HomeMy WebLinkAbout25B - AGMT - SUSPICIOUS ACTY REPORTING SYSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 7, 2011
TITLE:
AGREEMENT WITH SOFTMASTER, INC.
FOR SUSPICIOUS ACTIVITY REPORTING
SYSTEM (UASI FUNDED)
CITY MAN GER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1st Reading
? Ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and the Clerk of Council to execute the attached agreement with
SoftMaster, Inc. for report writing and analytic software that will enable analysis of Suspicious
Activity Reporting (SAR), in an amount not to exceed $150,600.
DISCUSSION
The United States Department of Homeland Security Office of Grants and Training has
developed the Urban Areas Security Initiative (UASI) funding program. This initiative was
designed to enhance the domestic preparedness of urban areas by ensuring that all emergency
first responders have adequate and appropriate equipment to prevent, protect, respond to and
recover from acts of terrorism. Santa Ana has been designated as an Urban Area Core City for
the ninth year. The City of Santa Ana has fiscal responsibility for the FY09 UASI Grant for the
Anaheim/Santa Ana Urban Area which encompasses 34 jurisdictions in Orange County.
The Santa Ana Police Department currently utilizes SoftMaster's Incident Reporting System (IR2)
for report writing. The new contract with SoftMaster, Inc. will approve the purchase and
installation of a Suspicious Activity Report system, which has analytic enhancements that will
automatically process and analyze suspicious activity reports. The system will enable the City of
Santa Ana to electronically share information with the Orange County Intelligence Assessment
Center (OCIAC), by automatically; uploading suspicious activity reports into OCIAC's database,
correlating them to similar reports, and notifying OCIAC analysts of newly uploaded reports. In
addition, SoftMaster will provide a perpetual license for the Incident Reporting Analytics package,
which will facilitate reporting and data analysis. The purchase of the SAR analytic enhancement
will also enable us to meet the guidelines as set forth in the Department of Homeland Security's
Nationwide Suspicious Activity Reporting Initiative (NSI).
25B-1
Agreement with Softmaster, Inc. for Suspicious Activity Reporting System
November 7, 2011
Page 2
FISCAL IMPACT
Funds are available for the Suspicious Activity Reporting system in the FY2009 UASI Grant fund
account (no. 12514407-62300, Activity 10427801182, Account Category 3498).
APPROVED AS TO FUNDS AND ACCOUNTS:
Paul Walters
Chief of Police
Police Department
Exhibit: 1. Agreement
P
Francisco Gutierrez
Executive Director
Finance/Management Services Agency
25B-2
AGREEMENT FOR PROVISION OF
SOFTWARE DEVELOPMENT SERVICES
THIS AGREEMENT, made and entered into this 7`h day of November, 2011 by and between
SoftMaster, Inc., a California corporation (hereinafter "Consultant"), and the City of Santa Ana, a charter city
and municipal corporation organized and existing under the Constitution and laws of the State of California
(hereinafter "City").
RECITALS
A. City, acting through the Santa Ana Police Department, as a Core City and the lead agency for the
Anaheim / Santa Ana Urban Area under the FY09 Urban Areas Security Initiative ("UASI"), has accepted
a grant from the federal Department of Homeland Security, Office of Domestic Preparedness, through the
State of California, Office of Homeland Security, to enhance countywide emergency preparedness,
hereinafter referred to as "the Grant".
B. The City desires to retain a consultant having special skill and knowledge in software engineering to
develop a Suspicious Activity Reporting system to analyze and share such reports with other law
enforcement agencies.
C. Consultant represents that it has the necessary skills and experience to develop the software.
D. Consultant has submitted a Proposal which identifies the scope, tasks and general time lines for providing
the services and the costs thereof.
D. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its
field and that any services performed by Consultant under this Agreement will be performed in
compliance with such standards as may reasonably be expected from a professional consulting firm in the
field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and
conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
a. Consultant shall develop, test and deploy an enhancement to the Santa Ana Police Department's
(SAPD) Incident Reporting System, which will allow entry and processing of Suspicious Activity
Reports (SAR), as set forth in Exhibit A, attached hereto and incorporated by this reference. The
enhancement will allow the SAPD to participate in electronic information sharing of Homeland
Security SAR data with the Orange County Intelligence Assessment Center (OCIAC).
Consultant anticipates a twelve (12) week schedule for the completion of all work required to
develop, test and deploy the system.
b. Consultant hereby grants a perpetual software license to its Incident Reporting Analytics system
as described in Exhibit A.
2. REPRESENTATIVES
For purposes of implementing this Agreement, the representative of City shall be the Deputy Chief of
Police, or his designated representative, and the representative of the Consultant shall be or
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his/her designated representative. Except as may be otherwise stated herein, such representatives shall have
the authority to act on behalf of their respective parties in carrying out the terms of this Agreement.
3. DELIVERY OF WORK PRODUCT - OWNERSHIP
Consultant warrants and represents that it has the absolute right to enter into and perform this
Agreement and will perform its obligations hereunder in accordance with standards and practices prevailing
in the industry. Consultant's contribution to the Project, including works to be produced by Consultant
hereunder, will not infringe or misappropriate the proprietary or personal rights of any third person or party.
Consultant shall deliver to City any work product which results from the services provided.
In regard to all enhancements to the SAPD's Incident Reporting System produced as a deliverable
under this Agreement, including but not limited to records, papers, drawings, specifications, programs,
systems and other materials prepared by Consultant, Consultant agrees, for itself and its affected officers,
employees, agents, contractors, and volunteer workers, that the authors of all such material, whether
copyrighted or not, award to the City, and to its officers, agents and employees acting within the scope of
their official duties, as a condition of payment to the Consultant, a royalty-free, nonexclusive, irrevocable
license throughout the world for governmental purposes to disclose, publish, translate, reproduce, and use
such materials.
In regard to Consultant's Incident Reporting Analysis software and any modifications to it produced
as a deliverable under this Agreement, including but not limited to records, papers, drawings, specifications,
programs, systems and other materials prepared by Consultant, Consultant agrees, for itself and its affected
officers, employees, agents, contractors, and volunteer workers, that the authors of all such material, whether
copyrighted or not, award to the City, and to its officers, agents and employees acting within the scope of
their official duties, as a condition of payment to the Consultant, a royalty-free, nonexclusive; irrevocable
license to use such materials and software for their own use and benefit.
4. COMPENSATION
City agrees to pay, and Consultant agrees to accept as total payment for its services a fee of $150,600,
which will be paid in four monthly progress payments, the first of which will occur thirty (30) days after all
parties have executed this Agreement and Consultant services have commenced. Notwithstanding the
foregoing, City shall retain twenty percent (20%) of each progress payment until the completed Project has
been accepted by City. Payment need not be made for work which fails to meet the standards of performance
set forth in the Recitals which may reasonably be expected by City.
5. TERM
This Agreement shall commence on the date first written above and terminate on June 30, 2012,
unless terminated earlier in accordance with Section 14, below.
6. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent
contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create
an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or
control over the professional manner in which Consultant performs the services which are the subject matter
of this Agreement; however, the services to be provided by Consultant shall be provided in a manner
consistent with all applicable standards and regulations governing such services. Consultant shall pay all
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salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to
employees and shall be responsible for all applicable withholding taxes.
7. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall
require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Due to the nature of services provided, commercial general liability insurance is not required.
b. Business automobile liability insurance, or equivalent form, with a combined single limit of not
less than $1,000,000 combined single limit. Such insurance shall include coverage for owned, hired and non-
owned automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section .3300 of the
Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for
worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work
under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits
not less than $1,000,000 per accident.
d. Professional liability (errors and omissions) insurance, with a combined single limit of not less
than $1,000,000 per claim, and in the aggregate.
e. The following requirements apply to the insurance to be provided by Consultant pursuant to this
section:
(i) Consultant shall maintain all insurance required above in full force and effect for the
entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled or reduced
in coverage or changed in any other material aspect without thirty (30) days prior
written notice to the City.
f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails
or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for,
the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination
shall not effect Consultant's right to be paid for its time and materials expended prior to notification of
termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any
work performed prior to approval of insurance by the City.
8. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees,
consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just
compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death,
and claims for property damage, which may arise from the negligence, recklessness or willful misconduct of
the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf
which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal
injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the negligence,
recklessness or willful misconduct of Consultant arising from this Agreement. The Consultant further agrees
SoftMaster10/10/11 25B-5
to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special
counsel to be selected by the City, regarding any action by a third party asserting that personal injury,
damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with
respect to its representation in any legal proceeding.
9. CONFIDENTIALITY
If either party (the "Receiving Party") receives from the other party (the "Disclosing Party")
information which due to the nature of such information is reasonably understood to be confidential and/or
proprietary, the Receiving Party agrees that it shall not use or disclose such information except in the
performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its
own information of like importance, but in no event less than reasonable care. "Confidential Information"
shall include all nonpublic information. Confidential information includes not only written information, but
also information transferred orally, visually, electronically, or by other means. Confidential information
disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The
foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been
disclosed in publicly available sources; (b) is, through no fault of the Receiving Party disclosed in a publicly
available source; (c) is in rightful possession of the Receiving Party without an obligation of confidentiality;
(d) is required to be disclosed by operation of law; or (e) is independently developed by the Receiving Party
without reference to information disclosed by the Disclosing Party.
10. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or indirect,
which would conflict in any manner with performance of services specified under this Agreement.
11. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in
writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified
mail, postage prepaid, or sent by facsimile or other telegraphic communication in the manner provided in this
Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax 714-647-6956
With courtesy copies to:
Santa Ana Police Department
Homeland Security
60 Civic Center Plaza (M-97)
Santa Ana, CA 92701
Fax 714-245-8745
And City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
SofrMasterl 0/10/11 25B-6
P.O. Box 1988
Santa Ana, California 92702
Fax 714-647-6515
To Consultant: SoftMaster, Inc.
23 Peters Canyon Rd
Irvine, California 92688
Fax 949-598-4599
A party may change its address by giving notice in writing to the other party, Thereafter, any
communication shall be addressed and transmitted to the new address. If sent by mail, communication shall
be effective or deemed to have been given three (3) days after it has been deposited in the United States mail,
duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by facsimile,
communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth
on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For
purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be
excluded.
12. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Consultant,
and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict
between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail.
This Agreement may not be modified except by written instrument signed by the City and by an authorized
representative of Consultant. The parties agree that any terms or conditions of any purchase order or other
instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or
obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations,
inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on
behalf of any party, which are not embodied herein.
13. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant
may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the
City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall
be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have
any of the services which are the subject to this Agreement performed by City personnel or by other
consultants retained by City.
14. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In
such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services
performed by Consultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Chief of Police may require Consultant to deliver to the City all
work product completed as of such date, and in such case such work product shall be the property of the City
unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems
appropriate. However, any use of unfinished work product shall be at City's sole risk.
b. Payment need not be made for work which fails to meet the standard of performance specified in the
Recitals of this Agreement.
SofrMaster10/10/11 25B-7
15. CONSULTANT CERTIFICATIONS
a. Audit Records - With respect to all matters covered by this agreement all records shall be
made available for audit and inspection by the City, and/or itsr duly authorized representative for a period of
three (3) years from the termination of this Agreement.
For a period of three years after final delivery hereunder or until all claims related to this
Agreement are finally settled, whichever is later, Consultant shall preserve and maintain all documents,
papers and records relevant to the services provided in accordance with this Agreement, including the
Attachments hereto. For the same time period, Consultant shall make said documents, papers and records
available to City and the agency from which City received grant funds or their duly authorized
representative(s), for examination, copying, or mechanical reproduction on or off the premises of Consultant,
upon request during usual working hours.
b. Consultant shall provide to City all records and information requested by City for inclusion in
quarterly reports and such other reports or records as City may be required to provide to the agency from
which City received grant funds or other persons or agencies.
C. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds
must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, Consultant pursuant to
the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall,
solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to
discrimination, including discrimination in employment, in any program or activity that receives or benefits
from federal financial assistance. The Consultant agrees it will ensure that requirements of 'The Act shall be
included in the agreements with and be binding on all of its contractors, subcontractors, assignees or
successors.
d. Americans with Disabilities Act of 1990 - (ADA) Consultant must comply with all
requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable.
e. Political Activity - None of the funds, materials, property, or services provided directly or
indirectly under this agreement shall be used for any partisan political activity, or to further the election or
defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act".
£. Civil Rights Compliance and Notification of Findings - Consultant and its contractors and
subcontractors will comply with the nondiscrimination requirements of the Omnibus Crime Control and Safe
Streets Act of 1968, as amended, 42 USC 3789 (d), Victims of Crime Act (as appropriate); Title VI of the
Civil Rights At of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A,
Title 11 of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of
1972; the Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR
Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR
Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Consultant
makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national
origin, sex, or disability against a recipient of funds, the Consultant will forward a copy of the findings to the
City which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S.
Department of Justice.
16. DISCRIMINATION
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Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual
orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the
recruitment, selection, training, utilization, promotion, termination or other employment related activities.
Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state
and local laws and regulations.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and
governed by the laws of the State of California. Both parties further agree that Orange County, California,
shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by
reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits,
approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the
laws and regulations of the United States, the State of California, the City of Santa Ana and all other
governmental agencies. Consultant shall notify the City immediately and in writing of her inability to obtain
or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for
termination of this Agreement.
19. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and
right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully,
including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. Captions and headings in this Agreement, including the title of this Agreement, are for convenience
only and are not to be considered in construing this Agreement.
c. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body
of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above
written.
ATTEST:
CITY OF SANTA ANA
MARIA D. HUIZAR
Clerk of the Council
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PAUL M. WALTERS
Interim City Manager
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APPROVED AS TO FORM:
JOSEPH STRAKA
Interim City Attorney
By:
Laura Sheedy
Assistant City Attorney
SOFTMASTER, INC.
(NAME)
(Title)
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EXHIBIT A
SCOPE OF WORK
Santa Ana Police Department
Suspicious Activity Reporting Enhancement
Proposal
July 8, 2011
Prepared By
Mastering your Information
SoftMaster, Inc.
23 Peters Canyon Rd
Irvine, CA 92688
www.softmaster.com
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25B-11
TABLE OF CONTENTS
INTRODUCTION .................................................................................................................................11
Audience ....................................................................................................................................................11
Executive Summary ..................................................................................................................................11
Background ...............................................................................................................................................11
Assumptions and Dependencies ............................................................................................................12
SCOPE OF WORK ..................................................................... ......12
..................................................
SAR Data Entry .........................................................................................................................................13
SAR Extract And Submission ..................................................................................................................13
Incident Reporting Analytics ...................................................................................................................14
Integrated Reporting and Records Framework ........................................... Error! Bookmark not defined.
SCHEDULE AND COSTS .......................................................... .......ERROR! BOOKMARK NOT DEFINED.
Schedule .......................................................................................................... Error! Bookmark not defined.
Costs ................................................................................................................ Error! Bookmark not defined.
SoftMaster l0/10/ 11 25B-1 2
Introduction
Audience
Santa Ana Police Department Management
Santa Ana Police Department Technology Division
Executive Summary
SoftMaster proposes to develop an enhancement to the SAPD's Incident Reporting
System (IR2) to allow entry and processing of Suspicious Acitivity Reports (SAR's.)
This will allow SAPD to participate in electronic information sharing of Homeland Security
SAR data with the Orange County Intelligence Assessment Center (OCIAC.)
The mission of OCIAC is:
To provide an integrated, multi-disciplined, information and intelligence sharing network
to collect, analyze, and disseminate information on all hazards, risks, criminal risks, and
safety threats to law enforcement, fire, health, private sector, and public sector
stakeholders in a timely manner in order to protect the residents, visitors, and critical
infrastructure of Orange County
The SAR's provide data that is critical to this mission by sharing information on activities
that are reasonably suspected to be a pre-cursor to criminal or terrorist activities. These
reports are part of the Department of Homeland Security's Nationwide Suspicious Activity
reporting Initiative (NSI). The NSI builds on what law enforcement and other agencies
have been doing for years-gathering information regarding behaviors and incidents
associated with criminal activity-and establishes a standardized process whereby SAR
information can be shared among agencies to help detect and prevent terrorism-related
criminal activity.
In March 2010, the Department of Justice established an NSI Office to facilitate the
implementation of the NSI across all levels of government. Reference
http://www.ise..qov.
The proposed enhancement will provide the ability for officers and SAPD personnel to
enter SAR's into the system, and periodically send this information to OCIAC in an
electronic format. In addition, SoftMaster will provide a perpetual license for their Incident
Reporting Analytics (IRA) operational data store software to facilitate reporting and data
analysis of this data.
Background
The SAPD is currently transitioning to a new incident reporting system, named IR2. This
system contains a large number of the data types and elements required to input an
SAR. It is highly desirable to integrate the SAR's into this system to facilitate integrated
reporting and management of these reports.
SoftMaster has provided resources to SAPD customize the IR2 system, and has
significant knowledge of its architecture, design, and business rules and requirements. As
such, we are able to develop, test, and deploy the proposed enhancements in a timely
and quality manner. SoftMaster has 15 years of experience in Courts, Fire, Police, and
other law and justice systems, as well as significant experience in data integration and
data exchange between organizations.
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Assumptions and Dependencies
1. An iterative, prototype-based approach will be used for screen design, and enough time
from SAPID personnel will be available to finalize screen and/or report design in the first
2-3 weeks of the project.
Requirements for the format of the data to be exchanged with OCIAC are based on the
current ISE and NIEM specifications, and no additional requirements will be added by
OCIAC.
3. SoftMaster will provide the Incident Reporting Analytics processes and database to
SAPID, but will not be responsible for developing reports against the data.
4. SAPID personnel will be available to answer questions and make decisions in a timely
manner.
5. SAPID will provide adequate development and testing environments in a timely manner.
6. Work will be performed both onsite at SAPID and offsite at SoftMaster facilities.
7. SAPID will coordinate testing of SAR data extracts with the OCIAC.
Scope of Work
The following diagram illustrates the key components of the solution: 14 =*
14
4
Officer Report Entry
F orm.['..
nge Packets
(xML)
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SAR Data Entry
The SAPID IR2 Incident reporting system will be enhanced to allow entry of SAR reports,
including additional data types and elements required to support these reports. In addition, a
facility will be developed to extract and transfer electronic versions of the SAR reports to the
OCIAC in a standard forms.
1. Additional data elements and types will be added to the IR2 report schema in order to
fully accommodate SAR data as defined in the Information Sharing Environment
Functional Specifications.
http://www.ise.p,ov/docs/ctiss/ISF-FS-200SARFunctionalStandardIssuanceVersionl 0 pdf
These data types are:
• Aircraft
• Attachments
• Follow-up Actions
• Sensitive information Details
• Suspicious Activity Reports
• Target
• Vessel
• Flight Plan
• Conveyance Movement
2. The IR2 lookup tables will be enhanced to support standard lists of values required to
support entry of these data types.
3. The IR2 report entry form will be enhanced to include data entry functionality for these
additional data types.
a. In addition, the report entry form may be enhanced to suppress display of data types
not needed for SAR reports, when this type of report is being entered. This tailoring of
report content will occur at the high level band (Witnesses, Narratives, Officers, etc.) No
tailoring will be done inside these high-level bands.
4. A form will be provided to select specific property or evidence items and flag them for
inclusion within the SAR extract. This form will provide a hyperlink back to edit the
item. In addition one (1) printable report of these items will be developed.
SAR Extract And Submission
A process will be developed to extract data for SAR reports, and format it into an electronic
XML format to be submitted to the OCIA for consolidation with other agencies data.
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1. The format of the information will conform to ISE functional standards as well as the
National Information Exchange Model, published by the Department of Justice.
2. Data will be extracted on a periodic basis to be determined by the SAPD.
3. SAPD is responsible for all connectivity and transfer of the extracted data to OCIAC.
Incident Reporting Analytics
SoftMaster has developed an extract process and data model that facilitates reporting of
law enforcement incident data. This database provides a semi-normalized, operational data
store of incident data that can be used for operational and analytical reporting. SoftMaster
will enhance this database and extract process for any new SAR-related data, and provide a
perpetual license to SAPD to install and utilize this software. This software will allow the
SAPID to develop ad-hoc reports and perform analysis on data from their incident reports
and other source data that may be added to the database in the future.
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