county of los angeles

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COUNTY OF LOS ANGELES SPECIFICATIONS FOR SHERIFFS DEPARTMENT SOLICITATION #: RFB-IS-15200686

REQUISITION #: RQN-SH-15015589

FOR: Pre-Employment Tracking System (Software Only) VENDOR:

CONTACT PERSON:

ADDRESS:

PHONE NO.:

E-MAIL ADDRESS:

FAX #:

SPECIFICATIONS WRITTEN BY: Dep. Andres Bilbao

NOTICE:

APPROVED BY:

Bidder shall complete right hand column, indicating specific size and/or make and model of all components when not exactly as specified. State “as Specified” if item is exactly as shown in the left column. Return this questionnaire to the Los Angeles County Purchasing Agent.

BIDDER’S RESPONSE

SPECIFICATION

The Los Angeles County Sheriff’s Department is looking to implement an enterprise software solution capable of functioning as a day one replacement of its current Oracle based applicant information database, Pre-Employment Tracking System (PTS) software. 

Improving the capability of tracking applicants and their progress in order to better take advantage of qualified applicants.

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Enhance document security and process efficiency through the use of a fully digital and data encrypted software solution with multi leveled permissions and tracking features.

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Increase communication with processing applicants and ultimately lead to a reduction in case investigation duration.

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SOFTWARE REQUIREMENTS Vendors of interest are those that have a commercial off-the-shelf (COTS) software product; proven successful in similar deployments and support installations for at least ten (10) companies of varying size and industries, where the installed COTS product is similar in functionality to the requirements listed below, and where the system must have been in production for a period of not less than 12 months. The software solution must be capable of accepting the migration of the legacy Oracle DBMS. Moreover, the new PTS solution must be customizable enough that it can be used by LASD supervisors, investigators and clerical staff to assist in applicant file management, progress monitoring, document status action triggering and OCR based importing of scanned images. The system must be capable of creating and associating barcodes to applicants in order to allow bulk ingestion of scanned documents. The system must be available to users Department-wide using web browser (MS I.E. 8.0 and above), a desktop client interface and be client self-hosted according to LASD Data Security standards and polices. The system must be capable of providing the following:  Provide the ability to capture data using a graphical user interface.  Data validation.  Incident analyzer.  Security controls  Workflow Process  Alert notification component  Reporting feature  Graphics and mapping component  Importation of digital form/web forms  Ability to interface with foreign systems using standard web services/xml.  Document Management.  Records Management. Further, the system must be proactive such that identified users will be notified with automatic ePage 2 of 15

mail alerts when certain thresholds or actions are met or needed. Users can navigate and perform their primary job tasks with little-to-no training (e.g., Intuitive ribbon-style toolbars, tabs, and easy access features that are based on the familiar look and feel of Microsoft Office products.)

The software must give the customer the ability to configure the screens, forms, printouts, smart scripts, applicant screens, reports and user layout screens to their needs. This includes adding or removing fields, and creating specific screen and report layouts. The capabilities for users to personalize their user experience. Data conversion and migration to be done by the vendor and/or with Sheriff’s Department assistance if needed. The current Oracle Formsbased system includes data (Tables, simple text, date, number fields, reports, etc.) from approximately: 50,000 applicant file records. The system must be capable of accommodating the creations of an additional 5,000 applicant records annually. The system must be designed to run entirely on equipment owned by the Los Angeles County Sheriff’s Department. The new PTS solution cannot be hosted off-site or on vendor-owned equipment (see note below regarding Hardware Requirements). In addition the system must: 

The software must be available to users Department-wide using desktop client, a web browser (MS I.E. 8.0 and above) and be selfhosted to LASD Data Security standards and polices. Also have the ability to be accessible through the use of standard mobile devices following the iOS platform-iPad, iPhone, etc.

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Must have system-generated automatic triggering. Capable of automatically generating emails, reports, approval request, and various other items by utilizing Messaging Application Programming Interface (MAPI) compliant email systems such as MS Outlook notifications based messaging; Page 3 of 15

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Solution must be capable of offering “Batch Approval” of grouped or multi selected documents. In order to allow supervisors to approve multiple documents at once as opposed to only individually handling the document approval process.

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Software stores documents in their original, native file format (.DOXC, .XLSX, .PDF,.TIF, ETC) , not in a proprietary format or requiring additional software to access data;

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Software must provide a built‐in export feature for extracting data in standard, non-proprietary formats (e.g., Excel, comma delimited text, etc.) for use in importing data to other applications.

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Information imported and collected into the system must be capable of being retained, added to or removed by the Los Angeles Sheriff’s Department at all times. Regardless of future business association with the vendor.

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Architecture must allow for documents and images to be stored at one or many different physical locations for the purpose of redundancy. If one of the locations were to have a failure, there would be no interruption of access to the documents;

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Solution allows e-mails and attachments to be automatically imported and fully indexed into the system without any user intervention or data entry. Drag-and-drop import of messages into the solution system using e-mail client folders in order to automate the classification and indexing of e-mails and attachments;

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Solution allows the archiving of documents to various media;

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Store index value sets that can be used to auto-index documents by entry of only a single primary value. This enables simplified indexing and more flexible retrieval by allowing users to enter a single index value and have all related index values auto-populate; Page 4 of 15

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Solution must take full advantage of metadata and utilize multiple types to aide in indexing;

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Reporting feature directly integrates with Microsoft Excel, allowing users to build reports natively in PDF, Excel and Word utilizing the solution’s system attributes. Solution provides, within Microsoft Excel, point-and-click report generation and modeling of text-based reports stored within the repository;

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Solution provides an ability to pre-define document relationships for use in search and retrieval;

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System supports the organization of documents into folder-type structures;

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Software must provide the ability to identify both complete and incomplete records across the entire repository and the ability to access a document-level audit trail directly from the document:

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Solution provides a user friendly interface for users to locate/filter records;

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Solution allows users to capture, declare, and store electronic records (documents) in their native formats, including e-mail, electronic forms, physical items, images, text files, and Office documents;

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Solution provides the ability for a document(s) to be “dragged and dropped” into a record (folder of documents) and have this new document automatically inherit the records management policy;

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Solution allows for multiple documents to be grouped together and treated by the system as a single record, with a single retention plan;

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While completing an electronic form, users must have the ability to attach Page 5 of 15

documents to it, allowing those documents to automatically be associated with the form; 

Solution must provide integration with Microsoft Outlook allowing users to access solution functionality and import emails and attached documents into the repository directly from their emails interface;

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Solution provides capabilities for an offline/mobile worker, and the ability to sync once reconnected to the system network;

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Provide an audit trail of all applicant profile creations modifications and file accesses;

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Provide the ability to have the investigators and managers type case notes directly into the system that would be linked to the identified applicant;

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Provide ability for investigators and secretaries to attach documents and scanned images to applicant records and/or appointments.

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Generates investigator recurring notifications via e-mail, SMS text, tasks, etc.;

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Solution allows e-mails and attachments to be automatically imported and fully indexed into the system without any user intervention or data entry;

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Solution’s must be capable of electronic capture and utilize full-page Optical Character Recognition (OCR);

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Solution allows the user to access the system’s workflow processes from the email client interface, with the ability to make decision items (execute tasks) and view related documents directly from the e-mail message notification; Page 6 of 15

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Allow for the creation and custom tailoring of varying workflows, even after initial installation/implementation;

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Workflow solution will include a native electronic forms application or supports the use of electronic forms without requiring the purchase of any proprietary forms software. The solution will also provide for integrations with popular forms software like Microsoft InfoPath and Adobe LiveCycle to allow users to complete forms created with these products and processes them directly into the system repository;

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Solution allows documents to be added to a workflow in several different ways, including: o o o o o o o

Scanning Enterprise text report processing Electronic forms processing Document import processing API E-mail interface Drag and drop from a line-ofbusiness application screen o Adding documents already stored within the solution’s repository to a workflow process at a specific point-in-time; 

Solution provides ability to integrate with other devices (fax, MFP, networked photocopier/scanner) as a means of ingesting documents into the system;

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Software must provide a native, configurable workflow dashboard to monitor, in real time, the workload of end users. Allow supervisors to visually see the status of all items in work flow and the users that they are associated with;

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Products workflow configuration and user interface environments are integrated with the rest of the solution and can be accessed within;

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Solution’s workflow experience is integrated to provide task buttons and user interaction on a menu right from selected or open documents;

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Ability to associate electronic signatures with various event handling processes;

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Web Client provides a dashboard component to create and manage personalized interfaces that present end users with access to priority content and tasks.

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The solution must provide a desktop based client capable of functioning on Windows 7 and 8.x based systems and integrating with Microsoft Office 2010 and Microsoft 365 based programs.

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Solution enables the user level creation and saving of personalized searches and reports;

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Solution provides advanced full text search capabilities that include fuzzy, inflectional, thesaurus, proximity, wild card, and SOUNDEX;

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Solution provides capabilities to not only retrieve and archive to the system from the native Microsoft Office toolbar, but also search and retrieve stored content from directly inside the native office application;

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Solution allows users to search for multiple document types (e.g., text / COLD, image, PDF, Word, etc.) in one search;

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Solution supports single instance storage of both e-mail and attachments. Also, provides the ability for users to access an e-mail in the archive directly from their client;

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Must be capable of automatically searching for sensitive data and intelligently generate redacted zones (E.g. Social Security Numbers, etc.); Page 8 of 15

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System must be able to natively provide data and text extraction capabilities for scanned image documents, including OCR, ICR, OMR, bar codes, and signature detection, in order to provide hands-off processing of scanned documents directly into the system without involving thirdparty software applications;

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Solution must have the ability to control and track the modification of documents through multiple revisions, allowing users to view prior revisions and track document history. The solution should clearly display the number of revisions associated with a specific document and allow for the addition of comments per revision;

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Have the ability to query information from the database with a user friendly Graphical User Interface (GUI);

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The system must include a Relational Database Management System (RDBMS) that accommodates a minimum of 5 named user licenses, 15 concurrent user licenses and 5 workflow styled licenses. Licenses must be located at multiple geographic sites, which will be installed, configured and maintained (for the life of the maintenance contract), by the vendor. These license figures must be capable of expanding as further phases of the solution implementation are adopted;

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The proposed RDBMS must be acceptable to the Department, i.e. Oracle, or MS SQL Server;

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The system's RDBMS must be able to search through a minimum of 50,000 records with no degradation of speed in response times (see below) with 50 concurrent users connected;

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During all periods in the Production Domain, vendor warrants that the Response Times for all executed Page 9 of 15

transactions shall not exceed five (5) seconds. If the system fails to meet the Response Times, then a "Performance Issue" will be deemed to exist; 

With respect to any Performance Issue, COUNTY reserves the right to categorize the Severity Level of such Performance Issue. In all such cases, vendor shall remedy such failures within the applicable timeframes identified in the Severity level definitions (listed below). If vendor does not resolve the problem within the time set forth, then the period of such failure shall automatically constitute Unscheduled Downtime, measured from the time the COUNTY Project Director assigned a Severity Level to said failure and the time of resolution, and credits shall apply.

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The system must have a web based interface made available on the Internet for use by job applicants.

Reporting and Supervisory Workflow Solution provides both preconfigured and customizable workflow and user level reports that detail various activities (e.g. Average Time to Process Document per Lifecycle, Daily Workflow Usage, Document Process Time per Workflow Queue, Documents Processed per Queue, Documents Resident per Queue, High or Low Document Processing Identification, Queue Processing Time per User in Minutes, etc.). 

Must be capable of providing summary or detailed reporting through a number of pre-defined custom reports and through the ability to generate adhoc reports using a graphical user interface (GUI);

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Provide the ability to store/attach additional supporting documents, i.e. PDF files, Word Documents, images, scanned documents that would be linked to the identified applicant; Page 10 of 15

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Provide the ability to manually archive the old records from the active database based on user-defined parameters/criteria into archived database;

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Provide the ability to control the level of access (Security level) to the system based on user-defined roles which are assigned to a given user's login ID. SECURITY

Solution must be capable of assigning security to a variety of levels and types (User Groups, Users Document Types and groups, Index Values, Folders, Notes, Import Processes, etc.). Authentication into the system must derive access from use of the Windows Active Directory. LASD continuing the Single SignOn (SSO) directive, and will require that the PTS replacement uses MS Active Directory for application authentication. Solution provides the ability to encrypt data at the database level and at the file storage level, as well as content that has been backed up/at rest. The system must also be able to encrypt data in transit, and data exported from the system. The system must be able to encrypt PII (personally identifiable information). LASD will provide its definition of PII. System must have the option to limit access to the storage locations based on service accounts. System utilizes a file storage system to store documents, as opposed to storing directly into the database. Security levels may range from "view only" with no edit capabilities to "full control" which includes add/edit/delete capabilities in the system. Virtually, every function must be tracked in an auditable trail which date/time-stamps all transactions. Must provide the ability to place a Page 11 of 15

hold on a record, as in the case of an audit or legal discovery; The system must support McAfee anti-virus software. The system must support the latest security patches and updates for the operating system, the database, and application software. SCALABILITY Solution must utilize a ClickOnce automatic client install deployment to aid in the configuration and installation. Minimizing administration overhead and supporting IT policies without the need of administrative rights install. System must be expandable to accommodate additional department implementation and system usage growth. Must include the availability of multiple test, development and disaster recovery environments at no additional licensing cost. TRAINING AND SUPPORT Prior to the acceptance of the system, the vendor must provide the following:    

90-Day post implementation technical support. On-site technical troubleshooting support to ensure the system is fully functional and operational. Technical training to ensure the local end user administrator is proficient to maintain the system. Be capable of providing customer support and maintenance service at a nationwide software distribution and maintenance level.

The Vendor must provide On-site Implementation Training covering all the setup procedures. The vendor must provide (5) days of onsite, user and administrator training with a “Train the Trainer” focused format. The maximum number of user trainees should not exceed twenty (25). Page 12 of 15

The vendor must provide an online contextsensitive user manual with a quick reference on how to use a specific system functions. In addition, a complete, computer-based, multilesson training course must be available for training current and future users. The vendor must provide a system installation and administration guide in electronic downloadable form. The electronic form must be in Adobe PDF or Microsoft Word. As part of the implementation of the system, the vendor must be able to assist the local customer IT administrator personnel on-site for 90-Days after system acceptance. After the 90 day period has ended, the vendor will provide the local customer IT administrator telephone support as part of regular system maintenance. The vendor must identify the annual cost for a maintenance contract that covers three years with options to renew for a fourth and fifth year, if the Department deems it is necessary. In addition, the vendor must provide all updates/upgrades to the system at no cost to the Department during the life of the maintenance contract. This includes free software version updates as well as database upgrade support. The maintenance contract must include a provision for an unlimited number of calls for technical telephone support as well as access to the vendor's help desk during normal business hours (Monday - Friday, 8:00 a.m. to 5:00 p.m., Pacific Time). As part of the annual maintenance contract, the following defines Severity level definitions for system related problems and how the vendor must respond accordingly: Severity Level = 1 (Critical) Response Time = One ( 1) Hour Tum Around Time= 8 Hours Definition: Critical. The defect IS such that critical business function is impossible. Workarounds for the defect do not exist, or if they do, they are too impractical to be useful. Severity Level = 2 Response Time = One ( 1) Hour Tum Around Time == 48 Hours Page 13 of 15

Definition: Severe. Defects make it difficult to complete a significant business function. Workarounds to complete the business function exist, but are impractical on a continuing basis. Severity Level = 3 Response Time= Four (4) Hours Turn Around Time = 30 Days Definition: Minor. The System Software is impaired to the extent that some non-critical functions are not operating. Non-critical functions are classified as forms or reports that shape part of a major function, but do not impair the major function to be totally inoperative. Severity Level = 4 Response Time = 24 Hours Tum Around Time = 120 Days Definition: Cosmetic. This severity level represents cosmetic defects that do not affect the functionality, but do affect the general look and feel of the System Software. In the event that the assigned Response Times and/or Turnaround Times (TATs) are not met by Contractor, Contractor shall immediately submit to County by written action plan and status report which shall minimally include a description of the original Deficiency encountered, why the Contractor was not able to correct Deficiency within the original TAT, proposed corrective action, and a revised TAT. Contractor shall be available for discussion with County regarding possible workarounds and other issues of concern. NOTE FOR HARDWARE COMPATIBILITY REQUIREMENTS Hardware for the system will be provided by the client per vendor recommended specifications. The software solution must be compatible with the following minimum hardware specifications: Architecture must support multi-vendor platforms, Specifically Microsoft SQL, SharePoint and Oracle. Must be capable of segmentally running on a multiserver, virtualized system (Eg. VMware) Must meet our minimum requirements or higher Minimum requirement : Primary Processor: Page 14 of 15

Quad-Core Intel® Xeon® E5450(3.00GHz, 1333 MHz, FSB, 80 W) Processor HP 16 GB Fully Buffered DIMM PC2-5300 4x4GB Memory Additional Processor: Quad-Core Intel® Xeon® E5450(3.00GHz, 1333 MHz, FSB, 80 W) Processor HP 16 GB Fully Buffered DIMM PC2-5300 4x4GB Memory Embedded P410i (SAS Array Controller) I HP 256MB P-Series Cache Modei534108-B21 Operating System: Windows 2008 R2 server Server management Integrated Lights Out 2 (iLO 2) Standard Management Hard Drive Configuration: RAID 5 Hard Drives: >450GB 15,000 RPM SAS 3.5" Hot Plug Hard Drive Network card: (2) Embedded Dual Port Multifunction Gigabit Server Adapters Power Supply: High Output Power Supply (Hot Plug Power Supply) Internal Optical Drive: DVD-ROM, SATA, Internal System Documentation: Electronic System Documentation BIOS Setting: Power Saving BIOS Setting Feature Upgrades for Embedded NIC Ports: Available

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