Solicitation WMS -RFP2017 Warrant Management … · Solicitation WMS -RFP2017 Warrant Management...

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Solicitation WMS-RFP2017

Warrant Management System

Bid Designation: Public

Contra Costa County

Bid WMS-RFP2017Contra Costa County

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66

Bid WMS-RFP2017


Bid Number WMS -RFP2017

Bid Title Warrant Management System

Bid Start Date May 2, 2017 11:10:20 AM PDT

Bid End Date Jun 9, 2017 3:00:00 PM PDT

Question & Answer

End Date May 29, 2017 8:30:00 PM PDT

Bid Contact DESBELE GEBRE

Senior Buyer

Contra Costa County Purchasing

[email protected]

Prices Good for 6 months

Pre-Bid Conference May 12, 2017 10:00:00 AM PDT (Online)

Attendance is optional

Bid Comments 1. IntentContra Costa County Department of Information Technology (DoIT) is seeking proposals from qualified and

experienced firms to provide replacement of legacy Warrant Management System as further detailed in this Request for Proposal (RFP).

2. Acceptance of Terms and ConditionsBidders will accept the entirety of the Terms and Conditions of Contra Costa County. See attached.

PLEASE READ THE REQUEST FOR PROPOSAL (RFP) IN ITS ENTIRETY.

Item Response Form

Item WMS-RFP2017--01 -01 - Warrant Management System

Quantity 1 job

Unit Price

Delivery Location Contra Costa County

To Be Provided

Various Locations within

Contra Costa County

Martinez CA 94553

Qty 1

DescriptionSee Price Proposal.


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Request for Proposal

WMS–RFP2017


Contra Costa County

Solicitation Number WMS–RFP2017

Solicitation Title Warrant Management System

Release of RFP May 1, 2017

Pre-proposal Conference May 12, 2017 10:00 - 11:00 AM Pacific Standard Time

Deadline for Submission of Questions May 29, 2017 03:00 PM Pacific Standard Time

Solicitation End Date June 09, 2017 03:00 PM Pacific Standard Time

Solicitation Contact Desbele Gebre, Buyer II; Purchasing


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Table of Contents

INTRODUCTION ................................................................................................................................ 1

LETTER OF INTENT ................................................................................................................................ 1

BIDSYNC™ ......................................................................................................................................... 1

PROJECT TIMELINE ............................................................................................................................... 1

PRE-PROPOSAL CONFERENCE ................................................................................................................. 2

CORRESPONDENCE ............................................................................................................................... 2

QUESTIONS ........................................................................................................................................ 2

CONTRACT DURATION .......................................................................................................................... 2

CONTINGENCIES .................................................................................................................................. 2

MODIFICATIONS .................................................................................................................................. 2

NEGOTIATIONS ................................................................................................................................ 2

FINAL AUTHORITY ............................................................................................................................ 3

PROPOSAL SUBMISSION .................................................................................................................... 3

1.12.1. Preparation ............................................................................................................................. 3

1.12.2. Requirement/Specification Responses .................................................................................... 3

1.12.3. Completeness .......................................................................................................................... 5

1.12.4. Acceptance/Rejection ............................................................................................................. 5

1.12.5. File Format .............................................................................................................................. 5

1.12.6. Inclusion in Contract ............................................................................................................... 6

1.12.7. Additional Files ....................................................................................................................... 6

MULTIPLE RESPONSE SUBMISSIONS .................................................................................................... 6

PROPOSAL EVALUATION .................................................................................................................... 6

1.14.1. Phase I: RFP Response Review ................................................................................................ 6

1.14.2. Phase II: Evaluation of Proposals ............................................................................................ 6

1.14.3. Phase III: County Visit ............................................................................................................. 7

1.14.4. Phase IV: Client Visits .............................................................................................................. 7

1.14.5. Phase V: Comprehensive Evaluation of Proposal .................................................................... 8

1.14.6. Phase VI: 30-Day Product Evaluation Period .......................................................................... 8

CONTRACT AWARD .......................................................................................................................... 8

DISPUTES RELATING TO PROPOSAL PROCESS AND AWARD ....................................................................... 9

NEWS RELEASES .............................................................................................................................. 9

CONCEPTUAL SYSTEM DESIGN ............................................................................................................ 9

PRODUCT EVALUATION PERIOD ........................................................................................................ 11

COMPANY SUMMARY ..................................................................................................................... 11

1.20.1. About Your Company ............................................................................................................ 11

1.20.2. RFP Contact ........................................................................................................................... 13

PROPOSAL OVERVIEW .................................................................................................................... 14

PRODUCT OFFERINGS ......................................................................................................................... 14

PROJECT REFERENCES ......................................................................................................................... 19


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SYSTEM INFRASTRUCTURE & PERFORMANCE ................................................................................ 24

INFRASTRUCTURE ............................................................................................................................... 24

INFRASTRUCTURE SECURITY ................................................................................................................. 25

DESKTOP SPECIFICATIONS .................................................................................................................... 27

MOBILE USER DEVICE ........................................................................................................................ 28

PROPOSED SOLUTION PERFORMANCE – PEAK LOAD RESPONSE TIME........................................................... 28

APPLICATION SPECIFICATIONS ....................................................................................................... 31

AGENCIES AND USERS......................................................................................................................... 31

USER AUDIT LOG ............................................................................................................................... 32

USER INTERFACE & INPUT FORMS/SCREENS ........................................................................................... 34

4.3.1. Navigation ............................................................................................................................ 34

4.3.2. Searching for Warrants and People ...................................................................................... 35

4.3.3. Data Entry – Defaults ............................................................................................................ 37

4.3.4. Data Entry – Allowable Formats ........................................................................................... 37

4.3.5. Data Entry - Other ................................................................................................................. 38

WARRANT WORKFLOW ...................................................................................................................... 40

4.4.1. Warrant Authorizations ........................................................................................................ 40

4.4.2. Due Diligence ........................................................................................................................ 41

4.4.3. Warrant Entry ....................................................................................................................... 42

4.4.4. Warrant Status & Stage ........................................................................................................ 43

4.4.5. Warrant Sealing .................................................................................................................... 45

PROPOSED SOLUTION REPORTS ............................................................................................................ 47

4.5.1. Report Writer Tools............................................................................................................... 47

4.5.2. Requesting/Running/ Reports............................................................................................... 47

4.5.3. Required Reports .................................................................................................................. 48

4.5.4. Warrant Documents ............................................................................................................. 49

AGENCY/SYSTEM-LEVEL CONFIGURATIONS .................................................................................... 51

REFERENCE DATA AND PICK LISTS ......................................................................................................... 51

WARRANT ASSIGNMENT & AGENCY BEATS ............................................................................................ 51

CONFIGURABLE SCREEN FIELD FORMATS, EDITS, AND VALIDATIONS ............................................................ 53

AUTOMATED ADVISEMENTS ................................................................................................................ 55

INTERFACES WITH EXTERNAL SYSTEMS .......................................................................................... 58

COURT INTERFACE ............................................................................................................................. 58

CLETS INTERFACE ............................................................................................................................. 58

6.2.1. CLETS Workflow Transactions ............................................................................................... 59

6.2.2. Wanted Person System ......................................................................................................... 61

LOCAL LAW ENFORCEMENT AGENCY INTERFACES ..................................................................................... 62

IMPLEMENTATION ......................................................................................................................... 64

LEGACY DATA MIGRATION ............................................................................................................. 69


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SYSTEM MAINTENANCE & SUPPORT .............................................................................................. 74

BUSINESS RESUMPTION ...................................................................................................................... 76

SOFTWARE UPDATE PROCESS............................................................................................................... 77

PROPOSER MANAGED NCIC DATA UPDATES ....................................................................................... 78

SYSTEMS BACKUPS ............................................................................................................................. 79

PRICING .......................................................................................................................................... 81

APPENDIX A - RFP TERMS ............................................................................................................... 84

APPENDIX B – WARRANT DOCUMENT EXAMPLES .......................................................................... 92

DUE DILIGENCE ............................................................................................................................. 92

NOTICE WARRANT OF ARREST ......................................................................................................... 93

WARRANT ABSTRACT ..................................................................................................................... 94

WARRANT INFORMATION ................................................................................................................ 95

WARRANT INFORMATION SHEET ...................................................................................................... 96

WARRANT (CARD) RECORD ............................................................................................................. 97

WARRANT SUMMARY ................................................................................................................... 100

APPENDIX C – LETTER OF INTENT ................................................................................................. 101


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INTRODUCTION

The County of Contra Costa, California is seeking a system to replace its legacy Warrant

Management System (WMS). The Legacy WMS has reached the end of its production life cycle.

The replacement Warrant Management System (WMS) (hereafter referred to as “Proposed

Solution”) must be highly available, web-based, multi-User/multi-Agency, and in a CJIS/NCIC

compliant-hosted environment. The Legacy WMS operates on an IBM Application System/400

(AS400), 2009 hardware and software (IBM operating system I5/OS V5R4). The system

manages court-ordered warrants and provides the ability to print and transmit warrant-related

documentation. The system provides each Contra Costa County law enforcement agency

(approximately 26) the ability to input and search warrant information.

The Legacy WMS server is hosted at a County facility. Our preference is to have the Proposed

Solution require much less support and maintenance by County staff. The Proposed Solution

could range from the PROPOSER supporting the Proposed Solution housed in a County facility

to a remotely-hosted solution.

Letter of Intent

The County requires all bid submitters to provide a signed Letter of Intent (see 13 Appendix C –

Letter of Intent). This letter confirms the PROPOSER’S intention to enter into a binding

Equipment, Software, and Services Agreement with the County of Contra Costa if selected.

BidSync™

Anyone wishing to participate in the RFP process must download the RFP, monitor BidSync™ for

notifications and modifications, and post their responses on this site. Contact BidSync™

customer service if you need technical assistance with the site: [email protected] or call

+1(800) 990-9339.

Project Timeline

May 1, 2017 Release of RFP

May 12, 2017 Pre-proposal Conference at 10:00 – 11:00 Pacific Standard Time

May 29, 2017 Deadline for Submission of Questions

June 02, 2017 County Issues Response to Questions

June 09, 2017 Deadline for Proposal Submission 03:00 Pacific Standard Time

June 23, 2017 Presentations/Site Visits at the County’s Discretion

June 26, 2017 Intent to Award / Proposed Solution Evaluation & Contract Negotiation

August 08, 2017 Tentative Date of Notification of Award


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Pre-Proposal Conference

The County will host an optional Pre-Proposal conference via an on-line meeting (web

meeting/conference call). All interested parties are encouraged to attend. The on-line meeting will

be hosted by the purchasing agent. To receive an invitation; send an e-mail to

[email protected] with a subject of “WMS-RFP2017 – Pre-Proposal Conference” at

least two working days before the conference. Submit any questions that you might have about

the RFP two days before the call (see Section1.6 below) to allow the RFP team time to prepare

answers before the Pre-Proposal Conference. If time permits, additional questions will be allowed

at the end of the conference.

Correspondence

As of the issuance of this RFP, PROPOSERS are specifically directed not to contact County

personnel for meetings, conferences, or technical discussions related to this RFP. Failure to

adhere to this policy may result in disqualification.

Questions

All questions regarding the proposal will be submitted through the BidSync™ website only. All

questions submitted before the Deadline for Submission Questions (see Section 1.3) will be

answered and disseminated to those registered on the BidSync™ website. The County will

attempt to answer questions submitted two days before the Pre-Proposal Conference.

Contract Duration

Initial Agreement term is five (5) years.

Contingencies

This Request for Proposal (RFP) does not commit Contra Costa County to award an agreement.

The County reserves the right to accept or reject any or all proposals or portions of proposals if

the County determines it is in the best interest of the County to do so.

Modifications

The County reserves the right to issue addenda or amendments to this RFP. Minor modifications

may be made at the discretion of the County. Any modification will be posted on the BidSync™

site.

Negotiations

The County may require the PROPOSER to participate in negotiations, including milestones and

deliverables, and to submit revisions of their proposals as may result from negotiations.


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Final Authority

The final authority to award an agreement for this RFP rests with the Purchasing Agent and the

Contra Costa County Board of Supervisors.

Proposal Submission

Interested and qualified PROPOSERS are invited to submit a proposal for consideration after

submitting a properly signed Letter of Intent (see Section 1.1). Submission of a proposal indicates

that the PROPOSER has read and understands the entire RFP including all appendixes,

attachments, exhibits, schedules, and addendum (as applicable) and all concerns regarding the

RFP have been satisfied.

To be considered, all proposals must be submitted in the manner set forth in this proposal. It is

the PROPOSER’s responsibility to ensure that its proposal is successfully uploaded to BidSync™

on or before the Deadline for Proposal Submission (see Section 1.3 ). Hard-copy/paper and

facsimile-transmitted proposals will not be accepted. Proposals received after the deadline will be

considered "LATE" and will receive no further consideration

1.12.1. Preparation

Proposals are to be prepared simply and economically, in such a way as to provide a

straightforward, concise description of Proposed Solution capabilities to satisfy the requirements

of this RFP. Emphasis should be concentrated on providing complete, concise and credible

answers to the RFP Questionnaire.

Regardless of how a PROPOSER chooses to subdivide the tasks, the PROPOSER shall

ultimately be responsible for ensuring a response to all aspects of this document in a consistent

manner. In any case where the PROPOSER finds a section and another to conflict on a given

specification, the PROPOSER shall point out the perceived conflict in their requirement response

and adhere to the more stringent of the specifications.

If the PROPOSER determines it is necessary to subcontract one or more parts of the project, the

PROPOSER is responsible for the response, and will be the contract party if awarded the

Contract.

1.12.2. Requirement/Specification Responses

Most requirements require you to enter two responses:

1. Each response must include a Rating Code to summarize the textual response.

2. Each response must include a textual description of how the rating is achieved. All

requirements must be responded to in clear concise language. The textual response

should not be a reference to another document. A clear reference to another RFP

requirement is allowed; however, the response must include a summary of the material

referenced.


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Statements such as “will attempt to provide” or “shall be available in a future release” will be

evaluated as non-responsive. If features will be provided in a subsequent release, the appropriate

Rating Code should be selected and the release number and release date must be provided in

the textual response. Any additional cost to the County that is associated with acquiring that

release must be clearly identified in the cost section of the response including a reference to the

specific Requirement Identification Number (RIN). If a cost is not identified in the cost section, the

PROPOSER is providing the change for no additional charge.

The following is a list of the Rating Codes and their definitions.

Rating Code Description

EXCEED-CV The current version of the Proposed Solution fulfills all requirements of the

specification as stated without change to the Proposed Solution (other than

configuration described in the requirement response) and provides additional

capabilities that exceed the specification.

This rating shall only be used when there is clear demonstration of providing

additional capacity, functionality, or service than the requirement outlines. The

PROPOSER is cautioned against choosing this Rating Code excessively. The

response shall include a description explaining how compliance is achieved and

the additional functionality that justifies the exceeds rating.

COMPLY-CV The current version of the Proposed Solution fulfills all requirements of the

specification as stated without change to Proposed Solution (other than

configuration described in the proposal response) The response shall include a

description explaining how compliance is achieved.

COMPLY-NC The current version of the Proposed Solution will be modified to fulfill all

requirements described in the specification at no additional cost to the County.

The response shall include a description explaining how compliance is achieved,

the scope of the revision, and the target release number. The PROPOSER must

ensure that the change is incorporated into the core product so that future releases

of the Proposed Solution will continue to support the modified feature or

functionality.

COMPLY-AC The current version of the Proposed Solution will be modified to fulfill all

requirements described in the specification.

The response shall include a description explaining how compliance is achieved,

the scope of the revision, the target release number, and the additional cost to the

County. The PROPOSER must ensure that the change is incorporated into the

core product so that future releases of the Proposed Solution will continue to

support the modified feature or functionality.

The cost must also be itemized in the pricing section and must reference the

Requirement Identification Number (RIN). If a cost is not identified in the cost


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section, the PROPOSER is providing the change for no additional charge.

SUBSTITUTION The Proposed Solution does not comply with the specification, but includes an

alternate method to accomplish the desired intent of the specification. The

alternate method is described in the textual description.

This rating shall be used when the PROPOSER understands the requirement, but

is proposing an alternate method that accomplishes the objectives of the

specification in a different way. The substitution shall clearly state the advantages

and disadvantages of the SUBSTITUTION versus the documented requirement.

The PROPOSER must support the alternate manner in future releases of the

Proposed Solution.

Any additional cost must also be itemized in the pricing section and must reference

the Requirement Identification Number (RIN). If a cost is not identified in the cost

section, the PROPOSER is providing the change for no additional charge.

EXCEPTION The feature, functionality, service, or requirement will not be provided because of

the reason provided in the textual description. The PROPOSER shall only use this

Rating Code if they cannot classify their response to the specification via one of the

other Rating Codes. Note, even exception responses will be reviewed. Therefore, it

is best to clarify why an exception was taken. If the reasoning is found persuasive,

the response could be interpreted positively.

1.12.3. Completeness

To assure that all PROPOSER responses receive a fair and complete evaluation, the County

requires PROPOSERS to completely answer all questions and provide all requested information.

PROPOSERS are requested to provide complete information, including any limitations of their

system, to allow the County to understand the product offering of each PROPOSER. Proposals

must be complete in all respects as required in this section. A proposal may not be considered if it

is conditional or incomplete.

1.12.4. Acceptance/Rejection

Proposals shall remain open, valid, and subject to acceptance anytime within one hundred and

eighty (180) calendar days after the proposal opening.

The County reserves the right to reject any and all proposals or portions of proposals or

alternates received by reasons of this request, to negotiate separately with any source

whatsoever in any manner necessary to serve its interests.

1.12.5. File Format

All proposal response materials submitted should be the same format as they were originally

published, i.e., DOCX, XLXS, etc., not PDF.


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1.12.6. Inclusion in Contract

The County intends to incorporate the requirements set forth in this RFP into the acceptance

criteria of any subsequent contract. Prepare your responses clearly, concisely, and factually.

1.12.7. Additional Files

In addition to returning each of the documents the County has published, the response should

include a file containing the proposed Schedule and a separate document for any supporting

materials such as product documentation or advertising materials.

Multiple Response Submissions

Each PROPOSER can make multiple submissions; however, each submission must be

independent from any other submission. No references between the documents can be made.

Failure to comply with this requirement could result in all responses received from the

PROPOSER being rejected.

Proposal Evaluation

1.14.1. Phase I: RFP Response Review

The purpose of this phase is to determine if the proposal is responsive to permit a complete

evaluation. The County will review proposals for completeness and compliance with the

requirements of the RFP. Proposals that are declared insufficient will be ineligible for further

consideration.

All proposals received on time that are considered responsive will receive a comprehensive, fair,

and impartial evaluation. The purpose of this section is to provide PROPOSERS with a general

overview of the evaluation methodology that the County will use in selecting the best product for

our business need.

All proposals will be subject to the standard review process by a County Evaluation Committee as

described in this RFP. The committee will be comprised of appropriate County personnel from

multiple stakeholder departments, with the appropriate experience and/or knowledge, striving to

ensure that the committee is balanced.

No proposal shall be rejected if it contains a minor irregularity, defect, or variation, if the

irregularity, defect, or variation is considered by the County to be immaterial or inconsequential.

In such cases, the PROPOSER will be notified of the deficiency in the proposal and given an

opportunity to correct the irregularity, defect, or variation, or the County may elect to waive the

deficiency and accept the proposal.

1.14.2. Phase II: Evaluation of Proposals

Proposals that are declared responsive (those that successfully pass Phase I) will be further

evaluated by a selection committee. This phase will be based solely on the proposals submitted

in response to the RFP.


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The purpose of this phase is to:

1. Determine which Proposed Solution best meets the technical and functional needs of the County.

2. The County will determine which PROPOSERS possess the management, resources, and technical capabilities to meet the needs of the County. This determination includes an evaluation, based on the Proposed Solution, of the PROPOSERS’ ability to fulfill the needs of the County effectively and economically.

The County realizes that factors other than price are important. Price will not be the sole factor

upon which the County's decision to award is based. Award may be based on unit prices or

cumulative totals or upon other considerations. The County will make the award based upon the

proposal, which best meets its needs. The County may reject any or all proposals, any portion of

a proposal, and may waive any informality or immaterial irregularities in a proposal.

a. PROPOSER’S qualifications and experience in providing these services;

b. PROPOSER’S proposed plan to achieve the Scope of Work;

c. Probable life of the product;

d. Life cycle cost;

e. Range of features;

f. Service, maintenance, and support;

g. Integration with other systems;

h. Risk reduction;

i. Cost/payment options;

j. System attributes;

k. Ease of use;

l. Ability to enhance software to add features or make modifications; and

m. Any other relevant factors as identified by the County.

1.14.3. Phase III: County Visit

Using the results from Phase II, the County may require the PROPOSER to attend a meeting at

County facilities to discuss the specific needs of the Contra Costa County. Subsequently, the

County may require the PROPOSER to demonstrate their Proposed Solution at a County facility

to validate the capabilities described in the proposal and the Proposed Solution's ability to meet

County requirements. The proposed project manager and key project personnel must be present

during the meeting and demonstration.

1.14.4. Phase IV: Client Visits

Using the results from Phase III, the County may request one or more of the PROPOSERS to

arrange on-site visits to one or more of the PROPOSER’S clients currently using the products

proposed by the PROPOSER. The County shall assume the cost of meals, lodging, and

transportation for County members of the visiting party.


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The County may interview and/or visit the client site suggested by the PROPOSER. However, the

County reserves the right to also interview and/or visit any of the PROPOSER’S current or former

clients prior to making a final selection.

1.14.5. Phase V: Comprehensive Evaluation of Proposal

Based on the results of all prior phases, the County will evaluate each PROPOSER’S Proposed

Solution. The County reserves the right to select the most qualified PROPOSER based solely on

the written proposal, without interviewing the PROPOSER or other clients, or without product

demonstrations.

The County reserves the right to award a contract to the PROPOSER who, in the sole judgment

of the County, meets all needs and requirements of the County. If no PROPOSER meets all

needs and requirements of the County, the County reserves the right to award a contract to the

PROPOSER who, in the sole judgment of the County, is most willing and best capable of

providing a solution to meet the County's needs in a cost-efficient manner.

The County reserves the right to reject any or all proposals, to waive minor irregularities in said

proposals, and to negotiate changes with the PROPOSER. The County shall be the sole judge of

the materiality of any defect or irregularity in the proposal.

1.14.6. Phase VI: 30-Day Product Evaluation Period

The County plans to conduct a 30-day, no-cost evaluation period. During this time, the County,

with the PROPOSER’s assistance, will test the Proposed Solution to verify that it meets all RFP

requirements marked as “EXCEED-CV”, “COMPLY-CV”, or “SUBSTITUTION” as applicable.

Contract Award

Contract(s) will be awarded based on a competitive selection of proposals received. A

recommendation will be made to the Board of Supervisors. The Board makes the ultimate

determination regarding award of contract. The contents of the proposal will become contractual

obligations and failure to accept these obligations in a contract may result in cancellation of the

award. A copy of the County’s Standard Equipment, Software, and Services Agreement is

provided as part of the Letter of Intent; this County’s Standard Equipment, Software, and Services

Agreement is provided for your review only.

Cost of service is an important factor in the evaluation process, but the County is not obligated to

accept the lowest cost proposal. Ability to provide a quality service in a timely manner at a low or

reasonable cost in accordance with the RFP requirements is critical to a successful proposal.


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Disputes Relating to Proposal Process and Award

In the event a dispute arises concerning the proposal process prior to the award of a contract, the

party wishing resolution of the dispute shall submit a request in writing to the Purchasing Agent.

PROPOSER may appeal the recommended award or denial of award, provided the following

stipulations are met:

1. Appeal must be in writing.

2. Must be submitted within ten (10) calendar days of the date of notification to award.

3. An appeal of a denial of award can only be brought on the following grounds:

a. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

b. There has been a violation of conflict of interest as provided by California Government Code Section 87100 et seq.

c. A violation of State or Federal law.

Appeals will not be accepted for any other reasons than those stated above. All appeals must be

sent to:

Desbele Gebre, Buyer II Contra Costa County Purchasing 255 Glacier Drive Martinez CA, 94553

The County Purchasing Agent shall decide concerning the appeal, and notify the PROPOSER

making the appeal, within a reasonable timeframe prior to the tentatively scheduled date for

awarding the contract. The decision of the County Purchasing Agent shall be deemed final.

News Releases

News releases pertaining to the award resulting from this document shall not be made without

prior written approval of the issuing office.

Conceptual System Design

The Proposed Solution must be in a CJIS/NCIC-compliant data center that a variety of Users

from multiple agencies access on a 24/7 basis. The following diagram is a high-level conceptual

system design for the Proposed Solution. Deviations and further detailed drawings shall be

included in the response in the appropriate sections.


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Production Server

Application Administrators

Agency Administrators

Read Only Access

CCC VPN

Training

Backup Server

Primary Site Alternate Site

Read Only Access Read Only Access


DB Sync

Test

County Agency RMS’s


Read Only Access Read Only Access Data

Entry

CLETS

External RMS’s

Level II Switch


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Five classifications of User Types are used in this document.

User Types Definition

User/Users Have the authority to use the Proposed Solution and may have additional

authorities of other User Types listed below. Users may be authorized to work

in one or more Agencies and may have different authorities in each Agency.

Application

Administrators

Have highest level of privileges on the Proposed Solution, have all capabilities

listed for all other User Types as well as additional privileges related to system

configuration, maintenance, and operation such as maintaining Reference

Data, adding and removing all types of Users and tracking the Proposed

Solutions performance.

Agency

Administrator

Are allowed to maintain Agency defined settings like Agency-specific

Reference Data, Agency configuration setting/options, and Reports.

Additionally, Agency Administrators maintain User accounts in their assigned

Agency(ies), and reset User passwords in their assigned Agency, etc.

Read-Only

Access

Are allowed to search and view warrant data, but do not have modification

rights. These Users will include individuals such as; district attorneys, public

defenders, correctional officers as well as DOJ staff.

Product Evaluation Period

Are you willing to provide the County a 30-day, no-cost evaluation period of the Proposed

Solution?

Choose an item.

Company Summary

1.20.1. About Your Company

Enter the following information about your Company:

Company Name Click or tap here to enter text.

Federal Employer Identification Number Click or tap here to enter text.

Headquarters Location Click or tap here to enter text.

Year Established Click or tap here to enter text.

Parent Company Click or tap here to enter text.

Select your Company ownership/legal entity: Choose an item.

Enter a brief history of your Company.


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Click or tap here to enter text.

Enter a brief description of your Company's experience with Warrant Management Systems:


List all your business partnerships, relationships, affiliations, subsidiaries, certified solutions

provider, hosting partner, etc.


Enter your revenues for the past three years:

Gross Revenue Net Revenue

Revenue (in 1,000s) for 2015 Click or tap here to enter text. Click or tap here to enter text.



Enter the number of non-support full-time employees and contractors (by their location) currently

employed by your Company.

Location # of Employees # of Contractors City, State, Country





















Enter the number of support full-time employees and contractors (by their location) currently

employed by your Company.

Location # of Employees # of Contractors City, State, Country

















Click or tap here to Click or tap here Click or tap here Click or tap here to enter


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enter text. to enter text. to enter text. text.

Describe the primary product line of your business. Include in your description whether the

Proposed Solution is in your primary product line.


Expanding on the previous question, describe any other products offered by your Company that

are not described in the previous question and are not being proposed in response to this RFP.


If your proposal is a multi-Company proposal, identify the Company providing each

product/service element, otherwise enter “N/A” as your response.


1.20.2. RFP Contact

Enter the following information for the person that will serve as your Company’s primary contact

with the County for this RFP:

Contact Information

Name Click or tap here to enter text.

Job Title Click or tap here to enter text.

Mailing Address Click or tap here to enter text.

Telephone Number Click or tap here to enter text.

E-mail Address Click or tap here to enter text.


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Proposal Overview

The questions in this section of the RFP are intended to gather a high-level description of the

solution being proposed.

Product Offerings

Provide the following information for each of the proposed products. If the proposed products are

offered as an integrated suite, as opposed to individually licensed products, then only complete

this section for Product 1. For example, if your Company offers a Public-warrant-search portal

product and it is not included in the standard product offering, then list it as a separate product.

Product 1

Product Name Click or tap here to enter text.

Product Version Click or tap here to enter text.

Years Offered Click or tap here to enter text.

Previous Product Name (if applicable) Click or tap here to enter text.

Previous Product Owner (if applicable) Click or tap here to enter text.

Number of Major Releases (to-date) Click or tap here to enter text.

Date of Last Major Release Click or tap here to enter text.

Date of Next Major Release Click or tap here to enter text.

Percent of Time Release Targets Met Click or tap here to enter text.

Average Release Delay in Days Click or tap here to enter text.

Age (in months) when a release is no longer supported


State (e.g., in design, in developments, in testing, in production) of Proposed Version


Release Date of Proposed Version Click or tap here to enter text.

Clients currently using Click or tap here to enter text.

Clients currently implementing Click or tap here to enter text.

Abandoned and/or De-implementations Click or tap here to enter text.

Contract Negotiations Underway Click or tap here to enter text.


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Product 2





















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Product 3





















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Product 4





















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Project References

Provide client references for the solution you are proposing as a response to this RFP. Use

California clients if possible. At least one reference should be an Agency of similar size to Contra

Costa County.

Contra Costa County Jurisdiction Population as of 2015: 1,126,745

2015 Warrants1 Issued: 18,802

Number of User Accounts Accessing/Updating Warrants: 306

Enter the following information about your client references. A minimum of three references that

are currently using the Proposed Solution are required. The first reference listed should be the

most similar reference based upon the statistics provided above.

Proposed Solution Client Reference 1

Client’s Agency Name Click or tap here to enter text.

Client’s Jurisdiction Click or tap here to enter text.

Client’s State Click or tap here to enter text.

Jurisdiction Population Click or tap here to enter text.

Annual Warrants Issued Click or tap here to enter text.

Client Contact Person Click or tap here to enter text.

Client Contact’s Job Title Click or tap here to enter text.

Client Contact’s Telephone Click or tap here to enter text.

Client Contact’s E-mail Click or tap here to enter text.



Product Installed Date Click or tap here to enter text.

Product Installed Location Click or tap here to enter text.

Name any Subcontractors Click or tap here to enter text.

1 Warrant statistical information is releasable per Government Code Section 6254 - Public Records Act.


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Brief Description of Project Click or tap here to enter text.


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Provide two client references for previous data conversion projects that were of similar size as

Contra Costa County. (See Section 8.) Legacy Data Migration for County data conversion

statistics.

Client 1 Client 2

Agency Name Click or tap here to enter text. Click or tap here to enter text.

Jurisdiction Click or tap here to enter text. Click or tap here to enter text.

Jurisdiction Population Click or tap here to enter text. Click or tap here to enter text.

Annual Warrants Issued Click or tap here to enter text. Click or tap here to enter text.

Total Users Click or tap here to enter text. Click or tap here to enter text.

Approximate number of records converted

Click or tap here to enter text. Click or tap here to enter text.

Contact Person Click or tap here to enter text. Click or tap here to enter text.

Contact’s Job Title Click or tap here to enter text. Click or tap here to enter text.

Contact’s Telephone Click or tap here to enter text. Click or tap here to enter text.

Contact’s E-mail Click or tap here to enter text. Click or tap here to enter text.

Data Conversion Date Click or tap here to enter text. Click or tap here to enter text.

Data Conversion Period

(years of data)


Work Time of Conversion (weeks)



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System Infrastructure & Performance

The County prefers that the Proposed Solution be a PROPOSER-hosted Solution. The County

will consider a County-hosted Solution. All Proposed Solutions must meet the following

requirements with CJIS security requirements being a mandatory requirement.

Infrastructure

RIN 301 Primary Site Server

The primary-site server will be the one most commonly used to run the solution proposed. The

PROPOSER shall describe in detail the Proposed Solution including the location for installation. If

your Proposed Solution includes County-hosting, PROPOSER must validate/certify the County-

hosted infrastructure to ensure it meets PROPOSER’s requirements for the Proposed Solution.

The County-hosted Proposed Solution infrastructure (e.g., hardware, operating system, required

software (e.g., the SFTP, database, network access, etc.) must be confirmed ready by

PROPOSER before installing the Proposed Solution.

Rating Code: Choose an item.


RIN 302 Alternate Site Server

The alternate-site server will be a duplicate of the Primary Site server with the exception that it

will be housed at another physical location to isolate it from natural disasters or failures of that

nature. The PROPOSER shall describe in detail the Proposed Solution including the location for

installation and how it will be monitored and maintained.



RIN 303 Training Instance

The County requires a supported copy of the Proposed Solution for training that is independent of

the Production system as much as possible without requiring an additional server. The

PROPOSER shall describe in detail the Proposed Solution including the location for installation,

and what, if any, dependencies exist between it and the Production copy of the Proposed

Solution.




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RIN 304 Test Instance

The Proposed Solution must include a copy for testing that is independent of the Production

system as much as possible without requiring an additional server. The PROPOSER shall

describe in detail the Proposed Solution including the location for installation, and what, if any,

dependencies exist between it and the Production copy of the Proposed Solution.



RIN 305 Proposed Operating System

If you are proposing a County-hosted and County-maintained server, it must be a Microsoft

Windows Server. What specific server operating system is being proposed?



RIN 306 Proposed Database

If you are proposing a County-hosted and County-maintained database, it must be a Microsoft

SQL Server database. What specific database is being proposed?



RIN 307 Proposed Web Server

If you are proposing a County-hosted and County-maintained web server, it must be a Microsoft

IIS web server. What specific Web Server is being proposed?



Infrastructure Security

RIN 308 Virus and Malware Prevention

The PROPOSER must describe what steps would be utilized to assist in preventing virus and

Malware attacks.




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RIN 309 Multi-User Environment

The Proposed Solution must be available in a multi-User environment and provide data locking or

buffering routines to prevent the loss of information by simultaneous updates.



RIN 310 County Security Standards

The Proposed Solution must allow Users to comply with the County security program that is

based upon the ISO 17799 standard (now known as ISO 27002), using the NIST 800 series

where applicable. http://www.co.contra-costa.ca.us/index.Asp?nid=668.



RIN 311 FBI CJIS Security Policy

The Proposed Solution must comply with the FBI CJIS Security Policy http://www.fbi.gov/about-

us/cjis/cjis-security-policy-resource-center/view.



RIN 312 CLETS Policies, Practices, and Procedures

The Proposed Solution must comply with the CLETS Policies, Practices, and Procedures

http://ag.ca.gov/meetings/pdf/102908_PPPs.pdf.



RIN 313 System Access

All access attempts to the Proposed Solution must be logged and retained for 12 months. List the

data elements (i.e., originating IP, date, time, etc.) that are logged during access attempts.



RIN 314 Secure Access

Describe how remote firewall agencies and/or Users gain secured access to the Proposed

Solution over the public network, and how these methods meet the FBI CJIS Security Policy.

Also, include the basic mechanisms the proposed product(s) uses to communicate over the

network (TCP/IP is expected).


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http://www.co.contra-costa.ca.us/index.Asp?nid=668

http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view

http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view

http://ag.ca.gov/meetings/pdf/102908_PPPs.pdf

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Desktop Specifications

RIN 315 Preferred Browser

The Proposed Solution should be browser independent. "Browser Independent" means that the

Proposed Solution works equally well (Fully Supported) with any of the latest browsers and does

not require a specific browser. State what is the preferred browser and version range supported.



RIN 316 Other Supported Browsers

What other browsers and version ranges are supported?



RIN 317 Browser Plugins

The Proposed Solution should not rely on add-ons or plugins (i.e., Adobe Flash, Microsoft .NET,

SharePoint, Java, etc.). If add-ons or plugins are required mark as EXCEPTION and note the

requirements and the associated version(s).



RIN 318 Standard Monitor Size

The Proposed Solution should provide the ability to see the entire width of a screen/page/form on

a 19-inch standard aspect-ratio (not wide screen) computer monitor using a 1024x768 resolution

with default windows settings, such as font size and scroll bar size, etc., without the need for

scrolling horizontally or vertically.



RIN 319 Recommended Monitor Size

What is the recommended computer monitor size, assuming a 1920x1200 resolution with default

windows settings, such as font size and scroll bar size, etc., without the need for scrolling

horizontally or vertically?


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Mobile User Device

The County is interested in whether the Proposed Solution includes apps for mobile devices.

Describe the alternatives available clearly denoting what is included in the standard offering

versus alternatives that have costs associated with their inclusion in the Proposed Solution.

RIN 320 Mobile Application

Describe what, if any, mobile device features are included in the Proposed Solution specifically

denoting devices that are supported.



RIN 321 Over the Air- Encryption

All data transmitted to a mobile device must be encrypted to at least AES 256-bit. state. What

type of encryption is provided?



RIN 322 Local Encryption

Is any warrant data stored on the mobile devices? If so, it must be encrypted. Describe the

process if applicable.



Proposed Solution Performance – Peak Load Response Time

The Proposed Solution must meet the following response times while under a peak period load.

"Peak load" means 75 Users are using the Proposed Solution to search for warrants and

subjects, create and update warrants, and enter warrant Due Diligence Records. Response time

is measured from the User's perspective; response time is measured from the execution of the

action (i.e., save, next, search, etc.) to the last character received excluding the network time

using the recommended hardware requirement.

RIN 323 Response time – Test Load Generation

Describe how the Proposed Solution will be loaded (simulated User activity) to perform response

time measurement testing.


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RIN 324 Response time – Page/Screen Load

The Proposed Solution must complete a Page/Screen Load during Peak Load in <= 2 seconds.



RIN 325 Response time – Person Record Search

The Proposed Solution must complete a Person Search during Peak Load in <= 4 seconds.



RIN 326 Response time – Warrant Record Search

The Proposed Solution must complete a Warrant Search during Peak Load in <= 4 seconds.



RIN 327 Response time – Next Record

The Proposed Solution must complete a Next record transaction during Peak Load in <= .5

seconds.



RIN 328 Response time – Screen to Screen

The Proposed Solution must complete a screen-to-screen display during Peak Load in <= .5

seconds.



RIN 329 Response time – Save Record

The Proposed Solution must complete a Save transaction during Peak Load in <= 2 seconds.



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RIN 330 Large Search Impact

Describe how the Proposed Solution is designed to ensure a broad search/report request (i.e.,

search for Smith) does not adversely impact the Proposed Solution response time for other

Users.



RIN 331 Proposed Solution Performance - Sizing

The Proposed Solution must be sized to support importing the existing data (from data

conversion) and allow for an annual growth of 5% of both concurrent Users and warrants per year

without having to increase disk space, memory, CPU’s, etc. for at least 5 years.




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Application Specifications

Agencies and Users

The Proposed Solution must provide a hierarchy of Agencies and Users. An Agency may be an

independent Agency (i.e., a city police department within the County) or may be the managing

Agency for multiple Agencies. For example, the Office of the Sheriff is the managing Agency for

several city police departments within the County. Users within the Sheriff’s Office service

warrants for all the Agencies managed by the Sheriff’s Office.

Users may be associated with one or more Agencies. Users in an independent Agency manage

their own warrants. Users in a managing Agency may manage warrants for any of the Agencies

under the jurisdiction of the managing Agency. Other Users (e.g., Department of Justice), may

have limited Read-Only Access to all Agencies warrants.

RIN 401 Multi-Agency Support

The Proposed Solution must be designed to support an unlimited number of Agencies, classify

Agencies as independent, managing/managed, and maintain the Agencies under a managing

Agency. Describe how the Proposed Solution provides System and Agency Administrators the

ability to maintain independent and managing Agencies.



RIN 402 User Accounts - Agency

Each User must be authorized to one or more Agencies. This authorization must restrict User

capabilities to the Agencies to which the User is assigned. For example, a User cannot enter or

update a warrant or run a report for an Agency if they are not authorized to work in the Agency.

Additionally, the Agency authorization must provide additional capabilities (i.e., Read-Only

Access, restrict access to reports, etc.) that define which transactions the User may perform.



RIN 403 User Accounts – Logon

The Proposed Solution must allow multi-Agency Users the ability to manage warrants in more

than one Agency. Describe how the Proposed Solution’s features allow Users to easily work in

more than one Agency. For example, “The User must select an Agency in which to work when

logging into the Proposed Solution and may switch to a different Agency as needed.”, “The User

may filter the warrants for the desired Agency.”, etc.


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RIN 404 User Accounts – User Preferences

The Proposed Solution should provide features that remember and use the User’s preferences.

For example, the default Agency, colors, font size, etc. Describe how the Proposed Solution

maintains User preferences and how the User may change these preferences.



RIN 405 User Accounts – Password Reset

The Proposed Solution should provide Users the ability to reset a forgotten password without

contacting an Agency/Application Administrator. Describe how the User may reset a forgotten

password.



User Audit Log

The Proposed Solution must log User activity. User activity includes searches (criteria), displayed

people, displayed warrants, and User actions (data adds, changes, and deletions). Additionally,

the Proposed Solution should provide Agency and Application Administrators the ability to search,

display, print, copy, and easily export the search results.

RIN 406 Audit Log Data Retention

The Proposed Solution must maintain the audit log data separate from the Warrant data.



RIN 407 Audit Log – Searches & Reports

The Proposed Solution must provide System and Agency Administrators the ability to search the

Audit Log, display the matching record set, and review the details of each User transaction.



RIN 408 Audit Log - User Search Criteria

The Proposed Solution must log warrant search criteria by User ID, Agency, and date and time.


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RIN 409 Audit Log - Warrants Displayed

The Proposed Solution must log warrants displayed by User ID, date, and time.



RIN 410 Audit Log - Warrant Added

The Proposed Solution must log warrants added by User ID, Agency, date, and time.



RIN 411 Audit Log - Warrant Changes

The Proposed Solution must log the history of warrant data changes by User ID, Agency, change

before/after, and change date/time.



RIN 412 Audit Log – Warrant File Attachments

The Proposed Solution must log all actions associated with warrant attachments: who added,

viewed, and deleted an attachment including the User ID, Agency, date, time, and the file name

of the attachment.



RIN 413 Audit Log - Retention Policy

The Proposed Solution must be designed to retain an online (readily available via

reports/searches) Audit Log data for a rolling period of 36 months.




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RIN 414 Audit Log - Archive Access

Log data older than 36 months should be archived for an additional year if it will cause the

performance goals to be unattainable. Archived log data must be accessible within five business

days of being requested.



User Interface & Input Forms/Screens

RIN 415 Standardized Interface

The Proposed Solution must have a consistent and standardized User interface so Users perform

similar and frequently used functions in the same manner on all screens.



4.3.1. Navigation

These requirements cover navigating from field-to-field and screen-to-screen in the Proposed

Solution.

RIN 416 Navigation - General

The Proposed Solution must allow Users to navigate the screens and features quickly and simply

(e.g., select/drop/pull-down menu).



RIN 417 Navigation – via Keyboard

The Proposed Solution should allow Users to navigate the screens and features from their

keyboard (e.g., shortcut keys) without the use of a mouse/pointer device.



RIN 418 Auto Cursor Advance

The Proposed Solution should advance the cursor to the next field when the User types the

maximum characters in each data field.


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4.3.2. Searching for Warrants and People

The Proposed Solution must provide Users the ability to search for people and warrants.

Searches must be easy to perform using appropriate criteria for people and warrant searches.

RIN 419 Searching – Wildcard

The Proposed Solution should provide Users a method to use wildcards to search for people and

warrants. List the search fields (e.g., last name, first name, etc.) that support the use of wildcards.



RIN 420 Searching – Phonetic/Soundex

The Proposed Solution should provide Users an option to perform a phonetic/Soundex search for

things such as names and addresses when the exact spelling is not known. List the search fields

(e.g., last name, first name, etc.) that support the use of phonetic/Soundex searches.



RIN 421 Saved Searches

The Proposed Solution should provide Users the ability to define, save, modify, and execute

saved searches that search for people and warrants.



RIN 422 Search Results

The Proposed Solution must inform the User if no matching records are found, must list (table

format) all matching records found, and should display the appropriate detail screen (i.e., person

record, warrant record, etc.) of the matching record if only one record is found.




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RIN 423 Search Results - Columns

The Proposed Solution should provide Users the ability to specify which columns (fields) appear

in search results (i.e., subject name, driver’s license, gender, race, date of birth, address, docket,

Assigned Agency, etc.).



RIN 424 Search Results - Sort Order

The Proposed Solution should provide Users the ability to specify the sort order of the search

results when specifying the search criteria.



RIN 425 Search Results - Summary Re-sort

The Proposed Solution should provide Users the ability to re-sort search results by selecting one

or more of the column headings.



RIN 426 Search Result Copy

The Proposed Solution must provide Users the ability to copy the search results so it can be

pasted into other documents.



RIN 427 Search Result Export – Summary

The Proposed Solution should provide Users the ability to easily export search results to a User-

specified file format (i.e., text, CSV, tab-delimited, MS Excel, MS Word, etc.). Include the

supported file formats in your response.



RIN 428 Search Result Record Display

The Proposed Solution must provide the User the ability to select a record from the search

results, display the record detail, and perform any task the User is authorized to perform. For

example, if the User selects a warrant from the search-results, the Proposed Solution displays the


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warrant record, and the User selects the Add Due Diligence Record button to add a Due

Diligence Record.



4.3.3. Data Entry – Defaults

The Proposed Solution should provide appropriate default values on screens to simplify data

entry.

RIN 429 Default Date/Time

The Proposed Solution should default the current date and time when creating an event, and

allow the User to change the date and time if desired.



RIN 430 Other Defaults

Describe any other field defaults Application Administrators and Agency Administrators can

configure.



4.3.4. Data Entry – Allowable Formats

RIN 431 Flexible Data Entry

The Proposed Solution should allow Users to enter dates, telephone numbers, social security

numbers, and other fields using multiple standard formats. Examples are shown below:

A valid date may be entered using any of the following date formats: "20170101", "2017-01-01",

"2017/01/01", "01012017", "01-01-2017", "01-01-17", "01/01/2017", and "01/01/17". After

accepting the valid date, the Proposed Solution must convert the date to the standard date format

(e.g., 01/01/2017").

A (North American Numbering Plan) telephone number may be entered using any of the following

formats: "9255551212", "925-555-1212", "925.555.1212", and "(925) 555-1212". After accepting

the valid telephone number, the Proposed Solution must convert the telephone number to the

standard format (e.g., "(925) 555-1212"). The Proposed Solution should have a feature to allow

Users to enter international telephone numbers.

A Social Security number may be entered using the following formats: "123-45-6789" and

"123456789". After accepting the valid Social Security Number, the Proposed Solution must

convert the number to the standard format (e.g., "123-45-6789").


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4.3.5. Data Entry - Other

RIN 432 Juvenile Records

The Proposed Solution must clearly identify juveniles when displaying person and warrant

records.



RIN 433 Pick List – Active Records (Effective Date)

The Proposed Solution should populate Pick List items with time-appropriate values not just the

current active Pick List items; Pick List items should include values that were active at the time

the record occurred, not just values active for the current date and time. For example, a User

adds a Due-Diligence note and backdates the action date to last week, the Proposed Solution

populates the due-diligence note-type Pick List with items that were active on the action date (the

backdated action date is between the effective date and the expiration date or the backdated

action date is on or after the effective date and the expiration date is blank).



RIN 434 Stale-Data Warning

The Proposed Solution should notify the User that the data has changed (become stale) between

the time the User viewed (retrieved) the record and the time the User's change was submitted.

Additionally, the Proposed Solution should allow the User to display the current data and confirm

or cancel his/her update.



RIN 435 Formatted Screen Prints

The Proposed Solution should have an option to print all primary screens (e.g., warrant record,

Due Diligence record, etc.). The print option must produce a printer-friendly format of the screen.

This feature is meant to be used in place of the User doing a “screen print” that may not be

formatted correctly.


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RIN 436 Mandatory Fields – Visual Indication

The Proposed Solution should provide a visual clue so that Users are aware which fields are

mandatory. Describe how mandatory fields are indicated (e.g., by color, capitalization, icons,

etc.).



RIN 437 Non-Unique Identifiers – Visual Indication

The Proposed Solution should provide a visual clue when an identifier (i.e., Social Security

Number, FBI Number, California Driver’s License, AFIS, CII, etc.) is not unique to a person so

that Users are less likely to create duplicate warrant-suspect records. Describe how the Proposed

Solution indicates non-unique identifiers (e.g., by color, icons, etc.)



RIN 438 Screen-Level Help

The Proposed Solution should provide a help feature that allows the Application Administrator to

maintain screen-specific help pages that Users may access as needed. Include in your response

the help document format and how the Application Administrator maintains the help document.

The PROPOSER must provide a migration method or tool that retains screen-specific help pages

entered by the Application Administrator, and allows the Application Administrator to update the

screen-specific help pages with each release.



RIN 439 Field-Level Help

The Proposed Solution should provide field-level help to assist Users as they add and update

Proposed Solution data. The Application Administrator should have the ability to maintain field-

level help for each screen. Examples of field-level help include an icon or link that when selected

displays a help message or a mouse/roll-over feature that display a help message. Describe what

type of field-level help is provided. Include in your response how the Application Administrator

maintains the field-level help messages for each screen. The PROPOSER must provide a

migration method or tool that retains previously entered field-level help messages, and allows the

Application Administrator to update the field-level help pages with each release.


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Warrant Workflow

4.4.1. Warrant Authorizations

RIN 440 Warrant – Originating Agency

The Proposed Solution must require an Originating Agency on all warrants. The Originating

Agency is the Agency that enters the warrant into the Proposed Solution or is the lead law-

enforcement Agency on a warrant entered by the Court. The Incident Report Number belongs to

the Originating Agency.

An Originating Agency can add Due Diligence Records, but cannot update a warrant. Updates

are only allowed by Released-To or Assigned-To Agencies. (See RIN441 for Warrant - Release-

To Agency).



RIN 441 Warrant – Release-To Agency

The Proposed Solution must require a Release-To Agency on all warrants. The Release-To

Agency is the agency responsible for servicing the warrant and can update any information on the

warrant (Status, address, scar/marks/tattoos, etc.). The Release-To agency may be the

Originating Agency or a different Agency.

Note: If the Release-To Agency assigns the warrant to another Agency, then the Release-To

Agency can only add Due Diligence Records to the warrant.



RIN 442 Warrant – Assigned Agency

The Proposed Solution must provide Release-To Agencies the ability to specify an Assigned

Agency when the Warrant Subject is in a different jurisdiction. The Assigned Agency is the

Agency currently responsible for serving the warrant. The Assigned Agency can update any

information on the warrant. Service information (Due Diligence Records) performed on a warrant

by a jurisdiction outside CCC is updated by the Assigned Agency.




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4.4.2. Due Diligence

The Proposed Solution must provide Users a means of entering and viewing Due Diligence

Records. Additionally, the Proposed Solution must automatically create and enter Due Diligence

Records upon certain transactions/events listed in the following requirements:

RIN 443 Due Diligence Records (Notes)

Due Diligence Records document the efforts to serve the warrant and are required for DOJ/FBI

audit purposes. The Proposed Solution must record Attempt Services, the result of those Attempt

Services, CJIS-WPS/NCIC-WPS transactions (entries, modifications, hit confirmations, locates,

cancels, and clear transactions) and all other User and Proposed Solution actions as warrant Due

Diligence Records. Due Diligence Records can be entered by any Agency (Originating,

Released-To or Assigned), but may not be edited or deleted by Users. Due Diligence records

should have a type that is selected from a Pick List.



RIN 444 Due Diligence Record Templates

The Proposed Solution should provide Users the ability to enter a Due Diligence Record quickly

by selecting a template. Example note templates (selected from a Pick List) include, but are not

limited to the following: Attempt Service, Attempt Service Requests, Served, Invalid Address, etc.

The Application Administrators must have the ability to maintain Due Diligence Record templates.



RIN 445 Due Diligence Records -Free Form Text

The Proposed Solution must allow Users to enter free-form text in addition to using Due Diligence

Record Templates. Include in your response any limitations related to the free-form text such as

number of characters, ability to format, etc.



RIN 446 Due Diligence Records - User ID and Time Stamp

The Proposed Solution must log the User ID, the Agency of the User, and the date and time the

Due Diligence Record was added.




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RIN 447 Warrant – Attachments Addition

The Proposed Solution must allow Users to upload files (i.e., photograph, scanned documents,

etc.) and associate the uploaded files with a warrant. Describe the steps necessary to attach files

to a warrant.



RIN 448 Warrant – Attachments Deletion

The Proposed Solution must allow Users to delete one or more warrant attachments. The

Proposed Solution must archive deleted files, and require Users to provide a reason the

attachment was deleted. Describe the steps necessary to delete a warrant attachment.



RIN 449 Warrant - File Attachment Viewing

The Agency restriction must ensure only the Released-To Agency, Assigned Agency and the

Application Administrators can view document(s) attached to the Warrant.



RIN 450 Warrant - Attempt Service Request Logging

The Proposed Solution must log each Attempt-Service Request and add a Due Diligence Record.

The Attempt Service Request must include logging User ID, record timestamp, and a free-form

comment that states why the warrant was not served.



4.4.3. Warrant Entry

RIN 451 Warrant Input

The Proposed Solution must provide Users the ability to manually create and maintain warrants

by keying warrant data into the Proposed Solution.




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RIN 452 Warrant Assignment Changes

The Proposed Solution must provide Users the ability to change the Originating, Released-To

and Assigned Agencies of the warrant. Additionally, the Proposed Solution must require the User

to specify why the Agency was changed and record the reason as a Due Diligence Record.



4.4.4. Warrant Status & Stage

Warrants must have both a Status and Stage. The Status of the warrant indicates whether the

Agency must continue attempting to serve the warrant. If the Warrant Status is active, then the

Assigned Agency must continually attempt to serve the warrant. The Warrant Stage indicates the

current service condition. Both the Warrant Status and Stage restrict what transactions may be

done on the warrant. The table below shows the Legacy WMS status, stage, and allowable next

transactions:

Stage Status Allowable Next Transactions

Active Active Hold, Outstanding, Served, Recalled, and Error

Hold Inactive Reactivated

Outstanding Active Active or Served

Served Inactive Reactivated

Recalled Inactive Reactivated

Error Inactive Reactivated

Reactivated Active None (see Active)

RIN 453 Warrant Stage & Status

The Proposed Solution must support two primary Warrant Status “Active” and “Inactive” as well

as the Active, Hold, Outstanding, Served, Recalled, Error, and Reactivated Stages.



RIN 454 Warrant Stage - Hold

The Proposed Solution must provide Users the ability to place a warrant on hold if the current

Status and Stage allow the transaction. Warrants with a Warrant Stage of Hold are warrants that

cannot, at this time, be served due to a specific reason. When an authorized User changes the


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Warrant Stage to Hold, the User must select a reason the warrant is on Hold, and specify a

follow-up notification date. Additionally, the Proposed Solution should allow the User to enter a

free-form note containing additional information about the warrant Hold. For example, the User

could enter the detention facility name, address, contact person, and telephone number if the

warrant is on Hold because the warrant subject is incarcerated. The hold information provided by

the Users must be recorded as a Due Diligence Record and should be recorded as an

Advisement (deadline to follow-up at a future date).



RIN 455 Warrant Stage - Outstanding

The Proposed Solution must provide Users the ability to record that a warrant is currently being

served (Outstanding) if the current Status and Stage allow the transaction, set the Warrant Stage

to Outstanding, and record a Due Diligence Record.



RIN 456 Warrant Stage - Served

The Proposed Solution must provide Users the ability to record that a warrant was successfully

served if the current Status and Stage allow the serve transaction, set the Warrant Stage to

Served, set the Warrant Status to Inactive, and record a Due Diligence Record regarding the

serving of the warrant.



RIN 457 Warrant Stage - Recalled

The Proposed Solution must provide Users the ability to recall a warrant if the current Status and

Stage allow the recall, set the Warrant Stage to Recalled, set the Warrant Status to Inactive, and

record a Due Diligence Record with the reason the warrant was recalled. The Due Diligence

Record must contain verbiage that includes who recalled the warrant along with the date and time

of the recall.

If the Warrant Stage was "Outstanding” or “Served” at the time of the recall attempt the Proposed

Solution must return a failed-to-recall message to the requestor, add a Due Diligence Record that

includes the recall request and the reason the warrant recall failed.




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RIN 458 Warrant Stage - Error

The Proposed Solution must provide Users the ability to mark a warrant as in-error, set the Stage

to error, set the Status to inactive, require the Users to enter an error reason, and record a Due

Diligence Record. The Due Diligence Record must contain verbiage that includes who marked

the warrant as an error, the error code, and an optional error note.



RIN 459 Warrant Stage - Reactivated

The Proposed Solution must provide Users the ability to reactivate warrants with a Warrant

Status of Inactive. Inactive warrants are warrants with a Warrant Stage of Served, Recalled, Hold

and Error. Reactivating means the Proposed Solution prompts the User to select or enter a

reactivation reason. The Warrant Status changes from inactive to active. The Warrant Stage

changes to active. The Proposed Solution logs a Due Diligence Record with the specified reason,

User ID, and record timestamp.



4.4.5. Warrant Sealing

Seal means the warrant data continues to reside in the Proposed Solution, but the warrant does

not appear in warrant search results nor does the warrant appear on reports that would disclose

the warrant specifics. Sealed warrants should be counted in summary transaction reports (i.e.,

how many warrants were issued this month) where the individual warrants are not identified. The

Court is the only entity that may authorize the Sealing of a warrant. The Proposed Solution must

only allow a seal transaction when the Court Order Document is attached to the sealed warrant.

Only unsealing transactions can be completed on sealed warrants.

RIN 460 Warrant Sealing

The Proposed Solution must require the User to provide the seal reason, time, User, Court Order

document (attachment), and a note when sealing a warrant. The Proposed Solution must record

a Due Diligence Record with the specified reason, User ID, and record timestamp. Sealed

warrants do not appear in regular warrant searches.



RIN 461 Warrant-Charge Sealing

The Proposed Solution should provide Users the ability to seal one or more charges (offenses) on

a warrant. When sealing charges, the Proposed Solution must require the User to provide the

seal reason, Court Order document (attachment), and a note when sealing warrant charges. Only


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the Court may order specific charges sealed. The Proposed Solution must log a Due Diligence

Record with the specified reason, User ID, and record timestamp. Sealed charges must be

redacted when viewing a warrant, and when listed in warrant reports or warrant documents. If all

charges on the warrant are sealed, the warrant must still appear with the redacted charges when

viewing.



RIN 462 Warrant Sealing – Transaction Limits

The Proposed Solution must limit Users so that the unseal-warrant transaction is the only

transaction that can be performed on a sealed warrant. The Proposed Solution enters a Due

Diligence Record with the specified reason, User ID, and record timestamp.



RIN 463 Warrant Unsealing

The Proposed Solution must provide Users the ability to find a sealed warrant and return the

warrant to its previous Stage and Status while retaining the sealing and unsealing history.

Unsealing a sealed warrant record is authorized by Court Order. The Proposed Solution is only to

allow this transaction when the Court Order Document is attached to the Unsealed record. The

unsealing process must require and record an unseal reason, time, User, Agency, Court Order

document, and a note as a Due Diligence Record. Include in your response how Users find

sealed warrants and unseal them.



RIN 464 Warrant-Charge Unsealing

The Proposed Solution must provide Users the ability to unseal sealed charges. Unsealing a

sealed warrant charge record is authorized by Court Order. The Proposed Solution is only to

allow this transaction when the Court Order Document is attached to the Unsealed record. The

unsealing process must require and record an unseal reason, time, User, Agency, Court Order

document, and a note as a Due Diligence Record. Include in your response how Users unseal

sealed charges.




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Proposed Solution Reports

4.5.1. Report Writer Tools

RIN 465 Reporting Tool – Application Administrator

The Proposed Solution should allow the Application Administrators to use Microsoft Report

Builder 3.0/SSRS to develop and deploy reports that access Proposed Solution data. Users will

access deployed reports by selecting a Proposed Solution menu option.



RIN 466 Reporting Tool - End User

The Proposed Solution should include an ad hoc reporting feature designed for non-technical

Users. Designed for non-technical Users means that the average User can use the reporting tool

to generate simple lists and counts of warrants without the need to know or learn a special

language (e.g., SQL) or require special training.



RIN 467 Reporting Tool - User Access

The Proposed Solution should provide Application Administrators the ability to restrict User

access to the report builder and ad hoc search features.



4.5.2. Requesting/Running/ Reports

RIN 468 Agency Authorization Restrictions

The Proposed Solution must restrict Users ability to run Agency reports. Users may only run

reports for the Agencies in which they are authorized to work.



RIN 469 Report Export

The Proposed Solution should allow Users to easily export and save the ad hoc search results in

multiple formats (i.e., Excel, Word, text, PDF, etc.). Include in your response the supported

formats.


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RIN 470 Report Scheduling – One Time

The Proposed Solution may provide Users the ability to specify whether reports should be run

now (on-demand) or at a later time.



RIN 471 Report Scheduling - Reoccurring

The Proposed Solution should allow Application Administrators to specify an interval at which

reports should be run. The executed report should be available to all Agency Users authorized to

view and print the report. It is desirable that scheduling a report is similar to scheduling a task in

Windows where multiple criteria can be selected. Provide details on the capabilities available.



4.5.3. Required Reports

The Proposed Solution must include a standard set of reports that are used to service warrants.

Users should be able to run these reports for the warrants they are responsible for servicing.

Below is a list of reports that are required; however, this is not to be interpreted as a complete list

of reports.

RIN 472 Certified Due Diligence by Warrant

The Proposed Solution must include a Certified Due Diligence Record report. This report should

be a PDF file that contains the basic warrant data and a history of Attempt Services. The District

Attorney, Public Defender, DOJ, FBI, and Court Request Assigned Agencies require the ability to

provide "certified" proof of Due Diligence. Input parameters: Warrant ID. The report should have a

sort option that determines whether the Due Diligence Records are displayed in ascending or

descending order (by Due Diligence Date).



RIN 473 Warrant History Report by Warrant

The Proposed Solution should include a Warrant History Report. This report organizes and lists

all details about the requested warrant. It includes all warrant data, warrant subject data, Due

Diligence Records, Advisements, etc. Input parameters: Warrant ID.


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RIN 474 Warrant List Report

The Proposed Solution must include a Warrant List Report. This report displays warrants using a

table format. Users may select different report criteria and grouping and sorting options. The

report replaces the following legacy reports:

Due Diligence Report by Agency Outstanding Warrant List by Agency

Prior-Day Activity Report by Agency Warrant Aging Report by Agency

Warrants Issued/Served by Severity and Agency Warrants by Address

Warrants by Agency and Beat Warrants by Charges

Warrants by City Warrants by Type by Agency

Users may run this report using any combination of the following parameters:

Activity Date From Activity Date To

Activity Types (i.e., issued, recalled, etc.)

Agency Beats

Warrant Age (days) Warrant Agencies (Originating, Release-To, and Assigned)

Warrant Charges Warrant Severities

Warrant Stages Warrant Statuses

Warrant Subject’s Address Warrant Address Geographic Area

Warrant Subjects’ Cites Warrant Types (i.e., bench, arrest, WAP, etc.)

Users may specify the grouping and sorting of the report records.



4.5.4. Warrant Documents

This section contains the warrant documents (reports) that must be viewable and printable. Some

of these documents must be sent electronically (see Section 6. Interfaces with External Systems).

Legacy images of these documents are included in Appendix B – Warrant Document Examples.


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RIN 475 Document – Due Diligence Record

The Proposed Solution must provide the Users the ability to display and print the Due Diligence

Records for a given warrant. The Due Diligence Record document is used to communicate the

actions Agencies have done to serve a warrant.



RIN 476 Document – Want Information Sheet

The Proposed Solution must provide Users the ability to display, send and print the Want

Information Report document for a given warrant. The Want Information Report document is a

summary of the warrant that includes the current status, Originating agency, Responsible Agency

and Assigned Agency.



RIN 477 Document – Warrant Records Report

The Proposed Solution must provide Users the ability to display and print the Warrant Records

Report document for a given warrant. The Warrant Records Report document is used to review

the details of the warrant.



RIN 478 Document – Warrant Summary Report

The Proposed Solution must provide Users the ability to display and print the Warrant Records

Report document for a given warrant. The Warrant Records Report document is used to review

warrant details, attempt service information and final status.



RIN 479 Document – Notice of Warrant Letter

The Proposed Solution must provide Users the ability to print all warrant notice letters in batch.

Currently, the Legacy WMS prints all warrant letters in batch. The warrant letters are then mailed

by the General Services group.




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Agency/System-Level Configurations

This section contains requirements related to the setup, maintenance, and configuration of the

Proposed Solution.

Reference Data and Pick Lists

Pick List - Maintenance

The Proposed Solution must provide System and Agency Administrators the ability to maintain

the Pick List Reference Data via screens as opposed to direct entry into database tables or files.

The Pick List Reference Data screens must provide the Administrators the ability to list, paginate,

sort, filter, and select Pick List values for display and editing.

All Pick List records must display the time and User that created and last-updated the Pick List

record. The Proposed Solution will update the Pick List record lasted-updated-by User and last-

updated time with each successful update of the record.



Pick List - Maintenance

The Proposed Solution should provide a feature, on the Pick List record screen, that allows

Administrators to view the history of Pick List record changes. Agency Administrators will

maintain Agency-level Reference Data, and Application Administrators may maintain both global-

and Agency-level Reference Data.



Pick List Data Standard - NCIC 2000

The initial set-up of the Proposed Solution should be prepopulated with current NCIC 2000

Standard reference data including all applicable Technical and Operation Updates (TOUs).



Warrant Assignment & Agency Beats

Currently, the County uses a master address file to assign warrants to the Assigned Agency’s

Beat. The County will consider other options including geocoding to maintain Beats and assign

warrants to Beats.


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Agency Identifiers

The Proposed Solution must provide the Application Administrator the ability to define and

maintain identifiers for all Agencies. Each Agency has an ORI. The ORI may be unique to the

Agency or shared with another Agency. Users must be able to select Agencies from a Pick List.

For example: “Richmond Police Department - CA0071000”.



Court-Ordered Warrant Assignment

The Proposed Solution must provide the Application Administrator the ability to define and

maintain the data that determines the assignment of a Court-ordered warrant. Currently, the

Release-To Agency is determined by the Originating Agency. The Legacy WMS performs a

lookup of the Originating Agency’s ORI and finds the Released-To Agency’s ORI. The Release-

To Agency may be the same as the Originating Agency or may be a different Agency. These

assignment rules are used for Court cases where the Originating Agency is an out-of-County

Agency or is a managed Agency.



Assigned-Agency Beats

The Proposed Solution must provide Assigned Agencies the ability to define their Agency’s

jurisdiction and Beats (the service/patrol areas within the Agency’s jurisdiction). Describe, in

detail, how the Proposed Solution provides Agency Administrators an accurate and easy-to-use

method of defining and maintaining their jurisdiction and Beats within their jurisdiction.



Legacy WMS Beat/Precinct

Agencies divide their jurisdictions into Beats that are composed of one or more election Precincts.

Beats are normally geographically contiguous areas within an Agency’s jurisdiction.

The Legacy WMS uses an address-precinct file maintained by the County’s Election Department.

The address-precinct file is imported into a table in the Legacy WMS. The address-precinct file

contains street-number address ranges and the corresponding Precincts.

When a new warrant is received, the Legacy WMS searches the address-precinct table for the

warrant subject's address to find the Precinct. If a Precinct is found, the Legacy WMS searches

for the Beat that contains that Precinct and puts the warrant in that Beat. If the Precinct is not

found, the warrant is assigned to one of the “unknown” Beats (e.g., transient, out-of-state, out-of-

County, unknown city, etc.).


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The Proposed Solution must provide a method to define and maintain Beats, must assign

warrants to Beats, and must provide Users the ability to reassign warrants to different Beats.

Additionally, the Proposed Solution must log all Beat changes as Due Diligence Records.

Describe the methods the Proposed Solution provides to fulfill these requirements.



Geocoded Beat Management

The County will consider using geocoding to assign warrants to Beats. The County currently uses

an ESRI geodatabase for other County applications. Does the Proposed Solution support the

importing of ESRI layers in its native format? If so, include in your response a description of the

Proposed Solution’s features that provide Users the ability to define Beats using geocoded data

and how the geocoded warrant-service address is used to assign the warrant to Beats.



Configurable Screen Field Formats, Edits, and Validations

The Application Administrator should have the ability to set system-level settings (e.g., display

formats, acceptable input formats, field warnings, field validations, etc.) in the Proposed Solution.

Mandatory Fields – Configuration

The Proposed Solution should provide the Application Administrator the ability to specify

mandatory fields. Describe if mandatory fields are configurable by the Application Administrator or

if they must be decided prior to system installation.



Date - Standard Format

The Proposed Solution should provide Application Administrators the ability to specify the

standard Date format (i.e., 01/01/2017, 2017-01-01, etc.).



Telephone Number- Standard Format

Proposed Solution should provide Application Administrators the ability to specify the standard

telephone number format (i.e., (925) 555-1212) for North American Numbering Plan and

international numbers (free format).


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Free-Form Data Format Validation

The Proposed Solution should provide Application Administrators the ability to define and

maintain data validation rules for free-form text fields (not a Pick List) by data element. Below are

two examples of the needed validations:

1. Originating Agency Number: The first two characters must be letters and the next seven characters must be digits (i.e., CA0070200).

2. California Driver’s License: Must start with one of several letters, followed by a specific number of digits.



Docket Number – Data Validation

The Proposed Solution should provide Application Administrators the ability to specify multiple

acceptable Docket-Number formats:

1. Adult Criminal Docket Number: Must be two-digit Court Number, followed by a hyphen, followed by the six-digit case number, followed by a hyphen, followed by the one-digit check digit, followed by a hyphen, followed by the three-digit defendant number [01-123456-7-001].

2. Juvenile Docket Numbers start with J followed by a number.



Field-Length Limit

The Proposed Solution should provide Application Administrators the ability to maintain rules that

limit the number of characters a given field accepts even when the Proposed Solution can accept

more characters. For example, an address line might be restricted to less than 31 characters.



Field-Length Warning

The Proposed Solution should provide Application Administrators the ability to maintain

warning/error messages that display when Users may enter more data, but the data may be

truncated when forwarded to other systems. For example, the Proposed Solution would display a

warning after adding or updating the first-address line field if its length is greater than the

CJIS/NCIC WPS first-address line field length of 30 characters.


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Dependent-Field Validations

The Proposed Solution should provide Application Administrators the ability to maintain rules that

use one field to control validation of another field. For example, a User-selected Drivers’ License

jurisdiction of the State of California would require the Drivers’ License number to conform to the

California state standard whereas a non-California driver’s license could be any format.



Automated Advisements

The Proposed Solution should provide Application and Agency Administrators the ability to

maintain rules that generate Advisements. When the criteria for an Advisement are met, the

Proposed Solution will send the Advisement to the appropriate Users. Additionally, the Proposed

Solution must provide Users the ability to receive, acknowledge, and close Advisements.

Advisements may be simple messages or action items Users are required to complete.

Advisement – On Screen Notification

The Proposed Solution should notify Users of a new Advisement when they are currently logged

on the Proposed Solution.



Advisement – Queued Notification

The Proposed Solution should queue Advisements when Users are not currently logged into the

Proposed Solution. Later when Users log in, the Proposed Solution should make Users aware of

Advisements that were published since their last session.



Advisement – User Actions

The Proposed Solution should provide Users the ability to receive, review, and act upon

Advisements so other Users know the status of an Advisement. Advisements may be simple

messages or action items Users are required to complete. Advisements that require Users to

complete an action must also require the User to enter a resolution comment when completing an

Advisement. Advisements must be associated with warrants, easily identifiable in warrants lists or

in a separate Advisement list (e.g., work queue), and accessible to Assigned Agency Users.


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Advisement – Due-Diligence Required Deadline

The Proposed Solution should provide Agency Administrators the ability to configure and assign

Advisements based on a Warrant’s Stage, Status, Severity, and elapsed days since the last Due

Diligence Record date.



Advisement – Attempt-Service Response Deadline

The Proposed Solution should generate an Advisement when Users request another Agency

Attempt Service and the other Agency has not responded to the service request within the

Agency-level deadline.



Advisement – Attempt-to-Service Count Maximum

The Proposed Solution should generate an Advisement and update the warrant as unserviceable

when a User enters an unsuccessful-Attempt Service and the count of unsuccessful-Attempt

Services now exceeds the maximum Attempt Services for the warrant type and severity as

defined by the Agency Administrator.



Advisement – Missing Beat

The Proposed Solution should generate an Advisement if the warrant subject’s address is invalid,

unknown, or not within one of the Assigned Agency’s defined Beats.



Advisement – Verify Warrant-Stage Deadline

The Proposed Solution should provide Agency Administrators the ability to define the maximum

number of days for each Stage. (i.e., hold, active, outstanding, etc.). For example, if a warrant

remains in “Hold” Stage for over 90 days, the Proposed Solution would generate an Advisement

that the Agency updates the status of the Hold.


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Advisement – Warrant Activity Occurred

The Proposed Solution may generate Advisements when there is activity (i.e., new Due Diligence

Record, AKA added, address change, warrant recalled by court, warrant-hold expiring, etc.) on a

warrant that is listed on a User-maintained warrant watch list.



Advisement – Subject Activity

The Proposed Solution may provide Users the ability to maintain a watch list of people (names,

identifiers (e.g., CII, Driver’s License, SSN, etc.) that is used to generate Advisements when a

new warrant is entered.



Advisement - Warrants Qualified for CJIS/NCIC-WPS

The Proposed Solution should provide the Assigned Agency features that assist in identifying

warrants that qualify for listing in the CJIS/NCIC-WPS. Currently, each Assigned Agency has their

own policies and procedures to list warrants in the CJIS/NCIC-WPS. For example, an Assigned

Agency may use the warrant type, warrant severity, type of crime, habitual offender, and other

data to identify warrants that should be entered into CJIS/NCIC-WPS. The Legacy WMS

produces a report of qualifying warrants and the Assigned Agency manually inputs the approved

warrants into CJIS-WPS.




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Interfaces with External Systems

This section of the requirements covers interfaces/data exchanges with external systems. The

Proposed Solution must have the ability to interface with and exchange data with external

systems.

Court Interface

The court will migrate to a New Court Case Management System (CCMS) in the near future that

will impact the specification for a two-way interface between the Court and the Proposed Solution.

It is anticipated that the New CCMS will still perform the same basic functions as listed below, but

the New CCMS will submit requests via a two-way web service:

Warrant-Issued Request: The Court submits a request that includes the information required to create a warrant. The Court request will include enough data about the subject of the warrant to match an existing person in the Proposed Solution or create a new person record (warrant subject) if an existing person is not found. The Proposed Solution returns the request-successful response with a warrant ID or it returns a request-failed message with one or more failure reasons.

Recall-Warrant Request: The Court provides the ID of the warrant to be recalled. The Proposed Solution returns the warrant ID and a request-successful or request-failed message. The request-failed message will contain one or more failure reasons.

The legacy interface between the Legacy CCMS (which includes the Sheriff’s Custody Alternative

Warrant Program) and the Legacy WMS is a synchronous socket connection. The Legacy CCMS

initiates all socket connections. The Legacy CCMS submits warrant-issue and warrant-recall

transactions via this interface as described in the above two bullet items.

RIN 601 Court Issue/Recall Interface

The Proposed Solution must mimic the legacy interface, described above, so little or no changes

(e.g., change to the IP/port used by the Proposed Solution) are required in the Legacy CCMS.

Describe how the Proposed Solution will provide an interface through which the CCMS may issue

and recall warrants. Include in your proposal how the Proposed Solution will allow the Court to

issue and recall warrants from the Legacy CCMS via a socket connection and how, in the future,

the Court’s New CCMS will be able to perform the same functions via a web service.



CLETS Interface

CLETS is an acronym for California Law Enforcement Telecommunication System. CLETS is a

high-speed message switching system for the interchange of data messages between law-

enforcement agencies. CLETS provides law enforcement and criminal justice agencies access to

various databases and the ability to transmit and receive point-to-point administrative messages

to/from other agencies within California or via the National Law Enforcement Telecommunications


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System (NLETS) to other states and Canada. The CLETS transaction requirements are defined

below.

RIN 602 Level II Switch Messaging

The Proposed Solution must interface with CLETS via the County Message Switch. (MAGUS

External Interface from Level II Inc.) The County Switch routes CLETS messages within the

County and is the gateway for CLETS messages sent outside and into the County. Describe how

the Proposed Solution will send messages via the County Switch. Include in your description how

the Proposed Solution retransmits unsuccessful messages and how the Application

Administrators are alerted if there are communications issues.



6.2.1. CLETS Workflow Transactions

The requirements in this section pertain to California Law Enforcement Telecommunications

Service (CLETS) messages sent to CLETS terminals and external systems.

RIN 603 CLETS Message MNE/ORI Addressing

The Proposed Solution must provide Users the ability to create CLETS messages that may be

sent to one or more CLETS mnemonic (MNE) terminal addresses. If a message is sent out of

state, it will be sent using the Originating Agency Identifiers (ORI). Indicate in your response

whether the Proposed Solution limits the number of addresses on a single CLETS message.



RIN 604 CLETS Message Log

The Proposed Solution must log the document name (i.e., Warrant Abstract), a copy of the

document, a copy of the message, all recipients (mnemonic/ORI), the Agency mnemonic of the

sender, User ID of the sender, and sent date and time for all messages/documents distributed via

the CLETS. Only the Application Administrator may have access to the Message Log.



RIN 605 CLETS Message Log Search

The Proposed Solution must provide Application Administrators the ability to easily search for

sent messages in the CLETS Message Log. Only the Application Administrator may have access

to the Message Log Search.


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http://leveltwo.com/Products/MAGUS/magus.html

http://leveltwo.com/Products/MAGUS/magus.html

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RIN 606 CLETS Message Log Display

The Proposed Solution must display, in a list, logged messages and allow the User to sort the list

and display transaction details. Only the Application Administrator may have access to the

Message Log Display.



RIN 607 CLETS Message Status

The Proposed Solution must display a status indicating whether the message was successfully or

unsuccessfully delivered.



RIN 608 CLETS Message Warrant Attempt Service Request

The Proposed Solution must provide the ability to display, transmit and print Warrant Attempt-

Service Requests to other Agencies. These requests are sent via MNE to California Agencies

and via ORI to non-California Agencies.



RIN 609 CLETS Message Warrant Abstract

The Proposed Solutions must provide Users the ability to display, transmit and print the Warrant

Abstract document for a given warrant. The Warrant Abstract is the document that authorizes

booking of a warrant subject.



RIN 610 CLETS Message Queueing

The Proposed Solution should, in the event of a CLETS network/system outage, generate alerts

for the System and Agency Administrators, queue messages that cannot be delivered, and

reattempt delivery periodically until the messages are successfully delivered.


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RIN 611 CLETS Message Maintenance

The Proposed Solution should maintain the most current information for accessing and inquiring

CJIS/NCIC/WPS systems. The changes to existing requirements are sent by DOJ as a DOJ

Information Bulletin which is posted on the CLEW website (http://clew.doj.ca.gov).



RIN 612 CLETS Message Queue Management – Deletions

The Proposed Solution should allow for a message to be deleted from the send queue by the

initiator (User), Agency Administrator, and Application Administrator if the message has not been

sent. Additionally, the Proposed Solution must log the deleted message, require the User to

provide the reason the message was deleted, and log the date and time the message was

deleted.



6.2.2. Wanted Person System

RIN 613 Warrants – Automatic CJIS-WPS Warrant Entry

The Proposed Solution should enter warrants electronically (via CLETS) in the CJIS/NCIC-WPS

when authorized by the Agency. The Proposed Solution will record the entry request

success/failure as a Due-Diligence note. Additionally, the Proposed Solution shall generate an

Advisement/action item as a reminder that the Agency must manually enter the warrants in the

CJIS/NCIC-WPS if the auto-entry failed.



RIN 614 Warrants – Automatic CJIS-WPS Warrant Recall

The Proposed Solution should recall warrants (via CLETS) that were electronically sent to

CJIS/NCIC-WPS when the warrant is recalled/served in the Proposed Solution. The Proposed

Solution will record the recall request and recall status (successful/failed) of the CJIS/NCIC-WPS

warrant as a Due-Diligence Record. Additionally, the Proposed Solution shall generate a

notification/action item as a reminder that the Assigned Agency must manually recall the warrants

in the CJIS/NCIC-WPS if the auto-recall failed.


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RIN 615 CLETS Message QR Hit Confirmation Request & YQ/YR Hit Confirmations

The Proposed Solution should provide Users the ability to address and send Hit Confirmation

Requests (QR message) to CJIS-/NCIC-WPS and process the CJIS-/NCIC-WPS YQ response

message. All Hit Confirmations must be recorded as Due Diligence Records. See Hit

Confirmation in Terms for more information.



Local Law Enforcement Agency Interfaces

RIN 616 Vendor Record Management System (RMS)

There are seven Record Management Systems (RMS) currently in use by the Agencies. The

County is interested in whether the PROPOSER currently provides secure interfaces to the

RMS’s or provides a secure website portal for Officers and Record Manager’s use.

For each vendor listed below choose one of the rating codes:

Vendor Rating Code Notes

Data 911 Choose an item. Click or tap here to enter text.

EIS Choose an item. Click or tap here to enter text.

New World Systems (Tyler) Choose an item. Click or tap here to enter text.

Sunridge RIMS Choose an item. Click or tap here to enter text.

Tritech Choose an item. Click or tap here to enter text.

Tiburon (Tritech) Choose an item. Click or tap here to enter text.

Versaterm Choose an item. Click or tap here to enter text.

RIN 617 Legacy WMS API

The Proposed Solution should mimic the Legacy WMS Application Programming Interface (API).

The Legacy API uses CLETS-style transaction commands for warrant inquiries and updates. The

County would like the Proposed Solution to replicate this API so Agencies can continue using

these API commands with the Proposed Solution without changing their systems. Below is a list

of the Legacy WMS API transactions:


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Transaction

ID

Record

ID Description

1. IA IA Obtain Warrant Abstract and change the Warrant

Stage to Outstanding. See 12.3 Warrant Abstract in

Appendix B – Warrant Document Examples.

2. IA IS Get a Warrant Summary Report (WRNTSUMM)

See 12.7 Warrant Summary in Appendix B –

Warrant Document Examples

3. IA II Get a Warrant Information Report (WRNTINFO)

See 12.4 Warrant Information in Appendix B –


4. IA IF Get a Warrant Information Sheet Report

(WINFOSHT) See in Appendix B – Warrant

Document Examples

5. IA IW Get a Warrant Records Report (WRNTRCRD) See

12.6 Warrant (Card) Record in Appendix B –


6. IA ID Get a Due Diligence Records Report (DDILRCRD)

See 12.1 Due Diligence in Appendix B – Warrant

Document Examples

NOTE: With the exception of the RECORD-ID, all of the above transactions share the

same transaction/record format.

7. IW IW Do a warrant inquiry by NAME, DOB, DRIVER-

LICENSE, VEHICLE-LICENSE, CCIN, COURT-

CASE-NBR. This may return up to 20 ”hits”. Each

“hit” returns a Warrant Summary Report

(WRNTSUMM).

8. UW DD Post a Due Diligence Record.




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Implementation

RIN 701 Implementation Partnership

The Proposed Solution software/hardware installation and configuration must be done in

partnership with the County. Describe your approach to ensuring that a timely installation occurs.


RIN 702 Project Methodology

Provide an overview of the process used to select your project team.


RIN 703 Implementation Options

If you offer different (other than the one in the Proposed Solution) implementation support

packages, describe the alternate support packages.


RIN 704 Change Management

The County requires PROPOSER to propose a change-management process to be used during

the implementation of the Proposed Solution. Describe the change-management process being

proposed. Include each process step (e.g. define change, determine project impact, etc.) and

how any associated cost to the County are calculated.


RIN 705 Resources

The PROPOSER must designate a project manager with experience managing a project of

similar size and complexity. Describe the PROPOSER’s resources committed to implement the

Proposed Solution. Include the resource title (e.g. PROPOSER Project Manager), responsibilities,

and implementation time commitments. In addition to the above, include a discussion of the

following responsibilities.

Management of PROPOSER-supplied staff,

Development and management of a work plan in conjunction with County personnel,

Coordination of communication between County and PROPOSER,

Management and resolution of project issues,

Submission of weekly project status reports, and

Participation in weekly implementation meetings.


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RIN 706 Project Manager Location

Provide the city and state the proposed Project Manager will be working from during the project

and include if this is their home.


RIN 707 Other Team Members

Describe the other members of the project team including their appropriate technical/work

experience and work location (city and state).


RIN 708 County Project Team

Describe County’s staffing needs (e.g. IT networking, subject matter experts, etc.) to implement

the Proposed Solution. Include the generic job title, required skill set (e.g. subject area expertise,

technical skills, etc.), responsibilities, and time commitments for each staff member required.


RIN 709 PROPOSER Training Methods and Plans

Describe the training you will provide the County Support Staff. The County Support Staff training

must be sufficient to allow the staff to effectively operate and support the Proposed Solution

equipment, software, and if County-hosted, perform application failure diagnostics. For each class

to be provided, include the following in your description:

Methods (for example)

o Computer Based Training (CBT)

o Online Instructor-led Classes

o Self-paced Training Guide

o Onsite Instructor-led Classes

Target Audience (for example)

o Administrator

o End-User

o Train the Trainer

Class Subject Maximum Class Size

Class Duration Plans (for example)

o Certification Program

o Ongoing/Annual/Release Training



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RIN 710 Schedule

The County requires the PROPOSER to provide a detailed Implementation Schedule for the

Proposed Solution. Enter the Implementation Schedule below or attach an Implementation

Schedule as part of your response. Describe each task in the schedule.


RIN 711 Testing

Three primary forms of testing will be required prior to final acceptance of the Proposed Solution.

The first is validation of the hardware. The second is validation of the software functionality. The

third level is configuration and stability of the Proposed Solution. Provide an outline and a

description of the testing that is planned.



RIN 712 Transition/Cutover Process

The Legacy WMS is used 24 hours a day, seven days a week. To ensure officer safety, the

changeover from the Legacy WMS to the Proposed Solution must be done in a manner that

minimizes a service disruption.


Describe how your cutover will minimize service disruptions. Provide a clear description of the

proposed process to transition the County from the Legacy WMS to the Proposed Solution.


RIN 713 Documentation

The Proposed Solution must include documentation that will enable the County to use and

support the Proposed Solution. Manuals must include sample reports, screen illustrations,

instructions, and provide systematic training to teach non-technical operations and administrative

personnel to operate the Proposed Solution.



RIN 714 Documentation - Quick Reference Guide

The Proposed Solution should provide a User Quick Reference Guide or sheet that answers

common usage questions.




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RIN 715 Documentation – PDF Format

The Proposed Solution should include all documentation in searchable Adobe Acrobat PDF

format.



RIN 716 Documentation – Reproduction

The Proposed Solution must provide the County authorization to copy and distribute all

documentation amongst Proposed Solution Users and support staff. Describe what if any limits

are imposed upon reproduction of the documentation provided.



RIN 717 Documentation – Administrator’s Manual

The Proposed Solution must include a comprehensive Administrator's manual that includes

details on the impact of Proposed Solution settings and configuration.



RIN 718 Documentation - API Manual

The Proposed Solution must provide a comprehensive API document sufficient for programmers

to develop programs that use the Proposed Solutions API.



RIN 719 Documentation - Data Model & Data Dictionary

The Proposed Solution should provide a comprehensive Proposed Solution Data Model and Data

dictionary that report developers may reference to determine the proper data sources (i.e., tables,

views, etc.) for reports and documents.



RIN 720 Documentation - Updates

The PROPOSER should publish regular documentation updates with each Proposed Solution

release (version). Describe when the documentation was last updated and whether you have

dedicated staff or processes to ensure documentation is up to date.


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Legacy Data Migration

RIN 801 Legacy WMS Data to Migrate

The County will provide the PROPOSER the Legacy Data (currently in an IBM DB2 database) as

delimited plain-text files or the PROPOSER may develop SQL queries to extract the Legacy Data.

The PROPOSER will, with the County's assistance, map, transform, and load transformed

Legacy Data into the Proposed Solution. The PROPOSER will provide data quality audit reports

to ensure that all Legacy Data is properly mapped, transformed, and loaded into the Proposed

Solution.

The data conversion will include transaction data (i.e., warrants, subjects, Due-Diligence

Records, etc.), Reference Data (i.e., warrant instruction codes, warrant-reason codes, address

types, offense codes, Agencies, warrant-subject descriptors, etc.) and documents. Most

Reference Data are California Law Enforcement Telecommunications System (CLETS) Wanted

Persons System (WPS) and National Crime Information Center Wanted Persons System (WPS)

acceptable data codes. Below is a list of Legacy Data that must be converted during the data

conversion process.

Table

Name Data Description

Count

of

Fields

Count

of

Records

Record

Size ~MB

JAWMSTR contains the core warrant data. 100 556258 980 545.71

JAWAKAR

contains the warrant subject’s alias

(i.e., AKA) names. 9 1055839 94 100.32

JAWDUEDR

contains the warrant due-diligence

notes. 38 2099790 582 1224.19

JAWDUED2 contains the warrant caution codes. 13 234232 72 17.12

JAWRPT1R2

contains the Daily Activity Reports

(document history). 6 9097695 101 927.98

TBLADDR

contains the address Reference

Data from which the warrant service

address Precinct (Beats) is

determined. 10 39360 80 3.2

TBLAGYR

contains core information about

Agencies that service warrants. 10 90 92 0.02


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Table


Count

of

Fields

Count

of

Records

Record

Size ~MB

TBLAGYXREF

contains Reference Data to map

seven and nine-digit Agency ORI

codes. 3 24 68 0.02

TBLBEAT

contains the Agency beat

definitions 6 2224 41 0.11

TBLCITYCCC

contains Reference Data for Contra

Costa County cities. 2 38 24 0.02

TBLCITYCDE

contains other Reference Data for

CCC cities and non-CCC cities.

(contains redundant Reference

Data) 2 45 24 0.02

TBLCRTR contains Reference Data for Courts. 5 441 160 0.09

TBLEYER

contains Reference Data for CJIS

eye-color codes. 2 10 18 0.02

TBLHAIRR


hair-color codes. 2 9 18 0.02

TBLIP

contains Reference Data for

Agency IP addresses. 6 39 130 0.02

TBLJUDGR

contains Reference Data for judges

that order warrants. 5 582 480 0.3

TBLMSG

contains Reference Data for the

Notice Warrant of Arrest (mailed

letters see 12.2 Notice Warrant of

Arrest). 12 2 998 0.02

TBLRACER


race codes. 2 19 26 0.02

TBLSECR

contains WMS User account and

privileges data. 7 313 109 0.05


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Table


Count

of

Fields

Count

of

Records

Record

Size ~MB

TBLSMT


scars, marks, and tattoos (SMT)

codes. 2 425 110 0.06

TBLSTATR

contains Reference Data for US

state abbreviations. 2 60 27 0.02

TBLVIOSR

contains Reference Data for the

violation severity (i.e., felony,

misdemeanor, vehicle/traffic, etc.) 2 7 26 0.02

TBLVMKR

contains Reference Data for vehicle

manufacturers. 2 278 30 0.03

TBLWPS


Wanted Person System (WPS)

codes. 11 68 95 0.02

TBLWTYR


warrant type codes. 2 5 39 0.02

TBLWXRR


warrant issue-reason codes. 3 35 53 0.02

Total: 2819.44



RIN 802 Legacy Documents to Migrate

The PROPOSER should batch upload (instead of requiring Users to load them one-by-one)

Legacy Documents (i.e., PDF, DOC, JPG, etc.), associate the document with the appropriate

warrant, set the document title, set the document type, set the uploaded-by User/Agency, and set

the uploaded-date/time field.

The County will provide PROPOSER copies of the Legacy Documents (i.e., PDF, DOC, JPG,

etc.) that must be uploaded. Additionally, the County will provide PROPOSER a text file that is an

index of the files to be uploaded. The index will include the legacy warrant number, document

title, document type (e.g., mug shot, court order, etc.) document location (path), document

author/Agency, and a document date. PROPOSER will automate the loading and association of


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the Legacy Documents to the corresponding legacy warrants in the Proposed Solution using the

index file.



RIN 803 Proposed Legacy Data/Document Migration

The County requires the data migration use a methodical quality-driven approach that ensures a

proper data migration. The Legacy Data must be transformed before importing it into the

Proposed Solution. Legacy Data, listed previously, includes warrants referencing both seven-

character and nine-character ORI numbers. The transformation process must at a minimum do

the following:

parse appropriate fields (e.g., split the name field into four fields [first name, middle name, last name, and name suffix]);

change text from upper case to the proper/appropriate case, etc.;

identify and merge subject records;

associate subject records with the appropriate warrant records;

map Reference Data (e.g., legacy codes to new codes);

convert seven-character ORIs to the proper nine-character format;

upload and associate Legacy Documents to warrants.

Describe the methodology used to migrate the Legacy Data and Legacy Documents. The next

two questions will request the automated and manual processes you will use to ensure the

migration was done correctly.



RIN 804 Conversion Quality Assurance – Automated Processes

The PROPOSER must provide County automated data migration checks/reports that show all

Legacy Data was transformed and loaded into the Proposed Solution.



RIN 805 Conversion Quality Assurance – Manual Processes

Describe the manual processes you will use to validate the migration of the County’s Legacy

Data.




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RIN 806 County Resources

Provide a clear outline of the anticipated County staff involvement in the process of migrating the

Legacy Data.




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System Maintenance & Support

The County desires a solution that requires minimal in-house support and maintenance once the

solution is implemented.

Support Services Offered

Provide an overview of the system maintenance and support services you are proposing.


Support Contact

The Proposed Solution must include one or more individuals who will serve as the County's

liaison with the PROPOSER. This PROPOSER liaison(s) will act as the County support contact

and ombudsman.



Support Web Site – Message Board

The Proposed Solution may include a PROPOSER’s support website that allows the County to

share information with other Proposed Solution clients via a message board/forum access.

Describe if this type of interaction exists today.


Support Web Site – File Exchange

The Proposed Solution should include a PROPOSER’s secure website that allows the County to

exchange electronic files in a secure manner with the PROPOSER and other Proposed Solution

clients. Describe the process for sharing files.



Mean Restoration Time – Major Failure

Describe the mean restoration time for critical system failures including what types of failures this

would commonly include. Include how soon after a failure the Application Administrator is notified.



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Mean Restoration Time – Minor Failure

Describe the mean restoration time for minor system failures including what types of issues this

would commonly include. Include how soon after a failure the Application Administrator is notified.


Capacity Planning

The Proposed Solution must be scalable to accommodate growth in the number of Users and the

storage of data. Describe how the Proposed Solution scales to accommodate an increase in the

number of Users and the ever-growing data and document storage requirements.



Performance Monitoring

The Proposed Solution must be proactively monitored to ensure the Proposed Solution meets

performance and service-availability standards per the system management and capacity plan.

If you are proposing a PROPOSER-hosted solution, or you offer a PROPOSER-hosted solution,

describe the system management and capacity plan. Include who monitors the Proposed

Solution, how the Proposed Solution is monitored, and what is monitored to ensure system

performance, availability, and capacity.



Annual Availability

The Proposed Solution must provide an annual 99.9% availability inclusive of scheduled outages,

software update, OS patches, etc.



Availability Reporting

PROPOSER must produce a monthly report showing the previous month’s uptime (documenting

all outages and describing what occurred and remediation plan if it was due to a failure) and the

rolling annual total of downtime.




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Issue Tracking ID

PROPOSER must include the County-provided issue number on all PROPOSER support tickets

so that PROPOSER issue tickets may be found using the County issue number. The County

maintains its own system to track issues and all issues have a unique numeric ID.



County Responsibilities Overview

Describe the anticipated County staff requirements to provide production support after go-live and

include the roles and responsibilities of support staff.


County Recommended Skills

Describe the anticipated skills the County should ensure are maintained to assist with supporting

the Proposed Solution (e.g., support analyst, DBA, etc.).


Business Resumption

Business Resumption – Data Center Failure

“Business Resumption” means the Proposed Solution is fully available (all functionality) with no

loss of the data that was posted before the event causing the outage. The County requires

Business Resumption be seamless with no outage time if there is a major data center disaster.



Business Resumption – Fail Over Process

Describe how the Fail Over Process works in the event of a disaster or major disruption to normal

business operations (i.e., flood, hurricane, earthquake, explosion, terrorist attack, etc.) at the

facility controlling the Proposed Solution.


Business Resumption – Testing

The PROPOSER will, at a mutually agreed to date and time (at least annually) test the capability

to activate the alternate site server.


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Software Update Process

Software Release Notes

The PROPOSER will supply Release Notes with each software release. “Release Notes” means

a document that lists and describes all changes (new features and fixes) with enough detail to

allow the County to perform acceptance testing. Additionally, the Release Notes must include

new dependencies (e.g., configuration, Reference Data, etc.), downtime required, and training

recommendations.



Installation – Test Server

At a mutually agreed to date and time the County requires the PROPOSER to ensure the backup

is current and then install the software update in the test environment and notify the County when

the Proposed Solution is ready for acceptance testing.



Software Acceptance Testing

The County will perform Acceptance Testing and notify the PROPOSER of the test results. If the

Proposed Solutions passes the Acceptance Tests, the installation date for the Production Server

is scheduled; otherwise, an action plan is mutually developed.



Installation – Training Server

At a mutually agreed to date and time the PROPOSER will update the Training environment and

notify the County when the process is completed and if any issues were identified during the

update.




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Installation – Production Server

At a mutually agreed to date and time the PROPOSER will ensure the backup is current and then

temporarily stop the copying of records between the Production Server and the Alternate Site

Server (e.g., freeze the Proposed Solution with the current release in case the production

upgrade fails) and install the approved (Acceptance Tested) update version. Once the installation

is considered successful, the Production Server will store the replicated transactions until the

Alternate Site Server is upgraded. In the case of a catastrophic failure the Users would be

redirected to the Alternate Site Server while an action plan is mutually developed.



Installation – Alternate Site Server

After the Production Server is deemed stable by the County at a mutually agreed to date and time

the PROPOSER will install the update (considering any changes recommended from the previous

installations and County specific requests). Once the server is deemed stable the copying of

records (replication) from the Production Server to the Alternate Server will be resumed.



PROPOSER Managed NCIC Data Updates

Some record management system vendors manage the update of NCIC Reference Data as part

of the application support. The County is interested in having the PROPOSER maintain the NCIC

reference data.

NCIC Updates -System Updates

The PROPOSER should maintain all NCIC Reference Data in the Proposed Solution.

PROPOSER will apply all NCIC Reference Data changes required by Department of Justice

Update Bulletins. These updates occur due to changes in the law and other required data

captured by the Department of Justice for such transactions. State and Federal systems will

reject Proposed Solution messages when the messages contain outdated NCIC Reference Data.

Maintain means the PROPOSER will receive Justice Update Bulletins, notify Application and

Agency Administrators of required changes, update NCIC Reference Data, and migrate outdated

NCIC Reference Data to the new NCIC Reference Data as appropriate. As with all other RIN that

incur a cost, this service must be itemized in the pricing document




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NCIC Updates - Timelines

Update timelines are set by the DOJ and must be complied with. Update Bulletins are provided to

the Users providing updated requirements and timelines. The Proposer will ensure all NCIC

updates are reviewed, tested, and implemented to meet DOJ timelines.



Systems Backups

Backup Application

If you are proposing a County-hosted Proposed Solution, describe the proposed tool(s) to be

used for backing up the Proposed Solution servers.


Backup Process

Describe the procedures used to back up the Proposed Solution servers. Include process details,

e.g., frequency of the backup, backup encryption and security, backup verifications, who is

responsible, etc.


Backup – Off Site Storage

Describe the frequency an off-site copy of the backup would be performed (not considering the

Alternate Server Site as this back-up).


Unsupported Versions

Describe the criteria you use to determine when a Proposed Solution version/release becomes

unsupported and you require clients to upgrade to a newer version. Include an average of how

long your current customers stay on a release before they are required to upgrade.


Renewable Support and Maintenance

The Proposed Solution must include annual renewable support and maintenance. The County

requires support during standard County business hours as well as after-hours emergency

support as the Proposed Solution will be used twenty-four (24) hours per day and seven (7) days

a week. Additionally, support must include regular software releases.


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Will Provide

Renewable Support and Maintenance contract Choose an item.

Regularly scheduled software release Choose an item.

Standard support Mon-Fri 7am-6pm Pacific Standard

Time

Choose an item.

After hour’s emergency support with 15-minute

acknowledgement response

Choose an item.

Four-hour remote-in/onsite response Choose an item.


Other Options

In addition to the Proposed Solution price above, do you offer other pricing options? For example,

pay-as-you-go subscription, licensing fees (annual/perpetual, training fees, per User/per warrant),

etc. If other pricing options are offered, describe the other pricing options


Post Implementation

Discuss how post-implementation customizations and change-request prices are determined.

Include how prices are calculated (e.g. per hour, flat fee, etc.)

State if there are customization hours/reports included in the annual licensing or subscription pricing.

State if there is a fee charged to create a change-request estimate.

State under what circumstances there would be an increase in the annual licensing/subscription pricing for implemented changes.

State ability for the County to continue maintenance beyond year 5.



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Pricing

The price for the Proposed Solution must be a not-to-exceed price. Do not just quote hourly rates;

provide best estimates (including the assumptions/qualifiers) regarding hours to customize and

implement the Proposed Solution

You are required to use the provided Excel spreadsheet to submit the Proposed Solution pricing.

The document has 18 columns defined below. You are encouraged to add as many rows as

necessary to describe in detail your pricing. Only including a single row or only a few rows of

details will be considered nonresponsive.

Column Description

RIN This is the Requirement Identification Number for each requirement in the RFP.

The pricing spreadsheet is prepopulated with all the RIN numbers. If desired,

you may delete the RIN numbers rows that do not have pricing information.

RIN Title This is the title of the RIN.

Description Enter a brief description of the item, if the item is specifically related to a

requirement marked as “COMPLY-AC” or SUBSTITUTION then include the cost.

Provide details of how the cost is determined (e.g., Travel and Living Expense,

Itemized Software Customization, Project Management/Business Analysis, Data

Conversion, Training/End User, and Training/System Operations/Support).

Expense Type

Choose between “On time” or “Annual”. If Annual is selected the Maintenance

rows will reflect this cost

Quantity Quantity of this item

Units A free form description of the item unit, for example “Licenses”, “Hosting”,

“Hours”, etc.

Unit Cost Unit Cost of the item.

Multiplier Used for things like training where a class may be offered multiple times.

Multiplier Type

A description of the Multiplier type, such as “Years”, “Class” or “None”, etc.

Item Cost Automatically calculated (Quantity * Unit Cost * Multiplier)

Taxable? Select “Yes” if California requires taxation of the item.

Tax Amount Automatically calculated (Item Cost * Current Tax rate)


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One-Time Expense

Automatically calculated based upon items marked as one-time expense.

Year 1 Maintenance

Automatically calculated based upon items marked as Annual expense.

Year 2 Maintenance

Automatically calculated based upon items marked as Annual expense (same as

Year 1 Cost, if an increase is required adjust formula accordingly).

Year 3 Maintenance



Year 4 Maintenance



Year 5 Maintenance




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Figure 1 Example Pricing Spreadsheet


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Appendix A - RFP Terms

Acronym Definition

Abstract and Warrant

Abstract

Refers to a legal document certifying that the Assigned Agency has

the authority to detain an individual. The term Warrant Abstract

refers to an outstanding warrant for a subject. A Warrant Abstract

must be generated by the Proposed Solution and sent via MNE

(California LEAs) or ORI (to LEAs outside California) to place a hold

on a subject for pick-up on a warrant to be brought before a

magistrate in a specific jurisdiction.

ACCJIN Refers to the All County Criminal Justice Information Network, a

private secure network within Contra Costa County for the

exchanging of data information among local LEA’s and County

Justice Agencies.

Advisement An Advisement is a message generated by the Proposed Solution

when the criteria required for a given Advisement are fulfilled.

Agency and Application Administrators define and maintain Agency-

level and system-level Advisements by specifying the rules and

criteria necessary to publish an Advisement. Users receive and act

upon Advisements.

AFIS Automated Fingerprint Identification System refers to a biometric

identification (ID) methodology that uses digital imaging technology

to obtain, store, and analyze fingerprint data.

Agency Administrator Means the person or people the County authorizes to maintain the

Agency-level features (i.e., maintain Agency Reference Data,

develop reports, configure User access and privileges, provide User

assistance, etc.).

Application Administrator Means the person or people the County authorizes to maintain the

Reference Data, develop reports, configure User access and

privileges, provide User assistance, and manage Proposed Solution

issues to resolution with PROPOSER.

Assigned Agency and

Assigned Agencies

Refer to the Agency that is assigned the responsibility to serve a

warrant. Some Agency such as the Probation Department do not

serve warrants. Warrants requested by the Probation Department

and ordered by the Court are assigned to the Agency where the

crime originated.


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Attempt Service Request Refers to the Assigned Agency process to serve a warrant for an

individual living outside of the Assigned Agency’s jurisdiction. When

an Agency does an Attempt Service, the Agency formally requests

that another agency service the warrant because the warrant subject

resides in that Agency’s jurisdiction.

Audit Log and Log Refer to the database table or tables that record User and API

initiated data changes (additions, changes, and deletions) to

Proposed Solution data. The Audit Log data is accessible by the

Application and Agency Administrators and may be included in

reports.

Beat Refers to a geographical area within an Assigned Agency’s

jurisdiction. Beats may also be referred to as Precincts, as some

Agencies define their Beats using Precincts. Beats may also be

referred to as patrol areas, patrol boundaries, etc.

Booked Refers to the arrest and fingerprinting of a person thereby creating

an arrest record.

Booking Document Universally refers to the booking process of a subject. The booking

process includes arrest/booking sheet, fingerprints, photograph,

housing, health and other supporting documents.

CCC VPN Contra Costa County California Virtual Private Network.

Cancel Is a CJIS-WPS/NCIC-WPS transaction to delete the entire record

from the CJIS-WPS/NCIC-WPS (i.e., recalled by the Court, WPS

records entered in error.)

CJIS –WPS The warrant management system used by the State of California.

NCIC-WPS The warrant management system used by the FBI.

Clear A CJIS-WPS/NCIC-WPS transaction to delete the entire record from

WPS (i.e., used when the Agency that apprehended the Wanted

Person is the Agency that entered the record.)

CLETS - California Law

Enforcement

Telecommunications

System

Refers to a data interchange switcher for state data files. CLETS is a

high-speed Transport Control Protocol/Internet Protocol (TCP/IP)

message switching system which provides law enforcement and

criminal justice Agencies access to various databases and the ability

to transmit and receive point-to-point administrative messages to

other Agencies within California and to other state and Canadian

agencies via the National Law Enforcement Telecommunications


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System (NLETS).

CLEW - California Law

Enforcement Web

Refer to a California Department of Justice website used to

disseminate data and information to California law enforcement

agencies.

County Refers to the County of Contra Costa California.

County Justice Agencies Refers to departments within the structure of Contra Costa County

with the set purpose of enforcing the law and/or supervision of

criminals (District Attorney, Probation Department, Office of the

Sheriff, and local and regional law enforcement Agencies).

CCMS - Court Case

Management System

Refers to the case management system used by the Court.

Court or Courts Refers to the Superior Court of Contra Costa County.

Docket Number Refers to the case number used by the Superior Court of Contra

Costa County.

DOJ Refers to State of California Department of Justice.

DPI Dots per Inch: a measure of resolution used for printed text.

Due Diligence Record Refers to the effort extended by law enforcement to locate and/or

arrest a person with a warrant record and the notes added to

warrants.

Entry Refers to creation of a warrant record, or entry transaction into the

CJIS-WPS/NCIC-WPS.

External Systems Refers to networks (i.e., CLETS, Level II Switch, etc.), and

applications (CJIS-WPS/NCIC-WPS, Court Case Management

System, record management systems, etc.) that exchange data with

the Proposed Solution.

FBI Nbr FBI Number refer to an identification number assigned to a person

processed through the FBI system.

Fingerprint ID, Fingerprint

ID Nbr and Fingerprint

Number

Refer to a number assigned to a set of fingerprints processed

through AFIS. (Synonyms: Fingerprint ID Nbr, Fingerprint ID)

Hit Confirmation Is a CJIS-WPS/NCIC-WPS transaction to verify a warrant in either

the CJIS/NCIC WPS is valid (subject still wanted). Hit Confirmations


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are requests for wanted person information on an out-of-state

wanted-person record sent via a CLETS YQ format (request). The

QR format is used when responding to a Hit Confirmation Request

for out of County and out-of-state warrants. There are two types of

requests: 1) Urgent, requires a 10-minute response and 2) Priority,

requires a response within 60 minutes.

Issued Date Refers to the date the Warrant of Arrest was issued by the Court

and released for service. (Synonym: Warrant Issued)

Jurisdiction Refers to the power or right to govern (arresting or making

judgments with regards to enforcing the law) within a geographical

area.

LEA and Law

Enforcement Agency

Refer to local and regional police agencies, District Attorney, and

Probation Department, and the County Sheriff’s office.

Legacy Data Means County data that resides in or was extracted from County

systems and servers that will go through the Data Conversion

process to become Proposed Solution Data. Legacy Data includes

electronic files or documents (Legacy Documents) that are

associated with Legacy Transactional Data and Legacy Reference

Data.

Legacy Documents Means County electronic files (e.g., MS Word, PDF, text files,

scanned images, historical reports, etc.) that are associated with

warrants.

Legacy Reference Data

and LRD

Refer to the Reference Data in the County’s Legacy Warrant

Management System. LRD includes Reference Data used to

populate Pick Lists and or used in some other manner by the

warrant management system. Examples include race codes, eye

color, Agency data, User data, etc. LRD does not include Legacy

Transaction Data (LTD).

Legacy Transaction Data

and LTD

Refer to the transactional data in the County’s Legacy WMS. LTD

includes warrant data, warrant subject data, audit log data, Due

Diligence Records, and all other data that is not Legacy Reference

Data (LRD)

Legacy WMS Refers to the current application used by County to manage the

servicing of warrants.

Locate Refers to a CJIS-WPS/NCIC-WPS transaction advising that an

Assigned Agency has apprehended and verified the subject of a


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Wanted Persons record entered by another Agency.

Log See Audit Log.

MNE Mnemonics; refers to the unique identification code for each CLETS

terminal. Mnemonics are computer operation codes (assigned by

the State of California DOJ) and issued to law enforcement and

criminal justice agencies to identify such agencies when sending

CLETS text messaging.

Modify Is a transaction to add, delete, or correct the information entered in a

local, state or national WPS.

NCIC Refers to the National Crime Information Center 2000 standard of

Reference Data used in criminal justice systems.

Notifications Refers to an advisement sent to a law enforcement Agency via

CLETS or to a User.

ORI Originating Agency Identifier (assigned by FBI/NCIC) a number

identifying a specific Agency using a combination of County codes,

Agency assigned numbers and computer terminals for the sending

of CLETS direct or teletype messaging. All criminal justice agencies

nationwide are identified by an ORI.

Originating Agency Refers to the Agency that originated the warrant in the Proposed

Solution or is the lead Agency on a warrant entered in Proposed

Solution by the Court.

OS Operating System

Outstanding Means the Agency is attempting to serve an active warrant.

Pick List Means a restricted list of values from which the User may select.

Pick List contain only appropriate and active items sourced from

Reference Data. Active values mean the Pick List item is/was valid

at the time the event occurred (may be historical). Appropriate item

means Pick List values may be restricted by other User selections

(e.g., selecting United States as the Country restricts the State Pick

List to District of Columbia, states, etc. whereas selecting Canada

as the Country restricts the State Pick List to Canadian provinces.

Precinct Refers to a numerical identifier assigned by Contra Costa County

Election Department defining a specific geographical area. Agencies

currently use Precincts to define the Beats within their jurisdiction.


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Proposed Solution Refers to the complete offering (i.e., hardware, software, services,

etc.) that the PROPOSER is proposing as a response to this RFP.

PROPOSER Refers to the company responding to this RFP. If there is more than

one company working on the proposal, one company shall be

selected as the primary respondent to the specifications and be

responsible for the other company(ies) adherence to the applicable

specifications.

May also refer to the party awarded the contract. Items noted as

such infer that the PROPOSER shall include the cost of providing

the good or service but are not expected to perform unless awarded

the contract.

Rating Code A PROPOSER selected summary of the response for a

specification.

Reactivate Refers to a User reactivating a warrant record placed in inactive

(warrant) State and the User is reactivating the warrant to active

State. (i.e., no information received by the Court [cite-

released/promise to appear, missed transportation pick-up on a

hold, etc.])

Recall Means the warrant record was recalled/cancelled/revoked by the

Agency and or Court and the warrant record would be considered

inactive.

Record Refers to a computerized collection of information about a wanted

person containing personal data, offenses charged, etc.

Record Sealing Means the warrant data continues to reside in the Proposed

Solution, but the warrant does not appear in warrant search results

nor does it appear on reports.

Record Unsealing Refers to the ability to find a sealed warrant and return the warrant

record to its previous Status/Stage. Records are unsealed by Court

order.

Reference Data Refers to the data that defines standardized values for specific

fields. Examples of Reference Data includes but are not limited to

race codes, hair-color codes, state abbreviations, job titles,

instruction codes, status codes, etc.

Release-To Agency Refers to the Agency that is responsible for serving the warrant. The

Release-To Agency is sometimes called the responsible agency.


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The Release-To Agency is determined by the Originating Agency as

some Agencies contract to other Agencies (i.e., Sheriff’s Office) to

serve their warrants. Each Originating Agency has a corresponding

Release-To Agency. The Release-To Agency may be the same or a

different Agency.

RFP Request for Proposal.

RIN and Requirement

Identification Number

Refer to the ID the County assigned to uniquely identify each

requirement in this RFP. The format is “RIN ###”.

RMS Records Management Systems refer to the case management

software applications

Severity Refers to the highest-level (i.e., felony, misdemeanor, etc.) of the

criminal charges attached to the warrant record.

State Identification Nbr

and State Identification

Number

An identification number assigned by a State when a person is

processed through their respective automated software application.

Subject Name Refers to the person being sought in the warrant record. (Synonyms:

Wanted Person, Warrant Subject)

Time Means the date and time something happened.

TOU Refers to a Technical and Operation Update to the NCIC 2000

Standard.

Update Refers to changing data in a computer system.

User(s) Refers to any authorized person with a valid sign-on/password to

access the Proposed Solution and the authority to perform only

those functions that they are authorized (Proposed Solution

privileges) to perform.

VPN Refers to virtual private network.

Wanted Person(s) Refers to the person being sought in the warrant record. (Synonyms:

Subject Name, Warrant Subject.)

Warrant Instructions Refers to Court ordered instructions for serving the warrant (i.e., No

Bail, Do not Cite & Release, no night service, etc.)

Warrant Issued and

Issued Date

Refer to the date the Warrant of Arrest was issued by the Court and

released to the Released-To Agency for service. (Synonym: Issued


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Date.)

Warrant Reason Refers to the reason(s) the warrant was issued by the Court (i.e.,

defendant failed to appear, or failed to pay a fine or contempt of

court etc.)

Warrant Stage Refers to the stage (lifecycle) of the warrant record, such as active,

hold, outstanding (for service), recalled, etc.

Warrant Status Refers to the status of the warrant record (i.e., active, inactive, etc.)

Warrant Subject Refers to the person being sought in the warrant record. (Synonyms:

Subject Name, Wanted Person.)

Warrant Type Refers to the type of warrant record, such as Arrest, Bench, Ramey,

WAP (Work Alternative Program), etc.

WMS Warrant Management System.

WPS Means Wanted Persons System. There are two sources of wanted

person information that are available from a CLETS terminal. The

California Department of Justice (DOJ) maintains the Wanted

Persons System (WPS) and the FBI's National Crime Information

Center (NCIC) maintains the Wanted Person File.


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Appendix B – Warrant Document Examples

The requirements for these documents are defined in section 4.5.4 Warrant Documents and

section 6.3 Local Law Enforcement Agency Interfaces.

Due Diligence

The Due Diligence Record report that shows all the Due Diligence Records for a given warrant.

Figure 2 Due Diligence Record (print image)


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Notice Warrant of Arrest

The Notice Warrant of Arrest are printed each business night and mailed.

Figure 3 Warrant Notice Letter


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Warrant Abstract

The Warrant Abstract is the document required to book a warrant subject.

Figure 4 Warrant Abstract (print image)

Figure 5 Warrant Abstract (CLETS message format)


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Warrant Information

Figure 6 Warrant Information (screen image)

Figure 7 Warrant Information (CLETS message format)


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Want Information Sheet

The Want Information Sheet is a summary document showing all the warrant data.

Figure 8 Want Information Sheet (print image)


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Warrant (Card) Record

The Warrant Record is a summary document that shows all the warrant information and Due

Diligence Records:

Figure 9 Warrant Record (screen image page 1 of 4)



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Figure 13 Warrant Record (print image)


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Warrant Summary

The Warrant Summary document may be displayed on the screen.

Figure 14 Warrant Summary (main screen)

Figure 15 Warrant Summary (next page) with AKA Names


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Appendix C – Letter of Intent

The County requires that all PROPOSERs complete this Letter of Intent as a requirement to

submitting a proposal for WMS-RFP2017. This Letter of Intent must be completed and signed by

an officer of PROPOSER authorized to bind PROPOSER, scanned (400x400dpi), and emailed to

the County purchasing division at [email protected] on or before the deadline for

Proposal submission for your proposal to be considered.

This letter confirms PROPOSER’s intention to enter into a binding Equipment, Software, and

Services Agreement with the County of Contra Costa for the PROPOSER’s Proposed Solution to

RFP ID WMS-RFP2017 Warrant Management System (WMS) if selected by the County as the

best Proposed Solution. By executing this Letter of Intent, PROPOSER agrees to the WMS-

RFP2017 submission requirements as follows:

1. RFP Submission

PROPOSER covenants that it shall endeavor to complete the submission of the electronic RFP

(hosted on BidSync™) to the best of its abilities answering all questions honestly and completely,

without omitting pertinent information. PROPOSER acknowledges the following:

a. Partial RFP submissions will not be considered.

b. PROPOSER must submit its proposal via the BidSync™ website.

c. Late submittals shall not be accepted or considered.

d. All submittals and supplemental documents, whether selected or rejected, shall become the property of the County and will not be returned.

e. The County reserves the right to waive minor defects and/or irregularities in the RFP, and shall be the sole judge of the materiality of any such defect or irregularity.

f. All costs associated with PROPOSER proposal preparation and submission shall be borne by the PROPOSER. The County will not be responsible under any circumstances for any costs incurred by respondents in the generation and submission of proposals, site visits, presentations, documentation, or marketing literature.

g. RFP Questions and Answers will be hosted through the BidSync™ Question and Answer Utility. All questions along with respective answers will be shared with competing vendors. If PROPOSER is currently doing business with the County, it must limit contacts to those with whom it is necessary to support existing operations. Although PROPOSER may be referred to other personnel, if PROPOSER initially contacts other County personnel directly, in person, in writing, or by telephone, regarding this RFP without previous notification and approval, PROPOSER will be disqualified from consideration.

h. Nothing in the RFP or Letter of Intent should be construed to imply any obligation whatsoever on the part of the County. Without limiting the foregoing, the County retains the right, at its sole discretion to:

i. negotiate with one or more of the responding PROPOSERs either with or without reference to this RFP;

ii. implement the Proposed Solution utilizing internal staff in whole or in part; and

iii. amend, modify, or waive any aspect or provision of this RFP.

i. PROPOSER may include relevant information or material that supports or qualifies their response to a technical or application issue by uploading (through BidSync™) a Proposal


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Addendum document with their electronic RFP submission. Excessive information will not be considered favorable.

Failure to comply with the above instructions, or to include all the elements specified, may be

cause for rejection.

2. Non-Conflict of Interest Statement

PROPOSER covenants that it presently has no interest, and that it will not acquire any interest,

direct or indirect, that represents a financial conflict of interest under California state law or that

would otherwise conflict in any manner or degree with the performance of its services if it is

awarded a contract. PROPOSER further covenants that it will not employ any person having any

financial conflict of interest, direct or indirect, under California state law or that would otherwise

conflict in any manner or degree with the performance of its services if it is awarded a contract. If

requested to do so by County, PROPOSER will complete a “Statement of Economic Interest”

form and file it with County and will require any other person doing work under a contract to

complete a “Statement of Economic Interest” form and file it with County. PROPOSER covenants

that it, its employees and officials, are not now employed by County and have not been so

employed by County within 12 months immediately preceding the submission of its proposal; or, if

so employed, did not then and do not now occupy a position that would create a conflict of

interest under Government Code section 1090.

3. Non-Collusion Statement

PROPOSER hereby certifies that: (i) except for vendors with whom PROPOSER is making a joint

proposal, it has not divulged its proposal to other vendors responding to this RFP, nor has

PROPOSER colluded with any other vendors responding to this RFP or parties regarding the

preparation or contents of their proposal; (ii) its response is not made in the interest of, or on

behalf of, any undisclosed person, partnership, company, association, organization, or

corporation; (iii) it has not directly or indirectly induced or solicited any other vendor responding to

this RFP to put in a false or sham proposal; and (iv) it has not paid or agreed to pay any company

or person other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,

or any other consideration, contingent upon or resulting from the award of a contract arising out of

this RFP.

4. Indemnification Statement

PROPOSER understands that if it is selected by County, it will be obligated to save, protect,

defend, indemnify, and hold County, its officers, agents and employees free and harmless from

any and all losses, claims, liens, demands, liability and causes of action for injury, death or

property damage to any person or the property of any person, including attorneys’ fees, to the

extent resulting from the negligence or willful misconduct of PROPOSER in the performance of

services under the Equipment, Software, and Services Agreement.

5. Insurance Coverage Statement

The PROPOSER covenants that it shall provide County with (a) certificate(s) of insurance

evidencing liability coverage as required herein no later than the effective date of any signed

Equipment, Software, and Services Agreement. If PROPOSER should renew the insurance

policy(ies) or acquire either a new insurance policy(ies) or amend the coverage afforded through


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an endorsement to the policy at any time during the effectiveness of the Equipment, Software,

and Services Agreement, then PROPOSER shall provide (a) current certificates(s) of insurance

for all insurance types listed below. During the term of the Equipment, Software, and Services

Agreement; PROPOSER shall maintain insurance coverage covering its operations as follows:

Insurance Type Maximum Coverage Amount (dollars per

occurrence)

Workers’ Compensation and Employer’

Liability

No less than the limits of liability required by law.

Automobile Liability No less than 1,000,000

Data Processing Errors & Omissions 3,000,000

Commercial General Liability

General Aggregate 3,000,000

Products 3,000,000

Personal/Advertising Injury 3,000,000

Each Occurrence 3,000,000

Fire Damage 3,000,000

Medical Expenses 10,000

6. Confidentiality Acknowledgement

PROPOSER acknowledges that submittals are public information and, subsequent to award of

this RFP, may be released if requested. PROPOSER shall specify in their proposal addendum if

they desire that any portion of their submittal be treated as proprietary and not releasable as

public information; however, PROPOSER should be aware that all such requests are subject to

legal review and challenge if a conforming Public Information Request is made.

7. Standard Contract

Upon completion of the evaluation and recommendation for award, the selected firm will be

required to execute an Equipment, Software, and Services Agreement, the form of which is

attached hereto as Exhibit A (see separate attachment). PROPOSERs are advised to review the

attached contract carefully. Any proposed exceptions, alterations, or amendments shall be clearly

specified in your RFP proposal addendum. Such exceptions, depending on their nature, may

affect the evaluation of your proposal and the ability to award a contract to your firm. The County

reserves the right to modify the contract in any way deemed appropriate or necessary.


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8. Acceptance Signature

The signing and submission of this Letter of Intent and an RFP proposal submission indicates

PROPOSER’s intent to adhere to the provisions described in this Letter of Intent, the RFP, and a

commitment to enter a binding contract; therefore, respondents must adhere to the following

signature requirements:

i. If the responding firm is a Partnership, the Letter of Intent shall be signed in the firm name by a Partner or the Attorney-In-Fact. If signed by the Attorney-In-Fact, there shall be attached to the proposal a Power-Of-Attorney evidencing authority to sign proposals, dated the same date as the proposal and executed by all partners of the firm; or

ii. If a Corporation, the Letter of Intent shall have the correct corporate name thereon, and the actual signature of the authorized officer of the corporation written (not typed) below the corporate name. The title of the office held by the person signing for the corporation shall appear below the signature of the officer; or

iii. Individuals doing business under a firm name shall sign their Letter of Intent in the name of the individual doing business, under the proper firm name and style.

PROPOSERs proposing a joint solution to this RFP with another vendor or vendors must include

a statement defining the vendor relationship/agreement. Additionally, vendors must include what

products and/or services each vendor proposes to perform in their RFP response.

As the authorized representative

Company Name

Federal Employer Identification

Number

Authorized Signature

Name

Title

Date


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Summary Pricing

RIN

RIN Title (You may delete unneeded RIN records if they do not have

individual prices. If there price is included in another RIN, reference that

RIN in the Description column. You may also add additional rows if

needed.)

Description (e.g., Travel and Living Expense, Itemized Software

Customization, Project Management/Business Analysis, Data Conversion,

Training/End User, and Training/System Operations/Support) Expense

Type Quantity Units Unit Cost Multiplier

Multiplier

Type Item Cost Taxable?

Tax

Amount

One-Time

Expense

Maintenance

Year 1

Maintenance

Year 2

Maintenance

Year 3

Maintenance

Year 4

Maintenance

Year 5

301 Primary Site Server -$ No -$ -$ -$ -$ -$ -$ -$

302 Alternate Site Server -$ No -$ -$ -$ -$ -$ -$ -$

303 Training Instance -$ No -$ -$ -$ -$ -$ -$ -$

304 Test Instance -$ No -$ -$ -$ -$ -$ -$ -$

305 Proposed Operating System -$ No -$ -$ -$ -$ -$ -$ -$

306 Proposed Database -$ No -$ -$ -$ -$ -$ -$ -$

307 Proposed Web Server -$ No -$ -$ -$ -$ -$ -$ -$

308 Virus and Malware Prevention -$ No -$ -$ -$ -$ -$ -$ -$

309 Multi-User Environment -$ No -$ -$ -$ -$ -$ -$ -$

310 County Security Standards -$ No -$ -$ -$ -$ -$ -$ -$

311 FBI CJIS Security Policy -$ No -$ -$ -$ -$ -$ -$ -$

312 CLETS Policies, Practices, and Procedures -$ No -$ -$ -$ -$ -$ -$ -$

313 System Access -$ No -$ -$ -$ -$ -$ -$ -$

314 Secure Access -$ No -$ -$ -$ -$ -$ -$ -$

315 Preferred Browser -$ No -$ -$ -$ -$ -$ -$ -$

316 Other Supported Browsers -$ No -$ -$ -$ -$ -$ -$ -$

317 Browser Plugins -$ No -$ -$ -$ -$ -$ -$ -$

318 Standard Monitor Size -$ No -$ -$ -$ -$ -$ -$ -$

319 Recommended Monitor Size -$ No -$ -$ -$ -$ -$ -$ -$

320 Mobile Application -$ No -$ -$ -$ -$ -$ -$ -$

321 Over the Air- Encryption -$ No -$ -$ -$ -$ -$ -$ -$

322 Local Encryption -$ No -$ -$ -$ -$ -$ -$ -$

323 Response time – Test Load Generation -$ No -$ -$ -$ -$ -$ -$ -$

324 Response time – Page/Screen Load -$ No -$ -$ -$ -$ -$ -$ -$

325 Response time – Person Record Search -$ No -$ -$ -$ -$ -$ -$ -$

326 Response time – Warrant Record Search -$ No -$ -$ -$ -$ -$ -$ -$

327 Response time – Next Record -$ No -$ -$ -$ -$ -$ -$ -$

328 Response time – Screen to Screen -$ No -$ -$ -$ -$ -$ -$ -$

329 Response time – Save Record -$ No -$ -$ -$ -$ -$ -$ -$

330 Large Search Impact -$ No -$ -$ -$ -$ -$ -$ -$

331 Proposed Solution Performance - Sizing -$ No -$ -$ -$ -$ -$ -$ -$

401 Multi-Agency Support -$ No -$ -$ -$ -$ -$ -$ -$

402 User Accounts - Agency -$ No -$ -$ -$ -$ -$ -$ -$

403 User Accounts – Logon -$ No -$ -$ -$ -$ -$ -$ -$

404 User Accounts – User Preferences -$ No -$ -$ -$ -$ -$ -$ -$

405 User Accounts – Password Reset -$ No -$ -$ -$ -$ -$ -$ -$

406 Audit Log Data Retention -$ No -$ -$ -$ -$ -$ -$ -$

407 Audit Log – Searches & Reports -$ No -$ -$ -$ -$ -$ -$ -$

408 Audit Log - User Search Criteria -$ No -$ -$ -$ -$ -$ -$ -$

409 Audit Log - Warrants Displayed -$ No -$ -$ -$ -$ -$ -$ -$

410 Audit Log - Warrant Added -$ No -$ -$ -$ -$ -$ -$ -$

411 Audit Log - Warrant Changes -$ No -$ -$ -$ -$ -$ -$ -$

412 Audit Log – Warrant File Attachments -$ No -$ -$ -$ -$ -$ -$ -$

413 Audit Log - Retention Policy -$ No -$ -$ -$ -$ -$ -$ -$

414 Audit Log - Archive Access -$ No -$ -$ -$ -$ -$ -$ -$

415 Standardized Interface -$ No -$ -$ -$ -$ -$ -$ -$

416 Navigation - General -$ No -$ -$ -$ -$ -$ -$ -$

417 Navigation – via Keyboard -$ No -$ -$ -$ -$ -$ -$ -$

418 Auto Cursor Advance -$ No -$ -$ -$ -$ -$ -$ -$

419 Searching – Wildcard -$ No -$ -$ -$ -$ -$ -$ -$

420 Searching – Phonetic/Soundex -$ No -$ -$ -$ -$ -$ -$ -$

421 Saved Searches -$ No -$ -$ -$ -$ -$ -$ -$

422 Search Results -$ No -$ -$ -$ -$ -$ -$ -$

423 Search Results - Columns -$ No -$ -$ -$ -$ -$ -$ -$

424 Search Results - Sort Order -$ No -$ -$ -$ -$ -$ -$ -$

425 Search Results - Summary Re-sort -$ No -$ -$ -$ -$ -$ -$ -$

426 Search Result Copy -$ No -$ -$ -$ -$ -$ -$ -$

427 Search Result Export – Summary -$ No -$ -$ -$ -$ -$ -$ -$

428 Search Result Record Display -$ No -$ -$ -$ -$ -$ -$ -$

429 Default Date/Time -$ No -$ -$ -$ -$ -$ -$ -$

430 Other Defaults -$ No -$ -$ -$ -$ -$ -$ -$

431 Flexible Data Entry -$ No -$ -$ -$ -$ -$ -$ -$

432 Juvenile Records -$ No -$ -$ -$ -$ -$ -$ -$

433 Pick List – Active Records (Effective Date) -$ No -$ -$ -$ -$ -$ -$ -$

434 Stale-Data Warning -$ No -$ -$ -$ -$ -$ -$ -$

435 Formatted Screen Prints -$ No -$ -$ -$ -$ -$ -$ -$

436 Mandatory Fields – Visual Indication -$ No -$ -$ -$ -$ -$ -$ -$

437 Non-Unique Identifiers – Visual Indication -$ No -$ -$ -$ -$ -$ -$ -$

438 Screen-Level Help -$ No -$ -$ -$ -$ -$ -$ -$

439 Field-Level Help -$ No -$ -$ -$ -$ -$ -$ -$

440 Warrant – Originating Agency -$ No -$ -$ -$ -$ -$ -$ -$

441 Warrant – Release-To Agency -$ No -$ -$ -$ -$ -$ -$ -$

442 Warrant – Assigned Agency -$ No -$ -$ -$ -$ -$ -$ -$

443 Due Diligence Records (Notes) -$ No -$ -$ -$ -$ -$ -$ -$

444 Due Diligence Record Templates -$ No -$ -$ -$ -$ -$ -$ -$

445 Due Diligence Records -Free Form Text -$ No -$ -$ -$ -$ -$ -$ -$

446 Due Diligence Records - User ID and Time Stamp -$ No -$ -$ -$ -$ -$ -$ -$

447 Warrant – Attachments Addition -$ No -$ -$ -$ -$ -$ -$ -$

448 Warrant – Attachments Deletion -$ No -$ -$ -$ -$ -$ -$ -$

449 Warrant - File Attachment Viewing -$ No -$ -$ -$ -$ -$ -$ -$

450 Warrant - Attempt Service Request Logging -$ No -$ -$ -$ -$ -$ -$ -$

451 Warrant Input -$ No -$ -$ -$ -$ -$ -$ -$

452 Warrant Assignment Changes -$ No -$ -$ -$ -$ -$ -$ -$

453 Warrant Stage & Status -$ No -$ -$ -$ -$ -$ -$ -$

454 Warrant Stage - Hold -$ No -$ -$ -$ -$ -$ -$ -$

455 Warrant Stage - Outstanding -$ No -$ -$ -$ -$ -$ -$ -$

456 Warrant Stage - Served -$ No -$ -$ -$ -$ -$ -$ -$

457 Warrant Stage - Recalled -$ No -$ -$ -$ -$ -$ -$ -$

458 Warrant Stage - Error -$ No -$ -$ -$ -$ -$ -$ -$

459 Warrant Stage - Reactivated -$ No -$ -$ -$ -$ -$ -$ -$

460 Warrant Sealing -$ No -$ -$ -$ -$ -$ -$ -$

Contra Costa County, California Request For Proposals - 5/2/2017 Page: 2 of 4


5/2/2017 12:10 PM p. 112

Summary Pricing

RIN




needed.)





Multiplier


Tax

Amount

One-Time

Expense

Maintenance

Year 1

Maintenance

Year 2

Maintenance

Year 3

Maintenance

Year 4

Maintenance

Year 5

461 Warrant-Charge Sealing -$ No -$ -$ -$ -$ -$ -$ -$

462 Warrant Sealing – Transaction Limits -$ No -$ -$ -$ -$ -$ -$ -$

463 Warrant Unsealing -$ No -$ -$ -$ -$ -$ -$ -$

464 Warrant-Charge Unsealing -$ No -$ -$ -$ -$ -$ -$ -$

465 Reporting Tool – Application Administrator -$ No -$ -$ -$ -$ -$ -$ -$

466 Reporting Tool - End User -$ No -$ -$ -$ -$ -$ -$ -$

467 Reporting Tool - User Access -$ No -$ -$ -$ -$ -$ -$ -$

468 Agency Authorization Restrictions -$ No -$ -$ -$ -$ -$ -$ -$

469 Report Export -$ No -$ -$ -$ -$ -$ -$ -$

470 Report Scheduling – One Time -$ No -$ -$ -$ -$ -$ -$ -$

471 Report Scheduling - Reoccurring -$ No -$ -$ -$ -$ -$ -$ -$

472 Certified Due Diligence by Warrant -$ No -$ -$ -$ -$ -$ -$ -$

473 Warrant History Report by Warrant -$ No -$ -$ -$ -$ -$ -$ -$

474 Warrant List Report -$ No -$ -$ -$ -$ -$ -$ -$

475 Document – Due Diligence Record -$ No -$ -$ -$ -$ -$ -$ -$

476 Document – Want Information Sheet -$ No -$ -$ -$ -$ -$ -$ -$

477 Document – Warrant Records Report -$ No -$ -$ -$ -$ -$ -$ -$

478 Document – Warrant Summary Report -$ No -$ -$ -$ -$ -$ -$ -$

479 Document – Notice of Warrant Letter -$ No -$ -$ -$ -$ -$ -$ -$

501 Pick List - Maintenance -$ No -$ -$ -$ -$ -$ -$ -$

502 Pick List - Maintenance -$ No -$ -$ -$ -$ -$ -$ -$

503 Pick List Data Standard - NCIC 2000 -$ No -$ -$ -$ -$ -$ -$ -$

504 Agency Identifiers -$ No -$ -$ -$ -$ -$ -$ -$

505 Court-Ordered Warrant Assignment -$ No -$ -$ -$ -$ -$ -$ -$

506 Assigned-Agency Beats -$ No -$ -$ -$ -$ -$ -$ -$

507 Legacy WMS Beat/Precinct -$ No -$ -$ -$ -$ -$ -$ -$

508 Geocoded Beat Management -$ No -$ -$ -$ -$ -$ -$ -$

509 Mandatory Fields – Configuration -$ No -$ -$ -$ -$ -$ -$ -$

510 Date - Standard Format -$ No -$ -$ -$ -$ -$ -$ -$

511 Telephone Number- Standard Format -$ No -$ -$ -$ -$ -$ -$ -$

512 Free-Form Data Format Validation -$ No -$ -$ -$ -$ -$ -$ -$

513 Docket Number – Data Validation -$ No -$ -$ -$ -$ -$ -$ -$

514 Field-Length Limit -$ No -$ -$ -$ -$ -$ -$ -$

515 Field-Length Warning -$ No -$ -$ -$ -$ -$ -$ -$

516 Dependent-Field Validations -$ No -$ -$ -$ -$ -$ -$ -$

517 Advisement – On Screen Notification -$ No -$ -$ -$ -$ -$ -$ -$

518 Advisement – Queued Notification -$ No -$ -$ -$ -$ -$ -$ -$

519 Advisement – User Actions -$ No -$ -$ -$ -$ -$ -$ -$

520 Advisement – Due-Diligence Required Deadline -$ No -$ -$ -$ -$ -$ -$ -$

521 Advisement – Attempt-Service Response Deadline -$ No -$ -$ -$ -$ -$ -$ -$

522 Advisement – Attempt-to-Service Count Maximum -$ No -$ -$ -$ -$ -$ -$ -$

523 Advisement – Missing Beat -$ No -$ -$ -$ -$ -$ -$ -$

524 Advisement – Verify Warrant-Stage Deadline -$ No -$ -$ -$ -$ -$ -$ -$

525 Advisement – Warrant Activity Occurred -$ No -$ -$ -$ -$ -$ -$ -$

526 Advisement – Subject Activity -$ No -$ -$ -$ -$ -$ -$ -$

527 Advisement - Warrants Qualified for CJIS/NCIC-WPS -$ No -$ -$ -$ -$ -$ -$ -$

601 Court Issue/Recall Interface -$ No -$ -$ -$ -$ -$ -$ -$

602 Level II Switch Messaging -$ No -$ -$ -$ -$ -$ -$ -$

603 CLETS Message MNE/ORI Addressing -$ No -$ -$ -$ -$ -$ -$ -$

604 CLETS Message Log -$ No -$ -$ -$ -$ -$ -$ -$

605 CLETS Message Log Search -$ No -$ -$ -$ -$ -$ -$ -$

606 CLETS Message Log Display -$ No -$ -$ -$ -$ -$ -$ -$

607 CLETS Message Status -$ No -$ -$ -$ -$ -$ -$ -$

608 CLETS Message Warrant Attempt Service Request -$ No -$ -$ -$ -$ -$ -$ -$

609 CLETS Message Warrant Abstract -$ No -$ -$ -$ -$ -$ -$ -$

610 CLETS Message Queueing -$ No -$ -$ -$ -$ -$ -$ -$

611 CLETS Message Maintenance -$ No -$ -$ -$ -$ -$ -$ -$

612 CLETS Message Queue Management – Deletions -$ No -$ -$ -$ -$ -$ -$ -$

613 Warrants – Automatic CJIS-WPS Warrant Entry -$ No -$ -$ -$ -$ -$ -$ -$

614 Warrants – Automatic CJIS-WPS Warrant Recall -$ No -$ -$ -$ -$ -$ -$ -$

615 CLETS Message QR Hit Confirmation Request & YQ/YR Hit Confirmations -$ No -$ -$ -$ -$ -$ -$ -$

616 Vendor Record Management System (RMS) -$ No -$ -$ -$ -$ -$ -$ -$

617 Legacy WMS API -$ No -$ -$ -$ -$ -$ -$ -$

701 Implementation Partnership -$ No -$ -$ -$ -$ -$ -$ -$

702 Project Methodology -$ No -$ -$ -$ -$ -$ -$ -$

703 Implementation Options -$ No -$ -$ -$ -$ -$ -$ -$

704 Change Management -$ No -$ -$ -$ -$ -$ -$ -$

705 Resources -$ No -$ -$ -$ -$ -$ -$ -$

706 Project Manager Location -$ No -$ -$ -$ -$ -$ -$ -$

707 Other Team Members -$ No -$ -$ -$ -$ -$ -$ -$

708 County Project Team -$ No -$ -$ -$ -$ -$ -$ -$

709 PROPOSER Training Methods and Plans -$ No -$ -$ -$ -$ -$ -$ -$

710 Schedule -$ No -$ -$ -$ -$ -$ -$ -$

711 Testing -$ No -$ -$ -$ -$ -$ -$ -$

712 Transition/Cutover Process -$ No -$ -$ -$ -$ -$ -$ -$

713 Documentation -$ No -$ -$ -$ -$ -$ -$ -$

714 Documentation - Quick Reference Guide -$ No -$ -$ -$ -$ -$ -$ -$

715 Documentation – PDF Format -$ No -$ -$ -$ -$ -$ -$ -$

716 Documentation – Reproduction -$ No -$ -$ -$ -$ -$ -$ -$

717 Documentation – Administrator’s Manual -$ No -$ -$ -$ -$ -$ -$ -$

718 Documentation - API Manual -$ No -$ -$ -$ -$ -$ -$ -$

719 Documentation - Data Model & Data Dictionary -$ No -$ -$ -$ -$ -$ -$ -$

720 Documentation - Updates -$ No -$ -$ -$ -$ -$ -$ -$

801 Legacy WMS Data to Migrate -$ No -$ -$ -$ -$ -$ -$ -$

802 Legacy Documents to Migrate -$ No -$ -$ -$ -$ -$ -$ -$

803 Proposed Legacy Data/Document Migration -$ No -$ -$ -$ -$ -$ -$ -$

804 Conversion Quality Assurance – Automated Processes -$ No -$ -$ -$ -$ -$ -$ -$

805 Conversion Quality Assurance – Manual Processes -$ No -$ -$ -$ -$ -$ -$ -$

806 County Resources -$ No -$ -$ -$ -$ -$ -$ -$

901 Support Services Offered -$ No -$ -$ -$ -$ -$ -$ -$

902 Support Contact -$ No -$ -$ -$ -$ -$ -$ -$



5/2/2017 12:10 PM p. 113

Summary Pricing

RIN




needed.)





Multiplier


Tax

Amount

One-Time

Expense

Maintenance

Year 1

Maintenance

Year 2

Maintenance

Year 3

Maintenance

Year 4

Maintenance

Year 5

903 Support Web Site – Message Board -$ No -$ -$ -$ -$ -$ -$ -$

904 Support Web Site – File Exchange -$ No -$ -$ -$ -$ -$ -$ -$

905 Mean Restoration Time – Major Failure -$ No -$ -$ -$ -$ -$ -$ -$

906 Mean Restoration Time – Minor Failure -$ No -$ -$ -$ -$ -$ -$ -$

907 Capacity Planning -$ No -$ -$ -$ -$ -$ -$ -$

908 Performance Monitoring -$ No -$ -$ -$ -$ -$ -$ -$

909 Annual Availability -$ No -$ -$ -$ -$ -$ -$ -$

910 Availability Reporting -$ No -$ -$ -$ -$ -$ -$ -$

911 Issue Tracking ID -$ No -$ -$ -$ -$ -$ -$ -$

912 County Responsibilities Overview -$ No -$ -$ -$ -$ -$ -$ -$

913 County Recommended Skills -$ No -$ -$ -$ -$ -$ -$ -$

914 Business Resumption – Data Center Failure -$ No -$ -$ -$ -$ -$ -$ -$

915 Business Resumption – Fail Over Process -$ No -$ -$ -$ -$ -$ -$ -$

916 Business Resumption – Testing -$ No -$ -$ -$ -$ -$ -$ -$

917 Software Release Notes -$ No -$ -$ -$ -$ -$ -$ -$

918 Installation – Test Server -$ No -$ -$ -$ -$ -$ -$ -$

919 Software Acceptance Testing -$ No -$ -$ -$ -$ -$ -$ -$

920 Installation – Training Server -$ No -$ -$ -$ -$ -$ -$ -$

921 Installation – Production Server -$ No -$ -$ -$ -$ -$ -$ -$

922 Installation – Alternate Site Server -$ No -$ -$ -$ -$ -$ -$ -$

923 NCIC Updates -System Updates -$ No -$ -$ -$ -$ -$ -$ -$

924 NCIC Updates - Timelines -$ No -$ -$ -$ -$ -$ -$ -$

925 Backup Application -$ No -$ -$ -$ -$ -$ -$ -$

926 Backup Process -$ No -$ -$ -$ -$ -$ -$ -$

927 Backup – Off Site Storage -$ No -$ -$ -$ -$ -$ -$ -$

928 Unsupported Versions -$ No -$ -$ -$ -$ -$ -$ -$

929 Renewable Support and Maintenance -$ No -$ -$ -$ -$ -$ -$ -$

930 Other Options -$ No -$ -$ -$ -$ -$ -$ -$

931 Post Implementation -$ No -$ -$ -$ -$ -$ -$ -$

-$ No -$ -$ -$ -$ -$ -$ -$

-$ No -$ -$ -$ -$ -$ -$ -$

-$ No -$ -$ -$ -$ -$ -$ -$

-$ No -$ -$ -$ -$ -$ -$ -$

-$ No -$ -$ -$ -$ -$ -$ -$

-$ No -$ -$ -$ -$ -$ -$ -$

Totals: -$ -$ -$ -$ -$ -$

5 Year Total: -$



5/2/2017 12:10 PM p. 114

Detail Pricing

RIN Description

Travel and

Living Expense

Itemized

Software

Customization

Project

Management/

Business

Analysis

Data

Conversion

Training/

End User

Training/

System

Operations/

Support



5/2/2017 12:10 PM p. 115

Basic Terms (Page 1 of 4)

Contra Costa County Project Name: Standard Form Software, and Services Agreement Revised 2014 Project No.:

SOFTWARE AND SERVICES AGREEMENT This Software and Services Agreement (this “Agreement”), is dated the date set forth in Section 3 below, and is between the agency and the contractor identified below. The parties agree to each of the terms set forth below (the “Basic Terms”) and to each of the terms set forth in the Attachments defined in Section 6 below. 1. Parties.

(a) Agency: (check one)

Contra Costa County for its Department named below Contra Costa County Flood Control and Water Conservation District Contra Costa County Fire Protection District Housing Authority of the County of Contra Costa

(i) Department (if applicable):

(ii) Authorized Representative:

(ii) Agency Mailing Address:

Attn:

(b) Contractor’s Name and Address:

Attn:

(i) Type of Business Entity:

(e.g., individual, corporation, sole proprietorship, partnership (general or limited), limited liability company)

If corporation, limited liability company, limited partnership or limited liability partnership, add State of incorporation or organization:

(ii) Federal Taxpayer I.D. or SSN:

(iii) Authorized Representative:

2. Project Name, Number, & Location: 3. Term. The effective date of this Agreement is ____________________. It terminates on _____________ unless

sooner terminated as provided herein. 4. Payment Limit. Payments under this Agreement may not exceed: $___________. 5. Legal Authority. This Agreement is entered into under and subject to Government Code Section 31000, or:


5/2/2017 12:10 PM p. 116



Health and Safety Code Section 13861 (Fire Protection District) Health and Safety Code Section 34314 (Housing Authority) Other: (Specify)

6. Attachments.

The following documents are attached to this Agreement (the “Attachments”) and are incorporated herein by reference and form part of this Agreement. This Agreement includes the Basic Terms, the signature pages and all of the Attachments.

General Conditions Special conditions Appendix A: Service Plan Appendix B: Payment Provisions Appendix C: Software License Appendix D: Maintenance and Support Appendix E: Specifications Appendix F: Deliverables Appendix G: Performance and Acceptance

7. Signatures. These signatures attest the parties’ agreement hereto:

CONTRACTOR

SIGNATURE A Contractor’s Name: insert legal name of business entity, a insert type of business entity By: __________________________________________ (Signature of individual or officer) (Print name and title, if applicable)

SIGNATURE B By: __________________________________________ (Signature of individual or officer) (Print name and title, if applicable)

Note to Contractor: If Contractor is a corporation or limited liability company, two officers must sign this Agreement. The first signature (Signature A) must be that of the chairperson of the board, president or vice-president; the second signature (Signature B) must be that of the secretary, assistant secretary, chief financial officer, or assistant treasurer. (Civil Code Section 1190 and Corporations Code Sections 313 and 17703.01.) The acknowledgment below must be signed by a Notary Public.


5/2/2017 12:10 PM p. 117



ACKNOWLEDGMENT State of California ) ) County of _____________________ ) On _________________________, before me, ______________________________________, Notary Public, personally appeared ___________________________________________________ (insert name(s) and title(s) of the officer(s) signing on behalf of the Consultant), who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS MY HAND AND OFFICIAL SEAL ___________________________________ (Notary’s Seal)

Signature

AGENCY

(a) If Agreement is approved by Agency governing body (required if Payment Limit exceeds $100,000):

AGENCY, By ___________________________________ Board Chair/Designee

ATTEST: Clerk of the Board of Supervisors By ________________________________ Deputy

(b) If Agreement is approved by County Purchasing Agent:

AGENCY, By __________________________________ County Purchasing Agent


5/2/2017 12:10 PM p. 118



COUNTY APPROVALS

RECOMMENDED BY DEPARTMENT FORM APPROVED BY COUNTY COUNSEL By: ___________________________ By: Designee Name: Deputy County Counsel

APPROVED: COUNTY ADMINISTRATOR

By: _______________________________ Designee


5/2/2017 12:10 PM p. 119

Contra Costa County

Standard Form Software and Services Agreement

Revised 2014

General Conditions

(Page 1 of 16)

SOFTWARE AND SERVICES AGREEMENT

GENERAL CONDITIONS

Section 8. Definitions. The following terms have the following definitions. The definitions of

terms herein apply equally to the singular and plural forms of the terms defined.

8.1. “Agreement” has the meaning set forth in the first paragraph of the Basic

Terms.

8.2. “Authorized Representative” means, for each party, the individual designated

by that party as its authorized representative in Section 1 of the Basic Terms.

8.3. “Basic Terms” has the meaning set forth in the first paragraph of the Software

and Services Agreement, dated the Effective Date, between Contractor and the

County.

8.4. “Business Day” means Monday through Friday, excluding holidays observed

by the County.

8.5. “Confidential Information” means any nonpublic information pertaining to

County employees or County operations, and Contractor’s proprietary

information and trade secrets regarding the Software and Documentation.

County Confidential Information includes, but is not limited to, data, medical

records, records concerning any individual relating to services provided,

employment records, personnel data, payroll data, passwords to County

computer systems, methods of accessing County computers and data,

proprietary software, and any information or documents identified as

confidential in a writing signed by County’s Authorized Representative, or

designee, and delivered to Contractor. Contractor Confidential Information

expressly includes, without limitation, the Software and Documentation.

Confidential Information does not include information which the party

receiving the information can document: (i) was in the possession of or known

by it without an obligation of confidentiality prior to receipt of the information;

(ii) is or becomes general public knowledge through no act or fault of the

receiving party; (iii) is or becomes lawfully available to the receiving party

from a third party without an obligation of confidentiality; and (iv) is

independently developed by the receiving party without the use of any

Confidential Information.

8.6. “Contractor” means the contractor identified in Section 1(b) of the Basic

Terms.

8.7. “Contractor Project Manager” means Contractor's representative designated in

writing to County to act as County's primary contact with Contractor for this

Agreement.

8.8. “County” means the agency identified in Section 1(a) of the Basic Terms.


5/2/2017 12:10 PM p. 120

Contra Costa County


Revised 2014

General Conditions

(Page 2 of 16)

8.9. “County Project Manager” means County's representative designated in writing

to Contractor to act as County's primary contact with Contractor for this

Agreement.

8.10. “Documentation” means the Product documentation delivered by Contractor to

County, or made available to County, that describes the use, operation, design,

specifications, or requirements of the Product or a Product release.

Documentation may be either in hard copy or electronic format. User manuals,

administration manuals, data models, reference guides, installation manuals,

system administrator manuals, technical guides, and requirements documents

are some examples of Documentation. Documentation includes all

documentation developed for County pursuant to this Agreement.

8.11. “Effective Date” means the effective date set forth in Section 3 of the Basic

Terms.

8.12. “General Conditions” mean the General Conditions attached to the Basic

Terms.

8.13. “Hardware” means any hardware as well as any replacement or other hardware

provided by Contractor pursuant to this Agreement.

8.14. “Maintenance and Support Services” means the provision of technical

information, assistance, error correction, repair services, and repair parts for the

Product as set forth in Appendix D (Maintenance and Support).

8.15. “Major Change” has the meaning set forth in Section 14.3 below.

8.16. “Minor Change” has the meaning set forth in Section 14.2 below.

8.17. “Public Records Act” has the meaning set forth in Section 15.2 below.

8.18. “Product” means the goods, materials, supplies, parts, assemblies, equipment,

Hardware, Software, and Documentation being provided by Contractor under

this Agreement.

8.19. “Project” means all work performed by Contractor pursuant to this Agreement.

8.20. “Services” means all services and labor to be provided by Contractor and its

subcontractors pursuant to this Agreement.

8.21. “Software” means the object code version of Contractor's software that is

licensed to County pursuant to the Software License Appendix. Software

includes the specific modules and functionality listed in Appendix F

(Deliverables) of this Agreement, any fixes, updates, modifications,

enhancements, customizations, and new versions (if any) as may, from time to

time, be provided to County pursuant to Appendix D (Maintenance and

Support) of this Agreement.


5/2/2017 12:10 PM p. 121

Contra Costa County


Revised 2014

General Conditions

(Page 3 of 16)

8.22. “Software License Appendix” means Appendix C (Software License) to this

Agreement, under which Contractor licenses the Product to County.

8.23. “System” means the Product, Hardware, and any Documentation provided

pursuant to this Agreement.

8.24. “Third-party Software” means software that has been developed and

maintained by a party or parties other than Contractor.

8.25. “User” means a person who is authorized by County to use the Product in a

specific manner that may include, without limitation, viewing, searching,

modifying, and or deleting data, and which occupies one of the Software

licenses licensed under the Software License Appendix.

Section 9. Continued Maintenance and Support Services. Contractor shall make available, for

County’s purchase, Contractor’s annual Maintenance and Support Services for the

System and/or Products as set forth in Appendix D (Maintenance and Support) for so

long as Contractor makes Maintenance and Support Services generally available to

other licensees of the Software and System. Contractor shall make its annual

Maintenance and Support Services available to County at the rates set forth in

Appendix B (Payment Provisions).

Section 10. Delivery Terms. If Products are to be installed by Contractor or Contractor’s

subcontractor, then upon Contractor’s delivery of Products to a common carrier for

shipment to County, title and risk of loss with respect to such Products will

automatically pass to County, and any loss or damage thereafter will not relieve

County of any obligation hereunder. Contractor shall insure all shipments to County.

Unless otherwise agreed in writing by County, Contractor shall package all items in

accordance with Contractor’s normal practices. If Products are to be installed by

Contractor or Contractor’s subcontractor, then title and risk of loss with respect to

such Products will not pass to County until County has accepted installation in

accordance with the procedures specified in Section 11 (Final Acceptance) below.

Section 11. Final Acceptance. County’s acceptance of the System, Products, and Services will

occur according to Appendix G (Performance and Acceptance).

Section 12. Personnel and Subcontractors.

12.1. Contractor Personnel. Contractor shall employ only competent personnel to

work on the Project.

12.2. Subcontracts. Contractor may not enter into subcontracts for any work

contemplated under this Agreement, nor may Contractor assign this

Agreement, monies due or to become due, by operation of law or otherwise,

without the prior written consent of County's Authorized Representative.

12.3. Subcontractor Requirements. Contractor is responsible for the performance or

non-performance by its subcontractors of the tasks set forth in this Agreement.


5/2/2017 12:10 PM p. 122

Contra Costa County


Revised 2014

General Conditions

(Page 4 of 16)

Contractor shall contractually require all subcontractors performing work on

the Project to abide by the provisions of this Agreement.

12.4. Contractor and Subcontractor Employee Performance. Immediately upon

receipt of written notice from County's Authorized Representative that any

Contractor employee, or employee of a subcontractor to Contractor, is not

performing work on the Project in a satisfactory manner, Contractor shall

remove such employee and, within a reasonable period of time, replace such

employee with a qualified employee.

12.5. County and Contractor Relationship. The parties intend that Contractor, in

performing the services specified herein, is acting as an independent contractor

and that Contractor shall control the work and the manner in which it is

performed. This Agreement is not to be construed to create the relationship

between the parties of agent, servant, employee, partnership, joint venture, or

association. Nothing contained in this Agreement authorizes either party to act

as the agent or legal representative of the other for any purpose. No provision

of this Agreement grants either party any express or implied right of authority

to assume or to create any obligation or responsibility on behalf of or in the

name of the other party, or to bind the other party in any manner or thing

whatsoever. Contractor and its employees, subcontractors, and subcontractors'

employees are not, and will not be deemed to be, employees of County. This

Agreement does not give Contractor any right to participate in any pension

plan, workers’ compensation plan, insurance, bonus, or similar benefits County

provides to its employees. If County exercises its right to terminate this

Agreement, Contractor expressly agrees that it shall have no recourse or right

of appeal under any rules, regulations, ordinances, or laws applicable to

employees. Contractor and its subcontractors are solely responsible for the

payment of their respective employees' compensation, including employee

taxes, workers' compensation, and any similar taxes associated with their

employment.

Section 13. Assistance from County; Rules of Access; Change Management.

13.1. County Assistance. The County's Authorized Representative and other

assigned staff will assist Contractor with the implementation of the Product as

necessary.

13.2. Access Rules. While on County's premises in connection with the performance

of this Agreement, Contractor shall cause its personnel to comply with

County's applicable rules with respect to security, conduct and other matters

concerning access to County's premises. Such rules may require in some cases

background checks and escorts for Contractor and subcontractor personnel.

Upon receipt of notice from County's Authorized Representative, Contractor

shall immediately remove any of its personnel assigned to perform work under

this Agreement who do not comply with such rules.

13.3. Project Hours. Unless otherwise requested in writing by County's Authorized

Representative, that portion of the Project work to be done on County premises


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by Contractor and its subcontractors will be performed between the hours of

8:00 a.m. and 5:00 p.m. on Business Days or as requested by County.

13.4. Technical Change Management. In performing its duties for the Project,

Contractor shall comply with County's requirements with respect to technical

and operational change management. It is understood by Contractor that

changing County's computers, in particular its mainframes, requires advance

notice and compliance with established County procedures.

Section 14. Changes.

14.1. Change Management. Additions, deletions, and modifications to the Products

and Services specified under this Agreement may occur only in accordance

with the procedures set forth in this Section 14.

14.2. Minor Changes. A “Minor Change” means a change that (i) costs no more than

$5,000, and (ii) does not affect a material term of this Agreement, such as the

term or payment limit of this Agreement or the nature of the scope of services

to be provided. Minor Changes may be made by the mutual written agreement

of the Authorized Representatives of Contractor and County without the

necessity of a formal proposal and estimates so long as they do not cause the

payment limit of this Agreement to be exceeded.

14.3. Major Changes. A “Major Change” means a change that affects a material

term of this Agreement, such as the payment limit of this Agreement,

Agreement term, or nature and general scope of services. A party seeking a

Major Change will inform the other party in writing of the details of the

proposed Major Change and any requested terms concerning the change. For a

Major Change requested by Contractor that involves additional or deleted

Products or Services, Contractor shall include a written proposal containing the

cost of the additional or deleted Product or Service involved in the Major

Change, and any impacts upon price, delivery schedule, or other terms. For a

Major Change requested by County, Contractor shall respond with a written

proposal containing the cost of the additional or deleted Services involved in

the Major Change within ten (10) Business Days after receipt of a written

request for the Major Change. All Major Changes require a written amendment

to this Agreement, which may require approval by the County Administrator or

by County’s Board of Supervisors.

14.4. Change Requirements. No change, whether major or minor, is binding upon

County, and Contractor may not proceed with any change, unless the change is

stated in writing and properly approved by each party's Authorized

Representative.

Section 15. Confidential Information.

15.1. Contractor Handling of Confidential Information. In the course of performing

Work on the Project, Contractor and its subcontractors may be exposed to

Confidential Information. Contractor may use Confidential Information only


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as needed for the Project and may not disclose Confidential Information to

others without the advance written consent of County's Authorized

Representative. Contractor shall protect, and shall cause its subcontractors to

protect, Confidential Information with the same degree of care that they

regularly employ to safeguard their own confidential information of a like

nature from unauthorized disclosure, but no less than a reasonable degree of

care. If Contractor or its subcontractor is required by a governmental agency,

court or other quasi-judicial or other regulatory body, or by State or Federal

law, to disclose Confidential Information received under this Agreement,

Contractor and its subcontractors will not be liable for such disclosure if, prior

to such disclosure, Contractor and its subcontractors give notice as promptly as

reasonably possible to County's Authorized Representative of such required

disclosure so that County may contest such required disclosure. Except as

provided herein, Contractor may not disclose Confidential Information.

15.2. County Handling of Confidential Information. County acknowledges that,

during the course of the Project, it and its Authorized Representative and

personnel may gain access to information that Contractor has marked

“Confidential” and/or “Proprietary.” Except as required by law, County and its

Authorized Representative and personnel shall not disclose any of Contractor’s

information marked “Confidential” and/or “Proprietary” to any person without

Contractor's specific written authorization, except that County may disclose

such information on a need-to-know basis to Authorized Representatives of

County without Contractor's specific written authorization. Notwithstanding

anything contained herein to the contrary, County is a political subdivision of

the State of California and is subject to the California Public Records Act

(California Government Code Section 6250 et seq., the “Public Records Act”).

Any of Contractor's information marked “Confidential” and/or “Proprietary

that County may be obligated to disclose under California law may be released

and disclosed by County pursuant to the Public Records Act, and any such

release or disclosure shall not in any way constitute a breach of this

Agreement, nor will County be liable to Contractor for such release or

disclosure.

15.3. Public Records Act. If County receives a request under the Public Records Act

for disclosure of information that Contractor has specifically marked

“Confidential” or “Proprietary,” County will provide Contractor with written

notice of such request (the “Notice of Request for Disclosure”). If Contractor

has a reasonable basis for contending that the disclosure of such information is

not required by the Public Records Act, Contractor shall, within eight (8) days

following the date of mailing of the Notice of Request for Disclosure, notify

County in writing of its objection to disclosure of the information and the basis

therefor. If County determines that the information requested is not exempt

from disclosure and intends to release the requested information in compliance

with the Public Records Act, then it will provide written notice of such intent

to Contractor (“Notice of Disclosure”), and the Contractor shall then have ten

(10) days from the date of the Notice of Disclosure to seek relief from

disclosure required under the Public Records Act in court. If County receives

no written objection from Contractor within ten (10) days of the date of the


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Notice of Disclosure, County may disclose the information referenced in the

Notice of Disclosure. Contractor is responsible for any attorneys’ fees or costs

County incurs as a result of Contractor’s objection to disclosure.

15.4. Confidentiality Laws. Contractor agrees to comply, and to require its officers,

partners, associates, agents and employees to comply, with all applicable state

and federal statutes and regulations respecting confidentiality, including but not

limited to, the identity of persons served under this Agreement, their records, or

services provided them, and assures that no person shall publish or disclose or

permit or cause to be published or disclosed, any list of persons receiving

services, except as may be required in the administration of such service.

Contractor agrees to inform all employees, agents and partners of the above

provisions, and that any person knowingly and intentionally disclosing such

information other than as authorized by law may be guilty of a misdemeanor.

15.5. Return of Confidential Information. Except for Confidential Information

contained in Documentation prepared for County by Contractor or its

subcontractors hereunder, upon request by County's Authorized

Representative, Contractor and its subcontractors shall return Confidential

Information to the County, along with all copies and notes made from it.

15.6. Survival. This Section 15 shall survive the termination of this Agreement.

Nothing in this Agreement is intended to prevent the County from complying

with the Public Records Act and Contractor does not have nor shall it claim

any right to damages resulting from the County’s production of records in

response to a Public Records Act request.

Section 16. Default.

16.1. Default. Contractor's failure to perform any provision of this Agreement, or to

render its performance under this Agreement in a timely manner, is a default.

16.2. Notice to Cure. If Contractor’s default is curable, County may, but is not

required to, deliver written notice to cure a default to Contractor (“Notice to

Cure”). Within thirty (30) days following the mailing of the Notice to Cure,

Contractor shall cure the default. If Contractor fails to cure such default within

thirty (30) days of the date the Notice to Cure is mailed, then, in addition to any

other rights available to under law or equity, County may terminate this

Agreement without further notice.

16.3. Remedy. If a default is not curable or if County elects not to give Contractor a

Notice to Cure, then, in addition to any other rights available to it under law or

equity, County may immediately terminate this Agreement without notice.

Upon termination by County for Contractor’s default, Contractor shall provide

County with a pro-rata refund of all Maintenance and Support Services fees

and Software license Fees paid in advance.


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Section 17. Termination.

17.1. County Termination. In addition to the termination rights granted under

Section 16 (Default), County may terminate this Agreement in whole or in part,

with or without cause, at any time by providing thirty (30) days advance

written notice of termination to Contractor. County’s notice of termination

may direct Contractor to stop work immediately on some or all of the Project

and may direct Contractor to continue work until the termination date on other

portions of the Project.

17.2. Contractor Termination. Contractor may terminate this Agreement at any time

by providing County ninety (90) days advance written notice of termination.

17.2.1. Actions After Termination. After Contractor sends County a notice of

termination or receives County's notice of termination, Contractor

shall: (a) comply with the instructions of County with respect to

stopping or continuing work until the termination date; (b) place no

further orders or subcontracts for Products or third-party services,

except as otherwise directed by County; (c) terminate all orders for

Products and subcontracts to the extent they relate to the performance

of work terminated by the notice of termination; (d) return Products to

their suppliers, if requested by County and permitted by such suppliers;

(e) deliver Documentation and any custom Software to County in the

form it is then in; and (f) return to County all Confidential Information,

along with all copies and notes made from it and a certificate signed by

Contractor's Authorized Representative evidencing compliance with

this provision.

17.2.2. Refund of Fees. If this Agreement is terminated, County is entitled to

a pro-rata refund of all Maintenance and Support Services fees and

Software license Fees paid in advance.

Section 18. Infringement Protection.

18.1. Infringement Indemnification. If a third party claims that the Product or

System infringes any United States patent, copyright, trade secret or similar

intellectual property right, Contractor shall defend County against such claim at

Contractor’s expense and pay all damages that a court finally awards against

County. If such a claim is made or appears possible, Contractor shall, within

sixty (60) days of such claim, and at its option: (a) secure for County the right

to continue to use the infringing portion of the Product or System; or (b)

modify or replace the Product and System so that it is non-infringing but

retains equivalent functionality. If neither of the foregoing options is

reasonably available, Contractor shall require County to return the infringing

module(s) of the Product or System, and Contractor shall refund County an

amount equal to the Software license fee paid for such module(s) under this

Agreement, multiplied by the quotient of (60 minus the number of months

elapsed after the Go-Live date) divided by 60 months. The foregoing

notwithstanding, Contractor shall have no obligation to indemnify County for


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any infringement claim based on County’s modification or misuse of the

Product, if the claim would have been avoided had the Product not been

modified or misused.

18.2. Royalty Costs. The cost of all royalties or other charges for any patent,

copyright, trademark, trade secret, or other proprietary right used in the Project

is included in the price for the Project.

18.3. Survival. This Section 18 shall survive termination of this Agreement.

Section 19. Indemnification.

19.1. Indemnification. Contractor shall defend, indemnify, save, and hold harmless

County and its officers and employees from any and all claims, demands,

losses, costs, expenses, and liabilities for any damages, fines, sickness, death,

or injury to person(s) or property, including any and all administrative fines,

penalties or costs imposed as a result of an administrative or quasi-judicial

proceeding, arising directly or indirectly from or connected with the services

provided under this Agreement that are caused, or claimed or alleged to be

caused, in whole or in part, by the negligence or willful misconduct of

Contractor, its officers, employees, agents, contractors, subcontractors, or any

persons under its direction or control. If requested by County, Contractor shall

defend any such suits at its sole cost and expense. If County elects to provide

its own defense, Contractor shall reimburse County for any expenditures,

including reasonable attorney’s fees and costs. Contractor’s obligations under

this Section 19 exist regardless of concurrent negligence or willful misconduct

on the part of the County or any other person; provided, however, that

Contractor is not required to indemnify County for the proportion of liability a

court determines is attributable to the sole negligence or willful misconduct of

the County, its officers and employees. This provision will survive the

expiration or termination of this Agreement.

19.2. County Responsibilities. County will promptly inform Contractor of any

claims or suits being made or brought against County that arise under the terms

of this Agreement. County will allow Contractor or its suppliers to control the

defense against such claims and suits, and will cooperate, at Contractor's

expense, in the defense against any such claim or suit, provided however, that

in no event may Contractor make any admission of guilt or liability on behalf

of County without County's prior written consent.

Section 20. Insurance.

20.1. Maintenance of Insurance. During the entire term of this Agreement and any

extension or modification hereof, Contractor shall keep in effect insurance

policies meeting the following insurance requirements:

20.1.1. Commercial General Liability Insurance. Contractor shall provide

commercial general liability insurance, including coverage for business

losses and for owned and non-owned automobiles, with a minimum


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combined single limit coverage of $1,000,000 for all damages,

including consequential damages, due to bodily injury, sickness or

disease, or death to any person or damage to or destruction of property,

including the loss of use thereof, arising from each occurrence.

Contractor shall cause such insurance to be endorsed to include County

and its officers and employees as additional insureds as to all services

performed by Contractor under this Agreement. Such policies must

constitute primary insurance as to County and its officers, agents, and

employees, so that other insurance policies held by them or their self-

insurance programs will not be required to contribute to any loss

covered under Contractor’s insurance policy or policies. Contractor

shall provide County with a copy of the endorsement making the

County an additional insured on all commercial general liability

policies as required herein no later than the effective date of this

Agreement.

20.1.2. Workers Compensation. Contractor shall provide workers’

compensation insurance for its employees with statutory limits as

required by the Labor Code of the State of California.

20.1.3. Cyberinsurance. If Contractor will be hosting County data or the

Software on Contractor’s servers, Contractor shall provide commercial

cyberinsurance, in form and substance satisfactory to County,

including without limitation, coverage for loss of data, breaches of

personally identifiable information, call center services, credit

monitoring remedies, and identity restoration services. Contractor

shall cause such insurance to be endorsed to include County and its

officers and employees as additional insureds. Such policies must

constitute primary insurance as to County and its officers, agents, and

employees, so that other insurance policies held by them or their self-

insurance programs will not be required to contribute to any loss

covered under Contractor’s insurance policy or policies. Contractor

shall provide County with a copy of the endorsement making the

County an additional insured on its commercial cyberinsurance

policies as required herein no later than the effective date of this

Agreement.

20.2 Documentation of Coverage. Contractor shall submit to County properly

executed certificates of insurance clearly evidencing all coverages and limits

required above and copies of additional insured endorsements required above

prior to the Effective Date of this Agreement. Contractor agrees to maintain

current certificates of insurance evidencing the above-required coverages,

limits, and endorsements evidencing the above-specified requirements on file

with the County for the duration of this Agreement. If Contractor renews an

insurance policy or acquires either a new insurance policy or amends the

coverage afforded through an endorsement to a policy at any time during the

term of this Agreement, Contractor shall provide a current certificate of

insurance.


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20.3. Notice of Cancellation and Material Changes. No later than five days after

Contractor’s receipt of: (i) a notice of cancellation, a notice of an intention to

cancel, or a notice of a lapse in any of Contractor’s insurance coverage

required by this Contract; or (ii) a notice of a material change to Contractor’s

insurance coverage required by this Contract, Contractor shall provide

Department a copy of such notice of cancellation, notice of intention to cancel,

notice of lapse of coverage, or notice of material change. Contractor’s failure

to provide Department the notice as required by the preceding sentence is a

default under this Contract

20.4. Policy obligations. Contractor’s indemnity and other obligations are not

limited by the foregoing insurance requirements.

20.5. Survival. This Section 20 shall survive termination of this Agreement.

Section 21. Warranties. In addition to any other warranties made in this Agreement, Contractor

makes the following representations and warranties to County:

21.1. Product Warranties.

21.1.1. Software. For a period of ninety (90) days following the date that

County accepts the Product pursuant to Appendix G (Performance and

Acceptance), Contractor warrants that the Product will perform in

accordance with Appendix B (Deliverables), Appendix C (Service

Plan), Appendix F (Performance and Acceptance Criteria), and the

Documentation.

21.1.2. Hardware. For a period of one (1) year from the date of Contractor’s

installation of the Contractor-developed Hardware, Contractor warrants

that such Hardware will be free from defects in material and

workmanship.

21.2. Service Warranty. Contractor warrants to County that the Services to be

performed by it and its subcontractors hereunder will be performed in a

competent manner by qualified personnel in conformance with industry

standards. This warranty will remain in effect during the entire term of this

Agreement. To qualify for remedial action under this warranty, County must

report a warranty failure to Contractor in writing. Contractor is not responsible

for remedial action under this warranty to the extent the failure to meet the

warranty is caused by modification to the Products by County or anyone other

than Contractor or its subcontractors, unless such modification is performed

under Contractor's or its subcontractor's direction, or is approved in writing by

Contractor's Authorized Representative in advance of the modification. If

Contractor fails to meet this warranty, Contractor shall use commercially

reasonable efforts to correct the failure, provided County makes available to

Contractor information concerning the failure. If Contractor is unable, by using

reasonable efforts, to correct the failure within a reasonable period of time,

Contractor shall refund to County that portion of the amounts paid by County


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that is equivalent to the proportion of the Project affected by the failure and the

severity of the failure with respect to the objectives of the Project.

21.3. Third-Party Warranties. The warranties, if any, issued by third-party

manufacturers or suppliers of Products are included in such Products and

Contractor shall cause such warranties to be transferred to County. Contractor

represents and warrants that any Hardware manufactured by a third party and

all Third-party Software qualifies for service under the manufacturer's or

publisher's standard warranty and post-warranty maintenance. Contractor shall

cause all necessary documentation to be executed to activate such warranty and

post-warranty maintenance.

21.4. Intellectual Property Rights. Contractor represents and warrants that it has title

to the Software and the authority to grant license to use the Software.

21.5. Title. Contractor represents and warrants to County that County will have

good title to each of the Products, free and clear of all liens, encumbrances, and

claims.

21.6. New Materials. Contractor warrants that unless otherwise agreed to in writing

by County's Authorized Representative, only new materials will be used in

each of the Products.

21.7. Destructive Programming. Contractor represents and warrants to County that

at the time of installation, the Software is free of programming intentionally

and specifically constructed for the purpose of destroying, interrupting, or

otherwise adversely affecting the Software's code or other code or data in a

computer, such as by replicating itself or another program many times without

any useful purpose.

21.8. Organizational Authority. Contractor represents and warrants that it has the

corporate power and authority and the legal right to enter into this Agreement

and to grant the licenses contemplated by this Agreement and that it has not

and shall not enter into agreements and shall not take or fail to take action that

may cause Contractor's legal right or ability to grant such licenses to be

restricted.

21.9. Ability to Perform. Contractor represents and warrants that it is aware of no

circumstances that would impair its ability to fully perform its obligations

under this Agreement.

Section 22. Endorsement. Contractor may not, in its capacity as a contractor with County: (a)

publicly endorse or oppose the use of any particular brand name or commercial

product without the prior approval of County’s Board of Supervisors; (b) publicly

attribute qualities or success, or a lack thereof, to any particular brand name or

commercial product without the prior approval of County’s Board of Supervisors; or

(c) take any action or make any appearance that could reasonably be interpreted as

the endorsement of a product by County. Notwithstanding the foregoing, Contractor

may express its view on products to other contractors, the Board of Supervisors,


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County officers, or others who may be authorized by the Board of Supervisors or by

law to receive such views.

Section 23. Assignment and Subcontracting.

23.1. Contractor may not assign, subcontract, or delegate any of its duties or

obligations under this Agreement without prior written consent of County.

Any attempted assignment, subcontract, or delegation by Contractor is void

and of no effect. Contractor may, upon written notice to County, assign this

Agreement or any right or obligation hereunder to any person or entity

acquiring all or substantially all of the assets of Contractor and continuing the

business of Contractor. This Agreement binds the heirs, successors, permitted

assigns and representatives of Contractor.

23.2. All software and services from third parties to be provided by Contractor

hereunder will be licensed to the County pursuant to the terms and conditions

of the license agreements provided by the publishers or providers of such

software or services.

Section 24. Choice of Law and Personal Jurisdiction. This Agreement is made in Contra Costa

County and is governed by, and will be construed in accordance with, the laws of the

State of California. The parties, to the fullest extent permitted by law, knowingly,

intentionally, and voluntarily, with and upon the advice of competent counsel, submit

to personal jurisdiction in the State of California over any suit, action or proceeding

arising from or relating to the terms of this Agreement. Any action relating to this

Agreement must be instituted and prosecuted in the courts of Contra Costa County,

State of California.

Section 25. Compliance with Law. Contractor is subject to and must comply with all applicable

federal, state, and local laws and regulations with respect to its performance under

this Agreement, including but not limited to, licensing, employment, and purchasing

practices; and wages, hours, and conditions of employment, including

nondiscrimination. Should federal or state regulations or laws touching upon the

subject of this Agreement be adopted or revised during the term hereof, this

Agreement will be deemed amended to assure conformance with such federal or state

requirements. Contractor agrees that all goods and services under this Agreement

will be available to all qualified persons regardless of age, gender, race, religion,

color, national origin, ethnic background, disability, or sexual orientation, and that

none will be used, in whole or in part, for religious worship.

Section 26. Notices. All notices to be provided under this Agreement will be in writing and may

be delivered by deposit in the United States mail, postage prepaid. Notices to County

must be addressed to the department head of the County department for which this

Agreement is made at the address set forth in the Basic Terms. Notices to Contractor

must be addressed to the Contractor's address set forth in the Basic Terms. Notices

sent by United States mail are effective three (3) days after the date of deposit in the

mail.


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Section 27. Records. Contractor must keep and make available for inspection and copying by

authorized representatives of the County, the State of California, and the United

States Government, the Contractor’s regular business records and such additional

records pertaining to this Agreement as may be required by the County.

27.1. Retention of Records. Contractor must retain all documents pertaining to this

Agreement for five years from the date of submission of Contractor’s final

payment demand or final cost report; for any further period that is required by

law; and until all federal/state audits are complete and exceptions resolved for

this Agreement’s funding period. Upon request, Contractor must make these

records available to authorized representatives of the County, the State of

California, and the United States Government.

27.2. Access to Books and Records of Contractor, Subcontractor. Pursuant to

Section 1861(v)(1) of the Social Security Act, and any regulations promulgated

thereunder, Contractor must, upon written request and until the expiration of

five years after the furnishing of services pursuant to this Agreement, make

available to the County, the Secretary of Health and Human Services, or the

Comptroller General, or any of their duly authorized representatives, this

Agreement and books, documents, and records of Contractor necessary to

certify the nature and extent of all costs and charges hereunder.

Further, if Contractor carries out any of the duties of this Agreement through a

subcontract with a value or cost of $10,000 or more over a twelve-month

period, such subcontract must contain a clause to the effect that upon written

request and until the expiration of five years after the furnishing of services

pursuant to such subcontract, the subcontractor must make available to the

County, the Secretary, the Comptroller General, or any of their duly authorized

representatives, the subcontract and books, documents, and records of the

subcontractor necessary to verify the nature and extent of all costs and charges

thereunder.

This provision is in addition to any and all other terms regarding the

maintenance or retention of records under this Agreement and is binding on the

heirs, successors, assigns and representatives of Contractor.

Section 28. Waiver.

28.1. No Implied Waiver. The waiver by County of any breach of any term or

provision of this Agreement will not be deemed to be a waiver of such term or

provision or of any subsequent breach of the same or any other term or

provision contained herein.

28.2. No Waiver by County. Except as expressly set forth in this Agreement,

inspections, approvals, or statements by any officer, agent or employee of

County indicating that Contractor’s performance or any part thereof complies

with the requirements of this Agreement, or acceptance of the whole or any

part of such performance, or payments therefor, or any combination of these

acts, do not relieve Contractor’s obligation to fulfill this Agreement as

prescribed; nor is the County thereby prevented from bringing any action for


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damages or enforcement arising from any failure to comply with any of the

terms and conditions of this Agreement.

Section 29. Reporting Requirements. Pursuant to Government Code Section 7550, Contractor

must include in all documents and written reports completed and submitted to County

in accordance with this Agreement, a separate section listing the numbers and dollar

amounts of all contracts and subcontracts relating to the preparation of each such

document or written report. This Section 29 applies only if the payment limit of this

Agreement exceeds $5,000.

Section 30. Nonrenewal. Contractor understands and agrees that there is no representation,

implication, or understanding that the services provided by Contractor under this

Agreement will be purchased by County under a new contract following expiration or

termination of this Agreement, and Contractor waives all rights or claims to notice or

hearing respecting any failure to continue purchasing all or any such services from

Contractor.

Section 31. No Third-Party Beneficiaries. Nothing in this Agreement may be construed to create,

and the parties do not intend to create, any rights in third parties.

Section 32. Copyrights, Rights in Data, and Works Made for Hire. Contractor shall not publish

or transfer any materials produced or resulting from activities supported by this

Agreement without the express written consent of the County Administrator. All

reports, original drawings, graphics, plans, studies and other data and documents, in

whatever form or format, assembled or prepared by Contactor or Contractor’s

subcontractors, consultants, and other agents in connection with this Agreement are

“works made for hire” (as defined in the Copyright Act, 17 U.S.C. Section 101 et

seq., as amended) for County, and Contractor unconditionally and irrevocably

transfers and assigns to County all right, title, and interest, including all copyrights

and other intellectual property rights, in or to the works made for hire. Unless

required by law, Contractor shall not publish, transfer, discuss, or disclose any of the

above-described works made for hire or any information gathered, discovered, or

generated in any way through this Agreement, without County’s prior express written

consent. If any of the works made for hire is subject to copyright protection, County

reserves the right to copyright such works and Contractor agrees not to copyright

such works. If any works made for hire are copyrighted, County reserves a royalty-

free, irrevocable license to reproduce, publish, and use the works made for hire, in

whole or in part, without restriction or limitation, and to authorize others to do so.

Section 33. Conflicts of Interest. Contractor represents and warrants that it presently has no

interest and covenants that it will not acquire any interest, direct or indirect, that

represents a financial conflict of interest under state law or that would otherwise

conflict in any manner or degree with the performance of its services under this

Agreement. Contractor further covenants that in the performance of this Agreement,

no person having any such interests will be employed by Contractor. If requested to

do so by County, Contractor shall complete a “Statement of Economic Interest” form

and file it with County and will require any other person doing work under this

Agreement to complete a “Statement of Economic Interest” form and file it with

County. Contractor covenants that Contractor, its employees and officials, are not


5/2/2017 12:10 PM p. 134

Contra Costa County


Revised 2014

General Conditions

(Page 16 of 16)

now employed by County and have not been so employed by County within twelve

months immediately preceding this Agreement; or, if so employed, did not then and

do not now occupy a position that would create a conflict of interest under

Government Code section 1090. In addition to any indemnity provided by Contractor

in this Agreement, Contractor shall indemnify, defend, and hold the County harmless

from any and all claims, investigations, liabilities, or damages resulting from or

related to any and all alleged conflicts of interest. Contractor represents and warrants

that it has not provided, attempted to provide, or offered to provide any money, gift, gratuity,

thing of value, or compensation of any kind to obtain this Agreement.

Section 34. Required Audit.

34.1. Federal Grant Funds Audit. If Contractor is funded by $500,000 or more in

federal grant funds in any fiscal year from any source, Contractor shall provide

to County, at Contractor's expense, an audit conforming to the requirements set

forth in the most current version of Office of Management and Budget Circular

A-133. If Contractor is funded by less than $500,000 in federal grant funds in

any fiscal year from any source, but such grant imposes specific audit

requirements, Contractor must provide County with an audit conforming to

those requirements.

34.2. Records Availability. If Contractor is funded by less than $500,000 in federal

grant funds in any fiscal year from any source, Contractor is exempt from

federal audit requirements for that year; however, Contractor's records must be

available for, and an audit may be required by, appropriate officials of the

federal awarding agency, the General Accounting Office (GAO), the pass-

through entity and/or the County.

34.4. Conduct of Audit; Withholding. If any audit is required, Contractor shall

provide County with such audit. Contractor is solely responsible for arranging

for the conduct of the audit, and for its cost. County may withhold the

estimated cost of the audit or 10 percent of the amount of this Agreement,

whichever is greater, or the final payment, from Contractor until County

receives the audit from Contractor.

Section 35. Attorneys’ Fees. In any legal action or other proceeding brought to enforce or

interpret the terms of this Agreement, the prevailing party will be entitled to recover

reasonable attorneys’ fees and costs.

Section 36. Entire Agreement. This Agreement constitutes the entire agreement between the

parties concerning the subject matter hereof, and supersedes all prior and

contemporaneous communications, promises, representations or agreements. This

Agreement may only be modified and amended upon the express written agreement

of the parties.

Section 37. Counterparts. This Agreement may be signed in counterparts, each of which shall be

deemed an original, but all of which together shall constitute one and the same

instrument.


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Contra Costa County Project Name: Standard Form Software and Services Agreement Revised 2014 Project No.:

Software and Services Agreement Special Conditions (Page 1 of 1)

Special Conditions (Software and Services Agreement)

[This is where you modify or delete one or more provisions of the General Conditions. If you do

not want to modify or delete a General Condition provision, you will NOT use this Form SSA Special Conditions at all.]


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Contra Costa County Project Name:

Standard Form (Amendment to SSA)

Revised 2014 Project No.:

AMENDMENT NO. TO SOFTWARE AND SERVICES AGREEMENT

(To be used only for Software and Services Agreement)

1. Identification of Agreement to be Amended.

(a) Effective Date of Agreement:

(b) Agency:

(c) Subject:

2. Parties. Agency, and the following named Contractor, mutually agree and promise as follows:

(a) Contractor's Name & Address:

(b) Type of Business Entity:

(e.g., individual, corporation, sole proprietorship, partnership, limited liability company)

If corporation or limited liability company, identify state of incorporation/formation:

3. Project Name, Number, & Location.

4. Amendment Date. The effective date of this Amendment to Consulting Services Agreement is:

5. Amendment Specifications. The Agreement identified above is hereby amended as set forth in the Amendment

Specifications attached hereto and incorporated by reference.

6. Signatures. The signatures set forth below attest the parties’ agreement hereto:

Amendment No.

(Page 1 of 4)


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CONTRACTOR

SIGNATURE A

Contractor’s Name:

____________________________, a

By __________________________________________

(Signature of individual or officer)

__________________________________________

(Print name and title)

SIGNATURE B

By __________________________________________

(Signature of individual or officer)

__________________________________________

(Print name and title)

Note to Contractor: If Contractor is a corporation or limited liability company, two officers must sign this Amendment.

The first signature (Signature A) must be that of the chairperson of the board, president or vice-president; the second

signature (Signature B) must be that of the secretary, assistant secretary, chief financial officer, or assistant treasurer.

(Civil Code Section 1190 and Corporations Code Sections 313 and 17703.01.) The acknowledgment below must be

signed by a Notary Public.

ACKNOWLEDGMENT

State of California )

)

County of _________________________ )

On __________________________, before me, _______________________________, Notary Public, personally

appeared ___________________________________________________ (insert name(s) and title(s) of the officer(s)

signing on behalf of Contractor), who proved to me on the basis of satisfactory evidence to be the person(s) whose

name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in

his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity

upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and

correct.

WITNESS MY HAND AND OFFICIAL SEAL

___________________________________ (Notary’s Seal)

Signature

Amendment No.

(Page 2 of 4)


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AGENCY

(a) If Amendment is approved by Agency’s governing body (required if total Payment Limit of original

Agreement and Amendment exceeds $100,000, or if original Agreement was approved by Agency’s

governing body):

AGENCY,

By ___________________________________

Board Chair/Designee

ATTEST: Clerk of the Board of Supervisors

By ________________________________

Deputy

(b) If Amendment is approved by County Purchasing Agent:

AGENCY,

By ___________________________________

Board Chair/Designee

APPROVALS

RECOMMENDED BY DEPARTMENT FORM APPROVED BY COUNTY COUNSEL

By ___________________________ By _________________________________

Designee Deputy County Counsel

APPROVED: COUNTY ADMINISTRATOR

By _______________________________

Designee

Amendment No.

(Page 3 of 4)


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AMENDMENT SPECIFICATIONS

[Agency staff should separately number and identify each provision being modified or deleted. Each party's respective

new duties under the Software and Services Agreement must be set forth clearly.]

Amendment No.

(Page 4 of 4)


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Appendix A to Software and Services Agreement - Service Plan (Page 1 of 1)

Appendix A SOFTWARE AND SERVICES AGREEMENT SERVICE PLAN

[This Appendix is used to list the services that the Contractor will provide to implement

the Software. The services may be pulled from the Contractor’s response to the request for proposals. The service plan below is an example only and the service plan that relates to your particular contract needs to be filled in below.] [A. General.

1. Services. In consideration of Services provided by Contractor under this Appendix A, County will pay Contractor as set forth in Appendix B (Payment Provisions). Contractor will provide labor to install and configure the Software in accordance with County’s requirements, successfully complete the data conversions, develop and assist development and testing of interfaces, conduct testing, and perform training. The Services will be deemed complete when they have been accepted by County pursuant to Appendix G (Performance and Acceptance).

2. Services Location. Contractor’s work activities performed pursuant to this Agreement

will be performed at County buildings and remotely. As a result, Contractor facility access will normally be restricted to normal County working hours.

3. Defined Terms. Capitalized terms not defined in this Appendix A have the definitions

given in the General Conditions.

B. Project Management and Planning. Contractor and County will be jointly responsible for planning and managing the Project, using practices generally recognized as good project management methodology, and will each designate a project manager for the Project, who will be responsible for interfacing with their counterpart for the purposes of this Service Plan.

C. Services.

1. Scope of Work. The scope of work set forth in this service plan represents the services required to reach the proposed solution and a successful Project. Contractor will perform all work in accordance with the descriptions, scopes, and specifications herein described.

2. Project Plan. Contractor will develop a Project plan with input from County. The Project plan will include at minimum: (a) contact information of Contractor staff assigned to the Project; (b) list of Project phases/iterations, start/end dates, milestones, and deliverables; and (c) detailed explanations of the work items for which Contractor and County are responsible.]


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Appendix B to Software and Services Agreement – Payment Provisions (Page 1 of 3)

Appendix B PAYMENT PROVISIONS

[This Appendix is used to provide the amounts and timing of payments under the Agreement. Below are two examples of formats that can be used for payment provisions. Other formats that fit the particular contract can also be used.]

SAMPLE PAYMENT PROVISIONS NUMBER ONE [I. Project Invoices. Contractor will invoice County as set forth below, and County will make

payment therefor as set forth in Article III below.

A. Execution of Agreement 1. Software ............................................................................................. $_______ 2. Annual Support .................................................................................. $_______ 3 Professional Services ......................................................................... $_______ 4. Legacy Data Conversion .................................................................... $_______ Total Invoice Amount due upon execution of Agreement .................. $_______

B. Milestone 1

1. Software ............................................................................................. $_______ 2. Annual Support .................................................................................. $_______ 3 Professional Services ......................................................................... $_______ 4. Legacy Data Conversion .................................................................... $_______ Total Amount to be after completion of Milestone 1 ........................... $_______

C. Milestone 2

1. Software ............................................................................................. $_______ 2. Annual Support .................................................................................. $_______ 3 Professional Services ......................................................................... $_______ 4. Legacy Data Conversion .................................................................... $_______ Total completion of Milestone 2 ............................................................ $_______

II. Pricing Summary.

A. Functional Group 1. Total Software ........................................................................... $________ 2. Total Annual Software Support ................................................. $________ 3. Total Professional Services ....................................................... $________ 4. Total Legacy Data Conversion .................................................. $________ Total Contract Costs ...................................................................... $________

B. Professional Services

1. Project Management .................................................................. $________ 2. Discovery .................................................................................. $________ 3. Installation ................................................................................. $________ 4. Training ..................................................................................... $________ 5. Rollout Support ......................................................................... $________


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Total for Professional Services ..................................................... $________

C. Software 1. _______ Software ..................................................................... $________ 2. _______Software ...................................................................... $________ Total for Software .......................................................................... $________

D. Annual Support Agreement .................................................................. $________ E. Legacy Data Conversion Services ........................................................ $________]

SAMPLE PAYMENT PROVISIONS NUMBER TWO

[A. Contract Amount. County will pay Contractor the following amounts pursuant to the

Milestone Schedule set forth in Section B below:

1. Implementation Services ................................ $ 2. Software Licenses ........................................... $ 3. Maintenance and Support ............................... $ 3. Total Contract Amount ................................ $ (the “Contract Amount”)

B. Milestone Schedule. Contractor will invoice County and County will pay Contractor the

following amounts based on invoices in accordance with the following payment Milestone Schedule and the Payment Terms in Section III, below:

1. 50% ($________) of the Contract Amount upon Contractor’s receipt of the fully

executed Agreement. 2. 25% ($________) of the Contract Amount upon completion of Task 5 “Application

Software Functional Demonstration” as set forth in Appendix A (Service Plan) to the Agreement.

3. 25% ($________) of the Contract Amount upon completion of Task 10 “Go-Live” as set forth in Appendix A (Service Plan) to the Agreement.]

[III][C]. Invoice Payment Terms.

[A][1]. Contractor agrees to the payment terms set forth in this Appendix B and the Agreement.

[B][2]. Contractor will submit a County Demand form D-15, accompanied by

documentation of expenditures and services hours, to County’s Authorized Representative for authorization of payment. Contractor will submit demands for payment no later than 30 days from the end of the month in which the contract services upon which such demand is based were actually rendered. Upon approval of payment demands by County’s Authorized Representative, County will make payments within 30 days of the invoice.

[C][3]. Adjustments between line item expenses may be made if the line item budget

adjustment is ten percent or less of the budgeted line item. The County’s Authorized


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Representative may approve any line item adjustment which exceeds the line item budget by more than ten percent.


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Appendix C to Software and Services Agreement – Software License Agreement (Page 1 of 1)

Appendix C SOFTWARE LICENSE

[This Appendix is used to set forth the terms and conditions for the license of the

Software. Software vendors will often have their own software license provisions, which can be copied here. The software license language below is an example only and the software license that is specific to your particular contract needs to be filled in below.]

This Software License Appendix is part of the Agreement. Capitalized terms used in this

Software License Appendix and not otherwise defined have the meanings set forth in the General Conditions of the Agreement.

[A. Software License. Contractor hereby grants, pursuant to the terms and conditions

hereof, a perpetual, nonexclusive, nontransferable license to County to use Contractor’s [insert software modules being licensed] (as each is described in the Documentation, collectively, the “Software”).

B. License Restrictions.

1. The Software shall only be used by the County. 2. County shall not sublicense, duplicate, modify, decompile, reverse engineer,

disassemble, or attempt to derive the source code of the Software. 3. The license granted hereunder shall not imply ownership by County of the

Software, rights of the County to sell the Software, or rights to use the Software for the benefits of others, provided, however, Contractor understands and agrees that the public uses the Software.

4. The license granted hereunder is not transferable. 5. County may not create any derivative work or product based on or derived

from the Software or the Documentation, or modify the Software or Documentation without the prior written consent of Contractor. In the event of a breach of this provision (and without limiting Contractor’s remedies), any modification, derivative work or product based on the Software or documentation is hereby deemed assigned to Contractor.

C. License Term. Upon termination or expiration of the Agreement pursuant to its

terms, the Software license granted hereunder shall expire and County will immediately remove the Software from County’s computers and network and destroy or erase all copies of the Software and any Confidential Information. Upon County’s request, Contractor will assist in extracting the County data in a format acceptable to both the County and Contractor.

D. Payment Provisions. County will pay Contractor for the Software license granted

hereunder pursuant to the terms of Appendix B (Payment Provisions) of the Agreement.]


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Appendix D to Software and Services Agreement – Software Support and Maintenance (Page 1 of 3)

Appendix D SOFTWARE MAINTENANCE AND SUPPORT

[This Appendix is used to set forth the Software maintenance and support provisions. Software

vendors will often have their own Software maintenance and support provisions, which can be copied here. The software support language below is an example only and the software support terms and conditions that are specific to your particular contract needs to be filled in below.]

This Software Maintenance and Support Appendix is part of the Agreement. Capitalized terms

used in this Software Maintenance and Support Appendix and not otherwise defined have the meanings set forth in the General Conditions of the Agreement.

[A. Software Maintenance and Support.

1. Post-Implementation Maintenance and Support. Contractor will provide technical support for the Software via technical support staff that are available from 8:00 a.m. to 7:00 p.m. Pacific time, Monday through Saturday (“Regular Support Hours”) at [insert support telephone number] and [insert technical support e-mail address]. In addition to Regular Support Hours, Contractor can be reached at [insert emergency support telephone number] for a technical support emergencies, 24 hours a day, seven days a week, 365 days a year.

2. Error Correction. Contractor will use commercially reasonable efforts to correct verifiable

and reproducible Product errors when reported to Contractor in accordance with the procedures set forth in this Appendix D. Contractor will use commercially reasonable efforts to correct the reported error by modifying the Product or Documentation and including such modification in a subsequent Product release. Under no circumstances does Contractor warrant or represent that all Software errors can or will be corrected. Contractor will provide County with emergency Software releases, if needed to remedy a Product functionality issue.

3. Response Times and Problem Correction Priority. Contractor will provide timely responses

to County’s requests for technical support calls/inquires as set forth herein. Users will first make support inquires through the County Authorized Representative to assure the policies and business practices of the County are enforced prior to contacting Contractor. The timeliness of the response is dependent upon the severity of the issue/support problem, as defined below. Contractor will analyze each request for support from County, determine the measures that need to be taken in response to each request, and notify County of the status within the response time periods defined below.

4. Severity Level Assignment. County will assign one of the following severity levels to each County issue submitted to Contractor:

a. Severity Level I. A “Severity Level I Issue” means an urgent situation where the County’s production system is down and County is unable to use the Product.

b. Severity Level II. A “Severity Level II Issue” means that one or more critical Product system components has a significant outage and/or failure precluding its successful


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Contra Costa County Project Name: Contractor: Project No.:

Appendix D to Software and Services Agreement – Software Support and Maintenance Page 2 of 3

operation, and possibly endangering the County’s environment, or the Product may operate but is severely restricted.

c. Severity Level III. A “Severity Level III Issue” means a minor problem that exists with the Product, but the majority of the functions are still usable and some circumvention may be required for County to use the Product’s full functionality.

5. Problem Resolution Process. Contractor will resolve Product issues reported by County as follows:

a. Severity Level I. During Regular Support Hours, Contractor will respond to County telephone calls or e-mails reporting Severity Level I Issues within one (1) hour, and will resolve Severity Level I Issues within two (2) hours of receipt of the telephone call or e-mail, unless otherwise authorized in writing by County. For Severity Level I Issues reported outside of Regular Support Hours, Contractor will resolve Severity Level I Issues by 8:00 a.m. Pacific time following the reported issue.

b. Severity Level II. During Regular Support Hours, Contractor will respond to County telephone calls or e-mails report Severity Level II Issues within one (1) hour, and will resolve Severity Level II Issues within twenty-four (24) hours of receipt of the telephone call or e-mail, unless otherwise authorized in writing by the County. For Severity Level II Issues reported outside of Regular Support Hours, Contractor will resolve Severity Level II Issues within forty-eight (48) hours of receipt of the telephone call or e-mail.

c. Severity Level III. Contractor will resolve Severity Level III as quickly as possible, but in no event later than the next available release of the Software, unless otherwise authorized in writing by the County. Within forty-eight (48) hours of receiving a report of a Severity Level III Issue, Contractor will advise County of the amount of time until the Severity Level III Issue will be resolved. The County Support Authorized Representative and Contractor Project Manager will prioritize all outstanding issues and work together to define and update estimates for the time needed for correction.

d. Non-Severity Level Support. During Regular Support Hours, for general Product support/help desk calls not covered by the above severity level descriptions, Contractor's technical support staff will accept County's calls and e-mails for assistance at the time the County places the initial call. After Regular Support Hours, for general support/help desk calls not covered by the above severity level descriptions, Contractor will return County’s call or respond to e-mail no later than the following Business Day.

B. Software Updated and Enhancements.

1. Software Updates. In addition to any County-specific Product Releases, Contractor will

provide County with current version releases of the Software as they are made available to Contractor’s other licensees of the Software. Contractor will support all products and versions of the Software in perpetuity, provided that County is in compliance with its payment obligations under the terms of the Agreement.


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Contra Costa County Project Name: Contractor: Project No.:

Appendix D to Software and Services Agreement – Software Support and Maintenance Page 3 of 3

2. Software Modifications. County may, from time to time, request that Contractor incorporate certain features, enhancements or modifications into the Software. Upon County's request for an enhancement or modification to the Software, Contractor will prepare a statement of work (“Statement of Work”) for the specific project that defines in detail the services to be performed and the proposed cost to County for the Statement of Work.

3. Acceptance. County will review the proposed Statement of Work and proposed cost and

either accept it in writing or request revisions to the Statement of Work. County understands that all Software modifications set forth in a Statement of Work will be performed on a “time-and-materials” basis unless otherwise stated in the Statement of Work. Within twenty (20) business days of Contractor’s completion of the milestones specified in the Statement of Work and delivery of the applicable enhancement/modification to County, County will provide Contractor with written notice of its acceptance or rejection of the enhancement/modification, based on the acceptance criteria set forth in the Statement of Work.

4. Title to Modifications. All modifications or enhancements to the Software are the sole

property of the Contractor.]


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Appendix E to Software and Services Agreement - Specifications (Page 1 of 1)

Appendix E

SPECIFICATIONS [This Appendix is used to insert the Software specifications provided by the vendor that

are required for the Software to function properly. The below specifications are examples only.

A. General. The following minimum hardware and software are required to operate the Software to meet County performance requirements as defined in Appendix G (Performance and Acceptance). Capitalized terms not defined in this Appendix E have the definitions given in the General Conditions.

B. Server Requirements. County will provide the following server hardware and software

for the use of the Product: 1. Two (2) Application Servers with the following characteristics: 4 processor x 4 cores,

64 GB RAM, 3x146 GB HDD (RAID 5); Microsoft Windows Server 2003, 2008, or 2012; and

2. One (1) Database Server with the following characteristics: 4 processor x 4 cores,

128 GB RAM 3 x 146 GB HDD (RAID 6); Microsoft Windows Server 2003, 2008, or 2012; Microsoft SQL Server 2008, 2008 R2, or 2012.

C. User Workstation Specifications. County will provide the following user workstation

hardware and software for use with the Product:

1. Processor: Dual Core Processor (2.3GHz) 2. Memory: 2GB (4GB if attached scanner 3. Operating System: Windows 7 (32 bit) or XP SP3 4. Storage: 500MB of available space]


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Appendix F to Software and Services Agreement – Deliverables (Page 1 of 1)

Appendix F DELIVERABLES

[This Appendix is used to insert the deliverables that Contractor is to provide. The below

deliverables are examples only. Sources for deliverables can be the vendor’s response to the County’s request for proposals and other product documentation provided by the vendor.] I. General. Contractor will provide County an un-hosted implementation of the Product with

workflows, document templates, reports, and Documentation. Capitalized terms not defined in this Appendix F have the definitions given in the General Conditions.

II. Product Modules. Contractor will deliver the following Product modules that will perform

as described below.

1. [Insert description of product modules.]


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Appendix G to Software and Services Agreement – Performance and Acceptance (Page 1 of 2)

Appendix G PERFORMANCE AND ACCEPTANCE

[This Appendix is used to describe how the County will test and accept the Software that

the Contractor is implementing. In general, performance and acceptance criteria should list: (i) the performance and acceptance criteria for the software being licensed to the County and/or the systems being provided by the software vendor; (ii) all tests and other standards that will be used to judge whether the software and/or system meets the performance criteria, and (iii) all criteria that will be used to determine whether a project is complete and can be accepted as complete. Examples are below.]

[I. General. Contractor is implementing the Product as set forth in Appendix A (Service Plan).

This Appendix G sets forth the performance and acceptance criteria to be applied in connection with the implementation and Services provided by Contractor under this Agreement. Capitalized terms not defined in this Appendix G have the definitions given in the General Conditions.

II. Testing.

A. Test Plan Methodology. County will endeavor to develop and execute test plans using standard software-quality testing procedures: positive tests, negative test, black-box tests, exploratory tests, regression tests, etc. 1. Pass/Fail. County will execute tests and record whether the Product or data

conversion passes or fails a test. County will set the severity of all test failures and report test failures to Contractor.

2. Testing Status Updates. County will provide the Contractor project manager with

testing status updates in writing, by e-mail, so that the Contractor is aware of testing progress and issues hindering Product acceptance.

3. Acceptance Notification. County will notify Contractor when the Product has been

accepted when the Product passes all tests, or may provide conditional acceptance of the Product.

B. County Acceptance Process. As part of accepting Contractor’s Services, including

Documentation, County will receive, review, and either approve or disapprove of the Services and/or Documentation. The amount of time between County’s receipt of Services and/or Documentation and its response is dependent upon the size and quantity of Services and Documentation Contractor is submitting to County for review. Normally, County will provide a response within twenty (20) business days of receiving the Service/Documentation from Contractor. Large or numerous documents may take longer. County will approve/disapprove in writing, including e-mail. Disapproval will include a list of issues that must be resolved before the County will approve the Services or Documentation.

III. Payment. County will compensate Contractor for the implementation and Services

according to the Project milestones set forth in Appendix B (Payment Provisions). County


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Appendix G to Software and Services Agreement – Performance and Acceptance (Page 2 of 2)

has the right to withhold payment if it determines that the quantity or quality of work performed is unacceptable.]


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Contra Costa County GENERAL CONDITIONS

Standard Form L-5 (Purchase of Services - Long Form)

Revised 2014

Contractor County Dept.

Form L-5 (Page 1 of 7)

1. Compliance with Law. Contractor is subject to and must comply with all applicable federal, state, and local laws

and regulations with respect to its performance under this Contract, including but not limited to, licensing,

employment, and purchasing practices; and wages, hours, and conditions of employment, including

nondiscrimination.

2. Inspection. Contractor's performance, place of business, and records pertaining to this Contract are subject to

monitoring, inspection, review and audit by authorized representatives of the County, the State of California, and the

United States Government.

3. Records. Contractor must keep and make available for inspection and copying by authorized representatives of the

County, the State of California, and the United States Government, the Contractor's regular business records and such

additional records pertaining to this Contract as may be required by the County.

a. Retention of Records. Contractor must retain all documents pertaining to this Contract for five years from the

date of submission of Contractor's final payment demand or final Cost Report; for any further period that is

required by law; and until all federal/state audits are complete and exceptions resolved for this Contract's funding

period. Upon request, Contractor must make these records available to authorized representatives of the County,

the State of California, and the United States Government.

b. Access to Books and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1) of the Social

Security Act, and any regulations promulgated thereunder, Contractor must, upon written request and until the

expiration of five years after the furnishing of services pursuant to this Contract, make available to the County,

the Secretary of Health and Human Services, or the Comptroller General, or any of their duly authorized

representatives, this Contract and books, documents, and records of Contractor necessary to certify the nature and

extent of all costs and charges hereunder.

Further, if Contractor carries out any of the duties of this Contract through a subcontract with a value or cost of

$10,000 or more over a twelve-month period, such subcontract must contain a clause to the effect that upon

written request and until the expiration of five years after the furnishing of services pursuant to such subcontract,

the subcontractor must make available to the County, the Secretary, the Comptroller General, or any of their duly

authorized representatives, the subcontract and books, documents, and records of the subcontractor necessary to

verify the nature and extent of all costs and charges thereunder.

This provision is in addition to any and all other terms regarding the maintenance or retention of records under

this Contract and is binding on the heirs, successors, assigns and representatives of Contractor.

4. Reporting Requirements. Pursuant to Government Code Section 7550, Contractor must include in all documents

and written reports completed and submitted to County in accordance with this Contract, a separate section listing the

numbers and dollar amounts of all contracts and subcontracts relating to the preparation of each such document or

written report. This section applies only if the Payment Limit of this Contract exceeds $5,000.


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Revised 2014



5. Termination and Cancellation.

a. Written Notice. This Contract may be terminated by either party, in its sole discretion, upon thirty-day advance

written notice thereof to the other, and may be cancelled immediately by written mutual consent.

b. Failure to Perform. County, upon written notice to Contractor, may immediately terminate this Contract should

Contractor fail to perform properly any of its obligations hereunder. In the event of such termination, County

may proceed with the work in any reasonable manner it chooses. The cost to County of completing Contractor's

performance will be deducted from any sum due Contractor under this Contract, without prejudice to County's

rights to recover damages.

c. Cessation of Funding. Notwithstanding any contrary language in Paragraphs 5 and 11, in the event that federal,

state, or other non-County funding for this Contract ceases, this Contract is terminated without notice.

6. Entire Agreement. This Contract contains all the terms and conditions agreed upon by the parties. Except as

expressly provided herein, no other understanding, oral or otherwise, regarding the subject matter of this Contract will

be deemed to exist or to bind any of the parties hereto.

7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures and budgets

required by this Contract, including but not limited to, monitoring, evaluating, auditing, billing, or regulatory changes,

may be clarified in a written letter signed by Contractor and the department head, or designee, of the county

department on whose behalf this Contract is made. No written clarification prepared pursuant to this Section will

operate as an amendment to, or be considered to be a part of, this Contract.

8. Modifications and Amendments.

a. General Amendments. In the event that the total Payment Limit of this Contract is less than $100,000 and this

Contract was executed by the County’s Purchasing Agent, this Contract may be modified or amended by a written

document executed by Contractor and the County’s Purchasing Agent or the Contra Costa County Board of

Supervisors, subject to any required state or federal approval. In the event that the total Payment Limit of this

Contract exceeds $100,000 or this Contract was initially approved by the Board of Supervisors, this Contract may

be modified or amended only by a written document executed by Contractor and the Contra Costa County Board

of Supervisors or, after Board approval, by its designee, subject to any required state or federal approval.

b. Minor Amendments. The Payment Provisions and the Service Plan may be amended by a written administrative

amendment executed by Contractor and the County Administrator (or designee), subject to any required state or

federal approval, provided that such administrative amendment may not increase the Payment Limit of this

Contract or reduce the services Contractor is obligated to provide pursuant to this Contract.

9. Disputes. Disagreements between County and Contractor concerning the meaning, requirements, or performance of

this Contract shall be subject to final written determination by the head of the county department for which this

Contract is made, or his designee, or in accordance with the applicable procedures (if any) required by the state or

federal government.


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10. Choice of Law and Personal Jurisdiction.

a. This Contract is made in Contra Costa County and is governed by, and must be construed in accordance with, the

laws of the State of California.

b. Any action relating to this Contract must be instituted and prosecuted in the courts of Contra Costa County, State

of California.

11. Conformance with Federal and State Regulations and Laws. Should federal or state regulations or laws touching

upon the subject of this Contract be adopted or revised during the term hereof, this Contract will be deemed amended

to assure conformance with such federal or state requirements.

12. No Waiver by County. Subject to Paragraph 9. (Disputes) of these General Conditions, inspections or approvals, or

statements by any officer, agent or employee of County indicating Contractor's performance or any part thereof

complies with the requirements of this Contract, or acceptance of the whole or any part of said performance, or

payments therefor, or any combination of these acts, do not relieve Contractor's obligation to fulfill this Contract as

prescribed; nor is the County thereby prevented from bringing any action for damages or enforcement arising from

any failure to comply with any of the terms and conditions of this Contract.

13. Subcontract and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor.

Prior written consent of the County Administrator or his designee, subject to any required state or federal approval, is

required before the Contractor may enter into subcontracts for any work contemplated under this Contract, or before

the Contractor may assign this Contract or monies due or to become due, by operation of law or otherwise.

14. Independent Contractor Status. The parties intend that Contractor, in performing the services specified herein, is

acting as an independent contractor and that Contractor will control the work and the manner in which it is performed.

This Contract is not to be construed to create the relationship between the parties of agent, servant, employee,

partnership, joint venture, or association. Contractor is not a County employee. This Contract does not give

Contractor any right to participate in any pension plan, workers’ compensation plan, insurance, bonus, or similar

benefits County provides to its employees. In the event that County exercises its right to terminate this Contract,

Contractor expressly agrees that it will have no recourse or right of appeal under any rules, regulations, ordinances, or

laws applicable to employees.

15. Conflicts of Interest. Contractor covenants that it presently has no interest and that it will not acquire any interest,

direct or indirect, that represents a financial conflict of interest under state law or that would otherwise conflict in any

manner or degree with the performance of its services hereunder. Contractor further covenants that in the

performance of this Contract, no person having any such interests will be employed by Contractor. If requested to do

so by County, Contractor will complete a “Statement of Economic Interest” form and file it with County and will

require any other person doing work under this Contract to complete a “Statement of Economic Interest” form and file

it with County. Contractor covenants that Contractor, its employees and officials, are not now employed by County

and have not been so employed by County within twelve months immediately preceding this Contract; or, if so

employed, did not then and do not now occupy a position that would create a conflict of interest under Government


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Code section 1090. In addition to any indemnity provided by Contractor in this Contract, Contractor will indemnify,

defend, and hold the County harmless from any and all claims, investigations, liabilities, or damages resulting from or

related to any and all alleged conflicts of interest. Contractor warrants that it has not provided, attempted to provide,

or offered to provide any money, gift, gratuity, thing of value, or compensation of any kind to obtain this Contract.

16. Confidentiality. To the extent allowed under the California Public Records Act, Contractor agrees to comply and to

require its officers, partners, associates, agents and employees to comply with all applicable state or federal statutes or

regulations respecting confidentiality, including but not limited to, the identity of persons served under this Contract,

their records, or services provided them, and assures that no person will publish or disclose or permit or cause to be

published or disclosed, any list of persons receiving services, except as may be required in the administration of such

service. Contractor agrees to inform all employees, agents and partners of the above provisions, and that any person

knowingly and intentionally disclosing such information other than as authorized by law may be guilty of a

misdemeanor.

17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract will be available to

all qualified persons regardless of age, gender, race, religion, color, national origin, ethnic background, disability, or

sexual orientation, and that none will be used, in whole or in part, for religious worship.

18. Indemnification. Contractor will defend, indemnify, save, and hold harmless County and its officers and employees

from any and all claims, demands, losses, costs, expenses, and liabilities for any damages, fines, sickness, death, or

injury to person(s) or property, including any and all administrative fines, penalties or costs imposed as a result of an

administrative or quasi-judicial proceeding, arising directly or indirectly from or connected with the services provided

hereunder that are caused, or claimed or alleged to be caused, in whole or in part, by the negligence or willful

misconduct of Contractor, its officers, employees, agents, contractors, subcontractors, or any persons under its

direction or control. If requested by County, Contractor will defend any such suits at its sole cost and expense. If

County elects to provide its own defense, Contractor will reimburse County for any expenditures, including

reasonable attorney’s fees and costs. Contractor’s obligations under this section exist regardless of concurrent

negligence or willful misconduct on the part of the County or any other person; provided, however, that Contractor is

not required to indemnify County for the proportion of liability a court determines is attributable to the sole

negligence or willful misconduct of the County, its officers and employees. This provision will survive the expiration

or termination of this Contract.

19. Insurance. During the entire term of this Contract and any extension or modification thereof, Contractor shall keep

in effect insurance policies meeting the following insurance requirements unless otherwise expressed in the Special

Conditions:

a. Commercial General Liability Insurance. For all contracts where the total payment limit of the contract is

$500,000 or less, Contractor will provide commercial general liability insurance, including coverage for business

losses and for owned and non-owned automobiles, with a minimum combined single limit coverage of $500,000

for all damages, including consequential damages, due to bodily injury, sickness or disease, or death to any person

or damage to or destruction of property, including the loss of use thereof, arising from each occurrence. Such

insurance must be endorsed to include County and its officers and employees as additional insureds as to all

services performed by Contractor under this Contract. Said policies must constitute primary insurance as to


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County, the state and federal governments, and their officers, agents, and employees, so that other insurance

policies held by them or their self-insurance program(s) will not be required to contribute to any loss covered

under Contractor’s insurance policy or policies. Contractor must provide County with a copy of the endorsement

making the County an additional insured on all commercial general liability policies as required herein no later

than the effective date of this Contract. For all contracts where the total payment limit is greater than $500,000,

the aforementioned insurance coverage to be provided by Contractor must have a minimum combined single limit

coverage of $1,000,000.

b. Workers' Compensation. Contractor must provide workers' compensation insurance coverage for its employees.

c. Certificate of Insurance. The Contractor must provide County with (a) certificate(s) of insurance evidencing

liability and worker's compensation insurance as required herein no later than the effective date of this Contract.

If Contractor should renew the insurance policy(ies) or acquire either a new insurance policy(ies) or amend the

coverage afforded through an endorsement to the policy at any time during the term of this Contract, then

Contractor must provide (a) current certificate(s) of insurance.

d. Additional Insurance Provisions. No later than five days after Contractor’s receipt of: (i) a notice of

cancellation, a notice of an intention to cancel, or a notice of a lapse in any of Contractor’s insurance coverage

required by this Contract; or (ii) a notice of a material change to Contractor’s insurance coverage required by this

Contract, Contractor will provide Department a copy of such notice of cancellation, notice of intention to cancel,

notice of lapse of coverage, or notice of material change. Contractor’s failure to provide Department the notice as

required by the preceding sentence is a default under this Contract

20. Notices. All notices provided for by this Contract must be in writing and may be delivered by deposit in the United

States mail, postage prepaid. Notices to County must be addressed to the head of the county department for which

this Contract is made. Notices to Contractor must be addressed to the Contractor's address designated herein. The

effective date of notice is the date of deposit in the mails or of other delivery, except that the effective date of notice to

County is the date of receipt by the head of the county department for which this Contract is made.

21. Primacy of General Conditions. In the event of a conflict between the General Conditions and the Special

Conditions, the General Conditions govern unless the Special Conditions or Service Plan expressly provide otherwise.

22. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or understanding that the

services provided by Contractor under this Contract will be purchased by County under a new contract following

expiration or termination of this Contract, and Contractor waives all rights or claims to notice or hearing respecting

any failure to continue purchasing all or any such services from Contractor.

23. Possessory Interest. If this Contract results in Contractor having possession of, claim or right to the possession of

land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract

results in the placement of taxable improvements on tax exempt land (Revenue & Taxation Code Section 107), such

interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to

the payment of property taxes levied on such interest. Contractor agrees that this provision complies with the notice


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requirements of Revenue & Taxation Code Section 107.6, and waives all rights to further notice or to damages under

that or any comparable statute.

24. No Third-Party Beneficiaries. Nothing in this Contract may be construed to create, and the parties do not intend to

create, any rights in third parties.

25. Copyrights, Rights in Data, and Works Made for Hire. Contractor will not publish or transfer any materials

produced or resulting from activities supported by this Contract without the express written consent of the County

Administrator. All reports, original drawings, graphics, plans, studies and other data and documents, in whatever

form or format, assembled or prepared by Contactor or Contractor’s subcontractors, consultants, and other agents in

connection with this Contract are “works made for hire” (as defined in the Copyright Act, 17 U.S.C. Section 101 et

seq., as amended) for County, and Contractor unconditionally and irrevocably transfers and assigns to Agency all

right, title, and interest, including all copyrights and other intellectual property rights, in or to the works made for hire.

Unless required by law, Contractor shall not publish, transfer, discuss, or disclose any of the above-described works

made for hire or any information gathered, discovered, or generated in any way through this Agreement, without

County’s prior express written consent. If any of the works made for hire is subject to copyright protection, County

reserves the right to copyright such works and Contractor agrees not to copyright such works. If any works made for

hire are copyrighted, County reserves a royalty-free, irrevocable license to reproduce, publish, and use the works

made for hire, in whole or in part, without restriction or limitation, and to authorize others to do so.

26. Endorsements. In its capacity as a contractor with Contra Costa County, Contractor will not publicly endorse or

oppose the use of any particular brand name or commercial product without the prior written approval of the Board of

Supervisors. In its County-contractor capacity, Contractor will not publicly attribute qualities or lack of qualities to a

particular brand name or commercial product in the absence of a well-established and widely accepted scientific basis

for such claims or without the prior written approval of the Board of Supervisors. In its County-contractor capacity,

Contractor will not participate or appear in any commercially produced advertisements designed to promote a

particular brand name or commercial product, even if Contractor is not publicly endorsing a product, as long as the

Contractor's presence in the advertisement can reasonably be interpreted as an endorsement of the product by or on

behalf of Contra Costa County. Notwithstanding the foregoing, Contractor may express its views on products to other

contractors, the Board of Supervisors, County officers, or others who may be authorized by the Board of Supervisors

or by law to receive such views.

27. Required Audit. (A) If Contractor is funded by $500,000 or more in federal grant funds in any fiscal year from any

source, Contractor must provide to County, at Contractor's expense, an audit conforming to the requirements set forth

in the most current version of Office of Management and Budget Circular A-133. (B) If Contractor is funded by less

than $500,000 in federal grant funds in any fiscal year from any source, but such grant imposes specific audit

requirements, Contractor must provide County with an audit conforming to those requirements. (C) If Contractor is

funded by less than $500,000 in federal grant funds in any fiscal year from any source, Contractor is exempt from

federal audit requirements for that year; however, Contractor's records must be available for and an audit may be

required by, appropriate officials of the federal awarding agency, the General Accounting Office (GAO), the pass-

through entity and/or the County. If any such audit is required, Contractor must provide County with such audit.

With respect to the audits specified in (A), (B) and (C) above, Contractor is solely responsible for arranging for the

conduct of the audit, and for its cost. County may withhold the estimated cost of the audit or 10 percent of the


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contract amount, whichever is greater, or the final payment, from Contractor until County receives the audit from

Contractor.

28. Authorization. Contractor, or the representative(s) signing this Contract on behalf of Contractor, represents and

warrants that it has full power and authority to enter into this Contract and to perform the obligations set forth herein.

29. No Implied Waiver. The waiver by County of any breach of any term or provision of this Contract will not be

deemed to be a waiver of such term or provision or of any subsequent breach of the same or any other term or

provision contained herein.


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Question and Answers for Bid #WMS-RFP2017 - Warrant Management System

Overall Bid Questions

There are no questions associated with this bid.

Question Deadline: May 29, 2017 8:30:00 PM PDT


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