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HomeMy WebLinkAboutBozeman RFP Final Request for Proposal City of Bozeman City Attorney Case Management Software Request for Proposal August 27, 2021 Prepared for: City of Bozeman PO Box 1230 Bozeman, Montana 59771-1230 To Provide: Agisent ProCase City of Bozeman City Attorney Case Management System Request for Proposal Table of Contents 1.Cover Page 2.Table of Contents 3.Executive Summary 4.Company Profile 5.Scope of Project 6.Related Experience with Projects Similar to the Scope of Services 7.Project Management and Implementation 8.Present and Projected Workloads 9.References 10.Training 11.Maintenance and Support 12.Price Proposal 13.Attachment A - Nondiscrimination and Equal Pay Affirmation 14.Attachment C - Cloud Services Questions 15.Affirmation of Nondiscrimination City of Bozeman City Attorney Case Management System Request for Proposal Executive Summary Agisent Technologies welcomes the opportunity to respond to the Bozeman City Attorney’s Office Case Management System Request for Proposal. We believe that you will find our solution meets or exceeds the goals of Bozeman. We thank you for the opportunity and the time and effort that is involved in this undertaking. A brief overview of our company and the key abilities of the system to be provided to Bozeman can be found below. Agisent Technologies, Inc. is a provider of public safety software and technology. We combine a deep understanding of law enforcement and public safety with unrivaled technology platforms to provide state- of-the-art Records Management Systems, Judicial Document Systems, and Prosecutors Case Management Systems. As industry leaders in the technological advancement of public safety software, Agisent understands the daunting task facing Bozeman in replacing legacy systems and embracing new technology. Our company has created a state-of-the-art system that is second to none, and we are committed to providing you with the best people and the very best information technology available in the industry. Our system is designed to improve the operational efficiency of your organization and provide a superior level of functionality with ease of use. Agisent’s ProCase is a powerful case management solution that provides prosecutors and their staff with an application to manage the intricate details and complicated tasks associated with the successful resolution of today’s court cases. ProCase users have the full functionality of an advanced case management system that was developed specifically for prosecutors, with the assistance of prosecutors. Users can manage all aspects of a case, from initial assignment, through arraignment, grand jury, and trial. ProCase utilizes the tested and proven architecture of Platform RMS, providing prosecutors with the industry standard in case management systems. Agisent's ProCase also includes a judicial documents management system which is a powerful file sharing application designed to enhance existing solutions or provide a complete standalone system. It is optimized for tracking, auditing, compliance, secure access, risk mitigation, reporting, and preservation of chain-of- evidence. The product utilizes Agisent's Run Everywhere technology and makes it easy to transfer files, photos, scans, audio recordings, videos, and other digital content regardless of type or size. ProCase makes it easy for Law Enforcement, Prosecution, and Defense to share and interact with online documents, body and dash cam video, surveillance and interrogation media, and more. Agisent Technologies recognizes the complexity of the desired system and will leverage our experience and variety of solutions to design a system that meets the needs of the City Attorney’s Office. As such, we will apply select specialty modules from our Platform RMS into the Bozeman solution, giving users added functionality to address warrants, citations, and civil matters. These modules are tested, and field deployed in numerous agencies working together with courts, police, and clerk’s office providing seamless, integrated service. This project will involve a high level of planning and coordination, and as such, a project manager (PM) and direct point of contact will be assigned to oversee the project. The PM will work with stakeholders from the client to ensure that all goals and objectives are met in a manner consistent to the project contract. This PM will report directly to the Agisent Technologies, Inc. President to ensure the companies full effort and assets are involved in its success. Gary Holliday will serve as the Project Manager and point of contact for all correspondence regarding this RFP. Gary can be contacted via phone or email: Gary Holliday Account Executive Gholliday@agisent.com 931-571-8880 or 877-778-5277 extension 121 Office 931-434-9384 Cell Agisent Technologies, Inc looks forward to a productive and successful project and in providing the dedicated staff of the City Attorney’s Office a state-of-the-art Case Management System. We look forward to further discussion as to the scope and terms of a contract to provide the client with this solution. Sincerely, David Lutfy President, Agisent Technologies, Inc. Office: 877-778-5277 x101, Cell: 864-506-6082 Email: dlutfy@agisent.com City of Bozeman City Attorney Case Management System Request for Proposal Company Profile Based in Tullahoma, TN, Agisent Technologies, INC. combines a deep understanding of law enforcement and public safety, utilizing an unrivaled technology platform to develop innovative and user-friendly public safety solutions. The company’s core technology platform leverages more than 50 years of law enforcement and public safety experience with some of the most advanced technology available. It was specifically designed to provide end-to-end solutions for even the most demanding requirements. Agisent Technologies began as a single service provider in New York State in the mid 2000’s, providing a records management solution to the Bath Police Department. In 2007 the company, then named J2 Solutions, was purchased by the software developer, and in 2011 the company moved to Tullahoma, TN, taking advantage of the new East Tennessee Technology Corridor. In 2012 the company incorporated, and in 2013 conducted a complete redesign of the technology and the architecture of the Public Safety Software. In 2014 the company changed its’ name to Agisent Technologies, a rebranding which highlighted the company’s core values of agility of service and standing as a sentinel, side by side with our clients providing service to the public. Agisent Technologies currently provides software services to over 80 clients nationally, ranging in scale from one person police departments to major law enforcement agencies, state attorney’s general throughout South Carolina and Tennessee, and two state wide fusion centers. Agisent serves a public safety only clientele, providing services and products to law enforcement and prosecutors throughout the United States. Our core products are Platform RMS for law enforcement and ProCase and ProDocs for prosecutors, government attorneys, and the court system. Agisent personnel strongly value their relationship and partnership with public safety and law enforcement agencies throughout the country and take great pride in their work. As the demands of public safety evolve, Agisent will continue to operate with the same core values by providing agile and dedicated service, standing side by side with our partner agencies. David Lutfy – President, Agisent Technologies, Inc. Retired after 25 years of Law Enforcement in the state of SC. During that time, he worked his way up the ranks and fulfilled the functions of Field Training Officer, Firearms Instructor, Driving Instructor among others. He also was responsible for developing Policy and Procedures, Law Enforcement Accreditation and was the IT Coordinator for a municipal Law Enforcement Agency. With over 15 years of experience in the private and public sectors of Information Technology, he has experience in hardware, software, networking, and database applications. He is customer focused and is proven and successful as a team member, independent individual contributor, and leader. He has been instrumental in the development of the company's products. Jennie Wilcox- Office Manager Ms. Wilcox has experience in both large and small companies and is responsible for all our Office Management to include travel, expenses, billing, payables, human resources, and contracts as well as other Administrative Duties. She has been a Contracts Agent and Administrative Assistant before being promoted to Office Manager in 2014. A graduate of MTSU; she has also been trained as a paralegal. She has been with the company since 2011. Chris Wright Has 10 years’ experience with Agisent Technologies including Customer Service and Systems Administration. He was responsible for maintaining a customer facing service desk, online/phone interactions, on site installations, after hours support, and other customer related interactions. As our Systems Administrator he is well versed with our software, network, and hardware needs. He has only worked with public safety clients. Gunther Pontes Worked and retired from IBM after 20 years as a Large System Customer Engineer. During those 20 years he had the responsibility of being the lead engineer at several different accounts including the Savannah River Site nuclear facility where he received a 'Q' clearance from the FBI. He has 10 years’ experience working for the South Carolina Law Enforcement Division in their IT department where among other things, he was responsible for training various Sheriff and Police departments on the use of several SLED databases. Christy O’Neal Ms. O’Neal has over 28 years in Customer Service. She has worked in many areas of different capacities of Customer Service. Ten years as a Teller/CSR in the banking industry, ten years as Administrative Assistant for the County Mayor, and 8 years as Client Services Specialist in screen print and embroidery industry. She is customer driven with making each customer feel as if they are the only one she is currently working with. She values being a team-player in a people-oriented organization where she can maximize her customer-service experience in a challenging environment to achieve the corporate goals. Gary Holliday Gary began as an Account Executive at Agisent Technologies, Inc in 2019. Prior to his employment at Agisent, Holliday was a 30-year veteran of the Knoxville TN Police Department (KPD), retiring as a Deputy Chief. Holliday served the last eight years of his KPD career as Commander of the Support Services Division, overseeing the Training Unit and Police Academy, Technical Services and IT Unit, Fleet, Records Management, Safety Education, and Crime Analysis Unit. Prior to his assignment to Division Command, Holliday served as a patrol district commander, Investigative Captain, Traffic Services Coordinator, Motorcycle Unit Commander, Patrol Sergeant, K-9 Officer, and Patrol Officer. Mr. Holliday is a graduate of the University of Louisville, the Federal Bureau of Investigation National Academy, the Southern Police Institute Administrative Officers Course, the Southeastern Command and Leadership Academy, and the Drug Enforcement Agency Commanders Academy. Mr. Holliday represented the state of Tennessee on the Federal Bureau of Investigations Criminal Justice Information Systems southern workgroup, was chair of the Tennessee Association of Chiefs of Police (TACP) Technology Committee and served on the TACP Legislative Committee. Holliday is a certified police motorcycle instructor, and an FBI firearms instructor. Holliday is also a certified expert in critical infrastructure protection and has many years’ experience in the planning and command of critical and major events. Wes Blanton Mr. Blanton has worked in the IT industry for 6 years. He graduated from TCAT Shelbyville with 4 nationally recognized certifications. Wes is currently enrolled at WGU to earn his bachelor's degree in software development. He has worked through the ranks of help desk, data analyst, and systems administrator. Wes has always wanted to work with Law Enforcement and Agisent is his dream job. Stephen Muccione With experience in both management and principal level engineering, he has been responsible for architecting large and small projects with big and small teams, across a wide array of industries, from telecommunications, quantitative trading, medical, embedded systems, compilers, web server, database, device drivers, kernels, big data, etc., he brings an unusually broad range of experience to every project. With experience at both large and small companies, with a diverse range of development methodologies, he truly understands how to manage and deliver in a customer-centric environment. He has a BS in Computer Engineering from the New Jersey Institute of Technology and has over 35 years of professional software development experience. Christie Pearce Has over 6 years of professional experience as a graphic designer. While working as a graphic designer, she attended Middle Tennessee State University and graduated with a bachelor’s degree in Computer Science. Her experience as a graphic designer and eye for detail contributes to her success as a developer. In addition, she has the benefit of living overseas for a year which makes her a great communicator. During her tenure, she has become one of our most valued team members. City of Bozeman City Attorney Case Management System Scope of Project A. Technical Solution Agisent’s ProCase is a powerful case management solution that provides court officials, prosecutors, and their staff with an application to manage the intricate details and complicated tasks associated with the successful resolution of today’s court cases. ProCase users have the full functionality of an advanced case management system that was developed with the assistance of court officials and prosecutors. Users can manage all aspects of a case, from initial assignment, through arraignment, grand jury, and trial. ProCase utilizes the tested and proven architecture of Platform RMS, providing prosecutors with the industry standard in case management systems. Agisent ProCase also includes a judicial documents system providing a powerful document management solution specifically designed for case management, and includes advanced tracking, auditing, compliance, document storage and distribution (including body and dash cam video, and other large media requirements), secure access, risk mitigation, reporting, and preservation of chain-of-evidence. The system provides city attorney staff the ability to establish a secure portal for the defense bar to access files and data deemed discoverable. The system also includes auditing and document integrity tools to ensure transparency, receipt by the defense, and any printing or downloading of discoverable data. The system includes an open application programming interface (API). Agisent’s API will allow ProCase to communicate with third party websites and data bases, retrieve and exchange data, and interpret the data in a readable format. Agisent Technical Support will work with the third party data base and system providers and the Bozeman City Attorney’s Office to establish the needed interfaces during configuration. ProCase operates on any modern internet capable platform. Minimum Internet Connectivity - 10Mbs. Operating System - Any operating system that supports modern internet technology, including Windows, Mac, Linux, Unix, iOS, and Android. Web Browser - All modern supported browsers 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 B. System Architecture & Technology Agisent’s “Run Everywhere” software is a browser-based advanced secure web application capable of running on any device with a modern browser or compatible display interface, including laptop, desktop, tablet, and mobile device. Additionally, it is OS agnostic and runs on all major operating systems including Windows, Apple, Linux, iOS, and Android. The back end of the system provides a self-contained secure private cloud that can reside anywhere: in Agisent’s secure hosted CJIS-compliant facility, at any 3rd party CJIS-compatible provider, behind Bozeman’s firewall within the existing environment, or even standalone on a secured laptop or desktop computer. The browser-based front-end consists of 100% industry standard HTML, CSS, and JavaScript, while the cloud-side consists of a combination of industry standard and highly optimized proprietary components built using C, C++, Assembler, and FGL, that combine to provide unprecedented speed, security, and scalability. All software necessary to run the back-end solution is provided by Agisent at no additional cost or license fee. The data system utilizes a high-speed relational/object database architecture to optimize data access across large datasets, providing scalability, reliability, and significant performance enhancements. Agisent’s largest customer on this platform interacts with more than ~200M records per day. Additionally, virtually all of the data is available through various secure Application Programming Interfaces (APIs) and available in a number of industry standard data formats. The distributed nature of the system allows for multiple redundancies, including hot swapping, as well as implementing distributed scalability components, such as data server technology that allows for server distribution across multiple geographical locations. C. Operating Configuration Agisent ProCase base configuration consists of the solution hosted by Agisent at our secure location. Agisent will configure the system to meet the needs of the City Attorney’s Office and provide the office a secure URL to access the solution. Users gain access via user ID’s, secure passwords, and advanced authentication verification codes. The production server sits behind a firewall, and is backed up on site, with a redundant back up available at a secure, secondary location. The production solution will be partitioned on the server, and a secondary, replicated version will be installed. The replicated version will provide the Bozeman a site for training, and the ability to evaluate updates and system enhancements prior to those updates being added to the production system. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 D. Fully Integrated Components Agisent ProCase is a single system providing court case management. ProCase utilizes Agisent’s patented Law Enforcement Exchange (LEX) identification system to attach a specific identification number to each piece of data in the system. LEX is also used in Agisent’s Platform RMS, and in several state fusion centers to collate and organize information. All data in ProCase is stored in a series of master indexes, to include persons, locations, and organizations. Each piece of data is connected to associated data using the LEX system in the various master indexes. Agisent ProCase level of total system integration provides users a high level of functionality within the solution. System administrators assign users specific levels of permissions and access based on job duties. The assignment of permissions can be accomplished in a default setting or can be assigned for particular users whose responsibilities reach across job functions. Agisent ProCase includes a Judicial Documents System which provides powerful document management and e-discovery solutions specifically designed for prosecutors and law enforcement, and includes advanced tracking, auditing, compliance, document storage and distribution (including body and dash cam video, and other large media requirements), secure access, risk mitigation, reporting, and preservation of chain-of-evidence. ProCase makes it easy to manage e-discovery, distribute, track, and automate case files and associated media, and provide secure, controlled, and tracked uploads and access for law enforcement and defense attorneys. The system is CJIS-compliant, secure, and completely cloud-based. It can be accessed from any authorized laptop, desktop, tablet, or mobile device. Agisent ProCase also includes the following Agisent modules to increase functionality and to meet the requirements of the Bozeman City Attorney’s Office. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 • Warrants –This module will allow the City Attorney’s Office to create warrants for the Bozeman Police Department. This module also allows the user to document all activity related to this warrant, from issue to service and beyond. • Arrest-This module will allow for Arrest Information to be entered into the program and satisfy all Montana reporting requirements (MT NIBRS). • Citations - This module will allow for entry and lookup of traffic citations and will interface with an e-Ticketing system. • Civil Process Module – The Civil Process module allows for tracking of Civil documents, along with the ability to manage fees and take payments. Agisent ProCase includes an open application programming interface (API). The API will allow ProCase to communicate with third party websites and data bases, retrieve and exchange data, and interpret the data in a readable format. E. Database Topology The data system utilizes a high-speed relational/object database architecture to optimize data access across large datasets, providing scalability, reliability, and significant performance enhancements. Agisent’s largest customer on this platform interacts with more than ~200M records per day. Additionally, virtually all of the data is available through various secure Application Programming Interfaces (APIs) and available in a number of industry standard data formats. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 F. Scalability Agisent ProCase, whether hosted locally or at Agisent HQ, is a totally flexible and expandable solution capable of meeting the needs of the City of Bozeman. ProCase is priced based on the population of the city, so the number of users has no bearing on the pricing of the system. Agisent ProCase can accommodate an unlimited number of users due to the design and architecture of the system. As the number of users grows the amount of data archived within the system server may increase and necessitate an expansion in data storage capability but would have no effect on the operation of the system. As stated, ProCase has the capability to accommodate an unlimited number of users. G. Operating Environment(s) and Hardware Agisent ProCase can be hosted at the Agisent office in Tullahoma TN. or at the City of Bozeman. Agisent software is a browser-based advanced secure web application capable of running on any device with a modern browser or compatible display interface, including laptop, desktop, tablet, and mobile device. Additionally, it is OS agnostic and runs on all major operating systems including Windows, Apple, Linux, iOS, and Android. The back end of the system provides a self- contained secure private cloud that can reside in Agisent’s secure hosted CJIS-compliant facility, at any 3rd party CJIS-compatible provider, behind Bozeman’s firewall within the existing environment, or even standalone on a secured laptop or desktop computer. The minimum, and preferred, server requirements are as follows. Application Server Windows server 2016 or greater Multi Core CPU (minimum 4, preferred 8) 16 GB of memory (24 GB preferred) 50 GB HD SSD Data Server Windows server 2016 or greater Multi Core CPU (minimum 4, preferred 8) 32 GB of memory 5 TB HD (preferred 1 x 500 GB HD SSD and 2 TB HD data drive 10k+ RPM) 1 GB Switch H. Proposed Hardware Agisent software is a browser-based advanced secure web application capable of running on any device with a modern browser or compatible display interface, including laptop, desktop, tablet, and mobile device. ProCase is OS agnostic and runs on all major operating systems including Windows, Apple, Linux, iOS, and Android. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 As stated earlier within this document, Agisent ProCase may be hosted at the City of Bozeman, or at Agisent HQ. The hosting server requirements are below. Application Server Windows server 2016 or greater Multi Core CPU (minimum 4, preferred 8) 16 GB of memory (24 GB preferred) 50 GB HD SSD Data Server Windows server 2016 or greater Multi Core CPU (minimum 4, preferred 8) 32 GB of memory 5 TB HD (preferred 1 x 500 GB HD SSD and 2 TB HD data drive 10k+ RPM) 1 GB Switch I. Application Software Agisent’s ProCase is a case management solution that provides prosecutors, and their staff with an application to manage the intricate details and complicated tasks associated with the successful resolution of today’s court cases. ProCase users have the full functionality of an advanced case management system that was developed with the assistance of court officials and prosecutors. Users can manage all aspects of a case, from initial assignment, through arraignment, grand jury, and trial. ProCase utilizes the tested and proven architecture of Platform RMS, providing prosecutors with the industry standard in case management systems. Agisent ProCase also includes a judicial documents system providing a powerful document management solution specifically designed for case management, and includes advanced tracking, auditing, compliance, document storage and distribution (including body and dash cam video, and other large media requirements), secure access, risk mitigation, reporting, and preservation of chain-of-evidence. The system provides prosecutor staff the ability to establish a secure portal for the defense bar to access files and data deemed discoverable. The system also includes auditing and document integrity tools to ensure transparency, receipt by the defense, and any printing or downloading of discoverable data. Agisent ProCase provides full function allowing Bozeman City Attorney administrators the ability to manage user assignments, roles, and responsibilities based on the agencies workflows, policy, and procedure. ProCase allows for default permissions and customizable permissions. These permissions can be adjusted as requires per role or by individual user. No third party or additional software is required. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 J. System Software Agisent will deploy the most up to date version of ProCase to the Bozeman City Attorney’s Office. ProCase architecture and design exceeds all industry standards in records management system development (LEITSC), meets all Criminal Justice Information System standards, and is compliant with all FBI security standards. ProCase is OS agnostic and runs on all major operating systems including Windows, Apple, Linux, iOS, and Android. The browser-based front-end consists of 100% industry standard HTML, CSS, and JavaScript, while the cloud-side consists of a combination of industry standard and highly optimized proprietary components built using C, C++, Assembler, and FGL, that combine to provide unprecedented speed, security, and scalability. All software necessary to run the back-end solution is provided by Agisent at no additional cost or license fee. ProCase operates on any modern internet capable platform. Minimum Internet Connectivity - 10Mbs. Operating System - Any operating system that supports modern internet technology, including Windows, Mac, Linux, Unix, iOS, and Android. Web Browser - All modern supported browsers K. Workstation Hardware Configuration Agisent ProCase will operate on any modern hardware platform using any major operating systems including Windows, Apple, Linux, iOS, and Android. ProCase is capable of running on any device with a modern browser or compatible display interface, including laptop, desktop, tablet, and mobile device. L. Data Migration / Legacy Data Agisent Technologies will connect you to the salient portions of your legacy data. When we approach a data-conversions project, we work with you to analyze the legacy data and determine which data points are most appropriate to migrate. In many cases, legacy data systems did not have the data-quality-controls that our modern systems have, and customers choose to clean-up their own data before importing it into a pristine system. In other cases, we import data into a “historical” database that are useable as a reference when necessary. Agisent technical staff will review Bozeman City Attorney Office data, convert the data into a readable form, then meticulously convert and transfer the data into ProCase. We have strong internal tools for analyzing your data, extracting it from your legacy system, correcting common problems with legacy data, and inserting it into our system. City of Bozeman City Attorney Case Management System Request for Proposal Related Experience with Projects Similar to the Scope of Services Agisent Technologies provides case and document management to 27 State Attorney’s General Offices throughout Tennessee. In cooperation with the Tennessee District Attorney’s General Conference (TNDAGC), Agisent developed software solutions to serve AG’s, Law Enforcement, Courts, and the defense bar in the management of court cases from arrest, arraignment, motions, discovery, trial, and appeal. Our solutions provide electronic discovery with history and audit tools, plus advanced security and hash marking of evidence. Agisent’s AG systems (ProCase and ProDocs) were developed with direct input from TNDAGC, working hand in hand with developers to ensure the needs of all offices were met, while still providing a standardization to meet the needs of the state court system. Agisent and TNDAGC staff provide hands on training to all Attorney’s General staff, law enforcement, and defense bar in the use of the systems, and continually follow up and revise curriculums to better serve the clients. Agisent is currently working to provide these same services to Shelby, Knox, Hamilton, and Davidson Counties in Tennessee. The addition of the “Big Four” counties solidifies Agisent as the only service provider for AG’s Offices in the state. Agisent developers and staff have worked countless hours in building a suite of software platforms for Tennessee that have been tried and tested, to the point of becoming the stand-alone platform for the state. Agisent will offer the same solutions to Bozeman, but also include the level of customization to meet the City Attorney Office needs. We will also develop the same level of cooperation, coordination, and teamwork to ensure this project is a success. For more information on the Agisent TNDAGC partnership, feel free to call; Tennessee DAG Conference 226 Capitol Blvd. Suite 800 Nashville, TN 37243 Casey Murphree IT Director clmurphree@tndagc.org (615) 532-5587 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 City of Bozeman City Attorney Case Management Software Project Management and Implementation Schedule Agisent Technologies, Inc. (Agisent) is proud to present this detailed overview to provide Case Management software to the Bozeman City Attorney’s Office. Agisent’s ProCase is a powerful case management solution that provides prosecutors and their staff with an application to manage the intricate details and complicated tasks associated with the successful resolution of today’s court cases. ProCase users have the full functionality of an advanced case management system that was developed specifically for prosecutors, with the assistance of prosecutors. Users can manage all aspects of a case, from initial assignment, through arraignment, grand jury, and trial. ProCase utilizes the tested and proven architecture of Platform RMS, providing prosecutors with the industry standard in case management systems. The product utilizes Agisent's Run Everywhere technology and makes it easy to transfer files, photos, scans, audio recordings, videos, and just about any other digital content regardless of type or size. ProDocs makes it easy for Law Enforcement, Prosecution, and Defense to share and interact with online documents, body and dash cam video, surveillance, and interrogation media, and more. Perfect for discovery, distribution, archiving, and even cold-case document repository. Agisent will work with the city of Bozeman to ensure an equitable and detailed agreement is reached during the contract negotiation to finalize all the deliverables for this project. Agisent believes that the key to a successful project is working in a collaborative and coordinated team approach, with the goal being meeting or exceeding all the agreed upon project objectives. Agisent will dedicate the critical assets to meet this goal and will employ the team concept throughout the project. The following proposed project delivery solution, while tested and proven, is dependent on the needs of the client, who will have the final approval. The delivery system is phased, with each phase having their own goals and objectives. Each phase is dependent on the previous phase, with all goals being necessary for the final success of the project. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 The following is a draft schedule for the implementation of the Bozeman City Attorney Case Management System. This timeline is subject to change based on contract specifications. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 Phase 1 / Agisent Project Manager (PM) and Configuration Agisent will assign a dedicated manager to oversee the project during all phases and to be the primary point of contact between Agisent and the Bozeman City Attorney’s Office. The PM will also be responsible for the development and delivery of all training, overseeing testing, and final deployment. The PM will make site visits as necessary and as per contract. Gary Holliday will serve as the PM for this project. He began as an Account Executive at Agisent Technologies, Inc in 2019. Prior to his employment at Agisent, Holliday was a 30-year veteran of the Knoxville TN Police Department (KPD), retiring as a Deputy Chief. Holliday served the last eight years of his KPD career as Command of the Support Services Division, overseeing the Training Unit and Police Academy, Technical Services and IT Unit, Fleet, Records Management, Safety Education, and Crime Analysis Unit. Prior to his assignment to Division Command, Holliday served as a patrol district commander, Investigative Captain, Traffic Services Coordinator, Motorcycle Unit Commander, Patrol Sergeant, K-9 Officer, and Patrol Officer. Mr. Holliday is a graduate of the University of Louisville, the Federal Bureau of Investigation National Academy, the Southern Police Institute Administrative Officers Course, the Southeastern Command and Leadership Academy, and the Drug Enforcement Agency Commanders Academy. Mr. Holliday represented the state of Tennessee on the Federal Bureau of Investigations Criminal Justice Information Systems southern workgroup, was chair of the Tennessee Association of Chiefs of Police (TACP) Technology Committee and served on the TACP Legislative Committee. Holliday is a certified police motorcycle instructor, and an FBI firearms instructor. Holliday is also a certified expert in critical infrastructure protection and has many years’ experience in the planning and command of critical and major events. During his tenure as Deputy Chief of Police, Gary oversaw several multi-million-dollar technical projects for the City of Knoxville, the Police Department, and for the Knox County E-911 System, including computer aided dispatch and records management projects. The PM will work with other Agisent personnel to ensure the brightest and most talented people are assigned to the project. Most importantly, the PM will provide exceptional customer service and will be available and responsive to the client at all times. The PM will conduct weekly conference calls with identified Bozeman stakeholders at the beginning of this agreement. Teamwork being critical in the success of this scope of project, we feel it is important that the City Attorney’s Office assign a permanent point of contact who oversees the project. This will establish a dedicated representative from the client and contractor are in constant contact and are working towards the same positive outcomes. The individual assigned by Bozeman to act as their project manager (BPM) should have some background in management and technology and should be willing to become a subject matter expert in the system. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 During phase 1, the PM and BPM will begin building their relationship and initial tasks and goals. The PM will review all applicable client policies and procedures which impact the project, with the objective being an understanding of the workflow and processes of the City Attorney’s Office. The PM will work with the Agisent development team to begin system configuration, focusing on any customization, integration, and data conversion. Phase 2 / Training Plan The PM, in coordination with the BPM, will develop a detailed training curriculum to meet the needs of the client. The training plan and curriculum will be submitted to the City Attorney’s Office approximately four weeks prior to training. The City Attorney’s Office will review, make revision suggestions, and ultimately approve the training plan and curriculum. Some of the key factors to consider during the development of the training plan are; • Training venue (no interruptions) • Class Size for optimum learning • Audio Visual • Class computers for students • Electrical • Hi speed wireless internet • Bandwidth • Operational staffing for agencies during training The training curriculum and the delivery of the material is a primary requirement of total project success. An overall curriculum will be developed with specific lesson plans for each user group in the City Attorney’s Office. The BPM plays a vital role in the development of the overall training plan and curriculum. They will assist the PM in the development of training goals, objectives, desired final deliverables, and the measurement of training success. They will also assist the PM in logistical needs, and, in delivering the training to their respective agency personnel. This will require the BPM to become a subject matter expert and to attend a train the trainer class. The train the trainer class will be the first course offered by the PM and will include all aspects of ProCase. Additionally, a separate class should be held for system administrators and technical staff. Training will be delivered as a hands-on experience, with very limited lecture or time spent on power points. The PM will use adult training methods and ILEETA training standards to deliver the curriculum. Each student will be supplied with an agency computer utilizing the production site as the training solution. Trainers will walk the students through the overall functionality of the system based on their job requirements and workflow. Students will use agency historical reports and data to make real world entries into the new system, building reports, case files, court proceedings, managing cases and clients, and building an interactive training data base. As the student’s train, the system is tested by technical support staff, and configurations can be adjusted. This train and test method provides the best real- world environment to ensure the system is operational and is providing the required functionality to meet the project goals. During the development of the training plan, the PM and BPM will determine what confidence and performance level students should reach at the conclusion of training. The trainers will develop evaluation tools and will apply those to all students. In the event students fail to reach the 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 needed level at the end of the training day, the PM and trainers will work diligently to assist the student, and if needed, develop a post training plan to achieve an accepted level of use. Phase 3 / Data Conversion and Integration Data migration is the critical piece of phase 3. We want to connect you to the salient portions of your legacy data. When we approach a data-conversions project, we work with you to analyze the legacy data and determine which data points are most appropriate to migrate. In many cases, legacy data systems did not have the data-quality-controls that our modern systems have, and customers choose to clean-up their own data before importing it into a pristine system. In other cases, we import data into a “historical” database that are useable as a reference when necessary. Agisent technical staff will review City Attorney’s Office data, convert the data into a readable form, then meticulously convert and transfer the data into ProCase. We have strong internal tools for analyzing your data, extracting it from your legacy system, correcting common problems with legacy data, and inserting it into our system. ProCase integration with other software applications is also critical to the success of the project. Bozeman has identified specific state systems that require a stable interface for the transmission of vital data. Agisent utilizes an open Application Programming Interface (API) to facilitate the connection of solutions. While the PM and Agisent technical staff will work diligently to establish the needed interfaces, Agisent will depend on Bozeman to open lines of communication and to facilitate initial contact with state agencies. While data conversion and integration is included in the pricing structure, these totals are an estimate. Agisent must have access to the current file and data structure of Bozeman to better estimate conversion and integration costs. Final costs can be determined during contract negotiations. Phase 4 / Deployment and Testing Agisent products are deliverable as on-site or off-site hosted solutions. The final deployment solution will be dependent on the project contract, and the results will have an impact on initial deployment, as hardware and software will be installed. Initial testing will be performed by Agisent technical support staff to ensure the solution is functioning as required. This process will begin well in advance of the training phase. The second aspect, and most effective testing process, occurs during the training phase. All training will occur on the actual production site. This allows the student to use the system as they will on a daily basis, and also provides an exceptional test environment for solution engineers to evaluate the functionality of the production site, recognize any issues, and make changes and adjustments prior to a “go live” date. Agisent has used this test methodology for years with tremendous success. With training occurring on the production site, test and training data is saved, each module and system perform the required integration and sharing of data, and a real-world training environment is achieved. The ability to train and test on the production site is a great benefit to our clients, and an example of the forward-thinking project development that Agisent utilizes. As mentioned above, Agisent products are deliverable with on-site or off-site hosting. An example of system architecture and system requirements is included below. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 Agisent Platform Record Management System Minimum internet Connectivity 10Mbs. Operating System Any operating system that supports modern internet technology, including Windows, Mac, Linux, Unix, iOS, and Android. If you choose not to use Agisent’s integrated hosting solution, you can host it yourself provided you have Windows Server 2014 or newer. Web Browser All modern supported browsers The PM and BPM will set a user training goal for a period of two to three weeks prior to a “go live” date. Following the organized classroom training and the delivery of the curriculum system administrators will work with their fellow employees to test and train on the production solution up and until the scheduled “go live” date. This is another example of the tremendous benefit of the train and test method of deployment. The production solution can stay live for the interim period between training and “go live”, users can continue getting comfortable utilizing the system, trainers can evaluate employee competence, and technical staff can monitor system performance. While it will be the client’s final decision to establish a “go live” date, the maximum time advisable post training would be two weeks. That established time frame allows the training to be current and memorable to the employees. A few days prior to the “go live” date, Agisent support staff will take the solution “down” and will conduct final function and reliability testing. Support Staff will ensure that user permissions are correct, that the system continues to exceed all CJIS, Montana, and Bozeman standards, and that all interfaces are working properly. When all testing is complete, Agisent technical staff, the PM, and the BPM will make the determination to place the system “online” and “go live”. Phase 5 / Go Live and Production The Bozeman City Attorney’s Case Management System will go live following a period of rigorous training, utilization, and testing. While it is the decision of the client to select a “go live” date, Agisent would suggest an initial phase allowing for scaled deployment. This deployment schedule will allow technical and support staff adequate time to address any issues and to evaluate system performance To better facilitate going live, and to provide the expected customer support, it is expected that the PM will be on-site during the deployment period. Additionally, Agisent will have the required technical support personnel on duty to address any issues. Conversely, Agisent would ask that the client support the process and schedule the agency system administrators to work during the times of deployment. The agency system administrators will assist the users in initial sign in and can provide assistance in user interface. Phase 6 / Post Deployment and Acceptance The final phase of the City Attorney’s Office project will be the post deployment phase and acceptance by the client. Any major technical project can expect issues to arise, especially those that are not anticipated. The Agisent PM and project team will continue to provide active support as Bozeman begins 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 utilizing all facets and features of the solution, and to support any changes in configuration as provided in the contract. Following a break in period, the PM and BPM will perform an assessment of the project deployment. Following the assessment, the PM and BPM will attempt to establish any training gaps and develop remedial training to address those issues. The remedial training will be delivered by the client agency trainers, and can be delivered in a formal or informal setting. The final step of the overall project will involve the acceptance of the system by Bozeman. Simply stated, acceptance requires that Agisent and its partners have reached all the project goals and objectives and have provided Bozeman with the product and system requirements as set in the project contract. Key Project Personnel Agisent take great pride in their customer service, staff dedication, and exceptional product delivery. As such, Agisent will ensure that a dedicated group of product experts are assigned to assist in this project. The following provides an example of the personnel who will be involved in the project and what their individual role may be. Name Company Role David Lutfy Agisent President Gary Holliday Agisent Project Manager / Trainer Jennie Wilcox Agisent Contracts and Office Management Chris Wright Agisent Systems Administrator Steve Repetti Agisent System Developer Stephen Muccione Agisent System Development Christie Pearce Agisent Software Development The personnel included in the table above represent countless years of technical experience in the development of cutting-edge systems and in the deployment of industry leading software. Additionally, the individuals possess close to 100 years of real-world law enforcement experience. Only Agisent can provide this type of real-world operational experience and technical development and engineering knowledge and skill. City of Bozeman City Attorney Case Management System Request for Proposal Present and Projected Workloads Total Customers 90 Customers by Agency Type Police 57 Sheriff 17 Campus Police 7 State Agency 4 Attorney General 3 (Includes 27 TN AG’s) Tribal Police 1 Private 1 Customers by State South Carolina 31 Tennessee 21 Mississippi 15 New York 15 Illinois 2 Missouri 2 Iowa 2 Indiana 1 Montana 1 Projected Customer Additions 4Q/2020-1Q/2021 Customer State Function Tennessee Sheriff Tennessee 4 Attorney’s General Offices Tennessee Sheriff Massachusetts Police City of Bozeman City Attorney Case Management Software References Tennessee DAG Conference 226 Capitol Blvd. Suite 800 Nashville, TN 37243 Casey Murphree IT Director clmurphree@tndagc.org (615) 532-5587 JUSTWARE Conversions as part of TNDAGC ProDocs program LaFollette Police Department 215 S Tennessee Ave. LaFollette, TN 37766 Chief Bill Roehl broehl@lafollettepd.org (423) 562-8331 South Carolina 9th Circuit Solicitors Office Charles Young IT Director Case Management Operations 101 Meeting Street Suite 400 Charleston, SC. 29401 843-958-5168 South Carolina Law Enforcement Division Special Agent Justin Banghart 4400 Broad River Road Columbia, SC. 29210 803-896-3875 Tennessee Bureau of Investigation Jennifer Chesser Project Manager 901 R.S. Gass Blvd Nashville, TN 37243 615-313-5363 City of Bozeman City Attorney Case Management Software Training The Agisent Program Manager (PM), in cooperation with the Bozeman Project Manager (BPM), will develop a detailed training curriculum to meet the needs of the City Attorney’s Office. The training plan and curriculum will be submitted to the City Attorney’s Office approximately four weeks prior to training. The City Attorney’s Office will review, make revision suggestions, and ultimately approve the training plan and curriculum. An overall curriculum will be developed with specific lesson plans for each user group in the City Attorney’s Office. The BPM plays a vital role in the development of the overall training plan and curriculum. They will assist the PM in the development of training goals, objectives, desired final deliverables, and the measurement of training success. They will also assist the PM in logistical needs, and, in delivering the training to their respective agency personnel. This will require the BPM to become a subject matter expert and to attend a train the trainer class. The train the trainer class will be the first course offered by the PM and will include all aspects of ProCase. Additionally, a separate class should be held for system administrators and technical staff. Training will be delivered as a hands-on experience, with very limited lecture or time spent on power points. The PM will use adult training methods and ILEETA training standards to deliver the curriculum. Each student will be supplied with an agency computer utilizing the production site as the training solution. Trainers will walk the students through the overall functionality of the system based on their job requirements and workflow. Students will use agency historical reports and data to make real world entries into the new system, building reports, case files, court proceedings, managing cases and clients, and building an interactive training data base. As the student’s train, the system is tested by technical support staff, and configurations can be adjusted. This train and test method provides the best real-world environment to ensure the system is operational and is providing the required functionality to meet the project goals. During the development of the training plan, the PM and BPM will determine what confidence and performance level students should reach at the conclusion of training. The trainers will develop evaluation tools and will apply those to all students. In the event students fail to reach the needed level at the end of the training day, the PM and trainers will work diligently to assist the student, and if needed, develop a post training plan to achieve an accepted level of use. City of Bozeman City Attorney Case Management System Request for Proposal Maintenance and Support Agisent Technologies believes the support of its customers is the cornerstone of effective partnerships with their client agencies. Agisent provides 24 hour a day support throughout the year. Agisent delivers technical support during business hours from 8:00 AM to 5:00 PM CST, and support personnel are available by phone, email, or on-line, and can remote into the system to provide technical support. During off-hours, weekends, and during holiday’s Agisent provides scaled support as required. Agisent technical staff utilize a help desk/help ticket service to track all service calls. Support personnel stay in regular contact with the customer during the help process to ensure issues are addressed in a timely and satisfactory manner. Agisent Technologies Support Staff provide the following services: Online Support (Live Help) The Subscriber can receive instant online help by going to agisent.com and clicking on "Live Help" or by going to LiveHelp.agisent.com. This service is available during regular business*. Ticketing System (Service Desk) The Subscriber can report issues in the form of a “trouble ticket” online 24 hours per day, 7 days per week by going to help.agisent.com or by going to agisent.com and clicking on the appropriate link. Email Help Line The Subscriber will be provided with the following technical support email address: Help@agisent.com. All email messages sent to this address are automatically entered into the ticketing system. Phone Support Phone support will be provided for one representative from each department, during regular business hours. Regular business hours are 8AM-5PM CST. Off Hours / Holiday Emergency Phone Support The Company will provide emergency support via the Company’s regional service representative during off-hours and on holidays. Agisent provides monthly system updates, which are thoroughly tested on production software in a test environment prior to deployment. Agisent will notify the customer in advance of the update and provide the customer with detailed deployment and update notes. In the event the update includes new modules or changes in function, Agisent will include a video tutorial prepared by the training staff. 217 Big Springs Avenue, Tullahoma, TN 37388 Phone: 931-571-8880 Toll Free: 877-778-5277 City of Bozeman City Attorney Case Management System Request for Proposal Price Proposal Agisent Hosted ProCase Agisent ProCase Subscription, Setup, Hosting Services $35,456 First Year Support Included in Price Additional Integration (5 Systems) $50,000 On Site Training Included in Price Data Conversion $40,000 ________________________________________________________________________ Total First Year $125,456 Annual Subscription, Hosting and Maintenance Year 2 $29,646 Annual Subscription, Hosting and Maintenance Year 3 $29,646 Annual Subscription, Hosting and Maintenance Year 4 $29,646 Annual Subscription, Hosting and Maintenance Year 5 $29,646 _______________________________________________________________________ Total 5 Year Cost $244,040 Optional Locally Hosted ProCase Agisent Products Subscription, and Locally Hosted $38,401 First Year Support Included in Price Additional Integration (5 Systems) $50,000 On Site Training (2 days of classes, 2 sessions per day) Included in Price Data Conversion $40,000 Local Host Set Up Fees $2,500 ________________________________________________________________________ Total First Year $130,901 Annual Subscription, Hosting and Maintenance Year 2 $32,366 Annual Subscription, Hosting and Maintenance Year 3 $32,366 Annual Subscription, Hosting and Maintenance Year 4 $32,366 Annual Subscription, Hosting and Maintenance Year 5 $32,366 ________________________________________________________________________ Total 5 Year Cost $260,365 City of Bozeman City Attorney Case Management Software Cloud Services Questions 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? Agisent Technologies, Inc. is very proud of our delivery of customer support, and we provide the following tiered support system to all our Subscribers as part of the SaaS (Software-as-a-Service) Subscription (“Subscription”). The services listed below are included in the SaaS Subscription and are paid either annually (at the beginning of each 12-month period), monthly or quarterly. A. Online Live Support (Live Help) The Subscriber can receive instant online help by going to agisent.com and clicking on "Live Help" or by going to LiveHelp.agisent.com. This service is available during regular business*. B. Ticketing System (Service Desk) The Subscriber can report issues in the form of a “trouble ticket” online 24 hours per day, 7 days per week by going to help.agisent.com or by going to agisent.com and clicking on the appropriate link. C. Email Help Line The Subscriber will be provided with the following technical support email address: Help@agisent.com. All email messages sent to this address are automatically entered into the ticketing system. D. Phone Support Phone support will be provided for one representative from each department, during regular business hours. Regular business hours are 8AM-5PM CST E. Off-Hours/Holiday Emergency Phone Support The Company will provide emergency support via the Company’s regional service representative during off-hours and on holidays. F. Software Upgrades Any bug fixes made to the Agisent Technologies, Inc. software during the term of the subscription will be implemented in the system as they become available at no charge. Refund for excessive down time can be discussed during contract negotiations. 2. Data ownership: Who owns the data we provide and what can be done with the data? The Bozeman City Attorney’s Office retains all ownership of their data. Agisent Technologies, Inc. feels very strongly that the data that an agency collects during operations belongs to that agency in perpetuity and therefore will make no claim of ownership of the data stored on the Subscriber’s behalf. 3. Data security: How secure is our data and how is it being kept secure? Agisent Technologies, Inc. stores your data in our secured CJIS compliant data center. 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? Agisent Technologies, Inc. stores your data in our secured CJIS compliant data center. Bozeman data will be stored on a specific and secure server dedicated to the City Attorney’s Office. b. If PII is gathered, is it encrypted in transit and at rest? Agisent Technologies, Inc. uses SHA-256 with RSA Encryption while data is in transit. Data is encrypted at rest on the server using proprietary database structure. c. If credit card transactions are occurring is your system fully PCI compliant? Agisent Technologies does not currently use a public facing credit card system. 4. Data integrity: What do you do as a vendor to ensure our data maintains its integrity? Agisent Technologies, Inc. software platform records any transactions and makes these reports available to client administrators to ensure data integrity. Agisent performs validation testing and conducts data backups. Our IT professionals insure proper validation processes are in place and physical and logical integrity are maintained. 5. We require data centers to be located in the United States: What country will our data be located in? Agisent Technologies in headquarters at 217 Big Springs Ave Tullahoma, TN 37388 USA. Agisent has no foreign or offshore locations. All data is stored at Agisent HQ. 6. Responding to legal demands to disclose data: What is your process when someone subpoenas or requests our data from you as a vendor? Agisent Technologies, Inc. will not release any data without the express written order of the subscriber or a court of competent jurisdiction. In the event Agisent is served with court process we will advise the client immediately and provide a copy of the court document. Agisent and their legal representative will stay in constant communication with the client over the course of the service and any resulting action. 7. Reporting: What is your protocol for data breaches? In the event of a data breach Agisent will immediately notify our clients as to the intrusion and activate our internal data breach protocol. Agisent IT personnel will secure all areas physically related to the breach and will mobilize our breach response team. IT personnel will ensure all data loss and intrusion is stopped, will take all effected solutions and hardware offline, and immediately begin an investigation in concert with our legal counsel into the data breach and intrusion. (FTC FEB. 2021) 8. Disaster recovery: What protections/ protocols do you have in place to mitigate disasters? Agisent Technologies maintains redundant power and network assets to prevent unexpected failure due to acts of God or other disaster. Agisent HQ servers are maintained in a hardened, secure location monitored 24 hours a day to ensure physical security and exceed all FBI CJIS standards. All data is backed up daily at Agisent HQ and Microsoft Azure Government to ensure redundant and offsite storage and integrity. 9. Business continuity: If you decide to bring your business to an end what happens to our data? The Bozeman City Attorney’s Office retains all ownership of their data. Agisent Technologies, Inc. feels very strongly that the data that an agency collects during operations belongs to that agency in perpetuity and therefore will make no claim of ownership of the data stored on the Subscriber’s behalf. In the event Agisent Technologies business comes to an end, your data will be provided to you in a non-proprietary format. 10. Termination rights and consequences: What is your termination policy both for you as a vendor and us as a customer? Upon default by the Customer which Customer has not cured within thirty (30) days of written notice, Agisent may terminate the Agreement. Upon such termination, Customer shall be responsible for full payment for work done and payment on a time and materials basis for efforts through the date of termination on any uncompleted payment phases, not to exceed the total payments for the phases worked on. Upon payment, Agisent shall promptly provide Customer with a copy of Agisent work in process in AS IS condition. If Agisent fails to perform or observe any material term or condition without the fault of Customer, and such failure continues for thirty (30) days after Agisent’s receipt of written notice, Customer may terminate by giving written notice to Agisent. In the event of a termination, as a result of Agisent’s non-performance of its maintenance obligations, Agisent shall promptly return all amounts paid for maintenance under this Agreement that were invoiced and paid within the immediate prior one-year period. Upon termination, Agisent shall immediately cease any and all work on the Project. Upon such termination, Agisent shall provide Customer with a copy of Agisent work in progress under this Agreement in AS IS condition. 11. Exit: If we exit our relationship what format can we get our data in and what assistance will you give us in transferring our data to us in a usable format? Upon termination of an agreement by either party in accordance with the procedure outlined within our Proposals, Agisent Technologies, Inc., within 30 days of receipt of the written termination letter shall return to the Subscriber in an open, readable format the Subscriber’s data that resided on the system. Additionally, Agisent Technologies, Inc. will certify in writing to the Subscriber that all data that resided on the system has been destroyed and that the only known copy is that which has been returned to the Subscriber.