St. Louis County Police Department Request for...

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COLONEL JERRY LEE Chief of Police St. Louis County Police Department 7900 Forsyth Boulevard Clayton, Missouri 63105

St. Louis County Police Department

Request for Proposal RFP - 2008-01

Laboratory Information Management System LIMS

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1. Introduction.................................................................................................. 5

2. History and Background of the St. Louis County Police Department .... 6

3. Laboratory Overview.................................................................................. 6

4. Current Conditions ...................................................................................... 8

4.1. Laboratory Application Environment ....................................................... 8

4.2. Information Technology Architecture ....................................................... 8

5. Anticipated Server and Configuration....................................................... 9

6. Instrumentation, Computers and Networking Currently in use........... 10

7. Hardware and Peripherals Recommended For Implementation.......... 13

8. Proposer Qualifications ............................................................................. 13

9. Proposer employee requirements/qualifications:.................................... 14

10. Project Management Resource ................................................................. 15

11. Qualifications of the Project Management Resource shall include: ..... 15

12. Proposer’s clarification relating to the Project Management Resource16

13. Summary of Current Laboratory Workflow.......................................... 18

13.1. Chemistry Section...................................................................................... 18

13.2. Biology Section and DNA .......................................................................... 20

13.3. Firearms Section (Firearm & Toolmark Section Workflow) ................ 23

13.4. Property Control........................................................................................ 26

14. Report and Worksheet Development ....................................................... 26

15. Integrations and Interfaces....................................................................... 27

16. System Design – General Functional Requirements table ..................... 29

17. Security and Electronic Signature ............................................................ 57

18. Training....................................................................................................... 58

19. Testing ......................................................................................................... 60

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20. Operations Back Up/Recovery and Disaster Recovery Plan ................. 60

21. System Documentation and Manuals ....................................................... 60

22. Knowledge Transfer .................................................................................. 60

23. General ........................................................................................................ 60

24. Indemnification .......................................................................................... 62

25. Insurance..................................................................................................... 62

26. Insurance Options (Awaiting confirmation from Risk Management) .. 63

27. Risk During Equipment/Software Storage and Installation.................. 64

28. Entire Agreement Clause .......................................................................... 64

29. Identification of Parties to the Agreement Clause.................................. 64

30. Agreement Extension and Modification Clause...................................... 65

31. Term and Termination Clause ................................................................. 65

32. Applicable and Governing Law Clause ................................................... 65

33. Freedom of Information Act ..................................................................... 66

34. Confidentiality ............................................................................................ 66

35. Title and Confidentiality ........................................................................... 66

36. Notices Clause............................................................................................. 67

37. Survival Clause........................................................................................... 67

38. Force Majeure Clause................................................................................ 68

39. Incorporation by Reference ...................................................................... 68

40. Patents, Copyrights, and Proprietary Rights Indemnification.............. 69

41. Nondiscrimination by Proposers or Agents of Proposer........................ 70

42. ADA Compliance........................................................................................ 70

43. Effect of Regulation ................................................................................... 70

44. Annual Maintenance and Support Fees................................................... 71

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45. Service Level Agreements ......................................................................... 72

46. Payments and licensing models................................................................. 72

47. Source Code and Version Management................................................... 74

48. Deliverables................................................................................................. 74

49. Instructions to Proposers .......................................................................... 75

50. Response Requirements............................................................................. 76

51. Evaluation of proposals and award criteria ............................................ 77

52. Anticipated Options ................................................................................... 79

53. Proposal pricing and fees .......................................................................... 79

54. Contract requirements of the successful Proposer................................. 80

55. Billing/Invoicing ......................................................................................... 81

56. Contract Template and Submitting Authority........................................ 82

57. Appendix ..................................................................................................... 83

57.1. Lab Automation Study .............................................................................. 83

57.2. Specific Hardware/ requirements ........................................................... 116

57.3. Costing Table............................................................................................ 118

57.4. Important Dates ....................................................................................... 119

57.5. Sample Evidence sheet............................................................................. 120

57.6. Acronyms Used......................................................................................... 121

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St. Louis County Police Police Crime Laboratory Information Management System

Request For Proposal (RFP) RFP - 2008-01

Proposal Date: March 21, 2008

1. Introduction

1.1. St. Louis County is soliciting proposals for a “close to out-of-the-box” forensic police crime laboratory information system from an ISO accredited organization to track evidence, manage the scientific analysis, retain in an electronic format the findings of such analysis and prepare reports as required by ASCLD/LAB, ISO 17025, NIJ and contributing law enforcement personnel. Organizations that are not ISO accredited will be disqualified. Modifications to an “out-of-the-box” system may be required to meet our business practice as it relates to the collection and introduction of evidence to the Crime Lab or Property Control – not the scientific documentation, analysis and reporting requirement. The proposal must also identify a project management resource that is familiar not only with the software used by the provider, but also with the 2005 Needs Assessment Study (see Appendix Section 57.1.) conducted by Lab Automation Solutions, Inc.

We envision project management services to be for 30 days beyond the project’s initial implementation, which would include the completion of the implementation, or going- live at the conclusion of phase 1. Dedicated IT personnel from the County will assist in implementation as well as ongoing routine maintenance. Our target go- live date is November 17, 2008.

The broad goals and scope of the project currently includes the following areas and business processes:

?? ISO Compliant software meeting all ISO 17025 laboratory requirements and ASCLD/LAB documentation and reporting requirements.

?? Bar code evidence with electronic entry (through a non-proprietary web-based file or application pre- load), retrieval, tracking and final disposition.

?? Accommodate chain of custody requirements for evidence seized and relinquished from a paper record.

?? Access for contributors to view status of submissions and specific case results through a secure network or automate a notification process through active directory or other means.

?? Create and associate Crime Lab reports with the related and respective police report.

?? Case management to include statistical reports reflecting workload, current crime trends and NIJ reporting requirements.

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?? Conduct inventory, chain-of-custody audits and create disposition letters. ?? Integration with scientific instruments to generate automated laboratory

analysis reports to include document imaging, e-filing and workflow automation for the above processes.

?? Have the ability to export to or be imported from the Department’s records management system (CARE).

?? Provide for a broad range of search capabilities (i.e. evidence type, offense, location, victim, suspect, officer, agency, etc.).

?? Have the ability to integrate if necessary with Microsoft SharePoint 2007.

1.2. The selected proposer must demonstrate a broad knowledge and experience in providing Laboratory Information Management System project management, business process, change management, and related consulting/implementation services to peer Police Crime Lab organizations. This initiative will be a planned or phased implementation. Specific expectations of the proposer are detailed in the System Design functional table (Section 16) and Deliverables (Section 48) below.

1.3. While the County intends to proceed with this RFP process, the County does not

guarantee that it will contract for any or all intended services described herein. While it is the County’s intent to move forward with all components of the project, it may be necessary to focus on those components or phases that have the highest value and/or priority from the County’s perspective.

1.4. Due to the project timelines, the proposer must have a project manager/firm identified

prior to the response and in-place ready to be deployed at within 4 weeks of the signing of a contract.

2. History and Background of the St. Louis County Police Department

This information can be found on our web site: www.stlouisco.com/police and http://www.stlouisco.com/police/PDFDIR/Reports/05annual.pdf

3. Laboratory Overview

The St. Louis County Police Department’s Police Crime Laboratory system is located at 111 South Meramec Avenue, Clayton, Missouri and is staffed with a total of 14 examiners (bio logy, chemistry, firearms) and one evidence technician. Supporting the Crime Lab is the Department’s Property Control Section, consisting of two Department members, who receive evidence from the lab for retention or destruction as well as respond to the Department’s precincts to pickup items of evidence for safekeeping. Normal operating hours are 8:00 AM – 4:30 PM, Monday through Friday.

The lab offers a full range of services to not only the Department’s 800 commissioned police officers deployed from seven precincts, 20 contract municipal locations and assignments from various units and bureaus within the Division of Criminal Investigation, but receives and evaluates evidence from over 60 local police departments within the County of St. Louis.

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The current Crime Lab facility was established in the late 1980s and because of the growth since that time, we anticipate proposing a bond issue in 2008 for a larger facility. Evidence is constantly transferred from these members to the Police Crime Laboratory for the required examinations. In 2005, 8,200 cases were submitted to the Crime Lab for examination. In 2006, the Lab received 7,600 pieces of evidence from our Department and 8,100 pieces of evidence from contributing municipalities. In 2007, the Lab completed 8,500 cases; 17,800 items of evidence were analyzed and 50,200 tests performed. The Property Control Unit currently receives about 6,000 items a year and disposes evidence at a slightly higher rate. Although substantial, these numbers do not accurately portray the magnitude of the evidence-tracking task faced by our laboratory. This is due in part to the phenomenal increase in the DNA case submissions and required tests.

The overwhelming, and continuing, increase in demands on evidence control has made the acquisition of a modern LIMS mandatory for the Police Crime Laboratory. Because of court decisions many items of evidence will be held for exceedingly long periods of time – in some cases never to be destroyed. Additionally for a variety of reasons, many of these items of evidence cannot be released to the originating police jurisdiction. As diverse and wide spread as our contributing agencies are, communication of lab results, reports and status of evidence becomes a painstaking effort. All of these factors support the proposed LIMS system model of a network supported program which would afford us the efficiencies of bar coding as well as a means for police officers on a distributed and secured network to both pre- load and review lab reports without proprietary or cost of licensed software. A network server model will ensure the Police Crime Laboratory will be able to continue to conduct operations more efficiently and communicate their findings without delay. This replicated style database system will ensure data against loss, regardless of the status of the network, or individual servers. The best-case scenario for maximizing the capabilities of a LIMS package is the implementation of a distributed network model system with redundancies in the databases that would allow a lab report to be exported to, or imported from and integrated with our Department’s records management (CARE) system while at the same time have the availability of enforcement personnel with access through a secure network to electronically submit an evidence receipt by means of a pre-formatted electronic document to pre- load the LIMS system as well as the ability to view results of their respective submission. This model must also ensure the laboratory system will be protected from data loss and downtime due to telecommunications network outages or individual server failures as well as provided for the chain of custody concerns when collecting both paper and electronic submissions. This initiative will be a planned or phased implementation as outlined and agreed to by both the proposer and County.

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4. Current Conditions 4.1. Laboratory Application Environment

The Crime Lab currently utilizes a Microsoft Access based application on a 2005 Microsoft SQL Server DBMS for its business process. This system does not interface with the Department’s record management system (CARE), the Department’s Computer Aided Dispatching system, or the Department’s Digital Imaging Management library, however web access was developed to provide a finding of case analysis. We do not intend to integrate the existing system or data with/to the new application.

Our ultimate vision is to integrate or communicate with the selected lab system to collect limited information from evidence receipts in order to eliminate re-entry of data into the LIMS and to export laboratory reports to our Department’s police records management system (CARE).

4.2. Information Technology Architecture 4.2.1. The County’s present computing architecture is composed of an IBM S/390 main

frame, operated by REJIS, a server data center at the Clayton campus and file/print servers and appliances located at various other locations within the County. Most County locations have 10/100 Mb/s Ethernet Local Area Networks, using Category 5/5e/6 cabling, linked to the data centers by a WAN with VPN. The County’s main Clayton campus LAN is Gigabit Ethernet with Cisco routers.

4.2.2. User workstations are primarily Intel PC’s with Microsoft Windows® (XP and

Vista) operating systems. Microsoft Office® is our office system standard. Servers are primarily, but not exclusively Windows Server 2005. We also currently use Microsoft Exchange/Outlook 2003 and Active Directory. We intend to upgrade to Microsoft Exchange/Outlook 2007 by the end of the year. Our network protocol is TCP/IP. Our major database is MS SQL Server 2005. Some remote access is over a VPN.

4.2.3. Our web development standards are Microsoft .Net and XML. Other standards

are:

Item Standard E-checks or web-initiated payments Electronic Clearinghouse, Inc. (ECHO) Geographic Information System (GIS) ESRI Enterprise Content Management (ECM) SharePoint Mobile device operating system Windows Mobile 5.0 Reporting Tools Crystal Reports Web Browser Microsoft Internet Explorer 7.0

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User PC Dell: desktops & laptops Gateway: desktops & laptops

Servers Dell 5. Anticipated Server and Configuration

The Proposer is required to provide the following specific information. This will be used in the evaluation process. Proposers should identify where conflicts may exist between their solution and current technologies being used in the County.

5.1. Hardware and Storage Environment - Describe the proposed computer hardware

and storage environment/architecture to support the LIMS system. In the event that there are multiple computer systems/configuration/architecture available, list all options. Indicate which is the preferred hardware platform and why. List the conditions in which the preferred hardware platform would change. A hardware configuration, which takes into account the size of the County, application modules, database size, and anticipated growth, must be provided.

5.2. Specify server(s); storage and other hardware (e.g., application accelerators, etc)

required to operate your proposed system. The minimum hardware requirements for a user PC. Will the system, or components of it, that you are proposing operate fully supported by you on a Dell blade server, with SAN (Storage Area Network Support)? Does your proposed system interoperate with this? Fully identify the proposed technical architecture to include any and all proposed database server(s), application server(s), testing/training server, firewall(s), web server, web browser, minimum workstation requirements, remote access, wireless connectivity, network connectivity to LANs and WAN, etc.

5.3. Identify the communication protocols and networking requirements that are

required for implementation and operation of the proposed system. In the event that there are multiple communication systems and/or protocols available, list all recommended options. Take into account the County’s current WAN and remote computing requirements and indicate what changes are required or recommended.

5.4. Identify the development tools and methodology used by the Proposer in

designing, developing, maintaining, and enhancing the application system. If specific CASE or Object-Oriented tools are used, provide the name, version, and Proposer name providing the tools.

5.5. In the event that remote access is desired, describe the following with respect to

remote access capabilities: 5.5.1. Identify how your solution supports mobility needs including field use and

remote-access use and can your system be used with a recommended Pocket PC, notepad or Smartphone (i.e. HP iPAQ, Palm Treo 700w, Motorola Q, or

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equivalent using the MS Windows Mobile 5.0 or 6.0 operating system)? If yes, provide details.

5.5.2. What are the remote access capabilities of your proposed system? Can your

system be remotely accessed using a Cisco VPN or web interface? Describe the methods supported (MS Terminal Services, web-access, SSL VPN, etc).

5.5.3. Does the proposed solution use XML, Microsoft Exchange/Outlook e-mail,

instant messaging, Microsoft.Net or SharePoint in your product or interoperating with it?

6. Instrumentation, Computers and Networking Currently in use

6.1. COMMANDER’S PC

6.1.1. Gateway PC – Networked to Lab System.

6.2. FRONT COUNTER 6.2.1. Gateway E4000 – Networked to Lab System. 6.2.2. Printer – HP LaserJet 4000N – Stand alone – Connected to above PC only

(#6.2.1.) 6.2.3. Copier/Fax Machine – Toshiba Super G3 – Networked to laboratory PC’s. 6.2.4. Balance #9 – A & D Company – Stand alone to printer below. 6.2.5. Printer – Eltron 2642 – Stand alone to Balance #9 above.

6.3. BIOLOGY / DNA SECTION 6.3.1. Scientific Instruments:

6.3.1.1. ABI 310 CE#1 – Stand alone to computer below. 6.3.1.2. Dell Computer – Stand alone to ABI 310 CE#1 above. 6.3.1.3. ABI 310 CE#2 – Stand alone to computer below. 6.3.1.4. Dell Computer – Stand alone to ABI 310 CE#2 above. 6.3.1.5. ABI 310 CE#3 – Stand alone to computer below. 6.3.1.6. Dell Computer – Stand alone to ABI 310 CE#3 above. 6.3.1.7. ABI Real Time PCR 7500 System – Stand alone to computer below. 6.3.1.8. Dell Laptop Computer – Stand alone to ABI PCR 7500 above. 6.3.1.9. Printer – HP 4600N – Networked to Instruments – above. 6.3.1.10. ABI GeneAmp PCR 9700 – Stand alone, no computer. 6.3.1.11. ABI GeneAmp PCR 9700 – Stand alone, no computer. 6.3.1.12. Qiagen EZ1 Extraction Robot – Stand alone, no computer. 6.3.1.13. Qiagen EZ1 Extraction Robot (Purchase Pending) – Stand alone, no

computer.

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6.3.2. Computers & Printers – Biology / DNA Section: 6.3.2.1. CODIS Client Computer – Dell – Stand alone, CJIS/WAN only. 6.3.2.2. CODIS Server – Dell Server – Stand alone, CJIS/WAN only. 6.3.2.3. PC – Dell Computer – Networked to Lab System. 6.3.2.4. PC – Dell Computer – Networked to Lab System. 6.3.2.5. Laptop – Dell Computer – Networked to Lab System. 6.3.2.6. Printer – HP 4700N – Networked to Computers above 6.3.2.7. Printer – HP 4000N – Networked to CODIS Computers & Dell PC above. 6.3.2.8. PC – Gateway Computer – Networked to Lab System. 6.3.2.9. Printer – HP LaserJet 5N – Networked to Lab System. 6.3.2.10. PC – Dell Computer– Networked to Lab System, also connected to Leica

Microscope camera on the Biology bench. 6.4.CHEMISTRY SECTION

6.4.1. Scientific Instruments:

6.4.1.1. Agilent 6890 Gas Chromatograph/5973N Mass Spectrometer (GC/MS). 6.4.1.2. Agilent 6890 Gas Chromatograph/5973N Mass Spectrometer (GC/MS). 6.4.1.3. Agilent 6890 Gas Chromatograph (GC) – Used for both Chemistry,

Quants and Ignitable Liquids Analysis. 6.4.1.4. Thermo-Nicolet Avatar 370 FT-Infrared (FT-IR). 6.4.1.5. Thermo-Nicolet Smart Orbit 380 FT-Infrared (FT-IR). 6.4.1.6. Agilent 6890N Gas Chromatograph (GC) / 7694 Headspace Sampler. 6.4.1.7. Agilent 7890 Gas Chromatograph / 5975C Mass Spectrometer (GC/MS).

All scientific instruments have a dedicated PC and Printer. They are all independent with no network or communication connectivity.

6.4.2. Computers (PC) and Printers in the Chemistry Section:

6.4.2.1. Gateway PC – Networked to Lab System. 6.4.2.2. Gateway PC – Networked to Lab System. 6.4.2.3. Gateway PC – Networked to Lab System. 6.4.2.4. Gateway PC – Networked to Lab System.

These four (4) PC’s are connected to the Laboratory network system (no connections to any scientific instruments) and utilized for report writing. The computers are networked to the general laboratory printers, detailed in the Firearms Section.

6.4.2.5. Dell Laptop – To be connected to the Laboratory Network System. 6.4.2.6. Dell Laptop – To be connected to the Laboratory Network System.

6.4.3. Additional Equipment Utilized in the Chemistry Section:

6.4.3.1. Balance #5 – Connected to Printer above. 6.4.3.2. Zebra Printer 2722 (105617) – Connected to Balance #5 only. 6.4.3.3. Balance #6 – Connected to Printer #105615 only.

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6.4.3.4. Zebra Printer 2722 (105615) – Connected to Balance #6 only. 6.4.3.5. Balance #4 – Connected to Printer #105616 only. 6.4.3.6. Zebra Printer 2722 (105616) – Connected to Balance #4 only. 6.4.3.7. Balance #3 – Connected to Printer #105614 only. 6.4.3.8. Zebra Printer 2722 (105614) – Connected to Balance #3 only.

Chemistry Items #6.4.3.1. to #6.4.3.8. do not have any network connections or inter-connectivity with any other equipment or instruments.

6.4.3.9. Balance #8 (Floor Scale) – Dedicated to below printer (#6.4.3.10.). 6.4.3.10. Printer – Eltron 2642 – Dedicated to above Balance (Not networked –

#6.4.3.9.).

6.5.FIREARMS & TOOL MARK SECTION 6.5.1. Scientific Instruments:

6.5.1.1. NIBIN/IBIS Firearms System – Stand alone, Dedicated non-Network connection.

6.5.1.2. HP LaserJet 2200D Printer – Stand alone to above NIBIN/IBIS System.

6.5.1.3. Leica Firearms Comparison Microscope – Stand alone system connected to below dedicated Dell PC and HP Printer.

6.5.1.4. Leica Firearms Comparison Microscope – Stand alone system connected to below dedicated Dell PC and HP Printer.

6.5.1.5. Dell PC – Dedicated to above Leica Microscopes and below HP Printer 6.5.1.6. HP PhotoSmart 7960 Printer – Dedicated to above Dell PC 6.5.1.7. HP Scanjet 8200 Scanner – Dedicated to above Dell PC 6.5.1.8. Balance #7 – Stand alone, not networked or connected to a printer.

6.5.2. Computers (PC) and Printers in the Firearms & Tool mark Section:

6.5.2.1. Gateway PC – Networked to Lab System 6.5.2.2. Gateway PC – Networked to Lab System 6.5.2.3. Gateway PC – Networked to Lab System 6.5.2.4. Gateway PC – Networked to Lab System 6.5.2.5. HP 4350N Printer – Networked to Lab System

6.6.PHOTO SERVICES SECTION (not envisioned to be part of the LIM system)

6.6.1. Digital Imaging Equipment:

6.6.1.1. Noritsu QSS-3211 Digital Printer Processor with built- in PC – Independent stand alone equipment, but “networked” to the Photo Section’s PC’s only.

6.6.1.2. Noritsu QSF-V30 Film Processor – Independent stand alone unit, without PC connection.

6.6.1.3. Avid Ocean System Video Analysis System, with PC – Independent stand alone unit without any network connectivity.

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6.6.2. Computers (PC) and Printers in the Photo Services Section: 6.6.2.1. Gateway PC – Networked to Lab System and Noritsu Digital Printer

Processor and Epson Stylus Pro Printer. 6.6.2.2. Gateway PC – Networked to Lab System and Noritsu Digital Printer

Processor and Epson Stylus Pro Printer. 6.6.2.3. Gateway PC – Networked to Lab System and Noritsu Digital Printer

Processor and Epson Stylus Pro Printer. 6.6.2.4. Dell PC – Stand alone unit, not networked at this time. 6.6.2.5. HP LaserJet 4200N Printer – Networked to Lab System. 6.6.2.6. HP Color LaserJet 5500N Printer – Networked to Lab System. 6.6.2.7. Epson Stylus Pro 7800 Printer– Stand alone and connected to Photo

Services Section’s Gateway PC’s only. 7. Hardware and Peripherals Recommended For Implementation

See Appendix section 57.2.

8. Proposer Qualifications

8.1. The proposer must include the following information on the proposer's corporation and each subcontractor if any. The discussion shall include the following:

8.1.1. Date established; 8.1.2. Date of ISO certification; 8.1.3. Ownership (public, partnership, subsidiary, etc.); 8.1.4. Number of personnel, full and part-time, assigned by function to this project

8.2. Subcontractors: The contractor shall be the sole source of contact for the contract.

The proposer is totally responsible for all actions and work performed by its subcontractors. All terms, conditions and requirements of the contract shall apply without qualification to any services performed or goods provided by any subcontractor.

8.3. Qualifications: A description of the proposer's qualifications and experience

providing the requested or similar service including resumes of personnel assigned to the project stating their education and work experience. The proposer must be an established firm with ISO Accreditation and recognized for its capacity to perform and deliver without cost overruns. The proposer must be capable of mobilizing sufficient personnel to meet the deadlines specified in the Request.

8.4. Experience: All proposers must have a minimum of ten (10) years continuous active

participation in the applicable industry as a distinct company, providing equipment and systems comparable in size and complexity to the equipment and systems specified. Proposer may be required to furnish information supporting the capability to comply with conditions of the proposal and fulfill the contract if receiving an award of contract.

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9. Proposer employee requirements/qualifications: 9.1. The proposer’s consultants should have extensive and recent (within the past twenty

four months) Laboratory Management System experience in the areas covered in the Statement of Work section. Moreover, the proposer should also have extensive business experience in their areas of expertise.

9.2. The proposer shall describe its commitment to maintaining consultant continuity for

the duration of the project. In the event of unplanned turnover, the proposer sha ll describe their process for a timely and transparent turnover that provides the same level of skills and knowledge of the previous member.

9.3. The proposer shall provide:

9.3.1. A proposed project management resource and their roles as part of their RFP

response. 9.3.2. A list and description of managers and their capability to staff and supervise an

engagement team 9.3.3. The resumes of managers and project management resource will be assigned to

this project without substitution unless given prior written consent by St. Louis County. For each proposed manager, the degree of applicable Laboratory Management System project management and consulting experience, business experience and related certifications must be clearly stated. Does the Project Management Institute (PMI) certify the person(s) you propose as a project management resource? Are you agreeable to identifying at least two candidates for the County’s review as a project manager prior to approval and acceptance of an agreement?

9.3.4. The proposer shall, upon request and within a reasonable time, make its proposed

manager(s) available to St. Louis County for telephone and/or in-person interviews. St. Louis County will maintain the right of refusal for any member assigned to the project.

9.3.5. Anticipated level of use of subcontractors. The proposer must commit to the use

of its own employees for the project. The level of use of subcontractors must be stated and is subject to approval by the County.

9.3.6. Certification of confidentiality. The Consultant will exercise discretion and

confidentiality at all times during the performance of the contract. Will all parties agree to a confidentiality statement?

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10. Project Management Resource 10.1. The County expects the proposer to provide project management resources

leading to the successful deployment of the system. The Proposer will identify a project manager who will work as a team member with a Project Management Team created by the County. It is expected that this project management resource will be “on the ground” in St. Louis as appropriate to team with the Project Management Team. This project management resource can be an employee of the proposer, a partner of the proposer or a separate business with an agreement with the proposer to serve as a project management resource. In either case, the costs for the project management resource should be clearly denoted in the pricing section of this RFP. The County’s Project management team will be composed of the County Crime Laboratory Commander; Supervisor of the Police Department’s Bureau of Computer Services and a project manager from the project management resource solution identified by proposer and manager employed by the proposer.

10.2. As part of any significant engagement, the County employs a project management

approach tha t is based on the PMI PMBOK. The County would expect responding proposers to adhere to such standards as part of the project. Describe your ability to comply.

10.3. The proposer will provide an overall description of the proposer’s project

management resource solution and approach towards this type of engagement. This would include a description of the proposer’s methods for support of each of the project management resource solutions and milestones of this project (initiating, planning, executing, evaluation and closing). And will indicate any tools, templates and methods that the responder plans to use to manage this project in the following areas:

10.3.1. Initiating the project.

10.3.2. Planning and design. 10.3.3. Executing and implementation. 10.3.4. Evaluation and closing of each phase

11. Qualifications of the Project Management Resource shall include:

11.1. The project management resource must be familiar not only with the software

used by the proposer and have detailed knowledge of the 2005 Needs Assessment Study conducted by Lab Automation Solutions, Inc. (Section 57.1.) which was funded, designed and intended as a basis for design and implementation of a Laboratory management system capable of eliminating paper forms, increase efficiency and meet ISO requirements.

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11.2. Demonstrated experience of the firm and consultants (and sub-consultants) proposed for the County’s engagement on work of a similar nature within the past two years.

11.3. Qualifications of the key personnel (including manager and any sub-consultants)

to be assigned to the project [education, experience in local government or peer organization engagements, and certification(s)].

11.4. Demonstrated ability to provide continuity of skilled consultant resources

throughout the duration of the project. 11.5. Capacity and capability of the project management resource to manage to meet

milestones and perform the work within the project schedule and budget. 11.6. Possession of a best practice project methodology that can be communicated to

and accepted by the County project team. The methodology should be easily understood by non-technical team members as well as stakeholders throughout the organization, and tailored to the needs and culture of the St. Louis County Police Department.

11.7. Knowledge and expertise in Laboratory Management System project management

and related consulting. 11.8. Willingness to take significant leadership and responsibility for the project’s

success. 11.9. Understanding of the key business practices, process, and technical IT issues as

well as ASCLD/LAB and ISO certification requirements facing St. Louis County Police. Experience with other laboratories similar to St. Louis County is required.

11.10. A statement of the mission and values of the project management resource.

12. Proposer’s clarification relating to the Project Management Resource

12.1. The County requests that the Proposer respond to each of the following items

related to project management: 12.1.1. The County has a goal to transition to and implement required core

(48.1.3.1.) laboratory/scientific related software modules by November 17, 2008. Please state your ability to meet that target assuming a contract is signed by June 1, 2008 with implementation to start in mid-June, 2008.

12.1.2. Provide a clear delineation of project management responsibilities

between the County and the proposer.

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12.1.3. Based on information provided in this RFP and experience in working with other large cities and counties, what is the proposer’s perspective on the most significant risks to this project and how do you plan to mitigate these risks?

12.1.4. How does the proposer plan to manage the vast amount of material that is

produced during the project through potential solutions such as a collaboration environment?

12.1.5. To what degree does the County have access to proposer’s work papers

developed during the course of the project? 12.1.6. What is your process for monitoring, escalating and resolving issues that

will arise during the project? 12.1.7. How do you propose the County manage the planning and deployment of

your developed solution? 12.1.8. Provide specific information on project closeout activities and transition

support to the County at the end of each phase as well as the project in totality.

12.1.9. To ensure effective project management County expects the provider to

require the project manager to follow best practices:

12.1.9.1. Present best practices for the team’s consideration and adoption.

12.1.9.2. Document and track all project issues, assign a person(s)

responsible for their resolution, and ensure their timely resolution.

12.1.9.3. Have a methodology for identifying and communicating

project challenges. 12.1.9.4. Monitor project task completions and escalate potential

issues with the County project manager(s) before they become critical items.

12.1.9.5. Use appropriate monitoring and communications with the

person with “task responsibility” to ensure that project tasks are on schedule.

12.1.9.6. Provide timely project status to the County project

managers and team.

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12.1.9.7. Identify scope changes for the team’s resolution.

12.1.9.8. Present alternatives for issue resolution and opportunities and make recommendations to the County project managers and team.

13. Summary of Current Laboratory Workflow

All evidence that comes to the Crime Lab is seized by a member of the Crime Scene Unit, delivered to the lab by the seven precincts from locked security bags or brought to the crime lab in person by a police officer or detective from this or anothe r agency. Property seized at a precinct that does not need a scientific evaluation is picked-up weekly and retained by the Property Control Unit.

The Crime Lab has a Chemistry section, Biology/DNA section, and a Firearms section. The following is a summary of the workflow for each discipline.

13.1. Chemistry Section

13.1.1. Pre-Analysis

13.1.1.1. Supervisor assigns cases. 13.1.1.2. Analyst accepts custody of evidence. 13.1.1.3. Analyst takes evidence from vault/refrigerator to bench area for analysis

(Controlled Substance Analysis, Ignitable Liquids Analysis, Blood Alcohol Analysis and/or Liquors Analysis). Some Blood Alcohol evidence may be stored in the Justice Center Intake Area Refrigerator. These samples will be retrieved and brought to the laboratory by the analyst accepting custody.

13.1.2. Controlled Substance Analysis

13.1.2.1. Check receipt against contents/twin check. 13.1.2.2. Record description/observations. 13.1.2.3. Weigh and record. 13.1.2.4. Presumptive tests. 13.1.2.5. Record observations. 13.1.2.6. Confirmatory test.

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13.1.2.7. Return completed evidence to the Vault/Property Control pending disposal. At this point, evidence may be first stored in temporary storage area, pending data analysis, before returned to Vault/Property Control.

13.1.2.8. Data analysis/record observations. 13.1.2.9. Write/sign report. 13.1.2.10. Peer/Administrative Review. 13.1.2.11. Final report with all case related documents.

13.1.3. Ignitable Liquids Analysis

13.1.3.1. Check receipt against contents/twin check. 13.1.3.2. Record description/observations. 13.1.3.3. Recovery method. 13.1.3.4. Record Observations. 13.1.3.5. Confirmatory test. 13.1.3.6. Return completed evidence to Vault/Property Control pending destruction

or return to municipality. At this point, evidence may be first stored in temporary storage area, pending data analysis, before returned to Vault/Property Control.

13.1.3.7. Data analysis/record observations. 13.1.3.8. Write/sign report. 13.1.3.9. Peer/Administrative Review. 13.1.3.10. Final report with all case related documents.

13.1.4. Blood Alcohol Analysis

13.1.4.1. Check receipt against contents/twin check 13.1.4.2. Record observations. 13.1.4.3. Sampling for Quantitative Analysis. 13.1.4.4. Return evidence to secure refrigerator.

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13.1.4.5. Data analysis/record observations. 13.1.4.6. Write/sign report. 13.1.4.7. Peer/Administrative Review. 13.1.4.8. Final report with all case related documents. 13.1.4.9. Samples requiring further analysis (full Toxicology) will either be

returned to municipality or transported to the Medical Examiner’s Office.

13.1.5. Liquors Analysis 13.1.5.1. Check receipt against contents/twin check. 13.1.5.2. Record observations. 13.1.5.3. Sampling for Quantitative Analysis. 13.1.5.4. Return evidence to Vault/Property Control pending destruction. 13.1.5.5. Data analysis/record observations. 13.1.5.6. Write/sign report. 13.1.5.7. Peer/Administrative Review. 13.1.5.8. Final report with all case related documents.

13.2. Biology Section and DNA

13.2.1. Receive evidence (From front counter or downstairs evidence vault)

13.2.1.1. Verify package & receipt (sealed properly, no scratch-outs etc.). 13.2.1.2. Sign chain of custody, mark packaging with complaint #, initials & date. 13.2.1.3. Place twin check stickers on package and receipt. 13.2.1.4. Enter information from receipts for Biology cases into system – all other

receipts (drugs, firearms, arson etc.) are forwarded to appropriate section for entry into the lab computer system.

13.2.2. Determine where evidence needs to go for storage:

13.2.2.1. Vault (several).

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13.2.2.2. Freezer (several). 13.2.2.3. Refrigerator (several). 13.2.2.4. Drying rooms (several).

13.2.3. Determine what analysis the evidence requires or if it needs to go to another

unit/section – facilitate this by transporting to another unit or mailing if needed: 13.2.3.1. DNA/Biology screening. 13.2.3.2. Fingerprints. 13.2.3.3. Firearms. 13.2.3.4. Photo. 13.2.3.5. Toxicology. 13.2.3.6. Arson. 13.2.3.7. Trace (MSHP). 13.2.3.8. Paternity testing.

13.2.4. Any case without a Laboratory request form requires that one be sent

immediately upon receip t to the case officer either via email or fax. Cases with a completed request form are placed in the pending case file until case assignments are made. Cases without a request form are placed in a holding file until the completed paperwork is received.

13.2.5. Case assignments are done on a weekly basis. Cases are worked in order of

receipt unless a priority case is received, which may be moved ahead of other cases at the discretion a supervisor, or his/her designee.

13.2.6. Examination of evidence –

13.2.6.1. Pull evidence from vault (EV1), freezer #1 (sexual assault kits) or #14

(packages). 13.2.6.2. Verify all evidence is present as submitted on receipt. 13.2.6.3. Visual examination of each piece of evidence needing examination. 13.2.6.4. Test presumptive stains as required and confirm if possible. 13.2.6.5. Complete worksheets with descriptions of evidence and testing results.

13.2.7. Conclusion of evidence examination:

13.2.7.1. Are we retaining samples?

13.2.7.1.1. Yes- package/seal samples being retained and give index code, mark in Index book and mark on receipt and worksheets that items/or samples from items are being retained.

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13.2.7.1.2. If further analysis is not needed at this time place in freezer #1 until it is forwarded to long term storage.

13.2.7.1.3. If the case is going to DNA, package all items to be tested in a new

envelope, place in freezer #4 (or EV1 for larger evidence) and complete DNA request form (See DNA).

13.2.7.2. No – Re-seal and initial all evidence, complete chain of custody and place

in either EV1 (to return to municipality) or EV4 (send to property Control). The chain of custody is placed in the appropriate muni mailbox until retrieval (for evidence in EV1) or attached to the evidence in EV4.

13.2.8. Generate report. 13.2.9. Enter into Grant tracker – statistics. 13.2.10. Technical Peer review. 13.2.11. Administrative review. 13.2.12. Distribute reports – three copies. 13.2.13. Case Officer. 13.2.14. Prosecuting Attorney’s Office. 13.2.15. Case jacket – this will include all worksheets, case correspondence etc.

Placed at front counter for filing. 13.2.16. DNA

13.2.16.1. DNA request form is received. 13.2.16.2. DNA case number is assigned. 13.2.16.3. Request form is placed in pending DNA according to the type of

evidence (blood, trace, sexual assault, hair, database, cigarette butts, cold cases).

13.2.16.4. Once an analyst picks up the case it is assigned to them. (Each analyst does this in batches). Cases are worked in order with the exception being homicides or sexual assaults which are given priority over property crimes. Cases needed for court are also given priority.

13.2.16.5. Evidence is pulled from freezer #4 or EV1 by the assigned analyst and verified. Evidence is held in freezer #9 during analysis.

13.2.16.6. DNA Extraction – unknown samples (DNA extracts will be labeled with

DNA case #, item #, analysts initials and date, these are retained in freezer #10).

13.2.16.7. DNA Quantitation. 13.2.16.8. DNA Amplification. 13.2.16.9. Capillary Electrophoresis / STR-DNA Analysis. 13.2.16.10. Review results and re-analyze as necessary. 13.2.16.11. Complete (Extraction, Quantitation, Amplification & Analysis) known

samples if available. 13.2.16.12. Review results.

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13.2.16.13. Interpretation (Review all results and conclusions). 13.2.16.14. Statistics if necessary. 13.2.16.15. Generate DNA report. 13.2.16.16. Re-seal and package evidence if necessary. Smaller items (cuttings

and swabs) are retained and placed in Freezer #4 until it is placed in long term storage. Larger items are forwarded to EV4 (St. Louis County cases) or EV1 (to return to the appropriate muni).

13.2.16.17. Technical review. 13.2.16.18. CODIS entry of appropriate samples, review entry for correctness. 13.2.16.19. Enter in Grant tracker (statistics). 13.2.16.20. Administrative review. 13.2.16.21. Distribute reports- three copies.

13.2.16.21.1. Case officer. 13.2.16.21.2. Prosecuting Attorney’s Office 13.2.16.21.3. Case jacket – this will include all worksheets, case correspondence etc. (DNA case jackets remain in the DNA unit).

13.3. Firearms Section (Firearm & Toolmark Section Workflow) (includes footwear and tire track evidence)

13.3.1. ACQUISITION AND STORAGE

13.3.1.1. Evidence packages being submitted for firearm, toolmark, footwear, and/or tire track examinations are inspected and accepted/denied at the front counter by a Firearm & Toolmark Examiner, when available. (When unavailable, any Lab employee may perform this function.).

13.3.1.2. Accepted evidence packages are labeled and initialed by the Examiner, who additionally conducts a safety check of firearms. Case and evidence information is entered into the Crime Lab system. Unique tracking numbers are applied to the evidence packages and receipts.

13.3.1.3. Evidence requiring examination by other Sections/Units is transferred to them as needed, based on examination protocols.

13.3.1.4. Unless the case merits immediate examination, the evidence packages are stored in the Test-Firing Range (Evidence Vault 2). Bin/rack locations are noted at the top of the evidence receipt (not currently a permanent record, but desired).

13.3.1.5. Evidence receipts are inversely stacked in a tray (Incoming) in a central location. Monthly (or as needed), the stack is turned over and moved to another tray (Current) where cases to be worked are selected from the top of the stack (i.e., in the order received).

13.3.2. FIREARMS

13.3.2.1. Firearms are examined to determine the following. Conclusions are

documented in the Crime Laboratory Weapon Analysis Report. 13.3.2.1.1. Make/manufacturer, location and importer (if applicable).

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13.3.2.1.2. Model, caliber/gauge. 13.3.2.1.3. Type, finish. 13.3.2.1.4. Rifling characteristics. 13.3.2.1.5. Serial number and its location. 13.3.2.1.6. Capacity. 13.3.2.1.7. Safeties. 13.3.2.1.8. Defects. 13.3.2.1.9. Trigger pull (in pounds; single and double action as applicable). 13.3.2.1.10. Flares on cylinder, direction of cylinder rotation. 13.3.2.1.11. Barrel condition. 13.3.2.1.12. Barrel, muzzle-to-trigger, and overall lengths. 13.3.2.1.13. Action style. 13.3.2.1.14. Submitted ammunition. 13.3.2.1.15. Test shots are fired, retained with the firearm. 13.3.2.1.16. Serial number restoration (as needed), including digital images. 13.3.2.1.17. Additionally, unique lead seal numbers, specimen numbers of

firearms, and test shot numbers are noted, and any other analysis information not listed above can be documented in narrative form.

13.3.3. FIRED BULLETS/CARTRIDGE CASES

13.3.3.1. Bullets are examined to determine the following. Conclusions are

documented in the Crime Laboratory Analysis Report (or in the narrative of the Weapon Analysis Report).

13.3.3.1.1. Description. 13.3.3.1.2. Caliber. 13.3.3.1.3. Cannelures. 13.3.3.1.4. Rifling. 13.3.3.1.5. Measurements. 13.3.3.1.6. Weight. 13.3.3.1.7. Comparison results (if applicable), including digital images. 13.3.3.1.8. Conclusions/other observations.

13.3.3.2. Cartridge cases are examined to determine the following. Conclusions are documented in the Crime Laboratory Analysis Report (or in the narrative of the Weapon Analysis Report).

13.3.3.2.1. Headstamp. 13.3.3.2.2. Caliber/gauge. 13.3.3.2.3. Firing pin. 13.3.3.2.4. Breech face. 13.3.3.2.5. Comparison results (if applicable), including digital images. 13.3.3.2.6. Conclusions/other observations.

13.3.4. FOOTWEAR/TIRE TRACKS

13.3.4.1. Footwear and/or tire tracks are examined to determine the following.

Conclusions are documented in the Crime Laboratory Analysis Report.

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13.3.4.1.1. Manufacturer, model, and design characteristics. 13.3.4.1.2. Size. 13.3.4.1.3. Condition. 13.3.4.1.4. Comparison results (if applicable), including digital images. 13.3.4.1.5. Conclusions/other observations.

13.3.5. TOOLMARKS

13.3.5.1. Tools and/or toolmarks are examined to determine the following.

Conclusions are documented in the Crime Laboratory Analysis Report. 13.3.5.1.1. Manufacturer, model, and design characteristics. 13.3.5.1.2. Type. 13.3.5.1.3. Condition. 13.3.5.1.4. Comparison results (if applicable), including digital images. 13.3.5.1.5. Conclusions/other observations.

13.3.6. MISCELLANEOUS

13.3.6.1. Other items not listed above may be examined (e.g. clothing for gunshot

residue, papers for footwear impressions, casts of tire tracks, and molds of toolmarks). Observations and conclusions, to include digital images, are documented in the Crime Laboratory Analysis Report.

13.3.7. DISPOSITION

13.3.7.1. Upon completion of examinations, the evidence is resealed/repackaged.

13.3.7.1.1. Typically, evidence for cases being investigated by St. Louis County Police officers/detectives and any agency’s firearm evidence pending state charges will be placed downstairs (Evidence Vault 4) for transference to the Property Control Unit.

13.3.7.1.2. Evidence for cases being investigated by other agencies will be placed in the main vault (Evidence Vault 1) to be picked up by them at a later date.

13.3.7.1.3. Reports are printed and signed by the Examiner. 13.3.7.1.4. Original reports are peer-reviewed by another Examiner. 13.3.7.1.5. After peer-reviewed, original reports are administratively

reviewed. 13.3.7.1.6. Reviewed reports are returned to the original Examiner for

distribution. 13.3.7.1.7. Distribution of reports will include the Crime Laboratory Case

File, the Prosecuting Attorney’s office, and the investigating officer/detective. For firearms, an additional report is forwarded to the Bureau of Alcohol, Tobacco, Firearms & Explosives (BATFE) for tracing of firearm ownership.

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13.4. Property Control 13.4.1. Currently the Property Control Unit accepts evidence from the Crime Lab for

retention and/or ultimate destruction as well as making weekly pick-ups from the seven Precincts.

13.4.2. Officers’ from the Precincts create a hand written evidence receipt identifying

the evidence and persons related to the seizure. All evidence is then relinquished to a Precinct desk officer who signs for the item(s) in the chain of custody and in turn logs it into a temporary evidence storage room.

13.4.3. Items of evidence seized by a Precinct officer that needs scientific evaluation are

placed into a numbered security bag* before the locked bag is relinquished to the Precinct desk officer.

13.4.4. By policy, evidence is not to be retained beyond 30 days at a Precinct without

expressed permission. Each week one member from Property Control makes a trip to each Precinct to accept evidence. The evidence and chain of custody is updated by signature to indicate the relinquishment of the item to Property Control. Note that during this period, some items that were once believed to be of evidentiary value may have been destroyed or released back to a victim.

13.4.5. Property Control may release items to victims, Prosecuting Attorney,

municipalities, officers as well as destroying specified items (Guns, Drugs etc). *Precinct personnel deliver evidence weekly that has been placed in a locked security bag to the lab.

14. Report and Worksheet Development

14.1. For all reporting requirements, it is anticipated that the proposer will take the lead on developing any and all reports and worksheets required as part of the initial deployment of the system. The proposer is expected to provide knowledge transfer to the County staff during the development of needed reports, via technical training on the tools used for report and worksheet development, database schema and architecture, etc.

14.2. What reports and worksheets are available out-of-the-box? Provide a list and samples. Is there an additional cost for reports included in the base software /implementation cost?

14.3. Describe your process for determining the scope of what reports will have to be

developed (not out-of-the-box) and what effort it will take to develop and test them? What costs will this be to the County?

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14.4. Does your proposed solution support Crystal Reports and or Word documents (the County’s standard)? If yes, describe. If not, describe the report writer software proposed and supported. List any additional major report writers that your proposed solution can use.

14.5. It is expected that the system will provide the ability for end-user querying and

reporting to be performed without impacting the performance of the transactional system. It is also expected that the system will provide the ability to upload and download information ensuring integrity of uploaded information. Does your proposal meet this expectation?

14.6. Does the system create management reports necessary for mandated status reports

to other agencies, like NIJ or other grantors?

14.7. What is the cost to develop customized reports that may follow within the first year following the completion of the final phase and what is the basis used to determine the cost? What are your hourly rates?

15. Integrations and Interfaces

15.1. It is ultimately expected that information generally would need to be entered only once into the system. Not withstanding the utilization by non- laboratory (field) personnel of an electronic evidence receipt (15.2 – 15.3) to introduce evidence into the system, modules within the system should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the system to another unless that is the preference of the County. Does the proposal meet this requirement?

15.2. To facilitate entry from several law enforcement sources, the system must be able

to accept an electronically submitted preformatted evidence receipt by way of a secure network connection. The Police Department currently utilizes an Intranet. The format may be a PDF document that has the look and feel of the Department’s existing paper document (see Appendix 57.5.).

15.3. The preformatted evidence receipt should contain a minimum amount of

information pulled from our Department’s police records management system (CARE) as well as other descriptive information entered by the originating officer. The Department will be responsible for developing the program to extract and insert the data.

15.4. The provider will be responsible for developing a method/program to extract the

electronic information for placement into the LIMS system.

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15.5. The laboratory analysis reports provided by the system must be capable of being exported or imported into our police records management system (CARE). Identify the file format or language used for these reports, for example XML or ASCII.

15.6. Although integration with any electronic software program currently or in the

future used by the St. Louis County Prosecuting Attorney’s Office is not required, the system must make available the review of approved and finalized lab reports and worksheets. Does your system integrate with Microsoft SharePoint 2007 (MOSS) document management system? If yes, describe.

15.7. Describe the programming interfaces (APIs) to your proposed system (include the

language used). Your proposed system must be able to export data to Microsoft Office products. Do you comply?

15.8. Does your proposed solution interface with or integrate with Microsoft

Exchange/Outlook 2003/2007, Active Directory and Biz Talk 2006? If yes, describe and note areas of integration and function and versions supported.

15.8.1. Is your proposed system Active Directory aware? Describe how your system

would interoperate with Active Directory to initially set up a user, then maintain and administer their system rights and privileges.

15.9. In what programming language is your source code written?

15.10. An ultimate goal would be to export and integrate a lab report into the County’s

record management system (CARE). What proposed language(s) do you use for your system which would allow the St. Louis County Police Department Computer Services Unit to develop and write the appropriate interface for the County’s record management system (CARE)?

15.10.1. Describe the user interfaces available with your system (thick client/Windows,

web-based think client us ing MS Internet Explorer).

29

16. System Design – General Functional Requirements table Number Design Feature and Requirements M/D* Yes No Provider Comments Proposer must have installed the Laboratory

Information Management System recommended in their proposal with no less than five ISO or ASCLD/LAB Crime Laboratories of varying sizes. Contact information of Laboratories is required.

M

Experience: All bidders must have a minimum of ten (10) years continuous active participation in the applicable industry as a distinct company, providing equipment and systems comparable in size and complexity to the equipment and systems specified.

M

Proposer must be ISO certified and software must be ISO compliant

M

16.1. SYSTEM ARCHITECTURE 16.1.1. The architecture must support multiple database

instances that could be located in different locations and/or servers. Microsoft Access database not allowed

M

16.1.2. The primary design shall support simultaneous users, without degradation of the System performance, as users are incrementally added

M

30

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.1.3. The system must support automatic replication

of the distributed databases using user defined intervals and tables. The replication interval must be effective at as little as 5 minutes, without system performance degradation, to support timely distribution of mission critical information to all users.

M

16.1.4. The system shall reside as client-server application

D

16.1.5. The system must support users who are external to the system via a Wide-Area Network (WAN),

M

16.1.6. All network applications shall support Transmission Control Protocol/Internet Protocol (TCP/IP) standards

M

16.1.7. All components shall be fully 64-bit components compatible with Microsoft Windows 2005 server or later

M

16.1.8. The System shall have an open architecture so that the personnel or their delegates may make modifications and enhancements to the development environment as their business requirements change

D

16.1.9. The binary code for the system must be escrowed in an account agreeable to both parties

M

16.1.10. The System must utilized A Microsoft SQL server 2005 Data Base Management System

M

16.1.11. The workstation Graphical User Interface (GUI) must be user- friendly and be running under Windows XP, Vista or later

M

16.1.12. System must interoperate with Microsoft Internet Explorer 7.0

D

31

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.1.13. The GUI must be consistent throughout the

whole application D

16.2. SYSTEM SECURITY The delivered system shall provide security to

protect the integrity of the data. The security measures must be compatible with Microsoft Windows 2005, the appropriate database server, and Internet Explorer 7.0 or greater and FireFox 2.0 or greater. These levels of security are described in the following sections:

M

16.2.1. Database Security 16.2.1.1. Provide a separate and integrated security

environment for all functional unit databases M

16.2.1.2. Any method of accessing the central database, whether through the system application or external programs, shall require a login identifier and password. Ability to provide read-only, limited editing, and full access to the database and be configurable as to types of access granted to all objects within the databases

M

16.2.2. Application Security 16.2.2.1. Provide configurable security levels for all users

of the application M

16.2.2.2. County user must gain access to the application through the use of a login and password authenticated against the Department’s Active Directory System.

D

16.2.2.3. The password definition & reutilization policies must be configurable by the system administrator

M

32

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.2.2.4. The system administrator must be able to set

password expiration timeouts M

16.2.2.5. Based upon the user’s information, the application shall control which menus, screens, and functions within screens are available to that specific user

M

16.2.2.6. The System must define access, insert, delete, and/or update rights depending on the user profile

M

16.2.2.7. User security shall be locally configured by the system administrator

M

16.2.2.8. The system must provide a configurable automatic log out time based on keyboard or mouse inactivity

M

16.2.2.9. The System must provide full auditing of transaction events (i.e. date/time, event, user, success/failure, workstation ID)

M

16.2.2.10. The System must provide log access activity on the system

D

16.2.2.11. The System must have an account lock mechanism on failed logon attempts

D

16.2.2.12. The workstations must lockout after the expiration of an inactivity timeout

16.2.2.13. The System must have a Workstation/Server authentication mechanism

D

16.2.2.14. The user must be able to set confidentiality per case information or assigned analysis requests

M

16.2.2.15. The System must provide a Bypass Chain of Custody privilege in the absence of the item’s custodian

M

16.2.3. Automatic Notification Features

33

Number Design Feature and Requirements M/D* Yes No Provider Comments The security administrator will be notified by

email when the following events occur:

16.2.3.1. A user account has been locked D 16.2.3.2 A user tried to open the security manager

without the proper rights D

16.2.3.3. A user tried to access the system from a workstation that does not belong to his/her list of accessible workstations

D

16.2.3.4. A user tried to access the system outside his/her scheduled time

D

16.3. SYSTEM REQUIREMENTS 16.3.1. Generality 16.3.1.1. Ability to open multiple screens simultaneously M 16.3.1.2. The system needs to make full use of the

versatility, powerfulness and integration of MS 2007 Office with Windows XP Service Pack 2, Vista and Microsoft SharePoint 2007.

D

16.3.2. Configurability 16.3.2.1. Allow the development of custom screens,

applications and reports by the local system administrator

D

16.3.2.2. All information shall be easy to capture and maintain with the use of drop lists and default information

M

16.3.2.3. Ability to dynamically edit all captions on the user interface to reflect the agency nomenclature

M

16.3.2.4. Ability to define multiple languages for the GUI captions in order to allow simultaneous work in different languages within the application

D

16.3.2.5. Ability to create and use Hot Keys to eliminate the use of the mouse

D

34

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.3.2.6. Ability to dynamically add or remove tabs of

information and enable or disable screens from the application to tailor the system to the agency needs

D

16.3.2.7. Ability to set application options to reflect the laboratory requirements:

M

16.3.2.8. Ability to set the time before workstation auto-lock

D

16.3.2.8.1. Ability to set number of cases presented in the Recently Access Cases List

D

16.3.2.8.2. Ability to set Label Printer Configuration M 16.3.2.8.3. Transfer of custody password mandatory settings M 16.3.3. Data Edit & Audit Trail 16.3.3.1. Ability to maintain an audit trail of all

information stored in the database. An audit trail log shall keep the original data as well as any changes of this information entered in the System

M

16.3.3.2. Ability to record a reason to document any modifications

D

16.3.3.3. Ability to set the audit trail for all users to capture both before and after any changes are made

M

16.3.3.4. The system administrator shall be the only individual entitled to enable or disable the audit trail

M

16.3.4. Chain of Custody Management

35

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.3.4.1. The system shall be fully compatible with 2D

bar code reading devices for data entry of selected information such as evidence identification, user and location identification and tracking, as well as for inventory. The use of bar codes must be fully supported and integrated throughout all functional units.

M

16.3.4.2. Each item/sub- item/sample, location and user must be assignable a unique bar code using user defined format(s)

M

16.3.4.3. Ability to reprint bar codes in the event of damage

M

16.3.4.4. Ability to use bar codes on identification cards, forms, receipts and reports for instant access to information

D

16.3.4.5. Allow user definable label formats D 16.3.4.6. Read standard 1D and 2D barcodes, typically

used by US Postal Service and other services M

16.3.4.7. Ability to keep changes in the custody of all items (item/sub- item/sample) from their point of entry in the system to their disposal by storing all relevant information about the change in custody. When there is a change in the custody, the new custodian name/location, date & time of transfer must be documented

M

16.3.4.8. Ability to note a reason for a transfer M 16.3.4.9. Ability to record movement of items between

different locations M

16.3.4.10. Ability to record transfer of custody to external custodians

M

36

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.3.4.11. Ability to inform the user in the case when there

is a breech in the custody of an item D

16.3.4.12. Ability to configure the system to accept or refuse the transfer of custody of any item where there is a breech of custody

D

16.3.4.13. Ability to perform transfer of custody between users that are not present only by a user having the appropriate privilege

M

16.3.4.14. Ability to track all split and derivative items into separate traceable sub- items

M

16.3.4.15. Ability to print a Chain of Custody Report whenever required

M

16.3.5. Search Engine 16.3.5.1. Ability to perform searches using multiple

search criteria to include definable fields M

16.3.5.2. Search engine must be simple and intuitive to use without significant knowledge of database structure or SQL syntax

M

16.3.5.3. Ability to create personal (user) or public (all users) search templates and to save them for future use

M

16.3.5.4. Ability to perform searches using any database field

D

16.3.6. Report Management 16.3.6.1. The system must use standard Microsoft Office

Reports for reporting M

16.3.6.2. The system reporting function shall be simple, intuitive and be used without significant knowledge of database structure or SQL syntax

D

16.3.6.3. Ability to create reports following predefined standards that emulate actual in-house reports

M

37

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.3.6.4. Ability to report on any information contained in

the database D

16.3.6.5. Ability to design and develop the reports internally without assistance of the Proposer

M

16.3.6.6. The system must be provided with a variety of standard reports for statistical or administrative purposes. These must also be customizable by the users to include any other information contained in the databases

M

16.3.6.7. Ability to extract any information from any modules and to edit it and format it into Microsoft Excel or Microsoft Access 2007.

M

16.3.6.8.. Ability to produce specialized analysis report in MS-Word 2007.

D

16.3.6.9. The System shall be able to generate reports and other information in a standard non-proprietary format that can be posted on a web server for internal or official access

M

16.3.7. File Objects/Images Management 16.3.7.1. The System must allow for file objects (text,

images, graphics, audio, video, etc) to be associa ted with a record and accessed from within the application

M

16.3.7.2. The external objects must reside in a location to preclude conversion and/or migration concerns and take advantage of the secure environment of the application

M

16.3.7.3. The system must provide the capability to store high quantity of large files on a secure network server

M

38

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.3.7.4. The system shall provide the ability to do image

file manipulation. Image handling features must include: zoom in, zoom out, image written annotation, image vocal annotation, image measurement

D

16.3.7.5. The system must provide direct image acquisition from digital camera, scanner, microscope, etc

M

16.3.7.6. The system must incorporate bi-directional instrument interfacing to ABI, Agilent and Thermo-Nicolet instruments

M

16.3.7.7. The system annotations and measurements must be inserted on separate layers giving the opportunity to print the images with or without the annotations

D

16.3.7.8. Ability to manage the workflow of information including notification and request for action within all its functional units

D

16.3.7.9. The definition of the responsible persons, the limit period and the notification hierarchy (e.g., the expert itself, service head, director, etc.) should be dynamically configurable (e.g. allow changes through screens after the implementation)

D

16.3.8. System Interface and Data Transfer 16.3.8.1. The system must allow an easy interface with

existing information systems and transmit or receive information in real-time

D

16.3.8.2. Ability to interface with any of the other modules to submit analysis requests, receive analysis reports and request statuses

M

39

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.3.8.3. Ability to use 2D bar codes or online network

connections for the submission of analysis requests, retrieval of analysis reports as well as for verification of request statuses

D

16.3.8.4. Ability to read and incorporate 1D bar codes obtained from a commercial Proposer

M

16.3.8.5. Interfacing with scientific instrumentation must include sample management, worksheets, plate mapping, profile searching and report writing

M

16.3.9. Web Interface 16.3.9.1. The System must allow access to case, evidence

and analysis request status from a web page M

16.3.9.2. The System must allow access to previously released analysis, administrative and statistical reports from a web page

M

16.3.9.3. The System must allow the pre- log of cases, evidence and analysis requests from a web page

M

16.3.9.4. The System must allow the pre- log of cases, evidence and analysis requests via a stand-alone application, distributable at no cost to contributors lacking internet access

M

16.3.10. Hardware Interface 16.3.10.1. Ability for integration with proposed Bar Code

Reader M

16.3.10.2. Ability for integration with proposed Bar Code Printer

M

16.3.10.3. Ability for integration of Signature Pads M 16.3.10.4. Ability for integration with non-proprietary

Biometrics Login device D

16.3.10.5. Ability for integration of scanner M 16.3.10.6. Ability for integration of digital camera M

40

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.3.10.7. Ability for integration of wireless

communication technology D

16.3.10.8. Support USB data transfer M 16.4. FUNCTIONAL UNIT REQUIREMENTS 16.4.1. Functional Unit Design Guidelines Each functional module of the system should be

based on the following industry standards:

16.4.1.1. ASTM E 1578-93 – Standard Guide for Laboratory Information Management Systems (LIMS)

D

16.4.1.2. American Society of Crime Laboratory Directors / Laboratory Accreditation Board Manual (ASCLD/LAB)

M

16.4.1.3. ISO 17025 Standards and ISO Guide 25 M 16.4.1.4. ISPE’s GAMP4 Standards M 16.4.2. Administrative Laboratory Case Information

Management

16.4.2.1. Ability to assign a unique & sequential Laboratory Case Number to each individual case, independent of submission location

M

16.4.2.2. Ability to define the Laboratory Case Number format according to the laboratory specifications

M

16.4.2.3. Ability to print a case jacket bar code D 16.4.2.4. Ability to print a case overview report to include

related bar codes M

16.4.2.5. Ability to set a case priority M 16.4.2.6. Ability to validate the presence of a Laboratory

Case with an identical Agency Case number prior to a new Laboratory Case insertion

M

16.4.2.7. Allows the attribution of many offence types per case

M

41

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.2.8. Ability to prioritize cases based on the

designated offence D

16.4.2.9. Ability to document information for and identify all agencies that are involved in a specific case

M

16.4.2.10. Ability to link the contributing agency case number to the Laboratory Case Number

M

16.4.2.11. Ability to document all personnel involved in a specific case

D

16.4.2.12. Ability to link lab cases to other lab cases M 16.4.2.13. Ability to search for cases using multiple search

criteria M

16.4.2.14. Ability to scan and store Laboratory Case related paper documents

D

16.4.2.15. Ability to view the list of the last opened cases D 16.4.3. Submission/Voucher Management 16.4.3.1. Ability to receive multiple submissions at

different times and from different contributors for a single laboratory case

M

16.4.3.2. Ability to assign a unique & sequential submission number to each individual submission received within a lab case

M

16.4.3.3. Ability to configure the format of the submission number according to the agency specifications

M

16.4.3.4. Ability to document item submission voucher information separately

M

16.4.3.5. Ability to assign a unique & sequential voucher number to each individual voucher received within a submission

D

16.4.3.6. Ability to have multiple vouchers per submission M 16.4.3.7. Ability to receive multiple items in a single

voucher or submission M

42

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.3.8. Ability to record delivered information if it

comes from an external source M

16.4.3.9. Ability to manage external custodians related information for future use

D

16.4.3.10. Ability to document submitter & transporting officer’s information

M

16.4.3.11. Ability to capture the deliverer’s electronic signature

M

16.4.3.12. Ability to record package information for the submission

M

16.4.3.13. Ability to print a voucher and/or submission bar code

M

16.4.3.14. Ability to print a submission receipt including the unique & sequential submission number

M

16.4.3.15. Ability to print individual item bar codes M 16.4.3.16. Ability to search for submissions using multiple

search criteria M

16.4.4. Item Management 16.4.4.1. Ability to document all item related information

received for a single case from login to item disposal

M

16.4.4.2. Ability to identify each item using a unique identification number

M

16.4.4.3. Ability to configure the item number format according to the Laboratory specifications

M

16.4.4.4. Ability to create sub- items (item split and item segmentation) that keeps the parent-child relationship between them

M

16.4.4.5. Ability to identify and categorize items according to their evidence type

M

43

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.4.6. Ability to identify any unique item attribute per

item type M

16.4.4.7. Ability to manage packaging information M 16.4.4.8. Ability to link objects (image, graph, documents)

to the record electronically M

16.4.4.9. Ability to print an item bar code M 16.4.4.10. Ability to group multiple items together to be

treated at the same time even if they are not from the same submission or lab case

M

16.4.4.11. Ability to transfer the custody of an individual item or a group of selected items at one time

M

16.4.4.12. Ability to add a safety notification to the item record

D

16.4.4.13. Ability to view the actual status of the item M 16.4.4.14. Ability to view the current custodian and

location of the item M

16.4.4.15. Ability to document all transactions of items throughout the property room

M

16.4.4.16. Ability to identify all bar coded items within specified locations and generate bar coded absence report for those items not contained

M

16.4.4.17. Ability to generate reports, letters and e-mails for referencing the whereabouts of items that have been removed from the property room

M

16.4.4.18. Ability to use a portable bar code reader to scan items returned to the lab

M

16.4.4.19. Ability to track receipt/utilization and expiration of reagents/chemicals

M

16.4.4.20. Ability to track specific NIJ grant requirements M 16.4.5. Disposition Process and Archiving Management

44

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.5.1. Ability to manage the disposition process of

evidence & property M

16.4.5.2. Ability to send automatic disposition orders to agencies or notification letters to the owners

M

16.4.5.3. Ability to search for items using multiple search criteria

M

16.4.5.4. Ability to archive records that are no longer in use

D

16.4.5.5. Ability to re- instate records that were archived M 16.4.5.6. Ability to provide for tracking of any changes to the

documentation, once the documentation has been stored

M

16.4.6. Inventory Management 16.4.6.1. Ability to perform inventory updates and to

produce non-conformity reports for each non-conforming item

M

16.4.6.2. Ability to scan item bar codes within locations for inventory reconciliation

M

16.4.6.3. Ability to perform inventory updates using a mobile inventory unit which uses a wireless network for a direct link to the system’s database

D

16.4.6.4. Ability to manage multiple property room locations and areas

M

16.4.6.5. Ability to validate discrepancies and aid in locating accurate locations of the items

M

16.4.6.6. Ability to produce reports: statistical, transactional, disposal, etc

M

16.4.6.7. Ability to monitor money vault balances M 16.4.6.8. Ability to notify user when money vault has

reached the maximum allowed amount of money D

16.4.7. Incident/People Management

45

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.7.1. Ability to document incident and involved

people information to assist in the analysis of the different items

M

16.4.7.2. Ability to record and track all individuals connected to either the evidence or recovered property

M

16.4.7.3. Ability to document incident location and coordinates

D

16.4.7.4. Ability to have multiple incidents linked to one case

M

16.4.7.5. Ability to link objects (image, graph, documents, voice) to the record electronically

M

16.4.8. Analysis Request Management 16.4.8.1. Ability to produce analysis requests that provide

a general examination plan which includes assignment to specific sections, specifying due dates, tests with their sequence as well as the analyst assignment

D

16.4.8.2. Ability to manually assign analysis requests to laboratory analysts

M

16.4.8.3. Ability to perform automatic assignment of analysis requests to the laboratory analysts, according to predefined criteria, including request urgency, backlog, certification of the analyst, rotational assignments, etc

D

16.4.8.4. Ability to review workload of analyst prior to work assignment

D

16.4.8.5. Ability to select, assign and print (hard copy or electronic) tasks by analyst, work group, instrument, test, sample and priority

D

46

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.8.6. Ability to link test assignments within an

analysis request to the certification and training level required to accomplish such a test

D

16.4.8.7. Ability to assign multiple items within one analysis request

M

16.4.9. Worksheets Management 16.4.9.1. Ability to manage analytical workload by

generating worksheets automatically or manually M

16.4.9.2. Ability to add, manually or automatically, quality controls to worksheets

M

16.4.9.3. Ability for instrument sequencing and control file generation such as tray loading list and transmission of sequence file to instrument

D

16.4.10. General Result Management 16.4.10.1. Manual Data Capture 16.4.10.1.1 Ability to perform manual keyboard data entry M 16.4.10.1.2 Ability to define pre-determined answers for

results for specific tests M

16.4.10.1.3 Ability to link objects to the record electronically M 16.4.10.1.4 Ability to manipulate objects

D

16.4.10.2. Mobile Device Data Capture 16.4.10.2.1 The mobile device must have the capability of

managing the transfer of custody through a bar code scanner

M

16.4.10.2.2 Ability to manage item’s inventory with a bar code reader

M

16.4.10.2.3 Mobile devices must utilize wireless and/or network data transfer

M

16.4.10.3. Automated Instrument Data Capture

47

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.10.3.1 Ability to automate results acquisition from

instruments through RS-232 ports, file transfers, acquisition systems (Down/Up loads) or by user definable instruments import/export methods

D

16.4.10.3.2 Ability to install instrument control (Bi-directional) and communicate with robotic systems

M

16.4.10.3.3 Ability to review auto-entered results prior to their entry in the LIMS database

M

16.4.10.4. Result Manipulation 16.4.10.4.1 Ability to validate results entered after item

analysis M

16.4.10.4.2 Ability to verify that the results conform to the controls and the detection limits

M

16.4.10.4.3 Ability to execute all the calculations, simple or complex, necessary to obtain the final results

D

16.4.10.4.4 Ability for comparison between known and unknown samples

D

16.4.10.4.5 Ability to express results by numeric values or picture elements

D

16.4.10.4.6 Ability to attach (image, video, audio, etc.) to the results

D

16.4.10.4.7 Ability to define data types such as text, integer, floating point, fixed point, scientific notion, logical and date

D

16.4.10.4.8 Ability to define, using defined algorithms, user definable rules like: odd/even or five and greater rounding issues, comparison operator, etc

D

16.4.10.4.9 The system must be able to store raw data (original results) before any processing takes place

M

48

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.10.5. Calculations 16.4.10.5.1 Ability to perform calculation in different ways:

inter- or intra-test, inter or intra-samples. The calculation must be able to use descriptive statistics, advanced Math or user defined functions

D

16.4.10.5.2 Ability to perform both Mathematical and Logical calculations

D

16.4.10.5.3 Calculation must have the ability to be linked to prior results, or use trigger/event functions

D

16.4.10.5.4 Calculations must have the ability to include sample preparation factors, library of math subroutines, linear calibration and method-of-additions rules

D

16.4.10.5.5 Ability to build algorithms for complex calculation

D

16.4.10.5.6 The system must include a calculator utility to perform side calculation

D

16.4.10.6. Quality Control Monitoring 16.4.10.6.1 Ability to define QC templates integrated or not

with analytical parameters, automatic trend analysis and automatic calculation of % accuracy of Controls, spikes, recovered and difference of duplicates

D

16.4.10.6.2 Ability to automatically generate control charts

D

16.4.11. Firearm & Ammunition Result Management

49

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.11.1. Ability to manage firearms & ammunition

examination results to allow integration with a ballistic identification sys tem. The interface must export case & evidence data to the ballistic identification system and import final results

D

16.4.11.2. Ability to make searches in a database of firearms to assist in the identification and examination

D

16.4.11.3. Ability to make image manipulations D 16.4.11.4. Ability to compare firearm examination results

with a database of firearms information D

16.4.11.5. Ability to visually compare questioned firearm images against images of the standard model found in the firearm database

D

16.4.12. Analysis Report Management 16.4.12.1. Ability to produce a range of pre-formatted

reports where fields can be automatically filled in by incorporating descriptive elements of the case, item, analysis results and conclusion

M

16.4.12.2. Pre-formatted conclusions must be available for certain type of analysis

M

16.4.12.3. Ability to log analyst notes during analysis M 16.4.12.4. Ability to report conclusions, interpretations,

sketches, etc. as a free-form text M

16.4.12.5. Ability to link images as report elements to an analysis report

M

16.4.12.6. Ability to assign an official and traceable unique number to analysis report

M

16.4.12.7. Ability to issue provisory reports, in case of urgent examinations

D

50

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.12.8. Ability to electronically sign and lock an

analysis report so that nobody can modify the signed report except the owner

M

16.4.12.9. Ability to issue multiple analysis report for a single analysis request

M

16.4.12.10. Ability to link reports to e-mail distribution D 16.4.12.11. Ability to render an analysis report void M 16.4.12.12. Ability to monitor and track the sending history

of an analysis report D

16.4.12.13. Provide multiple levels of review and approval: technical and/or administrative

M

16.4.12.14. Ability to insert comments for any reviews or approvals

M

16.4.12.15. Ability to publish analysis reports in a standard format PDF formation

M

16.4.12.16. Ability to import reports created in Microsoft Word or other program to be stored in the System’s secure database

M

16.4.12.17. Ability to electronically sign and lock an approved and finalized analysis report so that nobody can modify the final approved report except that the system administrator may delete the report in its entirety.

M

16.4.13. Sub-contractor Management 16.4.13.1. Ability to document subcontractors for specific

analysis M

16.4.13.2. Ability to monitor subcontract assignments

M

16.4.14. Analyst Training, Proficiency Management and Court Room Monitoring

51

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.14.1. Ability to link proficiency tests required for

specialist qualifications. This function must assure that only specialists that have passed the required tests can be assigned to specific analysis

D

16.4.14.2. A complete qualification file (name, training course attended, proficiency history, etc.) must be maintained for each analyst

D

16.4.14.3. Ability to notify analysts or QA managers when court room monitoring is required

D

16.4.15. Physical Supply Inventory Management 16.4.15.1. Ability to manage the inventory of chemical,

ammunition or other consumable items in order to predict shortage and schedule orders

D

16.4.15.2. Ability to prepare purchase requisitions for the ordering of consumables

D

16.4.15.3 Ability to perform inventory updates and to produce non-conformity reports for each non-conforming supply

D

16.4.15. Instrument Maintenance & Inventory Management

16.4.16.1. Ability to maintain an inventory of all instruments, spare parts, calibration logs and maintenance schedules

D

16.4.16.2. Ability to capture and store instrument calibration data

D

16.4.16.3. Ability to automatically schedule calibration tasks on the analyst’s worksheets

D

16.4.17. Managing Laboratory Operations 16.4.17.1. Ability to manage performance and utilization of

resources by analysis, due date, analyst and instrument

D

52

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.17.2.. Ability to produce a list of analysts examination

backlogs M

16.4.17.3. Sample/Item status must be automatically updated when tests are completed and ready for a next step of processing

M

16.4.17.4. Ability to manage reports such as sample status, workload, overdue dates, quality assurance and capability catalog

M

16.4.18. Analyst Manager 16.4.18.1. Ability to monitor the training curriculum of all

analysts D

16.4.18.2. Ability to monitor analyst court experience and schedule

D

16.4.18.3. Ability to define user privileges and roles

D

16.4.19. Special Project Management 16.4.19.1. Project Management 16.4.19.1. Implement, follow and meet a Phase schedule M 16.4.19.1.2 Provide advance notice of any hardware

purchase requirements to preclude delays M

16.4.19.1.3 Ability to create special project assignments that are independent from case work

D

16.4.19.1.4 Must assign a project manager approved by County

M

16.4.19.2. Sample Management 16.4.19.2.1 Ability to create samples M 16.4.19.2.2 Ability to log a sample one at a time, by batch,

according to a routine, following an event trigger or user definable methods or screens

M

53

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.4.19.2.3 Ability to define sub-samples that would keep a

parent-child relationship as a parent sample M

16.4.19.2.4 Sample identification must be configurable according to Laboratory requirements

M

16.4.20. System Configuration 16.4.20.1. The system must be able to define all analytical

parameters executed in the laboratory, as well as their related standard operating procedures (SOP)

M

16.4.20.2. Ability to define material type, result/observation, algorithm, profile, specification and test. For the test, they can be tied to specific material, standard tests, ad-hoc definition during login, pass/fail tests, free comment tests, menu choice tests, numeric or numeric with calculations tests

D

16.5. Crime Scene Unit Requirements - optional 16.5.1. The system shall allow the entry of crime scene

& evidence information using a portable device used to collect data during evidence collection without being connected to the database

D

16.5.2. The mobile device must allow access to collection and preservation procedures

D

16.5.3. The mobile device as identified by the vendor must allow for evidence identification and bar code printing

D

16.5.4. The mobile device must have the capability of managing the transfer of custody through a bar code scanner

D

16.5.5. The mobile device must have the ability to record and store voice files

D

54

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.5.6. The mobile device must be able to record crime

scene technician notes during collection D

16.5.7. The mobile device must be able to use wireless or network communication for information transfer

D

16.5.8. The mobile data entry device must be able to interface with all appropriate modules for information transfer and sharing

D

16.6. SYSTEM DOCUMENTATION 16.6.1. The selected Proposer must supply the following

documentation with your proposal:

16.6.1.1. System Screen Shots that represent the main functionality of the system

M

16.6.1.2. Implementation methodology documentation including customization, start-up and validation information

M

16.6.2. The selected Proposer must supply the following documentation upon contract signature

M

16.6.2.1. Database Model of all purchased modules and functional options

M

16.6.2.2. Complete User Manual including examples M 16.6.2.3. System Administration and Maintenance Manual M 16.7. INSTALLATION 16.7.1. The selected Proposer or their designated

representative shall perform the initial installation of the system, and must conform to, as part of their proposal, a path or sequence of events describing this effort identified as “Phases”

M

55

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.7.2. Upon award and the subsequent issuance of a

contract, the system shall be installed and functioning within the initial phase. Submittals shall include a schedule, with measurable benchmarks, for the completion of the various tasks associated with this project

M

16.7.3. The system implementation must be performed by a project manager experienced in LIMS implementation

M

16.7.4. The system implementation & training must be performed by forensic scientists that have work experience

D

16.8. TRAINING PROGRAM 16.8.1. The Proposer shall provide adequa te training of

the personnel to install, configure, use, and maintain the system, based on the requirements stated in this document

M

16.8.2. Submitted proposals must include a detailed discussion of the training that is to be provided. Training shall include system installation, configuration, user interface, data review, reporting, data backup, and maintenance

M

16.8.3. The Proposer shall submit a training plan with their response. The plan must include the course title, a summary of content, and state the position/qualifications of the target audience

M

16.9. WARRANTY & SUPPORT SERVICES 16.9.1. At a minimum, the system shall be warranted

against deficiencies in functionality and defects following acceptance of the Final Phase.

M

56

Number Design Feature and Requirements M/D* Yes No Provider Comments 16.9.2. The Proposer shall also include pricing for

extending the warranty beyond one year in the form of a yearly maintenance agreement. In addition to system warranty, the Proposer shall include pricing for system software upgrades. The Proposer shall include pricing of all available options for varying levels of technical support

M

16.9.3. The Proposer shall be capable of providing technical support through the following means:

16.9.3.1. On-site Support – for 30 days following the “go-live” phase

M

16.9.3.2. Telephone Support M 16.9.3.3. Remote Access Support D 16.9.3.4. File Transfer Protocol (FTP) Support D 16.9.4. The terms for on-site support and travel expenses

shall also be included in the proposal. M

16.9.5. The Proposer shall demonstrate successful implementation of software/hardware solutions in forensic science laboratories via a list of names of currently installed system users/clients. List in the Proposer Comments section the total number of forensic laboratories and police departments currently utilizing your software/hardware systems.

M

*M/D is used to represent those items that are Mandatory and those items that are Desired Mandatory items that are to be included in later phases of implementation must be noted and the phase identified.

57

17. Security and Electronic Signature

17.1. Security 17.1.1. Describe the identification and authorization capabilities of your proposed

solution. 17.1.2. For users. 17.1.3. For system administrators and DBAs.

17.2. Describe the security audit capabilities of your proposed solution.

17.2.1. Will your software be compatible with critical security vulnerability

patches as defined by the software manufacturer within 10 business days after the public announcement by the vendor (e.g. Microsoft SQL Server) and who will handle this?

17.2.2. Will you commit to revising your software to interoperate with Microsoft Windows operating system critical security patches within 10 business days after public announcement (typically posting on web page) by Microsoft (e.g. XP Service Pack 2 and Vista & other critical security vulnerabilities)?

17.3. Does your proposed solution have:

17.3.1. The ability to automatically generate a random default password for the user’s first use?

17.3.2. The ability to automatically prompt users to change the default password on the first use?

17.3.3. The ability to require that default passwords shipped with the application be changed immediately after loading onto the computer?

17.3.4. The ability to limit (re)authentication to three (3) unsuccessful attempts? 17.3.5. A time-out capability for periods of user inactivity greater than 30

minutes? Can this capability (number of minutes of inactivity before the time-out engages) be changed by the user? System administrator? If yes, describe.

17.3.6. The ability to require a password to reactivate the user session that has been suspended due to a predefined period of activity? If yes, describe.

17.3.7. The ability to prevent passwords from being written to activity, log or audit files?

17.3.8. The ability to prevent passwords from being displayed on the monitor screen?

17.3.9. The ability to mask passwords on the screen through the use of “dummy characters” or equivalent? If yes, describe.

17.3.10. The ability to have at least 12 “dummy characters” always appear on the screen even if the password is less than 12 characters?

17.3.11. The ability for successful log-ons to display the date and time of the last log-on so that users can determine if someone else might have used their ID/password without their knowledge?

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17.3.12. The ability for passwords to be at least 8 positions in length? Describe

your proposed system’s password capabilities (lengths, characters, alpha, non-alpha, etc).

17.3.13. The ability for users to change their own passwords, if the system permits? If yes, describe.

17.3.14. The ability to require that new passwords differ from previous passwords? If yes, describe.

17.3.15. The ability to require that user and administrators’ passwords be changed every (“X” specified) days? If yes, describe the options for the range of days for “X”.

17.3.16. The ability to have different required password change intervals for users and administrators? For example, 90 days for users and 60 days for administrators.

17.3.17. The ability to require that when a password is changed, the old password must be provided by the user before a new password can be created?

17.3.18. What to do in your application development process to ensure the security of your application’s code (e.g. SQL Slammer, etc)?

17.4. Before software is released into general use, describe the security testing

performed. Who performs the testing? Describe the process.

17.4.1. What will you do to address vulnerabilities in your product discovered subsequent to us deploying your code? In what time interval will they be fixed (critical & non-critical)? At what cost to the County?

17.4.2. What do you do to ensure the physical security of backup tapes and other

media while at your facility and in transit? (For ASPs and other vendors as appropriate.)

17.5. Electronic Signatures

17.5.1. Describe your proposed system’s abilities to use electronic signatures.

18. Training

18.1. The Proposer should provide an overall description of their Training strategy

that addresses the following: 18.1.1. Training approach. 18.1.2. Proposer’s training method(s) related to their database schema. 18.1.3. Approach towards training of County staff on the application. 18.1.4. Approach towards training of County IT staff on the application and

tools. 18.1.5. Types of documentation that will be developed by the proposer. 18.1.6. Tools that will be used in developing the training material. 18.1.7. General timeframes in which training will be conducted.

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18.1.8. Types of training to be provided (train-the-trainer vs. each scientist:

amount/copies of printed material, electronic, web-based self-directed). 18.1.9. Location of training. 18.1.10. Types of on-going/continuing education training opportunities. 18.1.11. Ability for staff to take and be tested on training. 18.1.12. Ability to provide online training material versus classroom training. 18.1.13. Physical facility requirements for the County to obtain for conducting

training. 18.1.14. Identification of training that will be performed by the Proposer as well

as training that will need to be obtained through additional training sources.

18.2. The Proposer must list the nature, level and amount of training to be provided in

each of the following areas: a) Technical training (e.g., programming, operations, etc.) b) User training c) Other staff (e.g., executive level administrative staff). Describe and list the types (printed manuals, CD’s, etc.) and amount of training materials that will be provided in conjunction with the different levels of training to be provided.

18.3. The County has an expectation that: a) All end-user and technical training will

be performed onsite through implementation and be performed by the Proposer. b) End user Implementation Training will use a train-the-trainer approach including participation by the ITS staff person.

18.4. Any training that cannot be easily accommodated or is not practical to be

performed onsite should be specifically identified. Alternatively, the County is open to conducting remote training via the Internet but wishes to understand the pros and cons of such an approach.

18.5. Provide training that will enable personnel who will operate and maintain the

software/system to achieve the level of proficiency required to support the County’s use of the software/system. The training must provide adequate instruction for individuals who will be managing the overall system, including:

18.5.1. System Security. 18.5.2. System basic diagnostics. 18.5.3. Trouble-shooting techniques. 18.5.4. Use of system utilities. 18.5.5. System database backup procedures. 18.5.6. Installation of software and conversion of data. 18.5.7. Information regarding data interfaces.

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19. Testing

19.1. The Proposer should describe their recommended approach to the following types of testing that are anticipated to be performed on the project and the type of assistance they anticipate providing to the County related to testing:

19.1.1. System Testing. 19.1.2. Integration Testing. 19.1.3. Stress / Performance Testing. 19.1.4. User Acceptance Testing (UAT).

19.2. Describe your process for transitioning from UAT to go- live considering the

possibility of open issues that may require resolution.

20. Operations Back Up/Recovery and Disaster Recovery Plan

20.1. How do you propose to achieve effective data back up and recovery? Have you fully described the hardware/software/license purchases required of County to achieve this?

20.2. Currently the County has a disaster recovery contract with SunGard. Describe

the functions/features of your proposed system that enable effective business continuity and disaster recovery processes.

21. System Documentation and Manuals

21.1. Describe what documentation (user guide, technical guide, training materials,

etc.) is available on the system proposed and any related costs.

21.2. The provider is expected to provide user manuals and online help for use by the County as part of the initial training and on-going operational support.

Additionally, the provider is expected to provide technical documentation.

21.3. Describe what types of documentation you anticipate developing during the course of the project and how that documentation is to be delivered.

22. Knowledge Transfer

22.1. The provider should describe their process for ensuring that knowledge transfer

occurs back to County such that staff is capable of supporting and maintaining the application in the most proficient manner once the provider’s implementation engagement is complete.

23. General

23.1. Customer Location: St. Louis County Crime Laboratory

Lieutenant Kevin Lawson, Commander 111 South Meremec Clayton, MO 63105

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23.2. This is not an Agreement of partnership or employment of Proposer or any of Proposer’s employees. Proposer is an independent contractor for all purposes under this Agreement.

23.3. Proposer shall perform its services in a professional and workmanlike manner

and shall only use qualified and experienced personnel. 23.4. Proposer agrees at all times to maintain an adequate staff of experienced and

qualified employees for efficient performance under this Agreement. Proposer agrees that, at all times, the employees of Proposer furnishing or performing any services shall do so in a proper, workmanlike, and dignified manner.

23.5. Proposer agrees that all persons working for or on behalf of Proposer whose

duties bring them upon the Client’s premises shall obey the rules and regulations that are established by the Client and shall comply with the reasonable directions of the Client’s officers. The Client may, at any time, require the removal and replacement of any of Proposer's employees for good cause.

23.6. Proposer shall be responsible for the acts of its employees and agents while on

the Client’s premises. Accordingly, Proposer agrees to take all necessary measures to prevent injury and loss to persons or property located on the Client’s premises. Proposer shall be responsible for all damages to persons or property caused by Proposer or any of its agents or employees. Proposer shall promptly repair, to the specifications of the Client, any damage that it, or its employees or agents, may cause to the Client’s premises or equipment; on Proposer's failure to do so, the Client may repair such damage and Proposer shall reimburse the Client promptly for the cost of repair.

23.7. Proposer agrees that, in the event of an accident of any kind, Proposer will

immediately notify the Client’s contact person and thereafter, if requested, furnish a full written report of such accident.

23.8. Proposer shall perform the services contemplated in the Agreement without

interfering in any way with the activities of the Client’s staff or visitors. 23.9. Proposer and its employees or agents shall have the right to use only those

facilities of the Client that are necessary to perform services under this Agreement and shall have no right to access any other facilities of the Client. The Client shall also extend parking privileges to properly identified members of Proposer's full-time staff on the same basis as they are extended to the Client’s staff.

23.10. The Client shall have no responsibility for the loss, theft, mysterious

disappearance of, or damage to equipment, tools, materials, supplies, and other personal property of Proposer or its employees, subcontractors, or material-men.

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24. Indemnification

24.1. To the fullest extent permitted by law, the Proposer shall indemnify, hold harmless, and defend the Client and its agents, employees, officers and successors, from and against any cla ims, causes of action, damages, losses and expenses, including but not limited to attorneys fees, arising out of or resulting in any way from Proposer’s performance of this contract, provided that such claim, cause of action, damage, loss or expense is attributable to bodily injury, sickness, disease, or death to any person, including employees or agents of the Proposer, subcontractor, or construction manager, or to injury to or destruction of tangible property including loss of use resulting therefrom, but only if caused in whole or in part by a negligent act or omission of the Proposer, a subcontractor, the construction manager, anyone directly or indirectly employed by them, or any for whose acts they may be liable, regardless of whether or not such claim, cause of action, damage, loss or expense is caused in part by a party indemnified hereunder. Proposer shall not be obligated to hold harmless, indemnify, or defend the Client or its agents, employees, officers, or successors if any claim, cause of action, damage, loss or expense arises from the sole negligence or fault of a party indemnified hereunder.

24.2. Proposer shall assume the defense of the Client pursuant to the provisions of

this proposal within fourteen (14) days of receipt of written notice. Any legal cost or expense, including attorney’s fees, incurred by the Client for enforcement of its rights between the time by which Proposer should have assumed the Client defense and the time when Proposer assumes the Client’s defense shall be reimbursed by Proposer. Any legal cost or expense, including attorney’s fees, incurred by the Client in the successful litigation or arbitration to enforce the provisions of the proposal agreement shall also be reimbursed by Proposer.

24.3. Should the parties agree to submit claims, disputes, or other matters arising out

of this Agreement to arbitration, they may do so only with written agreement of all parties, including the Client.

25. Insurance

25.1. The Proposer must have adequate insurance, for damage or loss, for all

equipment and other valuables until such time as the Client receives good and clear title. In defining insurance coverage, the Proposer shall secure full replacement value for the system without the requirement that the Client be responsible for any payments or deductibles. In the event that it is necessary to make a claim under this policy, any funds received by the Proposer shall be used to secure replacement equipment for the Client.

25.2. The Proposer agrees to hold harmless and defend the Client and its agents,

officials and employees from any liability, claim, or injury related to or caused by fault or negligence of Proposer employees or subcontractors. In order to demonstrate this responsibility, the Proposer shall furnish the Client with

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evidence of valid commercial general liability insurance coverage in the amount of one million dollars ($1,000,000) for each occurrence for personal injury (including death or dismemberment) and property damage related to or resulting from shipping, installation, operation, or removal of the proposed automated system. The Client shall be named as a primary additional insured without any contribution from any insurance or self insurance of St. Louis County, unless prohibited by Missouri Statutes. The insurance policy shall be initiated prior to the installation of the system and maintained until final acceptance of the system by the Client according to the prescribed procedures. The Proposer shall furnish to the Client a copy of the insurance policy and all subsequent changes or updates. An endorsement or statement waiving the right of cancellation or reduction in coverage unless thirty (30) days prior written notice is given to the Client by registered or certified mail shall be included.

25.3. Insurance Coverage - As a condition of performing work for the Client,

Proposer must provide satisfactory evidence of insurance coverage as follows:

25.3.1. Commercial general liability of at least $1,000,000; A minimum umbrella policy of $3,000,000; Professional Liability or Errors and Omissions Insurance with a limit of $2,000,000 and Statutory workers compensation with $500,000 of Employers Liability for all sections.

25.3.2. The coverage shall be the minimum amounts and shall not be

diminished during the term of this Agreement and the Proposer shall provide copies of all certificates of insurance to the satisfaction of the Client as to coverage and content and shall maintain such coverage for one year from the completion of the Project.

25.3.3. Insurance policies shall be endorsed and evidence of insurance coverage,

required herein, is to be provided to us in ACORD Certificate Form 25 or 25-S or an equivalent form and must indicate:

25.3.4. That the insurance company will provide 30 days written notice of

cancellation to the certificate holder and other words “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” do not apply or have been removed.

26. Insurance Options (Awaiting confirmation from Risk Management)

26.1. General Liability limits may be attained by individual policies or by a

combination of underlying policies with umbrella and/or excess liability policies.

26.2. Proposer may prevent unnecessary follow up resulting from incomplete

insurance certificates, by sending or faxing a copy of these insurance requirements to Proposer's agent when requesting an insurance certificate.

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27. Risk During Equipment/Software Storage and Installation

27.1. Client intends to purchase such equipment as is recommended and necessary for

the implementation of the LIMS system.

27.2. Provider is responsible for the purchase, delivery and installation for any and all items identified as being a requirement of the provider for this agreement.

27.3. All shipping and insurance costs to and from the site for any and all

software/hardware provided by Proposer shall be included in the Proposer's proposal. All payments to shipping agents and for insurance fees shall be made directly by the Proposer. The Client shall make no payments to any firm concerning the shipment, installation, and delivery of equipment / software which is not a part of this Agreement and for which exact payments are not described.

27.4. Proposer shall be responsible for all arrangements for the shipment and receipt

of equipment / software not provided by the Client to the Client's prepared site. 27.5. Delivery shall be made in accordance with the implementation schedule/phase

referenced as part of this Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice.

27.6. During the time period where the equipment / software is in trans it and until the equipment is fully installed in good working order, the Proposer and its insurer shall be responsible for the equipment / software and relieve the Client of responsibility for all risk or loss or damage to the equipment / software. In addition, Proposer shall hold the Client and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment / software.

28. Entire Agreement Clause

28.1. This Agreement, including appendices and referenced attachments, constitutes the entire Agreement between the Client and Proposer and supersedes all proposals, presentations, representations, and communications, whether oral or in writing, between the parties on this subject.

29. Identification of Parties to the Agreement Clause

29.1. Both the Proposer and Client shall be clearly identified by name. Neither of the

identified parties to the Agreement shall assign or encumber any of its rights, or delegate or subcontract any of its duties defined in the Agreement, in whole or in part, to other third parties unless the other party to the Agreement gives prior written consent. Subject to the foregoing covenant against assignment and delegation, the rights created by the Agreement shall pass to the benefit of the

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identified party and the duties and obligations resulting from the Agreement shall bind the identified party and their respective successors and assignees.

30. Agreement Extension and Modification Clause

30.1. The Agreement may be modified or extended in accordance with the following

procedures. In the event that all parties to the Agreement agree that such changes would be of a minor and nonmaterial nature, such changes may be effected by a written statement that describes the situation and is signed, prior to the effectiveness, by all parties. In the event that the changes are determined by either or all parties to the Agreement to be of a major or complex nature, then the change shall be by formal amendment of the Agreement signed by the parties and made a permanent part of the Agreement.

30.2. Under no circumstances, however, shall any parties to the Agreement forfeit or

cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the Proposer by Client should in no way be interpreted as acceptance of the system or the waiver of performance requirements.

31. Term and Termination Clause

31.1. In the event that either party shall fail to maintain or keep in force any of the

terms and conditions of this Agreement, the aggrieved party may notify the other party in writing via certified mail of such failure and demand that the same be remedied within ten (10) business days. Should the defaulting party fail to remedy the same within said period, the other party shall thereupon have the right to terminate this Agreement by giving the other party thirty (30) days written notice. Notwithstanding the foregoing, due to lack of State or County funding, the Client may at any time during the life of this Agreement, terminate same by giving thirty (30) days notice in writing via certified mail to Proposer.

31.2. In addition, if at any time a voluntary petition in bankruptcy shall be filed

against the Proposer and shall not be dismissed within thirty (30) days, or if the Proposer shall take advantage of any insolvency law, or if a receiver or trustee of the Proposer's property shall be appointed and such appointment shall not be vacated within thirty (30) days, the Client shall have the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate the contract by giving (30) days notice in writing of such termination.

32. Applicable and Governing Law Clause

32.1. The Agreement shall be subject to the Constitution laws of the United States, the laws of the State of Missouri, and the Charter and Ordinances of St. Louis County. All duties of either party shall be legally performable in Missouri. The applicable law for any legal disputes arising out of this contract shall be the law

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of (and all actions hereunder shall be brought in) the State of Missouri, and the forum and venue for such disputes shall be in the courts of appropriate jurisdiction for St. Louis County, Missouri.

33. Freedom of Information Act

33.1. Proposer acknowledges that Client is subject by law to responding to all FOIA

requests. Proposer shall comply with the FOIA in all respects and shall not restrict or otherwise inhibit Client from complying.

34. Confidentiality

34.1. Both parties recognize that their respective employees and agents, in the course

of performance of this Agreement, may be exposed to confidential information and that disclosure of such information could violate rights to private individuals and entities. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein shall survive the termination or cancellation of this Agreement.

34.2. This obligation of confidentiality shall not apply to (a) information that at the

time of the disclosure is in the public domain; (b) information that, after disclosure, becomes part of the public domain by publication or otherwise, except by breach of this Agreement by a party; (c) information that a party can establish by reasonable proof was in that party’s possession at the time of disclosure; (d) information that a party receives from a third party who has a right to disclose it to that party; or (e) information that is subject to FOIA requests.

35. Title and Confidentiality

35.1. Title and full Clientship rights to the Software licensed under this agreement,

including, without limitation, all intellectual property rights therein and thereto, and any copies Client make, remain with Proposer. It is agreed the Software is the proprietary, confidential, trade secret property of Proposer, whether or not any portions thereof are or may be copyrighted, and Client shall take all reasonable steps necessary to protect the confidential nature of the Software, as Client would take to protect its own confidential information.

35.2. Client further agrees that Client shall not make any disclosure of any or all such

Software (including methods or concepts utilized therein) to anyone, except to employees, agents, or Subcontractors working for Client to whom such disclosure is necessary to the use for which rights are granted hereunder. Client shall appropriately notify all employees, agents, and Subcontractors to whom any such disclosure is made that such disclosure is made in confidence and shall be kept in confidence by them. The obligations imposed by this section upon

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Client, its employees, agents, and Subcontractors, shall survive and continue after any termination of rights under this Agreement.

35.3. It shall not be a breach of this agreement if Client is required to disclose or

make the Software available to a third party or to a court if the Software is required to be disclosed pursuant to a state's "open records" law, or is subpoenaed or otherwise ordered by an administrative agency or court of competent jurisdiction to be produced.

36. Notices Clause

36.1. All notices or communications required or permitted as a part of the Agreement

shall be in writing (unless another verifiable medium is expressly authorized) and shall be deemed delivered when:

36.2. Actually received, or Upon receipt by sender of a certified mail, return receipt

signed by an employee or agent of the party, or If not actually received, 10 days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the respective other party at the address set out in the section of the Agreement titled "Identification of the Parties to the Agreement" or such other address as the party may have designated by notice or Agreement amendment to the other party, or Upon delivery by the Client of the notice to an authorized Proposer representative while at Client site.

36.3. Note that if Proposer anticipates missing a due date, then Proposer must notify

Client immediately so that a mutually acceptable revised due date can be agreed to. Consequences to be borne due to failure to receive a notice due to improper notification by the intended receiving party of a new address will be borne by the intended receiving party. The addresses of the parties to this License are as follows:

Client: St. Louis County Police Department 7900 Forsyth Blvd Clayton, MO 63105 Proposer: Company, Street Address, City and State

37. Survival Clause

37.1. All duties and responsibilities of any party that, either expressly or by their

nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of this Agreement.

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38. Force Majeure Clause

38.1. Timely performance is essential to the successful initial implementation and ongoing operation of the network described herein. However, neither party will be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by force majeure.

38.2. Force majeure shall not be allowed unless:

38.2.1. Within three (3) calendar days of the occurrence of force majeure, the

party whose performance is delayed thereby shall provide the other party or parties with written notice explaining the cause and extent thereof, as well as a request for a time extension equal to the estimated duration of the force majeure events.

38.2.2. Within seven (7) calendar days after the cessation of the force majeure

event, the party whose performance was delayed shall provide the other party written notice of the time at which force majeure ceased and a complete explanation of all pertinent events pertaining to the entire force majeure situation.

38.3. Under no circumstances shall delays caused by a force majeure extend beyond

one hundred-twenty (120) days from the scheduled delivery or completion date of a task, unless by prior [to the one hundred-twenty(120) days] written notice of permission of the other party. Failure to secure this written prior permission, even in the case of force majeure, shall constitute default by the party failing to meet the requirement.

38.4. Either party shall have the right to cancel the contract Agreement if Force

Majeure suspends performance of scheduled tasks by one or more parties for a period of one hundred-twenty (120) or more days from the scheduled date of the task. If a cancellation due to a Force Majeure occurs before title passes to the Client, the Proposer may keep any parts of the system as it can salvage, but must remove same at its own expense. If cancellation occurs due to a Force Majeure after title passes to the Client, the system shall remain with the Client and the Proposer shall be entitled to any such payments as have accrued according to the payment schedule.

39. Incorporation by Reference

39.1. The Proposer shall identify specific equipment, wiring, technology, training,

and other related services to be provided by proposer and those to be provided by County that are adequate to accomplish the requirements as set forth in the Request for Proposals and the Proposer response to the Request for Proposals.

39.2. Parties agree that where there is a conflict between terms of this Agreement and

the information presented in the referenced documents, this Agreement shall take precedence.

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39.3. The parties also agree that where there is not a conflict between this Agreement and the information presented in the referenced documents, that all terms, conditions and offers presented in the Proposer's proposal shall herein be referenced to the Agreement and shall be binding upon all parties to the Agreement.

40. Patents, Copyrights, and Proprietary Rights Indemnification

40.1. The Proposer, at its own expense, shall completely and entirely defend the

Client from any claim or suit brought against the Client arising from claims of violation of United States patents or copyrights resulting from the Proposer or the Client’s use of any equipment, technology, documentation, and/or data developed in connection with the services and products described in this Agreement. The Client will provide the Proposer with a written notice of any such claim or suit. The Client will also assist the Proposer, in all reasonable ways, in the preparation of information helpful to the Proposer in defending the Client against this suit.

40.2. In the event that the Client is required to pay monies in defending such claims,

resulting from the Proposer being uncooperative or unsuccessful in representing the Client's interest, or in the event that the Client is ordered to pay damages as a result of a judgment arising out of an infringement of patents and/or copyrights, Proposer agrees to fully reimburse the Client for all monies expended in connection with these matters. The Client retains the right to offset against any amounts owed Proposer any such monies expended by the Client in defending itself against such claims.

40.3. Should a court order be issued against the Client restricting the Client's use of

any product of a claim and should the Proposer determine not to further appeal the claim issue, at the Client's sole option the Proposer shall provide, at the Proposer's sole expense, the following:

40.3.1. Purchase for the Client the rights to continue using the contested

product(s), or 40.3.2. Provide substitute products to the Client which are, in the Client's sole

opinion, of equa l or greater quality, or 40.3.3. Refund all monies paid to the Proposer for the product(s) subject to the

court action. 40.3.4. The Proposer shall also pay to the Client all reasonable related losses

related to the product(s) and for all reasonable expenses related to the installation and conversion to the new product(s).

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41. Nondiscrimination by Proposers or Agents of Proposer 41.1. Neither the Proposer nor anyone with whom the Proposer shall contract shall

discriminate against any person employed or applying for employment concerning the performance of the Proposer responsibilities under this Agreement.

41.2. This discrimination prohibition shall apply to all matters of initial employment,

tenure, and terms of employment, or otherwise with respect to any matter directly or indirectly relating to employment concerning race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position, height, weight, marital status, or political affiliation.

41.3. A breach of this covenant may be regarded as a default by the Proposer of this

Agreement. 42. ADA Compliance

42.1. It shall be the responsibility of all proposers to warrant that all goods, services and/or work to be procured and/or performed in compliance with all applicable federal, state and local statutes, ordinances and codes including, but not limited to, the Americans Disabilities Act of 1990.

42.2. Failure to comply in any manner with applicable statutes, ordinances or codes

shall result in said contractor replacing the goods, services and/or work performed in order to effect compliance or in liquidated damages in the amount required to effect compliance with said statutes, ordinances and codes together with any costs associated with collection of said damages.

43. Effect of Regulation

43.1. Should any local, state, or national regulatory authority having jurisdiction over

the Client enter a valid and enforceable order upon the Client which has the effect of changing or superseding any term or condition of this Agreement, such order shall be complied with, but only so long as such order remains in effect and only to the extent actually necessary under the law. In such event, this Agreement shall remain in effect, unless the effect of the order is to deprive the Client of a material part of its Agreement with the Proposer.

43.2. In the event this order results in depriving the Client of materials or raising their

costs beyond that defined in this Agreement, the Client shall have the right to rescind all or part of this Agreement (if such a rescission is practical) or to end the Agreement term upon thirty (30) days written prior notice to the Proposer.

43.3. Should the Agreement be terminated under such circumstances, the Client shall

be absolved of all penalties and financial assessments related to cancellation of the Agreement.

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43.4. The Client shall not be charged for such compliance beyond the cost of the

annual support fees. The Client shall also not be charged for analysis, investigation, design, programming, conversion, or implementation of such compliance beyond the cost of the annual support fees.

44. Annual Maintenance and Support Fees

44.1. Describe the types of support needed to keep the product under current support

and to keep the product enhanced. 44.2. The annual maintenance/support fees must include software version updates to

accommodate any new ISO 17025 Standards.

44.3. Describe your maintenance programs and options with associated pricing. 44.4. Do you require remote access to the server to support/maintain it? If yes,

describe the method(s) and security used. 44.5. Do you limit the number of County people who can call in for support?

44.5.1. If yes, explain your model and how additional people can be included and at what cost.

44.5.2. If there is no limitation, the maintenance agreement should clearly state this. Are you agreeable to include such language in our contract?

44.6. What methods are available for support (800 number, e-mail, bulletin board)? 44.7. Are you agreeable to the County removing unused licenses from software

maintenance with a corresponding reduction in maintenance costs without a recalculation of maintenance costs at a higher price than originally set?

44.8. Support fees shall not be increased by an annual average percentage greater than

the annual CPI-W for the Midwest region or 3%, whichever is less, for as long as annual support fees are paid and the license agreement between the Client and Proposer is in effect.

44.9. Annual Maintenance and Support Fees will not begin until after the County has

accepted and final payment has been made. 44.10. Proposer agrees to send an itemized invoice to the County at least 90 days

before maintenance is up for renewal. 44.11. County may cancel maintenance upon 90-day notification to proposer. 44.12. Maintenance may be reinstated by the County at an amount not to exceed the

back fees that would have been due if maintenance/support had not been

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dropped. The County will not be forced to move to new license models to pay upgrade fees.

44.13. The Proposer shall give the County 12 months notice before canceling

maintenance. In addition, the Proposer shall continue to support the software/product as long as it is supporting such software/product for the rest of its customer base.

45. Service Level Agreements (SLA)

45.1. Are you agreeable to the following SLA:

45.1.1. Does your company provide Help Desk Full Service, 7:00 A.M. to 5:00 P.M., Monday through Friday?

45.1.2. Does your company provide after hours technical call support and willing and able to return telephone calls within 90 minutes?

45.1.3. Can your company provide remote technical call support if granted VPN access for problem diagnosis and resolution?

45.2. Do you propose any revisions?

45.3. Provide a copy of your Service Level Agreement (SLA).

45.4. What SLA reports do you propose? At what frequency?

45.4.1. Does your company track Help Desk calls for later reporting to the

customer?

45.5. Do you have a Service Level Agreement for your Help Desk? If yes, provide a copy with your RFP response.

46. Payments and licensing models

46.1. Specific payment terms will be according to the scheduled phases/milestones

and license requirements negotiated as part of the final contract. 46.2. Describe how licensing is structured (alternatives, base software + per user

licenses, license costs, license-packs, incentives, etc.). Include costs for adding additional users after the initial purchase.

46.2.1. Will you provide price protection that allows the County to procure

additional licenses at or below the original agreement price for a defined period of time? If yes, what is that period of time?

46.2.2. What Total Cost of Ownership should we expect over a four-year

period?

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46.2.3. Will you allow the County to use your software to do disaster recovery testing and in the case of a declared disaster within the licensing agreement and at no additional cost to the County?

46.2.3.1. From time to time consultants, business partners or other non-

employee type personnel may need to access the licensed software. Will these types of users have access and will they need an additional license?

46.3. It is expected that certain payments will be made upon delivery of the software

with additional payments made six (6) weeks following successful implementation and delivery of services based on specific phases or milestones.

46.3.1. Phases/milestones are: 46.3.1.1. Acceptance and Signing of the Contract. 46.3.1.2. Purchase of necessary hardware required of County. 46.3.1.3. Begin configuration and installation of software. 46.3.1.4. Incorporation of SOP’s into LIMS system. 46.3.1.5. Development of Laboratory Reports. 46.3.1.6. Completion of configuration and testing of Core system (Section

48.1.3.1). 46.3.1.7. Integration of an electronic evidence receipt to “pre-populate”

LIMS System. 46.3.1.8. Developed resolve for acceptance and entry of municipal

evidence. 46.3.1.9. Electronic submission/transfer to Property Control. 46.3.1.10. Destruction/release letters/memorandums. 46.3.1.11. Advanced Statistical Search (workload, crime trends and NIJ

requirements). 46.3.1.12. Integration of electronic evidence receipt with CARE. 46.3.1.13. Integrate LIMS system with scientific instrumentation. 46.3.1.14. Ability to export reports to CARE and Microsoft SharePoint

2007. 46.3.1.15. Track Quality Assurance functions. 46.3.1.16. Audits. 46.3.1.17. Track and maintain chemical/reagent log.

46.4. Proposer will submit to the client for their review a pay request in a form agreeable to the client.

46.5. Requests for payment shall be accompanied with the appropriate lien waivers

for the prior partial payments. The request for final payment shall be accompanied with final lien waivers from all subcontractors and material suppliers.

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47. Source Code and Version Management 47.1. Provider shall place Source Code for the software modules licensed by the

client in escrow with an independent third party (at no cost to the client). 47.2. The Source Code shall be kept current with the releases/version of the software

in live use with the client. 47.3. Provider will provide appropriate source code to the County in a timely manner

in the event that the provider goes out of business, no longer supports the software or the provider is merged/acquired and the software is no longer supported. Once the County obtains the source code, it will be a perpetual license and there will be no additional fees due.

47.4. Describe your policy, processes and practices for introducing new versions and

managing software obsolescence.

47.4.1. How often should we expect upgrades and new versions (major and minor version releases)?

47.4.2. What can we expect in backward version compatibility and support of

back versions? 47.4.3. Are we required to move to new versions within specified months of

their being released and what choice does the County have in determining if and when to migrate to new versions?

47.4.4. How do you address or formulate costs for new versions? 47.4.5. Can versions and patches of your proposed system be deployed to

servers and clients using Microsoft Systems Management Server (SMS) and or Microsoft Software Update Services (SUS)? If yes, describe.

48. Deliverables

48.1. The Proposer shall deliver to the County, but not be limited by, the following:

48.1.1. A project plan and schedule providing specific dates, phases and milestones approved by the County.

48.1.2. A methodology and process for managing the project plan and adhering

to the schedule. 48.1.3. A phased- in schedule for implementation that clearly identifies each

phase starting with the required core system.

48.1.3.1. At a minimum the Core System must include: Evidence Tracking – items, sub-items for the Crime Lab (and necessary hardware {handheld bar code scanners and printers}); all ISO standards

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and report writing capabilities (to include worksheets); and search capabilities based on populated fields.

48.1.3.2. County, when satisfied with performance anticipates acceptance

within 60 days of phase completion.

48.1.4. A recommended solution to migrate from paper evidence receipt document to an electronic means of collection, submission and tracking.

48.1.5. An electronic based Laboratory Information Management System that is

compliant with ISO and ASCLD/LAB accreditation requirement. 48.1.6. A negotiated contract for review and approval by the County. 48.1.7. Complete costing for the project. 48.1.8. Clear specification of necessary hardware that County must purchase to

ensure successful implementation. 49. Instructions to Proposers

49.1. The County standards for creating and sharing documents electronically are Microsoft Office 2003, Visio 2002/2003 and Microsoft Project 2003. Proposers must confirm their ability to meet these County standards during the proposal process and beyond should we require further questions and/or communications.

49.2. A mandatory pre-proposal conference will be held from 1:30 to 3:00 pm on

April 7, 2008 at 111 S. Meramec, 4th floor, Clayton, MO. Proposers are required to attend. Questions must be e-mailed to Lieutenant Kevin Lawson [email protected] by noon CDT March 31, 2008 will be answered by e-mail prior to the pre-proposal conference.

49.3. Proposals are due in the office of the Commander, St. Louis County Police

Department Crime Laboratory, 111 S. Meramec Ave., 4nd Floor, Clayton, Missouri, 63105 by April 21, 2008 at 2:00 pm CDT. Proposals must be clearly identified with the RFP-2008-01 on the outside of the envelope. Late proposals will not be considered.

49.4. All proposals should be submitted in the County standard electronic CD format

(Microsoft Office 2003) in addition to 4 paper copies for review. 49.5. Proposers shall respond to each item.

49.5.1. Proposal responses shall follow the section/paragraph numbering format

used in the Proposal. Failure to follow the proposal format may result in proposal disqualification.

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49.5.2. Pricing shall reflect the implementation/phasing schedule requested in 46.3.1. and 53.2. Pricing alternatives such as a lease/purchase will be considered.

49.6. Electronic copies of this RFP are available in Word. Send an e-mail request to

Lieutenant Kevin Lawson at [email protected] for a copy. 49.7. Proposers should monitor the County web site at:

http://www.stlouisco.com/scripts/procurement/ifb/index.cfm for addenda to the RFP prior to RFP closing and include signed addenda with their RFP response. Missing or unsigned addenda may cause your proposal to be rejected.

50. Response Requirements

50.1. In addition to responding to all questions posed in the Request for Proposal, the

proposal response shall include, but is not be limited to, the following:

50.1.1. Provider’s ISO certification/accreditation date. 50.1.2. Proposer’s legal name, state registered office address, telephone and fax

numbers, internet web address, e-mail address, stock exchange listing and symbol, and the names of the directors or other responsible officers who would have ultimate responsibility for the management of the contract if awarded.

50.1.3. Name, title, address, phone and FAX number and e-mail address of the

Proposer’s primary contact with the County for ongoing communications regarding the RFP.

50.1.4. Brief (two page maximum) summary of proposer’s corporate description

that shall include, but shall not be limited to: number of years of involvement in Laboratory Information Management consulting and implementation; how proposer differentiates itself from its competitors; how proposer adds value to the services it provides; and how proposer approaches client and change management.

50.1.5. List of third parties, partners, or affiliates, to include the project

management resource, that the proposer proposes to include as part of its proposal, with description of how these outside agencies would be utilized.

50.1.6. Customer list and references from proposer’s recent (past twenty-four

months) consulting on similar engagements. References shall include, but shall not be limited to: customer name and addresses; customer contact names and telephone numbers; duration of services/contracts; summaries of services provided; adherence to deadlines (timeliness); adherence to budget; and customer satisfaction.

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50.1.7. Are you agreeable to enter into a confidentiality/non-disclosure agreement with St. Louis County covering the information obtained during this process?

50.1.8. How will you address St. Louis County’s right to all consultant's

working papers and computer files? 50.1.9. Disclosure of Relationships:

50.1.9.1. Any referral or reseller relationships you have with other IT

Vendors. 50.1.9.2. Your participation on any IT Vendor’s board of directors or

board of advisors. 50.1.9.3. Any relevant familial relationships with any IT Vendors.

50.1.10. Proof of professional liability insurance and your agreement to carry the

insurance noted in Attachment A. In your response, state your ability to meet this requirement. The selected proposer shall provide proof within one week of being notified of conditional selection.

50.1.11. Price shall be inclusive of services provided for the life of the

engagement. 50.1.12. It is desirable for the project manager to be on site in Clayton, MO for

critical times and meetings during the project. Conference calls are acceptable for other meetings. Describe how you will fulfill this desire.

50.1.13. The County’s standard project management tool is Microsoft Project

2003. Our standard collaboration tool is Microsoft SharePoint. Our e-mail/calendar system is Microsoft Exchange/Outlook 2003/2007. If you are selected, are you agreeable to purchasing licenses for your personnel to work with the County during the engagement?

51. Evaluation of proposals and award criteria

51.1. A team of County personnel will evaluate the proposals and the award

recommendation will be made to the County Council. Criteria that will be considered, in addition to the items listed in the proposal response, are:

51.1.1. Expertise and experience of the Proposer.

51.1.2. Overall value to the County, Municipalities, the St. Louis County Police Department, the Police Crime Laboratory and the citizens served.

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51.1.3. Competency (including project management certification(s) and experience of the specific consultants to perform the project management and consulting services to the County.

51.1.4. Experience and results in providing similar services to peer

organizations to the County.

51.1.5. Creativity and usability of proposed project methodology.

51.1.6. Cost to the County for the initial project and costs for potential additional consulting services, clearly related to proposal response sections and items.

51.1.7. Quality, completeness and ease of understanding the proposed project

and work plan.

51.1.8. Ability to meet a project schedule acceptable to the County.

51.1.9. A successful proposer selection process cannot take place solely based on written responses to this proposal. Although written proposals will provide a great deal of input, they may be supplemented with the following at St. Louis County’s discretion:

51.1.10. Information from formal presentations;

51.1.11. Input from research organizations and industry publications;

51.1.12. Reference feedback; 51.1.13. Agreement on the contract terms as evidenced by the absence of

exceptions.

51.2. St. Louis County may take into consideration the items listed and any additional items that it deems appropriate at its sole discretion. Proposers are encouraged to supply additional information from their experiences that is applicable, appropriate, and provides value to St. Louis County.

51.3. In addition to Section 49.2. the proposers, if requested, must be available for

meetings at St. Louis County, within seven (7) calendar days after notification. The meetings would be to discuss and clarify the proposer’s proposal and qualifications. Proposers must respond by e-mail within seven days to e-mail requests from the County for additional information regarding their proposal, experience, clients and related information. Failure to respond in full and within the required time period may result in rejection of the proposer’s proposal.

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51.4. The selection team will be comprised of the Police Crime Laboratory Commander, the Laboratory’s Section Supervisors or their designee and a Supervisor from the Office of Information and Technology.

51.5. The Commanding Officer of the Division of Criminal Identification for the St.

Louis County Police Department may reject any or all proposals and waive any minor irregularities.

52. Anticipated Options

52.1. Option 1

52.1.1. Photo Section (3 full time and one part time employee) currently stores digital Crime Scene photographs in a Digital Imaging System. Option I would be an itemized cost to include the Photo Section in the LIMS system.

52.2. Option 2

52.2.1. The costs to allow the Crime Scene detectives the ability to not only submit evidence, but to track, review and prepare reports in the LIMS system.

52.3. Option 3

52.3.1. The costs to allow the Precincts the ability to manage/audit their short-term evidence that is stored at their facility awaiting submission to the Crime Lab or Property Control.

52.4. Option 4

52.4.1. A cost basis utilized to allow other local municipalities to subscribe to the proposer’s software.

53. Proposal pricing and fees

53.1. The total price given below shall include all costs (including, but not limited to,

insurance, travel, telephone, and other direct costs) to provide services and deliverables identified in this RFP.

53.2. County projects the payments as:

53.2.1. 25% of the total cost at contract signing; 53..2.2. 15% of the total cost following acceptance and installation of the

software licenses by the County; 53..2.3. The next installment of 10% of the total cost will be paid six (6) weeks

after the “Go Live” anticipated date of November 17, 2008, at the completion and acceptance of Phase One by the County;

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53..2.4. The fourth installment pay of 25% of the total cost will be authorized and paid six (6) weeks after the completion and acceptance of the Second Phase by the County;

53..2.5. The last payment of 25% of the total project cost will be authorized and made six (6) weeks after the entire project has been completed and accepted by the County.

53..2.6. Are you agreeable to be paid as stated above?

53.3 Proposer must prepare the structured price form located in Section 57.3. that all Proposers must use. Information should be requested so that a Total Cost of Ownership (TCO) can be determined over a 3 – 5 year period as requested in Section 46.2.2.

54. Contract requirements of the successful Proposer

54.1. Will you provide written guarantees of information confidentiality and non-sharing? If yes, provide proposed contract wording.

54.2. Are you agreeable that the representations contained in your RFP response will

be incorporated into the contract? 54.3. Are you agreeable to the following contract language?

54.3.1. Independent Contractor. The relationship of the Proposer to the County shall be that of independent contractor and no principal agent of employer-employee relationship is created by the contract.

54.3.2. Conflict of Interest. The Proposer shall not employ as a director, officer,

employee, agent, or subcontractor any elected or appointed official of the County or any member of his/her immediate family.

54.3.3. Non-Discrimination of Employment. The Proposer shall not

discriminate against any employee or applicant for employment because of race, religion, color, sex, age, marital status, national origin or disability/handicap. Proposer shall take affirmative action to insure that applicants are employed and that employees are treated during their employment without regard to race, religion, color, sex, age, marital status, national origin or disability / handicap. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer, rates of pay or other forms of compensation, and selection for training including apprenticeship. In the event of contractor’s noncompliance with the provisions of this paragraph, the contract may be terminated or suspended in whole or in part and Proposer may be declared ineligible for further County contracts.

54.3.4. Subcontracts. The Proposer agrees not to subcontract any of the work

required by this Agreement without the prior written approval of the St. Louis County Department of Administration or designee. The

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Consultant agrees to be responsible for the accuracy and timeliness of the work submitted in the fulfillment of its responsibilities under this Agreement.

54.3.5. Assignment of Agreement. The Proposer agrees not to assign, transfer,

convey, sublet, or otherwise dispose of the contract or any rights, title, or interest created by the contract without the prior consent and written approval of the St. Louis County Department of Administration or designee and the Proposer.

54.3.6. Changes in Agreement. The contract may be changed only upon the

written agreement of the St. Louis County Department of Administration Director or designee and the Proposer.

54.3.7. Governing Law. The contract shall be interpreted under the laws of the

State of Missouri. 54.3.8. Termination. The County shall have the right to terminate the contract

immediately in the exercise of its absolute and sole discretion, upon written notice to the Proposer. After receipt of such notice, the contract shall automatically terminate without further obligation of the parties.

54.3.9. Intellectual Property/Software ownership. All information, data,

programs, publications and media created specifically for and paid for by the County or as a result of the work identified in this Contract is the property of the County unless otherwise noted, copyright protected, or defined or agreed to by both parties to this Contract.

54.3.10. The successful proposer is required to complete final negotiations of

terms prior to contract award. 54.3.11. Funding Out. This Contract shall terminate at such time, if any, that the

County Council fails to appropriate sufficient sums in the budget year, for which the contract applies, to pay the amount due.

55. Billing/Invoicing

55.1. Are you agreeable to being paid in stages related to project milestones and associa ted formal acceptance by the County as listed in Section 53.2.? If no, what do you propose?

55.2. Are you agreeable to receive payment within 45 days of date of invoice? 55.3. Are you agreeable to submit/provide all invoices by e-mail?

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56. Contract Template and Submitting Authority

56.1. The Proposer is required to submit a proposed contract template pursuant to this RFP-2008-01 for review by the County.

The County reserves the right to reject any and all proposals. Submitted by: (authorizing signature above) Proposer’s Name and Company information:

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57. Appendix

57.1. Lab Automation Study Saint Louis County Police Department Evidence and Laboratory Management System (ELMS) Needs Assessment / Request for Proposal SLCPD-ELMS-RFP Revision 1.2 PREPARED BY Laboratory Automation Solutions, Inc. 613 Rustic Trail Beavercreek, OH 45434 937-431-9257 www.LabAutomation.com SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page ii Document Information Document title: St. Louis County Police Department Evidence and Laboratory Management System Request for Proposal Document file name: SLCPD-ELMS-RFP 12.doc Revision number: 1.2 Issued by: Donn Storch Original Issue Date: 28 October 2004 Status: Draft for client Document Approval Donn M. Storch 28 OCT 04 Project Mgr. (LAS) Signature Date Capt. Jack Webb SLCPD ELMS Mgr. Signature Date SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page iii Version History Revision Date Author Description of change 0.0 14 Jun 2004 LAS-DMS Client dra f t f rom RTM 0.1 0.1 14 Oct 2004 LAS-DMS Expand for LMS functional i ty 0.2 21 Oct 2004 LAS - KAK Review / Edit s 1.0 28 Oct 2004 LAS – DMS Complete RTM and release 1.1 25 Jan 2005 LAS - DMS Change to Forensic Biology Flow 1.2 31 Jan 2005 LAS – DMS Updated organization diagram

SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page iv

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TABLE OF CONTENTS 1. PROJECT DESCRIPTION ............................................................7 1.1. DOCUMENT ORGANIZATION ..............................................................7 1.2. BACKGROUND ................................................................................7 1.3. ORGANIZATIONS ............................................................................7 1.3.1. SLCPD ...........................................................................................7 1.3.2. REGIONAL JUSTICE INFORMATION SERVICE (REJIS) ............................8 1.3.3. MUNICIPALITIES ..............................................................................9 1.3.4. ST. LOUIS COUNT Y COURTS AND PROSECUTORS....................................9 1.3.5. MEDICAL EXAMINER OFFICE...............................................................9 1.3.6. OTHER LABORATORY CUSTOMERS .......................................................9 2. INFORMATION TECHNOLOGY INFRASTRUCTURE .............................9 2.1. SERVER AND CLIENT OPERATING SYSTEMS ..........................................9 2.2. NETWORK SERVICES .....................................................................10 2.3. DATABASE ...................................................................................10 2.4. WAN / LAN ...............................................................................10 2.5. INTERNET BROWSERS....................................................................10 2.6. OFFICE SOFTWARE........................................................................10 3. CURRENT BUSINESS PROCESSES ............................................. 10 3.1. CURRENT BUSINESS PROCESSES ......................................................10 3.1.1. CASE MANAGEMENT ....................................................................... 10 3.1.2. EVIDENCE AND PROPERTY MANAGEMENT .......................................... 12 3.1.2.1. As Is SLCPD Evidence Management ........................................................ 12 3.1.2.2. As Is Client Municipal Evidence Management ......................................... 13 3.1.2.3. As Is Crime Laboratory Evidence Management ....................................... 14 3.1.2.4. As Is SLCPD Property Management......................................................... 16 3.1.2.5. As Is SLCPD Firearms Examination ......................................................... 17 3.1.2.6. As Is SLCPD Fingerprint Examination...................................................... 18 3.1.2.7. As Is SLCPD Forensic Biology Analysis .................................................... 19 3.1.2.8. As Is SLCPD Drug Analysis ...................................................................... 20 3.1.2.9. As Is SLCPD Trace Analysis ..................................................................... 20 3.1.2.10. As Is SLCPD Toxicology Analysis ........................................................... 21 3.2. CURRENT INFORMATION SYSTEMS ...................................................21 3.2.1.1. 911 Call Center........................................................................................21 3.2.1.2. Computer Assisted Dispatch (CAD) ......................................................... 21 3.2.1.3. Computer Assisted Report Entry (CARE) ................................................. 21 3.2.1.4. Laboratory Information Management System (LIMS)............................. 22 3.2.1.5. Prosecuting Attorneys (PA) Case Disposition System.............................. 22 3.2.1.6. Property Unit Database ...........................................................................22 3.2.1.7. Fingerprint Unit Database .......................................................................22 4. ELMS BUSINESS REQUIREMENTS............................................ 23 4.1. USERS AND SECURITY....................................................................23 4.1.1. PERSONNEL IDENTIFICATION .......................................................... 23 4.1.1.1. User Identification ..................................................................................23 SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page v 4.1.1.2. Non-user Identification ...........................................................................23 4.1.1.3. Common Identification Card ................................................................... 23 4.1.2. ACCESS TO INFORMATION ............................................................... 24 4.1.3. LABORATORY ACCESS TO INFORMATION............................................ 24 4.1.4. ROLE-BASED SECURITY................................................................... 24 4.2. EVIDENCE AND PROPERTY STATUS ...................................................24 4.3. AUDIT TRAIL ...............................................................................24 4.4. CASE MANAGEMENT ......................................................................24 4.4.1. CASE IDENTIFICATION.................................................................... 24 4.4.2. INPUT VIA CARE ........................................................................... 24

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4.4.3. CASE STATUS INFORMATION ........................................................... 25 4.4.4. MAXIMUM HOLD TIME.................................................................... 25 4.5. SLCPD EVIDENCE MANAGEMENT.....................................................25 4.5.1. EVIDENCE PACKAGES...................................................................... 25 4.5.2. EVIDENCE PACKAGING LEVELS......................................................... 25 4.5.3. EVIDENCE PACKAGE LABELS ............................................................ 25 4.5.4. CHAIN OF CUSTODY ....................................................................... 25 4.5.5. STOREROOM OR VAULT INVENTORY.................................................. 25 4.5.5.1. Inventory Report..................................................................................... 25 4.5.5.2. Active Inventory...................................................................................... 26 4.5.5.3. Inventory Records................................................................................... 26 4.5.6. LABORATORY SUBMISSION.............................................................. 26 4.5.7. LABORATORY EVIDENCE MANAGEMENT ............................................. 26 4.5.7.1. After-hours Evidence Delivery.................................................................26 4.5.7.2. Movement In/Out of Vault ...................................................................... 26 4.5.7.3. Laboratory Driving While Intoxicated Blood Evidence ............................ 26 4.5.7.4. Laboratory Narcotics Evidence Management .......................................... 26 4.5.7.5. Laboratory Firearms Evidence Management ........................................... 27 4.5.7.6. Laboratory Sexual Assault Evidence Management .................................. 27 4.5.7.7. Laboratory DNA Evidence Management .................................................. 27 4.5.7.8. Laboratory Fingerprint Evidence Management........................................ 27 4.5.7.9. Laboratory Drug Evidence Destruction.................................................... 28 4.5.8. EVIDENCE TRANSFER TO COURT....................................................... 28 4.5.9. EVIDENCE RETURN......................................................................... 28 4.5.10. EVIDENCE TRANSFER TO PROPERTY UNIT........................................ 28 4.6. FORENSIC ANALYSIS INFORMATION .................................................28 4.6.1. LOGICAL STRUCTURE...................................................................... 29 4.6.1.1. CASE........................................................................................................ 29 4.6.1.2. SUBMISSION........................................................................................... 29 4.6.1.3. EVIDENCE................................................................................................ 29 4.6.1.4. DISCIPLINE............................................................................................. 29 4.6.1.5. RESULT.................................................................................................... 29 4.6.2. FIREARMS EXAMINATION INFORMATION........................................... 29 4.6.3. FINGERPRINT EXAMINATION INFORMATION ...................................... 29 4.6.4. FORENSIC BIOLOGY EXAMINATION INFORMATION.............................. 29 4.6.5. DRUG ANALYSIS INFORMATION ....................................................... 30 SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page vi 4.6.6. CHEMISTRY / TRACE ANALYSIS INFORMATION................................... 30 4.7. PROPERTY MANAGEMENT ...............................................................30 4.7.1. PROPERTY COLLECTION .................................................................. 30 4.7.2. NON-EVIDENCE CASH AND CURRENCY SEIZURES................................ 30 4.7.3. EVIDENCE CASH AND CURRENCY SEIZURES........................................ 30 4.7.4. PROPERTY INVENTORY ................................................................... 30 4.7.5. PROPERTY RETURN ........................................................................ 30 4.7.6. PROPERTY AUCTION....................................................................... 31 4.7.7. WEAPONS DESTRUCTION ................................................................ 31 4.7.8. PROPERTY DESTRUCTION................................................................ 32 4.8. MUNICIPALITY EVIDENCE MANAGEMENT ...........................................32 4.9. OTHER PROCESSES........................................................................32 4.9.1. OTHER COLLECTIONS ..................................................................... 32 4.9.2. DATABASE SEARCHING ................................................................... 32 4.9.3. AUTOMATED FUNCTIONS................................................................. 33 APPENDIX A - ACRONYMS ......................................................... 34 APPENDIX B1 – REFERENCES..................................................... 36 APPENDIX B1 – REFERENCE WORKSHEETS ................................... 37 APPENDIX C – REPORTS ........................................................... 38 EXISTING FORMS AND REPORTS .............................................................38

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NEW FORMS AND REPORTS....................................................................38 APPENDIX D – REQUIREMENTS CLASSIFICATION ........................... 39 SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 7 1. Project Description The Saint Louis County Police Department (SLCPD) intends to purchase a Commercial-Off-The- Shelf (COTS) Evidence / Laboratory Management System (ELMS), to include software, implementation support, and data conversion tasks, as part of an effort to improve efficiency. The goal of the project is to implement an ELMS capable of eliminating most of the paper forms currently used to manage evidence and property including Chain of Custody (COC) documentation and tracking. The first step toward selecting a COTS computer application is to identify and document the current business processes that the system must provide, support, and/or connect with electronically. 1.1. Document Organization This document has four sections: 1. Background, 2. Information Technology (IT) Infrastructure, 3. Current Business Processes, and 4. ELMS Business Requirements. The Infrastructure section describes the electronic information environment in which the ELMS shall function. The Current Business Processes section summarizes and describes the business processes followed by the SLCPD, and other organizations, regarding the collection, management, and analysis of evidence and property, as well as the information systems used to automate these activities. The ELMS Business Requirements section details requirements that shall be fulfilled by the ELMS. 1.2. Background St. Louis County, Missouri, with an area of 524 square miles, includes 92 municipalities with a total population over 1 million. Nearly 60 of the municipalities provide their own police service. All municipal Police Officers are authorized to enforce their municipal ordinances within their community and all State statues within the County. Additionally Police Officers assigned to Lambert-St. Louis International Airport, owned and operated by the City of St. Louis but located in an unincorporated area of St. Louis County, are deputized by the SLCPD and are authorized to enforce St. Louis County ordinances. 1.3. Organizations The SLCPD interacts with many organizations while performing its mission. Most of the organizations are considered clients of St. Louis County while others are internal County or support organizations. 1.3.1. SLCPD The SLCPD provides services for the St. Louis County metropolis, including more than 70 cities, villages, towns, schools, and other agencies within the County. The SLCPD facilities include Headquarters, Forensic Laboratory, seven (7) Precinct stations, and various property storage locations. The SLCPD is organized as two high-level Units and three Divisions: Criminal Investigation, Operational Support, and Patrol. The Division of Patrol, typically the first contact between a citizen and the Department, initiates many investigations. For serious crimes and other SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 8 specified situations, an investigation becomes the responsibility of the Division of Criminal Investigation and is assigned to an officer from one of its investigative bureaus: Crimes Against Persons, Crimes Against Property, or Drug Enforcement. Other SLCPD organizations that will interact with the ELMS project are the Bureau of Communications and Bureau of Computer Services under the Division of Operational Support. The Bureau of Communications operates the 911 Call Center for most of St. Louis County (one of 28 911 call centers in the County) and the Computer Aided Dispatch (CAD) system which accepts event information from the 911 system and assists radio operators in dispatching patrol vehicles. The Bureau of Communications also operates the Computer Assisted Report Entry (CARE) system which accepts electronic information from CAD and permits entry of incident reports via mobile laptop computers mounted in patrol vehicles, from desktop computers

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connected to the SLCPD network, or manual entry by CARE operators from radio communications with responding patrol vehicles. 1.3.2. Regional Justice Information Service (REJIS) The Regional Justice Information Service (REJIS) is a regional processing center serving Government agencies in the St. Louis area. Created as a joint commission between the City of St. Louis and St. Louis County it focuses on providing services to the criminal justice SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 9 community. In addition to its chartered function, REJIS is permitted to accept fee-for-service work from other organizations. 1.3.3. Municipalities This category covers a range of municipal organizations that contract full police services from St. Louis County to independent municipalities that only use the Crime Laboratory. Municipalities have their own court systems that typically adjudicate misdemeanors. It is desired that municipalities be able to use the evidence inventory function of the ELMS to manage their vaults separate from other ELMS managed vaults. The ELMS shall support multiple evidence inventories that are secured against access by ELMS users who are not assigned to that facilit y. 1.3.4. St. Louis County Courts and Prosecutors Crime Laboratory analysts and examiners regularly testify in court as to the results of analysis. Evidence in a court case may be transported by the analyst or, more commonly, signed-out to the prosecutor and stored in a vault at the District Attorney’s Office (DAO). When the case is adjudicated or otherwise completed, the evidence is returned to the laboratory or property unit for storage and/or disposition. 1.3.5. Medical Examiner Office The Medical Examiner’s Office (MEO) performs toxicology tests and blood evidence testing. The MEO is in the process of acquiring the PathAssist information management system to manage analysis workload and results. The MEO may augment the system with a commercial evidence management system independent of this project. The SLCPD desires to send electronic information about evidence submitted to the MEO for analysis and receive information electronically from the MEO information systems. 1.3.6. Other Laboratory Customers Other customers of the Crime Laboratory include other Counties, the State of Missouri, Federal Agencies, and Lambert -St. Louis International Airport Police. All of these organizations have their own case management processes and interact with SLCPD processes at the laboratory when submitting evidence for analysis and receiving completed reports and evidence. It is not expected that any of these organizations will interact with the ELMS other than at the SLCPD Crime Laboratory evidence receiving window. 2. Information Technology Infrastructure This section identifies requirements or constraints that apply to the ELMS including any and all software delivered as a whole or as component parts of the proposed system. 2.1. Server and Client Operating Systems The vendor shall install the ELMS server code (if needed) on a single server running Microsoft Windows 2000 Server located in the REJIS facility. The database server will be configured with Level 5 RAID storage running Microsoft Windows 2000 Server. All client machines used as Workstations will be configured with Microsoft Windows 2000 or higher. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 10 2.2. Network Services The delivered ELMS shall utilize Microsoft Windows managed file and print services. 2.3. Database The database shall be Microsoft SQL Server. 2.4. WAN / LAN St. Louis County and the SLCPD organizations are connected via a Wide-Area Network with Ethernet (twisted-pair based) local-area networks in office/precinct areas. The network protocol is TCP/IP. 2.5. Internet Browsers

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The SLCPD preferred browser is Internet Explore 6.0 however non-SLCPD users may have other versions or other browser products. The delivered ELMS shall: • Accept evidence/property registration from remote users via web browser • Allow web browser access to evidence/property information • Generate reports and other information in HTML or other standard formatted files which can be served by existing web servers for internal or public access 2.6. Office Software The SLCPD uses Microsoft Office products but many workstations may only have Microsoft Word. Older workstations will have older versions of Microsoft Word. Non-SLCPD organizations may have non-Microsoft office software. The ELMS shall be able to create reports in Microsoft Word or other Microsoft Office application formats. 3. Current Business Processes A description of business processes for evidence and property management is complicated by the wide variety of organizations involved in collecting, storing, analyzing, reporting, and disposing evidence and property. 3.1. Current Business Processes Management of evidence and property includes collecting or seizing items, packaging, documenting, storing, transporting, and disposing. Evidence also may include transport and laboratory receiving, storing, analyzing, splitting and/or extracting, reporting, return or longterm storage, transport to and from court, and disposition. 3.1.1. Case Management Investigations, which are typically started by the Division of Patrol, may start from a telephone call to the 911 Call Center resulting in a CAD number, or from an event or observation by a Police Officer. In either situation, a complaint number is assigned and the remainder of the case is tracked via CARE. The unique complaint number is typically called the CARE Number. The Officer that creates the original criminal report is responsible for the case unless the Officer requests the case be assigned to another Bureau or Unit for follow-up. Certain types, including severe crimes must be assigned to the Division of Criminal Investigation (DCI) and will be assigned to Crimes Against Persons or Crimes Against Property. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 11 Each Precinct, Bureau, and Unit maintains a Case Disposition ledger which records the date of report, complaint number, Officer’s name, and DSN, charged offenses, whether an arrest was made, date of application, name of Warrant Officer, and disposition of all warrants. Supervisors ensure that Officers apply for a warrant within 30 days of an arrest unless the warrant request is waiting for the results of crime laboratory analysis. When a suspect exists but does not present a danger to the public and evidence of the crime will not be lost due to a delay in arrest, the investigator may delay arrest until a warrant has been issued. This delay permits interviews with potential suspects, collection and packaging of evidence, any laboratory analysis, and completing the police report. The Officer to whom the case is assigned is responsible to ensure all follow-up procedures are completed, any warrant applications are made within 30 days of arrest or laboratory analysis, and that supplemental reports are written as needed. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 12 3.1.2. Evidence and Property Management Evidence and property management processes may be different for each municipality. Although this document shows a flow for municipalities with their own police department considerable variation may exist among the municipalities. The ELMS should be able to maintain the evidence inventory for other organizations while protecting the information from all other ELMS users that are not assigned to that organization. 3.1.2.1. As Is SLCPD Evidence Management 1. Information regarding evidence may begin with an incident report via 911 or direct to the Precinct desk. The assigned CARE Number uniquely identifies the case through all SLCPD information systems. 2. An Officer from Division of Patrol responds, investigates, takes notes, collects evidence or seizes property. For certain crimes the Officer will contact DCI for a Crime Scene Analyst who will collect and package evidence and transport it directly to the Crime

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Laboratory. 3. The Officer returns to the Precinct office to write reports. If evidence was collected or property was seized, it is packaged and secured. 4. If evidence requires laboratory analysis, the Officer completes and delivers a submission form along with the items to the Crime Laboratory or Fingerprint Unit. Property is held at the Precinct for a weekly property pickup. 5. See As Is SLCPD Crime Laboratory Evidence Management. 6. The Crime Lab retains items or transferred to the SLCPD Property Control Unit. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 13 3.1.2.2. As Is Client Municipal Evidence Management 1. Incident report (911 or direct to Police Station) is initiated 2. Officer investigates, takes notes, collects evidence or seizes property 3. Officer returns to Station to write report, package evidence and secure property. 4. If evidence requires laboratory analysis Officer completes submission form and delivers it to the crime lab or Fingerprint Unit. 5. See As Is SLCPD Crime Laboratory Evidence Management. 6. After analysis items are returned to submitter are retained in submitting Municipality evidence/property custody pending legal action and disposal. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 14 3.1.2.3. As Is Crime Laboratory Evidence Management 1. At the Crime Lab, drugs are secured in the vault, firearms are received by a Firearm Examiner, and Forensic Biology (FB) items are received by analyst. The submission form is signed by the person that receives item(s). 2. The Laboratory Evidence Specialist enters evidence information from the submission form into the LIMS. Each case in the current LIMS is uniquely identified by the submitting Agency’s incident number (CARE Number for SLCPD). Because non-SLC police departments may have incident numbers that duplicate SLCPD or other police incident numbers, the laboratory appends a three digit organization code in front of the incident number to ensure it is unique. This starts the internal CoC for managing the evidence while it is in the laboratory. 3. Drug evidence is weighed before it is accepted by the laboratory. 4. At the Fingerprint Unit, if the item is not a lift, the examiner signs the evidence form. Lifts that do not become evidence by matching someone other than victim or elimination prints are destroyed. 5. If a print is recovered from an item that requires additional examination by lab, the item is re-packaged and transferred to the lab. 6. In the Crime Laboratory: a. Drug samples are analyzed, reported, and retained in the crime lab vault. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 15 b. DNA is extracted, analyzed, reported, and extracts retained in the FB unit. If DNA is from evidence item, the item is transferred to the property Unit or returned to submitter. The extracted DNA is stored in a freezer indefinitely. c. Firearms are examined for serial number and ballistics, results reported, and the weapon transferred to the Property Control Unit or, if the weapon was not involved in a crime, returned to the submitter. d. In Chemistry, items are analyzed, reported, and, if item was property, returned to submitter. 7. Items submitted from a Municipality are returned to the submitter and retained in the Municipality’s evidence/property custody pending legal action and disposal. 8. Drug evidence from completed SLCPD cases is burned. Considerable paperwork is accomplished to verify only evidence from completed cases is destroyed and to document that the items are destroyed. SLCPD Evidence / Laboratory Management System Revis ion 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 16

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3.1.2.4. As Is SLCPD Property Management 1. Property collected by SLCPD Officers is held at the Precinct office for weekly pickup by the Property Control Unit. An additional pickup can be arranged for special items. 2. Receipts are signed and property is transported to a Property Control Unit storage area. 3. Items that have been analyzed by the Laboratory and will not be returned to the submitting organization are transferred to the Property Control Unit, except drug evidence. The SLCPD anticipates changing procedures to include transferring completed drug evidence to the Property Control Unit. 4. The Property Control Unit stores the item in one of twelve or more storage facilities on a specific shelf within a storage unit. 5. Items needed for court are transferred to the PA Office on receipt forms. 6. When the case is completed property items can be returned to the original owner. The Property Control Unit sends a notification letter to the owner who must bring sufficient proof of ownership to the Property Control Unit. 7. Where the owner cannot be found, items not picked up, and items not allowed to be returned to the owner are either sold at auction or destroyed. Considerable paperwork and inventory searching is accomplished in either of these approaches to verify that evidence needed in a case is not destroyed and to document which items are destroyed or sold. Firearms are destroyed by burning. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 17 3.1.2.5. As Is SLCPD Firearms Examination 1. As indicated in the overall laboratory flow (see 3.1.2.3), if a Firearms Examiner is available, the evidence is received directly otherwise the Examiner receives the item from the Evidence Specialist. 2. The Examiner enters information into the laboratory database. 3. The Examiner places the item into storage within the Section Until ready to examine. 4. When an Examiner is available the item is removed from Section storage. 5. The Examiner performs necessary tests and safes the weapon per SLCPD directives. 6. The Examiner enters results of examination into the laboratory database. 7. The Examiner prints a draft report for review. 8. A Peer Examiner reviews the draft report. 9. The report is administratively reviewed. 10. The report is released. 11. The evidence is disposed. a. Weapons are sent to the Property Unit. b. Non-weapons are returned to the submitting Agency. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 18 3.1.2.6. As Is SLCPD Fingerprint Examination 1. As indicated in the overall laboratory flow (see 3.1.2.3), fingerprint evidence and 10- Print cards are delivered directly to the Fingerprint Unit. 2. The Examiner enters case and evidence information into the laboratory database. 3. The evidence is placed in storage unless priority processing was requested. 4. When ready the Examiner removes the item from storage (if necessary). 5. Property items where latent prints may be present follow a series of processes depending upon the type of material, the Investigator’s request, and the results of previous processes. Processing ends when one or more prints can be lifted or when the Examiner determines prints are not present. 6. After print development evidence items are returned to the submitter. 7. Any prints found are compared to: known prints (10-Print card) submitted by investigator; computer databases of prints; or known prints (10-Print card) sent from a Police Agency after a probable match is made in a database. 8. Matched latent prints are filed unless they match the owner or another elimination print. 9. The report is written in the database. 10. The report is printed. 11. The report is reviewed by a Peer Examiner. 12. The report is reviewed administratively. 13. The report is submitted.

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14. When no current work is waiting for analysis, Examiners search the databases for recent prints that match un-matched prints from previous cases. 15. Juvenile print cards are destroyed when directed by the Juvenile Court. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 19 3.1.2.7. As Is SLCPD Forensic Biology Analysis 1. If a Forensic Biology Analyst is available, the evidence is received directly (see 3.1.2.3). All evidence is placed in vault, drying room, or freezer in the Forensic Biology section. 2. The Analyst enters information into the laboratory database. 3. When an Analyst is available the item is removed from the freezer. 4. The Analyst examines the item for biological traces as indicated by the submitter and the Analyst’s experience. 5. Analyst enters examination comments into database. 6. Biological traces are processed and extracted for possible DNA. 7. If exemplar biological samples are submitted they are processed to extract DNA. 8. DNA extracts are processed. 9. Evidence DNA is compared to exemplar DNA. 10. If no exemplar was provided or exemplars do not match, DNA is compared to CODIS. 11. The Examiner enters results of comparison into the laboratory database. 12. The Examiner prints a draft report for review. 13. A Peer Examiner reviews the draft report. 14. The report is administratively reviewed. 15. The report is released. 16. The evidence is returned but extracted DNA is retained in a freezer indefinitely. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 20 3.1.2.8. As Is SLCPD Drug Analysis 1. As indicated in the overall laboratory flow (see 3.1.2.3), if Drug evidence is received at the front desk and placed in the vault. 2. The Evidence Specialist enters information into the laboratory database. 3. The assigned Analyst receives the evidence from the vault. The Analyst will typically process evidence from multiple cases in a group or batch. 4. The Analyst enters analysis results in the laboratory database. 5. The Examiner prints a draft report for review. 6. A Peer Examiner reviews the draft report. 7. The report is administratively reviewed. 8. The report is released. 9. The evidence is returned to the vault. 3.1.2.9. As Is SLCPD Trace Analysis 1. As indicated in the overall laboratory flow (see 3.1.2.3), if trace evidence is received at the front desk and placed in the vault. 2. The Evidence Specialist enters information into the laboratory database. 3. The assigned Analyst receives the evidence from the vault. 4. The Analyst enters analysis results in the laboratory database. 5. The Examiner prints a draft report for review. 6. A Peer Examiner reviews the draft report. 7. The report is administratively reviewed. 8. The report is released. 9. The evidence is returned to the submitter. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 21 3.1.2.10. As Is SLCPD Toxicology Analysis 1. After receiving toxicology specimen are sent to the Medical Examiner for analysis. 2. The ME publishes the analysis report. 3. The ME disposes the specimen (store, return, destroy) as required. 3.2. Current Information Systems The SLCPD operates and/or uses many information systems in performing its duties. The systems related to evidence and property management are described in the following sections.

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3.2.1.1. 911 Call Center Operated by the Communications Bureau of the Operations Division, the Call Center receives approximately 3,000 calls each day. Although most calls do not become investigations this is the point where many investigations begin. The Call Center assigns a Report Number which is available to CAD and CARE if needed. 3.2.1.2. Computer Assisted Dispatch (CAD) When a Patrol Officer is dispatched the Radio Operator has a geospatially -enabled information system available to assist. If the dispatch is in response to a 911 call, CAD use s the 911 Report Number as the Incident Number (or Complaint Number) otherwise CAD assigns an identification number. 3.2.1.3. Computer Assisted Report Entry (CARE) The CARE system enables completing a responding Officer’s report via radio (to a CARE operator) or using mobile (vehicle mounted) or Officer computers via MOBILENET. CARE has screens to describe property items and firearms but does not have the necessary fields to identify the disposition of items such as “sent to laboratory for analysis”. There are plans to upgrade CARE (moving to a newer development language adding new features) which may SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 22 include functionality to begin a paperless chain of custody for evidence and property. CARE reports contain valuable information about evidence submitted to the Laboratory. Completed laboratory analysis reports may be posted to CARE to provide quick response for Investigators. 3.2.1.4. Laboratory Information Management System (LIMS) The Laboratory has a “home -made” LIMS which manages evidence within the Laboratory. The LIMS does not support the Fingerprint Unit or the Property Unit. The LIMS does not accept evidence submissions by any means other than manual entry of evidence receipt information on a personal computer. The LIMS does not support barcodes and has limited ability to perform searches of existing data. The ELMS shall replace the LIMS. 3.2.1.5. Prosecut ing Attorneys (PA) Case Disposition System The PA office, under the County Court system, is developing an information system to manage the disposition of cases. Identification of cases that are closed before the investigation is completed, or of Laboratory examination of evidence that has started, can save SLCPD valuable staff hours. 3.2.1.6. Property Unit Database The Property Unit developed a Microsoft Access database to manage some of the information about the thousands of items they hold in multiple secure areas including contracted facilities for vehicles and other large items. This system is not available outside the Property Unit and does not communicate with any other information systems. It is anticipated that the ELMS will replace the Property Unit database. 3.2.1.7. Fingerprint Unit Database The Fingerprint Unit operates a Microsoft Access database to manage its work. This has some features similar to the LIMS and is able to obtain limited information from some REGIS systems. It is anticipated that the ELMS will replace the Fingerprint Unit database. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 23 4. ELMS Business Requirements This section states the business and functional requirements that the ELMS, herein after identified as “System” shall perform. Although most of the requirements will be directly related to processes described in the preceding section some of those processes will be re-engineered to better accommodate automation by a COTS information system. In any case, the ELMS shall, at a minimum, be delivered pre-configured to support the Current Business Processes as described in Section 3 above. 4.1. Users and Security The System shall provide adequate security to protect all information from accidental change and unauthorized access. 4.1.1. Personnel Identification The System shall require identification of each individual who has custody of any evidence or property item.

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4.1.1.1. User Identification The System shall identify employees of SLCPD (and other Precincts, Municipalities and Justice organizations) by unique usernames and accompanying personal identification number (PIN) or password. 4.1.1.2. Non-user Identification Non-user refers to individuals external to the SLCPD that present evidence to the SLCPD crime laboratory for analysis or submit property to the Property Control Unit. They are referred to as non-users because they will not have ELMS user accounts and will not be licensed users. The System shall identify non-users in a manner similar to the following: A. The System shall store a unique identification string of alphanumeric symbols for each non-user. Additionally the system shall store a password or personal identification number (PIN) to uniquely identify the non-user. B. The System shall accept and store digitized representation of actual signatures of all non-users who relinquish custody or accept custody of evidence or property. Signatures will be captured using electronic sensing units similar to Point of Sales (POS) credit card signature units. The System shall store identifying information about the signature unit used such as signature unit identifier, attached PC identification, and/or TCP/IP address. C. The Syst em shall allow authorized ELMS users, such as System Administrators, to add additional non-users to the System. The permission to add, modify and deactivate nonusers shall be separate from the permission to add new users to the System. The SLCPD anticipates this function will be performed by Evidence Receiving and Property Receiving personnel. 4.1.1.3. Common Identification Card The Emergency Services Organizations in the St. Louis County are considering creating a common identification card so personnel can be easily identified when multiple organizations SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 24 respond to large disasters. This identification card will have machine readable personnel identification in one or more formats: magnetic stripe, barcode, radio frequency identification (RFID), or other. The System shall have the ability to accept alternate user identification in addition to the System user name that, in addition to the PIN or password, will authenticate a user. The System shall accept the common identification card to identify System users and non-users. 4.1.2. Access to Information The System shall limit access to information about cases, evidence, and property items to persons assigned to the Office that started the case and, when applicable, the Office currently managing the case. 4.1.3. Laboratory Access to Information When an item is transferred to the Laboratory, the System shall provide full access to all case information about the transferred item and all other items, evidence and property, related to the case. 4.1.4. Role-based Security The System shall offer role or profile-based user permissions. Typical roles should include: System Manager, Administrator, Manager or Supervisor, Analyst or Examiner, Evidence Specialist, Investigator, User, and Guest. 4.2. Evidence and Property Status The System shall maintain the status of every item that has been entered. The status shall identify the general condition or point of processing. Status values may be: Collected, InVault, InLab, Court, Destroyed, Sold, or Returned. The System shall maintain full audit trail for status. 4.3. Audit Trail The System shall maintain an audit trail for selected items of information. The System Administrator shall be able to add and remove items from auditing. The audit trail shall include the previous value, user identification, date, and time of change. The Administrator shall have an option on an item-by-item basis whether to require the user to enter an explanation. 4.4. Case Management The System shall support SLCPD case management processes related to evidence and property.

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4.4.1. Case Identification The System shall query for or accept case information related to evidence management or laboratory submission from CARE. 4.4.2. Input via CARE The System shall accept evidence information input via text file, the preference is XML, created by CARE. The files will be created automatically by CARE and saved in a directory on the System computer in a directory specified by the System vendor. The System shall periodically look for files in the specified directory and automatically read and upload the information. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 25 4.4.3. Case Status Information The System shall accept and store certain key case information such as the date of warrant application, assigned court dates, dates that property evidence can be destroyed, etc. Additionally, the ELMS shall include a suspense capability that will (for example): • Remind an Officer that property must be returned if a warrant application has not been made within the prescribed time and/or e-mail a notification message to a Supervisor. • Enable the user to enter information regarding correspondence with property owners, including an automatic notification when the “due date” to respond or pick up property has passed. 4.4.4. Maximum Hold Time The System shall automatically print a report identifying items held in an SLCPD Precinct vault for more than a specified number of days without an application for a warrant. 4.5. SLCPD Evidence Management The System shall support SLCPD evidence management processes. 4.5.1. Evidence Packages The System shall permit placing more than one evidence item in a package. Before the items are packaged the items shall be treated independently. After the items are packaged together they shall be treated as a group in such a way that transfer of custody of any one of the items in a package will be automatically identified as transfer of custody of all other items in the package. When the package is opened, all items shall return to independent treatment. 4.5.2. Evidence Packaging Levels The System shall permit any items, even from separate cases, to be combined in the same package at any time. Packaging shall accommodate at least three levels of combination: a large container holding multiple packages each possibly holding multiple items. It is desired that the System accommodate greater levels of packaging. 4.5.3. Evidence Package Labels When one or more items are packaged, the System shall permit printing an identification label (as defined in the Reports appendix) to identify the package. The System shall have a button on the evidence packaging screen which will print the label for the package information currently displayed in the computer screen. The System shall also provide an alternate means of printing (or reprinting) a package label for any package. 4.5.4. Chain of Custody The System shall maintain a continuous COC for every item registered or logged into the System. The System shall record every transfer of custody including the identity of the person accepting custody, the date, and the time of transfer. 4.5.5. Storeroom or Vault Inventory The System shall support inventorying each vault in at least the following manners: 4.5.5.1. Inventory Report The System shall provide a menu selection or other method to generate a report that lists every item for a specific vault. The report shall only list items in a vault to which the currently logged SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 26 in user is granted access. The report generation process shall provide an option to route the report being viewed to a printer. The report shall be organized as described in the Reports appendix. 4.5.5.2. Active Inventory The System shall provide an active inventory function where a user enters evidence/property identification, manually of via barcode scanner, into the System. When complete the System shall print a report similar to the Active inventory report described in the Reports appendix.

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4.5.5.3. Inventory Records The System shall record the results of the inventory including the date, time, user, and status of each item processed during each inventory. 4.5.6. Laboratory Submission An authorized System user shall be able to select the Laboratory Unit or Section to analyze submitted items from a list. When the System is initially installed the destinations shall be: Fingerprints, Firearms, Drugs, Forensic Biology, and Chemistry. The System shall allow an authorized user, such as Administrator, to modify the items and number of items on the selection list of laboratory destinations. 4.5.7. Laboratory Evidence Management The System shall assist Laboratory Managers and Analysts in managing all evidence in the laboratory and all records of evidence in the laboratory. 4.5.7.1. After-hours Evidence Delivery The System shall permit transfer of custody without both persons being present when evidence is placed in temporary secure storage if delivery is attempted during times the crime laboratory is not open. When the evidence is received the next work day the System shall accept a date and/or time different than the current date and time for the custody transfer. 4.5.7.2. Movement In/Out of Vault The System shall record when evidence is removed from the vault and when it is returned to the vault. The user shall identify the package(s) to the System by scanning the barcode representation of the unique package identification or by typing the same information into a System user screen dedicated to checking evidence in and out of vaults. This information may be recorded as the audit trail for evidence status. 4.5.7.3. Laboratory Driving While Intoxicated Blood Evidence The System shall manage Driving While Intoxicated (DWI) evidence by: • Recording when evidence is placed in the refrigerator and removed from the refrigerator. This information may be recorded as the audit trail for evidence status. • Evidence transfer to the Medical Examiner laboratory for drug screen testing • Identification of and transfer of DWI samples for independent analysis 4.5.7.4. Laboratory Narcotics Evidence Management The System shall manage narcotics evidence by: • Recording the mass of evidence delivered to the laboratory. The System shall accept the mass value directly from an interfaced balance at the receiving counter. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 27 • Printing a label including the evidence mass value to be affixed to the evidence (Reports appendix) • Recording the temporary/pending storage location (within the vault) where the evidence is placed. • Recording removal and return to the vault (see “Movement In/Out of Vault”) • Recording storage location of evidence in vault after analysis • Managing destruction (see “Laboratory Drug Evidence Destruction”) 4.5.7.5. Laboratory Firearms Evidence Management The System shall manage firearms evidence by: • Recording whether a firearm has been delivered to a Firearm Examiner at the Crime Laboratory. Although this information will be part of the COC in the form of transfer of custody to a crime laboratory person this requirement is for an easily searchable field capable of indicating only “Yes” or “No”. The System shall automatically derive this information based upon the firearm being received by a Firearm Examiner but shall permit manually setting the value. Setting or changing this value shall be audited by the System. • Recording whether the weapon has been unloaded. Setting or changing this value shall be audited by the System. • Recording whether a weapon: o Cannot be made safe o Has been made safe o Has not been made safe (this shall be the default value). The System shall audit all changes to this value.

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4.5.7.6. Laboratory Sexual Assault Evidence Management The System shall manage sexual assault evidence by: • Recording whether a suspect has been identified. This may be accomplished by entering a suspect name or by an indicator capable of recording a “Yes” or “No” value. • Permit review of all case evidence by the assigned FB analyst regardless of whether the items have been submitted for analysis • The System shall accept and record any decisions to not prosecute or whether warrants have been refused 4.5.7.7. Laboratory DNA Evidence Management The System shall manage DNA evidence by: • Recording when an item has been placed into temporary storage and which storage area was used. • Printing a bar code label sufficiently small to used by the instrumentation. • Recording where retained DNA is stored. 4.5.7.8. Laboratory Fingerprint Evidence Management The System shall manage fingerprint evidence by: • Including sign out to court in the COC • Performing the functions described under “Evidence Transfer to Court” • Setting a status value such as “No Value” to indicate the item has no value as evidence • Recording the storage location or file location of all retained fingerprint evidence SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 28 4.5.7.9. Laboratory Drug Evidence Destruction The System shall maintain COC for drug evidence through destruction. The System shall assist with the destruction process by: • Recording how prosecution case was closed • Maintaining separate index files for Felony/Full Analysis and Misdemeanor of controlled substance cases • Displaying, with an option to print a list of cases ordered by date of laboratory submission. • Printing or preparing for e-mail, the Case Officer Disposition Form (see Reports appendix) • Creating a list of cases for destruction (see Reports appendix) • Creating Court Order request letters (see Reports appendix) • Create Report to Court after dest ruction lists? (see Report s appendix) • Accepting and storing as part of the CoC the date and witnesses of the destruction of the evidence item 4.5.8. Evidence Transfer to Court The System shall manage evidence that is transferred to the PA office for court by: • Recording a status similar to “Court” plus the date and time of transfer. • Providing a simple means (button or menu selection) to print an Evidence Receipt form to document the transfer to court but the form should not be printed automatically. • Creating with the option to print a report of all fingerprint evidence that has the status of “Court” (see Reports appendix) optionally ordered by: o Date of transfer o Current custody holder o Report number by year 4.5.9. Evidence Return The System shall manage the return of evidence to the Officer or organization responsible for the case. 4.5.10. Evidence Transfer to Property Unit The System shall manage the transfer of evidence items from the laboratory to the Property Unit. The System shall retain the current status value indicating completion of laboratory analysis. 4.6. Forensic Analysis Information The System shall manage the process of and information generated by forensic analysis of submitted evidence. The System shall present laboratory information in the logical organization employed by the Laboratory. Additionally the System shall store status and examination results related to the discipline and tests performed. The System shall automatically advance and

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update the status of examinations and evidence as a result of user interaction when starting examination and inputting examination results. The System shall accept examination results which may include multiple individual traits, e.g. caliber, metallic finish, color, pattern, stock material, number of lands and groves, as well as an extended narrative explanation of results equivalent to 3 or 4 printed pages. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 29 4.6.1. Logical Structure The System shall accommodate the following hierarchical organization of laboratory information: 4.6.1.1. CASE The CASE is the highest level of organization of laboratory information. A case will normally be identified by one CARE Number (or other incident number.) 4.6.1.2. SUBMISSION The SUBMISSION includes all evidence listed on an Evidence Submission Receipt (including any continuation sheets). Evidence requiring different analysis is normally submitted on separate Evidence Submission Receipt forms. One report of analysis is written by each laboratory Discipline that analyzes the evidence of a SUBMISSION. 4.6.1.3. EVIDENCE The EVIDENCE includes items submitted, portions removed from submitted items, and items derived from submitted items (such as extracted stains). 4.6.1.4. DISCIPLINE The DISCIPLINE includes Biology/DNA, Firearms, Drugs, Trace, and Fingerprints. The System shall create a single discipline report from examination of all relevant evidence within a SUBMISSION. 4.6.1.5. RESULT The RESULT includes specific details of examination as well as the conclusions made from the examination. The System shall have configuration options to identify which examination results will be automatically included in the examination report. The System shall allow temporary changes which will include a result in the report or exclude a result from the report regardless of the configuration setting. 4.6.2. Firearms Examination Information The System shall support Firearms Examination information as identified on the example Firearms Worksheet (Appendix B2). The System should use a single user screen to enter and display all information. All information shall be searchable using the System ad hoc query and all other Vendor provided search and reporting tools. 4.6.3. Fingerprint Examination Information The System shall manage Fingerprint Examination information by • Accepting and storing narrative results of examination • Generating the examination report • Storing authorization information to destroy juvenile print cards 4.6.4. Forensic Biology Examination Information The System shall manage Forensic Biology Examination by: • Recording which reagents were used as well as the lot numbers and shelf-life. • Generating the final report including incorporating standard report sections from computer disk and populating tables with calculated results. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 30 4.6.5. Drug Analysis Information The System shall manage Drug Analysis information by: • Accepting drug analysis result information including quality control results • Generating the final report 4.6.6. Chemistry / Trace Analysis Information The System shall manage Chemistry / Trace Analysis information by: • Accepting trace or chemical analysis result information • Generating the final report 4.7. Property Management The System shall support SLCPD case management processes related to evidence and property.

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4.7.1. Property Collection The System shall manage the collection of property from locations where property is held pending collection. The System shall print a summary report of all property items being held in precinct stations and other locations pending collection (see Reports appendix). When property is picked up at a location the System shall accept manual or barcode scan input of all property item identifications or manual selection on a computer screen followed by a single entry of a PIN to indicate possession of all indicated items. 4.7.2. Non-Evidence Cash and Currency Seizures The System shall manage cash and currency seizures. Specific functions the System shall perform include: • Record the amount and storage location of cash and/or currency that is not deposited. • Record the total amount of cash and/or currency seized. • Record the date/time of deposit. 4.7.3. Evidence Cash and Currency Seizures The System shall manage cash and currency evidence. Specific functions the System shall perform include: • Record the total amount of cash and/or currency seized. • Record the bank safety deposit box information and date/time if used to store the evidence. • Print a St. Louis County C.H.A.R.M. (Treasurer’s deposit receipt) when the evidence can be disposed (see Reports appendix) • Record date/time and individual when evidence-money has been delivered to the St. Louis County Treasurer’s Office. 4.7.4. Property Inventory The System shall provide inventory functions similar to those used in performing evidence inventory including reports (see Reports appendix). The System shall provide automatic notification when a periodic inventory is required. 4.7.5. Property Return The System shall monitor and manage the process of returning property to an owner. Specific functions the System shall perform include: • Recording the date of seizure • Recording the date, if desired, of termination of litigation SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 31 • Creating an inventory list of all property held for more than one year • Generating and printing the Property Control Unit form letter for release of property (see Reports appendix) • Recording the date the letter for release of property was sent • Creating a list of all items not released more than 30 days after sending the letter for release of property • Recording whether telephone notification was attempted and whether contact was successful • Recording all other attempts to locate/notify the original owner and their results (such as successful/unsuccessful) 4.7.6. Property Auction The System shall manage the selection and authorization processes for auctioning property. Specific functions the System shall perform include: • Printing a list of all non-weapons property for which the original owner could not be located or which has not been picked up by the owner • Recording the decision that an item should be sold at auction (checkbox or other yes/no indicator) • Recording the assigned auction lot number. An auction lot may include multiple items • Printing an adhesive auction label (see Reports appendix) • Creating, with option to print, an Auction Items List • Printing Court Order request for property auction permission (see Reports appendix) • Printing cover letters for Court Order request (see Reports appendix) • Creating ATS for the Court Order auction request (see Reports appendix) 4.7.7. Weapons Destruction The System shall manage the processes for destroying weapons. Specific functions the System shall perform include:

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• Recording the determination whether a weapon is permitted to be returned to the owner (this can be in the form of a checkbox or other Yes/No indication) • Creating, with option to print, a list of all weapons in chronological order by date seized (see Reports appendix) • Providing for User selection of weapons for destruction by one or more methods, such as: o barcode scan of the property item number o selection from a computer display of all weapons in chronological order o selection of weapons by other queries (e.g., case number, weapon type, make, model, or caliber) • Printing adhesive labels to affix to each weapon or box of handguns for each weapon (see Reports appendix) • Recording t he box or bag number location of each weapon selected for destruction • Generating and printing a Property Control Unit Gun Destruction form with the option to electronically forward (e-mail) to the Bureau of Central Police Records (see Reports appendix) • Generating and printing a list of all weapons selected for destruction optionally sorted in weapon serial number or alphabetical order (see Reports appendix) • Printing Court Order request for weapons destruction (see Reports appendix) SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 32 • Creating cover letters for Court Order request (see Reports appendix) • Creating ATS for the Court Order request (see Reports appendix) • Providing Inventory functions similar to Evidence Management (see above) • Recording the location, date, time, and persons present at the burn. • Printing a Property Control Unit Gun Disposal form for each destroyed weapon (see Reports appendix) • Recording the location, date, time, persons, and method of destruction within the Coc for that item. 4.7.8. Property Destruction The System shall manage the selection and authorization processes for destroying property. Specific functions the System shall perform include: • Printing a list of all non-weapons property for which the original owner could not be located or which has not been picked up by the owner • Providing Users with an option to print, a list of all non-weapon property in chronological order by date seized (see Reports appendix) • Recording the location, date, time, persons, and method of destruction within the Coc for that item. 4.8. Municipality Evidence Management The System shall support SLCPD-type management processes related to evidence and property. The System shall accept network connection from PC workstations via the Internet. Internet browser access is preferred. User access to case and evidence/property information shall be limited to only users assigned to that municipality. When items are delivered to the laboratory for analysis, the System shall transfer or otherwise make accessible to SLCPD laboratory personnel, only the information contained on the Evidence Receipt form (although the actual form may not be created). 4.9. Other Processes The System shall support other SLCPD and Municipality uses such as: 4.9.1. Other Collections The System shall manage other collections of items for the SLCPD, and Municipal Police Departments. Ideally items in collections such as weapons, laboratory reference firearms, patrol vehicle equipment, and books could be identified via barcode labels and quickly checked in and out of storage areas or inventoried. These collections will have frequent (multiple times per day) exchanges but rarely have new items added or old items removed. The remaining System function would be to print a report of all items, whether signed out or not, the status, and, if signed out, who signed for the item.

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4.9.2. Database Searching The System shall perform ad hoc queries capable of searching all fields in the System database and returning the requested data. The permission to perform an ad hoc query shall be controlled by System security as described under Authentication. The results returned by an ad hoc query shall not include any information to which the user executing the query is not permitted to access through normal means. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 33 4.9.3. Automated Functions The System shall provide a function to perform operations, such as printing a specified, stored report, on specified times and days of the week, month, or year. The delivered System shall remember an indefinite number of such independent, automatic activities. Typical automatic functions include: • E-mail notification to the Manager or Supervisor of a storage area or organization (only one person per storage area) when a periodic inventory is required SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 34 Appendix A - Acronyms ASCII American Standard Code for Information Interchange ASTM American Society for Testing and Materials ATS Administrative Transmittal Sheet CAD Computer Aided Dispatch CARE Computer Assisted Report Entry CHP Chemical Hygiene Plan COC Chain of Custody COTS Commercial-off-the-Shelf DCI Division of Criminal Investigations DCN Department Criminal Number DMS Document Management System DNA Deoxyribose Nucleic Acid DSN Department Serial Number (employee identification number) EDD Electronic Data Deliverable ELMS Evidence/ Laboratory Management System FAA Flame Atomic Absorption FTP File Transfer Protocol GALP Good Automated Laboratory Practices GC Gas Chromatograph GC/MS Gas Chromatograph/Mass Spectrophotometer GFAA Graphite Furnace Atomic Absorption GO General Order HPC Handheld Personal Computer HTML Hypertext Markup Language ICOC Internal Chain of Custody ID Identifier IR Incident Reports ISO International Standards Organization IT Information Technology JusticeXML XML context and style sheets developed to communicate justice information LAN Local Area Network LAS Laboratory Automation Solutions LIMS Laboratory Information Management System MSDS Material Safety Data Sheet ODBC Open Database Connectivity PA Prosecuting Attorney PC Personal Computer PIN Personal Identification Number PO Police Officer POS Point of sale PPE Personal Protective Equipment

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PT Proficiency Testing QA Quality Assurance QAP Quality Assurance Plan QC Quality Control SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 35 QM Quality Manual RAID Redundant Array of Inexpensive (or Independent) Disks REJIS Regional Justice Information System RFP Request for Proposal RFID Radio Frequency Identification SLCPD Saint Louis County Police Department SM Standard Method SOP Standard Operating Procedure SOPM Standard Operating Procedure Manual SQL Structured Query Language SSM Source Selection Matrix SSN Social Security Number TAT Turnaround Time TCP/IP Transmission Control Protocol / Internet Protocol URL Universal Resource Locator WAN Wide Area Network XML Extensible Markup Language SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 36

Appendix B1 – References 1. Fact Sheet 2000 (Millennial Edition), Planning and Analysis Unit, SLCPD 2. SLCPD General Order (G.O.) 01-22 (A-4) “Department Organization” 3. SLCPD G.O. 01-37 (D-2) “Case Management” 4. SLCPD G.O. 98-10 (I-3) “Evidence and Property” 5. SLCPD G.O. 01-22 (A-4) “Department Organization” 6. DCI Procedure 02-137 (D-4) “Fingerprint Evidence” 7. DCI Procedure 02-177 (E-11) “Seizing Evidence” 8. DCI Procedure 04-164 (F-4) “Evidence Processing” 9. DCI Procedure 04-166 (F-6) “Laboratory Analysis” 10. DCI Procedure 02-167 (F-7) “Laboratory Objectives, Functions and Staffing” 11. DCI Procedure 04-179 (F-8) “Laboratory Case Submissions” 12. DCI Procedure 03-180 (F-9) “Driving While Intoxicated Blood Evidence” 13. DCI Procedure 90-184 (F10) “Storage and Disposal of Controlled Substance Evidence” 14. DCI Procedure 04-185 (F-11) “Security Bags” 15. DCI Procedure 03-196 (F15) “Firearms Case Processing” 16. DCI Procedure 04-207 (F-18) “Gun Firearm Security Program” 17. DCI Procedure 04-209 (F-20) “Sexual Assault/Rape Evidence Processing” 18. DCI Procedure 98-211 (F-21) “Narcotics Evidence Handling” 19. DCI Procedure 99-121 (G-18) “Handling of Evidence” 20. DCI Procedure 01-43 (H-9) “Recovered Firearms” 21. DCI Procedure 01-98 (H-11) “Handling Evidence” 22. DCI Procedure 01-13 (M-6) “Recovered Property” 23. DCI Procedure 02-151 (R-8) “Fingerprint Procedures” 24. DCI Procedure 02-182 (R-10) “Special Print Requests” 25. DCI Procedure 02-186 (R-12) “Processing Fingerprint Evidence” 26. DCI Procedure 02-198 (R-13) “Completion of Fingerprint Jackets” 27. DCI Procedure 01-156 (T -2) “Disposal of Evidence/Recovered Property and Found Property” 28. DCI Procedure 01-158 (T -3) “Destruction of Weapons” 29. DCI Procedure 01-188 (T -5) “Auction of Property” 30. DCI Procedure 01-197 (T -6) “Evidence/Property Pickups and Transportation” 31. DCI Procedure 02-214 (T -7) “Deposit of Cash Asset Seizures” 32. DCI Procedure 03-216 (T -9) “Inspections and Audits – Property Control Unit”

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33. IT Policies 10.00 “Data Centers & Networks”, January 15, 2003. SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 37 Appendix B1 – Reference Worksheets The worksheets contained in this appendix are provided as examples of desired user input screen organization and to identify the information that the System shall accept and store for each discipline. 1. Firearms Worksheet Formatted: Bullets and Numbering SLCPD Evidence / Laboratory Management System Revision 1.2 Request for Proposal 31 January 2005 ©1997-2005 Laboratory Automation Solutions, Inc. Page 38 Appendix C – Reports Existing Forms and Reports The following existing forms and reports are included principally to identify the information the System must maintain. Additionally some (as identified in an earlier section) shall be created by the System. 1. Package label 2. Narcotics evidence label with mass value 3. Evidence submission receipt 4. Case Officer Disposition Form 5. Drug Evidence Destruction Court Order request 6. Report to Court (drug evidence destruction) 7. Property Control Unit form letter for release of property 8. Weapon label for destruction 9. Property Control Unit Gun Destruction form 10. Attachment list of weapons selected for destruction in serial number order 11. Court Order request for Weapons Destruction 12. Cover letter for Court Order request for Weapons Destruction 13. ATS for Court Order request for Weapons Destruction 14. Property Auction Label 15. Auction Items List 16. Court Order request for Property Auction permission 17. Cover Letter for Property Auction Court Order request 18. ATS for Property Auction Court Order request 19. St. Louis County C.H.A.R.M. (Treasurer’s deposit receipt) 20. Additional existing reports generated by the Crime Laboratory, Property Control Unit, and Fingerprint Unit. New Forms and Reports The following forms and reports are new items that the System shall create. 1. Items overdue pending warrant application 2. Vault inventory 3. New evidence package label with identification barcode 4. Property to collect 5. Weapons held in the Property Unit 6. Fingerprint Evidence Signed Out to Court SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

Appendix D – Requirements Classification This section summarizes all requirements for the System. The vendor shall read the identified RFP S requirement in proper context. Requirements are categorized as follows: 1 General features, functions, and capabilities 2 System design 3 Vendor qualifications 4 Bid process requirement 5 System support Each requirement has been assigned a priority code: M – Must Have, S – Should Have, and W – provide priority M requirements may result in elimination of a vendor as non-responsive.

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Each vendor shall enter a response in the “Yes, Clarify, Alternate, NO” column indicating: YES the proposed product provides the indicated function, Clarify the proposed product will be changed to provide the indicated function, Alternate the proposed product does not provide the indicated function but the desired result can be achieved in an alternate manner NO the indicated function will not be provided Finally, enter a description of how the function will be provided or a reference to specific documen proposal that describes the required function. This column should not be left blank unless the f provided. SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 2 The proposed system shall be a Commercial-Off- The-Shelf product. 1 M 2 The ELMS shall execute on Microsoft Windows 2000 Server 2.1 M 2 The ELMS database application shall execute on Microsoft Windows 2000 Server 2.1 M 2 The ELMS client software (if required) shall execute on Microsoft Windows 2000 Workstation 2.1 M 1 The ELMS shall utilize Microsoft Windows managed file and print services 2.2 M 2 The ELMS shall use Microsoft SQL Server 2.3 S 2 The ELMS shall use TCP/IP network protocol. 2.4 M 2 The ELMS shall support all web accessible functions via Microsoft Internet Explorer 6.0 or higher 2.5 M 2 The ELMS shall support all web accessible functions via recent versions of other web browser 2.5 S 1 The ELMS shall accept evidence/property registration via web browser 2.5 M 1 The ELMS shall allow access to evidence/property information via web browser 2.5 M 1 The ELMS shall print reports and other information in HTML format 2.5 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc. TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The ELMS shall be able to create files in other formats capable of being served by existing web servers 2.5 W 1 The ELMS shall be able to create reports in Microsoft Word or other Microsoft Office application formats 2.6 M 1 The System shall provide adequate security to protect all information from accidental change and unauthorized access 4.1 M 1 The System shall require identification of each individual who has custody of any evidence or property item 4.1.1 M 1 The System shall identify employees of SLCPD (and possibly other justice organizations) by unique usernames and accompanying personal identification number (PIN) or password

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4.1.1.1 M 1 The System shall accept and store digitized representation of actual signatures of all other persons who relinquish custody or accept custody of evidence or property 4.1.1.2 M 1 The System shall require verification of the individual who entered the signature by requiring electronic signature entry from an authorized user 4.1.1.2 M 1 The System shall store identifying information about the signature unit used such as signature unit identifier, attached PC identification, and/or TCP/IP address 4.1.1.2 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall perform at least one of the following functions to identify non-users: The System shall store a unique identification string of alphanumeric symbols for each nonuser. Additionally the system shall store a password or personal identification number (PIN) to uniquely identify the non-user. 4.1.1.2 S 1 The System shall perform at least one of the following functions to identify non-users: The System shall accept and store digitized representation of actual signatures of all non-users who relinquish custody or accept custody of evidence or property. Signatures will be captured using electronic sensing units similar to Point of Sales (POS) credit card signature units. The System shall store identifying information about the signature unit used such as signature unit identifier, attached PC identification, and/or TCP/IP address. 4.1.1.2 S 1 The System shall perform at least one of the following functions to identify non-users: The System shall allow authorized users to add additional non-users to the System. The permission to add, modify and deactivate nonusers shall be separate from the permission to add new users to the System. The SLCPD anticipates this function will be performed by evidence receiving and property receiving personnel. 4.1.1.2 S SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall have the ability to accept alternate user identification in addition to the System user name that, in addition to the PIN or password, will authenticate a user 4.1.1.3 S 1 The System shall limit access to information about cases, evidence, and property items to persons assigned to the office that started the case and, when applicable, the office currently managing the case 4.1.2 M 1 When an item is transferred to the laboratory, the System shall provide full access to all case

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information about the transferred item and all other items, evidence and property, related to the case 4.1.3 S 1 The System shall offer role or profile-based user permissions 4.1.4 M 1 Typical roles should include: System Manager, Administrator, Manager or Supervisor, Analyst or Examiner, Evidence Specialist, Investigator, User, and Guest 4.1.4 S 1 The System shall maintain the status of every item that has been entered 4.2 M 1 The status shall identify the general condition or point of processing 4.2 M 1 Status values may be: Collected, InVault, InLab, Court, Destroyed, Sold, or Returned 4.2 S 1 The System shall maintain full audit trail for status 4.3 S 1 The System shall maintain an audit trail for selected items of information 4.3 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System administrator shall be able to add and remove items from auditing 4.3 M 1 The audit trail shall include the previous value, user identification, date, and time of change 4.3 M 1 The administrator shall have an option on an itemby - item basis whether to require the user to enter an explanation 4.3 M 1 The System shall support SLCPD case management processes related to evidence and property 4.4 M 1 The System shall query for or accept case information related to evidence management or laboratory submission from CARE 4.4.1 M 1 The System shall accept evidence information input via text file created by CARE 4.4.2 M 1 the preferred input file format is XML 4.4.2 S 1 The System shall periodically look for files in the specified directory and automatically read and upload the information 4.4.2 S 1 The System shall accept and store certain key case information such as the date of warrant application, assigned court dates, dates that property evidence can be destroyed, etc. 4.4.3 M 1 ELMS shall include a suspense capability that will … • Remind an Officer that property must be returned if a warrant application has not been made within the prescribed time and/or e-mail a notification message to a supervisor. 4.4.3 S SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 ELMS shall include a suspense capability that will …

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• Enable the user to enter information regarding correspondence with property owners, including an automatic notification when the “due date” to respond or pick up property has passed 4.4.3 M 1 The System shall automatically print a report identifying items held in an SLCPD Precinct vault for more than a specified number of days without an application for a warrant 4.4.4 M 1 The System shall support SLCPD evidence management processes 4.5 M 1 The System shall permit placing more than one evidence item in a package 4.5.1 M 1 After the items are packaged together they shall be treated as a group in such a way that transfer of custody of any one of the items in a package will be automatically identified as transfer of custody of all other items in the package 4.5.1 M 1 When the package is opened, all items shall return to independent treatment 4.5.1 M 1 The System shall permit any items, even from separate cases, to be combined in the same package at any time 4.5.2 M 1 Packaging shall accommodate at least three levels of combination: a large container holding multiple packages each possibly holding multiple items 4.5.2 M 1 It is desired that the System accommodate greater levels of packaging 4.5.2 S SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall maintain a continuous COC for every item registered or logged into the System 4.5.4 M 1 The System shall record every transfer of custody including the identity of the person accepting custody, the date, and the time of transfer 4.5.4 M 1 The System shall support inventorying each vault 4.5.5 M 1 The System shall provide a menu selection or other method to generate a report that lists every item a specific vault 4.5.5.1 M 1 The report shall only list items in a vault to which the currently logged in user is granted access 4.5.5.1 M 1 The report shall be organized as described in the Reports appendix 4.5.5.1 S 1 The System shall provide an active inventory function where a user enters evidence/property identification, manually of via barcode scanner, into the System 4.5.5.2 M 1 When complete the System shall print a report similar to the Active inventory report described in the Reports appendix 4.5.5.2 S 1 The System shall record the results of the inventory including the date, time, user, and status of each item processed during each inventory 4.5.5.3 M

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1 An authorized System user shall be able to select the laboratory unit or section to analyze submitted items from a list 4.5.6 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 When the System is initially installed the destinations shall be: Fingerprints, Firearms, Drugs, Forensic Biology, and Chemistry 4.5.6 S 1 The System shall allow an authorized user, such as Administrator, to modify the items and number of items on the selection list of laboratory destinations 4.5.6 S 1 The System shall assist Laboratory Managers and Analysts in managing all evidence in the laboratory and all records of evidence in the laboratory 4.5.7 M 1 The System shall permit transfer of custody without both persons being present when evidence is placed in temporary secure storage if delivery is attempted during times the crime laboratory is not open 4.5.7.1 M 1 When the evidence is received the next work day the System shall accept a date and/or time different than the current date and time for the custody transfer 4.5.7.1 M 1 The System shall record when evidence is removed from the vault and when it is returned to the vault 4.5.7.2 M 2 This information may be recorded as the audit trail for evidence status 4.5.7.2 S 1 The System shall manage Driving While Intoxicated (DWI) evidence by: 4.5.7.3 M 1 Recording when evidence is placed in the refrigerator and removed from the refrigerator 4.5.7.3 M 2 This information may be recorded as the audit trail for evidence status 4.5.7.3 S SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 Evidence transfer to the Medical Examiner laboratory for drug screen testing 4.5.7.3 M 1 Identification of and transfer of DWI samples for independent analysis 4.5.7.3 M 1 The System shall manage narcotics evidence by: 4.5.7.4 M 1 Recording the mass of evidence delivered to the laboratory 4.5.7.4 M 2 The System shall accept the mass value directly from an interfaced balance at the receiving counter 4.5.7.4 M 1 Printing a label including the evidence mass value to be affixed to the evidence 4.5.7.4 M 1 Recording the temporary/pending storage location (within the vault) where the evidence is placed 4.5.7.4 M 1 Recording removal and return to the vault 4.5.7.4 M

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1 Recording storage location of evidence in vault after analysis 4.5.7.4 M 1 Managing destruction 4.5.7.4 M 1 The System shall manage firearms evidence by: 4.5.7.5 M 1 Recording whether a firearm has been delivered to a firearm examiner at the crime laboratory 4.5.7.5 M 2 … easily searchable field capable of indicating only “Yes” or “No” 4.5.7.5 S 1 The System shall automatically derive this information based upon the firearm being received by a firearm examiner but shall permit manually setting the value 4.5.7.5 S SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 2 Setting or changing this value shall be audited by the System 4.5.7.5 S 1 Recording whether the weapon has been unloaded 4.5.7.5 M 2 Setting or changing this value shall be audited by the System 4.5.7.5 M 1 Recording whether a weapon: 4.5.7.5 M 1 Cannot be made safe 4.5.7.5 M 1 Has been made safe 4.5.7.5 M 1 Has not been made safe (this shall be the default value) 4.5.7.5 M 2 The System shall audit all changes to this value 4.5.7.5 M 1 The System shall manage sexual assault evidence by: • Recording whether a suspect has been identified 4.5.7.6 M 2 This may be accomplished by entering a suspect name or by an indicator capable of recording a “Yes” or “No” value 4.5.7.6 M 2 The System shall manage sexual assault evidence by: • Permit review of all case evidence by the assigned FB analyst regardless of whether the items have been submitted for analysis 4.5.7.6 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall manage sexual assault evidence by: • The System shall accept and record any decisions to not prosecute or whether warrants have been refused 4.5.7.6 M 1 The System shall manage fingerprint evidence by: • Including sign out to court in the COC 4.5.7.7 M 1 The System shall manage fingerprint evidence by: • Performing the functions described under “Evidence Transfer to Court” 4.5.7.7 M 2 The System shall manage fingerprint evidence by: • Setting a status value such as “No Value” to indicate the item has no value as evidence

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4.5.7.7 M 1 The System shall manage fingerprint evidence by: • Recording the storage location or file location of all retained fingerprint evidence 4.5.7.7 M 1 The System shall maintain COC for drug evidence through destruction 4.5.7.9 M 1 The System shall assist with the destruction process by: • Recording how prosecution case was closed 4.5.7.9 M 1 The System shall assist with the destruction process by: • Maintaining separate index files for Felony/Full Analysis and Misdemeanor of controlled substance cases 4.5.7.9 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall assist with the destruction process by: • Displaying, with an option to print a list of cases ordered by date of laboratory submission. 4.5.7.9 M 1 The System shall assist with the destruction process by: • Printing or preparing for e-mail, the Case Officer Disposition Form 4.5.7.9 M 1 The System shall assist with the destruction process by: • Creating a list of cases for destruction 4.5.7.9 M 1 The System shall assist with the destruction process by: • Creating Court Order request letters 4.5.7.9 M 1 The System shall assist with the destruction process by: • Create Report to Court after destruction lists 4.5.7.9 M 1 The Sy stem shall manage evidence that is transferred to the PA office for court by: • Recording a status similar to “Court” plus the date and time of transfer 4.5.8 M 2 The System shall manage evidence that is transferred to the PA office for court by: • Providing a simple means (button or menu selection) to print an Evidence Receipt form to document the transfer to court but the form should not be printed automatically 4.5.8 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall manage evidence that is transferred to the PA office for court by: • Creating with the option to print a report of all fingerprint evidence that has the status of “Court” 4.5.8 M 1 The report shall optionally be ordered by:

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• Date of transfer • Current custody holder • Report number by year 4.5.8 S 1 The System shall manage the return of evidence to the Officer or organization responsible for the case 4.5.9 M 1 The System shall manage the transfer of evidence items from the laboratory to the Property Unit 4.5.10 M 1 The system shall retain the current status value indicating completion of laboratory analysis 4.5.10 M 1 The system shall managed the process of … forensic analysis of submitted evidence 4.6 1 The system shall managed the … information generated by forensic analysis of submitted evidence 4.6 1 The System shall present laboratory information in the logical organization employed by the Laboratory. 4.6 1 the System shall store status and examination results related to the discipline and tests performed 4.6 2 The System shall automatically advance and update the status of examinations and evidence as a result of user interaction when starting examination and inputting examination results. 4.6 SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall accept examination results which may include multiple individual traits, e.g. caliber, metallic finish, color, pattern, stock material, number of lands and groves, as well as an extended narrative explanation of results equivalent to 3 or 4 printed pages 4.6 2 The System shall accommodate the following hierarchical organization of laboratory information: Case, Submission, Evidence, Discipline, Results 4.6.1 1 The System shall create a single discipline report from examination of all relevant evidence within a SUBMISSION 4.6.1.4 1 The System shall have configuration options to identify which examination results will be automatically included in the examination report 4.6.1.5 1 The System shall allow temporary changes which will include a result in the report or exclude a result from the report regardless of the configuration setting 4.6.1.5 1 The System shall support Firearms Examination information as identified on the example Firearms Worksheet (Appendix B2) 4.6.2 2 System should use a single user screen to enter and display all information 4.6.2 2 All information shall be searchable using the System ad hoc query and all other Vendor provided search and reporting tools 4.6.2 SLCPD Evidence / Laboratory Management System

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Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc. TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall manage forensic examination by: • Accepting and storing narrative results of examination • Generating the examination report 4.6.2, 4.6.3, 4.6.4, 4.6.5, 4.6.6 1 The System shall manage Fingerprint Examination information by • Storing authorization information to destroy juvenile print cards 4.6.3 1 The System shall manage Forensic Biology Examination by: • Generating the final report including incorporating standard report sections from computer disk and populating tables with calculated results 4.6.4 1 The System shall support SLCPD case management processes related to evidence and property 4.7 M 1 The System shall manage the collection of property from locations where property is held pending collection 4.7.1 M 1 The System shall print a summary report of all property items being held in precinct stations and other locations pending collection 4.7.1 M 1 When property is picked up at a location the System shall accept manual or barcode scan input of all property item identifications or manual selection on a computer screen followed by a single entry of a PIN to indicate possession of all indicated items 4.7.1 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc. TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall manage cash and currency seizures 4.7.2 M 1 • Record the amount and storage location of cash and/or currency that is not deposited 4.7.2 M 1 • Record the total amount of cash and/or currency seized 4.7.2 M 1 • Record the date/time of deposit 4.7.2 M 1 The System shall manage cash and currency evidence 4.7.3 M 1 Specific functions the System shall perform include: • Record the total amount of cash and/or currency seized 4.7.3 M 1 Specific functions the System shall perform include: • Record the bank safety deposit box information and date/time if used to store the evidence 4.7.3 M 1 Specific functions the System shall perform include:

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• Print a St. Louis County C.H.A.R.M. (Treasurer’s deposit receipt) when the evidence can be disposed 4.7.3 M 1 Specific functions the System shall perform include: • Record date/time and individual when evidence-money has been delivered to the St. Louis County Treasurer’s Office 4.7.3 M 1 The System shall provide inventory functions similar to those used in performing evidence inventory including reports 4.7.4 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 The System shall provide automatic notification when a periodic inventory is required 4.7.4 M 1 The System shall monitor and manage the process of returning property to an owner 4.7.5 M 1 Specific functions the System shall perform include: • Recording the date of seizure 4.7.5 M 1 Specific functions the System shall perform include: • Recording the date, if desired, of termination of litigation 4.7.5 M 1 Specific functions the System shall perform include: • Creating an inventory list of all property held for more than one year 4.7.5 M 1 Specific functions the System shall perform include: • Generating and printing the Property Control Unit form letter for release of property 4.7.5 M 1 Specific functions the System shall perform include: • Recording the date the letter for release of property was sent 4.7.5 M 1 Specific functions the System shall perform include: • Creating a list of all items not released more than 30 days after sending the letter for release of property 4.7.5 M 1 Specific functions the System shall perform include: • Recording whether telephone notification was attempted and whether contact was successful 4.7.5 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 Specific functions the System shall perform include: • Recording all other attempts to locate/notify the original owner and their results (such as successful/unsuccessful) 4.7.5 M 1 The System shall manage the selection and authorization processes for auctioning property 4.7.6 M 1 Specific functions the System shall perform include: • Printing a list of all non-weapons property for which the original owner could not be located or which has not been picked up by the owner

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4.7.6 M 1 Specific functions the System shall perform include: • Recording the decision that an item should be sold at auction (checkbox or other yes/no indicator) 4.7.6 M 1 Specific functions the System shall perform include: • Recording the assigned auction lot number. An auction lot may include multiple items 4.7.6 M 1 Specific functions the System shall perform include: • Printing an adhesive auction label 4.7.6 M 1 Specific functions the System shall perform include: • Creating, with option to print, an Auction Items List 4.7.6 M 1 Specific functions the System shall perform include: • Printing Court Order request for property auction permission 4.7.6 M 1 Specific functions the System shall perform include: • Printing cover letters for Court Order request 4.7.6 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc. TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 Specific functions the System shall perform include: • Creating ATS for the Court Order auction request 4.7.6 M 1 The System shall manage the processes for destroying weapons 4.7.7 M 1 Specific functions the System shall perform include: • Recording the determination whether a weapon is permitted to be returned to the owner 4.7.7 M 1 Specific functions the System shall perform include: • Creating, with option to print, a list of all weapons in chronological order by date seized 4.7.7 M 1 Specific functions the System shall perform include: • Providing for User selection of weapons for destruction by one or more methods, such as: o barcode scan of the property item number o selection from a computer display of all weapons in chronological order o selection of weapons by other queries (e.g., case number, weapon type, make, model, or caliber) 4.7.7 M 1 Specific functions the System shall perform include: • Printing adhesive labels to affix to each weapon or box of handguns for each weapon 4.7.7 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 Specific functions the System shall perform include: • Recording the box or bag number location

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of each weapon selected for destruction 4.7.7 M 1 Specific functions the System shall perform include: • Generating and printing a Property Control Unit Gun Destruction form w ith the option to electronically forward (e-mail) to the Bureau of Central Police Records 4.7.7 M 1 Specific functions the System shall perform include: • Generating and printing a list of all weapons selected for destruction optionally sorted in weapon serial number order or alphabetical order 4.7.7 M 1 Specific functions the System shall perform include: • Printing Court Order request for weapons destruction 4.7.7 M 1 Specific functions the System shall perform include: • Creating cover letters for Court Order request 4.7.7 M 1 Specific functions the System shall perform include: • Creating ATS for the Court Order request 4.7.7 M 1 Specific functions the System shall perform include: • Providing Inventory functions similar to Evidence Management 4.7.7 M 1 Specific functions the System shall perform include: • Recording the location, date, time, and persons present at the burn 4.7.7 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc. TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 Specific functions the System shall perform include: • Printing a Property Control Unit Gun Disposal form for each destroyed weapon 4.7.7 M 1 The System shall manage the selection and authorization processes for destroying property 4.7.8 M 1 Specific functions the System shall perform include: • Printing a list of all non-weapons property for which the original owner could not be located or which has not been picked up by the owner 4.7.8 M 1 Specific functions the System shall perform include: • Providing Users with an option to print, a list of all non-weapon property in chronological order by date seized 4.7.8 M 1 Specific functions the System shall perform include: • Recording the location, date, time, persons, and method of destruction 4.7.8 M 1 The System shall support SLCPD-type management processes related to evidence and property. 4.8 S 1 The System shall accept network connection from PC workstations via the Internet 4.8 S 2 Internet browser access is preferred 4.8 W 2 User access to case and evidence/property information shall be limited to only users assigned to that municipality 4.8 M SLCPD Evidence / Laboratory Management System Request for Proposal

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TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc.

TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 2 When items are delivered to the laboratory for analysis, the System shall transfer or otherwise make accessible to SLCPD laboratory personnel, only the information contained on the Evidence Receipt form 4.8 S 1 The System shall manage other collections of items for the SLCPD, and Municipal Police Departments 4.9.1 S 1 Ideally items in collections … could be identified via barcode labels and quickly checked in and out of storage areas or inventoried 4.9.1 S 1 The remaining System function would be to print a report of all items, whether signed out or not, the status, and, if signed out, who signed for the item 4.9.1 S 1 The System shall perform ad hoc queries capable of searching all fields in the System database and returning the requested data 4.9.2 M 1 The permission to perform an ad hoc query shall be controlled by System security as described under Authentication 4.9.2 M 1 The results returned by an ad hoc query shall not include any information to which the user executing the query is not permitted to access through normal means 4.9.2 M 2 The System shall provide a function to perform operations, such as printing a specified, stored report, on specified times and days of the week, month, or year 4.9.3 M 2 The delivered System shall remember an indefinite number of such independent, automatic activities 4.9.3 M SLCPD Evidence / Laboratory Management System Request for Proposal TYPE: 1-Features and functions; 2-System Design; 3- Vendor Qualifications; 4-Proposal Requirement; 5-System Support CODE: M-Mandatory (may be used to eliminate proposals; S-Should Have; W-Wanted ©1997-2005 Laboratory Automation Solutions, Inc. TYPE REQUIREMENT RFP CODE YES, Clarify Alternate, NO Descrip 1 Typical automatic functions include: • E-mail notification to the manager or supervisor of a storage area or organization (only one person per storage area) when a periodic inventory is required 4.9.3 S

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57.2. Specific Hardware/ requirements All equipment recommended by proposer must perform at acceptable standards with the proposer’s LIMS system

57.2.1. LIMS Software per specifications

57.2.1.1. Mfg Name & Product Number

57.2.2. BAR CODE PRINTER

57.2.2.1. High volume barcode printers for Evidence Control Centers 57.2.2.1.1. Mfg Name & Model Number 57.2.2.1.2. Quantity Needed: ____________________

57.2.2.1.3. Low volume barcode printers for exam (lab) areas

57.2.2.1.3.1. Mfg Name & Model Number 57.2.2.1.3.2. Quantity Needed: ____________________ 57.2.2.1.3.3. Miniature bar code label printers for blood tubes 57.2.2.1.3.4. Mfg Name & Model Number 57.2.2.1.3.5. Quantity Needed: ____________________

57.2.2.2. BAR CODE SCANNER

57.2.2.2.1. Long range “gun” style barcode scanners for

Evidence/Property Control Unit

57.2.2.2.1.1. Mfg Name & Model Number 57.2.2.2.1.2. Quantity Needed: _______________________

57.2.2.2.2. Short distance “wand” style barcode scanners/readers for

exam (lab) areas 57.2.2.2.2.1. Mfg Name & Model Number 57.2.2.2.2.2. Quantity Needed: _______________________

57.2.2.3. COMPUTER/SERVER

57.2.2.3.1. Microsoft SQL Server/license(s)* 57.2.2.3.2. Mfg Name & Item Number 57.2.2.3.3. Quantity Needed: _______________________

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57.2.2.3.4. Notebook/Lap-top/Notepad* or other PC’s (for use by Crime Lab personnel at bench area)

57.2.2.3.5. Mfg Name & Item Number 57.2.2.3.6. Quantity Needed: _______________________

57.2.2.3.7. Mobile Notebook/Lap-top/Notepad* PCs (for use by Property Control while in the field)

57.2.2.3.8. Mfg Name & Item Number 57.2.2.3.9. Quantity Needed: _______________________

57.2.2.4. OTHER EQUIPMENT/SOFTWARE/LICENSES or NETWORK

REQUIREMENTS NEEDED FROM COUNTY 57.2.2.4.1. Mfg Name & Item Number 57.2.2.4.2. Quantity Needed: _______________________

*Quant ities should be based on your evaluation of our current needs and staffing levels

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57.3. Costing Table Provide your price proposal for “all in” costs associated with your proposed solution. This includes, but is not limited to: hardware, software, implementation/installation, training, support, maintenance, shipping, travel & lodging, applicable taxes, commissions, and other administrative expenses, in the format below.

Software Provide standard software costs (including licenses) for standard (basic) software that meets County functional requirements

One-time or Initial Cost

Annual Cost/Charge

(include maintenance)

Standard or Base Software costs for Laboratory and Property Control Users (if your model has user licenses in addition to base software costs)

Database licensing (e.g. SQL Server) Other:

Total Software Cost Other associated Costs Project management Installation / Deployment System installation

User training & IT training Hardware provided by Proposer Service and Support Help desk for IT users Help desk for end users Other

Total Project Cost Total Cost of Ownership (TCO) Expected Over

Four (4) Years as Requested in Section 46.2.2.

System Modification or Additional Modules Pricing Provide costs for each additional modification and/or additional module

Option 1 Section 52.1. Option 2 Section 52.2. Option 3 Section 52.3. Option 4 Section 52.4. Other Lease or Alternate Finance Options Hardware Specify servers, storage and other required hardware (or provide adequate specifications to obtain a price quote) for County to purchase to operate the proposed system.

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57.4. Important Dates

57.4.1. Internet Posting: MARCH 21, 2008

57.4.2. Clarification E-mail: MARCH 31, 2008

57.4.3. Pre-Submission Proposer Meeting (Mandatory): APRIL 7, 2008

57.4.4. Proposal Submission date: APRIL 21, 2008, 2:00 pm

57.4.5. Review: APRIL 22-27, 2008

57.4.6. Award: APRIL 28, 2008

57.4.7. Ordinance adoption (three reading): MAY 6TH, 13TH and 20TH, 2008

57.4.8. Post award meeting: MAY 27, 2008

57.4.9. Hardware purchases by County: MAY 27 – JUNE 13

57.4.10. Implementation Initiative date: JUNE 16, 2008

57.4.11. Phase 1 completion – “Live”: NOVEMBER 17, 2008

57.4.11.1. Description of proposed phase must be identified in section

57.4.12. Phase 2 completion:

57.4.12.1. Provide description of proposed phase.

57.4.13. Phase 3 completion:

57.4.13.1. Provide description of proposed phase.

57.4.14. Final Phase (4) completion:

57.4.14.1. Provide description.

120

57.5. Sample Evidence sheet

Pre-

popu

latio

n of

in

form

atio

n fr

om C

ARE

(with

edi

t ca

pabi

litie

s)

Rem

aini

ng b

oxes

are

to

be c

ompl

eted

by

seiz

ing

offic

er

All e

lect

roni

c ch

arac

ters

mus

t be

“str

ippa

ble”

fro

m t

he d

ocum

ent

and

capa

ble

of b

eing

impo

rted

into

the

LIM

S sy

stem

The

com

plet

ed e

vide

nce

rece

ipt

mus

t al

so b

e pr

inta

ble

and

cont

ain

elec

tron

ic in

form

atio

n.

The

prin

ted

copy

will

be

atta

ched

to

the

evid

ence

and

be

ar h

andw

ritte

n “c

hain

of

cust

ody

“ si

gnat

ures

121

57.6. Acronyms Used ASCII American Standard Code for Information Interchange ASTM American Society for Testing and Materials ATS Administrative Transmittal Sheet CAD Computer Aided Dispatch CARE Computer Assisted Report Entry CHP Chemical Hygiene Plan COC Chain of Custody COTS Commercial-off-the-Shelf DCI Division of Criminal Investigations DCN Department Criminal Number DMS Document Management System DNA Deoxyribose Nucleic Acid DSN Department Serial Number (employee identification number) EDD Electronic Data Deliverable ELMS Evidence/ Laboratory Management System FAA Flame Atomic Absorption FTP File Transfer Protocol GALP Good Automated Laboratory Practices GC Gas Chromatograph GC/MS Gas Chromatograph/Mass Spectrophotometer GFAA Graphite Furnace Atomic Absorption GO General Order HPC Handheld Personal Computer HTML Hypertext Markup Language ICOC Internal Chain of Custody ID Identifier IR Incident Reports ISO International Standards Organization IT Information Technology LAN Local Area Network LAS Laboratory Automation Solutions LIMS Laboratory Information Management System MSDS Material Safety Data Sheet ODBC Open Database Connectivity PA Prosecuting Attorney PC Personal Computer PIN Personal Identification Number PO Police Officer POS Point of sale PPE Personal Protective Equipment PT Proficiency Testing QA Quality Assurance QAP Quality Assurance Plan QC Quality Control QM Quality Manual RAID Redundant Array of Inexpensive (or Independent) Disks REJIS Regional Justice Information System

122

RFP Request for Proposal RFID Radio Frequency Identification SLCPD Saint Louis County Police Department SM Standard Method SOP Standard Operating Procedure SOPM Standard Operating Procedure Manual SQL Structured Query Language SSM Source Selection Matrix SSN Social Security Number TAT Turnaround Time TCP/IP Transmission Control Protocol / Internet Protocol URL Universal Resource Locator WAN Wide Area Network XML Extensible Markup Language

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