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HomeMy WebLinkAboutR-2020-010 Digital and Physical Evidence Tracking Software and Services - Agreement with FileOnQA RESOLUTION RESOLUTION NO. R-2020-010 authorizing execution of an agreement with FileOnQ, Inc , to provide license for proprietary software for law enforcement evidence management and services WHEREAS, the City of Yakima and Snohomish County, Washington, entered into an Intergovernmental Cooperative Purchasing Agreement on October 10, 2013, which provides that each of the parties to the Purchasing Agreement may utilize the other party's competitively awarded contract where appropriate, and WHEREAS, Snohomish County conducted a request for proposal (RFP 20-18SB) for law enforcement evidence room software solutions and FileOnQ submitted the winning proposal as part of that competitive process, and WHEREAS, FileOnQ agrees to extend its bid to the City pursuant to the Purchasing Agreement and License such software to the City and perform the services on the terms and conditions set forth in the Software License and Services Agreement between the City of Yakima and FileOnQ pursuant to the RFP response, WHEREAS, the software, hardware, maintenance, support from FileOnQ and available budget meet the needs and requirements of the City of Yakima, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: City Manager is hereby authorized to execute an Agreement with FileOnQ for the amount of $191,454 49 including annual support with maintenance and tax, in accordance with the Agreement. ADOPTED BY THE CITY COUNCIL this 21st day of Janua atricia ByerMayor Sonya Claar Tee, City Clerk SOFTWARE LICENSE AND SERVICES AGREEMENT BETWEEN CITY OF YAKIMA AND FILEONQ THIS SOFTWARE LI E SE AND SERVICES AGREEMENT is made this' day of Q;11 �� t'1 by and between the City of Yakima, a municipal corporation (t a "City" or a icensee"), and FileOnQ, Inc., incorporated under the laws of the State of Washington, and duly licensed to conduct business in Washington State (the "Contractor," the "Vendor," or "FileOnQ"). WHEREAS, the City and Snohomish County, Washington, entered into an Intergovernmental Cooperative Purchasing Agreement on October 10, 2013, which provides that each of the parties to the Purchasing Agreement may utilize the other party's competitively awarded contracts where appropriate; and WHEREAS, that Purchasing Agreement extends to the parties the right to purchase pursuant to public bids and/or competitive solicitations for supplies, materials, equipment ,and services pursuant to such bids and contracts to the extent permitted by law and agreed upon between the awarding party and its bidders; and WHEREAS, Snohomish County conducted a request for proposal (RFP 20-18SB) for law enforcement evidence room software solutions and FileOnQ submitted the winning proposal as part of that competitive process; and WHEREAS, FileOnQ has developed and owns certain proprietary software for use. in law enforcement evidence and the City desires to purchase a license from FileOnQ.to.usesuch software, as well as support, enhancements and maintenance services, based on the RFP response provided to Snohomish County; and WHEREAS, FileOnQ agrees to extend its bid to the City pursuant to the Purchasing Agreement.and license such software to the City and perform the services on the terms and conditions set forth herein pursuant to the RFP response; NOW, THEREFORE, in consideration of the mutual covenants and agreements herein, the paitiesaagree as follows: 1. Definitions A. Acceptance of the System shall occur only when: (a) the Contractor has provided •to the City all Deliverables required to be provided to the City; (b) the Contractor provides to the. applicable City Project Manager a written notice stating that. all Material Defects have been corrected; and (c) the City notifies the Contractor in writing that all acceptance testing forthe,System has been completed successfully in accordance with the Software Acceptance Plan and the terms of this Agreement. Nothing else, including payment for any portion of the System or the City's use of the System, or any portion thereof;. in a live, operational environment, shall constitute Acceptance (under contract lawor the Uniform Commercial Code of the State of Washington) of any portion of the System. B. Critical Defect means any Defect that (1) severely.impacts,the City's ability to use the Software or the System. or the Contractor's ability to provide Services;. or (2) has a significant financial impact on the City. C. Custom Software means those Deliverables that are classified in Exhibit C as Custom Software, as well as the documentation related thereto, an exhaustive list of Custom Software is set forth in Exhibit C Custom Software shall be considered Work Product. D. Defect means (1) any failure of the Software to operate in accordance with the Documentation, Functional Specifications, or Performance Standards; and/or (2) any failure of the Contractor to perform the Services in accordance with the Service Level Standards. E. Deliverable means the Hardware, Software, Documentation, and Services to be delivered under this Agreement. F. Documentation means collectively. (a) all of the written, printed, electronic, or other format materials published or otherwise made available by the Contractor that relate to the functional, operational and/or performance capabilities of the System and/or any Software, (b) all user, operator, system administration, technical, support, and other manuals and all other written, printed electronic, or other format materials published or otherwise made available by the Contractor that describe the functional, operational, and/or performance capabilities of the System and/or any Software, including but not limited to the Functional Specifications and Software Acceptance Plan, and (c) any other Deliverable that is not Hardware or Software. Documentation shall not include Source Code. G. Functional Specifications shall mean those specifications to which the Software and the System shall conform as set forth in Exhibit D H. Hardware means those Deliverables that are classified in Exhibit B, section As Needed Equipment, as Hardware, as well as the documentation furnished therewith in the normal course of business I. License(s) shall mean any license or licenses granted by the Contractor to the City under this Agreement. J. Material Defect means Critical Defect and/or Medium Defects K. Medium Defect means any Defect that adversely affects the City's ability to use the Software or System or the Contractor's ability to provide services, even if an alternative temporary solution or workaround acceptable to the City may be accomplished L. Object Code shall mean the binary machine-readable version of the Software. M. Performance Standards means, collectively the warranties and performance standards set forth in Section 10.0 and Exhibit A. N. Regulatory Requirements means compliance to the Criminal Justice Information Services (CJIS) rules O. Services means, individually or collectively, all installation, implementation, integration, testing, development, conversion, training, consulting, Support and Maintenance Services, and any other professional or other services that may be provided by the Contractor to the City under this Agreement. P. Service Level Standards means the service level standards set forth in Section 10.D and Exhibit A. Q. Site shall mean the City's facilities in the City of Yakima and Yakima County, Washington R. Software means the aggregate of the Standard Software and the Custom Software, all upgrades, maintenance releases, bug fixes or patches, and other modifications or additions provided under this Agreement. S. Software Acceptance Plan shall mean that plan set forth in Exhibit C. T. Source Code means computer software in the form of source statements for the Software (excluding Third Party Software) including, without limitation, all software in the form of electronic and printed human -readable, mnemonic or English -like program listings, including printed and on-line descriptions of the design or such software including, without limitation, data definition models, indices, structure tables, system flow charts, program flow charts, defined terms, file layouts, program narratives, global documentation (including global variables) and program listings. U. Standard Software means those Deliverables that are classified, in Exhibit B as Standard Software, as well as the documentation furnished therewith by the Contractor or its subcontractors in the normal course of business; an exhaustive list of the Standard Software is set forth in Exhibit B. V. System means the Deliverables to be installed and integrated so as to be operational at the City Site W. Warranty Period means the period commencing upon Acceptance and continuing for 12 months. X. Work Product means all products, devices, computer programs, techniques, know-how, algorithms, procedures, discoveries or inventions, and all materials, texts, drawings, specifications, source code and other recorded information, in preliminary or final form and on any whatsoever, that are conceived, reduced to practice, developed, discovered, authored, designed, programmed, invented or otherwise created or made by Contractor (whether solely or jointly with others) in connection with or as a result of its performance of the Services. 2. Scope of This Agreement A. Scope. This Agreement defines the terms and conditions under which the Contractor will design, develop, integrate, deliver, install, train and support the Software and other Deliverables. B. Turn -key Basis. The parties acknowledge that the performance by the Contractor of its obligations under this Agreement is to be done on a "turn -key basis " This expression is understood to mean that the Contractor is fully responsible, pursuant to the terms and conditions of this Agreement, for the delivery of the Deliverables in full conformity with the terms and conditions hereof, and that the Deliverables shall function inconformity with the performance criteria stipulated herein upon delivery, upon Acceptance of the System, throughout the Warranty Period, and throughout the term of the ongoing Support and Maintenance Services. 3. Software and Services A. License Grant. The Contractor hereby grants the City a nonexclusive, nontransferable and perpetual license to use the Software and Documentation. B. Work Product. 1. Ownership. The City will be the exclusive owner of all Work Product. To the extent permitted under the U S. Copyright Act, and any successor statute thereto, Work Product will constitute "works made for hire," and the ownership of such Work Product will vest in the City at the time they are created. In any event, Contractor hereby assigns and transfers to the City, without separate compensation, all right, title, and interest that the Contractor may now or hereafter have in the Work Product, including, without limitation, all copyright, trademark, trade secret, patent and other intellectual property and proprietary rights (collectively "Intellectual Property Rights") therein To the maximum extent allowed, the Contractor hereby irrevocably and unconditionally waives, in perpetuity, any rights it may have with respect to the Work Product under any law relating to "the moral rights of authors" or any similar law throughout the world. The Contractor will promptly disclose to the City all Work Product. 2. Non -Employees. If any individual or entity who is not a direct employee of Contractor performs or otherwise participates in any Services, Contractor will obtain from such non -employee a legally binding, written assignment sufficient to transfer to the City all of the non -employee's rights, title and interest in and to the Work Product. Upon the City's request, Contractor will provide the City with copies of all such assignments. 3. Further Acts. Contractor, its employees, agents, subcontractors and affiliates, will take such action as the City reasonably may request to evidence, transfer, vest or confirm the City's right, title and interest in the Work Product. 4. Use. Except as required for Contractor's performance of the Services or as authorized in writing by the City, Contractor will not use, disclose, publish or distribute any Work Product. Contractor will hold all Work Product in trust for the City and will deliver them to the City upon request and in any event upon the expiration or termination of this Agreement. C. Reverse Engineering. Except as expressly provided in this Agreement, the City shall not translate,- reverse engineer,-decompile, recompile, update, or modify all -or any part of — the the Software or merge the Software into any other software. D. Service Level Standards. The Contractor shall provide the Software and Services according to the performance criteria and Service Level Standards set forth in Exhibit A. E. Service Level Credits. In the event that the Contractor fails to meet the Service Level Standards, the City shall be entitled to receive from the Contractor service level credits ("Service Level Credits"), which shall be in the amounts and according to the terms set forth in Exhibit A. The City shall have the right to set off any undisputed amounts owed to the Contractor against any Service Level Credits assessed by the City against the Contractor F. Liquidated Damages. 1. For each day after the date fixed for Acceptance of the Software that the Software do not meet the Software Acceptance Plan, the Contractor shall pay the City the sum of $720 00 per day fixed and agreed as liquidated damages, but not as a penalty The Contractor authorizes the City to deduct such liquidated damages from the amount due or to become due, under the Agreement. The Contractor further agrees that any such deduction shall not in any degree release the Contractor from further obligation and liabilities in regard to the fulfillment of the entire Agreement. 2. Notwithstanding the foregoing, liquidated damages shall not be charged when the delay in meeting the Software Acceptance Plan is due to a force majeure delay or when the City causes the delay. 3. Liquidated damages shall not exceed $191.00. In the event that the maximum amount of liquidated damages is reached, the City shall have the right, but not the obligation, to terminate the Agreement under the provisions of Section 4 4. Term of Agreement A. Term of Agreement. The initial term of the Agreement shall commence upon execution and continue for five (5) years from the date of Acceptance of the System, and may be extended by the City for five (5) additional one (1) year option terms by providing written notice subject to termination as provided in this Agreement. 1. The Warranty Period begins at Acceptance for period of 12 months, and thereafter ongoing Support and Maintenance Services shall continue throughout the term of the Agreement. 2 The maximum term for this Agreement, consisting of the initial term and all option term(s), is ten (10) years from Acceptance unless extended by written agreement signed by all parties 3. Notwithstanding termination of this Agreement for any reason, the Software License granted in the Agreement shall be perpetual B. Termination 1 Termination for Default. If the Contractor defaults by failing to perform any of the obligations of the Agreement or becomes insolvent or is declared bankrupt or - commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, the City may terminate the Agreement if the Contractor has not cured following a thirty (30) day written notice to the Contractor sent certified mail, return receipt requested If the Agreement is terminated for default, the City may obtain performance of the work elsewhere, and the Contractor shall not be entitled to receive any further payments under the Agreement until all work called for has been fully performed. The Contractor shall only be paid for work delivered and accepted, or work performed in accordance with the manner of performance set forth in the Agreement less any extra cost or damages to the City caused by or arising from such default(s), which shall be deducted from any money due or coming due to the Contractor. The Contractor shall bear any reasonable extra expenses incurred by the City in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by the City by reason of such default. The termination of this Agreement for default shall in no way relieve the Contractor from any of its obligations under this Agreement. If a notice of termination for default has been issued and it is later determined for any reason that the Contractor was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued as a Termination for Convenience 2. Termination for Convenience. The City for its convenience may terminate this Agreement, in whole or in part, at any time by providing written notice sent certified mail, return receipt requested, to the Contractor After receipt of a Notice of Termination, and except as directed by the City, The Contractor shall immediately stop work as directed in the notice, and comply with all other requirements in the notice. Whenever the Agreement is terminated for convenience, the Contractor shall be entitled to payment for actual work satisfactorily performed up to the date of termination at unit contract prices for completed items of work and an equitable portion thereof the partially completed items, but shall not be entitled to payment for Toss or anticipated profit on deleted or uncompleted work. The Contractor shall promptly submit its request for termination payment, together with detailed supporting documentation. If the Contractor has any property in its possession belonging to the City, the Contractors shall account for the same and dispose of it in the manner the City directs All termination payment requests may be subject to determine reasonableness and compliance with the Agreement, applicable laws and regulations. 3 Termination for Non -Appropriation. In the event that sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City may terminate this Agreement as a matter of public convenience as provided herein The City will not be obligated to make payments for services or amounts incurred after the end fo the current fiscal period, provided the City provides the Contractor written notice prior to the end of the current fiscal period that non -allocation of funds is probable and provides a Notice of Termination within 14 days after the end of the fiscal period. 4. Effect of Termination. The termination of this Agreement shall not affect the accrued rights of the City under any other section or paragraph of this Agreement or limit the rights and remedies of the City hereunder in any manner. 5. Acceptance Testing. A. Within thirty (30) days of the Contractor providing notice to the City that the System has been installed and City personnel have been trained in accordance with the Agreement, the City shall begin the acceptance testing process at the City Site according to the Software Acceptance Plan. - B. The acceptance testing shall include thirty (30) days of continuous operation of the System without Material Defect in accordance with all Functional Specifications, Performance Standards, and Documentation in the City's fully implemented production environment. C. If the City Accepts the work, the City will send a notice of Acceptance to the Contractor D. If the City determines that the work is not acceptable, the City shall notify the Contractor in writing, describing the deficiencies. E. The Contractor shall either provide a detailed, written plan to achieve Acceptance or to make correction or replacements within a mutually agreed upon time with no charge to the City. The parties shall mutually agree on a start date for beginning another Acceptance testing period. F. Another thirty (30) day successful operation period shall follow any corrections or replacements A third or additional Acceptance testing period may occur if mutually agreed to by the parties G. If the City Accepts the System following a second or subsequent Acceptance testing period, the City will send a notice of Acceptance to the Contractor. H. If the Contractor does not correct or replace the unacceptable aspects of the System, the City may declare a breach of the Agreement. 6. Price and Payment. A. The City shall pay the Contractor One Hundred Ninety -One Thousand Four Hundred Fifty -Four and 49/100ths dollars ($191,454.49), inclusive of applicable tax for the Deliverables required to be provided by the Contractor through the end of the Warranty Period as stated in the schedule of payments described in Exhibit B. Annual recurring charges for Support and Maintenance Services in year 2 shall not exceed $8,990.00 plus applicable tax per year. This dollar amount is subject to a two percent annual increase, plus applicable tax for the remaining years of the Agreement. B. Where the Contractor requires payments by the City, payment shall be based upon billings, supported by documentation of units of work actually performed and amounts earned, including where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested Unless specifically stated in Exhibit B, or approved in writing in advance by the official executing this Agreement for the City (hereinafter referred to as the "Contracting Officer"), the City will not reimburse the Contractor for any costs or expenses incurred by the Contractor in the performance of this Agreement. C. The City shall, upon receipt of appropriate documentation, compensate the Contractor no more often than monthly, through the City system for the Contractor's service pursuant to Exhibit B. Payment shall be made on a net thirty (30) day basis This is a "Fixed - Price" contract based upon the Deliverables identified in Exhibit B. D. Dispute Should the City dispute any of the charges, it shall notify Contractor of such disputed charges in writing. The notice shall set forth all details concerning the disputed charges and reasons for the dispute The Contractor and the City shall attempt in good faith to resolve any objection to the invoiced amount prior to the payment due date. The City shall pay the invoiced amount minus the disputed amount on the due date of the original invoice. If the dispute is subsequently resolved in favor of the Contractor, the Contractor shall re -invoice the disputed amount owned, and the City shall pay all amounts agreed or found to be owing to the Contractor within thirty (30) days of the date of the reissued invoice 7. Support Services. Training. Contractor will provide on -site training of City's evidence staff for a minimum of four days Contractor shall train evidence staff in the property and evidence unit if possible to provide "hands-on" training experience. Training will include training materials and written processes Contractor will assess the City's current evidence management policies and procedures and make appropriate recommendations as requested The City will ensure the appropriate evidence personnel are available for the training on site without interruption that would take them away from training. Contractor will create a personalized, recorded training video for the City to deploy to sworn personnel. Contractor will also provide written training documents and power point presentation for disbursement to sworn personnel. If necessary, the Contractor will provide five (5) in person training sessions for sworn personnel to be conducted in a lecture type environment. Installation services. Contractor will install and configure the EvidenceOnQ and DigitalOnQ software and peripheral hardware in the test environment and/or production environment. To streamline the process, the software systems may be installed into the City's production environment, giving them a test database to use in initial testing and then keep in place for testing any future upgrades. The City will ready network and servers for installation of EvidenceOnQ and DigitalOnQ software components as detailed in System Requirements Verification Form City will provide the appropriate IT personnel with the administrative rights necessary to assist Contractor with the installation and configuration of the software and related hardware as detailed above. Hardware and Software Support and Maintenance Services. Contractor will provide maintenance and support services as outlined in Exhibit B attached. 8. Confidentiality and Public Disclosure. A. Confidential Data. The Contractor acknowledges that it may be provided access to confidential data of the City that is not subject to public disclosure pursuant to Washington State RCW Chapter 42.56 (the Public Disclosure Act) The Contractor shall use its best efforts (1) not to, at any time, disclose or disseminate confidential data provided by the City to the Contractor to any other person, firm, organization, or employee who does not need to obtain access thereto consistent with the Contractor's obligations under this Agreement; (2) not to disclose or disseminate such confidential data to any third party not affiliated with this Agreement or for any other purpose not required by the Agreement; -and (3) to -ensure that all persons working for the Contractor, or provided access to the City's data for any reason, protect the City's confidential data against unauthorized use, dissemination, or disclosure. The Contractor's obligations under this section shall not apply to any information that is or becomes available without restriction to the general public by acts attributable to the City or its employees. B. Public Records Act. This Agreement and all public records associated with this Agreement shall be available from the County for inspection and copying by the public where required by the Public Records Act, Chapter 42.56 RCW (the "Act") To the extent that public records then in the custody of the Contractor are needed for the City to respond to a request under the Act, as determined by the City, the Contractor agrees to make them promptly available to the City IF the Contractor considers any portion of any record provided to the City under this Agreement, whether in electronic or hard copy form, to be protected from disclosure under law, the Contractor shall clearly identify any specific information that it claims to be confidential or proprietary. If the City receives a request under the Act to inspect or copy the information so identified by the Contractor and the City determines that release of the information is required by the Act or otherwise appropriate, the City's sole obligation shall be to notify the Contractor (a) of the request and (b) of the date that such information will be released to the requester unless the Contractor obtains a court order to enjoin that disclosure pursuant to RCW 42.56.540. If the Contractor fails to timely obtain a court order enjoining disclosure, the City will release the requested information the date specified. The City has, and by this section assumes, no obligation on behalf of the Contractor to claim any exemption from disclosure under the Act. The City shall not be liable to the Contractor for releasing records not clearly identified by the Contractor as confidential or proprietary The City shall not be liable to the Contractor for any records that the City releases in compliance with this section or in compliance with an order of a court of competent jurisdiction. C. Contractor shall indemnify and hold harmless the City, its officials, agents and employees from all Toss or expense, including, but not limited to settlements, judgments, set- offs, attorneys' fees and costs resulting from Contractor's breach of this provision. 9. Reproduction of Documentation and Object Code A. Documentation. The City shall have the right, at no additional charge, to reproduce solely for its own internal use, all Documentation furnished by the Contractor pursuant to this Agreement regardless of whether such Documentation is copyrighted by the Contractor. All Copies of Documentation made by the City shall include any proprietary notice or stamp that has been affixed by the Contractor. Contractor shall furnish for each license purchased by the City, and at no additional charge to the City, one (1) copy of the documentation sufficient to enable the City to operate the Software. All documentation shall be in the English language B. Object Code. The City may reproduce one copy of the Object Code, at no additional charge, solely for back-up or archival purposes 10. Warranty Provisions. Unless otherwise extended or limited, the warranties and commitments contained in this Section shall remain in full force and effect throughout .the term of this Agreement. A. General Warranties. Contractor warrants that it owns all rights, title, and interest in and to the Software, or that in the case of any third party software that it has the right to grant a sublicense to use such third party software, that all Software shall conform to the Functional Specifications and Documentation, and that the Software and Services shall be free from material defects in workmanship and materials. This warrant coverage shall include any modifications made to the Software by the Contractor and shall survive the expiration or termination of this Agreement. B. System. The Contractor represents and warrants to the City that the System shall function without Defect in accordance with the applicable specifications, Performance Standards, and Documentation C. Software Performance. Contractor represents and warrants to the City that the Software or System, as applicable, shall meet the Performance Standards set forth in Exhibit A, including the maximum response times and availability. The contractor shall correct any failure of the applicable Software and/or System to operate in accordance with the performance warranties set forth in this Section by providing all additional software, equipment, and/or services to the City at no additional cost to the City. In the event that the Contractor is unable to correct such failure within a forty-eight (48) hour period the City shall receive from the Contractor credits in the amounts set forth in Exhibit A. In the event the Contractor is unable to correct such failure within thirty (30) calendar days, an Event of Default shall be deemed to have occurred D. Services. The Contractor represents and warrants to the City that it shall perform the Services and provide the Deliverables required by this Agreement in a workmanlike manner, in accordance with the standards of care and diligence and the level of skill, knowledge, and judgment normally practiced by nationally recognized information technology services firms in performing services of a similar nature. Provided, however, that where this Agreement specifies a particular standard or criteria for performance, this warranty is not intended to and does not diminish that standard or criteria for performance. Further, the Contractor represents, warrants, and covenants that it shall provide the services or create any Deliverables using only proven current technology or methods unless otherwise mutually agreed by the parties in a particular statement of work or Exhibit. E. Documentation. The Contractor represents and warrants to the City that it has provided to the City all Documentation for the Software and the System and that such Documentation is detailed and complete and accurately describes the functional and operational characteristics of the Software and the System. The Contractor further represents and warrants that it will provide to the City updated versions of all such Documentation when it provides updates and other required Maintenance Services and that all such updated Documentation will be complete and accurate and will be at least as detailed as the Documentation issued to the City with the initial version of the Software and the System. The warranty and commitments contained in this Section shall remain in full force and effect for as long as the City continues to receive Support and Maintenance Services from the Contractor F. Contractor. Warrants that the Software will be compatible with the City's technical environment, including hardware, operating system(s), software application(s), CPUs, and networks specified by the City G. Future Compatibility. Contractor warrants that all updates, upgrades, and revisions to the Software furnished hereunder will be implemented in such a manner as to maintain backward compatibility with the previous version or release of the Software furnished under the Agreement, so that such previous versions or releases shall continue to be operable with the Software as updated, upgraded, or revised, in materially the same manner and with materially equivalent performance Without limiting the foregoing, Contractor further warrants that future Support, Maintenance, and other Services will not degrade the Software, cause a breach of any other warranty, or require the County to purchase new or additional hardware or software for continued operation of the Software or System H. Software Obsolescence. The Contractor acknowledges that the City is making a significant resource commitment in order to acquire the Software and that the City does not want to move involuntarily to a new system at a later date Having acknowledged the foregoing, the Contractor represents and warrants to the City that it will continue to enhance the Software (meaning adding new feature and functionality, in addition to ordinary course defect corrections), as long as the City continues to receive Maintenance and Support Services from the Contractor. I. Latest Versions. Contractor warrants that all Software as delivered will be the most current release or version that the Contractor has made commercially available to its customers, unless the City, after being advised by the Contractor of the availability of a newer release or version, expressly elects to acquire and deploy an older one. J. Virus Warranty. The Contractor warrants that the Software does not contain any malicious code, program or other internal component (e.g , computer virus, computer worm, computer time bomb, or similar component), that could damage, destroy, or alter any computer program, firmware, or hardware or which could, in any manner, reveal damage, destroy, or alter any data or other information accessed through or processed by the Software in any manner. The Contractor shall immediately advise the City, in writing, upon reasonable suspicion or actual knowledge that the Software may result in the harm described above. The Contractor shall indemnify and hold the City harmless from any damage resulting from the harm described above. This warranty shall survive the expiration or termination of this Agreement. K. Disabling or Restrictive Code. Without limiting any other provision to the Agreement, the Contractor warrants that the Software does not contain and the Contractor will not introduce any code, date block, time -bomb, Trojan horse, encrypted software keys, back door, or remote disabling function that may restrict the City's use of or access to the Software or the System or related data or equipment. The Contractor understands and agrees that the City's inability to use the Software or System or its related data or equipment will cause substantial injury or harm to the public health or safety or grave harm to the public interest substantially affecting third persons. No limitation of liability, whether contractual or statutory, shall apply to a breach of this warranty. This warranty shall survive the expiration or termination of this Agreement. L. Media. Contractor warrants that through the period ending 90 days from the date of Acceptance that the media used to store and deliver the Software to the Customer shall be free from defects in manufacture and material. Should the media fail to be free of defects in manufacture or -material during the warranty period, the Contractor shall replace the defective -- media. Defective media shipped to the Contractor with a shipping date within the warranty period will be replaced at no charge including shipping. M. Intellectual Property. The Contractor represents and warrants to the City that the City's use of the Software does not and shall not infringe upon any United States or Canadian patent, trademark, copyright, trade secret or other intellectual property, or proprietary right of any third party, and there is currently no actual or threatened suit against the Contractor by any third party based on an alleged violation of such right. This warranty shall survive the expiration or termination of this Agreement. N. Third Party Warranties and Indemnities. For any third party Software provided by the Contractor to the City, Contractor hereby assigns to the City all end -user warranties and indemnities relating to such third party Software. To the extent that the Contractor is not permitted to assign any of such end -user warranties and indemnities through to the City, the Contractor shall enforce such warranties and indemnities on behalf of the City to the extent the Contractor is permitted to do so under the terms of the applicable third party agreements. This warranty shall survive the expiration or termination of this Agreement. O. Authority. Each Party represents and warrants to the other that it has the right to enter into this Agreement. Contractor further represents and warrants that there are no outstanding assignments, grants, licenses, encumbrances, obligations, or agreements (whether written, oral, or implied) that are inconsistent with this Agreement and the rights granted or transferred herein. This warranty shall survive the expiration or termination of this Agreement. P. Privacy. Contractor acknowledges that the City data may contain personal data, health data, and/or medical records data, the use of which data is subject to various Privacy Laws, including all state, federal, and international laws and regulations and state, federal, and national government agency orders and decrees to which the City may be subject ("Privacy Laws"), as well as certain restrictions imposed on the City data by the data subjects or other third party data providers. The Contractor agrees to strictly abide by all such restrictions pertaining to the City data, as they are promulgated and applied, currently and in the future. Furthermore, Contractor shall in good faith execute any and all agreements that the City is required to have the Contractor execute in order that the City may comply with any Privacy Laws. If the Contractor's use (whether directly or indirectly) of the City data is contrary to any Privacy Law, or contrary to any of the restrictions set forth in this Agreement, the City shall have the right o (1) terminate this Agreement for cause if such breach has not been cured within five (5) days of receipt by the Contractor of written notice, and (2) pursue any other legal and equitable remedies. Q. Regulatory Requirements. Contractor represents and warrants to the City that the Software meets and satisfies all Regulatory Requirements. Contractor further warrants that the Contractor, its employees, agents, and subcontractors shall comply with the Regulatory Requirements. 11. Indemnification. A. General Indemnification. The Contractor shall hold harmless from and indemnify the City, its elected and appointed officials, employees, volunteers and agents, against all claims, losses, suits, actions, costs, attorneys' fees, litigation costs, expenses, damages, judgments, or decrees by reason of damage to any property of any person or party and/or any death, injury or disability to or -of any person or party, -including any employee; arising out of or suffered, directly or indirectly, by reason of the performance of this Agreement or any act, error or omission of the Contractor, Contractor's employees, agents, or subcontractors, whether by negligence or otherwise, provided, that if the claims for damages arise out of bodily injury to persons or damage to property and caused by or result from the concurrent negligence (1) of the City and its elected or appointed officials, employees, volunteers, or agents, and (2) the Contractor and its agents, employees, or subcontractors, the hold harmless and indemnity provisions of this Agreement shall be valid and enforceable only to the extent of the negligence of the Contractor, its agents, employees, or subcontractors. The Contractor's obligations hall include, but not be limited to, investigating, adjusting, and defending all claims alleging loss from action, error, or omission or breach of any common law, statutory or other delegated duty by the Contractor, Contractor's employees, agents, or subcontractors. With respect to the performance of this Agreement and as to claims against the City, its officers, agents, volunteers, and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, and any similar law of any other jurisdiction, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. B. Patent and Other Proprietary Rights Indemnification 1. Indemnification Contractor will indemnify and hold the City harmless from and against any and all claims, losses, liability, damages, costs, and expenses (including attorneys' fees, expert witness fees, and court costs) directly or indirectly arising from or related to any actual or alleged infringement (including contributory infringement), misappropriation, or violation of any third party's patents, copyrights, trade secret rights, trademarks, or other intellectual property or proprietary rights of any nature in any jurisdiction in the world, resulting from the use of the Software by the City. If the City's continued use of the Software is restricted or prohibited as a result of any such infringement, misappropriation, or violation of third party rights, the Contractor shall, at the City's option and at no charge to the City, and in addition to the City's other rights and remedies, (1) secure for the City the right to continue using the Software as allowed under this Agreement, (2) modify or replace the infringing components of the Software so that they are non -infringing with no loss or degradation of features, functionality, or performance, or (3) refund to the City all amounts paid by the City for the Software. 2. Exclusions. Notwithstanding the foregoing, the Contractor will not be obligated to indemnify the City to the extent that an infringement or misappropriation claim is based upon (1) use of the Software in breach of this Agreement, if such infringement or misappropriation would not have occurred but for such breach, (2) use of the Software in combination with other products not supplied or recommended by the Contractor or specified by the Contractor as being compatible with the Software, if such infringement or misappropriation would not have occurred but for such combined use, (3) use of any release of the Software other than the most current release made available to the City, if the most current release was furnished to the City specifically to avoid such infringement or misappropriation ad if such infringement or misappropriation would have been avoided by use of the most current release, or (4) any modification of the Software made by the City (other than at the Contractor's direction), if such infringement or misappropriation would not have occurred but for such modification. 12. Insurance. A. No Limitation. Contractor's maintenance of insurance as required by this Agreement shall not be construed to limit the liability of the Contractor to the coverage provided by insurance or to limit the City's recourse to any remedy indemnification and payment to the City under the terms of a required insurance policy. B. Minimum Scope of Insurance and Limits. The Contractor shall obtain and maintain continuously and or the duration of the Agreement, and for three years following termination, the following insurance 1. Commercial General Liability Insurance with a minimum limit of $2,000,000 per occurrence, $2,000,000 general aggregate, and endorsed to include the City of Yakima, its officers, elected and appointed officials, agents, volunteers and employees as an additional insured with respect to the work performed for the City. Insurance shall be written on ISO occurrence form CG 00 01 or a substitute form providing equivalent coverage. 2 Worker's Compensation Coverage as required by the industrial insurance laws of the State of Washington. The Contractor's obligations hall extend to itself and any subcontractors working on behalf of the Contractor and must be obtained before performing any work under the Agreement. The City will not be responsible for payment of workers' compensation premiums or for any other claim or benefit for the Contractor, its employees, consultants, or subcontractor that might arise under the Washington State Industrial Insurance laws. 3. Technology Errors & Omission (E&O) Insurance including but not limited to security and privacy liability with minimum limit of $5,000,000 each claim. The policy shall have a retroactive date prior to or coincident with the date of the Agreement, and the Contractor shall maintain coverage from the duration of the Agreement and for three years following termination of the Agreement. 4. Information Technology—Cyber Liability (Network Security Liability and Privacy Liability) with minimum limit of $5,000,000 per occurrence and in the aggregate Coverage shall include, but not be limited to, coverage for any actual or alleged breach of duty, neglect, error, act, mistake, omission, or failure arising out of Contractor's internet and network activities including coverage for, but not limited to, the following events: an attack that has the intent to affect, alter, copy, corrupt, destroy, disrupt, damage, or provide unauthorized access or unauthorized use of City's or Contractor's computer system, computer crime or information theft, denial of service, extortion, introduction, implantation, or spread of a computer virus, loss of service, identify theft; infringement; electronic data loss and restoration, unauthorized access or use, including the gaining of access to Contractor's or City's computer systems by an unauthorized person or persons or an authorized person in an unauthorized manner. Coverage shall include notification and other expenses incurred in remedying a privacy breach and costs to investigate and restore data. C. Other Insurance Provisions. 1 The Contractor's insurance coverage shall be placed with insurance carriers licensed to do business in the state of Washington with a current A.M. Best rating of not less than A:VII. 2. The Contractor's insurance coverage shall be primary insurance with respect to the City. Any insurance or self-insurance coverage maintained by the City shall be in excess of the Contractor's insurance and shall not contribute with it. The City reserves the right to receive a certified copy of required insurance policies and to approve any deductible 3. The Contractor's insurance shall be endorsed to state that the insurer shall provide at least thirty days prior written notice by certified mail, return receipt requested, of any impending cancellation, non -renewal, expiration, or reduction in coverage. 4. Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. The City reserves the right to receive a certified copy of required insurance policies and to approve any deductible. 13. Obligations that Survive Termination. In addition to any other specific provisions that so state, the parties recognize and agree that their obligations under Sections 6 (Price and Payment), 8 (Confidentiality and Public Disclosure), 11 (Indemnification), 15 (Assignment and Transfer), 16 (Independent Contractor), 18 (Compliance with Laws, 21 (Governing Law and Venue), 22 (Applicability of Uniform Commercial Code), 23 (No Waiver), 26 (Covenant of Good Faith), 28 (Third Party Beneficiaries), 29 (No Construction Against Drafter), and 31 (Records) of this Agreement survive the cancellation, termination, or expiration of this Agreement. 14. Amendments. No modification or amendment to this Agreement will be valid or binding unless reduced to writing and duly executive by authorized representatives of both parties. 15. Assignment and Transfer. No party may assign, delegate, or otherwise transfer any rights or obligations under this Agreement without the prior written consent of the other party, which may be granted or withheld in the other party's sole discretion. In the event that Contractor assigns, or otherwise transfers this Agreement, or any part hereof, or delegates any of its duties hereunder to any third party or affiliate and, within eighteen (18) months after such transfer, the City, in its sole discretion, is not satisfied with the level of service provided under this Agreement, the City shall have the right to terminate this Agreement for convenience and transition to a new vendor All Services provided by Contractor's assignee during the transition period shall be provided at no cost. 16. Independent Contractor. All work performed by the Contractor in connection with the Software and/or Services described in this Agreement shall be performed by the Contractor as an independent contractor and not as the agent or employee of the City. All persons furnished by the Contractor shall be for all purposes solely Contractor's employees or agents and shall not be deemed to be employees of the City for any purpose whatsoever. The Contractor shall furnish, employ, and have exclusive control over all persons to be engaged in performing Services under this Agreement and shall prescribe and control the means and methods of performing such Services by providing adequate and proper supervision The Contractor shall be solely responsible for compliance with all rules, laws, and regulations relating to employment of labor, hours of Social Security, and other payroll taxes including applicable contributions from such persons when required by law. 17. Acceptance and Removal of Contractor Personnel and Subcontractors. All Contractor personnel, representatives, agents and subcontractors assigned to perform Services hereunder will be subject to acceptance by the City in the City's sole discretion. Services will be performed at a location specified by the City. The City in its discretion may request removal of any Contractor personnel, representative, agents or subcontractor providing Services hereunder, and Contractor will remove said personnel or subcontractor in accordance with each such request. The City may immediately remove any Contractor personnel, representative, agents or subcontractor in the City's sole discretion. Contractor will manage the transition of replacement personnel or subcontractor to minimize impact on any given project. Contractor may not subcontract the Services or any portion of the Services under this Agreement to any third party (including any independent contractor) without the prior written consent of the City, which consent may be withheld in the City's sole discretion. If the City consents to the use of a subcontractor, then (1) Contractor guarantees the subcontractor's performance, (2) Contractor remains obligated under this Agreement for the performance of the subcontracted Services, (3) Contractor must enter into a written agreement with the subcontractor obligating the subcontractor to comply with the Contractor's obligations under this Agreement, and (4) the City has no obligations under this Agreement to the subcontractor and the subcontractor has no rights or remedies against the City under this Agreement or otherwise Contractor may not impose on the City a surcharge for any subcontractor fees. 18. Compliance with Laws. The Contractor shall comply with all applicable federal, state, county, city and local laws, ordinances, regulations, and codes including, but not limited to its obligations as an employer with regard to health, safety, and payment of its employees, and identification and procurement of required permits, licenses, certificates, approvals and inspections in the Contractor's performance of this Agreement. 19. Other Public Agency Orders. The Washington State Interlocal Cooperation Act, chapter 39.34 RCW, provides that other governmental agencies may purchase goods or services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties agree The City does not accept any responsibility or involvement in the purchase orders or contractors issued by other public agencies. 20. Non -Discrimination. It is a policy of the City to reject discrimination which denies equal treatment to any individual because of his or her race, creed, color, national origin, families with children, sex, marital status, sexual orientation, age, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability as provided in Washington's Law Against Discrimination, Chapter 49.60 RCW. These laws protect against specific forms of discrimination in employment, credit transactions, public accommodation, housing, city facilities and services, and contracts. The City assures that no persons shall on the grounds of race, color, national origin, or sex as provided by the Civil Rights Act of 1964 (Pub. L. No. 88-352), as amended, and the Civil Rights Restoration Act of 1987 (Pub. L. No. 100-259) be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any City sponsored program or activity. 21. Security, Access, and Safety Requirements. The Contractor shall instruct its employees, agents, and subcontractors that they shall comply with the City's security, access, and safety requirements for the protection of the City's facilities and employees while on the City's premises. 22. Governing Law and Venue. The validity, construction, interpretation, and performance of this Agreement shall be governed by and construed in accordance with the domestic laws of the State of Washington, except as to its principals of conflicts of laws, and the parties hereto submit to the exclusive venue of the Superior Court, Yakima County, Washington, to resolve any disputes arising hereunder or related hereto, except that the City may waive the venue provision and submit a dispute to any state superior court or federal district court of competent jurisdiction in the State of Washington. 23. Applicability of the Uniform Commercial Code. To the extent this Agreement entails the delivery of Software or software products, such Software or software products shall be deemed "goods" within the meaning of Article 2 of the Uniform Commercial Code, Title 62A RCW, except when deeming services as "goods" would cause an unreasonable result. This Agreement shall control where there is a conflict with the UCC. 24. No Waiver. No action or failure to act by the City shall constitute a waiver of any right or duty afforded to the City under this Agreement, nor shall any such action or failure to act by the City constitute an approval of, or acquiescense in, any breach hereunder except as may be specifically provided in writing and signed by an authorized representative of the City 25. Force Majeure. Neither party shall be responsible for any delay or failure in performance of any part of this Agreement to the extent that such delay or failure is caused by fire, flood, explosion, war, embargo, civil or military authority, act of God, or other similar causes beyond its control. If any party is rendered unable, wholly or in part by such a force majeure event to perform or comply with any obligation or condition of this Agreement, upon giving notice and reasonably full particulars to the other party, such obligation or condition shall be suspended only for the time and to the extent commercially practicable to restore normal operations In the event the Contractor ceases to be excused pursuant to this provision, then the City shall be entitled to exercise any remedies otherwise provided for in this Agreement, including Termination for Default. Whenever a force majeure event causes the Contractor to allocate limited resources between or among the Contractor's customers, the City shall receive no Tess priority in respect to such allocation as any of the Contractor's other customers. 26. Disaster Recovery. Contractor represents and warrants to the City that the Contractor has a City specific disaster and recovery plan designed to safeguard the City's data and data processing capabilities, and the Contractor's ongoing ability to perform its obligations under this Agreement in the event of a disaster affecting (1) Contractor's host site, and/or (2) the City. The Contractor further represents and warrants to the City that the plan comes with all applicable industry standards and regulations (including AICPA requirements) and includes, without limitation, the following A. City Hot Site. The Contractor will provide the City with the software and related materials for the City to run an independent disaster recovery facility. The Contractor also shall test concurrently, on at least an annual basis, the "Hot Site" arrangements of the City or, alternatively, the Contractor shall provide the disaster recovery services using its own Hot Site. B. Cold Site. The Contractor shall maintain a contract or otherwise provide for a "Cold Site" disaster recovery arrangement, which Cold Site will provide sufficient capacity to restore one hundred percent (100%) of the Contractor's processing services within one (1) hour of the declaration of a disaster. C. Costs. Costs for implementing the disaster and recovery plan shall be limited to actual incurred services costs related to disk generation, disk media charges, external hard drive shipping and other services authorized by the City 27. Covenant of Good Faith. Each party agrees that, in its respective dealings with the other party under or in connection with this Agreement, it shall act in good faith. 28. Time is of the Essence. The parties acknowledge that the performance by the Contractor and the City of their obligations hereunder is to be performed on a "time is of the essence" basis. This expression is understood to mean that the Contractor and the City are to deliver their respective Deliverables no later than the delivery dates therefore and that any delay in connection therewith will cause the other party damage, it is for this reason that the parties have agreed that liquidated damages, as outlined herein, may be imposed if delays are experienced. 29. Third Party Beneficiaries. This Agreement is entered into solely for the benefit of the City and the Contractor. No third party shall have the right to make any claim or assert any right under it, and no third party shall be deemed a beneficiary of this Agreement and, as such, subject to the terms and conditions of this Agreement, to all remedies entitled to third -party beneficiaries under law. 30. No Construction Against Drafter. The parties agree that any principle of construction or rule of law that provides that an agreement shall be construed against the drafter of the agreement in the event of any inconsistency or ambiguity in such agreement shall not apply to the terms and conditions of this Agreement. 31. Notices. All notices, demands, or other communications herein provided to be given or that may be given by any party to the other under this Agreement shall be deemed to have been duly given when made in writing and delivered in person or the date of recorded receipt if deposited in the United States mail, postage prepaid, certified mail, return receipt requested, as follows: City of Yakima Department of Information Technology 129 N. 2nd Street Yakima, WA 98901 Copy to City of Yakima Legal Department 200 S. 3rd Street Yakima, WA 98901 FileOnQ 3410 832 Industry Dr. Seattle, WA 98188 Or to such address as the parties may provide by notice to each other from time to time. 32. Access to Books and Records. The Contractor agrees that an authorized representative of the City shall, upon reasonable notice, have access to and the right to examine any pertinent books and records of the Contractor related to the performance of this Agreement. The Contractor shall maintain such books and records for this purpose for no less than six (6) years after the termination or expiration of this Agreement. The records relating to the Services and this Agreement shall, at all times, be subject to inspection by and with the approval of the City, but the making of (or failure or delay in making) such inspection or approval shall not relieve Contractor of responsibility for performance of the Services in accordance with this Contract, notwithstanding the City's knowledge of defective or non -complying performance, its substantiality or the ease of its discovery Contractor shall provide the City sufficient, safe, and proper facilities, and/or send copies of the requested documents to the City. Contractor's records relating to the Services will be provided to the City upon the City's request. Contractor shall promptly furnish the City with such information and records which are related to the Services of this Agreement as may be requested by the City. Until the expiration of six (6) years after the term of this Agreement, or for a longer period if required by law or by the Washington Secretary of State's record retention schedule, Contractor shall retain and provide the City access to (and the City shall have the right to examine, audit and copy) all of Contractor's books, documents, papers and records which are related to the Services performed by Contractor under this Agreement. All records relating to Contractor's Services under this Agreement must be made available to the City, and the records relating to the Services are City of Yakima records. They must be produced to third parties, if required pursuant to the Washington State Public Records Act, Chapter 42.56 RCW, or by law. All records relating to Contractor's services under this Agreement must be retained by Contractor for the minimum period of time required pursuant to the Washington Secretary of State's records retention schedule 33. Source Code Escrow. Contractor agrees to place current copies of its Source Code, including all relevant commentary, explanation and other documentation as well as instructions to compile the Source Code, plus all revisions to the software source code encompassing all corrections, changes, modifications and enhancements made to the Software by the Contractor (the "Escrowed Material") into an escrow account with an escrow agent, subject to the terms of a software escrow agreement that must first be approved by the City. The Contractor shall update these copies within forty-five (45) calendar days of each major product release and all product fixes installed in the City System The Contractor will provide the Escrowed Material as required herein before Acceptance The City may access the Escrowed Material upon the occurrence of any one of the following instances of default: A. Contractor ceases its ongoing business operations, B. Contractor suffers any act of insolvency or bankruptcy, or C. Contractor fails to maintain technical staff capable of providing ongoing Support and Maintenance Services. Any escrowed material furnished under this provision shall be considered licensed under this Agreement. 34. Severability. Whenever possible, each provision of this Agreement shall be interpreted to be effective and valid under applicable law. If any provision is found to be invalid, illegal or unenforceable, then such provision or portion thereof shall be modified to the extent necessary to render it legal, valid and enforceable and have the intent and economic effect as close as possible to the invalid, illegal and unenforceable provision. If it is not possible to modify the provision to render it legal, valid and enforceable, then the provision shall be severed from the rest of this Agreement. The invalidity, illegality or unenforceability of any provision shall not affect the validity, legality or enforceability of any other provision of this Agreement, which shall remain valid and binding. 35. Incorporation of Exhibits. Exhibits A through C referred to in this Agreement and attached hereto are integral parts of this Agreement and are incorporated herein by reference. 36. Entire Agreement and Order of Precedence. This written Agreement and its corresponding Exhibits constitutes the entire agreement between the parties with respect to the subject matter contained herein, superseding all.previous agreements, statements or understandings pertaining to such subject matter. In the event of any conflict between this Agreement and any of the attached Exhibits, the precedence of documents shall be as follows: 1. Agreement itself; 2. Exhibit A: Support Services Policy; 3. Exhibit B: Payment Schedule; 4. Exhibit C: Statement of Work; 5. Exhibit D: Functional Specifications. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day of the year first written above. CITY OF YAKIMA Alex Meerhoff, Inter City Manager ATTEST: CONTCTOR: FILEsNQ P int N-:me: Print Title: d ,,w s Sa ya Claar T-e, City Clerk r �; ,r` Resolution Number: �,0, O-011 Contract Number: R-3Op3-D-D )O Cirei EXHIBIT A SERVICE LEVEL STANDARDS EXHIBIT B COMPENSATION SCHEDULE 1 EXHIBIT C STATEMENT OF WORK 1 ITEM TITLE: SUBMITTED BY: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEM ENT Item No. 6.K. For Meeting of: January 21, 2020 Resolution authorizing execution of an agreement with FileOnQ to provide digital and physical evidence tracking software and services for Yakima Police Department Maria Mayhue, Acting City of Yakima/Yakima County Procurement Manager Susan Knotts, Purchasing Buyer I I , 575-6093 SUMMARY EXPLANATION: Yakima Police Department is in need of a modern system to facilitate input, tracking, and issuance of law enforcement evidence. YPD wishes to purchase a license for software from FileOnQ in order to use such proprietary software, as well as support, enhancements and maintenance services. City of Yakima has an I nterlocal Purchasing Agreement in place with Snohomish County, which allows the City to piggyback their existing contract with FileOnQ. The attached contract is modeled after the Snohomish County contract, and also includes additional assurances and deliverables specific to the City of Yakima. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Safety APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Adopt Resolution ATTACHMENTS: Description • reso O oft are License eces O exhibits to ent en with File Upload Date 1/ /20 0 11/2020 1112020 Type o r Memo (contract exhibit 2 EXHIBIT A SERVICE LEVEL STANDARDS Fi MAINTENANCE & SUPPORT SERVICE LEVEL POLICY Your uccess is uccess 1. Purpose This is a statement of policy for customers of FileOnQ. FileOnQ strives to provide prompt, quality service for our customers the first time, every time, in a manner that ensures the customer's success with their FileOnQ product. This policy statement is not intended to be binding upon FileOnQ and is subject to change at the discretion of FileOnQ. The levels of service provided will be measured and monitored by the Director of Customer Services and Technical Support staff. 2. Definitions A. Help Desk — Customer's internal support resource who provides the first level of support for the software. B. Customer Contact — Person designated as the primary contact for Support calls. Only authorized Customer Contacts will be allowed to contact FileOnQ Technical Support. C. Technical Support - Staff and resources dedicated to level II support of all customer support issues. D. Level 1I1 Support — Members of engineering assigned to resolve complex customer issues. E. Customer — Users of FileOnQ software who have chosen a direct support relationship with FileOnQ, who have a valid maintenance contract, and are using a current version of software. F. Emergency Support — Issues at priority 0 or 1, as defined in section 4, requiring support outside of normal service hours. Telephone Support is defined in section 12. 3. Mission The mission of FileOnQ is to provide fast, friendly and professional service and to go beyond the minimum requirements to insure the customer's satisfaction and success with our products. 4. Goals and Metrics FileOnQ strives to achieve at minimum the following response and escalation times: Priority Level Description Response Time Escalation Time 0 System down. Users unable to access or input records. 1 hour 1 hour 1 Significant problem. Multiple users are down or key function is unavailable. 1 hour 2 hours 2 Minor problem. Some records not available or a feature is not operating properly. 2 hours 1 day 3 Intermittent. Problem may slow down data input or retrieval, or a workaround is needed to use a feature. 2 hours 1 month 4 Cosmetic. Does not affect ability to efficiently enter and retrieve data or use all required features 4 hours 6 months Response Time: The time between the customer contact notifying Technical Support of their need for support and the return call from Technical Support. FileOnQ, Inc. - Corporate Offices: Seattle, Washington — Phone 800-603-6802 Page 1 of 5 File Your uccess is uccess Escalation Time: The time between the start of troubleshooting by Technical Support and the escalation of the issue to Level III Support or Support Management. FileOnQ will measure response and escalation times monthly and will conduct regular customer satisfaction surveys. 5. Services to be provided by FileOnQ Technical Support A. Customer telephone support B. Customer e-mail support C. Use of GoToAssist for troubleshooting assistance D. After-hours emergency support E. On -site support available at an hourly rate plus travel expenses F. Limited emergency hardware loaners G. Escalation to level III support H. Escalations to third party supplier 1. Unresolved Calls reporting 6. Service Levels For each of the services specified in section 5, a parameter, or set of parameters, which give a measure of the quality of the service, is specified. The target values for these parameters represent the service level that FileOnQ strives to provide. The FileOnQ Director of Customer Services may modify these parameters as needed. Modifications to this agreement will not commence until the customer has been given 30 days' notice. FileOnQ shall not be required to honor these commitments should the contract between FileOnQ and the customer be canceled. A. Customer telephone support Telephone support is provided on a call back basis. Once a message is left, a support analyst will return the call within the response time specified in section 4. Problems are handled immediately and resolution is not to exceed the escalation time specified in section 4 before being escalated to level III support. Telephone support coverage is defined in section 12. B. Customer e-mail support The response time for e-mail support is not to exceed 24 hours (excluding weekends and holidays), although it will typically be less than 4 hours. Problems are answered immediately when read, unless the problem requires escalation. C. Use of GoToAssist for troubleshooting assistance FileOnQ Support Analysts may use our GoToAssist enabled website to access machines to assist in troubleshooting. GoToAssist will allow the analyst to see what the customer is seeing and control the customer's PC. This is available only to customers who have Internet access available to their machines. FileOnQ cannot access any machine without the customer's permission. D. After-hours emergency support FileOnQ offers emergency technical support during times not covered by normal support hours defined in section 12. This option is available to customers who choose to purchase our premier maintenance contact. The response time for emergency voice mail messages is not to exceed 2 hours. Problems are handled immediately; however, FileOnQ, Inc. - Corporate Offices: Seattle, Washington — Phone 800-603-6802 Page 2 of 5 Fi Your uccess is uccess some company resources may not be available at the time of service, which may affect the overall resolution of the problem. E. On -site support available at an hourly rate plus travel expenses FileOnQ provides on -site technical support for an hourly rate, plus travel expenses, should a problem be deemed unsolvable via the telephone. The Director of Customer Services will give authorization for on -site support. F. Limited Hardware Loaners FileOnQ provides a limited inventory of hardware loaners (such as barcode scanners), for any equipment purchased from FileOnQ that fails and requires service from the manufacturer. These loaners can be shipped next day air upon FileOnQ's receipt of a valid PO for the value of the equipment to be shipped. PO's must be received by 2:30 PM Pacific Time to be shipped that day. Hardware not returned within 30 days of shipment will be invoiced for the full cost. G. Escalation to level III support Problems that cannot be resolved within a reasonable time after the initial contact will be escalated to level III support based on the escalation schedule defined in section 4. FileOnQ will direct all resources necessary to bring the problem to resolution. H. Escalation to third party vendor In some instances, the customer may receive a higher level of service working directly with the vendor or manufacturer of one of the third party products supplied by FileOnQ. Technical Support may direct the customer to those resources as needed. 1. Unresolved Calls reporting The FileOnQ Director of Customer Services will run an Unresolved Calls Report on a weekly basis in order to monitor quality. Results are reported to FileOnQ upper management and are discussed with appropriate staff members. 7. Scope and Limitations A. FileOnQ will provide general support for software manufactured by FileOnQ and hardware sold by FileOnQ. This includes the following: 1. Installation and configuration support for the Server application 2. Installation and configuration support for the Client application 3. Hardware configurations and troubleshooting 4. Defect maintenance 5. Database problems caused by a supported FileOnQ product B. Support will be provided either by email or telephone as the customer chooses. C. Support will only be provided to authorized Customer Contacts who are familiar with all of the FileOnQ products in use. The Customer Contact must also be familiar with the application being run. D. The following list details some of the issues that are not covered by a maintenance contract. This list should in no way be considered exhaustive. 1. Database Management 2. Maintenance or troubleshooting of the network a. Connections b. Operating System c. Infrastructure FileOnQ, Inc. - Corporate Offices: Seattle, Washington — Phone 800-603-6802 Page 3 of 5 Fi d. Etc. 3. Data or system security 4. Third party Software 5. Maintenance of the Server Your uccess is uccess a. Operating System b. Hardware c. Etc. 8. Management Escalation Procedure All requests to escalate to management will be responded to by the Director of Customer Services within 2 hours. In the event the Director of Customer Services is unavailable, the backup team member will handle the problem and use all available resources to remedy the problem. 9. Defect Prioritization Defects discovered by Technical Support on shipping versions of software will be reported to the Engineering team. These defects will be prioritized with other issues. Customer priorities will be based on the following criteria: A. Number of customers potentially impacted by the defect B. Severity of the defect to the operation of the customer C. Impact to data integrity 10. Defect Resolution A. Defect resolution may take any one of the following forms at the discretion of the Defect Resolution Team (executive staff from Customer Support, Development and Quality Assurance). 1. Work around a. Redesign of the customer's application b. A change in the database c. A change in the customer's operational procedures d. Other 2. Installation of a software patch 3. Upgrade to a newer release of the version 11. Customer Responsibilities FileOnQ will support any hardware or software that we have provided to the customer. FileOnQ cannot take responsibility for managing or maintaining a customer's network or database. A. Customer must utilize their internal Help Desk for assistance before calling FileOnQ Technical Support. B. Caller must be an authorized Customer contact, who is familiar with the client and server portions of the software. C. Caller must be an authorized Customer contact, who is familiar with the application and their own data management. D. IT resources may be required for some issues. E. Customer must be using current versions of FileOnQ software. 12. Operational Procedures A. Contact information FileOnQ, Inc. - Corporate Offices: Seattle, Washington — Phone 800-603-6802 Page 4 of 5 File Your Success is uccess 1-EmeU: 3' Phone: 1-800-603-6802 selection 4 from the menu Sup0ortAfi|oonq.com D' Emergency Support: 1 selection 5from the menu B. Service Hours 1' Monday through Friday 8:00 a.m. to 8:00 p.m. eastern time, excluding holidays. 2. After hours support covering evenings, weekends, and holidays after business hours is an option. C. Call Tracking 1. Customer records will be maintained in a Customer Support Call Tracking system. All communications between the customer and Technical Support will be logged under the customer record to maintain a history of the customer's system and issues to allow for personalized service and support. 2. Fi|e[>n(] will utilize this system to maintain control of all incoming and open issues to provide the highest level ofservice and fo||ow+up. D. Prioritization Most calls will be handled on a first come first served basis; however, situations of a critical nature may be taken out of turn. Customers must communicate the level of priority when contacting Fi|eOn(] based on the chart insection 4. Fi|dJn{l|nc. Corporate Offices: Seattle, Washington — Phone O00'603'6O0I Page 5nf5 EXHIBIT B COMPENSATION SCHEDULE Payment Milestone One Two EXI JITT lestone: Tasks 1. Conduct project kick-off meeting to discuss implementation and assign project tasks. 2. Hold Profile Design meeting(s) to determine the layout of the EvidenceOnQ screen. 3. Provide existing evidence data to FileOnQ for data mapping and import. 4. Hold data import design meeting to determine data field mapping. 5. Provide field values,locationsandusergroupstoFileOnQ. 6. Populate all tables, dropdown menus, locations, user groups, etc. (all systems) 7. Develop custom reports 8. Define workflow for integration with New World RMS system 9. Delivery of hardware and peripherals 10. Installation and configuration of software and hardware Three Total: 11 Complete and validate data import 12. Validate and complete testing of all systems, hardware, & software, including integrations 13. Complete training of all evidence staff. Provide training materials/video for sworn personnel and in -person training sessions as needed. 14. Go live. System Acceptance. Amount $50,000.00 $50,000.00 $91,454.49 $191,454.49 Beginning year two, annual maintenance and support will be billed as shown below: EvidenceOnQ system maintenance - $13,700.00 Spillman integration maintenance - $900.00 DigitalOnQ system maintenance - $8,990.00 EXHIBIT C STATEMENT OF WORK Evidence Crime Scene to Court Room FileOnQ Responsibilities: • Maintain project communications with the Yakima Police Department (CUSTOMER) Project Manager. • Schedule and/or coordinate with the CUSTOMER Project Manager to ensure project progress and completion. • Conduct status meetings via teleconference and/or GoToMeeting with the CUSTOMER Project Manager as required. • Provide responses within three (3) business days to CUSTOMER inquiries. Customer Responsibilities: • Maintain project communications with FileOnQ's Project Manager. • Coordinate and facilitate all CUSTOMER staff to ensure project progress and completion. • Participate in status meetings with the FileOnQ Project Manager. • Provide responses within three (3) business days to FileOnQ inquiries, and submitted approval forms. • Ensure FileOnQ can gain remote supervised access via GoToAssist to CUSTOMER's servers running FileOnQ applications. Access will be coordinated and approved through the CUSTOMER'S IT CUSTOMER. Change in Scope In the event a Change in Scope is requested during the delivery of this service the following change control process will be utilized: • A written description of the changes (Change in Scope) will be prepared jointly by FileOnQ and the CUSTOMER • The document will describe the change and specify any change in the Charges, Schedule, or other terms. • The Change in Scope shall indicate the detailed charges and any impact of the change request upon the planned deliverables. • Work associated with the requested change will not commence and/or price increases will not take effect until FileOnQ is notified of the required approvals. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 1 of 9 Overview of Phase Tasks and Deliverables PHASE |-EV|DE Evidence eylce Crime Scene to Court Room �[1�MN�|/�U��T|O ~`^ ^`^... .`'".`' `. .`' N AND DES|G Task ResponsibilitV Estimated Time Phase 1. Create customer application/database and configure profile screen layout ofEvdenon0nC) Fi|eOnC} CUSTOMER 6VVeeko 2. Customer provide sample of extracted evidence data from Spillman and The Beast; customer will work with Fi|e{}nC}tnestablish integration and export ofVeripio U|ea 3. Custom report design 4.Order hardware and peripherals Fi|eOnC} 5Customer |ooaduno barooda � ' ' design, etc. CUSTOMER Task 1: Profflinm (Comf�quratiowOf EvidenceOnQ Software Task Description: "Profiling" C0nGiGtG of utilizing the PnDFi|8r/M to configure the screen Of the Evd9nC9[)nC] 8pp|iCGb0n by adding and arranging data fields with the definition and Ch8r8Ct8hSUCS as di[8C[Hd by the CUSTOMER Project Manager. This is dOO8 FHOOO[H|y via VV8b-COOf8[8OCH(S). CUSTOMER shows their acceptance bytheir "Sign -Off" OD the Profile Acceptance FO[nO which has acnaenmhotaand details ofall fields. Fi|eOmQ Responsibilities: • Schedule and direct on-line profiling sessions. • Provide Application Profile Acceptance Form (and necessary revisions as needed) for the CUSTOMER tOreview and ultimate sign -off and approval. Completion Criteria: This t8Sh is COOOp|8te upon delivery of the final iteration of the Aop|iC8UOO Profile /\CCepL@DDe Form. Task completion will bBconfirmed bythe signature OfCUSTOMER Project Manager on the Application Profile Acceptance Form. Fl|oOnQ. Inc. Corporate Offices: 832 Industry Drive Seattle, VVA98188-Phone 800-003-6002 Page 2ufS Evidence Crime Scene to Court Room Task 2: Provide Sample Import Descriptions: CUSTOMER will provide FileOnQ with sample data files that represent all data from databases it wishes to import into EvidenceOnQ. FileOnQ will provide Data Import Mapping Approval Form(s) detailing agreed upon data mappings. CUSTOMER Responsibilities: • Provide an ASCII delimited file(s) from the existing evidence system containing the fields CUSTOMER wishes to import into EvidenceOnQ. • Provide values for lookup tables, locations, and users that CUSTOMER wishes to import into EvidenceOnQ. • Meet with FileOnQ personnel to determine data mapping between EvidenceOnQ data fields and data fields of conversion file(s). • Meet with FileOnQ personnel to establish integration with Veripic system to extract and import digital evidence files. • Review, give feedback, and ultimately sign -off and accept Data Import Mapping Approval Form(s). FileOnQ Responsibilities: • Meet with appropriate CUSTOMER personnel to determine data mapping between EvidenceOnQ data fields and data fields of conversion file(s). • Provide Data Import Mapping Approval Form(s) for sign -off. • Conduct test imports and communicate with CUSTOMER regarding error resolution This task is complete and confirmed by CUSTOMER's signature on Data Import Mapping Approval Form(s). Task 3: Custom Report Design Task Description: The EvidenceOnQ application provides the ability to generate customized forms/reports for physical and digital evidence by using Crystal Reports. The Crystal Reports are then imported into EvidenceOnQ and then launched from the reports menu within the application. Prior to the EvidenceOnQ system being installed, the FileOnQ staff will work with the CUSTOMER Project Manager to create these customized reports to meet their specific needs: FileOnQ Responsibilities: • Schedule and direct on-line report tailoring sessions with CUSTOMER via GoToMeeting. • Provide Custom Report Acceptance Forms (and necessary revisions as needed) for CUSTOMER to review and ultimate sign -off and approval. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 3 of 9 Evidence Crime Scene to Court Room CUSTOMER Responsibilities: • Participate in on-line report tailoring sessions with FileOnQ and CUSTOMER via GoToMeeting as needed. This task is complete upon delivery and installation of the final custom reports. Final report design will be confirmed by the signature on the Custom Report Acceptance Forms. Task 4: Order hardware and peripherals FileOnQ will order the associated hardware and have it sent to CUSTOMER. This includes barcode scanners, signature pads, barcode label printers, labels, and printer ribbons. FileOnQ Responsibilities: • Order hardware from appropriate vendors, pay for the hardware in full, and provide a tracking number to CUSTOMER with estimated time of arrival. CUSTOMER Responsibilities: • Upon receipt, inventory all boxes to ensure everything has been received. Completion Criteria: This task is complete when all hardware or confirmed received and the CUSTOMER provides FileOnQ with a receipt Task 5: Provide look -up values, locations, barcode design, etc. to FileOnQ Task Description: After the profile screen is configured, FileOnQ will then populate tables such as look -up values, locations, user group names, retention codes, etc. as directed by CUSTOMER. FileOnQ will provide CUSTOMER an Excel document for providing these values and will show examples where necessary. FileOnQ Responsibilities: • Provide Excel document to CUSTOMER for documenting the values • Provide examples for look -up values, locations, and barcode designs • Offer guidance to CUSTOMER for making decisions CUSTOMER Responsibilities: • Provide lists and values as requested from FileOnQ. CUSTOMER may reserve the right to defer decisions regarding label design, retention, etc. until a later date. Completion Criteria: This task is complete upon delivery of the requested information from FileOnQ. Keep in mind the profile can be modified at any time. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 4 of 9 PFA l-A| | /\l-| Evidence Crime Scene to Court Room Tasks Responsibilitv Estimated Time PhameU S. EviclenneOnDSoftware and Peripheral Hardware Installation (Test and Production Environments) 7.Configure user groups, permissions, modules, and active directory integration 8. Data Conversion and Spillman integration testing FileOnQ CUSTOMER Task 6: EvidemceOmQ Software and Peripheral Hardware Installation (Test amd\or Production Environment) Task Description: |nthis task, all inSt8||8bOn OfEvidenCeC)nQ software and peripheral h8njvv8ne inthe test environment @Dd\Orproduction environment will becompleted. (Depending Onhow CUSTOMER wishes to do their testing, EviclenceOnQ can be installed on the production environment with a test database or into an "isolated" test environment. The Project software will not bemodified aaaresult oftesting - only the P juct'adatobaoemayuhange. To streamline the process, the EvidenoeOnC)system is often installed into CUGT{}MEFl 'u production environment, giving them a test database to use in initial testing and then keep in place for testing any future upgrades. Fii|e0mQ Responsibilities: � C)D-Sit0 iDSt8|k]U0n Of EVkj8OC8OD{} SOftVV8P8 to include: Evdence{)nC}SQL Server database e[]oca SQL Server database ~/ EvidenoeC)n(]Desktop Client v' VV8bVi8vvServer ,' Fi|8C)n{] /\dnoin Client Fi|eC)nC) Portal v' Fi|eODC}P[Ofi|errm * Remote mon-site installation and configuration ofKobileOnQ software on mobile PDA deviCe(s) provided bvFi|e(]n{}used inthe property warehouse. * Remote or on -site installation and configuration of other hardware peripheral (barcode scanners, label printers, and Signature pads) purchased from Fi|eC>n(]. Fi|oOnO.|no. Corporate Offices: 832Industry Drive Seattle, VVA90108-Phone 80O'803-0802 Page 5 of 9 Evidence Crime Scene to Court Room CUSTOMER Responsibilities: • Provide personnel with the administrative rights necessary to install and configure the software and related hardware as detailed above. • Ready network and servers for installation of EvidenceOnQ software components as detailed in System Requirements Verification Form. Completion Criteria: This task is complete and confirmed by CUSTOMER's signature on the Installation and Training Outline\Checklist. Task 7: Configure user groups, permissions, and Active Directory integration. Update DB on server with modifications as needed. Task description: CUSTOMER and FileOnQ will work together to determine the user groups and permissions within each group. FileOnQ support will provide CUSTOMER'S IT personnel with the appropriate tools for creating these groups within Active Directory and provide training for updating the system as CUSTOMER personnel leave or are hired. As modifications and additions are made to the EvidenceOnQ database, FileOnQ will update the existing application on the CUSTOMER server (with CUSTOMER prior permission). FileOnQ Responsibilities: • Work with IT personnel from CUSTOMER to create the appropriate user groups and permissions and integrate them with Customer active directory. • FileOnQ and CUSTOMER will perform adequate testing of users and user groups to determine the active directory integration is performing accurately. CUSTOMER Responsibilities: • Provide FileOnQ with Active Directory user group permissions Task 8: Data Conversionllntegration Testing FileOnQ will design the data import and set up for the specified data to be imported into EvidenceOnQ as confirmed and approved on Data Import Mapping Approval Form. FileOnQ Responsibilities: • Establish data import design and set up of all data provided by CUSTOMER into EvidenceOnQ • Establish integration with Spillman RMS system. Provide a separate statement of work for integration mapping. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 6 of 9 Evidence Crime Scene to Court Room CUSTOMER Responsibilities: • Participate in on-line sessions with FileOnQ to configure AD settings associated with the EvidenceOnQ system. • Submit Data Import Mapping Approval Form with import result number filled in for review and approval. • Participation as appropriate in the data import into the EvidenceOnQ Test database. • Review and sign -off and acceptance of data import results detailed by EvidenceOnQ in Data Import Mapping Approval Form. Completion Criteria: Sign -off and acceptance of data import design and results detailed by FileOnQ in Data Import Mapping Approval Form. PHASE III - TRAINUNG, FINAL DATA IMPORT, GO LIVE Tasks Responsibility Estimated Time Phase III 9. EvidenceOnQ End -User Training FileOnQ CUSTOMER 4 Weeks 10. Final Data Import of "live" data 11. Go Live 12. Workflow notification triggers and configure in EvidenceOnQ application FIIeOnQ Task 9: Provide training for CUSTOMER Evidence Technicians and Officers to "Go Live" Task Description: Provide on -site, hands-on training of CUSTOMER's sworn personnel and evidence technicians for a minimum of five days. Training for property staff is preferred to be done in the property and evidence unit if possible to provide "hands-on" training experience. Training for sworn personnel can be done by recorded training video and/or in person training sessions. This is done in a lecture type environment. No individual computers are needed for the attendees — just the ability to see the presentation and hear the instructor. FileOnQ Responsibilities: • Provide training for property and evidence staff that involves each step of the evidence management process, from intake to disposition, and also includes recommendations for storage methods and workflow. Provide a detailed outline of the training to be provided, training "cheat sheets", step-by-step procedures, and subsequent training handouts. • Provide on -site "end -user" training for sworn personnel FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 7 of 9 Evidence Crime Scene to Court Room * Provide recorded training video for CUSTOMER to use for training officers. CUSTOMER Responsibilities: * Schedule the CUSTOMER'S evidence staff to be available for the training on site without interruption. * Provide appropriate bock -up personnel to cover any evidence -management emergencies or questions that may come up so as not totake them away from training. * If SVVO[D 0ffiDg[S will be trained in p8[SUD' provide @ suitable C|@SS[OUDl facility with @ computer workstation for the instructor with access tothe EvidenoeC]nCJapplication. 0 Work with FileOnQ to develop training video for officers. Completion Criteria: This task is complete when Fi|eC)n(] has provided all of the training SeSSiOnS and methods outlined above. Task 10: Final Data Import of'live"data FileOnQ will complete the final data import provided by CUSTOMER in the format confirmed and approved onData Import Mapping Approval Form. F!|eOmQ Responsibilities: � Perform data import of all data provided by CUSTOMER into the EvidHnceOnQ "live" � Submit Data Import Mapping Aop[OV@| Form with import [8SUlt OUDlb8[ filled in for CUST[)K8ER'areview and approval. CUSTOMER Responsibilities: � Ravavv and sign -off and acceptance of data import nseuUa detailed by Fi|e[)n(] in Data Import Mapping Approval Form. * Provide an IT contact during the training in the event GteChniCG| issue needs to be addressed. Completion Criteria: Sign -off of data import results detailed by FileOnQ in Data Import Mapping Approval Form. Task 11: "Go Live" of EvidenceOnQ Task Description: CUSTOMER starts using EvidenceOnQ for their daily property and evidence management operations and procedures. The system is considered "in production" at this time. Fl|e0nO. Inc. Corporate Offices: 832 Industry Drive Seattle, VVAS81O8-Phone 800'803-0802 Page 8cfS Evidence Crime Scene to Court Room FileOnQ Responsibilities: • Be on -site to oversee "Go Live" should CUSTOMER decide to use their "End -user" training hours in that way. • Begin Annual Maintenance and Support phase of CUSTOMER's Project. CUSTOMER Responsibilities: • Begin operational use of the system. • Report to FileOnQ Support any issues that arise from use of the EvidenceOnQ software. Completion Criteria: This task is complete when the FileOnQ Applications are placed in live production operation. Task 12: Finalize policy for workflow notification triggers and configure triggers in the EvidenceOnQ application. Task Description: Agencies that purchase the disposition notification and workflow notification modules find it beneficial to have the system in place and become familiar with its capabilities prior to configuring these two modules. The modules are specifically designed to help with automating workflow. It is imperative that the agency make well informed decisions prior to configuring these modules, therefore it is recommended that the system be in place and "live" for at least 30 days prior to final configuration of disposition notification and workflow notification. FileOnQ Responsibilities: • Provide CUSTOMER with a full understanding of the capabilities of the modules and offer examples and suggestions in order to make the implementation of these modules a success • Work closely with CUSTOMER to determine efficient processes and configure the modules to meet their needs. CUSTOMER Responsibilities: • Provide FileOnQ access to server files as necessary in order to set the configurations and triggers for the modules. • Work with FileOnQ to set up auto -generated reports and emails to CUSTOMER personnel. Completion Criteria: FileOnQ and CUSTOMER test triggers for appropriate automated appropriate response. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 9 of 9 December 2, 2019 EvidenceOnQ and DigitalOnQ Prepared by Shannon Turner Evidence Specialist & Consultant 800-603-6802 x 107 shannont@fileonq.com FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 1 of 35 Evidence Crime Scene to Court Room FileOnQ submits the following proposal for the EvidenceOnQ property and evidence management system. Our first priority is to provide solutions that effectively meet the unique needs of our customers today, while providing them with flexibility and growth opportunities to to meet their changing needs in the future. Another priority of equal importance is to provide these solutions with the greatest possible economy. Please read and consider our proposal, bringing to our attention any way we can more adequately satisfy your needs. When we implement the solutions proposed, we are committed to do everything necessary to ensure your complete satisfaction both now and long into the future. Sincerely, Shannon Turner Evidence Specialist & Consultant FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 2 of 35 Evidence Crime Scene to Court Room EvidenceOnQ Application Software License EvidenceOnQ is built on Microsoft Operating System platform, utilizing proven methods and technologies. The multi -tier nature allows for single server implementations in smaller environments, reducing cost and administrative effort. It also provides the ability to be distributed onto several servers that share the load to improve performance in larger environments. This architecture provides a solution that can scale to different environments. EvidenceOnQ runs on Microsoft SQL Server 2012 or higher provided by the customer. License upgrades for increased records/items may be purchased at any time the need arises. All of the data stored within the EvidenceOnQ application can be backed -up, restored, or extracted using standard SQL tools and routines. This ensures that your data can be backed up for disaster recovery or archival purposes. Web Based Access (WebView) WebView is built for the end -user to manage evidence quickly and easily in a dashboard type atmosphere. Data can be entered in one location and then print the barcode labels at a later time and location. The system will automatically keep new items in a worklist cue for ease of printing labels and reports without having to go back and query individual cases and items. Edits may be made to records based on user permissions. Users can also generate forms and reports such as an Evidence Report or Chain of Custody to eliminate hand-written documentation. These forms and reports may be printed or saved as a Word or PDF document. Permissions to access specific forms and reports may be limited per user group through the administrative tools in the desktop client. Users can submit requests associated with evidence. This may include an authorization, an action request, or any other communication that would have been submitted through a phone call, email, or request form. When a user logs in to WebView, their pending requests are listed. When the request is fulfilled, it will be eliminated from the pending requests list. WebView also works in conjunction with the optional eDocs modules to allow users to upload and view electronic files. This feature is especially useful at crime scenes, search warrants, or from the officers' vehicles and remote locations. Administrative Desk Top Client: The EvidenceOnQ administrative desktop client is a full -featured Windows applications that allows users to access the system from the server. It provides all the functionality and tools to fully manage evidence and make administrative changes to the database. It is primarily used by evidence management personnel who need full administrative privileges that are above and beyond the web browser users. It includes the same type functionality outlined in WebView, but also includes the ability to: • Transfer evidence to other locations individually and in groups by either scanning the barcode(s) or transferring them manually. • Obtain a signature when transferring or releasing evidence • Manage the lookup values, locations, users, and reports. • Assign permissions in user groups, including record security and field security • Designing barcode labels and location barcodes • Build and saving custom queries • Perform batch update edits to groups of records • Create, perform, and store inventory projects FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 3 of 35 EvidenceOnQ Crime Scene to Court Room Customized Profile: EvidenceOnQ provides complete flexibility by allowing you to dictate the design of the data entry screen, known as the profile. Fields can be added, deleted, or modified to fit the type of data that a department wishes to capture. The profile is designed so that the data entry is as simple as possible by following your existing workflow, using your own terminology and codes. This customizable profile feature is one of the most appealing features of the system. It is designed by each agency to meet their own individual needs and comply with their specific policies and procedures. Not only is it flexible when it is initially configured, but the profile screen can be changed as your needs change. You can make changes to the profile at any time without permission from FileOnQ or incurring additional cost. The following field types are available when creating or modifying the profile screen: Text Check Box Calculated Formatted Text Currency Date Simple Lookup Decimal Time Coded Lookup Multi -line All transactions are performed from just one screen: data entry, searches, scanning, etc. eliminating the need to work through multiple levels of screens. Searches can be made from any field or combination of fields,. For example, you can search for all Smith & Wesson guns recovered by a specific officer in the year 2006 where a juvenile was involved. Or you may search for all recovered elecltronic items that have 355 in the serial number. There is virtually no limit to the combination of searches that can be performed. The screen examples below show some of the common data fields you may choose to include on your home screen. Profile Examples Your Profile will we be tailored to your specifications evoence inro I Notes History I Reten Case Number i—_ -� Offense Type r Date of Offense IliJ,r Investigator Owner Last Owner First Address City, State, IIP Property Type Item Type Drug Type Quantity Measure Clothing Type Cobr Additional Desc {honer Unknown Owner Phone ments Item Al Collected By Date Collected Collected Address Collected Location Suspect 1 Last Suspect 1 First Suspect 1 MI Additional Suspects Gun Type r Brand Model SN/VIN Giber Recovered Stolen r NGC Info sped 2 Last Suspect 2 First Suspect 2 MI DOS I_} 100s i Ss I 50 5 2.5 20 s r s r-- 10sr Coln Total r Money Total FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 4 of 35 EvidenceOnQ Crime Scene to Court Room The partial screenshots below show the control field selections that enable (or disable) the dependent fields. The examples portray a selection of currency, narcotics, and guns. The applicable fields are enabled. Fields that do not apply to the selected description are disabled, making entry easier and more accurate. Drugs QLeatty Money rytx !Afein,,I r Caze I Item mac wo Sggs nF }5 r Silf-- 25 i2 .. Iq coln,,,x, 2, Hong.1,4, Barcode Tracking: EvidenceOnQ makes chain of custody an automated process through the use of barcode technology. It is faster and more accurate than any other form of tracking. Using a barcode will dramatically decrease the time it takes to retrieve a record from the database and to record the transfer of that item to another location or status. In addition to barcodes that represent evidence, EvidenceOnQ assigned barcodes to locations. This may include people, places, a status, or a disposition (as shown below). With this feature, transactions can be performed without having to enter any hand typed data from your keyboard. This allows the user to scan an item and then scan the location where it is to be transferred. It gives you fast, accurate, completely keyless transactions. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 5 of 35 CRIME LAB 11 DESTROYED 11 KIRK NEWMAN 11 | E,,',����l�~ �� '`�� �� | Crime Scene to Court Room DRUG LOCKER 11 11 11 11 PENDING DESTRUCTION Locations may also be assigned categories tofilter and sort items. For example, by creating a location category such as F|NAL, you can see all locations that represent evidence that will not retunn, such as Oeetroyed. Returned to {}wnor. Auctioned, etc. You might want hogroup all people as locations into one category, offsite locations, or temporary and transit locations into a category. Any group oflocations can boplaced inacategory tomake searching and sorting much faster. � � � � � m � � � SCAN LOCATONBARCODE SCAN 0ARC00E5ONTHE EVIDENCE REPEAT FOR EACH LOCATION =°= .46 smwz Add MAI OAd �M���M �����°����� ' As evidence is moved to various locations, EvidenceOnQ automatically assigns the date and time in the unalterable audit trail. The audit trail provides a complete nyoovd ufevery action taken to the record from the time it was onaahad. The User Login and User Name in also recorded with the name of the PC. the |P address, and the name ofthe person who logged inaothe Windows user. Fl|oOnQ.|nc. Corporate Offices: 832Industry Drive Seattle, VVA98188-Phone 80O'003-5002 Page 6 of 35 Evidence Crime Scene to Court Room Barcode Label Design and Print Barcode technology is one of the most beneficial features of EvidenceOnQ. It is faster and more accurate than any other form of tracking. Using barcodes will dramatically decrease the time it takes to retrieve a record from the database and transfer that item to another location or status. EvidenceOnQ takes barcode technology to another level. Barcodes also represent locations, individual people, a status, and final dispositions. This allows the user to scan an item and then scan the location where it is to be transferred. It gives you fast, accurate, completely keyless transactions. EvidenceOnQ provides the user complete flexibility to design and print customized bar code labels within the system. Any combination of fields from the customized profile screen can be printed on the label. This printed information eliminates the need for officers to hand -write information on the evidence bag. Customized location labels and location control sheets can also be easily designed and printed. SAN DIEGO POLICE DEI CASE#12-001234 - Evidence item #7 CURRENCY $3 356 00 Collected on 6/25/2012 by Avery Craig (422) Suspect: Wilson John A. DOB 5/12/1968 Desc: Cash Found with address book Barcode #f: 200600015 Customized Toolbar: Truckee Police Department - Evidence Case #18-012345 Item#6 PURSE AL ET 1� 1 II II �� II I B arcade e'2006000 4 Collected on 6/25/2012 by Avery, C aig. Location: 134 CITRUS AVENUE FLOORBOARD OF VEHICLE Desc: BLACK MEKS WALLET WITH ID In the desktop client application, users can customize the standard toolbar by adding or removing icons. Users can also create additional "personal" toolbars containing shortcuts for functions they perform on a regular basis. These toolbars themselves can be "dragged and dropped" anywhere on the EvidenceOnQ Profile. A "global" toolbar can be set for desktop so the toolbar is standardized. FileOnQ 7.b.3126 - Evidence SF%A Nt?N TURNER File Edit View FRleroom Labels eDocuments Reports Tools Data Help New _ ;mma eode Signature �' , r' r'rsfr_r .„,. Custom Queries E ., r Ct_ci tt... Property Receipt can a Group c.__ Chain of Custody Auto -assign Item Number Calculation: EvidenceOnQ provides agencies the ability to have item numbers within a case automatically assigned, eliminating duplicated item numbers in the same case. The FileOnQ ProFiler allows agencies to choose if they want to utilize this automatic item count feature. use Number Offense Type, Date FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 age 7 of 35 Evidence Crime Scene to Court Room Searching & Queries: EvidenceOnQ provides users with many options to perform queries. Query -by -Example: Allows users to conveniently search directly from the customized profile screen. Any field or combination of fields can be searched using known information, unknown information, or partial information. Query -by -Current Location: Allows users to perform searches by current location. Query by date: Query by date includes all date fields on the profile screen as well as date created, last edit date, and last transfer date. Query -by -Scan: Allows users to create a group of records by scanning the barcodes on the evidence to put them into a group. The user can choose any number of actions with that group, such as transferring them all to another location, creating letters to the owners, generating a list for a court order, printing a report, etc. Query -by -text: Performs system -wide queries rather than field -specific searches. The user is prompted select a search for all data fields on the profile, all text in the free -form notes tab, all information in the check-out comments and names, and document key words in the eDocs module. The results of the query show how many times the value was found, the field(s) where they were located, and enable the results to be put into a query set. Custom Query Manager: EvidenceOnQ provides a convenient way to create, organize, update, and run queries. Custom queries are virtually unlimited with variable criteria and can be categorized for organization. For example, queries can be set up for statistics such as the number of items received, destroyed, returned to owner, or auctioned during a specific period of time. Agencies can also create categories for queries such as current inventory, items for review, and purge projects, as shown in the screenshot below. Unique queries for special circumstances can be created such as all the drugs that were collected by a specific officer with a juvenile suspect. When the results of a query are displayed, the user has many options such as viewing the data in browse, producing it in a custom report (form), transferring the records to another location, or exporting the data to Excel. Custom Queries. t7Transfer Transfei Custom Query Examples Ad Hoc.. Manage Category:,CURRENT INVENTORY Guns -> Money in Safe Total Inventory CaI gory DI 00 REVIEW Assign Retention Dispo sent over 10days Retention Review Category PURGE PROJECTS Drugs to Prepare for Dest Bikes for Donation Drugs Verified to Destroy;; Found Property over 90 Letters over 30 days Pending Auction Category STATISTICS Auctioned Destroyed Intake Quarterly Report Returned to Owner Search Warrant Stats Create customized categories to keep your queries organized. Custom queries eliminate written logs, manually produced lists, and tickler files. to Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 8 of 35 Yearly report: • intake ■ destroyed ■ Auctioned at Released to Owner eattrrant Use Monthly intake: • Misdemeanors Felonies Sexual Assaults Homicides Found Prt EvidenceOnQ Crime Scene to Court Room Current Inventory Drugs Guns Money • DNA Custom Reports (Forms): These custom forms are produced after performing any type of query, making them dynamic and versatile. With the unlimited field/data selection options for queries, there is no limitation to the reports that can be run The following examples show the query that can be performed and the custom report that is generated with the information. 1. QUERY: All items collected by Officer Jones on a specific case number. REPORT: A property sheet outlining each item, the date and time collected, the location found, the owner, and item number. 2. QUERY: Specific items from a case to take to court. REPORT: A chain of custody report for each item showing all the pertinent information about the item and every location it has been from the time it was submitted to the property room. 3. QUERY: All items that are pending auction. REPORT: The Property Room.com manifest, complete with item description and barcode including the agency's unique identification number. This eliminates having to rebarcode items prior to auction. 4. QUERY: All items that are eligible to send a letter to the owner. REPORT: An owner notification letter that will automatically fill in the owner's name, address, and a list of the items available for release. 5. QUERY: Property and Evidence that is due for review. REPORT: A Disposition Notification report that can be sent to the case officer to authorize disposition FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 9 of 35 Evidence Crime Scene to Court Room Prior to your EvidenceOnQ system being installed FileOnQ will work with your agency to design your custom reports to meet your needs. Dispo Request - Itemizes property that has come up for review or destruction by case number and case officer. The officer can complete the form by hand and return to the property unit, or use the Request Module to authorization the disposition of the property. Retention Status Request For Dispo Print Date:Wednesday, November 10,2010 Page 1 of 1 Case Officer: Avery, Craig (422) Case number: 10-654321 The following items, related to Case Number 10-654321 are currently being held in the Evidence Room . Please reviewthe items and indicate the proper disposition of each one. Item Description Evidence Altoids container ,hith rock substance 200000047 ▪ Dispose ▪ Hold Until / Reviewed and Approved by Date Property Report - lists the property associated with a case, the corresponding unique barcode, and pertinent information for each item. This report is often attached to the case report. Billings Police Department Property Report Case Number 12.001234 Suspect 1: PLEASANT, timothy W Case Officer SanAgustin, John Suspect 2 GUNNISON, ROBERT W Offense: HOM - HOMICIDE BarCode Item Item Type Description Recovered by Officer' Avery, Craig (422) Recovery Address Location of Recovery: INVESTIGATIONS OFFICE jj:fflIfl IPPP 6 207000100 BEDDING Blanket that victim was wrapped in on the couch Recovered by Officer: Avery, Craig (422) Recovery Address: 326 W. BONNEVILLE Location of Recovery: COUCH WHERE VICTIM WAS SLEEPING 11 111!II7 CURRENCY 200600607 Blue water tug containing corns Recovered by Officer: Avery, Craig (422) RecoveryAddress: 326 W. BONNEVILLE Location of Recovery: FLOOR OF BEDROOM 01I HP jjijj8 TRACE EVIDENCE 200000008 Clump of hair Recovered by Officer: Avery, Craig (422) Recovery Address: 326 W. BONNEVILLE I n nn nt—ntn, n • -rt t-1-1 FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 10 of 35 Evidence Crime Scene to Court Room Notification Letter - is generated to the owner listing the property available to be released/ . The text of this letter is supplied by the agency. When the owner brings the letter to claim the property, scanning the barcode printed on the letter ensures the correct item will be returned. San Diego Police Department 1901 BroadwaySan Diego, CA 92101-5729 N oue m be r 10.2010 Case 0009-34531 R 223 0e laile Id R lol l.❑ WI 51903 Tle prope rty lama below. a row. aualbbe for re ease. Item oescrpuor 9 ICYC LE?RICVCLE sc11./111 11111111111111111111111111111111 9 ICVC LE?RICVCLE Sc... 1111111111111111111111111111111 Iivor w.al to c6ln UV pmpery. please reh'to tie above case11mberar0make ar appolr to a rtw. It tie P !Opel -IV Room by calllrg (619)531-2346. P rope r4 w. 111 r otbe re leas e d w. tt101 t a r app o Ir m e 11. You must have this letter and valid identdi cati on with you when you arri ve to claim ycur property. litle property listed is a Area nn ai.0ye.l rd,Vor m ay 1.01 be a lgoen posse as a firearm. Ifyo 1 Iaue xcrm I1a1 rewr0, 0a11flratao tlattl a 1551e car be a00re55e0 before Vol come tc pl. rpVorr property. socerep, Property TP01110131 Chain of Custody - can be produced for one or multiple items in a case. Each item is listed separately with a complete, unalterable history of every location for that item. Included in the chain of custody are all dates, times, users, and any associated signatures for each transaction. CHAIN OF CUSTODY CASE 4: 14-005213 EVENT DATE/TIME:. CASE TYPE FELONY VIOLENT EVENT ADDRESS: 40 JADWAfIN CASE OFFICER: Ansarl, A'fsoon (04141g �II �...II����II1���IF��II��1�I��11I11 ����9.........I�I11I��jNIPl1TEM 4t: '1. FIREARMS MEb0s 41 RECOVERY LOCATION: GLOVE COMPARTMENT OF VEHICLE. RECOVERED BY: Aguirre. Rich (35)I Date.'Ttme Lagged .us tsar item moved to #ass La :S iCr 3d22rlE20 i4 5 t:34 35AM SHANNON TURNER TEMP EVIDENCE LOCKERS 3a'2E 28 i4 1 t:40.48AM SHANNON TURNER: Rein ed from Temp: Lockers 3;"2012e0i4 Rt:4455AIvM1 SHANNON TURNER HANDGUN VAULT 1'2012L414 t k:42:34AI,M SHANNON TURNER JODY EETRY y T Follow Up - Released to detective for witTess interview 1'20,2,33A t•4r1:4ftijJ SHANNON TURNER RECEIVED NEW PORT R IC HEY Etri0E?J CE 31202f2i4 1t:4540400 SHANNON TURNER. HANDGUN VAULT 31201241 i4 s s:45 32A5 SHANNON TURNER Re1e-,sad to Own.-.r Case Closed - Okay to release per LsA s office Lance Montercnse End G15arn of Gars dg fur Slam #: i related to Gaze #.. 14-4G! 52'i:1 FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 11 of 35 EvidenceOnQ Crime Scene to Court Room Checkout Receipt— can be generated by the system when evidence is released or transferred with a signature.. The check-out receipt is an option at the time of the signature transaction. Regardless of whether the receipt is printed or not, the signature is made a part of the permanent, unalterable chain of custody and can be printed out at any time in the future if the need arises. San Diego Police Department 1401 Broadway San Diego. CA 921015729 (619) 531-2846 Property! Evidence Transfer Receipt The following items were transferred to the undersigned by_ SHANNON TURNER on August 22, 2012 Item Cott Item Barnacle Item Description I Illll1111111111111/111111111111111111111I1 Enand PmPem 2ooboao]5 BLUE ROADSTER 12 SPEED BIKE Reason: Case Closed Comment Showed WA DL TITRNESG367KL Signed by:Shannon Turner 8122/12 8:59 am Notes Tab: The Notes tab has two options available. The first is an unlimited, free form text field used for notes or additional information about the item being viewed. The contents of this field are searchable via Query by Example, Query by Text, or when included in a query written by the Custom Query Manager. The field is unlimited, however modifications to the field do not show the old and new values. They do show the date, time, user, and that the field was modified. This field can be disabled for agencies that prefer not to use it. The Notes Log enables agencies to create specific categories for entries. The entries are date and time stamped and show the user login. Users can choose to have the entries displayed vertically or horizontally. Notes Log entries cannot be edited or deleted by anyone and are fully searchable using the Query by Notes Log feature under the file menu. 8arcode: Current 2: 9 [Gun with broken gnp 4:45: .....Illlllllu tid Home Location: Box Location: Date Completed; l�etaits Evidence Info Notes NotesLog -- Add Entry History Retention menu fig 8/16/2018 8:12:21 PM E-MAIL Email received from DA's office regarding case stab,06. 8/16/2018 8:11:22 PM CHANGE NOTE The case number was changed per request of the officer at SYSTEM E SYSTEM FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 12 of 35 Evidence Crime Scene to Court Room History: The History tab displays a list of all the changes that have been made for a record. These fields are non- editable and view -only. For example, if a user changed the weight of the narcotics from 52.4 grams to 5.24 grams, it would show the person who made the changes, the date and time, the IP address, and the old and new values. Record ompu Lad ed cord m ew de ,eof ll1051116 STAMM, SH/NN0rk0URMQ3 (N301010 Ho a,I1P 11/IS/10 :10/1SJ SYSTEM .Manual SHANorv1+ua 191168 0 192 si,znnon 5j20/20 5 0 405 06/20 200 SYS Folder 12/23F2035 SJ 12,V200310 36 557 SNS 4106/20 0 Wit N.,as SO 16 ST 6e Unalterable Chain of Custody: Maintaining a solid chain of custody is one of the most important requirements in evidence management. EvidenceOnQ makes chain of custody automated and unalterable. The system also generates a customized chain of custody report that makes trial preparation automated, accurate, and efficient. CHAIN OF CUSTODY CASE. #: 14-005213 EVENT DATEIT/ME:. CASE TYPE. FELONY - VIOLENT EVENT ADDRESS- 447., JA40WIN CASE OFFICER. Ansari, Aisoou (0414) IiIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIIIIIIII ITESIA::1 FIREARM19S 3D,56507.41 RECOVERY LOCATION: GLOVE COMPARTMENT OF VEHICLE RECOVERED BY: Aguirre, Rich (351 DaPevTeame Lagged in Leder Stem mewed Po WI Lacatb 3/1 2:1.4 tK3835A&4 SHANNON TURNER TEMP EVIDENCE LOCKERS 3P2C12014 t K:4240ARt. SHANNON TURNER Removed Mom Temp Lockers 3/1 2 :1.4 t K 40:55A&4 SHANNON TURNER HANDGUN VAULT MGM 14 1/42 34€+Ni4 SHANNON TURNER JODY` EETRY r_ Fo/kow Up Released to detective for witness t ` ioxter,/iew 3/0023.14 t1:44:48A104 SHANNON TURNER RECEIVED NEW PORT RICHEY EVIDENCE 3/2C123:14 t tA5tDDAM SHANNON TURNER HANDGUN VAULT 3/2C120:14 t K 45 32AM SHANNON TURNER R0/eased to .aw11cr Case Closed Okay to release per 0A s office �' '�-, .`".,. ,�..:.,.. •- Lance tvls niermse End Chain of Cunt.* for Stem#: 1 rerc/ed to Case # 44-530 13 FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 13 of 35 EvidenceOnQ Crime Scene to Court Room Security and Policy Management: The EvidenceOnQ system requires a User ID and password to log in. A system administrator is able to create groups and to grant or deny permission to certain functionality to members of that group such as add, edit, transfer, etc. System policies can also be set for password expiration (or non -expiration), minimum password length, failed log -in attempts, strong passwords, and session control logout for inactivity. Additional options for user groups include: • Record Access — Agencies may choose to limit user groups from viewing records. Evidence in specific cases can be restricted if they are highly sensitive or confidential. Large agencies often create groups to restrict the view of evidence by the type of crime such as homicide, sexual assaults, etc. • Field Access — Fields on the customized profile screen can be disabled for user groups. For example, the property and evidence room personnel may have fields they use for their purposes, but do not apply to patrol officers. If a field is restricted, the user group does not see the field. • Report Access — Each user group is given access to specific reports. For example, officers may need access to the Property Report and Chain of Custody, where evidence personnel need to also access the Owner Letter and Auction Manifest. • Notes Log Subjects — Agencies can determine what Notes Log subjects can be used and viewed by member of a group. • Document Access — For agencies that have the eDocs module, user groups are given specific permission to view, upload, or download specific document types. Audit Trail: EvidenceOnQ automatically documents the date, time, and user in the unalterable audit trail for each record. The Audit Trail begins when the item is created. It shows any transfer, edit, or request made to that record. In addition to the function performed, it also contains the User Login and User Name of the user along with the the host name, IP address, and Windows user login. Record History.,',... Print Report. n Ty p Vest 8f16)2C718 4;51:24 PM 8116/2171$ 4. 1:24 Phl 5Y Transfer 8,�16,20T8' 4:45:25 PM 8/16/ 2018 4:45:26 PM STURNER Edo 8/16/2018 4:45:18 PM 8/16/2018 4:45:18 PM STURNER Transfer 8,/1612016 4:45:08 PM 8f16/2018 4"45:09 PM STURNER .508857N TURNER SHANN©8 TURNER S€1ANNC7N TURNER RPDF6 Nan, : Filxst hGame 0608.83 08ds0s Dser NT P01r/ :1 ::1 WebServer FIREARMS WI SHANNON-DELL. 192,168.1,194 Shannon '!!! SHANNON-DELL 192.168.1.134 Shannon p Lock REO"II}VED FO SH.ANNON'DELL 192.£68.L134 Request Module: The Request Module gives officers the ability to submit a request to the evidence personnel for a variety of reasons. For example, a request may be submitted to pick up evidence for court, check out for viewing, or to authorize the release. Many agencies use this feature for their officers to authorize the disposition of property, eliminating the need for paper authorization to be maintained. The requests are permanently documented in the audit trail of each item. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 14 of 35 EvidenceOnQ Crime Scene to Court Room Requests are immediately displayed on the Request Monitor. This provides the property room personnel the ability to view, sort and print "pull lists" to fill incoming requests. The Request Monitor can be configured to automatically refresh at set intervals and filter requests by certain criteria. The Request Monitor can be left running in a separate window while working in EvidenceOnQ or other applications. Request Monitor r" Select All ale dark I eguestor Code ,,.l_..__Regueskor 01 OKAY TO DESTROY 01 OKAY TO DESTROY 01 OKAY TO DESTROY 01 OKAY TO DESTROY 01 OKAY TO DESTROY 01 OKAY TO DESTROY 01 OKAY TO DESTROY 02 OKAY TO RELEASE 02 OKAY TO RELEASE 02 OKAY TO RELEASE 02 OKAY TO RELEASE 01 OKAY TO DESTROY UserName j IksmBsrcode I Current Location SHANNON TURNER 200600478 Shelf 6-1 SHANNON TURNER 200600480 SHANNON TURNER 200600493 SHANNON TURNER 200600506 SHANNON TURNER 200600508 SHANNON TURNER 200600522 SHANNON TURNER 200600524 SHANNON TURNER 200600009 SHANNON TURNER 200600028 SHANNON TURNER 200600029 SHANNON TURNER 200600038 SHANNON TURNER 200600009 SHELF 4 SHELF 4 Temporary Lockers Temporary Lockers TWIN FALLS PD EVID LOCKERS TWIN FALLS PD EVID LOCKERS Shelf B-1 Outside Bicycle Storage TIM SCANLAN Shelf 6-1 Shelf B-1 Reason CASE OVER - TIME SERVED - NO CODEFENDANTS CASE OVER - TIME SERVED - NO CODEFENDANTS CASE OVER - TIME SERVED - NO CODEFENDANTS CASE OVER - TIME SERVED - NO CODEFENDANTS CASE OVER - TIME SERVED - NO CODEFENDANTS CASE OVER - TIME SERVED - NO CODEFENDANTS CASE OVER - TIME SERVED - NO CODEFENDANTS Release to owner Turner only Release to owner Turner only Release to owner Turner only Release to owner Turner only C 1234567 11-1234567 11-1234567 11-1234567 11-1234567 11-1234567 11-1234567 09-7654321 09-7654321 09-7654321 09-7654321 09-7654321 5 7 11 16 17 24 26 4 6 C 4 Work List Management: The Worklist feature allows users to create and save a group of items with a common task. This may include evidence to be pulled for destruction, evidence waiting to go to the lab, items pending officer review, narcotics to be put into a court order, etc. This allows a user to work on a large project as time permits, continue to add to the ongoing work list. The list is recovered when the project is ready to be finished. This collection is associated with a user's login and is preserved even if the user logs off. - 4' Add Current Item Add All Items to Worklist Clear Worklist Show Worklist :'Query Worklist Items Worklist Actions.# General War- 44 44Lk+l E ld rfarcod Addtlonaldes pk on Remove this Item finm the workllst 200600350 PLASTIC BAG CONTAINING WHITE POWDER 200600351 PLASTIC BAG CONTAINING WHITE POWDER 200600353 200600355 200600356 200600357 200600358 200600359 200600361 200600363 200600365 200600366 PLASTIC BAG CONTAINING WHITE POWDER 9 mm shell casing taken From driveway PLASTIC BAG CONTAINING WHITE POWDER PLASTIC BAG CONTAINING WHITE POWDER PLASTIC BAG CONTAINING WHITE POWDER PLASTIC BAG CONTAINING WHITE POWDER PLASTIC BAG CONTAINING WHITE POWDER PLASTIC BAG CONTAINING WHITE POWDER driver's !tense taken from purse Items 1-168 From homicide - victim Data Import & Export, Mapping & Validation: The FileOnQ import utility allows records to be imported from one or more different outside data sources. This greatly reduces the amount of manual entry required. EvidenceOnQ comes standard with a fully configurable import utility that can match field for field from any ASCII delimited data file, which is then imported into the EvidenceOnQ system. This can be done as an automated, scheduled import or an import on demand. The export utility allows users to create, save, and run any number of export routines. Any data can be exported from the FileOnQ database. Imports can be for the purpose of a one-time conversion, such as converting the data from an existing database or spreadsheet. Imports can also be for an on -going daily process for adding new or updating existing records within EvidenceOnQ from another third -party application. The import utility also provides field data type validation, duplicated record validation, and data validation. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 15 of 35 �°k— m= E,,',����l�~ �� '`�� �� | Crime Scene to Court Room If customer chooses to setup an import prnoaoo between FileDnQ and another third -party application, they would be responsible for providing an ASCII delimited file(s) containing the fields they wish to import intoEvidenoeDnC>. Fi|e{}n(].Inc. will set upamapping between EvidenmaOn{l output 0e(o)utilizing the Import Definitions Wizard. All imports that are run, whether manual or unattended, produce log file. Any records that fail the import validation process will be listed in the log. All import logs are stored with a date and time stamp and can beviewed through the Import Log View. FUe0nQ will assist your agency in setting up the import ofyour old data. It is the responsibility ofthe agency's IT division to perform the actual import and clean up the records. FileOnQ can perform this task if the agency does not have sufficient IT support or nuoouroao. An estimate for this data import can be provided and incorporated into your proposal. /nQ"eld~ L st�hkut­e ~ ""=kO°°~­.­d. o WIN FJ �=.��~�~ F1 .�~/ ./ N—^r.l~a Ee­dl = — �Lb,m~^I � � ��� , He . Held ~�j ' Retention Module: One of the biggest challenges in evidence management is to establish a system for reviewing when an item is available for destruction, return to owner, auction, etc. Purging items from the evidence room is a lengthy, laborious process. In most caoeo, evidence is held much longer than required because there is nosystem inplace for routinely reviewing and purging evidence. The retention module enables agencies toset a review ordisposal date on evidence in accordance with their own policies or statutes. When the appropriate retention type is se|eotad. EvidenneDnC) will assign the correct review date. The review date can be modified throughout the process if certain cases are delayed in court or are pending appeal. Retention Code Mzunteriance w�°retention code and set its prop&bn*the *tal section; Code /Date Category /,eao'Months Days nocilnto` Non vol Creation neiDnV ^ ^ "^donycrimes | Found creaton Found Property o n 90 FNmProper* � nsd� oeatio" Misdemeanor / ^ 00 Misdernmrpor Cffenses `~ Safekeeping oow" SafckTep"o v v mProperty for Safekeepnu ( 1 Fl|oOnQ.|nc. Corporate Offices: 832Industry Drive Seattle, YVA88188—Phone 8OO'603-5802 Page 1Gof35 E,,',����l�~ �� '`�� �� | Crime Scene to Court Room Signature Capture: The EvdenceOnC) Signature Capture Module provides the ability to obtain digital signatures when transferring evidence. This allows a department toeliminate the need to hand -write receipts ormaintain signatures on paper for chain of custody. When using the signature capture module, only one signature is required nmgavd|eoo of how many items are being released. The system captures the digital signature and stores it as part of the unalterable chain of custody. A customized checkout receipt may be printed out at the end ofeach transaction ifrequired. . 410,41.�_­10_'_�°­ ___ .'* Batch Update: Evk1anoeOn(] allows for data to be changed or updated in a group. For axamp|a, if evidence is logged under the wrong case number, the items can be queried into a group and the case number changed all at once. Any field or combination of fields on the profile screen can be changed using the Batch Update feature. Addidona||y, the retention code, review date, or retention comments can also be changed using this feature. Inventory Module: - ­P�^n� fsp�­l |° I °] C-11J The inventory feature will allow inventory projects to be nbatod, paused, and started again. leaving the project open until you have time tnfinish UL You can also inventory multiple locations in one project. It also enables any number of separate inventory projects to be open and conducted at the same time. An inventory history will be maintained for each item that will document how many times it was inventoried and the status ofthe item atthe time nfthe inventory. Fl|oOnQ.|no. Corporate Offices: 8J2Industry Drive Seattle, VVA80108-Phone 80O'003-5802 Page 17of35 Evidence Crime Scene to Court Room Evk1anoe0nOviU maintain o oomp|aba history ofhow many inventories were oomp|abed, when they were oump|etad, and the disposition of each ham in each inventory. Notes and comments may be added to the inwsntory, allowing users to document any corrections or clarifications needed. All comments are date and time stamped to preserve the integrity of the inventory and the comments themselves. Comments may also be added in batch to items within an inventory. The detailed inventory report shows all specific details about the neport, the items miosing, all items accounted for in the invmntory, and the items that were found in the inventory that do not belong in that location. What is missing ~�°==17, XMI=*m= All items accounted for ^~M=°°�=="^",= ,—,�—J,�wF—,��~� DMUCj I What should not be there MobileOnQTM : MobileOnQ enables you to transfer items, obtain signatures, and perform inventories in remote locations where a computer may not be available. The mobile device can be synced using the docking station or can perform in "real time" using your wireless network with web services enabled on your server. ^ Checkout Synchronize Fl|oOnQ. Inc. Corporate Offices: 832 Industry Drive Seattle, VVA9O180—Phone 80O'003-5002 Page 1Oof35 Evidence Crime Scene to Court Room eDocs & Electronic Imaging Module: eDocs eliminates the need to make copies and store documents related to evidence: ➢ Owner documentation ➢ Crime lab reports ➢ Owner's driver's license or ID ➢ Court orders ➢ Existing chain of custody paper documentation eDocs utilizes a designated, shared folder or SQL database on the user's network to store these electronic documents. The user can view the documents by either double-clicking a document icon or the View button. The eDocs system communicates with the Windows OS telling it which application to open in order to view that document, such as Word, Adobe, Media Player, etc. Any type of document can be opened if the user has the proper application and permission. Document types and key words are fully searchable in combination with data on the profile page. Notification Module, including: Automated Disposition: The Disposition Notification Module automates the process of notifying officers to review evidence for disposition. As evidence comes up in a manual or automated retention review report that includes customized criteria, the system can be prompted to generate emails to the officers that includes a list of items to review. Included in the email is a link to the case and each item. When the officer clicks on the link, it will take them into the WebView application and enable them to choose the appropriate disposition for the evidence. The disposition descriptions can be tailored to meet the requirements of the agency, i.e. release to owner, destroy, hold, etc. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 19 of 35 Retention date assigned per department policy__ officer clicks on link to case evidence to authorize disposition 100104 race i ap di hef 10003638 iC 1101U.0 10003838 ❑ '10Q10O 10003838 EvidenceOnQ Crime Scene to Court Room When evidence comes up for review, the system will generate an email to the case officer with cases up for review P tr,Y That CO 010,-.0 COL EHinence Photo CD DNA DVD video EAdence Photos or crime scene EAdence mans of bl... When the officer selects a disposition either at the case level or the item level, it is immediately flagged in the system and automatically appears in the Request Monitor that is maintained by the designated evidence staff. From that request monitor, items can be sorted, selected, and printed into pull lists to take the appropriate action. The automated disposition automates and eliminates paper to ultimately purge property and evidence in a streamlined, timely manner. Workflow Notification Workflow Notification is the ability to set certain triggers within the system to have it take a specific action, send a notification, or restrict a certain action. In order to determine exactly how Platform Notification will be applied in an agency, a thorough evaluation of their policies and procedures needs to be done. The following examples show how Workflow Notification can benefit an agency: 1. An agency has a policy that when certain information is changed in the evidence system, specific people must be notified. This may include any number of methods such as sending an email, printing a new property report, making a phone call, etc. For example, any time a serial number field or case number field in EvidenceOnQ is modified, the system will automatically send an email notification to the records manager and the investigating officer that indicates the changes made. 2. When evidence is submitted and there is a discrepancy, such as being improperly packaged, automated notification will streamline the process of notifying the officer that a correction needs to be made. The evidence technician can make a Notes Log entry indicating the corrections that need to be made. This entry will trigger an email to the officer with the content of the notes log entry. EvidenceOnQ can be set to send a 2nd notice to the officer if the correction has not been made within X days. 3. In order to track the status of sexual assault kits and comply with statutory testing requirements, an agency may set up a notification trigger to have an email sent to the case detective notifying them when a sexual assault kit has been submitted to evidence. An email notification will also be sent to the detective any time the kit changes location, such as when it is sent to the lab and when it returns from the lab. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 20 of 35 Evidence Crime Scene to Court Room u ary The DigitalOnQ system, created by FileOnQ, is a powerful digital evidence management solution (DEMS) that will effectively address the unique needs of law enforcement today and into the future. DigitalOnQ is a fully dedicated, secure, on premise hybrid DEMS that simplifies the management of digital evidence. DigitalOnQ can integrate with and support numerous evidence data capture tools used by law enforcement agencies, which differentiates the solution from its competitors. The DigitalOnQ application is compliant with Scientific Working Group on Imaging Technology (SWIGT). It provides an easy upload process, comprehensive security, and broad search capabilities. FileOnQ uses the latest, most relevant Microsoft technologies and adheres to key industry standards. Adopting emerging technologies enables agencies to implement DigitalOnQ with logical, affordable, and proven steps. DigitalOnQ is a hardware agnostic application that allows users to utilize any storage media they desire. They can upload from any media source (i.e. network drive, Secure Digital (SD) cards, compact disc (CD)/digital versatile disc (DVD), body worn camera, in -car video camera) without being limited by a single vendor for digital media. It is the ideal solution to replace cumbersome CDs and DVDs and will eliminate the liability and time associated with storing files on physical disks. DigitalOnQ has been developed to comply with the highest standards in evidence management. FileOnQ has focused on reducing and streamlining common tasks such as data entry, evidence management, audits, and evidence disposal. Agencies that have implemented DigitalOnQ see substantial time savings and security in these areas. DigitalOnQ offers: • Both a desktop application for power users and an optional web application for end users. Both allow users to —upload, view, search, and download their digital evidence if they have the appropriate permissions. • Unlimited Reports — Customize any report to meet your unique requirements. • Notification System — Send notifications based on your criteria and needs. iitan Features DigitalOnQ will significantly reduce the labor and material costs associated with outdated methods such as downloading from memory cards and burning files to expensive and trouble -prone CDs and DVDs. Additional cost -savings come with eliminating packaging materials as well as the time currently spent booking and storing discs as physical evidence. DigitalOnQ provides the flexibility to upload and store digital evidence from various media types. This may include body -worn camera footage, car -video, proprietary FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 21 of 35 E,,',����l�~ �� '`�� �� | Crime Scene to Court Room surveillance footage, phutoa, and audio files — all stored in o central repository in their native format. DigitmUOmQ enables users to upload digital evidence in batches and then enter identifying iDfOnD3UOD and @SSigD security by using dnDD-dOvvO n08DUS, free -text fields, and classifications. DigitaUOmQ providesasecure, 10O96S\8/G|Tcompliant repository for all images, video, and other forms of digital evidence. |rnog* authentication processes one built-in, rnoWng original images preserved and tamper -proof. The digital file tracking logs every time o user views, edits, or moves a digital file. Capture and Ingest Evidence Upload Oigit8|C)n(] provides the flexibility to store all types Of media and allows agencies to group or associate evidence into categories bumeet the agency's processes. This may include 8crime classification, the location, 8detailed description, and the involved people. Batch upload Users can select and upload 8 single file or large grOup, regardless of the file type (oudio, video, digital irnagao, zip fi|eS, proprietary players, etc] All digital 0Vd8DQ8 files that are Up|O8d8d will be 8SSOCi8t8d with a case number aewell as o1hermatadgta fields such as involved people, case dates, location, description, etc. Nested digital evidence folders can be zipped and uploaded to maintain the folder structure. nNs K uw*wadImages to Demo ° Connected Dmam AW 2 A Internet shared storage P ,humuna/,o * Camara Facebook � Pictures w*w,�amm* f, Messenger w Office Lens � scrwe"shots v Metadeta associated with the case number can be pulled from a case management system through an integration API. The remaining information can then be entered by the user. As files are uploaded, theuser will be promoted to enter the mandatory metadatafields as designated by the system administrator Fl|oOnQ.|nc. Corporate Offices: 032Industry Drive Seattle, VVA90180-Phone 80O-003-5O02 Page 22 of 35 File EvidenceOnQ Crime Scene to Court Room M9.113.X. ZY=.114.1i2.^, Ofittriame, DigitalOnQ Web Upload Digital evidence can also be uploaded from in the field using the supporting web browser application, DigitalOnQ Web. This is an optional module and is sold separately. Control Evidence Authenticity DigitalOnQ manages the authenticity of files starting from the uploaded screen. All uploaded evidence is stored in its original format in the designated on- premise storage devices or the MS Azure government cloud. The original downloaded file is maintained and will never be altered. Any later modifications are shown as separate, modified files. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 - Phone 800-603-6802 Page 23 of 35 EvidenceOnQ Crime Scene to Court Room Authentication at upload DigitalOnQ will automatically check the authenticity of uploaded media and verify it was uploaded from the original source. If authentication fails, the system will request user verification to assure authenticity or to enter an explanation for the failure. This notation is documented in the chain of custody for the questioned file. Hash Value The system will hash the uploaded digital file and store the hash value in the database. The current hash value is constantly compared to the original value to validate the evidence has not been modified. Chain of Custody The system tracks every action taken against the digital evidence file, including view, print, download, etc. and register those actions in the database along with the user, time and date. This chain of custody is displayed next to every digital evidence file in full screen view in addition to a printed chain of custody report. If a copy of the digital evidence has been enhanced, the system will display a family tree outline of all the enhanced copies and their relationship to the original file, i.e. a child or a child of a child. An easily viewed icon displays the authenticity status of that file, alerting the user to any potential problems. For example, a file that has been altered without the knowledge of the system or an image that was enhanced and is not the original. A complete history of enhancements made on a file is tracked and stored in the unalterable chain of custody. It will reflect the difference between the original and any variations, as well as the user that made the changes. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 24 of 35 EvidenceOnQ Crime Scene to Court Room Organize and Manage Evidence DigitalOnQ offers easy to use search tools using numerous criteria: name, case number, type, date, photographer, and any metadata field. This eliminates searching through CDs and DVDs to find needed files. All files are easily viewed in a detailed thumbnail view with a one -click preview access. 1Nit Digital(' Cased: 2019` I.mestigator: Description; Global Search: 'iLe— Ptopetty: APertorrValue Annotation: Property Retort Image GG e': OngnarEge[s) locator: Operator: Vale: Gp &aro Clear Query Builder DigitalOnQ allows for more complex, specific searches through the query builder utility. These queries can be named and saved, allowing them to be quickly run again in the future. Users may choose any database field in the query or have the query prompt the user for a value. D FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 25 of 35 E,,',����l�~ �� '`�� �� | Crime Scene to Court Room Grouping Digita|OnQ gives users the ability togroup the results of query in mvirtual folder structure. For example, 7U| evidence in a case number, grouped byphotographer." That same query can also be grouped by |ouation, ouae tvoe, or any other available w Rr View/Watermark View Oigit8|C)n(] 8UOvvS designated USenS to view images in unmasked, full -screen mode. A|ternoUve|y, a security setting can be applied LO 8 user group tOforce-display 8 customized watermark mask prominently 8Cn}SS images when viewed. The watermark can display the agency's name, department |0AO and/or the |OQiO |D Of the Vi8VViOg US8[ The OO8Sk discourages users from photographing Or video capturing irn@g9S displayed in the DigitalOnQ system. In the full -screen display mode, image 0Htad@ba and 8 full chain Of custody for the selected digital file. MW =='=' � , Y users can also view the original Edit information Users can 8QSi|y modify C8S8 inf0mnGU0n that was entered incorrectly such as CGs8 number or location, or information that has changed due to case developments such as incident C|GSSifiC8tiOO' iOVO|med people, or file 8OOOt@tiOOS. Edits can be made to an individual image, @nentire query result set 0fimages, 0rt0Ggroup 0fselected images. Fl|oOnQ. Inc. Corporate Offices: 832 Industry Drive G*mttlo, VVA88188-Phone 800'803-6802 Page 26 of 35 E,,',����l�~ �� '`�� �� | Crime Scene to Court Room `~~ Classify With appropriate permissions, @ User may change the C|8SSdiC8tk}n Of 2 case Or 8 au|eutad group of evidence files within a case. Proper c|aaahivaUun ensures the retention policy is applied correctly to the digital evidence. Auueaa to evidence is also controlled by the crime classification, making accurate and updated case and data essential tOthe security Ofthe evidence. Annotate Users may add an annotation to individual files or on entire group of files. These annotations aid in organizing and retrieving the digital evidence. Annotations can be made sdthe time of upload, at later date, or modified as the need arises. Digito|C)nC) will document all annotation changes in the chain Ofcustody for each digital media file. I'll � `~� maw 11090 ~ Fl|oOnQ.|nc. Corporate Offices: 032Industry Drive Seattle, VVA8O188-Phone 80O-003-6002 Page 27 of 35 EvidenceOnQ Crime Scene to Court Room Provide Discovery DigitalOnQ provides options for sharing digital evidence to other entities and agencies, such as a prosecutor's office. Sharing can be done by authorized users in several ways, including printing and distributing copies or proof sheets, sending an email link to a temporary digital storage location, copying files to a shared drive, disk or USB drive, and granting case -specific rights to a user through a local account. Users may choose to share digital evidence in a case with another law enforcement agency or the prosecutor's office. The user clicks on share, enters the email address of the recipient, then shares the file. The system delivers an email containing a link that allows the recipient to log in and review the digital evidence. With permission, the evidence can be downloaded into a storage media file. When digital evidence is shared, all the metadata associated with the evidence is shared also. An agency may elect to store some digital files in a separate software application like body worn camera or in -car video systems. DigitalOnQ can link to case -related evidence in these applications and alert users that other evidence exists, without the need to download the files from the other system and duplicate their storage in DigitalOnQ. Burn and Download Authorized users may select images or videos to be burned to a DVD or CD. DigitalOnQ ensures no media copies are left on the local hard drive and verifies the burned media is a guaranteed working copy. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 28 of 35 EvidenceOnQ Crime Scene to Court Room Print Users can print individually selected files or an entire query -result group at once. Print options include thumbnails, 2x2, 3x3, 4x3, or full page. Printed images can be grouped by case number or photographer, with an option to include all metadata and chain of custody. Mg,t4 Generate Derivative Evidence Enhance DigitalOnQ offers a light image enhancement utility that allows minor enhancements on digital images. These include options such as: crop, rotate, apply grayscale, add arrows and shapes, etc. The enhanced images are associated with the original (parent) file and saved as a separate child copy. An enhancement history is saved to the chain of custody of the new child image showing the steps taken for enhancement. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 29 of 35 EvidenceOnQ Crime Scene to Court Room Manage digital evidence life cycle Establish Retention Rules A retention period can be assigned to digital evidence. This review period is usually based on the classification of the crime and can be set by the user. When retention periods for digital evidence expire, the system can send an email notification to a designated user. Users may also perform a query for all evidence with expired retention dates. Disposition / Expungement DigitalOnQ will monitor expired retention periods and alert a specific user or a designated group to take action. All routines to archive or move can be easily overridden and run manually with one click of a button. In addition, a query result archive function enables the user to run a query, select the entire result or a subset of the result, then manually archive or move the selection. Digital evidence can be purged from DigitalOnQ in several ways. Eligible evidence can be deleted automatically by the system at the end of its assigned retention period. Another option is to notify the user of evidence that is ready for removal, enabling an authorized user to manually delete the files. The functionality and flexibility of DigitalOnQ ensures agencies are compliant with purging policies and procedures. It also provides security controls for appropriate authorization prior to evidence being deleted. Digital evidence files can be completely deleted from the system along with the associated database records. Another option is to delete the original files only, keeping all other information, including the chain of custody and metadata, for archival purposes. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 30 of 35 yste � &rninistrotimn Evidence Crime Scene to Court Room Administrator The Administration settings enable o DigUo|C)n{J administrator to set user group permissions and restrictions by o||nvving or denying certain functionality. Permission settings control system processes such as print, vigxv, burn, delete and annotate. Authorized system administrators may also configure the watermark settings, evidence media storage vo|ume, classification values, and evidence retention settings. Fl|oOnQ.|nc. Corporate Offices: 032Industry Drive Seattle, VVA9O188-Phone 8OO'003-6002 Page 31 of 35 Evidence Crime Scene to Court Room aintenance anort: At FileOnQ we are committed to do everything necessary to ensure you are completely satisfied with our product and support. The first 12 months unlimited maintenance, support, and training is provided with the purchase of your EvidenceOnQ System. This includes: ✓ Free in -version upgrades ✓ Unlimited telephone and online support ✓ Unlimited training via telepone and web-converence ✓ Bug fixes or new build patches ✓ Loaner hardware if needed ✓ Assistance with developing new policies and procedures ✓ Access to the EvidenceOnQ website with training videos and tools With annual maintenance and support our customers receive in -version improvements and enhancements totally free of charge. When a support need arises, you will appreciate our direct line via our 800 number as well as our live On -Line Web Support Meeting Center. Email: Support fileonq.com Phone: 1-800-603-6802 select 4 from the menu Agencies that maintain annual maintenance and support contracts are routinely provided with deep discounts for new products being introduced. EvidenceOnQ customers overwhelmingly agree that the ongoing maintenance, support, and training improve their system use and departmental productivity to the extent that the investment pays for itself several times over. FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 32 of 35 EvidenceOnQ Crime Scene to Court Room 50% down payment due at time of order. Balance due after system installation. QTY. SECTION 1: Software Licenses and Seats — TOTAL: $76,245.00 1 EvidenceOnQ 7.1 Application Software License: Single Database/Application for up to 1 million records Utilizing SQL Server Database (provided by customer) and WebView utilizing IIS server (provided by customer) 10 Concurrent User Licenses Included 1 MobileOnQ module plus software for 1 Motorola MC67 devices 1 Workflow notification module, including automated disposition notification and configuration of 3 triggers. 1 eDocs and electronic imaging module 1 Audit Compliance Report SECTION 2: Hardware - $3,965.00 2 Topaz T-LBK755 Signature Pad with 4X3 LCD 10 Case of 4x2" thermal transfer labels (4 rolls per case @ 1,100 labels per roll) 7 Case of thermal transfer printer cartridges (6 per case) 1 Motorola MC67 handheld mobile PDA with docking station SECTION 3: System Implementation and Training - $'17,240.00 1 EvidenceOnQ Tailored Application Configuration, population of user groups and permissions, locations, and lookup values 6 Days on site to provide training. Includes travel and per diem costs. Includes training sessions, assistance with developing new procedures, and training materials 8 Custom Tailored Reports: Property Report, Notification Letter, Chain of Custody, Checkout Receipt, Disposition Notification, Standard List, Property Room.com Manifest, WSP RFLE Lab Request SECTION 4: Professional. Services - 7,500.00 1 Data Import from Porter Lee, Spillman, and DEC evidence systems. Extracted data provided by customer in a tab delimited text file. Customer will do data clean up as necessary. 1 Integration with Spillman RMS system 1 Integration with Active Directory S SECTION 5: DigitalOnQ - 87,395.00 1 DigitalOnQ license for up to 100,000 uploads per year, 15 concurrent user licenses, all features and functionality included in this proposal. 1 Integration with Veripic, import existing digital files into DigitalOnQ S SECTION 5: Annual Maintenance and Support - 't4,600.00 1 12 Months maintenance and support for software and license ($13,700) 1 12 months maintenance and support for integration with Spillman ($900) Beginning year two, DigitalOnQ maintenance and support will be billed at $8,990 TOTAL INVESTMENT CONSIDERATION EVIDENCEONQ: Cash discount until 12.31.2019 (WA sales tax will be added) $216,945.00 - 40,000.00 TOTAL $176,945.00 FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 33 of 35 Evidence Crime Scene to Court Room NOTE: The products and services outlined in this proposal were also provided to Snohomish County, Washington based onthe bid award toFi|eOn{Junder RFIP 20-18SBand signed contract dated August 14.2010. The City of Yakima is making the purchase of EvidenceOnQ and DigitalOnQ based on the piggyback clause included inthe Snohomish County contract. Fl|oOnQ. Inc. Corporate Offices: 832 Industry Drive Goottlo, VVA98180—Phone 800'003-6002 Page 34 of 35 Evidence Crime Scene to Court Room System Requirements Hardware Pentium 4 or higher (Xeon [Core i3/i5/i7] recommended) 2 GB RAM (8 GB recommended) 2 GB disk space SVGA display (1024x768 or higher SQL Server SQL Server 2012 SQL Server 2014 SQL Server 2016 SQL Server 2017 Either Express, Standard or higher editions Operating System The following editions of Windows Server are supported: Windows Server 2012 Windows Server 2012 R2 Windows Server 2016 Software Network Windows Networking using TCP/IP, UNC Name resolution (DNS) Shared UNC path for shared settings Other PDF viewer software (such as Adobe Reader) If adding WebView or MobileOnQ Internet Information Services (IIS) 7 or higher .NET Framework 4.0 Windows Networking using TCP/IP If adding eDocs Disc Space dependent on number and content of documents stored If adding DigitalOnQ 8 GB RAM (12 GB recommended) Disc Space dependent on number and content of documents stored SQL 20012 or above required DESKTOP The following versions of Microsoft Windows are supported: Windows 7 Windows 8.0 Windows 8.1 Windows 10 .NET Framework 4.0 Internet Explorer 8.0 or higher PDF viewer software (such as Adobe Reader) Hardware Pentium 4 or higher 1 GB RAM (4 GB recommended) 400 MB disk space SVGA display (1024x768 or higher) If adding MobileOnQ Windows Mobile Device Center (on PC with docking station) If adding DigitalOnQ 4 GB RAM (8 GB recommended) .NET Framework 4.5 FileOnQ, Inc. - Corporate Offices: 832 Industry Drive Seattle, WA 98188 — Phone 800-603-6802 Page 35 of 35