HomeMy WebLinkAbout365Labs Response for RFP - Bozeman City Attorney Case Management System365 LABS | Confidential 1
Response for RFP
Bozeman City Attorney
Case Management System
PUBLIC SAFETY CLOUD
365 LABS | Confidential 2
Response to Request for Proposals for Bozeman City Attorney
Case Management System
Respondent:
VENDOR NAME: 365Labs
ADDRESS: 1 Smart Way, Ste 201
Baton Rouge, LA 70810
WEBSITE: https://365labs.com
FEDERAL TAX ID: 37-1835915
CONTACT: For further information requests and future solicitations, Danny Adams
shall serve as the primary point of contact for 365Labs:
Danny Adams, Senior Sales Executive
PHONE: (833) 365-LABS
EMAIL: danny.adams@365labs.com
365 LABS | Confidential 3
Table of Contents
Table of Contents ..................................................................................................................................................................... 3
EXECUTIVE SUMMARY ........................................................................................................................................ 4
SECTION 1 COMPANY PROFILE .......................................................................................................................... 6
365Labs Profile .......................................................................................................................................................................... 7
Key 365Labs Personnel ........................................................................................................................................................... 9
SECTION 2 SCOPE OF PROJECT ........................................................................................................................ 11
Case 365™ Case Management System Overview ....................................................................................................... 12
Scope of Services .................................................................................................................................................................... 15
SECTION 3 GENERAL & TECHNICAL REQUIREMENTS ...................................................................................... 19
General & Technical Requirements ................................................................................................................................. 20
Cloud Questionnaire ............................................................................................................................................................. 22
SECTION 4 RELATED EXPERIENCE WITH SIMILAR PROJECTS .......................................................................... 27
Software Implementation Experience ............................................................................................................................. 28
Data Conversion Experience ............................................................................................................................................... 28
SECTION 5 PROPOSED IMPLEMENTATION SCHEDULE .................................................................................... 29
Implementation Plan ............................................................................................................................................................. 33
SECTION 6 PRESENT & PROJECTED WORKLOADS .......................................................................................... 34
Present Workloads ................................................................................................................................................................. 35
Projected Workloads ............................................................................................................................................................. 35
SECTION 7 REFERENCES ................................................................................................................................. 36
SECTION 8 TRAINING ........................................................................................................................................ 39
SECTION 9 MAINTENANCE & SUPPORT ............................................................................................................ 41
Support ....................................................................................................................................................................................... 42
System Updates and Upgrades ......................................................................................................................................... 42
SECTION 10 PRICE PROPOSAL ......................................................................................................................... 43
Software & Interfaces – Annual Costs ............................................................................................................................ 44
Installation & Training Costs – One Time ...................................................................................................................... 44
Data Conversion Cost – One Time ................................................................................................................................... 45
SECTION 11 AFFIRMATION OF NONDISCRIMINATION ...................................................................................... 46
365 LABS | Confidential 4
EXECUTIVE SUMMARY
We thank you for the opportunity to present information for a state-of-the art, integrated Case
Management System that would aid Bozeman City Attorney’s Office in their service to the community.
365Labs’ Case Management platform was built to help prosecutors tackle the challenges of the next 20
years. The 365™ platform is a single, integrated cloud platform supported by modern, purpose-built
Apps that significantly improve workflow, ease of use, accessibility, and data accuracy, and help to lower
costs.
The 365™ Case Management System provides agencies a solution that is:
SEAMLESSLY INTEGRATED
The 365™ platform is based on a simple principle: Data entered once should never have to be re-
entered. 365™ is a single, comprehensive system that is completely integrated, ensuring data never has
to be re-entered. Modules within 365™ are integrated in real-time, allowing for data entered in one
module to be searched and utilized across all 365™ modules. This end-to-end integration optimizes
productivity, improves data efficiency by eliminating redundancies, and enhances the reliability,
accuracy, and quality of data available to agency personnel.
SECURE
365™ was designed to run on WINDOWS 10 IoT Enterprise edition, the same system used in Nuclear
submarines and the US military. The Communications are encrypted using 2048 bit ciphers to keep data
secure & CJIS compliant.
STREAMLINED & EASY TO USE
365™ minimizes data entry and uses artificial intelligence features like, voice dictation, image
recognition, barcode scanning, dynamic auto narratives, and location capture to dramatically simplify
reporting and reduce manual error. The system’s mobile applications use scanning technology to read
and auto-fill driver’s license information, VIN numbers, license plates & vehicle info. 365™ works
securely, wirelessly, and requires no VPN. It even works when completely offline or out of network
range.
INTEROPERABLE
365™ uses Restful and XML Webservices and CSV data export to securely pass information to District
Attorneys/Prosecutors, Courts and partner law enforcement agencies’ systems. The data packets are
encoded to be NIEM compliant and therefore also compliant with FBI’s 2020 guidelines.
Since no vendor’s solution works in isolation, 365™ APIs (Application Programming Interfaces) power
the platform for secure communication with other software programs. Our approach is to create
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distributed systems such that the owner of data retains the information while selectively sharing
information with other agencies using open protocols. The 365 platform integrates seamlessly with
other platforms for public safety, including ShotSpotter, DJI, EasyStreetDraw and more.
FLEXIBLE
365’s modern framework is built to work across any device. In addition to laptops and PCs, 365™ is
compatible with smartphones, tablets, fingerprint readers, citation printers and barcode/RFID readers.
Additional technology can be easily incorporated as needed.
FUTURE-READY
365™ is built on technology for Windows 10 and beyond – and to work on any device that uses Android
or iOS. 365™ uses cellphones and devices as an accessory to capture information fast and deliver critical
info in real time. The platform connects cameras on drones, crime, residential and traffic cameras to
provide complete information. The system is AI enabled and works on VR headsets and HoloLens.
NIEM & CJIS COMPLIANT
365™ is Criminal Justice Information Services (CJIS) and NIEM compliant. 365Labs is also a certified
NLETs partner.
REDUCES IT COMPLEXITY & COSTS
The 365™ platform is built to work seamlessly with Microsoft Office 365 and CLOUD servers to provide
zero IT footprint. Applications are installed from a Private store and Automatically update afterwards.
The platform uses standard low-cost consumer grade devices enabling LEOs and investigators to use
cellphones and devices to securely capture information and deliver critical intel in real time.
We appreciate your consideration of 365Labs. We are excited for the opportunity to take part in your
evaluations and look forward to an opportunity to answer further questions and showcase our product
to you.
365 LABS | Confidential 6
SECTION 1
COMPANY PROFILE
365 LABS | Confidential 7
365Labs Profile
Since 2001, the 365Labs team has committed to creating innovative solutions and software that help
criminal justice partners drive efficiency and improve public safety.
365 Labs is an NLETS Strategic Partner and Microsoft CLOUD Solutions partner with over 20 years of
experience working with Criminal Justice and Public Safety Organizations.
Over 120,000 interactions and careful study of criminal justice processes led to development of the end-
to-end 365™ Law Enforcement and Criminal Justice platform. The 365™ CLOUD platform includes:
▪ Case Management Systems
▪ Computer Aided Dispatch (CAD)
▪ Records Management Systems (RMS) & Reporting
▪ RealTime Command Centers & VMS
▪ eCitation, Ticket Management, and Collections
▪ Evidence Management
▪ Community & Citizen Engagement Portals & Apps
▪ Bodycams, AVLs, LPR and Interview Room Systems
▪ Jail Management Systems
365Labs has provided these systems and full turn-key implementations including data migration,
training, and on-going support for agencies ranging in size from 50 to 3000+ users.
These projects have resulted in increased productivity, efficiency and streamlining of operations while
simultaneously reducing costs and enabling agencies to better serve citizens though strategic,
intelligence led criminal justice and public safety deployment.
Lines of Business 365Labs builds software and technology solutions exclusively
for Public Safety, Criminal Justice and First Responders.
Organization 365Labs is a Limited Liability Company. Company executives
include:
- Mohit ‘Mo’ Vij, President & CEO
- Joe Lunt, Senior Vice President of Sales
Mission 365Labs mission is to help transform agencies to tackle the
challenges of the next 20 years
Affiliates NLETS Strategic Partner; Microsoft CLOUD Solutions Partner
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Objectives The 365 Platform was built to eliminate redundant work with a
single, connected platform for agencies. The 365™ Platform was
built around these fundamentals:
- Ensure Information once captured never has to be re-
entered again
- Utilize information that already exists anywhere –
existing records, DMV, NCIC— to complete paperwork
as efficiently as possible.
- Streamline operations with use of Mobile Devices,
Barcodes and RFID
- Simplify training and IT processes with Artificial
Intelligence, Apps, Web and Cloud
- Connect to external partner agencies via real-time
integration and Workflows
- Enable Community and Citizens to contribute to
completing paperwork and foster participation in public
safety.
Locations Headquarters:
1 Smart Way, Baton Rouge, LA 70810
San Francisco
1390 Market Street, Suite 200, San Francisco, CA 94102
Washington D.C.
1701 Pennsylvania Ave N.W., Suite 200, Washington, DC 20006
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Key 365Labs Personnel
Mohit ‘Mo’ Vij, CISA CEO & Chief Software Architect
Education: M.S., System Science, M.S.IE (Business Processes) LSU, 1997;
B.S., Industrial Engineering, 1994
Qualifications & Work Experience: Mr. Vij has over 20 years of
experience in criminal justice and Law Enforcement process reengineering,
application architecture, database development, software programming and
network infrastructure development. Mr. Vij has worked on large-scale
Process analysis and application development for private/public bodies;
Network/computing infrastructure design & implementation; Process
streamlining and technology incorporation into complex long-term project
management for governmental projects. In his 20+ years working with law
enforcement, Mr. Vij has led implementation and data migration projects for
RMS, CAD, eCitation, Civil, Case Management, and Jail Management systems
for agencies ranging in size from 200 to 3000+ users.
Mark Dumaine, JD Technology Advisor
Education: JD, Louisiana State University Law Center, 1998;
BS, Mechanical Engineering, Virginia Polytechnic Institute and State
University, 1982
Qualifications & Work Experience: Mr. Dumaine has over 20 years of
experience working in the public safety and criminal justice system, having
served as Chief of Administration for the East Baton Rouge District Attorney’s
Office. Mr. Dumaine managed several successful technology improvement
initiatives for the DA’s office including: a modern, connected Case
Management system; Criminal Strategies Unit; electronic report imaging and
storage from law enforcement, region-wide e-ticketing solution, e-discovery
portal, and electronic prosecution files.
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Bassam Harb Implementation Project Manager
Education: B.S., Computer Science, University of Louisiana – Lafayette,
1984
Qualifications & Work Experience: Mr. Harb has over 30 years of
experience managing IT and software deployments for law enforcement
and government agencies including E911, Computer Aided Dispatch,
Records Management, Jail Management/Commissary, Warrant Control,
Message Switch, Mobile data, Geo Mapping, and numerous interfaces
(ANI/ALI, ShotSpotter, NCIC, AVL racking, Radio Statuses). He has served
as Project Manager for Public Safety software systems used by single and
multi-jurisdiction agencies and multi-agency communication districts.
Arun Nayar, PMP Lead Interface Engineer
Education: M.S., Industrial Engineering, LSU, 2005; B.Tech., Mechanical
Engineering, College of Engineering, India, 1999
Qualifications & Work Experience: With over 15 years of experience
working with Criminal Justice and Law Enforcement clients, Mr. Nayar has
served as the lead interface engineer for numerous software implementations
for agencies ranging in size from 50 to 3000+ users. Mr. Nayar has worked
on largescale software implementation projects including RMS, CAD,
eCitation, Collections, Alarm Registration & Billing, and Case Management
system deployments.
Jeremiah Mercier Training Lead
Education: B.S., Electrical Engineering, Minor in Computer Science and
Mathematics, University of Oklahoma
Qualifications & Work Experience: Mr. Mercier has over 12 years of
experience in software implementation and training, including
the development of training plans, training materials packages and end-
user documentation.
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SECTION 2
SCOPE OF PROJECT
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As part of the proposed project scope, 365Labs will provide:
- Case 365 Case Management System with secure Cloud Hosting
- Data Conversion from JustWare to Case 365
- Implementation Services
- Training
- Software Maintenance & Support
Additional details on each of these components are included in the sections below.
Case 365™ Case Management System Overview
The digital platform to run a modern prosecutor’s
office, Case 365™ streamlines case management
for criminal, traffic, financial, and civil cases from
a single system.
With connectors to police & court systems, Case
365™ minimizes data entry and uses artificial
intelligence to simplify case life-cycle
management. Case 365™ provides an integrated
single pane for quick information retrieval,
automatic case creation & court activity tracking,
and it supports workflows, data driven insights &
dashboards for a 360˚ view of the entire office.
System Highlights
360˚ VIEW OF EVERY CASE
With Case 365’s single integrated screen, attorneys and staff have a complete view of all case
information—from their desktop, laptop, tablet or smartphone.
▪ Automatic Case Creation ▪ PTI, Subpoena & VAC notes
▪ Booking to Formal Charges ▪ Rap Sheets + Electronic Police Reports
▪ Court Activity Tracking ▪ Calendar/Task Sync with Outlook
▪ Workflows based on key dates ▪ Team Workload Balancing
E-DISCOVERY PORTAL FOR DEFENSE ATTORNEYS
Completely auditable discovery portal for defense attorneys to log in & receive discovery documents.
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ELECTRONIC TRIAL PACKAGES
Prosecutors can bring iPad/tablets to court with instantly searchable text
CASE INQUIRY PORTAL
DA specified partner organizations can access controlled, limited case information over a web portal.
No client software needed.
MEDIA REPOSITORY
Case 365’s local or cloud-based storage allows documents, photos, videos, audio, etc. to be stored for
each case.
SMART DOCUMENT GENERATION & MANAGEMENT
Users can quickly generate documents for one or multiple cases using existing case information – no
need for duplicate data entry:
- Subpoenas
- Pleadings
- Witness Documents
- Motions
- Victim Letters
- Hearing Notifications
Documents auto-save to the case as they are generated. Security & permissions settings control access
to confidential documents.
Integrated document management eliminates costly third party storage and archiving
FINANCIAL TRACKING & REPORTS
Case 365 allows offices to easily track and manage: restitution, discovery fees, diversion programs, case
expenses, bad checks and delinquent tax.
INTELLIGENCE & INVESTIGATION
Case 365’s built-in NIBIN leads or hit flags, and a social media, tattoos & physical marks repository give
investigators and prosecutors critical intel.
POI TRACKING & ALERTS
Case 365™ Alerting System sends an alert via email or text to a subscriber every time the person of
interest is arrested, booked, or issued a citation. Alerts includes Geolocation of incident & contact info
of the Officer. Personalized Subscriptions allow ADAs and investigators to: Set alerts based on groups
for gang members or hot zones; Lookup existing POI from Database; and Add a new Person of Interest
with no previous history.
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INTEGRATION WITH LAW ENFORCEMENT & COURTS
With proven integration with police and court databases, Case 365 eliminates the need for duplicate
data entry. Agencies can enter data once and share securely across databases and agencies.
REPORT AND DASHBOARD CAPABILITIES
Case 365 gives administrators the top-level view of the entire office needed to ensure effective and
efficient prosecution.
▪ Realtime Statistics & Dashboards give an instant view of all active and pending cases.
▪ Comprehensive Reports can be generated with a single click.
▪ Analyze cases by type, demographics, etc
▪ Self-service analytics
▪ Direct connection to Microsoft Excel, PowerApps and PowerBI
▪ Pre-built & custom Data Connectors through 3rd parties
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Scope of Services
Item Description
Exists in
Proposed
Solution?
Comments
Forms Management – These services
facilitate the creation, modification and usage
of electronic forms to capture case and name
related information in a structured, consistent
format. These services, assist with the
development and management of electronic
forms, including form field design and data
entry validation to assist users with entering
relevant data.
Yes
Built-in forms – purpose built
for prosecution case
management
Reports Generation – These services include
generating many types of reports including
from case files, name files, and overall system
data. Reports to include data reports, case
status reports, discovery reports, calendar
reports, and a variety of statistical, system, and
performance reports. Report generation
services support the organization and
presentation of data into a useful, relevant,
and interactive format, including stock reports
as well as custom built reports. Vendor offers
report building services as well as the ability
of the City to create its own reports.
Yes
Case 365 includes 30+ standard
reports and dashboards.
The system also connects to
Microsoft Word, PowerApps
and PowerBI for extended
reporting and analytics
capabilities.
Search – These services include the ability for
users to search and browse through case,
people, and event data to find all records that
match the search criteria. Examples include
data entered by a certain attorney or cases
that were decided in a particular jurisdiction,
or records that contain a particular term.
Yes
Security and Privacy – These services define
the capabilities needed to support effective
measures to protect and safeguard
information and systems from inappropriate
or unauthorized use, alteration, loss, or
destruction and include, but are not limited to:
ensure continuous observation of security
rules and regulations; ensure appropriate level
Yes
Case 365 enables secure,
permissions-based access to
keep data secure & CJIS
compliant:
• Single Sign On & 2 Factor
Authentication
• Biometrics Authentication
capability
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of protection for case related information and
data; ensure data is protected against
unauthorized modification, use, destruction, or
disclosure; and assure confidentiality, integrity,
and availability. The CMS must be CJIS
compliant and guarantee security of all data
including confidential criminal justice
information.
• Military grade encryption
using 2048 bit ciphers
365Labs maintains security
practices according to CJIS
standards and is an NLETs
strategic partner.
Audit Trail – The CMS must be able to track
individual users as they add and manipulate
data in the CMS system.
Yes
Case Data Management – Case file data
management services determine what data
elements should be captured and how data
should be used and stored. These services
facilitate the storage, processing, exchange
and general administration of case related
data in the case file. The case file is utilized to
provide management oversight to
prosecution, civil litigation and general legal
services, e.g., management of case related
resources, assignments, authorizations and
status changes, including metrics and
accomplishments.
Yes
Through a built-in dashboard,
reports and integration with
Microsoft Power BI interface
case data can be measured and
managed to get better insights.
Paperless environment - These services must
provide and support a paperless office
solution. Yes
Case 365™ has a built-in
document scanning and
management system that allows
for storing of paper images
alongside relevant data
elements
Client Management – These services must
support the management of day-to-day client
relationships and interactions. Clients include
other City departments such as the police
department, municipal court and the finance
department.
Yes
Case 365™ provides a separate
web based application for client
agencies to check the status of
cases and to search details by
defenders.
Calendaring – These services must support
calendaring for multiple people, including
cross-access for all department members,
multiple cases, schedule entries for upcoming
court appearances, filing deadlines, meetings,
and hearings for multiple courts, with
customized views and printing and tickle
events. The CMS must have the ability to
integrate with Microsoft Office.
Yes
Case 365™ has a User calendar
that aggregates important case
related dates, events and
activities assigned to users.
These can then be synchronized
with Microsoft Office, and
Microsoft Planner.
365 LABS | Confidential 17
Performance Measurement – These services
are concerned with the development,
refinement, and usage of performance metrics, Yes
Case 365™ includes creating
benchmarks for various case
types. It then compares
progress of each case against
those benchmarks
Business Rule Management and
Automation – These services are concerned
with business rules and workflows that are
reflected in locally determined practices or
procedures that govern the way that routine
business activities are performed and
automated.
Partially
implemented
Workflows can be setup for
certain items such as User Alerts
etc. Various visual flags are also
available.
Custom workflows can be built
once better clarity if the
requirements is available
Records Management – These services must
have the ability to archive and retrieve closed
files, and associated data and documents, in
an easy and efficient manner. Yes
Closed cases are available as
part of the system. Use of
modern architecture
unnecessitates need for
archiving files. Closed/Archived
cases are available with change
of a toggle.
Document Management – This service
provides the ability to generate, modify, store,
retrieve, and archive case and name specific
documents within the proposed application
and search the same.
Yes
Discovery – This service has the ability to
record receipt and processing of discovery
requests electronically, including Bates’ s
stamping, redacting, and indexing features to
expedite process. This service also has the
ability to record and produce all discovery
electronically through CMS and to provide an
audit trail tracking the exchange of discovery
between the City, defendants and defense
counsel to include what was shared, with
whom the information was shared, and the
date the exchange took place. This service
should preferably contain a separate discovery
management section of CMS. The exchange of
information must be CJIS compliant and
guarantee security of all data, including
confidential criminal justice information.
Yes*
Most eDiscovery is available.
Redaction is under
development and expected to
be available by end of 2021
Legacy Data – This service will import legacy
data in a readable, usable format. Yes
As an add-on service the data
engineers can look at and often
able to migrate the legacy data.
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Customization – This service must have the
ability to be customized in order to fully
support each area of practice within the
department - Prosecution, Civil Litigation and
General Legal.
Yes
Most documents can be created
as Microsoft documents and
then automatically filled in
using case data.
Data Query – These services will be written in
SQL language and allow the City to query its
data as needed.
Yes
Microsoft Power Bi can be
connected with Cloud services
to run Data Query
System Integrations - This service includes
the ability to build integrations between
proposed system and other City systems
hosting relevant case and justice data. System
integrations include Zuercher and Getac used
by the police department. Ideal service
integration would include the ability to import
citation information from Zuercher which
includes all data points populated by officers
in the field. The City wants seamless ability
to link to Getac media including videos, audio
and pictures.
Yes, Custom
365LABS™ Engineers can build
the integration engine between
Zuercher RMS and Getac
system. Such integration will be
custom made and billed as add-
ons.
Compatibility – This service must have the
ability to interface with other software
currently used by the CAO, including but not
limited to all Microsoft Office products and
AdobePro. WestLaw research tools preferred
but not required.
Yes
Case 365 includes built-in
integration with Microsoft
Office and Adobe.
Case 365 integrates with
Microsoft Azure Active Directory
Platform – These services will be cloud based
CMS hosted by vendor. Vendor will maintain
all City data on servers in the United States
subject to United States and Montana law.
Yes
Case 365 is a cloud- based
solution that can be hosted on
365Labs’ Server 365™ platform
or Microsoft Azure GovCloud.
With either option, all data is
hosted in the US. Server 365 is
backed by a 10+ year track
record of running the cloud
exceeding 99.99% uptime. The
platform runs Azure Stack on a
three-way redundant hardware
systems with geo-redundant
replication and backup.
Microsoft Azure GovCLOUD
warrants a 99.99% uptime, as
well. Azure GovCloud provides
option for geo-redundancy and
automatic failover.
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SECTION 3
GENERAL & TECHNICAL
REQUIREMENTS
365 LABS | Confidential 20
General & Technical Requirements
This Schedule lists the minimum technical requirements required for 365Labs' Case Management applications. This also
describes the requirements for 365Labs interface servers. Third Party Providers and subcontractors may have additional
requirements that are not listed here.
1. 365Labs Case 365™ Case Management System
1.1 Workstation Requirements
Item Minimum Recommended
Operating System Windows 10 Windows 10,
Processor 1x dual-core processor 1x quad-core processor or greater
Architecture x64 / x86 x64
Memory 4 GB 8 GB+
Network Card 1x 2 Mbps+ NIC 1x 1000 Mbps+ NIC
Display(s) 1x 1024x768 1x 1920x1080
Hard Drive 10 GB available space 50 GB available space
Graphics Card N/A N/A
Bandwidth 5 Mbps 100 Mbps+ < 10ms Latency
1.2 Workstation Site Internet Requirements
Case 365™ operates as a single-page application where most of the heavy download load is needed only on initial page load
for each user. 365 Labs recommends an overall internet bandwidth connection of 1+ Mbps per concurrent user using that
connection. Actual performance and usage may vary depending on user usage of other internet-connected applications and
your ISP.
1.3 Mobile Data Terminal/Laptop Requirements
Item Minimum Recommended
Operating System Windows 10+, Windows 10,
Processor 1x dual-core processor 1x dual-core processor or greater
Architecture x64 / x86 x64
Memory 2 GB 4 GB+
Network Card 2 Mbps (4G LTE) 5 Mbps+ (4G LTE)
Display(s) 1x 1024x768 1x 1920x1080
Hard Drive 5 GB available space 20 GB available space
Graphics Card N/A N/A
Bandwidth 2 Mbps (4G LTE) 5 Mbps+ (4G LTE)
● Microsoft Edge (latest)
● Mozilla Firefox (latest)
As of 6/1/19, Case 365 also supports Microsoft Internet Explorer 11, but IE11 support will be phased out in 2020.
1.4 Smartphone Mobile Application Requirements
The Case 365 Smartphone Mobile Application is available on iOS.
Item (iOS) Supported Recommended
Operating System Apple iOS 10+, 11, 12 Apple iOS 12
Device
iPhone 6, 6 Plus, 6S, 6S Plus
iPhone SE
iPhone 7, 7 Plus
iPhone 8, 8 Plus
iPhone X, XS, XS Max, XR
iPhone XS
iPad gen 6
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iPad Air 2, 3rd gen
iPad Mini 3, 4, 5th gen
iPad Pro 1st gen, 2nd gen, 3rd gen
iPad 5th gen, 6th gen
Once the Case 365 Smartphone Mobile Application becomes available on Android, the following are expected to be the
requirements:
Item (Android) Supported Recommended
Operating System Android 7+ Android 9
Device Samsung Galaxy S7+ Samsung Galaxy S10
2. 365LABS ANALYTICS
2.1 Data Lake Requirements
365 Labs Data Lake is a Microsoft SQL Server Database and requires a database client that receives technical support and
security updates from the vendor. 365 Labs recommends using Microsoft SQL Server Management Studio.
2.2 Business Intelligence Suite Requirements
365 Labs Business Intelligence Suite runs embedded within Case 365 and therefore has the same browser requirements as Case
365
3. 365LABS DATA EXCHANGE
The 365 Labs Data exchange functionality is enabled through the Case 365 application. Additional interface servers may be
required to support 365 Labs Data Exchange data flows, depending on the department’s size and complexity.
4. 365LABS INTERFACE SERVERS
4.1 Server Requirements
Interface servers are on-premise servers that 365Labs uses to run integrations developed by 365Labs. These servers allow
365Labs integrations to access on-premise Subscriber systems. 365Labs supports these servers from the VM up and ensures
that interfaces running on these servers are maintained and monitored. The table below outlines 365Labs’ minimum required
and recommended server specs for an interface server setup.
Item Minimum Recommended
Number of servers 1 2+
Operating System Ubuntu 16.04 Ubuntu 16.04
Processor 1x quad-core processor 2x quad-core processor
Architecture x64 x64
Memory 8 GB 16 GB+
Network Card 1x 100 Mbps NIC 2x 1 Gbps+ NICs
Display(s) N/A N/A
Hard Drive 250 GB available space 500 GB available space
Graphics Card N/A N/A
Bandwidth 2 Mbps (4G LTE) 5 Mbps+ (4G LTE)
365 LABS | Confidential 22
Cloud Questionnaire
1. Service levels: What level of service should we expect? What is the City’s recourse for excessive
downtime? Refund of percentage of monthly fee?
▪ 365Labs will warrant a 99.99% uptime on Server 365™ platform. This is backed by a 10+ year
track record of running the cloud exceeding this benchmark. The platform runs Azure Stack on a
three-way redundant hardware system with geo-redundant replication and backup.
Agency has the option to run the system on Microsoft Azure GovCLOUD that warrants a 99.99%
uptime warranty, as well. Azure GovCloud provides option for geo-redundancy and automatic
failover.
Both solutions provide sub 50ms latency
In the event that 365Labs fails to make the Case Management System available at least 99.9% of
the time in any given month during the Regular Usage Period due to System Unavailability (as
defined below), 365Labs will credit the Subscriber’s account for the unavailable RMS as follows:
System Availability (Monthly) Credit
Percentage
Above 99.9% 0%
99.8 – 99.0% 10%
98.9 – 98.0% 20%
Below 97.9% 30%
“System Unavailability” is defined as the percentage of minutes per month in which the CMS is
completely and generally unavailable for Subscriber’s use (but not the use of any one authorized
User), provided that System Unavailability does not include any unavailability attributable to: (a)
RMS Scheduled Downtime for maintenance (whether by 365 Labs, by a vendor, or by
Subscriber); (b) acts or omissions of Subscriber or any Subscriber user of the System; (c) server
downtime related to connectivity issues resulting from Third Party-managed VPN access to
hosted server or Subscriber internal network problems; (d) defects or bugs in the Applications or
Software caused by Subscriber, any Authorized User, or any Affiliate, employee, agent or
independent contractor of Subscriber; or (e) any other cause(s) beyond 365 Labs’s reasonable
control, including but not limited to those caused by Third Party Data services (e.g. Department
of Motor Vehicles license plate database), Third Party Components, overall internet congestion
or a force majeure. Subscriber will be responsible for immediately notifying 365 Labs of all Third
Party-managed VPN access and internal or external (e.g. internet service provider) network
problems that arise.
“Credit Percentage” means the applicable percentage of the portion of the Fees attributable to
Services in the calendar month in which the System Unavailability occurs.
365 LABS | Confidential 23
2. Data ownership: Who owns the data we provide and what can be done with the data?
▪ The agency maintains ownership of Subscriber Data stored or transmitted through the SaaS
Services in Subscriber’s user accounts.
3. Data security: How secure is our data and how is it being kept secure?
▪ 365Labs deploys military-grade encryption and CJIS compliant security best practices to ensure
a high level of data security for subscribers.
▪ The 365 platform enables secure, permissions-based access with:
o Single Sign On & 2 Factor Authentication
o Biometrics Authentication capability
o Military grade encryption
▪ 365Labs maintains the following security practices:
• An information security program that defines implements, and reviews information
security policies and procedures.
• Policies that prohibit the unauthorized disclosure of Confidential and Restricted
Information and requesting, on an annual basis, confirmation from 365Labs
personnel that they have read such policies.
• Processes to encrypt Confidential Information stored on 365Labs-provided laptop
and desktop computers (using BitLocker Drive Encryption – full disk encryption);
processes and security settings to protect Confidential Information stored on
365Labs -provided mobile devices (e.g., iPhone and Android devices), such as time
out values, PINs, automatic device wipe after a specified number of invalid log-on
attempts, and remote wipe capability; and issuing encrypted USB drives to 365Labs
personnel for use in transferring Confidential Information.
• Training and awareness programs for personnel related to information security
policies, information protection standards, and privacy. Additionally, from time to
time, publishing privacy and security-related alerts or reminders by standard 365Labs
internal communication channels.
• Limiting physical access to 365Labs offices through the use of one or more of:
conventional locks, electronic locks, security guards, identification badges, visitor
control programs, and video surveillance programs.
• Anti-virus protection programs (e.g., Webroot), including, centrally managed,
commercially available anti-virus software on 365Labs-provided computers to which
updates are released as they become available from anti-virus software vendors, and
a virus containment process that defines responsibilities and outlines procedures.
• Network servers in 365Labs data centers that employ a variety of industry-accepted
procedures and tools that are designed to safeguard portions of the network and
servers within the data centers. These include combinations of the following:
o Restricting both physical and network access to authorized users
o Restricting physical access by card-key control systems
o Network based intrusion prevention system
o Firewalls to segment networks
365 LABS | Confidential 24
o Vulnerability assessment processes and tools
o Change management procedures
o Patch management processes and tools
o Periodically backing-up data that is maintained on 365Labs network servers,
including processes to encrypt back-up media and to store back-up media
off-site
o Server operating system hardening as appropriate
• Periodic review and update of internal 365Labs information security policies and
procedures.
• Incident Response processes containing escalation procedures for contacting
Subscriber and Information Security resources.
a. If this is a multi-tenant environment on the same hardware how is our data kept separate and
secure from other customers, including any PII (Personally Identifiable Information) that may be
gathered?
▪ The databases for Case 365™ are not multi-tenant. Each agency’s databases exist under
a separate security context and therefore always stay separate. The hardware that run the
containers and virtual instances of database can be common, however each instance of
VM is protected and encrypted at the hardware level. This is no different than any
enterprise Cloud operator. If needed, separate hardware can be provisioned and will cost
extra. However, we do not see this as necessary or adding any extra security value.
b. If PII is gathered, is it encrypted in transit and at rest?
o Yes, data is encrypted in transit and at rest.
o Data at Rest: All files and databases containing Restricted Data (PII) are encrypted in
compliance with the CJIS Policy. This also includes proper key management.
o Data in Transit: All system communications (client to server, server to database, server to
service or service) occur solely over the most current (working) version of TLS
c. If credit card transactions are occurring is your system fully PCI compliant?
o No credit card transactions occur in our system
4. Data integrity: What do you do as a vendor to ensure our data maintains its integrity?
▪ Various standards and best practices are used to ensure data maintains integrity.
First, the cloud environment is SOC2 compliant and therefore very tight standards are
maintained. No physical access is available to data.
Proper Change management in observed for any code and patch updates by CJIS certified
engineers.
365 LABS | Confidential 25
Atomic transactions are performed for all database transaction.
Every transaction and edit is recorded in an audit system
Continuous replication and backups are performed to ensure data integrity.
5. We require data centers to be located in the United States: What country will our data be located
in?
▪ Subscriber Data stored or transmitted through the SaaS Services in Subscriber’s user accounts is
hosted in the United States
6. Responding to legal demands to disclose data: What is your process when someone subpoenas or
requests our data from you as a vendor?
▪ The data is encrypted on our cloud servers and therefore unusable if provided by us as part of
subpoena or request. Therefore, 365Labs refers the subpoena requesting agency directly to our
client agencies.
7. Reporting: What is your protocol for data breaches?
▪ Protocol is to report the data breach to our clients within 24 hrs of such a breach.
8. Disaster recovery: What protections/ protocols do you have in place to mitigate disasters?
▪ The 365 System is implemented on two infrastructures:
o Both in Cloud (Hosted/Cloud Solution)
o Both on Site in redundant locations (On-premises Solution)
o or One in Cloud and One Onsite (Hybrid solution)
The onsite components are built on HA hyper converged infrastructure. Such an infrastructure
not only provides a performance advantage, but also can fail two simultaneous servers and still
remain running.
The system is always replicated in real-time to a secondary infrastructure. Even the primary
infrastructure runs three nodes, and data is dispersed over three different pieces of hardware.
The system runs two different sets of databases which are continuously replicated. The system
is additionally backed up at a complete level every night.
In case of the primary side failure, orchestration is available to switch on the system within an
hour on a secondary site. The system can then be switched back to the primary site as needed.
Industry-leading backup and replication Technologies are used to perform these functions. Our
365 LABS | Confidential 26
current experience with managing over 8 petabytes of data over the last decade has ensured
our understanding of this platform.
9. Business continuity: If you decide to bring your business to an end what happens to our data?
▪ In an unlikely case of termination of 365Labs, and if no other entity would assume the
responsibility of taking over the running of cloud operation, the data would be provided back
to each respective client in an encrypted Microsoft SQL server database format.
10. Termination rights and consequences: What is your termination policy both for you as a vendor
and us as a customer?
▪ Once the term of the agreement is complete, both customer and vendor are free to give a 30
day notice to terminate the service or the contract.
365 LABS | Confidential 27
SECTION 4
RELATED EXPERIENCE WITH
SIMILAR PROJECTS
365 LABS | Confidential 28
Software Implementation Experience
365Labs engineers have over 20 years of experience developing and implementing software for public
safety & criminal justice agencies, including:
▪ Case Management Systems
▪ Computer Aided Dispatch (CAD)
▪ Records Management Systems (RMS) & Reporting
▪ eCitation, Ticket Management, and Collections
▪ Evidence Management
▪ Jail Management Systems
365Labs has provided these systems and full turn-key implementations including data migration,
training, and on-going support for agencies ranging in size from 50 to 3000+ users.
This experience allows our team to seamlessly implement new systems with minimal disruption to
agency operations.
Data Conversion Experience
With its roots from an IT Services and consulting organization, 365Labs Engineers have over 80 years of
combined experience in data conversions.
The 365Labs team has completed data conversions for CAD, RMS, JMS, Case Management and
eCitation implementations with large scale data conversions in the range of 10+ million records (20
years of data) converted per implementation.
Data Conversion services will be provided as part of this project scope.
365 LABS | Confidential 29
SECTION 5
PROPOSED
IMPLEMENTATION
SCHEDULE
365 LABS | Confidential 30
365 Labs will provide complete project management, system configuration and setup as part of the
software implementation. As we have done with other agencies, the implementation process will be
completed with minimal disruption to users and agency operations.
A dedicated project manager will be assigned as the primary point of contact for the City Prosecutor’s
office. The project manager will: Ensure successful completion of the Project; Manage and coordinate
the efforts of 365 staff and External Parties; Develop and maintain the project schedule & manage
project scope; Generate Task Completion Reports (TCR), Monthly Status Reports, and Change Orders.
Identification of tasks to be performed by Vendor &
City
365Labs will provide a detailed RACI chart based on the final project scope that identifies the key roles
and responsibilities of 365Labs and designated agency personnel. Below is a sample RACI chart.
SAMPLE RACI
Chart key:
R = Responsible (party responsible for the project task)
A = Accountable (party who is accountable for the success of the task and is the decision-maker)
C = Consulted (party to be consulted for details or additional information on task requirements)
I = Informed (parties to be kept informed of major updates for the project task)
Activities Sub Activities Responsibility Matrix
Agency
Administration
Agency
Technical
365Labs DOA
IT
Scope Definition C A R
Pricing Sheet & Schedule R C A
T&M Billable Rates I I R I
Covered Services & Exceptions I I R
Support & SLA I C A I
Contract Terms A R C I
Schedule C C A
Order through SHI A I C
Cloud Infrastructure I C A Security Clearance I R A WebServices Setup I R DataStore Setup I R
365 LABS | Confidential 31
DataLake Setup I R Delegated Admin C I A Azure AD Sync Setup A R C AD Integration A R C Security Groups Setup A R C Microsoft Business Store Setup R A I LOB Publishing R A Private Store Setup R A MDM Setup for CJIS R A I Establsih IT Control A C R
NCIC Setup Get new Channel & ORI I A R C Impement Message Switch I A R Designate POC R C I
Interface Development WLF License I A R ASP Application I A R
Citation Implementation GISMO Onboarding Introduction C C R Officers, Admin and Connect Users R C I Local Statutes R I I eTicket Format & Approval Process A I C Default Ticket Fields R I I Special Codes R I Federated AD Setup A R Kick-off Meeting R I C Complete AD sync process R R Digital Branding & Logo C A R Agency Portal Setup I I R Agency Citation Admin App Setup C I A Order Paper R C I
DA Integration DA Portal Setup I C R Obtain DA User List C A I Setup DA users C A Schedule DA training A R C Inventory & Offer CMS Interfaces R
365 LABS | Confidential 32
Training IT training I R I Agency admin training R C C User Training R C C
Activity Implementation System Design C I R Codes and WBS module C C R Rules Engine C R Forms Deliverable C R Software Integration Gismo I R Reporting C C R Interface Development C C R
CAD Implementation Terminal Setup C R C Call-Taker Implementation I C R Dispatch Implementation C C R Camera Integration C C R AVL Integration C R GISMO Integration R Realtime Setup R FieldNotes Application R NCIC + Realtime Application R
Training C C R
Go Live R C
Support R
365 LABS | Confidential 33
Implementation Plan
365Labs follows PMI Principles & Guidelines for software implementations.
A comprehensive implementation project plan will be created in conjunction with the agency
administration. 365Labs Team provides the essential template for implementation but customizes the
various modules and implementation schedules based on planned change management of processes,
interface implementations, field testing, feedback injection into the products, final implementation, and
subsequent continuous improvements.
The Project Life Cycle is divided into Overlapping Phases with defined checkpoints:
o Initiation
o Definition of Services & Implementation Scope
o Contract Negotiation
o Contract Execution
o Statement of Work
o Planning
o Project Scheduling
o Staffing
o Communication Plan
o Risk Plan
o Kickoff
o Execution
o System Implementation
▪ Business Process Review
▪ Cloud Setup, Store Setup, AD and software Configuration
▪ Custom Development
▪ Interfaces
▪ Device/Application/Network
▪ Testing and Functional Acceptance
o Training
o Control
o Continues throughout the project life cycle
o Accounting of deliverables and services
o Change Orders
o Task Completion Reports (TCRs)
o Weekly calls
o Project Status Reports (PSRs)
o Closure
o Go-Live
o Final accounting of deliverables and services
o Transition to Support
365 LABS | Confidential 34
SECTION 6
PRESENT & PROJECTED
WORKLOADS
365 LABS | Confidential 35
Present Workloads
365Labs currently has 1 active Case Management System implementation in progress.
Projected Workloads
We generally try to schedule no more than 1 implementation per quarter.
365 LABS | Confidential 36
SECTION 7
REFERENCES
365 LABS | Confidential 37
Agency: East Baton Rouge District Attorney’s Office
Contact: Hillar Moore, District Attorney | Hillar.Moore@ebrda.org
Phone: (225) 389-3400
Address: 222 St. Louis Street, Suite 550 Baton Rouge, LA 70802
Agency Size: 160+ Prosecutors & Staff
Client Since: 2014
Solutions Implemented: Case Management System, eDiscovery Portal, CSU, Arrest Alerts System
Project Description: 365Labs implemented a state-of-the-art Case Management System to replace
EBRDA’s previous case management system. Implementation included data conversion and migration,
software and interface implementation, and end user training. Implementation was completed with
minimal disruption to the DA’s operations. 365Labs provides ongoing support for the agency.
Agency: East Baton Rouge Parish Sheriff’s Office
Contact: Cpt. Denise Boudreaux | DBoudreaux@ebrso.org
Phone: (225) 389-5002
Address: 8900 Jimmy Wedell Dr., Baton Rouge, LA 70807
Agency Size: 900+ deputies & staff
Client Since: 2013
Solutions Implemented: Case Management System, Records Management System, eCitations,
eWarrants
Project Description: 365Labs has implemented Case Management, Records Management, eWarrant,
and eCitations systems for the Sheriff’s Office. Implementation included data conversion and migration,
software and interface implementation, and end user training. 365Labs provides ongoing support for
the agency.
Agency: Zachary Police Department
Contact: Amber Guidry | aguidry@zacharypd.org
Phone: (225) 654-1904
Address: 4510 Main St, Zachary, LA 70791
Agency Size: 40+ officers & staff
Client Since: 2017
Solutions Implemented: Case Management System, Records Management System, eCitations,
eWarrants
Project Description: 365Labs has implemented Case Management, Records Management, eWarrant,
and eCitations systems for Zachary PD. Implementation included data conversion and migration,
365 LABS | Confidential 38
software and interface implementation, and end user training. 365Labs provides ongoing support for
the agency.
Agency: Baker Police Department
Contact: Jamie Watson | jwatson@bakerpd.org
Phone: (225) 706-0688
Address: 1320 Alabama St. Baker, LA 70714
Agency Size: 40+ officers & staff
Client Since: 2020
Solutions Implemented: Case Management System, Records Management System, eWarrants
Project Description: 365Labs has implemented Case Management, Records Management, and
eWarrant systems for Baker PD. Implementation included data conversion and migration, software and
interface implementation, and end user training. 365Labs provides ongoing support for the agency.
365 LABS | Confidential 39
SECTION 8
TRAINING
365 LABS | Confidential 40
A comprehensive training will be provided for officers/staff designated by Bozeman City Attorney’s
Office. This training may be a mix of train-the-trainer and end-user training, as agreed upon by the
office. Training will include content specific to the modules on which the users are being trained as well
as processes and workflows so that attorneys and staff are capable of and confident in using the new
system.
365Labs will work with Bozeman City Attorney staff to customize the training plan to ensure all agency
needs are met. The approved training schedule will be closely coordinated with agency staff to coincide
with the installation of the software. Training materials packages and end-user documentation will also
be provided.
Sample Training Plan
Tasks Task Details / Deliverables
Foundation Training
Documentation
• 365Labs will provide standardized workflow guides for the Subscriber
• 365Labs will provide access to our knowledge portal via 365 Labs Help
Center
Training Logistics • Where applicable, 365Labs will assist and offer previous best practices
on coordination of training logistics
Train-the-Trainer
or Joint Training
• 365 Labs will provide the number of train-the-trainer or joint training
sessions as follows:
o Case Management End-User Training for All User Groups – 10
days
o Case Management System Administration – 5 days
If joint training is preferred, the first 4 hours of each date will be led by
365Labs, and the remaining 4 hours of each day will be led by Agency
trainer.
Additional Training
• For any additional training outside of what is defined within the SOW
or the contract, the Subscriber should follow the Change Control Process
outlined in the Change Control section to request additional training
services
365 LABS | Confidential 41
SECTION 9
MAINTENANCE & SUPPORT
365 LABS | Confidential 42
Support
Post go-live, 365Labs provides:
▪ Software updates
▪ Ongoing technical support and maintenance
▪ Helpdesk for support of the software
With 20 years of 98% ’Very Satisfied’ client surveys, the 365 support team is 100% based in the US and
available 24/7/365 for clients.
Clients can easily reach their dedicated support team via phone, email or through the online client
portal.
365Labs offers two standard options for helpdesk support:
▪ 8x5 Helpdesk Support
Standard Business Day Hours: 7:00 am to 5:00 pm M-F (CST)
▪ 24/7 Helpdesk Support
Standard Business Day Hours: 7:00 am to 5:00 pm M-F (CST)
+ After Hours Support: 5:00 pm to 7:00 am M-F (CST), Saturdays, Sundays, and State Holidays
The helpdesk provides telephone and/or email based technical support, troubleshooting, error
identification, isolation and remediation, and other assistance directly to Authorized Users to support
the use, deployment and validation of 365Labs software.
System Updates and Upgrades
365™ Application install, distribution and updates are
automatic using Microsoft LOB secure store. This Store is not
available to the Public but only to the Organization that has
been licensed under a 365™ agreement. Users can install the
App themselves or an MDM, like Intune or Airwatch, can be
used for automatic deployment.
Once the App is installed, all updates are Automatic. The App
under the Modern architecture design runs in a sandbox and
therefore does not need administrator access or even a VPN
to connect.
Similarly, mobile applications are installed from the App
Stores.
365 LABS | Confidential 43
SECTION 10
PRICE PROPOSAL
365 LABS | Confidential 44
Software & Interfaces – Annual Costs
Description Qty Unit Cost Ext. Cost
Case 365 Case Management
System – User License
(Software & Support)
20 $900 $18,000
eDiscovery Portal – Site License
(Software & Support)
1 $3000 $3000
Traffic & eCitation Bridge
(Software & Support)
1 $3000 $3000
Case 365 Mobile App
(Software & Support)
20 $120 $2400
Interface with Zuercher
(Software & Support)
1 $3800 $3800
Interface with Getac
(Software & Support)
1 $3800 $3800
Installation & Training Costs – One Time
Description Qty Unit Cost Ext. Cost
Professional Services Hours –
Implementation
120 $150 $18,000
Professional Services Hours –
Training
80 $150 $12,000
365 LABS | Confidential 45
Data Conversion Cost – One Time
A breakdown of all costs associated with conversion of data from current JustWare platform to vendor’
s program.
Description Qty Unit Cost Ext. Cost
Professional Services Hours – Data
Conversion (estimated hours req’d) 130 $150 $19,500
365 LABS | Confidential 46
SECTION 11
AFFIRMATION OF
NONDISCRIMINATION
Attachment A
NONDISCRIMINATION AND EQUAL PAY AFFIRMATION
_________________ (name of entity submitting) hereby affirms it will
not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national
origin, or because of actual or perceived sexual orientation, gender identity or disability and
acknowledges and understands the eventual contract will contain a provision prohibiting
discrimination as described above and this prohibition on discrimination shall apply to the
hiring and treatments or proposer's employees and to all subcontracts.
In addition, ________________ (name of entity submitting) hereby
affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana
Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work "best practices"
website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent "best practices
publication and has read the material.
Name and title of person authorized to sign on behalf of submitter
365Labs
365Labs
Mohit 'Mo' Vij, President & CEO
365 LABS | Confidential 48
The most advanced platform
for Public Safety
Phone: (833) 365-LABS
Email: info@365labs.com
Web: www.365labs.com
Baton Rouge, LA: One Smart Way, Baton Rouge, LA 70810
San Francisco, CA: 1390 Market Street, Suite 200 San Francisco, CA 94102
Washington, DC: 1701 Pennsylvania Ave N.W., Suite 200 Washington, D.C. 20006