HomeMy WebLinkAboutResolutions - 2019.04.18 - 31321MISCELLANEOUS RESOLUTION #19098 April 18, 2019
BY: Commissioner Gary McGillivray, Chairperson, Public Safety and Social Justice Committee
IN RE: DEPARTMENT OF PUBLIC SERVICES/MEDICAL EXAMINER - OAKLAND COUNTY MEDICAL
EXAMINER REPLACEMENT SOLUTION PROJECT
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Department of Information Technology (IT) provides technology services for the Oakland
County Medical Examiner (OCME); and
WHEREAS the current application provides a forensic case management system which is considered
outdated and has reached its useful life; and
WHEREAS the OCME Replacement Solution Project will implement a forensic case management solution
that will provide improved productivity, efficiency, and security; and
WHEREAS the Department of Information Technology and Purchasing conducted an extensive Request
for Proposal (RFP) process to identify the most cost effective and appropriate system replacement; and
WHEREAS Kevadiya, Inc. responded to the RFP for the OCME Replacement Solution Project at the
lowest cost and with a comprehensive technical solution that met the RFP requirements and was selected
by the RFP Team; and
WHEREAS Kevadiya, Inc. offers functional and technical software as a service (SaaS) solution whereby
the system allows users a continuous current version of the application with the latest in security and
business functionality; and
WHEREAS OCME Replacement Solution Project is in the 2019/2020 Information Technology Master Plan
and has 937 IT Development hours assigned for its implementation; and
WHEREAS the total cost for the project is $270,605 which consists of one-time vendor implementation
costs of $95,000, IT implementation costs of $154,605 and recurring vendor cost of $21,000; and
WHEREAS funding is available for the vendor implementation costs of $95,000 in the General Fund
Assigned Fund Balance for Technology Replacement/Hardware (GL Account #383448) and funding of
$154,605 for the IT implementation costs is available from the existing General Fund Non -Departmental IT
Development line item; and
WHEREAS the recurring cost of $21,000 for vendor hosting is expected to start in FY 2020 and will be
incorporated into future operating budgets.
NOW THEREFORE BE IT RESOLVED that the Board of Commissioners authorizes the Oakland County
Medical Examiner Replacement Solution Project.
BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the transfer of $95,000 from the
General Fund Assigned Fund Balance (GL# Account #383448) to the Information Technology Fund #63600
for the OCME Replacement Solution Project.
BE IT FURTHER RESOLVED that the FY 2019 — FY 2021 Budgets are amended as follows:
GENERAL FUND #10100
FY 2019
FY 2020 — FY 2021
Revenue:
9010101-196030-665882
Planned Use of Balance
$95,000
$21,000
Total Revenue
2 QQQ
Expenditures:
9010101-152130-788001-63600 Transfer Out
$95,000
$ 0
1070601-132030-774636
Info Tech Operations
$ 0
$21,000
Total Expenditures
5 000
21 000
INFORMATION TECHNOLOGY FUND (#63600)
Revenue:
1080101-152000-695500-10100 Transfer In — General Fund $95,000 $ 0
1080101-152000-631372 OC Depts Operations $ a $21,000
Total Revenue (�0
PUBLIC SAFETY AND SOCIAL JUSTICE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Expenses:
1080201-152000-730373 Contracted Services $95,000 $21,000
Total Expenses
Chairperson, on behalf of the Public Safety and Social Justice Committee, I move the adoption of the
foregoing resolution.
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Commissio er &ry M Gillivray, bistrict #20
Chairperson, Public Safety and Social Justice Committee
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Table of Contents
1Objective.... ............................................................................................. .............................. 3
1. - Components -__^_^^-^-"^~~~---"~-~'3
2 Scope ~~_—^~.--^~-'~.'~_~-.'^^^-_~'_..----=-'~~.~'~,-~.,_=.~.~,,,'4
2.2 Service Level ^-~~.''^^'`.~~`-~'_^^'~~-~-~".-^,.B
2.3 Service Level Sm =-^- -~~-9
2~4 Su ~_._..__..~~~~-`-.~~^'~`--~'`~~~-^^.'--~-.'---.^'`~_--^9
2.5 Service Managennent......... ................................... ^-~-^""^-.-°...----.-w-='-,~ .... 10~
2.6 Service Requests ___^~.__,~~=__.,-..~_--~...--..._~.-.=~~-.....~~.~.~~~...~.~~1D
9iSchedule .............. ___ ~............................................................................. ~........
31- initial Planning ......................... ... _.............................................................................. 13
3.1,1 ~-~~_-.-_°~_=.'__=~__°~,13
3.1.3 |Documentation ..................................... ........................................... ............ .,,~~l4
3'2 Implementation ~~^°^.-`... ,',"........ '...... -.,'...=-~.--]6'
13 Training .............................. .......... =~"^,~. ~~~-..-. .~.~...~.~~-~ 16
3.4 User Acceptance Testing ,."..~.,,",=",-,.,.-^...=.~~`.``...---~^~^.............................. �w
3-5 Continuous ~ ,~,,__~-,_=.~__.-...-°~~..-°°_-..._- 17
4 Price .~~..^°'~_^-.~~`~`.-..`~--.......................................... ............................................... 17
4.1. .^_~~"~_°_.,,,,._-^,.°_^.,,,=
4.2 On -Going & Price Table ..................... ~............. ................................................ l8!
5 Key r=Assumptions ............................. ............................................................ 19
6 Acceptance ................ ..... .................................................................................................... l9
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�nc OCME Forensic Case Management System SoficOatiomftO04396
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Kevadiya will provide an end-to-end Forensic Case Management System (the "Software" or
"FCMS"), mobile application, development and installation services, training and
documentation and maintenance and support to the Oakland County Medical Examiner
("OCME" or "County") in a collaborative environment to meet the OCME's business objectives.
OCME needs to have a robust FCMS that offers the following while adhering to security
standards required by Oakland County:
• Enhanced administrative tools;
• Simplified screen forms for data input;
• Reporting in text and graphics that is clean, accurate and consistent;
• Quick and logical advanced searching;
• Mobile and tablet data input for off-site field investigators and medical examiners
autopsy room input;
• Supporting multiple forms of communication via print, email, or direct application
program interface (API)
The FCMS shall be comprised of the eleven (11) components identified in Section 11
Kevadiya shall provide the delivetables, installation and implementation., onsite �and onlin
training and documentation, custornization and maintenance and support for FCMS as
described herein.
Kevadiya shall implement and provide to OCME the following components which are described
in further detail herein and comprise FCIVIS:
1.2.1. Investigation --the opening of a case, collection of deceased information,
objects, and evidence pertaining to a specific case.
1.2.2. Case Status — refers to providing the status of,a case following an action or
following an intervention
1.2.3. External Exam — entering data from the preliminary examination of the body in
the presence of both the Pathologist and the Investigator (Scenes of Crime Officer)
1,2.4. Internal Exam -entering data from an autopsy; systematic external and internal
examination for the purposes of diagnosing cause of death
12S. Property and Evidence - refers to material that has probative value in either
tending to prove or disprove a material fact in a criminal or civil case
126. Body Storage — entering information relative to human body preservation
3
Kevadiya, Inc OCME Forensic Case Management System Sohcitadon#004396
1.2.7. Toxicology— entering information from examination of chemical and medicine
presence within the deceased subject / case
1.2.8. Photos — pictures taken by means of photography relative to the diseased and or
specific case file in electronic format (Ee, pdf, Jpeg, png)
1.2.9. Files — collection of information and materials for preservation and reference
1.2.10. Mobile -1) ability to access the application from a mobile device through a web
browser and 2) iPad application for investigator and autopsy for picture taking,
annotations, and note taking
1.2,11. Reporting— the module that provides statistical and information records in a
formatted form, based on data fields selected by the user.
2.1. Kevadiya shall gather the requirements, analyze, design, develop, implement, test and
integrate the FCMS according to the guidelines and schedules stated in this SOW.
2.2. With KevadiVa's experience and catalog of application modules within the Medical and
Healthcare Kevadiya Application Framework (MHKAF), Kevadiya shall assemble the FCMS
by:
2.2.1. Utilizing the administrative tools for managing and setting of rules and
permissions for the user community
2.2.2. Building the database structure for data management and incorporate the data
entry modules for the simplified screen and form data input
2.2.3. Ensuring that the reporting modules extract clean, accurate, and consistent data
in textual or graphical output
2.2.4. Adding a search module for quick and logical searching
2.2.5. Complementing all of this with the addition of the mobile / tablet data input for
off-site field investigator and medical examiner autopsy room input
2.2.6. Supporting multiple forms of communicating via print, email or direct API
interactions.
2.3. The FCMS shall be built on the existing, secure AWS Government Cloud infrastructure; a
tried and proven security platform that is secure and supporting a majority of
government applications and solutions.
2.4. Within the backend architecture, Kevadiya shall incorporate all of its security, modules
adhering not only to NIST, FISMA, and FedRamp standards but also incorporating all
security measures required by County, for PHI, HIPAA, and P11 data, where applicable,
4
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ources: IRFP and Proposal
Ivadiya, inc OCME Forensic Case Management System SolicJtaflon tt 004396
Requirement
Agreed Solution
The system is accessible from any
The FCMS shall have the ability to be accessed from any
platform.
browser and any device. ( i.e,, laptop, desktop, tablet,
mobile, etc.)
2
The system creates a case with
The FCMS shall allow for cases to be created with minimal
minimal nine mandatory fields.
required data spanning the nine (9) mandatory fields as
(Reported to, Case Type, Call Date,
specified.
Call Time, Reported by name,
Reported by Agency, Reported Cause
of Death, Reported Place of Death,
Last Name)
3
The system automatically and can
The FCMS shall, if a case number is not specified
manually assign the Case Number.
manually, automatically assign a case number
4
The system allows for breaks in the
The FCMS, upon entering and or automatically assigning a
sequence of Case Number to
case number, shall provide the capability to specify a
manually assign groups of numbers
"break" in the case number sequencing, allowing for
in the event of multiple person
manually assigning "groups" of numbers for multiple
events.
person events.
S
The system will have the ability to
The FCIMS shall use Keva Dlya's auto-uploader for all
upload/download photos in multiple
photo formats (less than 20MB). The auto-uploader, in the
formats. ( i.e., JPG GIF BMP)
event of a lost internet connection, once reconnected will
Preferred no size limitation on
continue to upload the file from the point that it lost
uploading photos.
connection. The auto-uploader avoids starting the upload
from the beginning and saves time. FCMS shall be able to
differentiate between scene and autopsy photos.
6
System will have the ability to
The FCMS shall use our auto-uploader for all file formats.
upload/download multiple
The auto-uploader, in the event of a lost internet
document formats (i.e. pdf, xlsx,
connection, once reconnected will continue to upload the
.docx) to a case file.
file from the point that it lost connection. The auto-
uploader avoids starting the upload from the beginning
and saves time.
7
The system should have the ability to
The FCMS shall default to the time and date that the case
default current date and time in the
is created with the ability to override manually and input
`date and time of death' and 'date
an appropriate time and date as required.
and time of pronounced death' fields
with the option to override (not
required, but desired).
Ivadiya, inc OCME Forensic Case Management System SolicJtaflon tt 004396
8
The system will allow for an
The FCMS shall allow for unlimited character count in
unlimited character data limit for
scribing each case narrative / notes.
each case narrative/notes field.
9
The system will allow for text
The FCMS shall allow for all text formatting.
formatting in narrative/notes field(s)
(i.e., bold, underline, bullets,
numbering, etc.).
10
The system will allow for spell and
The FCMS shall have spell and grammar checking for the
grammar checking in narrative/notes
narrative / notes field(s).
field(s).
11
The system will have the ability to
The FCMS navigation taxonomy shall be built and
logically tab between fields.
predicated on the ability to tab between fields that are
broken down by primary functions and secondary
functions.
12
The system will generate standard
The FCMS shall generate required / requested documents
document formats (.pdf, xlsx, docx,
in industry standard formats, including pdf, xlsx, docx
etc.) containing case data.
and csv.
13
The system will create user -defined
standard form templates, i.e., Death
The FCMS reporting tool shall allow parametric input of
Scene Investigation Report, Evidence
user choices to create appropriate reports.
Inventory Report, Case Notes Report,
Doctors Worksheet.
14
The system will have the ability to
The reporting function shall allow a user to toggle specific
create and download customized
fields for inclusion and or exclusion thus customizing the
reports using reporting tools without
report and providing the requested document.
needing 3rd party software.
15
The system will have the ability to
The FCMS shall include the ability to print customized
create customized labels such has
labels as required by the county and adhering to industry
Photo Labels or Specimen:Labels
standards.
using the Time Med Labels standard
size of 2" x 15".
16
The proposed solution will be able to
The FCMS shall be able to provide custom statistical
create custom statistical reports in
reports in various formats, based on the data search
various formats (.pdf, xlsx, docx.,
function in which the report is to query the databases for
etc.)
such information, including pdf, xIsx, docx and csv.
17
The application will allow the user to
The FCMS shall allow for printing the entire case profile
print all data elements associated
and or only required (toggled) information required in a
with a case in a single action.
single print action,
18
The application will import and store
The FCMS shall provide for uploading associated reports
toxicology test results in various
and documents in various industry standard formats,
formats (.pdf, docx, etc.). It is
including, pdf, Asx, docx and csv that shall be converted
preferred these imported reports are
I into searchable text.
Kevadiya, hic OCM F Forensic Case Managernemt System Soflcitation # 004396
MMME��M
2,5.1.1. the FCMS shall provide the ability to create, query, export and print
reports in the following formats (.docx, xis, csv,.pdf).
KevadiVa, in OCME Forensic Case Managernent System Solicit-ation # 004396
then searchable documents within
the application.
19
The proposed solution will be able to
The FCMS shall provide a field for indexing and tracking of
store personal property detail (i.e.,
personal property including the ability to further describe
"gold wedding ring," "wallet
and or make special notations relative to personal
containing X number of credit cards
property and evidence including a chain of custody form.
and MI driver's license").
20
The application will track the transfer
Within the personal property field, users shall be able to
of personal property to another
enter specific line item detail for each piece (record) of
party (including the name of
personal property. Additional notations in the note field
receiving individual and "receipt for
can include more detailed information relative to personal
body and property" report).
property.
21
The application will allow the user to
The FCMS shall have a search toot allowing for search by
search for a case using a variety of
various search terms and or associations / wildcards.
search terms inherent to each case
such as decedent name, date of
death, decedent age, decedent
gender, decedent race, etc. along
with the ability to include a wildcard
in the search.
22
The application will prevent cases
The FCMS shall only allow for the archiving of the case(s)
from being automatically archived so
based on manual archiving by the appropriate
that they are stored in an active
permissioned user and archived cases shall be retrievable.
state indefinitely.
23
The proposed solution will have role-
The FCMS shall have a role / permission -based login with
based login credentials based on
credentials based on User ID / password. This role /
User ID/password, including user
permission login maps what access and abilities each user
groups, with the ability for
has within the solution.
administrative staff to add, delete,
suspend, users.
24
The application will have the ability
The FCMS shall record based upon login which user made
to track what and who made
what changes, etc. for auditing and reporting.
changes in a report for audit trail
reporting.
26
It is preferred the new application
The download function for report extraction shall not only
will have the ability to email reports
provide reports in multiple formats, but can either printed
directly from the software
or emailed.
application.
MMME��M
2,5.1.1. the FCMS shall provide the ability to create, query, export and print
reports in the following formats (.docx, xis, csv,.pdf).
KevadiVa, in OCME Forensic Case Managernent System Solicit-ation # 004396
2.5.1.2. The FCMS shall enable the County to produce reports on statistics such
as: 1) reporting number of cases by Manner of Death, 2) report number of
cases by doctor to include full autopsy inspection, medical examiner
certification, 3) report number of cases by investigator, 4) Case Status, 4)
keywords, and S) any other combination of the nine mandatory fields
specified in §2.1 above.
2.5.1.3. The FCMS shall enable the County to generate reports on:1) Autopsy
Reports, 2) Investigator Reports, etc.
15.1.4. if County requests additional customizecl reports, the Parties will need to
amend the Contract to coverthoaO additional reports.
2.5,2.1. The FCIVIS shall enable the use of the existing County Active Directory
(AD) for user authentication.
2.5.2.2, The FCMS shall be capable of integration with OKTA to leverage the
County AD identities, and then federate them for single single -on (SSO).
2.5.3. Emails and System Notifications
2.5.3.1. The FCMS shall enable the use of the existing County SMTP environment
for user emails and system notifications.
2.5.3.2. The FCMS shall enable the encryption of data transfer or transmission,
including emails, to comply with data security requirements outlined in 2.4.
2.,6 Service Level Commitment &Support. Kevadiya
2.6.1. Kevadiya shall provide County with:
2.6.1.1. Service Availability FCMS shall have an availability uptime of 99%, with
the exception of scheduled maintenance,
2.6.1.1.1. I(evadiya's Help Desk hours of operation are Monday through
Friday, 7:00 AM EST to 6:00 PM EST.
2.6.1.1.2. A live person for telephone support. The support line is (248) 387-
2843.
Kevarfiya, Inc OCME Forensic Case Management SVstom Solicitiation ft 004396
2.6.1.1.3. Monitored email support. Email should be sent to ocrne-
support ffkevadiya.com
2.6.1.1.4. Remote assistance using video conferencing
2.6.1.2, Meet response times associated with service -related incidents.
2.6.1.1 24-hour prior notice to County before all scheduled maintenance and all
maintenance shall be performed during off-peak, non -normal business hours
to the extent possible.
2.61.4. A warranty to remedy at its own expense, any deficiencies (break/fix
issues) with the FCMS as per the accompanying Terms of Service Agreement.
23.1. County shall:
2.7.2. During County business hours, have an iT representative available to
communicate with Kevadiya and facilitate communication with the business
client when I(evadiya is working to resolve a service related incident or request,
and make arrangements if necessary, to be available outside of normal business
hours; and
2.7.3. Have the necessary IT resources isolate and rectify technical faults within their
Network infrastructure, equipment, and software.
2.8 Support Features.
2.8.1. Kevadiya shall:
2.8.1.1. Host the FCMS via AWS Government Cloud infrastructure.
2.8.1.2. Maintain all service operation system and database licenses required for
the use of the FCMS at Kevadiya's Sole expense.
2.8.1.3. Maintain and support upgrade functions with the FCMS
2,8.1.4. Maintain and support the database used by the FCMS.
2.8.1.5. Maintain two environments (CIA, for test/training, and production) of the
FCMS.
2.6.1.5. Perform all required server patching pursuant to the accompanying
Terms -of -Service Agreement.
2.6.1.6. Maintain anti-virus, anti -spam software and port monitoring as part of
the server environment as well as a secured, managed firewall pursuant to
the accompanying Terms -of -Service Agreement.
Kevadiya, Inc OCME Forensic Case Management Systema Soh6tration 4, 004396
2.9 Service Management.
2.9.1. Provide service outage notifications to County pursuant to the accompanying
Terms -of -Service Agreement.
2.9.2. Routine maintenance is performed as required pursuant to the accompanying
Terms -of -Service Agreement.
Kevadiya, shall respond to service -related incidents and requests submitted by the County,
within the following time frames:
Incident Definition
Response Once
Target Resolution
Severity
Incident Received
Time
Level 1 Problems that prevent County from
30 minutes
1 Hours or less
operating
Level Problems that prevent County from
90 minutes
4 — 8 hours
performing non-critical business
processes
Level Problems that are not critical but
90 minutes
1 business days
prevent performing a function
Level Problems where FCIVIS is usable but is
90 minutes
3 business days
not operating as designed
Kevadiya, Inc OCIVIE Forensic rase ManagemBent System Soficitation # ()0 96
Kevadiya shall deliver to County fully functional, FCMS test environment, no later than three
months after Requirements Document review and approval, and production environment no
later than two months after User Acceptance Testing Document review and approval, providing
weekly status reports and project updates.
The schedule below is a sample. Actual project dates will be based on the final contract
signature date.
11
Kevadiya, laic OCME Forensic Case Management System Solicitation4004396
ID
Task
Responsibilities
Duration
Start
End
(KVD, OC, All)—
in Days
OCME Forensic Case Management
81
1/7/19
5/1/19
System
1
Program Kickoff Meeting
All
1
1/7/19
1/7/19
2
Project Scope and Requirements
18
1/8/19
2/1/19
Review
2.1
Schedule and Conduct User
All
Persona Interviews
9
1/8/19
1/18/19
For user story definitions and
wireframing
2,2
Identify and document
All
9
1/8/19
1/18/19
requirements for Active Directory
and OKTA
23
User Story and Wireframe Review–
1
All
1
1/19/19
1/18/19
2.4
---
Update User Stories and
KVD
9
1/21/19
2/1/19
Wireframes
2.5
User story and Wireframe Review -
11
All
1
2/1/19
2/1/19
—
2.6
Provide Requirements Document
KVD
25
1/8/19
2/8/19
to County
1
2.5
Review and Approval of
Oc
10
2/11/19
2/22/19
Requirements Documents
--
2.8
Updated Project and
KVD
5
2/4/19
2/8/19
Communications Plan
3
Interactive Mock Design (Angular
19
2/4/19
3/1/19
Application)
3.1
Wireframe Implementation
KVD
19
2/4/19
3/1/19_
3.2
Ul/UXTesting
KVD
9
2/18/19
3/1/19
3.3
Ul/UX Integration Testing
KVD
9
2/18/19
3/1/19
3.4
API and Schema Design
IND
2
2/18/19:
2/20/19
3.5
API Test Specifications
KVD
2
2/21/19
2/22/19
3.6
Mock Up Design and Scope Freeze
All
1
3/1/19
3/1/19
4
Continuous Integration and
10
2/4/19
2/18/19
Continuous Delivery Environments
4.1
Daily and Staging Environment Set-
KVD
3
2/4/19
2/6/19
1
--up
4.2
Kevadiya Base System Deployment
KVD
5
2/7/19
2/13/19
4.3
CICD Pipeline Setup
KVD
2
2/14/19
2115/19
7 5 7�f
Deployment and Delivery
62
2/4/19
5/1/19
5.1
I Development and Ul
API
KVD
3
2/4/19
2/6/19
Integration egration
IN
Kevadiya, Inc OCMEForeiisic,,,,C-iseM,-ii)agementSystema Soli&ationft004396
Kevadiya shall conduct onsite interviews with FCMS users to gather the information needed for
reporting and design for the types of users listed.
• Admin
• Clerk
• Doctor
• Investigator
• Morgue
• Reader (Family Counselor, etc.)
• Toxicologist
3.1.1.1. Kevadiya's Project Manager shall conduct a kick-off meeting with County
to initiate the various activities in the project.
The kick-off meeting shall include, at a minimum, the following items for discussion;
a Identify points of contact for technical and administrative activity, email, mobile
telephone, as well as after-hours contact guidelines for Kevadiya to create the
Project Communication Plan,
1
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Kevadiya shall conduct onsite interviews with FCMS users to gather the information needed for
reporting and design for the types of users listed.
• Admin
• Clerk
• Doctor
• Investigator
• Morgue
• Reader (Family Counselor, etc.)
• Toxicologist
3.1.1.1. Kevadiya's Project Manager shall conduct a kick-off meeting with County
to initiate the various activities in the project.
The kick-off meeting shall include, at a minimum, the following items for discussion;
a Identify points of contact for technical and administrative activity, email, mobile
telephone, as well as after-hours contact guidelines for Kevadiya to create the
Project Communication Plan,
1
Kcv cli a, Inc,CCME Forensic Case Management `yst rn So lciial: on ti 0043 6
b. Introduce individuals from the County and Kevadiya who will be performing the
work and review roles and responsibilities.
c. Review a draft implementation Project Plan provided by Kevadiya.
d. Review this Scope of Services.
e. Discuss the projected timeline for the project.
f. Identify the information transfer process for data that should remain restricted
or confidential.
3.1.1.2. County and Kevadiya will review the initial project work plan, schedule,
and Communications Plan.
3.1.1.3. County and Kevadiya will refine detailed project plans, schedules,
deployment, and training strategies, and begin to refine full project planning.
3.1.1.4. County and Kevadiya will review proposed test plans for unit testing,
Integration testing, load testing, regression testing, and user acceptance testing
3.1.1.5. The Project Kick -Off Meeting will define any critical business schedule or
deployment considerations that might impact the project's timeline.
MM
Kevadiya will communicate with County to obtain all necessary information to successfully
implement the System. The Information Gathering Phase will define the functional and
technical requirements for implementation of the project.
This shall include identifying:
a. The integrations required with other systems operated by County, including which
data must be integrated into the System.
b. The types and requirements for reports required by OCME,
c, The technical support that will be available during FCMS set-up through post -
implementation.
cl, Potential dates for training, numbers of staff to train and the County location that will
be used for training.
3.1.3.1. Kevadiya shall provide County with:
a. A requirements document, based on the data gathered during the information
gathering interviews.
b. A Detailed Project Plan including activities, tasks, and milestones including the
date the FCMS will go live and tasks assigned to each that will be used to build a
project implementation schedule.
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Kevadiya, Inc (XVIE Forensic Case Management SVstern Solicitation ft, 004396
c, Design mock-ups that Kevadiya shall review with County
d. A project Communications Plan that will be used by County and Kevadiya during
the term of the Contract.
e. A list of the hardware specifications, the required licensed software and
browser settings.
f. Project Management Reports at agreed upon intervals (e.g., weekly) that
summarize the work completed by Kevadiya. These reports will be used to
measure the efficiency, progress, performance, and quality of the FCMS.
g. Minutes from the Project Management Meetings will be provided in an agreed
upon format for the life cycle of the project.
h. A detailed checklist of the tasks County and Kevadiya need to perform to
implement the FCMS.
L A User Acceptance Test Plan that will be used for acceptance of the FCIVIS and
the integration of each phase of the project.
j. Provide County with reference guides that explain all the features and functions
of the System, including County specific custornizations.
3.13.2. County shall:
approval within 10 businessAao.
1. Requirement Document (initial sign off)
2. Detailed Project Plan
3. Design Mock-ups
4. Communications Plan
5. User Acceptance Test Plan
6. Training Plan, including materials, format and agenda
7, User / Reference Manual Final
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KevadiVa, Inc OCME Forensic Case Management System Solicitation H 004396
3 Implementation
Kevadiya shall:
a. Update user profiles if requested by County.
b. Provide County with the reports they request and verify the reports provide the
information expected in the reports.
c. Work with County to determine if customized reports are needed to provide County
the reporting information it requires. If so, Kevadiya shall configure a preset report
based on data fields extracted, to provide the needed information.
d, Provide County with a Quality Assurance (QA) environment for User Acceptance
Training and a production environment for when the FCMS is implemented.
3.3 Training
Kevadiya shall:
a. Provide County with a Training Plan that includes a user based approach to educate
users of the FCMS.
b. Two consecutive days of onsite training shall be provided for all staff identified by
County to take the training classes.
c. Training shall cover all functions and features of the FCMS.
d. Training materials shall be provided in Adobe PDF, MSWord format and any other
format as agreed upon by County,
e. The training materials shall be updated by Kevadiya to include any changes made to the
FCMS specific to the County.
3.4 User Acceptance Testing
Kevadiya shall:
a. Meet with County Stakeholder (i.e., ME and IT) to review the status of the FCMS
Implementation and review the User Acceptance Test Plans.
b. Provide User Test and Acceptance Plans that describe data input to be passed to the
application modules test procedures, expected system performance, and the output or
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Kevadiya, Inc OCMEFor(�nsict .isc�M�ti,,igemotitSystei,r� 13olicitationt.004396
results that should be received if the applications and integrations are functioning
properly.
c. Use the Test and Acceptance Plans to conduct regression and stress tests. These will
demonstrate to OCIVIE that the configurations were implemented correctly and that the
FCMS' modules are functioning and performing properly to meet the functional
requirements in the Hosted environment and will indicate if any outstanding issues
need to be resolved.
d. Review all support requests to ensure all issues 'identified as FCMS bugs are resolved.
Kevadiya shall
3.5.1. Monitor the users of the FCMS to ensure they are using the FCMS correctly.
a, Resource utilization such as CPU, Storage, and Memory Utilization
b. Performance metrics such as REST Call Response & Database Query
Times, User Sessions and System Usage
c. Security— OSEC and Virus Scanning
d. Auto Scaling
e. Auto Detection of Server Failures and startups
3.5.2. Provide County will annual attestation documentation of security compliance,
including OSEC and Virus Scan results and remediations,
3-5-3. Monitor the issues reported by OCME.
3.5.4. Conduct conference calls with OCIVIE as necessary to resolve outstanding
issues.
HI=
The five (5) year Total Program Cost is based on the following pricing not including future
change requests, contract addendums, or increase in storage requirements as outlined below.
Sources: Proposal
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Kevadiya' Inc OCME Forensic Case Kanapement Systpm SolicitationIt 004396
Item
Pricing Structure
Price
Implementation/Professional Services
One-Time Cost
$75,000
System Support & Maintenance
(see below)
Included
Hardware
N/A
Software
Mobile Application
One-Time Cost
$15,000
Training Onsite
One-Time Cost
$ .3,000
Training (Remote or online)
One-Time Cost
$ 1,000
Training Documentation and User Guides
One-Time Cost
$ 1,000
Other
Total One-Time Cost
$95,000
R=14M
Item Pricing Structure Price
Software Site License (per site location) $15,000 / Year $15,000 / Year
and System Support and Maintenance
AWS Cloud Hosting Hardware $6,000 / Year $6,000 / Year
System Storage (250GB included with base $100 /100GB / Month
system) as needed beyond initial
250GB
KVD shall invoice all annual and monthly on-going costs on a quarterly -basis, with the first
month of the annual cycle beginning in October, in alignment with OC's fiscal calendar year.
Therefore, the first quarterly invoice may be pro -rated, based on the final contract date.
The Total five (5) year cost for this program, not including future change request, contract
addendums, and or increasing storage requirements, is $200,000.00
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Iry adiya,drat OCME Forensic Cise Manap
,ement System Solicitation 4 004396
S.1 County shall provide payment to Contractor for Total One-time Costs as follows:
5.1.1 Half (Y,) of the Total One-time Costs ($47,500) upon execution of the Contract.
5.1.2 One-fourth (1/4) of the Total One-time Costs ($23,750) upon receipt and
approval of the Detailed Project Plan, Requirements and Design Mock-ups
described in Section 3.1.3.
5.1.3 One-fourth (1/4) of the Total One-time Costs ($23,750) upon the conclusion of
post-implementation support.
5.2 County shall provide payment to Contractor for Support and Maintenance and for
the Cloud Hosting Model beginning with the first month that the System is
accepted by County, at the conclusion of Post Go -Live Support.
6 Key Assumptions
The following defines the conditions on which the project depends.
a) The OCME users will be available in the planned time frame,
b) The OKTA interface will be up and running prior to the FCMS implementation.
o In the event OKTAis not up and running, prior to the FCMS implementation,
Active Directory will be utilized for Authentication and Authorization
c) Delays in approval from Oakland County Medical Examiner will lead to potential project
delays.
d) Delays in response from Kevadiya will lead to potential project delays.
7 System Acceptance
The following clearly outlines the testing and validation processes and acceptance,
a) The acceptance criteria in Phase I is successful of the UI/UX mock up and OCME
acceptance of the system design
b) The acceptance criteria in Phase 2 is successful system build completion and approval of
User Acceptance Testing (UAT) results.
c) After making any required changes, in Phase 3 we will set up the application in the
production environment to be tested.
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Kevadiya, Inc 0CME Forcmsic Case Managern(--_nt SysterTi Solicitation it 004396
d) The acceptance criteria in the final phase is OCME sign off and acceptance of the
production system.
FIETURN TO AGENDA
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Kevadiya, Inc OCME Forensic Case Management Systeffl Sofidt�.ifion It 004396
Resolution #19098
April 18, 2019
Moved by Gingell seconded by Markham the resolutions on the Consent Agenda be adopted with
accompanying reports being accepted.
AYES: Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham, McGillivray,
Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Gershenson,
Gingell. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the Consent Agenda were adopted with
accompanying reports being accepted.
SJ lh=��Y
GERALD D. POISSON
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A(7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on April 18, 2019,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac,
Michigan this 18th day of April, 2019.
Lisa Brown, Oakland County