the contact.
2.3
The Contactor will provide sufficient lead time for all meetings requiring MCSO attendance
so that employee work schedules and duties will be minimally impacted.
2.4
All hardware and software environments (included the New IMS) required for the project are
to be provided by MCSO.
2.5
MCSO will provide knowledgeable resources regarding data in source applications to be
converted to the New .1MS. Knowledge includes data definitions and validation/edit rules
regarding data values that are populated in the legacy application systems.
2.6
MCSO is responsible for providing extracts of source data in file formats agreed to by the
Parties that are required for data conversion.
2.7
MCSO is responsible for all source data cleansing that is required to support the data
migration process, that cannot be addressed automatically though the Transform step of the
data migration process.
SERIAL 171006-CI
Assumption
MCSO will provide knowledgeable resources regarding data in external agency applications
that will be interfaced to the New MS. Knowledge includes data definitions and
validation/edit rules regarding data values that are used in current interfaces. For new
interfaces, knowledge includes definitions and validation/edit rules regarding data values that
are populated in the external application systems.
2.8
2.9
MCSO and external agency staff will perform all development and validation required to be
performed on MCSO internal or external agency applications that will be interfaced to the
New TIVIS. The Contractor will perform all development and validation required to be
performed on the New IMS applications to support the in scope interfaces.
2.10
Interface design work will be a collaborative effort between the Contractor, MCSO, the New
IMS Vendor and external agency resources.
2.11
MCSO, will establish and configure test environments for all MCSO internal and external
agency interfaces in order to support validation of these interfaces.
2.12
The Contractor's work hours must be consistent with MCSO key staff. Sheriffs Office usual
business hours are 8:00AM to 5:00PM (Arizona time), Monday through Friday, except for
standard holidays. However, MCSO jail facilities are operated 24 hours per day, 7 days per
week, 365 days per year.
2.13
.
Any modifications to the Contractor's approach to perform the Contract, including this
Statement of Work shall be defined, documented, and approved by the Parties, in writing, in
accordance with the Change Control Process detailed in Exhibit B, Part 2, Section 8, prior to
starting. As required, formal written amendments to the Contract will be executed for
changes to project scope or cost.
2.14
The Contractor and the Sheriffs Office are mutually obligated to keep open and regular
channels of communication in order to ensure the successful execution of this Contract. Both
parties are responsible for communicating any potential problem or issue to the MCSO
Project Manager and the Contractor's Project Manager, respectively, within two (2) business
days of becoming aware of the problem or issue.
2.15
The Contractor shall begin work as soon as reasonably practicable following the issuance of a
Purchase Order and related Task Orders and in accordance with the project schedule.
3.0
CONTRACTOR ASSUMPTIONS:
The following assumptions are identified for the project. Should any of these be found to be inaccurate or
deficient in performance, each party must immediately bring this to the attention of the other party's Project
Manager. Any unresolved item or deficiency will be documented and escalated as a project issue.
Assumption
3.1
MCSO is responsible for sourcing, installing and configuring all hardware and software
environments (including the New JMS) required to support the project.
3.2
Any changes in project duration or phasing not caused by Tantus, which result in additional
costs for Tantus, may result in. changes to the implementation costs quoted in Attachment A.
3.3
Each go live will be followed by a 30 day reliability period.
3.4
MCSO will provide detailed documentation (to the extent that it is available or in existence)
regarding data in the source applications to be converted to the new JMS. Documentation
should include data definitions, data dictionaries and validation/edit rules regarding data
values that are populated in these systems. In the absence of documentation, MCSO will
make SlVfBs available to provide the required information.
3.5
MCSO will be responsible for providing extracts of all source data to be converted to the new
IMS, in a file format mutually agreed to by MCSO and Tantus.
MCSO will be responsible for all source data cleansing that is required to support the data
migration process, based on data that does not meet the rules established for loading into the
new JMS and that cannot be addressed automatically though the Transform step of the data
migration process.
3.6
SERIAL 171006-Cf
. Assumption
3.7
TheIMS Vendor will be responsible for providing the structure of the SHIELD Staging
Database and the loading capability of the data from the SHIELD Staging Database to
SHIELD
3.8
Tantus will use the Pentaho ETL tool (Enterprise version) to support the data conversion
activities. Further, Pentaho ETL tool licenses are the responsibility of MCSO.
3.9
There is one target application (i.e. a new integrated IMS). Multiple target applications may
change the data conversion approach and increase effort
3.10
Should any additional requirements to migrate data from source systems not identified as in-
scope, or additional data elements be identified, these will be treated as new scope items and
will be handled through the formal change control process.
3.11
For support of UAT and related triage and remediation of data conversion-related defects,
Taunts will provide 1 FTE over the duration of the VAT activity.
3.12
For support of UAT and related triage and remediation of interface-related defects, Tantus
will provide 2 FTEs over the duration of the UAT activity
3.13
MCSO will provide detailed documentation (to the extent that it is available or in existence)
regarding data in the MCSO internal or external agency applications that will be interfaced to
the new .TMS. Documentation should include data definitions, data dictionaries and
validation/edit rules regarding data values that are populated in these systems. In the absence
of documentation, MCSO will make SMEs available to provide the required information.
3.14
The selected JMS Vendor will have a configurable rules-based interface framework and
capability
3.15
Any interface components deployed (or application changes required) on the Integration
Engine or other systems will be the responsibility of the owners of those systems.
3.16
For interfaces which leverage TOTS, ICTIS will be responsible to transform message data (if
applicable) into a format or value to meet the Deeds of recipient systems as identified by the
requirements of MCSO within the context of the New IMS
3.17
MCSO will provide test environments for all MCSO internal or external agency systems that
will be interfaced to the New SMS in order to support the validation of these interfaces.
3.18
Should the complexity or number of the interfaces increase or decrease during the project the
level of effort may be impacted and this will be handled through the formal change control
process or work will be performed by MCSO technical resources.
3.19
MCSO will be responsible for any source data cleansing/modification that may be required to
support the exchange of data between the new .TMS and MCSO internal or external agency
applications where the particular data condition cannot be addressed automatically through
the ESE framework.
3.20
MCSO will make available production-like data in order to support Tantus' development and
testing activities and also MCSO's testing activities (such as UAT and performance testing).
4.0
REQUIREMENTS
Tantus acknowledges that MCSO has functional and non-functional requirements that apply to its scope of
work as described in this Exhibit B, Part 2, Section 4. Following selection of a New IMS Vendor, Tantus
will work with MCSO to finalize its scope of work and align it to the New IMS Vendor's capabilities and
tools in the areas of data conversion and interfaces. MCSO and Tantus also acknowledge that MCSO's
requirements may need to be modified based on the New JMS Vendor's responses to the New IMS RFP as
well as the capabilities and tools of the New .TMS itself.
Note: Refer to the Interface list in Appendix 2 (Interface Inventory).
The functional and non-functional requirements serve as the foundation upon which the data conversion
and interface component of the project will be delivered to MCSO specifications and also used to test the
MCSO solution prior to acceptance and implementation.
Any changes to these requirements shall be documented via the project's formal Change Control Process.
SERIAL 171006-CI
5.0
STAFFING
Contractor shall retain qualified personnel and resources to accomplish SOW requirements. As such, the
Contractor shall continuously maintain an adequate qualified staff with suitable management, professional,
trade, or administrative expertise to assure that work is scheduled, performed, and completed in accordance
with this SOW.
5.1
The Contractor's personnel records shall document thorough, accurate, and complete experience,
education levels, certifications, and/or any other required qualifications which demonstrate that all
personnel employed for work under the contract have adequate and appropriate qualifications.
5.2
The Contractor shall take any and all action necessary to ensure the conduct of its employees is
professional and complies with Contractor and MCSO rules and policies.
5.3
The Contractor shall at all times be fully accountable for its employees and for adequately
addressing all issues raised by their presence on site.
6.0
QUALITY STANDARDS
The New JMS project will adhere to established quality standards. Quality will be monitored and
controlled utilizing a quality management strategy. The quality management strategy is made up of four
(4) parts:
6.1
Quality Planning — MCSO will provide a Quality Management Plan that defines the acceptable
level of quality and describes how the project will ensure this level of quality in its deliverables
and work processes.
6.2
Quality Assurance — The purpose of quality assurance is to ensure that project processes are used
effectively to produce quality deliverables. It includes following and meeting project standards,
continuously improving project work, and correcting project defects. The Contractor will be
responsible for identifying all the project processes that will be monitored. For each process the
Contractor will document process quality standards/stakeholder expectations, Quality Assurance
activity (e.g. peer reviews, etc.), frequency, and who is responsible. Responsibilities for Quality
Assurance will reside both with the Contractor and MCSO.
6.3
Quality Control — The purpose of quality control is to verify that project deliverables are of
acceptable quality and that MCSO is satisfied. The Contractor will be responsible for identifying
the major deliverables subject to quality control reviews. For each deliverable, the Contractor will
document the quality standards for customer satisfaction, Quality Control activity, frequency or
timing, and who is responsible. Responsibilities for Quality Control will reside both with the
Contractor and MCSO. MCSO reserves the right to approve each deliverable signifying
acceptance/satisfaction.
6.4
Verification and Validation (V&V) — Verification and validation are independent procedures that
are used together for checking that a product, service, or system meets requirements and
specifications and that it fulfills its intended purpose. V&V evaluations will be performed to
evaluate and provide assurance that the service, deliverables, and system meet the needs of MCSO
and comply with requirements and specifications mandated. The Contractor will provide all
deliverables and documentation to MCSO's V&V representative for review. Any deficiencies
identified during the review will be documented and supplied to the Contractor for correction.
Contractors will make any required modifications and resubmit the deliverable for MCSO review
and approval. In addition, MCSO's V&V representative will monitor all aspects of the project to
ensure Contractor obligations are being met.
7.0
PLACE OF PERFORMANCE
The scope of work described in this contract, unless otherwise noted or agreed to by the Parties in writing,
shall be performed at MCSO locations. MCSO and Contractor agrees to utilize technology, such as
GoToMeeting and WebEx, along with conference calls to help control on-site Contractor costs related to
SERIAL 171006-CI
this project effort. Contractor staff must be on site for certain events such as, but not limited to: Project
Kickoff meeting; requirements gathering; weed to subset of all interface and conversion development and
testing; supporting actual UAT tasks; and the Go Live event and follow-up support.
Tasks that may be performed at the Contractor's office include: all administrative tasks; formal design
development; development; testing, defect management; daily PM activities.
Access to MCSO networks shall be via agreed upon and approved methods and accessed only by
Contractor approved representatives (those that have passed background and fingetprint checks, and have
passed the Terminal Operators Certification (TOC) test). MCSO will provide a secure remote access
capability to Contractor. Contactor will always seek approval from MCSO prior to accessing network.
During the course of the project, MCSO shall provide a reasonable and adequate workspace environment
for up to four (4) Contractor resources and such other related facilities as may be required by the Contractor
to efficiently carry out obligations enumerated herein.
8.0
COUNTY FURNISHED PROPERTY, MATERIAL, EQUIPMENT, OR INFORMATION
MCSO workspace environment shall include desktop workspace, access to the MCSO network and
network printers, and standard office supplies (paper, pens, etc) for use by Contractor staff. Local landline
phones may be provided on an as requested basis.
The Contractor shall provide its personnel with computers, phones, and all other equipment required to
complete the scope of work described in this contract at no cost to MCSO or the County. For convenience,
and at its sole discretion, the Sheriff's Office may choose to provide Contractor personnel with access to
equipment such as phones, computers, etc., if such access is available.
As deemed necessary by MCSO's Project Director, and in accordance with MCSO Security Guidelines,
Contractor's personnel may be issued a courtesy badge that will allow access to County buildings and/or
MCSO jail facilities. Courtesy badges are and shall remain the property of the Sheriff's Office and must be
promptly returned by persons who will no longer be assigned to the project, or at any other time upon the
request of MCSO.
SERIAL 171006-CI
PART TWO: STATEMENT OF WORK
1.
Project Governance
1.1. MCSO .11VIS Governance Objectives
The standard goals of program governance are to:
•
Define and implement a structure within which to execute program management and administration;
and
•
Provide active direction, periodically reviewing interim results, and identifying and executing
adjustments to ensure achievement of the planned outcome.
The MCSO New JMS Initiative is a large program. As large programs develop, there are components and work
results that need to become foundational to support the program's continued progress. This foundation serves as a
framework to guide further work, provides a basis for understanding the processes to make decisions, and supports
participants to identify parties responsible for specific work areas. The objectives of the governance process outlined
are as follows:
A. Monitoring and ensuring consistent quality service and timely delivery of Contractor deliverables and
services and MCSO deliverables and services that are dependencies thereof;
B. Proactively identifying, assessing and mitigating risks (both operational and reputational) to MCSO
stakeholders and ensuring compliance to agreed policy and procedures;
C. Interpreting and ensuring compliance by the Parties to the Agreement and recommendation of potential
Changes to the Agreement or Service Levels;
D. Monitoring and ensuring consistent strategic alignment between (i) stakeholder strategies and service
requirements and (ii) Contractor performance;
E. Overseeing the development, implementation, and management of cross functional service processes;
F. Ensuring appropriate levels of engagement between MCSO stakeholders and Contractor at the right
point in time in the governance processes;
G. Providing central oversight to financial management and reporting and proactively identifying areas of
improvement; and
II. Providing a continuous improvement framework that strengthens operational performance, project
delivery and fosters the development and implementation of technologies that are in line with
technology standards and industry best practice.
Tantus shall participate in the Project Governance as requested by the MCSO Project Director.
2. Key Personnel
The sections that follow describe key personnel roles and responsibilities for both Tantus and .MCSO. The parties
will develop and mutually agree on a more detailed RACI chart tied to project activities as part of the finalization of
the Project SHIELD plan which will occur following selection of the New IMS Vendor.
2.1. Tantus Key Personnel Roles and Responsibilities
The table below outlines the key project personnel and their role on the project:
SERIAL 171006-C1 •
Name
1-
i Glenn De Rojo..., :
Role
1 Executive Engagement Manager
i
I Lyne Eaker
i Project Manager
I
i
1 Jamie Reynar I. '
.7'
-777.- -; Business Analyst
1 Chris Young
-
I Justin Abraham
I Barry Westlund
1. Technical Analyst (Interfaces)
1
.
1-Tectinical_Analy#:(Data Conversion)
Table 1: Tantus Key Personnel
The following table provides a description of the responsibilities of the key Tantus project personnel:
..
Role
Executive Engagement
; Manager
Responsibilities
• Single point of accountability on behalf of Tantus
• Responsible for the relationship between Tantus and MCSO
• Accountable to mobilize Tantus resources to deliver on all service levels and contractual
commitments
• Other duties and responsibilities including:
o
Stewardship of the relationship .
o s Strategy planning/direction setting
-
'Identifies and escalates potentially significant, sensitive or political issues to
; Project Director
: :Reviews project status updates :
•
Provides Monthly project updates to Project Director
• . Provide S updates to the Executive Committee at the direction of the Project Director
Project Manager
• Manage day-to-day activities of Tantus resources
• Ensure requirements for Data Conversion and Interfaces (DCI)
• On behalf of MCSO, coordinate and direct the .TMS Vendor's activities with respect to
DCI
• Protect the DCI project scope and timeline
• Manage DCI issues and risks through to resolution
• Provide DCI status reports to the MCSO PMO
Business Analyst
• • Analyze and support data conversion and interface requirements
• Prepare interface design speeifidations
• Participate in design reviews with other team members
• Prepare and execute test plans - •
• Supports production entover activities.
.
•
.
.
• Participate in knowledge transfei"folvICSO '
•
Technical Analyst (Interfaces) , • Develops and unit tests integration components according to design
• Participates in code reviews with other team members
• Supports end-to-end integration testing, and user acceptance testing
• Prepare and execute test scripts
• Troubleshoots and resolves testing issues as required
• Supports production cutover activities
• Participates in transitioning activities to MCSO
itechnical..Anallyst (Data
Conversion) ,
• Prepare data mapping and Ell; specifications
• Develops and unit tests data migration scripts (Eli) according to the mapping rules
• Participates in code reviews With other team members
SERIAL 171006-CI
• Supports end-to-end integration testing, and user acceptance testing
• Prepare test scripts and execute test scripts (unit testing only) -
i • Troubleshoots and resolves testing issues as required
• Supports production cutover activities.
Table 2: Tantus Roles and Responsibilities
2.2. Key MCSO Personnel Roles and Responsibilities
Name
Role
Chief Shelly Bunn
Chief Lee Ann Bohn
Chief Don Marchand
Executive Sponsors
Executive Steering Committee
Dave Davis
Project Director
Lori Wolfe
Mike Clements
Project Managers
Dot Culhane
Marty Spidell
Virginia Collins
Core Functional Team
Various — to be involved based on topic
Subject Matter Expert
Daren Wood
Technical Manager
Jatie Anderson
Business Analyst
Legacy Programmers/System Analysts
Network & System Administrators
Core Technical Team
Amy Rex
Training and Organizational Change Lead
Bobbie O'Connell
JMS Administrator
Table 3: Key MCSO Personnel
Any changes in the above defined personnel are solely the decision of MCSO and County and are not subject to consultation with
or approval by Tantus.
Role
Responsibilities
-
Executive Sponsor
See governance section 1.3
Executive Steering Committee
See governance section 1.3
Project Director
See governance section 1.3
Project Management Office
•
Leads MCSO project teams
•
Resolves cross-functional issues at the project level
•
Aligns MCSO tasks to the overall project plan/schedule
•
Works with the Tantus Project Manager to coordinate and execute
The implementation schedule and associated plans
•
Protects scope, timeline and budget
•
Manages issues through resolution and escalates to Project Director
when necessary
•
Participates in regular Tantus conference calls/WebEx sessions as
required
•
Manages Scope Change Orders and works with Tantus and Project
Team to recommend acceptance/rejection
•
Reports to MCSO Project Director
•
Facilitates review, feedback and acceptance of Tantus deliverables
Core Functional Team
•
Participates in configuration activities
.
•
Supports training content development and
training
delivery
activities
•
Supports customization design and testing activities
•
Participates in Acceptance and Reliability Testing
•
Provides go-live support
•
Ensures MCSO requirements are met
•
Supports Organizational Change Management activities
•
Acts as Organizational Change Agents
•
Reports
functional task status
and
issues to lviCSO project
management
Subject Matter Expert (SME)
•
Participates in functional configuration work sessions
•
Participates in testing activities
•
Participates as change agents
•
Supports go-live
Technical Manager
•
Oversees all MCSO development activities
•
Assigns required MCSO technical resources
•
Plans MCSO technical project tasks and coordinates internally
SERIAL 171006-CI
•
•
•
•
Coordinates with the owners of the ICES Integration Engine (DE)
for interface development and testing
Ensures adequate knowledge transfer to MCSO
Reports technical task status and issues to MCSO Project Manager
Oversees transition to support
Core Technical Team
•
Participates in data conversion activities (data extracts, mapping
and cleansing)
•
Develops assigned reports/dashboards
•
Participates in testing
•
Participates in knowledge transfer training
•
Setup and configures new infrastructure
•
Monitors MCSO environments
•
Reports status and issues to Technical Manager
Business Analyst
•
Analyze and support data conversion and interface requirements
•
Maintain SHIELD configurations
•
Participates in testing
•
Participates design reviews with other team members
•
Setup and configures new software
•
Reports status and issues to Technical Manager and PM0
•
Supports UAT
Training and Organizational Change Lead
•
Leads development of the strategy and plan
•
Manages the change activities
•
Leads design of new roles and processes
•
Ensures policies and procedures are updated
•
Leads outreach/communication
•
Leads user training
•
Ensures organizational readiness
•
Plans, organizes and leads go-live support activities
JMS Administrator
•
Administers contracts
•
Manages project budget
•
Processes Contractor invoices
•
Participates as a member of the Core Team
Table 4: MCSO Roles and Responsibilities
3. Timeline
It is contemplated that this project will be for an initial 3-year term with the option (at MCSO's discretion and
Tantus' agreement) to extend up to 5 years. It is anticipated that the project will commence on August 1, 2016 and
end on July 31, 2019. Timelines specific to deliverables and key milestones will be defined within each task order.
The project is expected to include:
•
Four (4) month user acceptance test ("UAT")
•
Thirty (30) day reliability test period commencing immediately after go live
4. Work Plan
4.1. General Procurement Support
Maricopa County is in the process of finalizing / issuing an RFP for the acquisition of a New IMS. The procurement
process will include issuing the RFP itself, responding to vendor questions, conducting shortlist, gap analysis and
other activities leading up to the selection of a preferred vendor, and then contracting with that vendor. The
procurement process overall is expected to take between 5 to 8 months.
The details of the Tantus scope of work (and work effort) related to converting legacy data into the New JIvIS and
integration between the New 7MS and other systems is ultimately dependent on the capabilities and architecture of
the New 7MS, and as such can only be finalized as the final vendor selection is made. As part of the services we are
proposing, we have included support services that will be available to MCSO during the procurement process. The
objective is to not only ensure we provide our insight into the responding vendors' capabilities in the areas of data
SERIAL 171006-CI
conversion and interfaces, but also to gain knowledge and be well-positioned to confirm our approach and work
estimates as well as support MCSO in preparing the final Project SHIELD plan with the preferred JMS vendor.
Specifically, our procurement support services will focus on:
•
Working with MCSO to ensure the RFP reflects the appropriate scope of data conversion and interface
work expected of the .TMS vendor (i.e. aligns with and is in context of the scope of Tantus services);
•
Supporting MCSO in responding to vendor questions that may arise in the areas of data conversion and
interfaces;
•
Assisting MCSO in evaluating vendors who respond to the RFP, specifically looking at stated capabilities
to support data conversion and interfaces in terms of the tools and other methods the vendor is proposing to
use, and providing input as to how that helps to meet the objectives of Project SHIELD;
•
Supporting MCSO through the shortlist and gap analysis phases of procurement specific to data conversion
and interfaces;
•
Following final selection of the IMS Vendor, supporting MCSO to ensure the appropriate scope of work,
assumptions and expectations of the vendor regarding data conversion and interfaces are reflected in the
contract; and
•
Working with MCSO and the selected vendor to prepare a final Project SHIELD project plan that is fully
integrated and reflects all activity required to successfully implement the New IMS. The plan should
include an agreed upon release plan to provide MCSO with early deliveries of the New JMS (including data
conversion and interface functionality) and also include a robust testing and validation approach.
As part of the finalization of the Project SHIELD project plan, Tantus will also be able to update and confirm details
of our proposed scope of work and approach given an understanding of the New MS Vendor's conversion and
interface tools and methods as well as confirmation of the overall project approach and timeframes.
4.2. Project Management / Project Support
As noted above, Tantus proposes to take accountability for the delivery of the data conversion and interface
components of Project SHIELD. We will assign a full time Project Manager to plan and guide all data conversion
and interface related activities. Our Project Manager will provide the following project support:
•
Data conversion and interface schedule management - Create and manage schedules for data conversion
and interface activities, ensuring that the data conversion and interface team adheres to larger project
milestones.
•
Status reporting - Provide status reports to MCSO Project Management to advise of data conversion and
interface team progress.
•
Plan documents - Produce data conversion and interface related planning documents that are required for
internal purposes and that will not likely be produced by the New .TMS Vendor, These may be formal
documents shared with MCSO and external parties, or less formal, internal MCSO project team planning
documents (e.g. discussion papers).
•
Quality assurance - Review and QA all data conversion and interface related deliverables prior to
MCSO' s review and approval.
•
Project Meetings - Attend and/or lead administrative project meetings, for example status meetings,
planning meetings, etc. This includes documenting action items and decisions.
The Project Manager will also:
•
Manage day-to-day activities of Tantus resources;
•
Ensure requirements for Data Conversion and Interfaces (DCI);
•
On behalf of MCSO, coordinate and direct the IMS vendor's activities with respect to DCI;
•
Protect the DCI project scope and timeline;
•
Manage DCI issues and risks through to resolution; and
SERIAL 171006-CI
•
Provide DCI status reports to the MCSO PM0.
4.3. Data Conversion
4.3.1. Work to Date
Portions of work previously completed on the SHIELD project for data conversion will be reusable. The benefit of
reusing this work is to remain consistent with the previously agreed-to approach and to reduce rework and thus
contain costs.
For this proposal, the approach, activities, deliverables, resources, assumptions and risks as identified in the Project
SHIELD Data Conversion Plan (version 3.0 dated April 7, 2016) will largely remain unchanged except as identified
herein. The load process will be the responsibility of the J -MS Vendor with the transform process being the
responsibility of Tantus. Details of the approach at a high level, deliverables and resources are identified in the next
section.
4.3.2.
Implementation Approach
Data conversion falls into three distinct areas of work: Extract, Transform and Load (ETL). In their most simplistic
forms;
•
the extraction process extracts data from legacy systems (largely unmodified) and provides the data in a
readable format for the transform process;
•
the transform process both restructures and manipulates the data from its legacy form into a form that is
similar to (or the same as) the target form for the load process; and
•
the load process takes the data resulting from the transform process and loads it into the fmal target.
For Project SHIELD, the following diagram reflects these three distinct areas of work and identifies the party with
primary responsibility for delivery:
SERIAL 171006-CI
Data COnversion.Approach
Approach..
•
- -. •. . • . . .. . ,_ .,...
._
_
. .. .
:.
S
-.-..-,-.-.
. MCSO—.
,
Tantus - ,....
._ .IMS Vendor
.
EXTRACT
TRANSFORM
LOAD
_.—
1.ekri MS
custom
.Quety Tool ,
ETL Tool
--:.• -
Filler Proem: 1-1,
Cernplete Inmate l
data; or
. 51ce/nton Inmate •
1
-._. -- . i_ , i
data ' "
-' - -
l
Validate, cleanse,
SHIELO.lorrnat -.
-
.1hIS Archive
--,--•--_____--,-:----1
MASAN:GI
'
id pal 15-10)
, -.....,,,,
-
Database
-11...Vidr illl4 A.Fth•P) i
Um-Wm data to
15..luiLsdDatabase
-
....,
•
1.---
-,-----1-_—__--
--
----'
-:-....m.pi,pt•- ••
N4,00"
,.:..----.
...._____-=-___D
--- .
- ArodaDainhave...1
....." - Oft9:::_,,
-
....-• -------z=
Audd da1alureei . :
; • Plead On/i)
-----,•-,....v---
_-----__,
C---
_>
......
,--,._—_,_,
__•,-___---
--1
.
.
.
'
IWInelli • , :
i \
Staging Environment
-
C.
•—,_
_____
••••-________-,
Manual Data Conversion
Differences between the approach illustrated above and that outlined in the Project SHIELD Data Conversion Plan
and the reasons for them are:
•
Phasing — at this time it is unknown if any phasing will be required by the MS Vendor. As such, it is
assumed that there is only one phase and thus one go-live event.
•
Mugshot data conversion — at this time it is unknown if the JMS Vendor requires special handling of
mugshot (image) data. The assumption is that mugshot data will be extracted (via ICJIS capabilities) into
staging files which will be transformed and loaded into the SHIELD Staging Database — effectively
following the same process as non-image data.
•
ETL Tool — Tantus is assuming that the Pentaho ETL tool will continue to be used to support the data
conversion activity.
•
Tantus / JIVIS Vendor responsibilities — typically TMS Vendors have a standard staging structure (files
and/or database) that the client is responsible for extracting data into. The JMS Vendor then has their own
set of utilities/programs that load this data from the staging environment into their MS. In this
engagement, Tantus is assuming the responsibility of transforming the legacy data into the format defined
by the IMS Vendor and loading the data into the SHIELD Staging Database.
Upon selection of the JMS Vendor this set of activities and responsibilities may need to be refined.
In order to complete the Transform work, Tantus will need to perform Data Conversion Planning, Data Conversion
Mapping, Data Conversion Build, Data Conversion Testing, and the Data Conversion Release activities. These
activities are further defined below.
4.3.2.1. Activity: Data Conversion Planning
SERIAL 171006-CI
Description:
Some aspects of data conversion planning will begin soon after the start of this engagement with other
aspects being defined later in the project when more information is available.
Included as part of this activity is working with MCSO (and ICTIS for mugshots) to determine the structure
and layout requirements of the Staging Environment (including IMS, IFCS and mugshot data). Likewise, a
similar activity will occur with the IMS Vendor to determine their staging environment (SHIELD Staging
Database) needs. These changes will be reflected in an updated Data Conversion Plan.
The Data Conversion Plan will continue to assume that Pentaho will be the ETL Tool used. More
specifically, the Enterprise Pentaho solution will be used as it provides the required scheduling capabilities
that are needed to support the production execution of data conversion.
Once the data conversion activities are proceeding smoothly and some data has been successfully migrated
to the SHIELD system, an effort will be undertaken to develop the end-to-end deployment strategy for data
conversion. This document will include all activities required by Tantus, MCSO, and the JMS Vendor
pertaining to the Dry Runs and Go-live activity. Other items that this strategy need to include are cut-over,
timing, and strategies to reduce the cut-over period when legacy systems are either unavailable and/or in a
read-only mode.
Tantus' key tasks for this activity include:
o Planning meetings/discussions with MCSO and the JMS Vendor
o
Updates to the Data Conversion Plan
o
Updates to the Data Conversion Project Plan
o Updates to the Data Conversion (Migration) Test Plan
o
Development of Data Conversion Implementation/Deployment activities
Key Deliverables:
Key deliverables for this activity include:
o Data Conversion Plan (includes roles and responsibilities, technical infrastructure and tools)
o Data Conversion Project Plan (to be integrated into the larger integrated project plan)
o
Data Conversion Test Plan
o Data Conversion Implementation/Deployment Plan (to be integrated into the larger
implementation/deployment plan)
Resources:
Project Manager, Business Analysts, Technical Analysts, MCSO Subject Matter Experts, IMS Vendor
resources
4.3.2.2. Activity: Data Conversion Mapping
Description:
Data conversion mapping is primarily made up of two distinct activities: data mapping and value mapping.
Data mapping is concerned with mapping of entities and data elements (fields) from the legacy system to
the new system. It is also concerned with the gaps — that is (1) data which exists in the legacy systems that
;
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do not have a natural "home" in the new system and (2) data which is required (mandatory) by the new
system but does not exist in the legacy system(s).
Value mapping is concerned with mapping of legacy data values to new system values. Generally, value
mapping is specific to configuration data (also known as system data). A simplistic (but reap example of
value-mapping is of inmate name suffix in which one system used numbers and the other used characters
(i.e. "3rd" vs "3" or "JR" vs "1"). Value mapping can also be complex-. this occurs when a system value
has different meanings depending upon other data elements and so logical rules must be built to determine
the appropriate value in specific circumstances.
For these reasons, configuration is of significant importance to data conversion and Tantas will need to be
well aware of and involved in discussions related to the configuration of the New JMS.
Tantus' key tasks for this activity include:
o
Data and Value Mapping Sessions with MCSO and the JMS Vendor
o Participation in JMS Vendor and/or MCSO configuration sessions
Key Deliverables:
Key deliverables for this activity include:
o
Mapping Sumtnaly Report which will document key mapping decisions made during the
session and any risks/issues identified from the session
o
The Mapping Spreadsheet which is updated from each session to include the mappings and
mapping rules defined during the session
Resources:
Technical Analyst, MCSO Subject Matter Expert, JMS Vendor resources (if and as required)
4.3.2.3. Activity: Data Conversion Build (Transform)
Description:
This activity implements the rules in the ETL Tool that reflect the decisions defined by the mapping
sessions. In the specific case of MCSO this includes determining what inmate records will wholly be
migrated versus that where only skeleton data will be migrated. This activity also includes unit testing of
the transformation rules. The output of this process is the loading of data into the SHIELD Staging
Database as defined by the JMS Vendor.
Tantus' key tasks for this activity include:
o Build and unit test of ETL Transform scripts
Key Deliverables:
Key deliverables for this activity include:
o
Transform scripts
o
Populated SHIELD Staging Database
Resources:
Business Analyst, Technical Analyst
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4.3.2.4. Activity: Data Conversion Build (Load)
Description:
It is assumed that this activity is the responsibility of the JMS Vendor and furthermore that the .IMS Vendor
already has a well-defined staging structure and load routines. Tantus will be responsible for coordinating
with the JMS Vendor to align the schedule, infrastructure requirements, and other aspects requiring
completion or input by the JMS Vendor.
In the event that the selected JMS Vendor does not have a defined staging structure and load routines,
Tantus can work with the JMS Vendor in defining the structure of the staging database and potentially of
the development of load scripts. Neither of these activities is assumed to be part of this work and should
this situation occur, discussions with MCSO, the IMS Vendor and Tantus would need to occur to determine
roles, responsibilities and the effort for each party.
Tantus' key tasks for this activity include:
o
Oversight and coordination
Resources:
Business Analyst, Technical Analyst
4.32.5. Activity: Data Conversion Testing
Descripiloft;
Data conversion testing is complex and multi-faceted. Simplistically there needs to be both a qualitative
and quantitative measure that the data has been accurately migrated from the legacy system(s) to the new
system. This is an overly simplified view; however, because of the complexity of data transformations and
that data has context, The goal of data migration testing is to validate (within an appropriate degree of
error) that:
o
data to be migrated has been migrated;
o
data has been migrated to the correct data location(s) (i.e. tables/col -mum);
o
data values have been transformed appropriately;
o the target application functions con -ectly with the migrated data; and
o
the business context of the data in the target application matches the business context of the
data in the source application(s).
Tantus will coordinate and direct all data conversion testing-related activities, including test planning.
Where appropriate, Tantus will engage with the JMS Vendor as well as MCSO to ensure that testing
activities around the extract and load aspects of data conversion are executed according to the approved test
plan.
In addition to the Data Conversion Test Strategy, Tantus will also develop, with MCSO's input, a Data
Conversion Risk Avoidance Test Methodology. Since it is impracticable to validate every single data
element, this methodology will help to define the areas of greatest risk and define specific testing
methodologies for those. Included in this document will be a set of KPIs that need to be met in order to go-
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live. This methodology will be developed later in the project when there is a better understanding of the
new IMS and the mapping activities have been completed.
Key tasks for the testing activity include:
Test Activity
Description
Unit Test — Transforms
Tests that the transformation process works as expected on a
data element by data element level but only from the Staging
Environment to the SHIELD Staging Database.
Unit Test - Load
Tests that the load process works as expected on a data
element by data element level but only from the SHIELD
Staging Database to SHIELD system.
System ••• ng
Depending upon the approach of the selected iMS Vendor,
this testing may be split into different components.
Regardless, the goal of this testing is to ensure that the
quantity of records have been migrated while also validating
the functionality of the target application after the data has
been migrated. There is also a level of validation testing with
the validation focusing on the migration of data from the
Staging Environment to the target application.
End-to-End Testing
This testing has two primary goals: (1) ensuring that the target
application functions appropriately end-to-end with the
migrated data and (2) validation of the business context of the
data (i.e. migrated data from the legacy system(s) in the target
system behaves appropriately in the business context).
UAT
Migrated data will be used in User Acceptance Testing.
Dry Runs
During UAT it is recommended that MCSO go through at
least two entire end-to-end dry runs of the
deployment/implementation plan. Data migration will be a
large part of these dry runs. It is also recommended that data
conversion-only dry runs also occur prior to these larger dry
runs. These dry runs will help to determine overall timing of
the conversion process; validate and refine the data conversion
deployment / implementation plan; and raise early awareness
of any challenges with the conversion (e.g. storage space).
It should be noted that testing will be carried out in a more concurrent fashion than what is implied above —
in other words where there is the ability / opportunity to test components or modules of data conversion
then that will be done (i.e. through Unit, System, End-to-End testing and data conversion Dry Runs). This
will ensure that we expose defects as early in the project life cycle as possible and take the necessary
corrective actions. Our testing approach will also align to the final Project SHIELD project plan in terms of
defining software releases. HAT will only be executed against the complete data conversion package.
Key Deliverables:
Key deliverables for this activity include:
o Data Conversion Risk Avoidance Test Methodology
o System Test Scripts and Exit Reports
Resources:
Technical Analyst, Business Analyst, MCSO resources, JMS Vendor resources
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4.3.2.6. Activity: Data Conversion Release
Description:
Following the deployment/implementation plan as previously tested and validated by the dry runs, the
Production Data Conversion will be executed. Prior to MCSO's go-live approval, a reporting against the
KPIs identified in the Data Conversion Risk Avoidance Test Methodology will be provided as validation of
the success (or failure) of the data conversion process.
Following go-live, a formal summary of data integrity and identification of non-conforming source data
will be produced in a Data Conversion Reconciliation Report. This document may indicate records that
manually need to be adjusted after go-live.
During the reliability test period Tantus will help to rem ediate issues related to data conversion as required.
At MCSO's discretion, Tantus may also support work related to releasing of ETL. environments; ensuring
temporary data stores are properly archived and/or scrubbed; and legacy systems are decommissioned.
Tantus' key tasks for this activity include:
o
Oversight of the production data conversion activities
o Post go-live support of data conversion-related activities
Key Deliverable:
Key deliverables for this activity include:
o Data Conversion Reconciliation Report
Resources:
Technical Analyst, Business Analyst, MCSO resources, JMS Vendor resources
4.3.3. Legacy System Data Inventory
Tantus assumes that the following legacy systems are in-scope for data conversion to the New JMS:
•
IMS
•
IFCS
•
Mugshots (photos)
It is possible that some data from the JMS Archive is required to be migrated but since our understanding of
MCSO's intent is that the JMS and 'MS Archive data will be combined into a single staging environment this
archive data will be considered as part of the JMS.
It is also understood that for inmate records stored in either IMS or IFCS that full data from current bookings for
inmates in custody at go-live and for imnates released within thirty (30) days prior to go-live who were fingerprinted
but identity was not confirmed will be converted. For all other inmate bookings, only "skeleton" data will be
converted.
4,4. Interfaces
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4.4.1. Work to Date
Portions of work previously completed on the SHIELD project in regards to interfaces will be leveraged for this
work. Specific items that will be reused include the interface planning documents and interface requirements
documents. Notwithstanding changes required to adhere to the IMS Vendor's approach and plan, the existing
planning documents will be used as a basis. The requirement specifications document structure will remain largely
unchanged and consistent with the previously agreed-to and learned approach.
4.4.2.
Implementation Approach
The interface architecture / framework and capabilities inherent in the JMS Vendor's solution is of significant
importance to the design, build and testing of interfaces. The approach outlined in our proposal assumes that the
IMS Vendor has a mature interface architecture / framework. The method(s) used to implement interfaces in the
selected JMS solution (e.g. configuration, scripting, development) will dictate the level of effort and resourcing
needed, and will also dictate if Tantus can perform the build activity and / or if the JMS vendor is required to
perform interface builds (e.g. if development within the JMS vendor's solution is required).
The approach and activities to implementing interfaces for Project SHIELD are further defined below.
4.4.2.1. Activity: Requirements Gathering
Description:
Tantus will be able to leverage the requirements documents already delivered and will only need to
complete requirements on those interfaces that have not yet been addressed. Requirements gathering will
focus on the 71 "core" interfaces (those interfaces not required in an integrated solution and not future).
During this activity, Tantus will utilize the same requirements gathering approach that was used to
document the initial interface requirements as this approach was successful in eliciting the required
information and is already understood by both the Tantus and MCSO teams.
Tantus understands the significant importance that the existing interfaces have to the daily operations of
MCSO and their other Criminal Justice partners. In our previous work we learned that these interfaces had
limited documentation available and thus our requirements gathering exercise included the capture and
documentation of the "as is" requirements in addition to any new or additional requirements. Tantus will
continue to provide this information in this effort as well.
Tantus will facilitate requirements gathering sessions for the interfaces that have not had requirements
documented previously. Tantus will work with MCSO subject matter experts (business and technical) and
3"I party participants (as required) to document requirements for the future state of the core interfaces. The
purpose of the requirements gathering activity is to document what the interfaces will need to do from a
functional and non-functional perspective.
Tantus will prepare for interface workshops by reviewing existing documentation and information available
from MCSO (and 3d parties if applicable). Tantus will then facilitate requirements workshops at MCSO
offices with MCSO and 3 d party (if applicable) subject matter experts. As a general rule Tantus will send
two Business Analysts for each workshop and for particularly complex interfaces a Technical Analyst may
also attend (or may attend via conference call). The workshops will be focused on the functional
requirements, non-functional requirements, business processes, business triggers and required/desired data
elements for each interface. Upon completion of the workshops, Tantus will document the interface
requirements and deliver to MCSO for their feedback.
Tantus 1 key tasks for this activity include:
o Preparation for workshops
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o
Facilitation of requirements gathering workshops
o
Documentation of interface requirements
o
Managing the review cycle
Deliverable:
Key deliverables for this activity include:
o
Interface Requirement Specifications document (per workshop)
Resources:
Business Analysts, Technical Analyst (if and as required), MCSO Subject Matter Experts, and 3' I Party
Subject Matter Experts (if and as required)
There is an opportunity to begin the Requirements Gathering activity prior to the selection of the New JMS Vendor
(i.e. in parallel to the procurement process). Requirements are solution independent, and starting this activity early
will remove a body of work off the critical path once the implementation project itself starts. If this approach is
taken it is noted that additional requirements sessions may be required after the New JMS Vendor is selected for
future (desirable) interfaces or interfaces required because the solution is not integrated or requires phasing (and thus
requires bridging interfaces).
Once the JMS Vendor is engaged, Tantus resources will need to participate in product overview sessions and learn
the solution's interface architecture / framework and capabilities in order to confirm the approach to the design and
build activities noted below.
4.4.2.2. Activity: Configuration Analysis
Description:
Configuration, also known as system data, is critical to the functioning of an application and its interfaces.
Changes to configuration are often desirable to meet new business needs or to provide additional flexibility
within a new system. Occasionally, new configuration is necessary for the solution to function. In each of
these cases the changes or addition of configuration can have a significant effect on both receiving and
sending systems. Due to these significant potential implications Tantus will need to participate in
configuration activities for the new JMS. The purpose of this activity is to ensure that Tantus and MCSO
are aware of the configuration decisions and their impacts to interfaces.
Prior to attending the configuration sessions, Tantus will review the required data elements for each of the
interfaces as documented in the Interface Requirements documents. Tantus will assist MCSO with the
analysis, gathering and documentation of the configuration values that have an impact on the in-scope
interfaces. Tantus will also document any issues or concerns that will need to be addressed during the
interface design sessions based on the configuration values gathered.
Deliverable:
The Interface Configuration Document created by Tantus will include the configuration codes and values
gathered for the future state interfaces. The documents will also include any considerations for interfaces
that will need to be addressed during the interface design sessions based on the configuration decisions
made.
Resources:
Business Analyst, MCSO Subject Matter Experts, JMS Vendor resources
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4.4.2.3. Activity: Interface Design
Description:
Tantus will work with MCSO subject matter experts (business and technical) and the IMS Vendor to
document the design for the future state of the in-scope interfaces. The purpose of the Interface Design
activity is to document how the new interfaces will work with the new Solution from both a functional and
non-functional perspective.
Tantus will review the interface requirements documents, the IMS Vendor's interfacing configuration
guides, and any other existing documentation available in preparation for each workshop. Tantus will then
facilitate week long workshops in person at MCSO offices with required stakeholders to discuss interface
design with the new solution. The workshops will include discussions around functional design, technical
design, and data mapping. Upon completion of the workshops, Tantus will document the design
specifications of the in-scope interfaces and deliver to MCSO. Upon delivery of the design specifications
deliverable, Tantus will work with MCSO to schedule a design walkthrough with all involved parties to
ensure the design accurately reflects the requirements and 3 rd parties are aware of any changes that may
affect them. Throughout the activity, Tantus will provide end-to-end design oversight (e.g. IMS vendor,
ICJIS and MCSO components).
Tantus' key tasks for this activity include:
o
Preparation for workshops
o
Facilitate interface design workshops
o
Document interface design specifications deliverable
o
Lead design walkthrough
o
Manage review cycle
o
Provide end-to-end design oversight
In the event that the selected NIS Vendor does not have configurable rules-based interfacing capabilities, it
is proposed that Tantus be responsible for the documentation of the conceptual design and the IMS Vendor
being responsible for the technical design. Details of this approach would need to be determined after JMS
vendor selection.
Delluowbles:
Key deliverables for this activity include:
o
Interface Design Specifications document (per workshop) to include sections such as Interface
Overview, Conceptual Design, Technical Design and Data Mapping.
Resources:
Business Analyst, Technical Analyst, MCSO Subject Matter Experts, .IMS Vendor resources (if and as
required) and 3'd Party Subject Matter Experts (if and as required)
4.4.2.4. Activity: Interface Build and Unit Test
Description:
1
I Interface Build and I
111 System Testing
I
Unit Testing
integration Testing
UAT
.J L..
inter face
Design
Defect Discovered
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Upon the completion and approval of Interface Design Specifications, interface build can begin. The
specific build approach / activities and resourcing can only be finalized once the .TMS Vendor is selected
and the interface architecture / framework and capabilities inherent in their product is understood. Build
activity may consist of configuration, scripting, development or combinations thereof. It is anticipated that
MCSO interfaces can be built remotely but will require access to an environment(s) for this purpose. Unit
testing will be completed by Technical Analysts. Unit testing will not involve r i party systems and so to
properly test, stub programs may be required to simulate expected requests and responses.
Key tasks for this activity include:
o
Configuration and unit testing of interfaces
o
Building of stubs programs for testing, as needed
o
Quality assurance checks to ensure adherence to interface configuration standards
o
Transition of completed interfaces to system testing
The following diagram depicts the relationship between interface design, build and subsequent test phases:
Interface
Requirements
Deliverables,.
The following deliverables will be provided by Tantus:
o
Configured Interfaces
o
Testing stubs
Resources:
Technical Analyst, Business Analyst, IMS Vendor resources (as required)
4.4.2.5. Activity: Interface Testing
Description:
Interface Testing will be an integral part of the overall Project SH1ELD test approach. In addition to unit
testing which is carried out as part of the Build activity, we also plan to test interfaces within the context of
System, Integration and User Acceptance Testing. These test phases are described in the table below:
Test Activi esisq
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Test Activity
,__ ,,
_
sti. ji !lion
Tantus will perform system testing after the interfaces are built and
unit testing has passed. System testing can be done remotely and will
require access to a system test environment(s). System testing will
verify that one, or more, interfaces work successfully as part of the
completion of a business process being completed within the system.
System testing will not directly involve 3"' party systems, though the
outputs of these tests may be captured and manually communicated
and executed on a ri party system for early visibility. Stub programs
may be utilized to simulate expected requests and responses from 3 rd
party systems. If issues are detected they will be recorded into an
issue log to be addressed.
Key tasks for this activity include:
•
Creating system testing scripts
•
Creating and maintaining an issue log
•
Performing system testing
.
Creating an exit report, upon the successful completion of a
batch of system testing
•
Transition of tested and passed interfaces to integration
testing
•
Capturing and transmitting interface communication results
to MCSO and/or 3rd parties, as required
•
•
•
• System Testing
•
Integration testing is repeating the tests and activities established
during system testing in an environment where interface
communication is established with 3i d party test systems (e.g. end-to-
end testing). If issues are detected they will be recorded into an issue
log to be addressed. This activity will have significant dependencies
on 3"I parties (ICHS in particular) to support the testing as well as
involvement when determining the point of ownership for any issues
that arise.
Integration
Testing
Key tasks for this activity include:
•
Create integration testing scripts (primarily this is an update
of the system testing scripts to reflect communication with
3id party systems)
•
Performing integration testing
•
Maintaining an issue log
•
Creating an exit report, upon the successful completion of
integration testing
•
Transition of tested and passed interfaces to UAT
Once Integration Testing is complete and MCSO is ready to begin
HAT, Tantus will support MCSO subject matter experts to complete
the User Acceptance Testing activities for the delivered interfaces.
The purpose of this activity is to have MCSO end users fully test the
interfaces to validate that what was delivered meets the requirements,
design specifications and business processes of MCSO.
HAT
Tantus will support the User Acceptance Testing activities. Taritus
will assist MCSO with the scheduling, administration, training and
execution of the user acceptance testing related to interfaces.
Tantus will also assist with issue
management to ensure MCSO issues are logged, triaged, and
resolved as per the agreed service levels.
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Issues and defects discovered during interface testing will require significant coordination in their
resolution, given that an interface issue / defect may be related to the interface itself, a 3' d party system or
the New WIS. Tantus will assume responsibility for coordinating interface issue / defect investigation and
ensure that the appropriate work steeam(s) assume responsibility for resolution when the issue / defect is
not with the interface itself (assuming Tantus created the interface).
It should be noted that testing will be carried out in a more concurrent fashion than what is implied above.
It is expected that there will be the ability / opportunity to test discrete interfaces through system and
integration testing as the project progresses (either one by one or as groups of interfaces). This will ensure
that we expose defects as early in the project life cycle as possible and take the necessary corrective
actions. Our testing approach will also align to the final Project SHIELD project plan in terms of defining
software releases. VAT will only be executed against the complete interface package.
Deliverables:
The following deliverables will be provided by Tantus:
o
Test Plans
o
Test Scripts
o
Testing Exit Reports
o
Issue log
Resources:
Business Analyst, Technical Analyst, MCSO and ri party Subject Matter Experts, MCSO and 3' d party
technical staff (as required), IMS Vendor resources (as required)
4.4.2.6. Activity: Implementation Support
Description:
Tantus will work with MCSO and 3 rd parties to successfully implement interfaces and provide support
through all test stages and go-live. Upon the successful implementation of interfaces into the go-live
environment.
Key tasks for this activity include:
o
Tantus will provide 3 on-site resources to support MCSO go-live activities over a 12-day
period (this assumes the go-live event occurs over a weekend with 5 days preparation work, 2
days of go-live activity, and 5 days of post go-live activities).
Resources:
Business Analysts, Technical Analyst, Project Manager
4.4.2.7. Activity: Knowledge Transfer
Description:
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Throughout this project Tantus will work towards transferring knowledge with both MCSO and 3rd party
interface staff. This information will include update business process documentation for interfaces with the
new TMS, technical documentation of new interfaces, and an interface catalogue.
Deliverables:
The following deliverables will be provided by Tantus:
o Interface Business Process Diagrams (provided in the Requirements Specifications)
o Interface Catalogue (as provided in the Interface RTM)
Resources:
Business Analyst, Technical Analyst
4.4.3. Interface Inventory
In the RFP2-Exhibli 07-InterfacesInventoiy-FINAL document, MCSO has identified 100 interfaces of which 71 are
core and the remainder are either future (desirable) or required if the selected solution is not an integrated solution.
For the work completed in this proposal, Tantus is estimating all work related to the requirements, design, build and
test of the 71 core interfaces. For those interfaces which Tantus has already documented or already participated in
requirement sessions but not documented the requirements — the work already completed is not re-estimated in this
proposal.
4.5. Project Testing Approach
In Part 2, sections 4.3 and 4.4 the testing approach envisioned for data conversion and interfaces is described.
Details of the approach will be further defined once the New TMS Vendor is selected and the Project SHIELD plan
and overall testing approach is defined.
5. Milestones
Milestones will be defined once the New BIS Vendor is selected and the Project SHIELD plan is defined.
6. Deliverables
In Part 2, sections 4.3 and 4.4 the deliverables envisioned for data conversion and interfaces is described. These will
be confirmed once the New JMS Vendor is selected and the Project SHIELD plan is defmed. MCSO plans to store
project deliverables and artifacts in a SharePoint project repository to which Tantus will have access to.
7. Acceptance Process
An Acceptance test process will be applied to the project. Such process shall include three phases: (1) the
Acceptance test period ("UAT"), (2) the reliability test period, and (3) final acceptance. If defects are discovered
related to interfaces or data conversion at any time during the acceptance test process, the Contractor will be
responsible to resolve those defects in accordance with mutually agreed upon metrics. Depending upon the number
and/or severity of these defects the process may be temporarily suspended and the Contractor will be responsible for
resolving outstanding issues as they may relate to the Data Conversion and Interface scope of work it is responsible
for. Testing will resume promptly following delivery of the remedy to error. Following five (5) unsuccessful
attempts to complete acceptance testing, the reliability test period, and final acceptance (as defmed below), the
Sheriffs Office reserves the right to declare non-performance and seek remedy only to the extent that the
unsuccessful attempts to complete acceptance testing are the direct result of the Contractor's scope of work and
failure to resolve issues that were identified.
7.1. Acceptance Test Period/User Acceptance Testing (VAT)
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The acceptance test period shall consist of one hundred twenty (120) calendar days and begins when MCSO,
supported by Tantus and the New JMS Vendor, first performs testing in accordance with the User Acceptance Test
Plan. MCSO will evaluate all results to include manual testing, automated testing, interface testing, security testing,
and data conversion and migration testing to ascertain whether the performance standard has been met. At the
conclusion of the acceptance test period a gate review will be conducted to determine whether the software delivery
is acceptable to proceed to "go-live".
7.2. Reliability Test Period
After successful completion of the "go-live" cutover period, there shall be a thirty (30) day reliability test period
during which the newly installed system will be in production and its performance monitored. During this period,
the system must perform fully without degradation of any kind in order for the reliability test to be satisfied. For any
defects that are the responsibility of Tantus's scope of work, Tantus will be responsible to resolve those defects in
accordance with mutually agreed upon metrics. Tantus will also support MCSO and the New JMS Vendor in
determining the causes of potential issues related to interfaces and/or converted data.
7.3. Final Acceptance
Upon successful completion of the Reliability Test Period, a gate review will be conducted to determine formal
acceptance, at which time the Sheriff's Office shall issue the final acceptance certificate.
7.4. Criteria for Delivery and Acceptance of Deliverables
The Contractor shall submit all Deliverables to the MCSO Representative. All Deliverables are presented to MCSO
in the approved format (or if no such format is approved, in an industry-standard format). Documentation shall be
delivered in one electronic version with accompanying transmittal letters.
MCSO Representative shall review and validate Contractor's Deliverables product prior to
Final Acceptance.
Acceptance criteria for Deliverables shall consist of the following:
•
Specific Deliverables are completed as specified in this Contract and the final Deliverable has been
rendered.
•
Plans, schedules, designs, documentation, and reports are approved and completed as specified in this
Contract.
•
All supporting Documentation is provided and complete.
•
All Deliverables are at the agreed upon acceptable level of quality as defined and agreed to in the
Quality Management Plan.
7.5. Project Deliverable Acceptance
Following delivery of each Deliverable that is not software MCSO shall have a period of ten (10) business days
("Acceptance Review Period") to test such Deliverable for Acceptance.
If, during the Acceptance Review Period, MCSO determines that the Deliverable does not meet expectations,
MCSO shall notify Contractor in writing. Contractor shall review the written notification and if the request
reasonably represents a change to the Contract, SOW or Deliverable scope, then Contractor shall initiate the Change
Control procedures.
However, if the deliverable is deficient based on (a) the requirements set out in the SOW for such deliverable, or (b)
if no such requirements are set out, Contractor shall utilize current, generally-accepted industry practices or
methodology, to provide a timeline to modify or correct the Deliverable within ten (10) business days of being
notified of the deliverables deficiency.
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Following delivery of each modification, MCSO shall again have the Acceptance Review Period to verify the
modification after which period it is deemed accepted. If no issues are raised within the Acceptance Review Period
the deliverable is deemed accepted.
When accepted, MCSO shall deliver a Deliverable Acceptance Statement therefor.
7.6. Defect Management
All defects or issues raised during the acceptance testing period will be triaged and categorized by agreed to Priority
definitions. A project Defect Review Board, comprised of both Tantus, New 1MS Vendor and/or MCSO
representatives will conduct a review of those defects raised during this period and make decisions on their
resolution plan.
8. Scope Change Control Process
All changes to scope are to be documented, reviewed, and approved/rejected via the formal Change Control
Process. Change Control Process steps are identified below:
A)
The party requesting the change will complete the Change Request Form found in Appendix 1:
Forms. When completing the form, the party will include a complete description of the requested
change, options for meeting the new request, justification for the requested change, impact to the
project (time, dollars, etc.), and the recommendation of the joint (Contractor/WICK)) project team.
13)
Submit the Change Request Form to the MCSO Project Manager for logging and distribution to
the appropriate reviewers and approvers.
C)
Change Requests will be reviewed by both MCSO and Contractor management teams and either
approved or rejected.
D)
MCSO Project Manager will update the Change Request Log noting the approval or rejection
status.
E)
All Change Request forms require the signature of the Maricopa County Office of Procurement
Services and the Contractor to be considered binding to this Agreement. Any services provided
under an un-executed Change Request are done at Contractor's risk and may not be compensated
by MCSO.
F)
Non-contracted services added to the Contract, post award, shall be subject to this section 9.
8.1. Future Work
Optional work will be handled on a 1-by-1 basis. For each work component, there will be agreement on how to
proceed. Tantus will not proceed without an approved Task Order.
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EXHIBIT C, CONTRACTOR TRAVEL AND PER DIEM POLICY
1.0 All contract-related travel plans and arrangements shall be prior-approved by the County Contract
Administrator.
2.0 Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District
(County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA) domestic
per diem rates for Phoenix, Arizona. Contractors must access the following intemet site to determine rates (no
exceptions): www. gsa. gov
2.1 Additional incidental expenses (i.e., telephone, fax, intemet and copying charges) shall not be reimbursed.
They should be included in the contractor's hourly rate as an overhead charge.
2.2 The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or
incidentals.
3.0 Commercial air travel shall be reimbursed as follows:
3.1. Coach airfare will be reimbursed by the County. fiusiness class airfare may be allowed only when
preapproved in writing by the County Contract Administrator as a result of the business need of the County
when there is no lower fare available.
3.2. The lowest direct flight airfare rate from the Contractors assigned duty post (as defined in Section 3.5 of
Master Service Agreement) will be reimbursed. Under no circumstances will the County reimburse for
airfares related to transportation to or from an alternate site.
3.3. The County will not (under no circumstances) reimburse for Contractor guest commercial air travel.
4.0 Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, not
for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the same travel
period will not be permitted without prior written approval by the County Contract Administrator.
4.1. Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor. The
County will not reimburse contractor if the contractor chooses to purchase these coverage.
4.2. Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle is
necessary for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain pre-
approval in writing from the County Contract Administrator prior to rental of a larger vehicle.)
4.3. County will reimburse for parking expenses if free, public parking is not available within a reasonable
distance of the place of County business. All opportunities must be exhausted prior to securing parking
SERIAL 171006-CI
that incurs costs for the County. Opportunities to be reviewed are the DASH; shuttles, etc. that can
transport the contractor to and from County buildings with minimal costs.
4.4. County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking will not
be reimbursed) airport parking only if it is less expensive than shuttle service to and from the airport.
4.5, The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s) or other
any transportation costs.
5.0 Contractor is responsible for all costs not directly related to the travel except those that have been pre-approved
by the County Contract Administrator. These costs include (but not limited to) the following: in-room movies,
valet service, valet parking, laundry service, costs associated with storing luggage at a hotel, fuel costs
associated with non-County activities, tips that exceed the per diem allowance, health club fees, and
entertainment costs. Claims for unauthorized travel expenses will not be honored and are not reimbursable.
6.0 Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in individual
contracts
SERIAL 171006-CI
EXHIBIT D - SECURITY GUIDELINES
1.0 BACKGROUND CHECKS
1.1
All Contractor and Subcontractor personnel who will have access to Sheriffs Office hardware,
software, network, equipment, or facilities during this project shall complete a background check,
including fingerprints, to be performed by the Maricopa County Sheriff's Office or other law
enforcement agency approved by MCSO. The process may also include completion the Arizona
Department of Public Safety (DPS) Terminal Operator Certification (TOC) Level "D."
1.2
Contractor and Subcontractor staff shall clear the FBI background check prior to performing any
work on the project, including entry into any MCSO jail facility for assessment of work to be
completed. At the discretion of the Maricopa County Sheriff or his designee, Contractor and
Subcontractor personnel who require regular access to MCSO facilities may be issued a Courtesy
Identification card.
1.3
Forms required for the background check and Courtesy ID are provided in Appendix 1.
Application forms shall be completely and legibly filled out and signed. False statements shall be
grounds for disqualifying the applicant. Application forms shall be submitted to the MCSO
Technology Bureau Project Manager or designee who will then forward the forms for processing.
1.4
Failure to comply with this requirement or failure to pass the background check shall be cause for
the exclusion of specific personnel from work on the project, and potentially may result in
termination of the Agreement.
2.0
FACILITY SECURITY GUIDELINES AND MCSO COURTESY IDENTIFICATION CARD
2.1
All Contractor and Subcontractor personnel who require physical access to MCSO facilities shall
comply with facility security guidelines. If appropriate, Contractor personnel shall complete the
Sheriffs Office Application For Courtesy Identification and Prison Rape Elimination Act (PREA)
Acknowledgement forms (Appendix 1) prior to performing any services, or gaining access to any
Sheriffs Office facility. Forms shall, be completely and legibly filled out and signed. False
statements shall be grounds for disqualifying the applicant. Information provided on the Maricopa
County Sheriffs Office Application for Courtesy Identification form will be used to conduct a
criminal history check. Any resulting criminal history documentation will be forwarded to the
MCSO Technology Bureau Project Manager or his designee. It will be reviewed on a case by case
basis to determine whether the applicant poses any risk to the safety of any persons, or to the
security of any system, jail, or facility.
2.2
Applicants must meet the following conditions to be approved by the Sheriff or his designee for
access to Sheriffs Office jail facilities:
2.2.1
Be at least eighteen (18) years of age. There shall be no exceptions.
2.2.2 At least twelve (12) months must have elapsed since serving a term of probation or
parole.
I
SERIAL 171006-CI
2.2.3
If an ex-offender served a jail sentence as the result of a misdemeanor conviction, a
minimum of twelve (12) months must have elapsed since last being incarcerated in any
jurisdiction.
2.2A
If an ex-offender served a jail or prison term as a result of a felony conviction, access will
be denied.
2.3
Contractor or Subcontractor personnel who are approved after a criminal history check may be
issued a Sheriff's Office Courtesy Identification Card. The card shall remain the property of the
Sheriff's Office and may be revoked if the following rules and regulations are not adhered to:
2.3.1
The card shall be worn in plain view on the front of the shirt or on a chain around the
neck at all times while in a Sheriffs Office facility.
2.3.2
All personnel are required to submit to a search for contraband, if asked.
2.3.3
Contractor personnel are prohibited from duplicating the card.
2.3.4
Contractor personnel who lose their access cards shall immediately report the loss to the
MCSO Technology Bureau Project Manager or Jail Commander.
2.3.5
Allowing another person to use the Courtesy 11) Card is prohibited.
2.4
Contractor or Subcontractor personnel who become involved in a criminal investigation during the
contract period, either on the job or on their own time, must notify the MCSO Technology Bureau
Project Manager within twenty-four hours. Access to MCSO facilities may be subsequently
suspended or revoked at the discretion of the Technology Bureau Project Manager, Facility
Commander, or designee.
2.5
All concerns regarding contractor personnel should be forwarded to the MCSO Technology
Bureau Project Manager. The services of any contractor may be reduced, postponed or
discontinued for any of the following reasons:
2.5.1
Violating facility security guidelines.
2.5.2
Participating in unlawful or immoral conduct.
2.5.3
Showing signs of an illness or condition that might interfere with the individual's ability
to perform his duties or threaten the security, health, or safety of anyone involved.
2.5.4 Reporting to work with any odor of intoxicating beverage on their breath or while under
the influence of any intoxicating beverage to any degree.
2.5.5
Behaving in a manner which threatens the safety and security of the jail, staff, or inmate.
2.5.6 Unauthorized contact with inmates.
2.5.7
Possession or use of any controlled substances, narcotics or hallucinogens, except when
prescribed by a physician, for any illness or injury unless otherwise provided by the
Arizona Revised Statutes.
2.5.8
Possession of any weapon on or near County property.
2.5.9
Failure to follow the directions of Sheriff's Office staff.
2.5.10 Being in an unauthorized area.
2.5.11 Possession of tobacco products, alcohol, and weapons are strictly prohibited on jail
premises.
2.5.12 Under no circumstances will cell phone cameras be used without the express permission
of the Jail Commander or designee.
2.5.13 Under no circumstances will MP3 players, radios, I-Pods or similar devices be permitted
in a jail facility.
2.5.14 Contactor or Subcontractor personnel shall NOT talk to or associate with any inmate for
any reason without prior authorization.
2.6
The Sheriff's Office Courtesy lD Card is to be used for no purpose other than to access specific
areas related to the project in progress. Upon completion of the project, or prior to termination
with the Contractor or Subcontractor fu -m, the cardholder shall immediately return the card to the
MCSO Technology Bureau Project Manager or designee. Failure to follow security guidelines
may result in revocation of the Courtesy ID.
SERIAL 171006-CI
3.0
CRIMINAL JUSTICE INFORMATION SERVICES (CBS) SECURITY POLICY
3.1
The US Department of Justice, Federal Bureau of Investigation, Criminal Justice Information
Services Division Criminal Justice Information Services (CJIS) Security Policy, Version 5.3
dated 8/4/2014 (doc ID CJISD-ITS-DOC-08140-5.3). Is herein incorporated by reference into
this Agreement and is made a part thereof.
3.2
A Senior Corporate Official of Contractor shall complete, execute and return to County the form
Appendix H, Security Addendum, contained therein.
3.3
Complete document text can be located at http://www.fbi.goviabout-uskiisicjis-security-policv-
resource-center
SERIAL 171006-CI
APPENDIX 1- FORMS
Table of Contents:
1. PM0 Forms Required Change Orders and Acceptance
1.0
Project Change Request
2.0
Requirement Change Request
3.0
Acceptance Transmittal
4.0
Deliverable Acceptance Transmittal
2.
Forms Required for the MCSO Background Check and TOC Certification:
5.0
MCSO Application for TOC Certification and Waiver of Liability & Release
6.0
FBI-CJIS Security Addendum
7.0
MCSO Non-Disclosure / Confidentiality Agreement
3, Forms Required to Access MCSO Facilities or to Request a Courtesy ID:
8.0
MCSO PREA Acknowledgement
9.0
MCSO Application for Courtesy Identification
SERIAL 171006-CI
1.0 PROJECT CHANCE REQUEST
SHIELD
PROJECT CHANGE REQUEST
PROJECT: <Project Description>
PHASE: <Project Phase>
CHANGE CONTROL #: <Client Control number>
Capitalized terms used in this Change Order without definition have the meanings given to such terms In one or more of the
Software License, Customer Support, Project Charter or SOW documents.
THIS CO IS SUBJECT TO A COMPLETED SOW
REQUESTOR INFORMATION:
Request Date:
Requested By:
Prepared By:
Return Date:
Organization:
Other Tracking tes:
Change Type —Check one:
Requirements
Schedule
Design
QA/Test
Training
Custom Change
Change Payment Type & Source:
Fixed Price
Time and Materials
Contract Amendment
CHANGE INFORMATION:
I PROPOSED CHANGE SUMMARY DESCRIPTION:
2 JUSTIFICATION AND IMPACT OF PROPOSED CHANGE:
3 EXPECTED DURATION:
4 DURATION VISIBILITY AND SCHEDULE IMPACT ON PROGRAM OF WORKS:
5 DELIVERABLES/TASKS:
Pagel of 4
SERIAL 171006-CI
SHIELD
PROJECT CHANGE REQUEST
PROJECT: <Project Description>
PHASE: .Project Phase>
CHANGE CONTROL #: <Client Control number>
6 PRICE AND PAYMENT SCHEDULE FOR PROPOSED CHANGE:
Fixed Price Response:
Vendor can complete the requested change for a 8xed price of <Price>. Local taxes will be applied where
applicable.
Payment schedule breakdown as follows;
1.
Execution of the Change Order [90%]
2.
On delivery of design and / or requirements document [2094.]
B. On delivery of final code[2590
60 days post-delivery or move to production (whichever Is
earlieril1S%1
Total cost; $
<123>
The price is valid for 30 days
T&M Response:
This project will be invoiced at the agreed upon rate of Srx,xxx.xx> for each hour expended. A schedule of
hours will be provided upon agreement of this change order, setting out the estimated number of hours
associated to each deliverable. <CLIENT> acknowledges estimates will be provided for tracking purposes
only and to assist with <CLIENT> budgeting and Vendor's resource scheduling purposes. Upon completion
of approximately 50% of the agreed estimated hours, Vendor shall re-estimate the remaining effort and
review with <CLIENT>.
Currently Vendor has estimated that It will take <hours> (<numeric>) hours to complete the above
described work. The estimated hours do not include contingency. Vendor recommends that <CLIENT> add
+20% contingency to the requested budget.
Vendor will continue to provide the services beyond the total of the estimated hours unless instructed In
writing to cease activity by <CLIENT>.
7 STAFF AND PERSONNEL HOURS; REIMBURSABLE EXPENSES:
8 POOL DOLLARS:
4.
<123>
<123>
<123>
<123>
Page 2 of
SERIAL 171006-CI
SHIELD
PROJECT CHANGE REQUEST
PROJECT: <Project Description
..
PHASE: <Project Phase>
CHANGE CONTROL #: <Client Control number>
9 ALTERNATtVESI
For each Change Order, the vendor Project Manager will submit the Change Order to <CLIENT> Project
Manager at which time a control number will be assigned so that the Change Order can be tracked to
completion. All Change Orders will be reviewed by the applicable stakeholders and approval to proceed will
require sign off by Vendor and the Project Oversight Committee,
Page 3 of 4
SERIAL 171006-CI
SHIELD
PROJECT CHANGE REQUEST
PROJECT: <Project Description>
PHASE: <Project Phase>
CHANGE CONTROL <Client Control number>
When approved by the Project Oversight Committee and accepted by vendor, each Change Request becomes a
Change Order.
APPROVAL: (<Client>)
Signed:
Signed:
Name:
<Name of Approver>
Name:
<Name of Approver>
Title
Project Sponsor
Senior User
Date:
Date:
Signed:
Signed:
Name:
Name:
1-litre;
hue:
Date:
Date:
ACCEPTED: (vendor)
Signed:
Slened:
Name
Name;
litta:
Title;
Dale:
Date:
Page 4 of 4
SERIAL 171006-CI
2.0 REQUIREMENT CHANGE REQUEST
information:
[D
ate Change Identified
Prepared By:
SHIELD PROJECT
Requirement Change Request
Session / Meeting
Date Submitted
Change Type Check all applicable:
Add
Modification
De-Scope
Clarification
Deferred Implementation
Other
Contract Change Order Required
Original Requirement #:
Original Requirement Text:
Change Description:
APPROVAL: (MCSO)
Signed:
Name: David Davis
Title:
MCSO Project Director
Date:
1
SERIAL 171006-CI
3.0 ACCEPTANCE TRANSMITTAL
Maricopa County Sheriff's Office SHIELD Project
Acceptance Transmittal
PROJECT INFORMATION
CONTRACTOR:
PROJECT NAME:
MC.SO SHIELD Project
PHASE it:
PHASE TITLE:
DATE OF ACCEPTANCE
Marlcopa County Sheriff's Office agree that all mom Stage project deliverables satisfy the applicable acceptance criteria
set forth in the SOW and hereby certifies Its Acceptance.
Notes & Decisions
SERIAL 171006-CI
IVIaricopa County Sheriffs Office SHIELD Project
Acceptance Transmittal
CLIENT APPROVER INFORMATION:
APPROVAL: (Mao}
Signed:
Name:
David A. Davis
Tide:
Project Director
Date:
CONTRACTOR CERTIFICATION:
By its signature below, <vendor> certifies to Maricopa County Sheriff's Office that as of the date
of this xxxxx Stage acceptance certificate, it has satisfied the conditions related to completion
of the tasks and delivery of the deliverables set forth above and that the work performed in
respect of such deliverables has been completed in accordance with the SOW
signed:
Signed:
Name:
Name:
Tide:
rile:
Date:
Date:
SERIAL 171006-CI
4.0 DELIVERABLE ACCEPTANCE TRANSMITTAL
Maricopa County Sheriff's Office SHIELD Project
Deliverable Acceptance Transmittal
Date
To:
< Contractor >
From: < Project Director >
Re:
Acceptance of Deliverable < #XXX, Deliverable Name >
This letter serves as notification that your deliverable < deliverable name and number > version <
deliverable version number > has met our agreed upon expectations and is accepted as of
< acceptance date >.
< Special instructions or next step specificto the deliverable and/or vendor go here if applicable >
Please retain a copy of this letter for your records, Any questions can be directed to David Davis, SHIELD
Project Director.
Signature indicates that the named deliverable:
▪ Meets the specification
•
Has no significant unresolved issues
▪ Meets the acceptance criteria
MCSO APPROVER INFORMATION:
Signed:
Name:
David Davis
SHIELD Project Director
Date:
SERIAL I71006-CI
5.0 MCSO Application for TOC Certification and Waiver of Liability &
Release
IVIARICOPA COUNTY SHERIFF'S OFFICE
APPLICATION FOR TOC CERTIFICATION BACKGROUND INFORMATION
NAME:
DOB:
ADDRESS:
CITY:
STATE:
ZIP:
HEIGHT: WEIGHT: EYES:
RAGE:
SEX:
SOC. SEC. NUMBER:*
DRIVER'S LIC.:
EXPIRES:
EMPLOYER
POSITION:
WAIVER OF LIABILITY AND RELEASE
In consideration of the Maricopa County Sheriffs Office (MCSO) processing of my Terminal
Operator Certification (TOC) and background check, I hereby agree to the following terms and
conditions:
The term "background investigation' as used in this document refers to any and all information
and sources of information that MCSO, at its sole discretion, may deem necessary to obtain or
contact in the furtherance of This criminal background check.
1. I authorize any person or entity contacted by MCSO's agents or employees during the
course of my background Investigation, to furnish to such officers, agents, or employees
any information they may have which Is reasonably related to the completion of This
background check.
2. I hereby release from liability and promise to hold harmless under any and all causes of
legal action, all person or entities who shall in good faith furnish any information or records
to The othcers, agents, or employees of MCSO who conduct my background investigation,
and I agree to release the Maricopa County Sheriffs Office, its officers, agents, and
employees from all liability for acts necessary to conduct and finalize the investigation.
* Pursuant to performance of duties defined in ARS § 11-441, providing your Social Security
number is mandatory. It will be used for background investigation purposes_
SIGNATURE OF APPLICANT
DATE
DATE ISSUED:
TOG NUMBER:
MCSO TOO ID Request' Waiver of Liability 8 Release— 05108,2018R
SERIAL 171006-CI
6.0 FBI-C.TIS Security Addendum
FEDERAL BUREAU OF INVESTIGATION
CRIMINAL JUSTICE ENT ORMA1TON SERVICES
SECURITY ADDENDUM
CERTTFICATION
I hereby certify that I am familiar with the contents of (1) the Security _Addendum,
including its legal authority and purpose; Cl) the NCIC 2000 Operating Manual; (3) the CMS
Security Policy, and (4) Title 28, Code of Federal Regulations, Part 20, and agree to be bound
by their provisions.
I recopi7e that criminal history record infomiation and related data, by its very
nature, is sensitive and has potential for great ha= if' misused. I acknowledge that access to
(Tinting history record information and related data is therefore limited to the purpose(s) for
-which a government agency has entered into the contract incorporating this Security
Mdendinn. I understand that misuse of the. system by, among other things: accessing it
without authorization; accessing it by exceeding authorization; accessing it for an improper
purpose: using, disseminating or re-disseminating information received as a result of this
contract for a purpose other than. that envisioned by the contract may subject me to
administrative and criminal penalties. I understand that accessing the system for an
appropriate purpose and then using_ disseminating or re-disseminating the information
received for another purpose other than execution of the contract also constitutes misuse. I
further understand that the occurrence of misuse does not depend upon hether or not I
receive additional compensation for such authorized activity. Such exposure for misuse
includes, but is not limited to_ suspension or loss of employment and prosecution for state and
federal crimes.
Printed Name/Signature of Contractor Employee
Date
Printed Name) Signature of Contractor Representative
Date
Organization and Title of Contractor Representative
514.2014
13-7
CJISD-ITS-DOC-0S140-5.3
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7.0 MCSO Non-Disclosure / Confidentiality Agreement
Maricopa County Sheriffs Office
Non-Disclosure/Confidentiality Agreement
Any information obtained by a contractor, vendor orprivate provider (contractof ) in the
course of conducting business with the Maricopa County Sheriffs Office ('Sheriff's
Office') is potentially proprietary to the Sheriffs Office andlor confidential. This statement
sets forth the Sheriffs Office requirements ofthe contractor with respect to such
information.
The contractor shall establish and maintain procedures and controls that are adequate to
assure that no information contained in its records andlor obtained from the Sheriffs
Office or from others in carrying out is functions (services) under the Agreement shall be
used by or disclosed by it its agents, officers, or employees, except as required to
efficiently perform duties under the Agreement. Prior to commencing work under the
Agreement; the contractor shall apprise the Sheriff's Office of its proposed procedures and
controls, and the Contractor roust receive the -Sheriffs Office written approval thereof
before commencement If. at any time during the duration of the Agreement, the Sheriffs
Office determines that the procedures and controls in place are not adequate : the contractor
shall institute any mew andlor additional measures requested by the Sheriffs Office within
15 days of the -written request to do so.
Contractor requests for information contained in Sheriffs Office records shall be referred
to the Sheriffs Office formiew and approval, prior to any dissemination. The
contractor also agrees that any information pertaining -to individual persons shall not be
divulged other than to employees or officers of the contractor as needed for the
performance of duties under the Agreement or procurement process, unless otherwise
agreed to in writing by the Sheriffs Office.
I have read agree with these conditions as a requirement of doing business with the
Sheriffs Office, and represent that I am authorized to bind my company to this agreement.
Company Name
Date:
Phone:
Fax:
Printed Authorized Representative Name
Title
Signature
Non-DiseizsureConfidentiality — 06152515R
SERIAL 171006-CI
8.0 MCSO PREA Acknowledgement
MAFCICOPA COUNTY SHERIFF'S OFFICE
ACKNOWLEDGEMENT OF PRISON RAPE Ell MINATIOhr ACT (PR RA)
The Prison Rape Elimination Act (PREA) is a set of Federal standards enacted to institute a zero tolerance standard for incidents
Of sexual abuse and sexual harassment in correctional fatilifies and establishes national standards for the prevention,
detection, and response to sexual - abuse and sexual harassment
it is the policy of the thaticopa county Sheriff's office to prevent, detect, and respond to incidents of sexual abuse and sexual
harassment. The Sheriff's Office has a zero tolerance for any incidents of sexual abuse, sexual harassment, orvoyeurisrn. The
Sheriff's Office will enforce state and Federal Laws, and seek criminal prosecution against any individual committing any acts of
sexual abuse, sexual harassment, on voyeurism with an inmate housed its a tharicopa County sheriff's office jail or who Is under
the supervision V the Ma ricopa County Sheriffs Office.
Voyeurism: An invasion of privacy of an inmate or detainee by a volunteerfrontrector. This also includes taking pictures or
video of inmates with cell phones or other devices. Cell phones are not allowed in any jail facility.
voktnteer/Contractot Training: volunteersiContractors or persons that provide volunteer or contracted servkes to the Office
who may come into contact with inmates or detainees shall acknowledge their understanding of the
PA EA Standards in writing
as part of their volunteer/contractor application.
Reporting: Volunteers arid contractors who bet, ome aware of an Incident of sexual abuse, sexual harassment, voyeurism, or
retaliation against an inmate are required to notify uniformed personnel as soon as practical.
Any contrectorarvolurneer who engages in sexual abuse, sexual harassment, voyeurism, or retaliation shall be prohibited from
contact with inmates, shall he reported to relevant licensing bodies, and where appropriate, criminally investigated, unless the
activity was clearly not olminat The Sheriff's office shall also consider whether to prohibit further contact with inmates, in the
case of any PR EkvieLition by a contractor or
.
vof unteer.
you are prohibited from fraternizing, having personal contact with Inmates to include contact of a sexual' nature or any form of
sexual harassment or voyeurism. inmates are not allowed to have una uthorized contact with the public; if an inmate attempts
to here communication with you, or makes inappropriate comments towards you, notify uniformed personnel as soars as
practicer.
Failure to follow these guidelines may result in criminal prosecution against you and termination of your services.
Print Name
Signature
Date
Effective: 11/12/13
SERIAL 171006-CI
9.0 MCSO Application for Courtesy Identification
MAR1COPA COUNTY SHERIFF'S OFFICE
APPLICATION FOR COURTESY IDENTIFICATION
Name:
DOB:
ADDRESS:
CITY:
STATE
ZIP:
HEIGHT: WEIGHT: EYES:
RACE:
SEX:
Goa SEC NUMBER:
DRIVER'S LIG.:
EXPIRE
EMPLOYER:
ADDRESS:
CITY:
STATE:
ZIP:
BUS PHONE:
POSITION TITLE:
JUSTIFICATION FOR GENERAL ACCESS:
JUSTIFICATION FOR JAIL ACCESS:
[authorize the Maricopa County Sheriffs Office (MCSO) to conduct a Criminal History/Records Check anct
Warrants Check for the purpose of issuing a Sheriffs Courtesy Identification Card. I understand that
should this card be issued to me. it will be displayed ONLY when I am in a Sheriffs Office building or
facility. [further understand that the card wilt be used to enter Sheriff's buildings or facilities for official
purposes related to my employmentivendor engagement, and that the card must be returned to MCSO
upon request or upon termination of my employmentivendor engagement.
SIGNATURE OF APPLICANT
DATE
DATE ISSUED:
CARD NUMBER:
MCSO Courtesy ID Request — 06117/21)15R
APPENDIX 2- INTERFACE INVENTORY
SERIAL 171006-CI
rit
Interfere/
Data Etch.
Dscription
Primary
Stakeholder
Core
Or
Interne
I
r,
Tnos ID /
Ovule
DE
2
Trigger Logic
Fregnene
y
`Folmar
.
.
DIRECTION
Systenu
Involved
Comments
1 a
OH
T
IN a
OH
T
//F-001
Prc-Booking &External
Agency HMS's
Initial Booking/Ansi Data (XML) -Used to esiablbh
booking in Pre-Booking Pre-Booking sends is reply
transaction indicating Suscss or Error conditions -
Uses PB Arrest Queue (all agencies)
Corrently, Phoenix &
Peoria PDs; Future:
Glendale PD
Core-
01
High
Queue Specific
Yes
Pre-Booldng
receives data
from Exicrnal
Agency's EMS
I per
booking:
possibly
multiple
iterations
Per
booking
1CVday
Bony
Peoria,
100/day
from PPO
X
Agency IIMS
to Pre-
Booking &
Pre-Booking
to Agency
RMS
I/F-002
Fr-Booking &TraCS
Booking/Arrest Data - TraCS sends initial booking data
to Pre-Booking. Booking is completed in Pre-Booking
MCSOSWOO Officers
Core-
02
Mgh
Queue Specifec
Yes
Pre-Booking
receives debt
from MUSH
Tula
As
Bookings
Occur
50/day
X
TraCS to
Pre-Booking
TraCS is
MCSO's Beld
repordng
system
(developed in-
borne) TraCS
booking data
is also sent to
MCSO's
Intergraph
RMS (not pan
of scope).
LIE-003
Pre-Booking & Electronic
Hcalrh Records (ERR)
Pre-Booking sends dare to MR when inmate is at
[nuke ready for medical screening -, After screening
ELIR responds es ACCEPTED nr DENIED (nedisrly)
CBS - WIC=
Core-
03
Mod
EDI
Yes
When Officer
designers
ingrate es
'arrived
I per
booking
300/day
X
Pre-Booking
to HER &
EIIR to Pre-
Booking
TechCare is
the EHR
vendor for
Correctional
Hoadth
Services
(CHS)
VP-004
Pre-Booking & FLIR
Fur an ACCEPTED inmate, Pre-Bouidng assigns a
booking nunther & sends to EHR
CHS - TechCare
Core-
04
Low
EHO2
Yes
EHR respcnse
to EMI is
ACCEPT
1 per
booking
300/toy
X
Pre-Booking
to ERR
16-005
Pre-Booking & COMM°
Case Number (CCN)
Pre-Booking requesrs a CCN to Wore with charges -
CCN replies nith number or cunt message, Pre-
Booking rends ACX
All County Criminal
Justice Partners
Cure-
05
Low
OCNRequest
Yes
When CCN
charge is hooked
1 per
booking
250/day
X
Pre-Booking
to CCM &
CCN to Pre.
Booking (and
other
agencies)
CCN is 6
unique case
BM sued by
all Connty
reirniron
justice partners
in data
exclowy,es
1/F-006
Pre-Docking & IFCS
Pre-BookIng sends booking number and tessn Info to
OPUS to create an inmate. Mut account in TFCS
Ininere Funds
Interne
1-01
kind
Low
POLO
-
Yes
After booking g
is issued in Pre-
book-log
P1310 received
I pro
hooking
300/day
X
X
Pre-Booking
to ti/CS
hnensal - may
go awaratch
inlegmed
solution
IFCS Optn.4 ea Hondo bust newel
SERIAL 171006-CI
Til
Interface/
Toot Pali
-
-Description
Praia./
'stakeholder
Corm
06
co-4,nd
a
Trans JD /
Nome
DE
,
Trigger Logic
Prevent
,
Volume
DIRECTION
Systems
rmolved
CoMm eats
10,002
IFCS & TombPny Intake
Kiosks
Officer making initial deposit on Intake Kiosk -
TouchPay queries IFCS to verify account is set up -
1FCS responds yes/no
Touchpay
Low
TP11
Yes
Dale. initiates
kiosk deposit
I pet
deposit
100-
200/day
X
TouchPay to
IFCS &
IFCS to
Touelffey
Note: TP1I
and TPOI tire
altim, the
difference is
the type of
kiosk
LlF-008
Pro-Booking & TouchPay
Intake Kiosks
Officer deposits SS et Intake kiosk -Pre-Booking
receives and processes initial deposit info tom
Touchpay
Touchpay
Cow-
07
Low
TP12
Yes
Deposit accepted
by TouchPay
I per
depmit
100-
2000day
X
Touchpay to
Pre-Booking
Norm TP12
and TP02 art
alike, the
difference is
the type of
kiosk
0c-009
WCS & ToudsPay Intake
Kinslra
Officer deposits SS at Intake kiosk- IFCS receives and
posts initial deposit to the inmaras individual trust
account
Touchpay
Coo-
00
Low
1112
Yes
Deposit araepted
by TonchPay
1 per
deposit
100-
200/day
X
Tourapey to
IFCS
Note: 1112
and TPO2 one
alike, the
difference is
the type of
kiosk
I/F-010
Pre-Booking & IWS
(baste, Ware hlogShot
Systern)
Pre-Booking sends bookin g number and basic info
about the inmate to ImageWare MugShot - Includ.
entre, DOI), eye/heir alas, etc.
IWS MusSliot
Com-
as
Low
MugShot
Outbound
Yes
Piller the
booking number
is issued (inmate
is not yet
accepted by
intake)
1 pa
booking
300/day
X
Po-Booking
to BPS
klugShot
Unusual
message
format
nounon data
on separate
lines (rather
than string)
— This may be
n product
interface?
I/Y011
Pre-Booking & /MS
Pie-Booking srads validated booting dais to 1MS -
Inmate demographics, ONTO, anrat info, charges,
aliases, hohls, DX numbers, salience info
ANS & Pre-Booking
Interne
1.02
High
JiMS Queue
Y.
MCSO
DetentiOn Staff
Accepts the
Inmate (in PR-
Booking)
liter
booking
3100Iday
X
Pre-Booking
101760
Internal - may
go away with
integrated
solution
OF-012
Pre-Booking & IMS
INIS processes validated booking data from Pre-
Booking, than sends back aster. message (Booking A
plus 2-digit code for suee.sful or not)
XIS & he-Booking
—Intern
1-03
Low
Med
PBS l
Yes
Booking data
received from
Pre-Booking
DAS reports an
erra in
pro-tensing
boolting
1 per
hooking
As needed
300/day
X
X
TMS lo Pre-
Booking
Internal - may
go away with
integrated
solution
For errora, De-Booking re-sends the booking
trenrartionis) to INIS
Ili3011
WS & Intern. MugS6A
App
RiLS sends mugshots, booking data, & up to 30 charges
to the batch server for upload to www.mcsoorg
MCSO.Org
Con'
10
Med
BORIC -
BookingDela
pinup 1010
Clung.
No
Scheduled
proa.: 100am,
6110amilloon,
6:00prn
4
litoes/day
x
IMS to
MC003-231
Balch Server
Internet
MugShot App
lefets to
Muy,Shole on
www.MCSCIo
a,
SERIAL 171006-CI
ID
Interface/
Dada Peru
Description
Penney
etakehamer
Core-
11
croons
e.
Trans ID /
0„„,,
NE
g
'
Trigger Logic
Propene
Volume
DIRECITON
Sys Imes
g„,.,,i,,,,,,
Comments
11/7-014
Predlooking & TroCS
Pre-Booking sends updated charges & other dam to
TraCS
MCSO Sworn Officers
High
Queue Spec die
Yes
When Final
Acceptance
Completed
1 per
hooking
50/day
X
Pin-Booking
en TraCS
Sent for
MCSO
bookings only
l/F-015
Pre-Booking & i111S-NO
Pre-Booking scads XML booking info end validated
Form IV dela to Courts - County Charges only
Superior Court
Cote-
12
Med
Superior Court
Queue
Yes
When Final
Acapterace
Completed
I per
booking
300/day
X
Pre-Hooking
to iCIS-NO
Same XML
formal at for
PPD; OE
converts XML
to POP and
sends both to
PPL)
1/F-016
PmBooking & External
Agency HMS's
Pre-Booking sends XML booking info and validated
Form fV dela to PPD -Phoenix Cie/ (lunges only
Currently PM) only
Future: Glendale PD
Core.
13
LOsk,
Quo. Specific
Tv,
When Final
Acceptance
Completed
1 per
booking
100/da5
X
Pre-Hooking
io Agency
EMS
Low
complmity
because same
'au. format
as for Con.:
IIE concerts
Xhil.. to PDF
and sends both
In PP13
1/F-017
Pre-Beoking & ermine
Agency PMS's
Pre-Booking sends PDF Arrest Report to for storage in
tbe arresting ageneYS RMS
Currently PPD Only;
Future: Glendale PD
Core-
l4
High
Queue Sprelfie
Yes
When Final
Acceptance
Completed
I per
booking
100/day
X
Pre-Booking
to Agency
5h1S
Sent for
Phoenix
bookings only
1/F-016
Pre-Booking &External
Agency RMSb
Final Acceptance - Pre-Booking seeds XML arrest
information to the originNingRMS
Currently PPD only,
Fiume: Mendelian)
Core-
15
Med
Queue Specific
Yes
When Final
Acceptance
Completed
1 per
booking
100/day
X
Pm-Hooking
to .1*ney
MIS
Sent for
Phoenix
bookings only
1/F-019
Pre-Hooking & EHR
Pre43ooking sends final naeptance info to OMR
CHS - TechCare
Core-
16
Low
ENO
Yes
Final
Acceptance in
Pre-Booking
I per
booking
300/day
51
Pro-Hooking
10 BHP
LIP-020
.114S & Morph° Live Scan
LiveSeen smuts booking number - IMS responds with
basis info & up to 4/3char5inkounm
MCSO APIS & Intake
Core-
17
High
LVSC
Yes
hICSO takes
prints after
acceptance of
Inmate
I per arrest
Occluding
Page 2s)
300/Day
X
LiveSean to
JMS Fe IMS
to LiveStan
If, 40
charges/counts
Ann use
LiveScan
manual
plOUSS for
additional
ptints required
—This may be
e product
interface?
NOT IN
SCOPE
(INFO
ONLY)
liveStan, Store & Forward,
AzAPIS
(Not in Scope)
LiveScan captures and stores sinnix in S&P, Men sends
PEST file lo ArAFIS
LiveSean, SO/F, AzAFIS
WA
N/A
Dedicated
MARS
network (via
DVS)
No
Sent as a batch,
or Can bosun
individually
As needed
35-
350/Day
X
LiveScan Co
S&F, S&F to
AukF1S,
/co/rFISlo
S&F
Several
transactions
occur • return
of PCN, list of
passible
matches for
technician
review, etc.
NOM: This
is for info
only, interface
is not in scope
SERIAL 171006-CI
11)
Interface/
nein Usti,
II caul plion
Primsry
sinkeholdvr
N/A
c.o.!
17
Trans TD f
inn..
LIE
,
Tau Logie
Prequel.
v
V alma
putEcTION
Systems
Invnlvell
Comments
NOT IN
SCOPE
(INFO
ONLY)
AzAFIS to S&F
(Norio Scope)
APIS Feedbak Loop -Feed from AFIS or ACCH used
10 update: (t) Process Control Number (PCN) which is
assigned at the Liyescen, (2) Siete Ideneffier (SID)
number, (3) Arizona Record Member (ARN), (4) PHU
snd (5) TOC ID of the user (Fingerprint Technician)
that performed the identification
AzAFIS/ ACCH mars in
AZ, MCSO, Other Law
Ent. Agencies
N/A
AIIPA, ALEC,
AHFO, AHFO,
AHWN. ABB
(ACM
Inmsnetions)
No
Anti Fingerpint
TECIlflii211
Ina.. match
determinthion,
S&P receives
darn from
AzAllS (via
ON
I per srl of
prints
X
Azr1FES to
S&P (vie
LIPS)
Note:
MCS(Ys
LiveScan
mixes: is
euntally
custom
fgrandratheled
1 end mll be
changed Ion
standard
Morph°
interface with
New IMS
Aoution
NOTE: This
is for Info
only, inthilace
is nor in scope
LIP-021
AzAPIS dl INS
Part of Ihe same APIS Feedback Limp as above, the
newly updated SID, ARN, &Mr Fill mmthers ate used
to determine if dm person sheady exists MIMS. If
they do man, the um bookina ts .throstiml iy
associated to the existing person record (LEM I)
MCSO AFIS
Cora-
18
High
AIWA, AHFC,
AHED, AHFG,
AHPN, ARES
(ACCH
Lramediuns)
Yes
1015 receiver
dam from
AzAPLS
1 per set of
prints ((or
matches
only)
X
A.APIS Io
nos (via
LIPS)
lithe numbers
are not
matcher/10 en
exist' ing
person record
in 15LS, data is
entered into
JNIS manually
by MCSO
APIS staff
VP-022
1MS & Operations Journal
(DI)
1MS sends inmate norms, Romani 1-, LEM its,
projected release dates and release info to 0/
Detention Officers
Corn-
19
Mod
BOOK., ROHS,
HELP, LNtili,
PROT
Yes
After initial.
booking,
honing or
I-PRS 9
assignment,
release is
scheduled &lot
when data
changes
1MS
transration(s)
received
As needed
750-1,020
transaction
s/ day
X
X
MIS to 0.1
These am the
mune
transaction as
sent MRCS,
ERR &
Stennis
( - forked by
ICILS
Integration
Engine)
Internal - may
go away with
inlegizted
solution
01910101010 transactions front /MS
IT-023
Cti& PIMP (Erira my
Human &tourms11118.
system)
PHReD sends personnel info by seri el mantes to 01-
Auto-Fills DO Perdition Officer) info nem selial
!limber is entered into an 01 entry
Detention Officers
Coro-
20
Low
Darn File
No
When neW DO
info added - new
hires, etc.
Daily
X
P11110010
01
PHReD is
MCSO's
personnel
Inciting
1-ricI8
(developed ta-
boo.), the
County Mk
system is ADP
SERIAL 171006-CI
5
14
EPt.
2 13.1.1'
VrOl'AAU.'it,..
E
441
1"
wo
,,,,
_p g ..t,g
3g,11.g
Vt
--
2dVC
AMO!
10,..
0
=
6 I
-,0T.
AE 2
LE
PA
ME
"gg
Cq
E r
.
.
.
.
4
E,
8
0.4„.L.q10
,E
:2 71 § n.!
.t. 4
15
]
.2
g,
.g
... -'s
-i-
a4
2.?..
1g'
t
t
gf
Scheduled
pram
generates data
file
r
4,,gt,
w
-
42hMAV4.1H2
-
ikg
11
,
V.
-412
61 gA ."
-A
i
B
g g4
u7...,
dg
dg
dg
An
t:12-
t4d I
I
Legal Aide,
rriendsfFamily of Inmates
r
g
g
-
Dot
-. tins
.IMS math darn for court canes, inmate appointments
(Mot. mu l ark spots), wheelchair ntatilicsamS.
keepaways. tranSpOration warn ings It Court
OperationsrTransportation
-
Court Operationsfrrunsporta tion processes daily files
Otto
RAS
• •
IMS sends data to 'Inmate Progsams including basic
info, location, disciplioary actions, restrictions,
keepaomys. appointments. etc.
-
inmate Programs procesStS data
E.E
rg
am
il
Eq
g2
1
i'fa
Vg;
1-Ni
14
,.1 ,1
Ih
LI
1.1.
'!= .12,
i
w
d
ii
8'
AA
q
4
EA
5.5
..a
4 1
h
— i
"At
v.:t.
Ing
44 6 .
wit
k A
I I
a I
A
ce,'
>4
v
:tg
,df-e
22 L
a
o-
:a
g
F.
g
A
A
g
1
S
,
SERIAL 171006-CI
TD
Interface/ ..
Dere FT
Description
Primary
StaliAntdae
Coro.
26
...nun
W
Teens illt /
Deana
HE
9
Tripper Logic
Frequesm
te_
Volume
DMECTION
Systems
s,,,,,,,,,4
Commute
101-030
IFCS & Sento. Visitation
System
IFCS pmvid. Isooking mullet & inmate trust eccount
balances
Visitant., Canteen,
Detention
Low
SE!
Yes
Daily Processing
Daily et
3:15em
X
IFCS ta
Secures
Sccurus is not
currently using
SEE data and
may not need
until kinds for
coeunissery
orders are
or aiiabIe
111-031
BPS & CopLink
DE gets booking 8 film cads Form IV sent by Pie-
Booking the prior day & mods .IMS en ESAD
transaction for tach (contains booking Of only)-1MS
a.umuletes ESADk processas doily (extracts full
'booking and 'other' data front various1MS mord
Wen), than sends two data files to HE via FIP -HE
process transfoons and sends In CopLink ste*g
SeNtt
mao and cutside law
criMrcement agencies
Cow-
27
High
Incoming -
ESADs;
Outgoing -
Oats is
awes.. in.
two files •
CPLNKBD &
CPLNKOD
Yes
Oally Processing
Daily -
Runs at
10:00arn
<500/Day
X
BE to _IMS &
RdS to RE to
CapLink
CopLink is a
data repository
queried by law
enforcement
officers in the
field; the
product also
provides lb&
melysis and
other
inv.tigalive
toots
—This may be
e product
interface/
1/14132
IMS & CopLiok
Same deln mamas es above except done for bookings
in thelMS active database that meet archiving Criterin
(i.e., not the most recent booking feu Me person AND
Ale booking rele.c dale is mote than Into years ago)
MCSO and outside law
enforcement agencies
Core-
28
Law
SKW two data
filis -
CPLNKIID
end
CPLNKOD
Y.
1MS Monthly
PuMe i
Archiving
Process
Monthly
Usually
7.000-
10,000
bookings/
MO
X
MS to
Ceplink
C.sidued
'Low'
complexity
because only
OW selection
criteria is
different; dm
too data fifes
have identical
strum...
the daily files
— This may be
a product
internee?
I/F-033
IMS &IPCS
ALS sends inmate booking info to IFCS
—
Detention, SIMS
Interne
bat
Mod
Mod
BOOK-Snot
as for
transaction to
ERR
Yes
Booking final
acceplaom
1 per
booking
3000tlay
X
X
IMS lo1FCS
Internal - may
go away with
integrated
solution
ISO processes BOOK tI000dLli011
I11-034
1MS & IECS
RAS sends inmate classification info to ffiCS
SIMS - Workbox
Inferno
I-06
Low
Low
CLAS
You
Mien date
eltanle1
X
X
MS lolFCS
Internnl - may
go away with
integrated
sotution
—
If CS processes CLAS transaction
SERIAL 171006-CI
ro
•
'uterine f
Deseri, lion
Primary
interna
I-07
...or
ig
Trnos ID)
th,,,,,..
DK
v
Trigger Logic
Freoume
,
Vol
DII1ECIION
Systems
in-.A...„1
Comments
11F-035
JMS & 1FCS
MS sends housing assignment 81 housing change info
to IFCS
Infante Funds
Low
Low
HODS
Yes
Housing
transaction in
.IMS
As needed
X
x
Tha to IFCS
Interns) - may
go away with
integrated
solution
IFCS prOCeSSts HOGS transaction
llF-036
MAXI:Fr-5, & WIMP
JAIS sends an imnate's LOIS number info to ITCS
1FCS process. LNPR transaction
Inmate Foods & SIMS -
Workbox
Intern&
1.03
-
Low
Low
1.10011
Y.
When LEM II is
received in .1MS
or when data
changes
X
X
IMS to WES
& WIMP
Internal - may '
go away with
integrated
sohnion
11F-037
JMS,WCS, & WIMP
JIMS sends inmate opca bolds/charges Sags to IFCS
SIMS - Workbox
Intern.
I-09
Low
Low
0110C
To
When Mon
dung.
X
X
IMS to IFCS
& WIMP
lotunal - may
go away with
Integrated
solution
IFCS process. 0110C transaction
UP-038
IMS. Ins, k WIMP
27017 10010 inmme sootier sentenon ptomain update to
IFCS
SENS -Workboa
Interim
1-10
Low
Low
SCHD
To
When data
&anal
X
X
3015 10 IFCS
& WIMP
Internal -may
go away with
integrated
sohnlon • •
MC'S processes SCHD transaMion
w-o39
•
ms, ircs, & WIMP
JMS sends inmatennek furlough/on& release info to
IFCS
--
IFCS processes STAT transaction
SPAS - %Abuse
Illema
I-11
Low
Low
STAT
Tfcs
When data
changes
x
X
MS to IFCS
& WIMP
Internal -may
go away with
integrated
solution
I/1-040
•
IMS & WIMP
1MS sends inmato Inca: assignment info to IFCS
SIMS - Workbox
Interim
1-12
Low
Low
CIFG
You
When data
changes
X
X
IMS to
WIMP
Internal • may
go away seils
integrated
solution
/PCS processes CLFG transaction
IfF-041,
-
-
•
MIS, 1FCS, & WIMP
•
ASS sends i 0111131C projected release dee, wads rums
restrictions, dietary restrictions, end intrude Oahu info
to 11(27
Canteen & SIMS -
Workbox
Interna
1-13
High
High
PROI, WORK,
SESTI1F04 (in
TFCS)
Yes
When status,
projected r-deasi
±00 00
restricting.
change
X
X
fnIS to IFCS
& WIMP
Internal - may
go away with
integrated
solution
IFCS proctors IF04 transactions
SERIAL 171006-CI
111
_ Interface/
Nom Pero
ffeseription
primary
s•o•jrmd•e
Intents
1-14
,...pgaa
17
Trans ID f
n.ne
NE
,
Trigger Logic
Fs-mine.
v -
Volum
DIRECT 014
System
sminlopq
. Comment;
01-042
1MS &1FCS
JMS sends message to 1FCS that daily billing,
computation process is complete
---
IFCS begins process to Mien ine per diem status and
indigent pants (medical & canteen) for Omni.
/MS &IFCS
Loss
Med
DUNI]
Yes
When BIT010
(daily hiding
compute)
process is
completed
Only-
After
midnight
X
X
1MS to IFCS
In lanai - may
go away with
integated
solution
TIP-043
TouchPay Lobby Kiosks.
Ffft, or Websile
TonehP ay sends mit li. inquisy to 11el5 to verify
inmate is still in custody -11,13 sesponds yes/no
Toed:may
Core-
29
Med
SKIP
Yes
User initiates
depash proass
1 prt
deposit
request
490-
500/Day
X
Triochimy to
1342 &1343
to TouckPay
TouchPay
session is
ended if
inmate has
been released
or is not found
in 10.10
1fF-044
TouchPay LObby Kiosks,
IVES, or Websitc
ToochPay sends real time inquiry to IFCS to verify
inmate account is available for deposits - IFCS
msponits yesino
Touchpay
Core-
30
Med
TP01
Yes
Uscr initiates
deposit process
Ipso
deposit
request
400-
300/13ay
X
Toockpay lo
IFCS, IFCS
to Touchpay
TouchPay
session is
ended if
inmate account
It not found in
1FCS
Note 11029
TPI2 am alike,
the difference
is the $ OLIKE
of funds
IlP-043
TooehPay lobby Kiosks,
IVR, or Welmite
When deposit is accepted, TouchPay scads deposit info
to 1FCS - 1FCS and posts deposit amosmt to inmates
individual host acconnt
Toochpay
Core-
31
Med
TP02
Yes
After TouchPay
has aecepted the
deposit
I per
deposit
request
400-
300/Nay
X
Touchpay to
IFCS
Holm 11.02 &
1112 are alike,
the difference
is the source
of fun&
SF-046
TouchPay
TormliPay tenth IFCS deposits range inquiry. 0-CS
/woods with list of all TPOT and TPI2 deposits
recorded in 1FCS For the datehime nova - TouchPay
servos iies berme making deposit
Touchily
Core-
32
Med
TP03
Yes
Teuchpay
yetification
process
1 or mote
pesday
liday
X
Touchpay to
IFCS.ITCS
to Touthply
IN-047
TouchPay
TooroPay sends IFCS bank deposit info, including
total deposit E111011111 and range of deposits included -
0-CS Mr each individual deposit
Touchpay
Core-
33
Med
1104
Yes
Toochpay
deposit lobar&
process
1 pm day
liday
X
Toachpay to
IFCS, 1FCS
10 Touchpay
Sheriff
Finance uses
this info to
reconcile
deposits
VF-943
TouchPuy
ToucliPay scads /FCS info on voided bank deposit -
IFCSMCCISGS Bog on each deposit
To ii i hpay
Core-
34
Med
TPOS
Yes
Touchpay undo
deposit
As needed
Rarely
(if ever)
X
Tourism to
:PCS, 1FCS
to Tonchpay
Dac to The
moncilistion
that occurs
dosing TP02 &
1103
processing. the
SERIAL 171006-CT
II)
•
Interface/
'Frig.
_Bath
Description
Primary
rtrattehnlirer
Miaow
0
Trans ID /
Annie
BE
1
Triage, Ingle
Frequent
'Pothole
DIRECTION
SylitMI
ig, tv.ia
Cow:neat,
bank deposit
(TP04) is
almady
Verified.
1/F-Da0
SAP Business 0/11E
Accounting System
WCS sends inmate account, ledger and cash storage
location data to SAP - Used to 'wood le inmate ftmd
account activity between the two systems
MCSO Finance
Interns
1-15
High
PM
Daily processing
Daily
X
!ICS to SAP
Internal - may
go away with
integrated
solution
I,7-050
SAi' Basin.: One
Accounting System
SAP sends check numbers, voided checks and AP
reversal data to IFCS - StOf et disbursement details with
inmate bust account transactions
MCSO Finance
Immo
1-16
High
Yes
After
transactions are
processed in
SAP
As needed
X
SAP to ITCS
internal - may
go away with
integrated
solution
liT-051
Chase Bank
Bank Reconciliation Report - Used to reconcile SAP
checking aCCount transactions will bank
Shetiff Finance
COM-
35
Mod
Reconciliattho
File
Yes
MCS) rculves
file from Chase
Daily
(Business
Days
Only)
025/Day
X
Chase Bank
to SAP
"Standard'
File (nal
customized for
MCSO)
11F-052
RAS, 17E, County Final.
(OnBase linsging Sysiem)
1MS tends bond/fine receipts data ta County Pi mace -
our Inmsferras to cream image of receipt that goes
into the Comity Chasse system
-
County finance &
Clerk of Court
Colt-
36
Low
BOZO
Yes
Bond/Fins
receipt created
As created
501thry
X
.1MS to BE to
County
Finance
(OnBase
System)
Thrill
collects 13/F
receipts AND
voids then
Sends to OET
For daily
processing.
No lone is
created if
there's a
receipt & a
void root
specific
hanstmtiOn
DE also sends
A summary
report for each
day.
I/F•053
INS, BE, County Finance
(OnBase Imaging System)
1MS sends electronic data for raided hood/fine receipts
County Finance &
Cie& of Court
Cow-
37
Low
PONT
Yes
Bond/Fine
receipt voided
As voided
c 5/day
X
DAS to STE in
County
Finance
(Online
System)
Ito voict was
processed in a
prior daYS
lunch, OFT
Ins a process
to manually
MEM image
from OnBase
1/T-054
IMS & IFCS
1MS sends release info to IFCS - Release notice Mato
IFCS to prepare in close inmate account
Inmate Ftmds
Interns
1-17
Low
RELE
Yes
Release
complided in
INS
1 &aqua
bookiog
X
1MS to IFCS
internal - may
go sway viith
integrated
solution
SERIAL 171006-CI
ID
Interface /
Mem Farb
Description
Primary
stemludite
Intents
MR
m.grart
tv
Trans ID /
Cr vim
nE
y
Trigger Logic
Prequenc
Whole
DIRECTION
Systems
•.,,,,,p,,,e
Comments
IfF-05S '
JRIS &IFCS
ASP/ADOC hansfer infommtion - Used to process
funds disburscremts for inmates transfertIng to DOC
bunate Funds
Mod
1FITR12005-
DES00601
end
DES006UT
Yes
Daily Files
Dimly
X
DdS to 'PCS
&IFCS to
DAS
Internal -may
go away with
integrated
solution
IfF-056
Tonchpay Release Cards &
IFCS
IFC5 sends bausetion to TouchPay In not op debit
card when inmate funds mu loon minded
Inmate Release
owe-
59
Med
1P20
Yes
inmate release
process initiated
I per
release
request
750fday
X
WC'S to
Touch-Pay
IN-051
Totrolipay Release Cards &
/PCS
TouchPay verifies with debit rani vendor (Nu mi
Financial) then ssnds LFCS a &hit nand number for the
Inmate being released
Inmate Release
Core-
39
Low
TP21
Ycs
Numi Financial
approves debit
card processing
1 pet
release
request
250/day
X
ToneltPay to
IFCS
VF-058
.
Nund Financial, RE, &
!PCS
Muni sends file to IFCS -Name, lest four digits of
car& end S mounts ars matched ageiut specilie fiends
release records in IFCS
Shetiff FillellOe
C41. -
4a
Mod
Reconciliation
File
Y.
File =bred
froroNomi
Daily-
Runs at
ROCIarn
(banking
days only)
300/Day
X
Mimi to IIE
to 1FCS
Report Is sem
tu FTP server.
Men ILE pulls
and eonverts
for pro.sslog
by IFCS
1/F-059
/FLE dr DE
IFCS initint. mnall to MCSO Inmate Accounting
mailbox (via 2E) skiing thal Nonni reconciliation
processed correctly moron - includes transaction &trek
and total amoubifor dee mconeilistitm
Sher/finnan.
Core-
91
Med
IIE
Yes
IFCS completes
Numi
reconciliation
process
Doily-
Runs at
9.00am
(banking
days only)
I/Dny
X
MS lo RE
If daily totals
do not balance
(Nuoti &
IFCS), then
Finesse stall
reviews
transactions be
iedividusl
inmate Into
accounts to
reconcile &ror
repasts issuc to
vendor
00-060
MS & MCAO PleK
(Mark:ape County
Attorneys OLE. -
Prosecutor by Knomi
050e90
IMS sends hooking dam, including demographics,
Bins, etc - Used by MCAO to establish booking end
charge information m te case in PM:
County Atty
Com.
.12
I lir9i
BOOK,
CHRG, ARST,
AKAS, SMTS,
IDE°. LINK,
CHM, CHRB,
DRNO,
BOND,
ARAD, CLIST,
HOLD
Yes
Whet n booking
is completed end
data Ls sent horn
Pre-Booking to
DAS
Iron oral
Innisastion
s per
hookin' g
1.800/wk
tyro,
111200
individual
trumaction
0
X
11,15 toPbX
MCAO
confirmed
MIST &
HOLD
InensaMilens
me no longer
required by
PbK (however,
still being wet
to RE)
1/F4k51
1MS & MCAO PbK
/MS sends fee& release date -only sent when soca
data was previously sent lo MCAO for the booking
County Arty
Core-
43
low
RLSE
Yon
When., inmate
rel.an is
completed in
IMS
I per
release
1,150/wk
x
MIS to PbK
SERIAL 171006-C1
III
Interim:0
Mao Fsch
Description
Prininry
cistiebnider
Cote-
44
ovniteer
rr
Trans ED/
Heene
IIE
a
Trimer Logic
Frequent
v
Volume
IJIISECflON
Systems
r „„1,„1
Comments
I/F462
IMS & iCIS-NG (Cowl
System)
iCIS-NO sends new end updated info for scheduled
Cowl events .- Used to update court events MIMS
(existing ICTIS Scheduled Court Events (5CEY) Feed)
Superior Count
High
SCEV
Yes
When court
even'm ere
completed in
1515-110
I per court
event
scheduled
X
iCIS to IMS
Was
previously
implemented
tints cogently
mind off dna
to limitations
in Legacy
IMS. The
New NS
must track
multiple future
vaunt events
for each
inmates court
easels).
I/F-063
IMS & iCIS-NG
ICE-NO sends ease and change data to1MS - Used to
update charges in IMS (existing ICES File-a-Case
(FACE) Feed)
Superior Coort
Coos-
45
High
1105
Yes
Chergcs are
updated in iCIS-
NO
1 per coon
case tiling
150/Day
'
X
1C1S-NO to
.1145
Was
previously
implemented,
but Ls cunently
tooled off due
to issues with
the data The
New BIS
mug update
pre-filing
(arrest)
charges with
chaqms
actually filed
by MCAO
I/5-064
iCIE-NG, EH &MCSO
PIP Saver
Comis sends neleme candidata report to 11E in Xlv11,
DE mavens to PDF and foments to SIMS vie FTP
Superior Coon & SIMS
Core-
46
Low
Release
Candidate
Report (from
iCIS-NC.)
Yes
Daily processing
Daily
Daily
X
I1I5-140.
DE, &
MCSOFTP
Server
Pent of
'FlImilla.
processing
(who needs to
be hanipmied
to court dm
next day.
wheorwheve)
DF-065
HAS & iC1S-NG
IMS sends updated Custody steins infuse/nit (1) on
inmate is scheduled for release, (2) an inmate Is
released from MCSO ougody, (3) a booking 'geoid is
linked, dclinked, or Winked to a LFSIS It, OK (1) two
LUIS records arc combined
Superior Court
Core-
47
Mad
COST
Yes
When an inmate
is being released
&Jon when them
a change to the
association of a
booking number
to a LEES
number, (me
description)
1 per
release or
Any
chorine to
booking ti
association
to LEM 4
300/Day
X
IMS to IC'S
A LEI IS
number is a
unique
'person'
number in
Legacy EMS
based on
fingerprints to
establish
positive ID.
After positive
11D, the
inmates
cunual
booking is
SERIAL 171006-CI
ID
Interfoce f
non. Farb
Dneription
Primary
Sulolinlarr
th.p..,
II
Trans m /
Ou,n,
IRE
Q
MK! er Luzir
Frequoic
v
- Valosot
DIRECTION
Systems
,, Ka
Comments
—I
linked III
nos, or
existing LEDS
record.
I/1-066
1MS & APETS
RYIS sends booking and release &ram statewide Adult
Probation system
Adult Proton nn
Corc•
.19
Mod
bkYYTYMM
DD
Yes
Llaily processing
Daily
600/Day
X
lialS to
APETS
APF.I'S
Mull
Probation
Saterprise
Tracking
System
(statewide
syelern)
I.0,067
1145 & DE (LOIS
Integredina Engine)
IMS seods tile vnth bookings and Mk—Ise-I tolIR daily
Comes, AOC
Cott-
49
Low
bkYV(YMM
DI)
Yes
Daily processing
Daily
600/Day
X
INIS to DE lo
/CIS and HE
to AOC
LIE forwards
to iCIS via
F7P, also
0000001 to
XML for AOC
(Az
Administrative
Office of the
CooriS)
15P-0611
IRISIdostware
IMS sends PDF 'Defendant Roster' . repent
Olt= of Public Defender
Svcs
Cob-
50
Low
DER095.0T
Yes
Daily processing
Daily
X
1MS en
IRIS/lustanr
IF-069
RIR
IMS seeds booking, housing, Cold reltaSe daln to
'Oche= EHR
ELSE
Core-
51
High
BOOK, HODS,
RELP
Yes
Alter initial
booking,
housing
assignment,
release is
scheduled dor or
v&en dins
changes
I set ulna
lansaction
a pa
booking or
release
1,100Avk
X
DAS lo FAR
TranSartiorts
are the sante as
sent 10 IFCS,
01, & Seamus
(TAW by
the ICJIS
Intemmion
Es,4ne)
VE-070
11)4S & MIR
llvIS sends beokingfrelease, Ilium, and charge d'art°
1:11R
CHS
Cow-
52
Mod
'
VALO
Traratealons
Yes
Hooking slip is
printed urtinol
release is
compkted
Each
booking or
mica.
600/day
'
X
DAS to EHR
TechCare
ERR forwards
VALO dais ter
Mery
Moneopo
(formerly
celled the
..state hospital'
feed)
17-071
RAS & EHR
EHR sends General Medical Info, Medical Clearance
for Wort,' & Special Diem infn In }MS
11.43
Core-
53
mod
Ellnica
9)04(112041
DIJDI
You
When sheath's
review is
caupleted
Lyon
health
review
1,800Ayk
X
EHRMIMS
SERIAL 171006-CI
US
'Interface/
Th. P.M
Desesdints
Primary
Staltrheafter
co.-
54
on-h4
15
Timms ID/
_n,,,,,,
DE
,
•
Trigger Logic
Frew:Leer
y
Volume
•
DIRECTION
SYsfens
insyrhyd
ComMen
1111-071
1MS, DE, & ENR
/MS sends raw data Res for COS via FTP to DE
CHOICES
High
AL BE, CH,
DN, IA, MC
OF, RE, SR, &
WM
Transactions
Yes
Daily Processing
Daily
X
1M1 to IIE
Ms MP),
then to EHR
1/F-073
ThIS le CHS FTP Sen•er
1MS sends various reports 00/ are on the WS web
mports list, RFP Exhibit 9A)
015
Core-
55
Med
(22) PDF
Reports
Yes
Daily me-ening
Daily
22 PDF
Reports /
Day
X
1111 LOCHS
FTP Server
UF-074
NS Ai DE
IMS sends liccultvorn Extract file to IIE weekly
County Mgr -Justice
Systems Planning
Corn-
ss
Low
DEX130TXT
Yes
Weekly
ro«ssing
Weekly
(on
%does&
)0
IC
1MS to ILE
fLE forwards
to the County
Manages
ODice -
Mstice
Systems
Planning as an
email
1/F-071
1MS
IMS prepares monthly Recidivism Extract' for 1SP to
pickup
County Mgr - Justice
Systems Planning
Cote-
$7
Low
DEX110 &
0E5(111
(Programs)
No
Moodily
processing
Monthly
0
WS to
Thomb Chive
ThIS its TIE
Ruda
Systems
Planning
person COMeo
over with e
thumb drive -
Now beIng
revised (per
Terry)
TIE forwards
to County
Attorney no an
uneil
1/7-076
1MS & DE
JMS sends 112tIonthly Summary of Felony Booking
Stets file to ED
County Atty
Cote-
58
Low
DE21261.0T
Yes
Monthly
processing
Moodily
IIP-077
1MS, 11E, & iCLS-NG
ILISF/2005 -1MS sends frIc wah SID, PK LEDS, &
booking numbers for Inmates released
1CJIS, Coons
Core-
59
Mod
DEX200 - Data
file for Courts
'Strip CMS,
input MSF
Queue'
Yet
Daily Batch
Nauss
OCISFTRN)
Daily (I))
2:00ma
0
1MS FlPs to
DE, then to
ICIS-NG
I16-078
IMS,110, &ICLS-ND
/UST/2007 -IMS sends Courts "ydobal imarstody list'
with names, Identifying numbers, plus booking,
release. end next court daleshintes, court code, and
release indicator to 1TE via FTP
ICES. Courts
Core-
60
Mod
0E5(525 -
Cream data
file for iCIS-
NO
You
•
Daily Batch
ProCaS
(ICISTIRD)
Daily @
5:O4/pro
X
IMS VIPs to
11E, then to
iC1S.NO
Part of
'Herr Ile
process-on -
Courts uses to
create Rekese
Candidate
Report (per
Tom (i) -See
5IF.064 above
IN-079
DOC (AZ Dept. of
Onrections) AIMS System
-
1MS receives listing of Convicted Felons for Visitation
Exception En (for trYperson visits at IOW facility)
DOC
Core-
61
Low
Dals File
No
RrEGIV4I Inn
DOC
Monthly
7,100/rno
AIMS In
IMS
DOC is
emently
implementing
their new
'AIMS?'
application
SERIAL 571006-CI
DO
Interface i
Ilia TrA
Deseriplion
Primary
Salo !Inkier
Core-
62
0,,,,,,on
4'
Tram ID /
tame
TOE
9
Trigger Logic
"""'
Volume
DIRECTION
SY"''''
s,,,,,,,,
Comments
67-0130
OBTS (Mender Based
Tracking System)
1MS seods names, aliases, identifying risrmbers, D013s,
etc. daily for in-corIndy, positively flYd inmates only
ogrs 1Jscos (statewide)
High
OBTS (0101,
0104, 0108.
011C, 0I10,
011S)
Yes
Messages seni la
queue too
•ddichangektelet
es ro R111010,
0(111020,
0(111725,
11111070,
11101035
Daily
batch
sends out
all
messnes
az 600pin
X
5112 10
OBTS (via
LIPS ACJIS)
OBTS is a
State system
Note: MCSO
may ehaage lo
sending
fransseadS
teal-time
instead of as a
batch
10,081
US Social Stonily
Administration
1MS report of all persons in custody at any time daring
prior month - Used by SSA to identify persons not
enli001 In benefits
US SSA
Corn-
63
MM
DEXOSSULTX
T
No
End of month
processing
Monthly
VIP
upload of
Dam
17,000
monis/
monthly
Me
II
1MS lo SSA
Website for
VIP Upload
111,-032
AZ Dept of Economic
Sonority
/MS monthly reports of persons in custody 0 any nose
during prior month -CD hand delivered quarterly &
annually - Used by A2 DEB to identify persons not
entitled to unemployment &far food stamps benefits
AZ DES
Core
64
w
DEXOSSULTX
T
No
End ofmonth
protsaing
Monthly
Film DO
CD
17,03
IttOrai
monthly
file
5
1MS lo DES
- CDs hard-
delivered
quarterly and
annually
Quarterly CD
includes (3)
files, one for
each month in
the quarter,
Annual CD
includes 02)
H., one ler
tech month in
the year
1/F•083
AHCCCS (Adana I lealth
Care Cost Containment
System)
1MS sends booking & mlease info (rot last 24 hours)
Used to kkntify persons to remove from or add back
into AHCCCS berwfits rolls
AI1CCCS
Corn
SO
Mod
Daily Batch
File
es
Daily File
Daily at
4:00pm
400/day
MIS to
AlICCCS
VF-084
ASD (Arieona State
University)
RAS sends data for 'mons booked an certain ARS
codes that ere violafions of ASI1 Student Code of
Conduct
Arizona Slate University
Core
66
Low
ASUI
Ye
1MS sends real
Moo. TIE
accumulates &
sends daily
report
Daily
1MS to AS ll
Used by the
ASU Office of
Student Rights
itcsportsibilllie
s to take
apprepiate
action
. Bp:WIRED. INTERFACES_ FOR NEW . TM& 50L1TTION: : (These intektices do no
. . .. . . . . .
:iiiirOtly exixt-*itli 1..igacy .11148)
' ..• , .r. -
• - . : - : • • * • . - -=
- - . -
. :
0f10-0115
IningeWere MugShot in
New .11.45
Mugshot Image -Send in Now 1MS
New 11AS
Cote-
67
Mod
New liderface
Yet
Inmate mugshot
is taken
As needed
3000bay
X
Legney1MS
&abase does
not More
inugshot
iinag. (or
pointers)
— This only be
a product
interface
SERIAL 171006,c1
ID
Interface f
lista ' eh_
Description
Primary
_StakehnIdtt
Coo-
61
Cia.diat
to
Trays AN
Outs./
IlE
/
Thum-Logic
Fsequenc
•
Volume
DIRECTION
Systems
1,,,,,,l,d
v
Comments
1/1-096
Just. ce Web Interface (JW1)
For Iriggaing events New 1145 mil automatically
Is ick-MI set of ACHS (pieties (vials/7D • As individual
responses.: Famed in .IMS, each must la rade/ to
die correct (initiating) Der (DRAY')
RAS lfsers Mintage,
Release, Visitation
Hijs
ACAS Queries,
ACQW, DCQ1,
011Q), DO,
KQ, AHQ11,
AHSR, APOQ
Yes
I:looking:,
Releases, In-
Person Visitors
al Facility,
Addition of
SEVERVAlias
info
1 sel of
queeity per
triggering
event
Est OD -
1,200/Day,
Est
Replica--
7200-I/Da
r
X
IMS lo
AC115 (via
ISVD, ACES
MIMS {via
1W1)
Nolci All
eases ACJIS
queries will be
processed
dimelly
through MI
Also, male
triggering
camLl may
only require a
subset of de
ACES queries
listed
I/E-687
Amine WM Interface OVill
Users iniliale AC1LS Lbot gamy (received via AVI)-
IRIS respond5 with requested dela (sad vialWfj.
ACliS Dun
Coo-
69
Iliga
ACilS Queries:
LEJS,111311,
Lms. UP 10,
UDV, LID73,
LIND, 1JSM
Yes
New IMS
receives /lax
query from
ACIIS
M
received
X
AC115 to
ThIS Ma
IWO, -RAS lb
ACM (vie
IN'])
Neve RAS may
:DO require
outgoing
'DOWN'
Inirtmotion lo
notify ACJ15
when Me
system is
down
111-011
iCIS-NO
D ispositim and Serameing -This data is already
available ihrmigh ICJI5 {DAS Feed), has is not
currently sent to Legacy DAS
SuperiorCourt
Corn-
70
Hies
DAN-New
Interface
Yes
Sp:Mlle charges
for a case arc
adjudicated
As
received
X
iCIS•NG to
IMS
1/9-0g9
iCIS-ND, EbK, War MIS-
Itistwisre Sydern
Attorneys assigned lo mud cases -Ibis data is already
available llvough ICI'S {ASA Feed), boils nor
cursedly sent lo Leg:ay:MS
MIS°, Cnty Any, Sup.
CI, & Ore of Pub. Def.
Svcs
Coro-
71
Mod
ASA - New
Interface
Yet
An attorney is
assigned toa
case,. the
assiDsed
ettOroey for the
else is changed
As
received
71
iCIS-NG to
1MS, PbK lo
1MS, Nor
IRIalustmas-
c lo IMS
. OPTIONAL INTERFACES: (Desired
. .
.
.
for Future Use)
• .
.
.
. •
lice-ease medical oppoialameR info from EHR &
respond if math-am/isle
CHS, ISICSO
High
New 'M.P.:
?at
When CH 5 staff
schedules or
changes an
innards medical
appointment
As needed
71
,
11110 lo/MS.
NIS la ERR
Generally,
mart
moil/Ma:Ms
/save
scheduling
priority,
however,
certain
medical
appointments
may have
higixst
priority (e g ,
dialysis)
N-11F-01
1/Hit
N-1/F-01
Ellit.
Receive inmate medical hansom-smite requests
amt.:Laically Lions Ci IS
CBS, MCSO
Low
New Intrzfece
Yes
When inmate
medical
lonosporlation is
needed
As needed
X
EITRIollvIS
SERIAL 171006-CI
ID
Dm. Etch
Description
Primary
ceakehntdcr
°sonnet
te
Trims ID/
oiteoc
115
7
Trigger Logic
Freguene
v
Volume
DIRECTION
Systems
sny0k„.4
. Casement!
N-17-03
EHR
Sendaccaive info dont certain physician enders
dectronicelly (subject to LIDA& COOBilailiS)
CBS, MCSO
Mod
New Interface
boo
Warn physic.
order meets
selection crileria
As needed
X
EHRM WS,
and EMS to
FHA
N-11P-1t4
FAR
Effluence data exchange with TechCere F HE to Include
sending: Mimes, release date% charge data, Molect
crimin' el activity Eng, FTA score (flight risk) and
criminal activity (ree: divisin risk) moms, and miser
data as makoested
CLIS ERR
High
New interface
Yes
'MD
As needed
X
EAR to INS,
end IMS lo
FAR
N-PF-05
iC1S-N10 (Cearts)
Child Supped Payment Processing Info - Clerk of
Coed dam required for inmate release
Clerk of Court, WS°
Release
Mod
New Interface
Yes
Daily Repast?
x
iCLS-NG to
INS
Atteinediscly,
n two-way
veryfrestwirde
exchange
IIMS to iCIS-
NG to IMSTI
N-15,06
iCiS-NG
Enhance data mehange with Clerk of Court io include:
(I) Add booking P 10 bond Pincosetit inf.. ( 2). sand
doily ti monthly reports for MI boaddine payments
renited to MCSO, (3) Seed report when imams
released from jail still have 11100Cilify saintinco(c,g„
restitution owed), (4) Wm data as requested
ank of COWL
'High
New Interface
Yes
Daily & moninlY
repents: As bend
payment arc
mocessed; otter
X
iCIS-NG to
INS, IMS to
iC1S-NO
Nd/F-Ol
AEMS2 - DOC% New
System
Notiec from DOC of inlaidon about -10 complete their
sentence
MCSO, BCC
Low
New Interface
You
Eketsodia File
Doily oe
Weekly?
x
AiM2 to
INS
N-&F-08
id-tdS1
Pelmet datn.elsange wish DOC in incDde (1)
Sendilleccive alerts data, (2) Send notification of
inmates ready for transfer with response to send nn "r'
Alto (3) Send MSC .1111113.5 nod identifiers (FWD,
(ID, PEN,- etc), (4) Send additional photos {DOC only
gain the fusl one now), (5) SeadIREeive notes about
confinements, ay., NM MD% tiro.. d., ((t) untsr dmit
ar mcgmmed
DOC
High
New Interface
YU'
'MD
As needed
X
A1142 to
1MS. EMS to
A1MS2
SERIAL 171006-CI
ID
Interface /
ilzt. Freh
Description
Primary
Slat/choir),
(ennuis
7
Trans ID /
_Amine
11K
it
Trigger Logic
Frequent
v
Volume
DIRECTION
Symms
ig1„,1
Comments
N-I/F.09
Blue Team
JISIS sends PREA ond usc of force incidents dela to
MCSO's Prof Standards Buseau software (Bloc Tram.
IA Pro. ET Posh
Prof Standards Bureau,
Early lotmention
High
New Interface
TB
D
Vibes PREA or
use of force
incident data is
entered inio New
DAS
As needed
X
N-LE- i 0
Power School
.IMS sends inmate dam to Povecr School fnr rostan.
atterdance and gooks tracking
Form. Plograrns
High
tin,. Intestate
Yes
Daily processing
Daily
X
thl/F-11
Inmate Self-Sereice Kiosks
IMS interfaces with Inmate Self. Service Kiosks (in
Pods) -VIII bc uscd fin gricvances, canteen orders.
trust account balance and release dale queries. de
Inmates, plus De Bolton &
Canteen SDIT
High
Neve lolerfsce
Yes
"
Tves-vray
Iransactiorn
similar In
TouchPay
Lobby Kiosk
insert.,
Agenda Item Id:
Item Title
COMPETITION IMPRACTICABLE CONTRACT WITH TANTUS SOLUTIONS GROUP, INC. FOR SYSTEM
INTEGRATION SERVICE FOR THE SHIELD PROJECT
C Number: C-50-17-013-M-00
Action Requested:
Approve the award of a Competition Impracticable contract to Tantus Solutions Group, Inc. for the
provision of integration services related to the implementation of a commercial off-the-shelf (COTS)
New Jail Management System solution (New JMS). The initial contract term is three (3) years
commencing on August 1, 2016 and ending on July 31, 2019. The contract contains options for two (2)
annual renewals. The initial contract value, including estimated travel costs, shall be $3,109,100.00.
Board Required Information:
System integration services are required to coincide with the solicitation process of 17002-RFP for
SHIELD the new Jail Management System (JMS) Project and will continue with the yet to be determined
awarded vendor. All services will be governed by individual task orders that are based upon the needs
of the MCSO and the interaction with the eventual awarded vendor. Services will include gap analysis,
data cleansing and migration, interface requirements and development, knowledge transfer, and related
services.
Additional Information:
Tantus Solutions Group is being recommended for award for this project based on the work that they
previously accomplished for the County under contract 13139-RFP New Jail Management System as a
subcontractor for Syscon Justice Systems. Contract 13139 is being terminated for convenience and is
being replaced by solicitation 17002-RFP SHIELD NewJail Management System. Tantus has completed
numerous tasks that are required for this new solicitation and has great knowledge of MCSO and its
practices.
JMS Software Integration Services
Document ID: 171006-CI
Expenditure Impact By FY:
$3,109,100.00 Total
Estimated breakdown:
FY2017: $372,246
FY2018: $1,194,364
FY2019: $1,194,364
FY2020: $348,126
Item Notes:
(8/31/2016 3:49:13 PM) - Step: arkOfBrd
User: Juanita Garza
Response: APPROVE
(8/31/2016 3:39:00 PM) - Step: OMB
User: Cindy Goelz
Response: APPROVE
Cornments:
Recommend approval.
(8/26/2016 1:16:30 PM) - Step: CountyAtty
User: Michelle Wood
Response: APPROVE
Comments:
Approved, per RPennington.
(8/26/2016 12:46:48 PM) - Comments From Randall Pennington
Recommend approval.
(8/19/2016 11:32:12 AM) - Step: OMB_C2
User: Lauren Cochran
Response: APPROVE
Comments:
Recommend approval.
(8/18/2016 3:34:08 PM) - Step: MtIsMgt
User: Kevin Tyne
Response: APPROVE
(8/18/2016 12:04:43 PM) - Step: 0MB_C1
User: Kirstin Chernin
Response: APPROVE
Corn merits:
Approve
(8/18/2016 11:46:33 AM) - Step: OET
User: Richard McHattie
Response: APPROVE
(8/18/2016 8:52:13 AM) - Step: DepartmentChief
User: Michele Vendredi
Response: APPROVE
(8/17/2016 9:22:31 PM) - Step: DeptHeaci
User: LeeAnn Bohn
Response: APPROVE
(8/17/2016 11:20:23 AM) - Step: DeptCoor
User: Suzanne Baier
Response: APPROVE
(8/15/2016 2:16:18 PM) - Step: Originator
User: Amanda Dalton
Response: APPROVE
Is there a Financial Impact?
yes
FY
Bgt
PAS
Fund
Agency
Dept
Org.
Object
Sub-
Obj
$Amount
Rept.
Cat.
Prjt
Code
2017
Y
I IAR
440
N/A
D470
4715
TB D
TBD
$372,246
N/A
J M IS
2018
Y
I IAR
440
N/A
0470
4715
TBD
TBD
$1,194,364
N/A
JMIS
2019
Y
IIAR
440
N/A
D470
4715
TBD
TB D
$1,194,364
N/A
JM IS
2020
Y
i IAR
440
N/A
D470
4715
TB D
TB D
$348426
N/A
JM IS
Is there related Managing for Results information?
yes
Program
Activity
Performance/Demand
Measure
Anticipated Results
Custody Management
Inmate Intake and Release
If of inmates assigned to
housing or released
Provide proper and
efficient acceptance,
booking, identification,
classification, and release
to inmates so they can be
accurately assigned to jail
facilities, held for other
agencies, or released from
Sheriff's custody.
General item Information
Department: Sheriffs Office
Constellation:
Contact Name: Suzanne R. Baler
Phone Number: 602 -876-1633
Return To: Amanda Dalton
Phone Number: 602 -876 -6856
Location: Supervisors' Auditorium
Board:
Meeting Date: 9/7/2016
item Tracking
Step
Action
User
Date
Originator
APPROVE
Amanda Dalton
8/15/2016 2:16:16 PM
DeptCoor
APPROVE
Suzanne Baler
8/17/2016 11:20:22 AM
DeptHead
APPROVE
LeeAnn Bohn
8/17/2016 9:22:30 PM
DepartmentChief
APPROVE
Michele Vendredi
8/18/2016 8:52:12 AM
OET
APPROVE
Richard McHattie
8/18/2016 11:46:31 AM
MtIsMgt
APPROVE
Kevin Tyne
8/18/2016 3:34:07 PM
Legal
APPROVE
Michelle Wood
8/26/2016 1:16:29 PM
OMB
APPROVE
Cindy Goelz
8/31/2016 3:38:59 PM
CIrkOfBrd
APPROVE
Juanita Garza
8/31/2016 3:49:12 PM
CountyManager
APPROVE
JoAnn Rangel
9/1/2016 10:37:13 AM
Board of Supervisors / Directors Approved on 9/7/2016.