HomeMy WebLinkAboutCORRESPONDENCE - RFP - 9191294Official Purchasing Document
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8876 Evidence Management System Services Agreement Page 1 of 40
SERVICES AGREEMENT
8876 EVIDENCE MANAGEMENT SYSTEM
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and FORAY LLC, dba FORAY TECHNOLOGIES, hereinafter referred to
as "Service Provider" and/or “Foray”.
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in accordance with the
scope of services attached hereto as Exhibit B, consisting of twenty-six (26) pages and
incorporated herein by this reference. The services include but are not limited to Software
As A Service (SAAS) for the ADAMs Software (the “Software”), support services (the
“Standard Support Services”), system migration, and system implementation.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall be
performed in accordance with the Work Schedule attached hereto as Exhibit C, consisting
of two (2) pages, and incorporated herein by this reference.
3. Contract Period. This Agreement shall commence July 15, 2019 and shall continue in full
force and effect until July 14, 2020, unless sooner terminated as herein provided. In
addition, at the option of the City, the Agreement may be extended for additional one-year
periods not to exceed four (4) additional one-year periods. Written notice of renewal shall
be provided to the Service Provider and mailed no later than thirty (30) days prior to contract
end.
4. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then
the party so prevented shall be excused from whatever performance is prevented by such
cause. To the extent that the performance is actually prevented, the Service Provider must
provide written notice to the City of such condition within fifteen (15) days from the onset of
such condition.
5. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days
prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this Agreement shall be effective when mailed,
postage prepaid and sent to the following addresses:
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Service Provider: City: Copy to:
Foray, LLC dba Foray
Technologies
Attn: Anna Disney
3911 5th Ave., Suite 300
San Diego, CA 92103
adisney@foray.com
City of Fort Collins
Attn: Lisa Robles
PO Box 580
Fort Collins, CO 80522
lrobles@fcgov.com
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
purchasing@fcgov.com
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the
Service Provider's obligations under this Agreement. Such payment shall be the Service
Provider's sole right and remedy for such termination.
6. Contract Sum. The City shall pay the Service Provider for the performance of this Contract,
subject to additions and deletions in accordance with the attached Exhibit "D", consisting of
one (1) page, and incorporated herein by this reference. Payment terms shall be Net 30
days from the date of the invoice in accordance with the following milestone payments:
a. One-time implementation costs – Hardware upon delivery. Remaining items
upon completion of the implementation and acceptance of the Software.
b. Annual on-going SAAS licensing, maintenance, etc. –
i. Year 1 – 50% upon purchase order, 50% upon completion of the
implementation and acceptance of the Software.
ii. Years 2 – 5 – 100% annually on the anniversary of the Software
acceptance.
7. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
8. Independent Service provider. The services to be performed by Service Provider are those
of an independent service provider and not of an employee of the City of Fort Collins. The
City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or
for any other purpose.
9. Subcontractors. Service Provider may not subcontract any of the Work set forth under this
Agreement without the prior written consent of the City, which shall not be unreasonably
withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then
the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm
with an established record of successful performance in its respective trade performing
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identical or substantially similar work, (b) the subcontractor will be required to comply with
all applicable terms of this Agreement, (c) the subcontract will not create any contractual
relationship between any such subcontractor and the City, nor will it obligate the City to pay
or see to the payment of any subcontractor, and (d) the work of the subcontractor will be
subject to inspection by the City to the same extent as the work of the Service Provider.
10. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the
services shall not be construed to operate as a waiver of any rights or benefits provided to
the City under this Agreement or cause of action arising out of performance of this
Agreement.
12. Warranty.
a. Service Provider warrants that all work performed hereunder shall be performed with the
highest degree of competence and care in accordance with accepted standards for work
of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated
into any work shall be new and, where not specified, of the most suitable grade of their
respective kinds for their intended use, and all workmanship shall be acceptable to City.
c. Service Provider warrants all equipment, materials, labor and other work, provided under
this Agreement, except City-furnished materials, equipment and labor, against defects
and nonconformances in design, materials and workmanship/workwomanship for a
period beginning with the start of the work and ending twelve (12) months from and after
final acceptance under the Agreement, regardless whether the same were furnished or
performed by Service Provider or by any of its subcontractors of any tier. Upon receipt
of written notice from City of any such defect or nonconformances, the affected item or
part thereof shall be redesigned, repaired or replaced by Service Provider in a manner
and at a time acceptable to City.
13. Default. Each and every term and condition hereof shall be deemed to be a material element
of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default thereof.
14. Remedies. In the event a party has been declared in default, such defaulting party shall be
allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement
and seek damages; (b) treat the Agreement as continuing and require specific performance;
or (c) avail himself of any other remedy at law or equity. If the non-defaulting party
commences legal or equitable actions against the defaulting party, the defaulting party shall
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be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees
and costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors,
heirs, personal representatives, successors and assigns of said parties.
16. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents
and employees against and from any and all actions, suits, claims, demands or liability
of any character whatsoever brought or asserted for injuries to or death of any person or
persons, or damages to property arising out of, result from or occurring in connection with
the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured
under this Agreement of the type and with the limits specified within Exhibit F, consisting
of one (1) page, attached hereto and incorporated herein by this reference. The Service
Provider before commencing services hereunder, shall deliver to the City's Purchasing
Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing
the insurance coverage required from an insurance company acceptable to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
18. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of
this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction,
such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
19. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et.
seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does not knowingly employ or contract with an illegal alien who will
perform work under this Agreement; and
2. Service Provider will participate in either the e-Verify program created in Public Law
208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of Homeland
Security (the “e-Verify Program”) or the Department Program (the “Department
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Program”), an employment verification program established pursuant to Section 8-
17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired
employees to perform work under this Agreement.
b. Service Provider shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this
Agreement.
c. Service Provider is prohibited from using the e-Verify Program or Department Program
procedures to undertake pre-employment screening of job applicants while this
Agreement is being performed.
d. If Service Provider obtains actual knowledge that a subcontractor performing work under
this Agreement knowingly employs or contracts with an illegal alien, Service Provider
shall:
1. Notify such subcontractor and the City within three days that Service Provider has
actual knowledge that the subcontractor is employing or contracting with an illegal
alien; and
2. Terminate the subcontract with the subcontractor if within three days of receiving the
notice required pursuant to this section the subcontractor does not cease employing
or contracting with the illegal alien; except that Service Provider shall not terminate
the contract with the subcontractor if during such three days the subcontractor
provides information to establish that the subcontractor has not knowingly employed
or contracted with an illegal alien.
e. Service Provider shall comply with any reasonable request by the Colorado Department
of Labor and Employment (the “Department”) made in the course of an investigation that
the Department undertakes or is undertaking pursuant to the authority established in
Subsection 8-17.5-102 (5), C.R.S.
f. If Service Provider violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If
this Agreement is so terminated, Service Provider shall be liable for actual and
consequential damages to the City arising out of Service Provider’s violation of
Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service Provider violates this
provision of this Agreement and the City terminates the Agreement for such breach.
20. Special Provisions. Special provisions or conditions relating to the services to be performed
pursuant to this Agreement are set forth in the following Exhibits attached hereto and
incorporated herein by this reference.
a. Exhibit A – Additional SAAS Terms and Conditions
b. Exhibit E – Foray Privacy Statement
c. Exhibit G - Confidentiality
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THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul, Purchasing Director
Date:
ATTEST:
APPROVED AS TO FORM:
FORAY, LLC DBA FORAY TECHNOLOGIES
By:
Printed:
Title:
Date:
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7/16/2019
Anna Disney
Western Region Sale Rep
Assistant City Attorney ll
7/17/2019
City Clerk
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EXHIBIT A – ADDITIONAL SAAS TERMS AND CONDITIONS
1. Support Services – Foray to provide “Standard Support Services” which consist of assistance
and similar support services by telephone in connection with the use and operation of the
ADAMS SOFTWARE (the “Software”), including maintenance software updates and new
version upgrades to the Software.
2. Exclusions – Foray shall have no obligation under this agreement to support:
a. Altered, damaged or modified Software or any portion of the Software incorporated
with or into other software;
b. Use of third party software other than as specified, installed, supplied or approved in
writing by Foray.
3. Out of Support Policy for Software
In the event Software has not been covered under a continuous Standard Support Services the
following reinstatement fees for Standard Support Services to the Software will apply:
If the previous Standard Support Services lapse is < 6 months:
a. The City must pay the service and maintenance for the lapse period.
b. Pay for a 12-month Standard Support Services from current day forward.
If the previous Standard Support Services lapse is => 6 months:
a. The City must pay the service and maintenance for the lapse period.
b. Pay a 15% of Annual Renewal Reactivation Fee.
c. Pay for a 12-month Standard Support Services from current day forward.
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EXHIBIT B - Scope of Services
Services to be Performed
The following functionality is included in the proposed solution based upon the requirements
described and requested by the City:
ADAMS Web
The foundation of the ADAMS platform, ADAMS Web provides evidence acquisition,
management and retrieval functionality. Users can download evidence from digital cameras,
scanners, audio and video sources, mobile devices, or file systems as well as enter and
manage physical property items. Allows anyone with access to a case or an asset within a
case to retrieve and view that case or asset in a browser-based environment. It preserves and
protects the integrity of the original file and maintains a detailed chain of custody and audit trail
of all access to both the case and individual assets. ADAMS Web provides multiple search
methods as well as a variety of views to fit the task at hand and also displays asset information
(such as camera EXIF data), history of processing, etc.
ADAMS Link Integration
Provides two-way communication between the ADAMS system and existing management
systems (such as Tiberon/Total Command) in place by allowing valuable information to pass
between the two systems and leveraging existing information in both.
Request Management
Provides the City with multiple request, processing workflows and form/report templates to fit
a variety of tasks. This highly sophisticated workflow engine helps to ensure compliance with
required procedural steps, identify departments or people involved, and ensure entry of
required input and output information. The result is an application that not only ensures that
all evidence is handled consistently but that each process is documented properly.
Customized report templates can also be created that include canned verbiage to ensure that
reports are formatted and worded properly every time. Reports can be saved as PDF files,
printed or stored for retrieval on an as-needed basis.
The system also includes tools to help manage the workflows by tracking assigned and
unassigned requests by status, type, case number, crime type, requested by, date requested,
and date assigned. When requests are initiated, an email notification is sent by the system
automatically to the individual to whom the request is assigned. If a secondary process must
be initiated, a separate notification is sent automatically to the individual to whom the sub-
request is assigned. After the process has been completed, a final notification is sent to the
requestor notifying him or her that the request has been completed. Minor customizations to
the existing workflows are provided through Foray’s standard support services.
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Physical Property & Evidence Collection, Storage and Management
Gives your agency rock-solid control over the collection, storage and management of
evidence gathered at crime scenes. You can streamline evidence processing, reduce
redundant data entry, increase efficiency, and improve check-in response time. Using rigorous
check-in and check-out processes, your chain of custody is locked down from the time
evidence is collected to laboratory analysis to its day in court and final disposition. Base
functionality comes with the ADAMS platform but the purchase of additional services for
customized configuration and training may be necessary depending upon the needs of the
City and would require a further discussion of the City’s physical property and management
needs.
Redaction
Foray’s ADAMS solution eliminates the need to use dedicated tools by incorporating photo
and video redaction directly into your digital evidence management solution. Redact photos
and videos with easy-to-use tools. Gone is the need to understand complex interfaces of
applications designed not for redaction but for professional photographers and videographers.
Quickly block out areas of a photo. Use the industry’s best face detection to reduce frame-by-
frame video redaction down to an easy process of selecting which faces to eliminate. Make
as many redacted versions as you need without ever modifying the original.
Mobile Device Upload & Access
The ADAMS web interface can be made securely accessible from mobile devices. Any device
with a supported browser can access the interface. Additionally, ADAMS Upload is a mobile
application that securely uploads digital evidence from Android and iOS devices. This mobile
app allows photos, video, and audio to be securely captured and automatically uploaded to
the repository. The mobile app can be configured to upload over WiFi or over both WiFi and
cellular. The data is encrypted both at rest and in transit and is only de-encrypted once it has
been successfully uploaded to the server.
Migration Implementation
Foray will work with the City to determine what data and systems migration/integration are
required. Depending on the system and their output the implementation can easily be done
through bulk import or a more sophisticated approach if needed.
Project Management
Upon Notification of Award, Foray would make contact with the City POC to begin planning
the project rollout. Foray would ensure that timelines are communicated and work with the
assigned City personnel to ensure deadlines are met.
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Functional Requirements
REQUIRED FUNCTIONALITY
Description
Included:
“Yes” “No”
“N/A or
“Future”
Alternate Proposal,
Comments
1-Physical Locations for on-site premise:
1. One Site – Police Headquarters or
virtual data room.
N/A The cost shown is for a SaaS
solution. If the City prefers an
on-premise option, pricing can
be provided.
2-Licensing Requirements:
1. The cost includes the ability to create an
unlimited number of user accounts.
Yes Foray meets this requirement.
2. Ability to add temporary users/licenses
in the event of a major or catastrophic
event.
Yes Foray meets this requirement.
3. System must include licensing for an
unlimited number of digital cameras.
Yes Foray meets this requirement.
4. System cannot use any hardware copy
protection such as dongles, hardware
keys, hardware tokens, or security
devices at either the server side or the
client side.
Yes Foray meets this requirement.
3-Minimum Requirements for Number of Original Assets Supported:
1. Implementation – 10,000,000 Yes Foray meets this requirement.
2. Upgrade Option – 100,000,000 Yes Foray meets this requirement.
4-Storage Requirements:
1. Implementation: All Video – 70TB Yes Foray meets this requirement.
2. Year 1: All Video 80TB, Evidentiary Video
20TB
Yes Foray meets this requirement.
3. Year 2: All Video 90TB, Evidentiary
Video 30TB
Yes Foray meets this requirement.
4. Year 3: All Video 100TB, Evidentiary Video
40TB
Yes Foray meets this requirement.
5. Year 4: All Video 110TB, Evidentiary Video
50TB
Yes Foray meets this requirement.
6. Year 5: All Video 120TB, Evidentiary Video
60TB
Yes Foray meets this requirement.
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5-Storage Requirements for pricing models based on number of user accounts and
type
1. Evidence, Sworn, Records – 250
accounts, 50GB per account, with acquire,
view, etc. access.
Yes Foray meets this requirement.
2. Administrators – 4 accounts, 50GB
per account, with Admin access.
Ability to set different levels of admin
access based on user type.
Yes Foray meets this requirement.
3. District Attorney (DA) and other Law
Enforcement Agencies (LEA) – 20
accounts, 50GB per account, with copy,
view access.
Yes Foray meets this requirement.
6-Criteria for Cloud Bandwidth Requirements, Year 1 - 5:
1. Average Length of Video – 10 minutes Yes Foray meets this requirement.
2. Average File Size – 150MB Yes Foray meets this requirement.
3. Average Writes per year (new) – 350,000 Yes Foray meets this requirement.
4. Average Retrieval per year (download) –
16,000
Yes Foray meets this requirement.
5. Average Reads per year (views) – 62,000 Yes Foray meets this requirement.
6. Average Writes per year (modify,
including meta data changes) –
2,000,000
Yes Foray meets this requirement.
7. System must include automatic
lossless compression for rapid data
transfer of all data transferred over a
wired or wireless network
connection.
Yes Foray meets this requirement.
7-Security Requirements:
1. Systems providing access by
external users to case files must
support the ability for the
Department to secure and log
access utilizing City’s firewall and/or
access lists.
Yes Foray meets this requirement.
2. Transport security must automatically
encrypt and decrypt all data transferred
or transmitted over a wired or wireless
network connection utilizing a minimum
of 3DES encryption and/or AES
encryption.
Yes Foray meets this requirement.
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3. Must allow security to be set at multiple
levels within digital evidence server and
in evidence management system
including but not limited to case number,
case type, or individual file.
Yes Foray meets this requirement.
4. System must provide an audit trail log
file that cannot be altered that includes
tracking of the following for the digital
evidence management:
Yes Foray meets this requirement.
a. Users attempting to or accessing
the system or file, and from what
location.
Yes Foray meets this requirement.
b. Actions performed (acquire,
view, modify, enhance,
export, etc.).
Yes Foray meets this requirement.
c. Changes to access control levels. Yes Foray meets this requirement.
d. All audit trail items must be
securely time stamped.
Yes Foray meets this requirement.
e. Audit trail log must be stored
and indexed in a searchable
database.
Yes Foray meets this requirement.
f. Any other logs required by CJIS. Yes Foray meets this requirement.
5. System must provide an audit trail that
cannot be altered for each item of
physical evidence which includes
tracking the following:
Yes Foray meets this requirement.
a. Updates to any chain of custody. Yes Foray meets this requirement.
b. Any movement of the item within the
evidence storage areas.
Yes Foray meets this requirement.
c. Any inventory of the item.
Yes Foray meets this requirement.
d. Any time the item has been
scanned.
Yes Foray meets this requirement.
6. System must include easily managed
administrator definable multilevel
security for access to files,
information, and evidence based on
roles.
Yes Foray meets this requirement.
7. System must provide security
method for strictly limiting access for
users to certain folders or data within
a case file, which they have been
provided access.
Yes Foray meets this requirement.
8. System shall be managed in a granular
permissions and security model.
Yes Foray meets this requirement.
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9. System must have proactive system
monitoring capable of detecting and
notifying the System Administrator by
email and text message of any failure in
any component in the storage array or
any station on the network.
Yes Foray meets this requirement.
10. Software source code, executables,
and scripts must be digitally self-
signed to confirm the software author
and to guarantee that the code has not
been altered or corrupted since it was
signed by the cryptographic hash.
Yes Foray meets this requirement.
11. All digital assets must be scanned for
corrupt files or zero-bite size files
using embedded error checking upon
entry into the system.
Yes Foray meets this requirement.
12. Ensure software is developed and
deployed using secure coding practices
and business processes that minimize
security flaws within the software and
notification will be made to FCPS in the
event changes are made that affect
these practices and processes.
Yes Foray meets this requirement.
13. Ensure safety and security procedures are
maintained and enforced with respect to
access and maintenance of client data.
Yes Foray meets this requirement.
14. All client data must be stored in a safe
and secure environment and protection
from unauthorized access, modification,
theft, misuse or damage whether the
data resides in a repository or during
transmission over the network and must
be stored in the United States.
Yes Foray meets this requirement.
15. Vendor must provide ability for this
agency to acquire our raw data through
an export to XLS or CSV file at any time.
Yes Foray meets this requirement.
16. Notification shall be made to FCPS as
soon as possible but no longer than 24
hours when a security breach has been
discovered whether actual or attempted.
Yes Foray meets this requirement.
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17. Protection against software failure with
backup and recovery procedures.
Yes Foray meets this requirement.
18. The software must be CJIS compliant. Yes Foray meets this requirement.
19. System should allow for single sign-on
capabilities.
Yes Foray meets this requirement.
8-System Requirements:
1. A complete Evidence Management
System including software,
barcode/RFID/other storage tracking
hardware, supplies and services
including installation,
customization/optimization to Agency
specifications/needs, training, remote
access and on-site system support as
required.
Yes Foray meets this requirement.
2. Recovery Time Objective (RTO) is less
than or equal to one hour.
Yes Foray meets this requirement.
3. Recovery Point Objective (RPO) is less
than or equal to 15 minutes.
Yes Foray meets this requirement.
4. The system solution must be
compliant with current existing
statutes, standards, and guidelines,
of the Rules of Evidence.
Yes Foray meets this requirement.
5. Solution must be capable of easily
increasing storage capacity and must
not require additional purchase of
software licenses.
Yes Foray meets this requirement.
6. System must be fully compatible with:
a. Windows 7 32-bit, 64-bit
b. Windows 10 64-bit
o All subsequent updates to
Windows 10 builds (ie.
Version 1803, 1809, etc.)
c. Internet Explorer 11
d. Google Chrome
Yes Foray meets this requirement.
7. Agency prefers but is not limited to a
browser- based client.
Yes Foray meets this requirement.
8. Agency prefers ability to use the current
barcodes on evidence currently in FCPS
custody so that existing items will not
need to be re-barcoded.
Yes Foray meets this requirement.
9. System shall support standard file
types and RAW formats for digital
photographs, in addition to audio and
video files, and documents.
Yes Foray meets this requirement.
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10. The system must work easily and
efficiently and be capable of supporting
10,000,000, upgradeable to
100,000,000, original assets with copies
stored simultaneously in multiple
locations.
Yes Foray meets this requirement.
11. All assets, data, and database(s) must
be stored in non-proprietary industry
standard formats.
Yes Foray meets this requirement.
12. System must support “verbose” log
tracking for the purpose of both local
and remote system diagnostics.
Yes Foray meets this requirement.
13. Digital media uploaded to the system
will be stored in a non-proprietary
format and will be easily accessible
without the need to convert the
format.
Yes Foray meets this requirement.
9-Server-Client System Requirements:
1. Virtual Servers must work in a
VMWare environment, or any other
virtual environment the Agency
chooses.
N/A The cost shown is for a SaaS
solution. If the City prefers an
on-premise option, pricing can
be provided.
2. Server-Client System must include
active hardware monitoring and
reporting and provide alerting by email
and text message of availability,
performance, utilization, audit trail log
events, and hardware failures.
N/A The cost shown is for a SaaS
solution. If the City prefers an
on-premise option, pricing can
be provided.
3. It is a requirement for the vendor to
supply a server solution that has
complete restore of server functions and
data from a backup server or servers
with no loss of functionality.
N/A The cost shown is for a SaaS
solution. If the City prefers an
on-premise option, pricing can
be provided.
4. All servers, data, assets, information,
evidence, processed evidence,
database files, and audit trail log files
must be stored and replicated in
separate locations.
N/A The cost shown is for a SaaS
solution. If the City prefers an
on-premise option, pricing can
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2. Vendor must agree to cooperate with
Agency’s vendor of choice if Agency
chooses to contract for an alternate
DEMS solution if/when solution
selected in response to this RFP no
longer meets requirements.
Yes Foray meets this requirement.
3. Vendor must provide a cost-effective
method for transferring all data from
cloud to Agency, without penalty;
transferred data must include all meta-
data and retention classification.
Yes Foray meets this requirement.
11-Functional Requirements:
Digital Evidence:
1. System shall allow users to upload files to
a central location for storage and case
management in an easy and expedited
manner.
Yes Foray meets this requirement.
2. System must have the capability
for acquiring, processing,
authenticating, storing, and
playback of digital images, digital
audio, and digital video in common
formats.
Yes Foray meets this requirement.
3. Must be able to upload data from
multiple formats to include, but not
limited to, SD cards, hard drive,
disks, etc.
Yes Foray meets this requirement.
4. System must maintain/store original
copy of evidentiary files and any
manipulation must be of a working
copy only.
Yes Foray meets this requirement.
5. System must support the ability for
users to search for assets and evidence
online by case number, user ID,
location, crime type, date, notes, or any
other designated database field or
combination of multiple fields.
Yes Foray meets this requirement.
12-Physical and Digital Evidence:
1. Must meet industry standards for chain of
custody related to all entries, movements
and disposal of items.
Yes Foray meets this requirement.
2. Consistent barcode/RFID/or other
inventory storage tracking technology in
property/evidence module to facilitate
tracking, inventory and other data entry
retrieval.
Yes Foray meets this requirement.
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3. Interface should be user friendly, allowing for
easy and efficient entry of evidence
information into the database.
Yes Foray meets this requirement.
4. System must have capability for an electronic
signature capture.
Yes Foray meets this requirement.
5. Use of wireless PDA scanner/reader with
data entry, signature capture capabilities and
sufficient memory to accommodate data
collection on crime scenes, off-site property
storage locations, labs, and for inventories
and audits.
Yes Foray meets this requirement.
6. Use of workstations, smartphones, IPads or
Tablets connecting through a secure tunnel
such as a VPN or private cellular network.
Yes Foray meets this requirement.
7. Ability to associate/link multiple case
numbers to digital evidence or physical
evidence.
Yes Foray meets this requirement.
8. Use of dynamic barcodes (does not require
user to pull up multiple screens and enter a
particular
field to have a bar code pull up an item –
should be able to scan a barcode and the
item will populate on the screen).
Yes Foray meets this requirement.
9. This system will need to provide robust
tracking for large inventories and the ability to
pick up the process later when the inventory
cannot be completed on the same day.
Yes Foray meets this requirement.
10. System should allow for straight forward and
uncomplicated mass movement of items,
such as changing locations and documenting
destructions.
Yes Foray meets this requirement.
11. System should also allow the user to add
notes to the items in bulk or individually.
Yes Foray meets this requirement.
12. System should have capability to flag items or
note special instructions in a journal entry
style.
Yes Foray meets this requirement.
13. System should have the capability to identify
items for case review as defined by retention
policy.
Yes Foray meets this requirement.
14. Officer entry module should have an intuitive,
easy to use, format for property & evidence
intake and barcode printing at the agency,
remote locations or via mobile printing.
Yes Foray meets this requirement.
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15. System should have routing or workflow
capabilities.
Yes Foray meets this requirement.
16. System should have capability to allow non-
evidence personnel to route requests to the
evidence unit (two-way routing).
Yes Foray meets this requirement.
17. System must have the ability to create a
container, listing the individual items stored
inside the container and the ability to move a
full container without the need to rescan each
item.
Yes Foray meets this requirement.
18. System must have the ability for users to
generate and create various reports related to
property/evidence either system generated or
through Crystal Reports without additional
cost.
Yes Foray meets this requirement.
19. Ability to sort results of queries and create
output reports from said queries.
Yes Foray meets this requirement.
20. System must have the ability to create and
generate user configurable forms and letters
that can be completed and forwarded
electronically, attached to a case file in RMS,
or printed as needed.
Yes Foray meets this requirement.
21. Ability to start the chain of custody process
when the officer places the item in the
temporary locker. The officer should be able
to print one label which contains all item
information as well as barcode at time of log
in.
Yes Foray meets this requirement.
22. Complete inventory report to include 1) Items
scanned correctly 2) Items not scanned 3)
Items scanned in a wrong location 4) And the
ability to attach notes to the incorrect files
without manipulation of the data. Also, track
that the item was part of the inventory in the
item history file with the notes if any were
attached for that item.
Yes Foray meets this requirement.
23. Ability to search multiple fields at the same
time, including wild cards.
Yes Foray meets this requirement.
24. Ability to save frequently used searches for
future use
Yes Foray meets this requirement.
25. Ability to attach documentation related to
items of evidence, such as emails, written
correspondence, photocopies of IDs, etc. but
not be considered an item of evidence.
Yes Foray meets this requirement.
13-Digital Media Input or Acquire Requirements:
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1. Input devices include various photo and
video capture devices in use by the
Department and by area businesses.
System shall provide the ability to acquire
digital data directly from capture devices
such as digital cameras and shall acquire
data from the following managed systems.
Yes Foray meets this requirement.
In-Car Camera System
1. System must have the ability to acquire
and store non-evidentiary and evidentiary
video files stored in agency’s in-car camera
system.
Yes Foray meets this requirement.
2. Acquired video must include meta data
and audit trail log files.
Yes Foray meets this requirement.
3. System shall automatically add case
number and categorize video for retention
purposes by utilizing .csv file provided by
Department.
Yes Foray meets this requirement.
Interview Room System –
1. DEMS shall automatically acquire
evidentiary video files copied from
existing servers to network file shares
for the purpose of providing access to
the new DEMS system.
Yes Foray meets this requirement.
2. Acquired video file will be provided to
vendor by Department with the case
number.
Yes Foray meets this requirement.
14-Digital Evidence Process Requirements:
1. System must have the ability to
automatically assign an existing
case number for each case.
Yes Foray meets this requirement.
2. System must provide automated
case building as data is acquired
from various systems and devices.
Yes Foray meets this requirement.
3. System must automatically assign a
retention date to each file or case for
review.
No Feature can be added at an
additional cost.
4. System must provide searchable fields
including case number, offense type,
user ID, victim or offender name,
location, GPS coordinates, and others.
Yes Foray meets this requirement.
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5. System may link from within
Department’s RMS case file to provide
access to DEMS case file.
Yes Foray meets this requirement.
15-Evidence Record Process Requirements
1. System will assure that any asset that
it acquired can be viewed from within
DEMS.
Yes Foray meets this requirement.
2. System will have mobile, web-based
management, and desktop
management programs available.
Yes Foray meets this requirement.
3. System must provide multiple options
for searching fields, including wildcards
and the ability to search across multiple
fields simultaneously.
Yes Foray meets this requirement.
4. System must allow for Agency to
customize as needed to meet agency
needs and to integrate similar
names/titles and information as the
RMS system.
Yes Foray meets this requirement.
5. Agency Administrator(s) should have
the capability to customize the screen
displays.
Yes Foray meets this requirement.
6. System should have the ability to set
up automated reminders/tickler system
for annual audits, inventories, or any
processes, with the ability to assign
these reminders/ticklers to a group or
individual user.
Yes Foray meets this requirement.
7. Automated processes for tracking
and reconciliation of money booked
as evidence.
Yes Foray meets this requirement.
16-Output Requirements:
Video/Photo Viewing –
1. System will assure that any asset that
it acquired can be viewed from within
DEMS.
Yes Foray meets this requirement.
2. System must support the ability for
users to view assets and evidence
online as thumbnails or full-size
images.
Yes Foray meets this requirement.
Sharing Case Files –
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1. System must support ability to share
read only case files with external users
such as the DA’s Office and City
Attorney’s Office via a web-based client.
Yes Foray meets this requirement.
2. Sharing with external users must be
secure and linked to user identity, and
activity included in audit trail log file.
Yes Foray meets this requirement.
3. System must provide the ability to set
an expiration date on access to
externally shared case files.
Yes Feature to be added at a cost
of $5,000.
Video Copies –
1. System must support copying videos
and if required their proprietary players
to external storage device (DVD, flash
drive, hard drive, etc.).
Yes Foray meets this requirement.
2. System should provide extraction
or redaction capabilities of all video
files.
Yes Foray meets this requirement.
Photo Prints –
1. System must support printing photos
to existing high quality networked
photo printer system.
Yes Foray meets this requirement.
2. System must support user defined
variable multi-format printing layouts,
proof sheets, and thumbnails on various
print size media.
Yes Foray meets this requirement.
3. System must include the capability for
photos to be printed with case number
and associated data describing the
photo or a proof sheet with all the photos
from an event.
Yes Foray meets this requirement.
4. System must support automatic
printing of a copyright statement on
every page for images printed.
Yes Foray meets this requirement.
5. System must support automatic
printing of page numbers on every
page for images, proof sheets, or
thumbnails printed.
Yes Foray meets this requirement.
17-Software Integration Requirements:
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1. System must have the capability to
directly interface with software already
in use at the Agency.
Yes Foray is committed to
interfacing with already in use
software used by the Agency.
ADAMS Link provides the
necessary APIs to allow
interconnectivity.
2. Vendor must support data migration
from the current RMS system if the
agency chooses.
Yes Foray meets this requirement.
a. Total Command Records
Management Solution
(RMS).
Yes Foray meets this requirement.
b. Total Command Computer-Aided
Dispatch (CAD).
Yes Foray meets this requirement.
c. In-Car Camera Video Solution. Yes Foray meets this requirement.
d. Interview Rooms. Yes Foray meets this requirement.
e. Axon Body Worn Cameras
(BWC).
Yes Foray meets this requirement.
18-Software Services:
1. Any customizations made to the system
by the vendor must be supported in new
versions of the product.
Yes Foray meets this requirement.
2. Vendor must be capable of providing
integration services when Department
acquires new technology.
Yes Foray meets this requirement.
19-System Installation and Support Requirements:
Installation Services –
1. Vendor shall provide installation
and startup services, and 30-day
testing services.
Yes Foray meets this requirement.
2. Vendor shall provide complete
printable online documentation for the
DEMS system installation instructions,
system administration and
maintenance, and technical reference
and user manuals.
Yes Foray meets this requirement.
3. Vendor shall provide network
diagrams indicating transport and
workflows.
Yes Foray meets this requirement.
Technical Support –
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1. Vendor shall provide technical
support 24/7/365 for all system
software products for the System
Administrator at no charge for the
duration of the technical support
service contract.
Yes Foray meets this requirement.
2. Support requests escalated as
critical or high priority by the
Agency such as full system outage
require response time of less than
one hour by a live person with
engineering skills 24/7/365.
Yes Option included in pricing. No
per incident charge.
3. Less critical support requests shall
be responded to within four hours
during business hours.
Yes Foray meets this requirement.
4. Less critical support requests
placed after normal business
hours shall be responded to within
four hours on the first regular
business day following notification.
Yes Foray meets this requirement.
5. Vendor will provide system
warranty, annual software support
contract, and system upgrades.
Yes Foray meets this requirement.
Upgrades / Fixes –
1. Functional fixes to the system
software shall be provided as they
are released at no extra cost.
Yes Foray meets this requirement.
2. Supporting documentation
reflecting modifications is required
and shall include software matrix.
Yes Foray meets this requirement.
3. Software service packs should be
available for download from
vendor’s website and should
include any newly developed
features.
Yes Foray meets this requirement.
20-Training Requirements:
1. Vendor must supply printable online
instructions in the form of manuals
or PowerPoint presentations that
provide detailed descriptions of
every aspect of the system
administration and set up of
hardware and software including
every option available.
Yes Foray meets this requirement.
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2. Vendor must supply an online
training program for users and
System Administrators covering
the complete workflow involving
acquisition, enhancement, and
output of all assets.
Yes Foray meets this requirement.
3. Vendor shall provide ongoing online
training for the duration of
maintenance and support
agreement(s).
Yes Foray meets this
requirement. A total of 8
online training hours a year.
Project Personnel
TASK
RESPONSIBLE
INDIVIDUAL(s)
TITLE
Sales and Contract Negotiations,
Project Management and
Coordination
Anna Disney
Sales Representative
Pre-Implementation Site &
Network Preparation, Installation,
Integration and Training
Robert Romick
Scott Friend
Robert
Burkindine
Senior Customer Service
Engineers
Training and Implementation Liaison David “Ski” Witzke VP, Program Management
Foray Sales Representative and Project Manager Anna Disney is responsible for on-going
communication of the project scope of work and implementation coordination between the Foray
Pre-Implementation and Installation Engineers and the City Project Manager and City IT
personnel.
The Foray Customer Service Engineers are responsible for the communication and verification of
the project scope of work and the configuration/system requirements and fulfillment between
Foray Project Manager and Fort Collins City IT.
Foray Technical Services Department is responsible for providing continued support and
maintenance of the proposed solution. This Department will communicate directly with City IT
and end users as well as coordinate service issues with the Foray Sales Representative and
Project Manager.
David Witzke is responsible for providing additional workflow development,
implementation and training if required by the City as an optional service.
SaaS Cyber Vendor/ Questionnaire
1. Data Ownership: The City of Fort Collins will own all right, title and interest in its data
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that is related to the services provided. All data obtained by the vendor in the
performance of this services shall become and remain the property of the City. The
vendor will not share or distribute any City data to any other entity without the express
written consent of the City. Can you comply with this?
YES
2. Data Protection: Describe how you safeguard the confidentiality, integrity and availability
of City information, including encryption of personal data in transit and at rest, and access
control. Do you have a privacy and security policy, and does the policy apply to
customers’ private data including personal identifiable information?
Data in transit is encrypted using HTTPS.
Data at rest is encrypted using AES-256
encryption. Assets are hashed using SHA-256.
Access Control to the data is controlled by the City. Access is granted via membership in
designated Active Directory groups. Groups are assigned privileges by the City as to what
data and functions they may access. Additionally, individual users may be granted access
to specific cases and/or assets and individual cases and/or asset can be locked down to
only allow access to a specific list of user (overriding group access privileges).
All of the data that resides in the system belongs to the City. Foray does not use this data
in any way except, with the permission of the City, to support the system.
The privacy policy can be found in Exhibit E to the Agreement.
3. Data destruction: What procedures and safeguards does the vendor have in place for
sanitizing and disposing of City data according to prescribed retention schedules or
following the conclusion of a project or termination of a contract to render it unrecoverable
and prevent accidental and/or unauthorized access to City data?
City data is only stored in secure Microsoft Azure Government storage. If the contract is
terminated, after the City has had the opportunity to export the data, the data is deleted,
and all encryption keys are destroyed.
4. Data Location: Are the data centers where City data may be stored or processed
located exclusively in the United States?
YES
Do you allow your personnel or contractors to store City data on portable
devices? NO
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Do your personnel and contractors access City data remotely?
NO. City data is only accessed by personnel with the express permission of the City. If the
City has granted permission then that access is done remotely via a secure connection. All
access is remote due to this being a Cloud (SaaS) implementation.
5. Security Incidents or Data Breaches: Describe your data breach and incident
response communication plans. Has the company experienced any security
breaches? If yes, explain.
In the advent of a data breach the City will be notified within four hours. The City
will be updated regularly as new information becomes available.
The company has not experienced any security breaches.
6. Breach Responsibilities: In addition to data breach communication, what additional
responsibilities do you have to your customers in the event of a data breach involving
private data that is in your control, or in the control of your contractors/subsidiaries, at
the time of breach? Do you have cybersecurity insurance? If yes, provide an overview
of the coverage.
In addition to communication to the City the company has the following responsibilities:
- Reset all access
- Identify via what mechanism the breach occurred
- Close the hole through which the breach occurred
- Determine the extent of the breach
- Perform a root cause analysis
- File a police and/or FBI report
7. Background Checks: Do you conduct criminal background checks on all staff,
including subcontractors? Do you employ people convicted of any crime of
dishonesty?
All staff that potentially have access to City data, with City approval, have undergone
background checks.
No people are employed that are convicted of any crime of dishonesty.
Additionally, the facility in which City data will reside is CJIS
compliant. https://www.microsoft.com/en-
us/TrustCenter/Compliance/CJIS
8. Access to Security Logs and Reports: The vendor shall provide reports to the City in a
format as specified in the SLA agreed to by both the vendor and the City. Reports shall
include latency statistics, user access, user access IP address, user access history and
security logs for all City files related to this contract. Can you comply with this?
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YES. In addition to agreed – upon reports, City will have access to Azure Monitoring
for their implementation.
9. Risk Assessments and Audits: Do you conduct periodic risk assessments to identify
cybersecurity threats, vulnerabilities, and potential business consequences? Do you have
regular independent assessments of your cybersecurity processes? Do you perform
independent audits of your data center? How often? What level of audit is performed (e.g.,
SOC2)? Would you be willing to share redacted versions of your most recent risk
assessment and audit report with the City?
Hosting will be in a Microsoft Azure Government region.
https://azure.microsoft.com/en-us/global-
infrastructure/government/
https://www.microsoft.com/en-us/trustcenter/compliance/soc
https://www.microsoft.com/en-us/TrustCenter/Compliance/CJIS
https://www.microsoft.com/en-us/trustcenter/compliance/itar
10. Change Control and Advance Notice: How do you communicate upgrades (e.g., major
upgrades, minor upgrades, system changes) that may impact service availability and
performance to your customers?
Designated personnel at the City will be notified of any upcoming maintenance that will
involve downtime. With the exception of critical updates this notification will be at least
seven days in advance of the scheduled downtime.
11. Upgrades: Are technology systems (e.g., servers, network devices, operating
systems, applications, malware definitions) regularly updated/patched? Do you have
any systems in production that are past end of life or that can no longer be patched?
The majority of the infrastructure is patched and updated regularly by Microsoft. Those
components under the direct control of Vendor are also regularly patched and updated.
There are no portions of the system past the end of life or that can no longer be patched.
12. Non-disclosure and Separation of Duties: Describe how you enforce separation of
job duties and limit staff knowledge of City data to that which is necessary to perform
job duties.
Only authorized Staff with City permission can access City data. It is not necessary to
access City data to perform regular maintenance of the system.
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13. Import and Export of Data: Describe the data import and export processes from the
customer’s perspective.
Import Process
a. Blank drives are shipped to City
b. Data is prepared using utility from Vendor
c. Data is copied to drive and encrypted at rest using import utility
d. Metadata from import utility is uploaded to Azure
e. Drives are shipped to Microsoft Azure Government data center
f. Drives are received and processed at the data center
g. Drives are shipped back to the City Export Process
a. Export job is created
b. Drives are shipped to Microsoft Azure Government data center
c. Drives are received and processed at the data center
d. Drives are encrypted and the encryption keys are made available
e. Drives are shipped back to the City
Additional Requirements
1. Subcontractor Disclosure: Identify all your strategic business partners related to services
provided under this arrangement, including but not limited to all subcontractors or other
entities or individuals who may be a party to a joint venture or similar agreement with the
you, and who shall be involved in any application development and/or operations.
Microsoft, specifically a Microsoft Azure Government Data Center, is the only strategic
business partner related to the services provided.
2. Right to Remove Individuals: The City shall have the right at any time to require that the
vendor remove from interaction with City any vendor representative who the City believes is
detrimental to its working relationship with the vendor. Can you comply with this?
YES
3. Encryption of Data at Rest: Can you ensure hard drive encryption consistent with
validated cryptography standards as referenced in FIPS 140-2, Security Requirements
for Cryptographic Modules for all personal data?
YES. The encryption used for hard drives, both to import/export data as well as data
stored in the cloud, is FIPS 140-2 compliant.
4. Internet-Facing Security: We may use BitSight (like a credit report for cyber security) to
assess your internet-facing security. Do you subscribe to BitSight or a similar service, and if
so are you willing to provide a sanitized report?
We do not subscribe to BitSight
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5. Service Interruption: In the event of an interruption of your service, what is your process
for notifying customer operations of the circumstances of the interruption or outage and
the expected recovery time?
In the event of an unscheduled interruption in service the City will be notified within four
hours with the status and expected recovery time. In the event of extended downtime the
City will be updated of the status, including expected recovery time, at least twice daily.
6. Backup and Recovery: What is your backup & recovery SLA? What are the actual
results/metrics vs. the SLA for the last 12 months? Is your backup data encrypted and, if
so, to what standard?
Backup and recovery as it relates to this SaaS solution falls into two categories. Data in the
“repository”, which represents the bulk of the data, and backup of the database. The
database stores indexing and configuration data only.
Repository Data
This data is stored in Microsoft Azure’s Blob storage which has 99.999999999% (11 9’s)
durability. In inherently includes multiple copies of the data. For any files which may
change, and small subset of the total data, all versions of those files are kept. Thus the
system has infinite point-in-time backups.
Data durability can be further increased to 99.99999999999999% (16 9’s) durability by
adding optional geographic redundancy.
All of the data in the repository is encrypted using AES-256 encryption, including the
point-in- time versions of files.
Database Data
The database data is backed up nightly and encrypted using AES-256
encryption. Recovery
The database can be recovered from backup in less than one hour.
The database, less the configuration data, can be rebuilt from the repository in the unlikely
event of a catastrophic loss of database data.
7. Authentication: Do you have an internal password policy? Do you have complexity or
length requirements for passwords? Do employees/contractors have ability to remotely
connect to your production systems? (i.e. VPN. Is multi-factor authentication available? Do
you require MFA for administration of your service (local or remote)? Do you support
SSO/SAML ADFS for customer access?
Passwords used to access systems that contain City data are 20+ random characters.
By nature of this being a cloud based system all access to the system is inherently
remote. All access is via encrypted connections.
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ADFS is supported for City access and is recommended. If ADFS is used then Integrated
Windows Authentication (IWA) aka SSO is also supported for domain joined devices.
Subcontractors
Foray will not use any subcontractors. There is no additional third-party software that is required
to make ADAMS function.
System Functionality and Ease of Use
ADAMS is a secured, multi-tiered web-based digital asset and evidence management platform that
pro- vides digital evidence acquisition, management, security, processing, and publishing
capabilities and provides authentication, tracking, management, storage and retrieval of all digital
assets including, but not limited to digital images, imaged documents, imaged computer hard drives,
recorded video and audio clips, captured mobile phone memory, and so forth.
This solution is a web-based, fully automated solution, and consists of reliable, dependable,
commercial off-the-shelf (COTS) modules that include the following features and functionality:
• Manages and tracks the complete life-cycle (acquire, archive, delete) of digital evidence.
• Uses open standards for storage of all digital assets and related information.
• Acquires, authenticates and manages digital assets from all digital devices and all file formats
• Manages, maintains and controls multiple user levels for secured access.
• Allows for customization of user rights and control access permission (such as authorizing
access based on per case, per asset, etc.).
• Maintains a detailed chain of custody by automatically tracking all user actions and access
to digital assets
• Accommodates a number of agency-specific configuration options that can be customized
by the ADAMS Administrator, such as asset folder types, asset categories, crime types and
so forth.
• Provides compatibility with Open DataBase Connectivity (ODBC) standards and provides
maximum compatibility with other systems such as a LIMS, RMS, CAD, Case Management
System, etc.
• Provides remote (distributed) access and local asset sharing.
• Provides remote entry/access (crime scene, squad car, photo lab, etc.).
The ADAMS solution can be scaled easily – from a single user, to a large distributed network solution
– to accommodate large numbers of users (both internal and remote), each with different
permissions and capabilities. The ADAMS’ robust, open system design coupled with its total
flexibility provides endless configuration possibilities. For example, some larger deployments may
have numerous users who require only a small subset of functions, such as acquire or view, while
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other super-users may need all of the processing, printing, exporting and other features offered
by the full platform. The result is an incomparable, solution tailored to match your unique,
digital evidence management needs today and provide a platform for unlimited growth in the future.
With ADAMS, local as well as remote users can search, view or request access to evidence and
assets using any number of possible configuration options, such as:
• A single user in a single department
• Multiple users in a single department
• Multiple users in multiple departments in an agency in one geographical location (i.e.,
property room, investigations, photo lab, crime scene unit, crime lab, etc.)
• Multiple users in multiple departments in an agency with multiple geographical locations
(i.e., a state lab with two or more remote labs located throughout the state)
• Multiple users in multiple departments sharing information electronically between multiple
agencies (i.e., Fort Collins PD sharing information with County DA’s office, etc.)
With the Foray ADAMS comprehensive solution, the Fort Collin’s Police Department will receive:
• Securely stored and organized digital evidence whether that evidence be photographs,
audio files or video files
• Digital evidence maintained with the highest possible level of data security
• The ability to preserve and protect the integrity of digital files
• Improved and streamlined digital file acquisition and retrieval processes
• Control over collection, storage and management of evidence gathered at crime scenes
• Streamline evidence processing, reduce redundant data entry, increase efficiency, and
improve check-in response time
• Rigorous check-in and check-out processes, your chain of custody is locked down from the
time evidence is collected to laboratory analysis to its day in court and final disposition
• Improved and streamlined digital file acquisition and retrieval processes
• Streamlined and standardized managing of workflow processes
• Functionality for integration to existing systems within the City
• Increased staff productivity
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Data Conversion
Foray has successfully converted existing data from competitive/alternate systems many times.
Making legacy data readily available within ADAMS for access. Our approach is to use our utility
that can take exported data and import the data into ADAMS. If Foray has to extract the data out of
existing system because it cannot be exported, those services will be priced separately.
System Implementation/ Optimization/ Maintenance/Training/Deployment/ Technical
Support
Foray allows users to make tailor systems screens, fields, drop downs, workflows, forms, letters,
and labels to fit the Agency’s needs. Foray will assist in doing this during installation and will show
the System Administrators how they can make changes as needed. Foray can always be
contacted for assistance.
Foray will provide 5 days of on-site training to the Fort Collins’ Police Department. The System
Administrator and designated City IT personnel will receive approximately 12 hours of advanced
System Admin, high level security, account creation, solution configuration and property room
configuration training.
The System Administrator and Property Room personnel (up to 7 attendees) will receive 3 days of
extensive hands on training for the proper use and operation of the application components that
permit entry, retrieval, processing, inventory and auditing, printing, reports, etc. Training for
upload/evidence entry and view only capabilities will be performed over a 4-hour training period.
Foray uses a “train the trainer” approach to ensure system continuity and to help the City optimize
its return on investment. Our goal is to ensure that designated users are properly trained so that
they may train other City staff. Foray Technologies will work with City personnel to create a
complete, comprehensive Training Plan for the end users, technical staff, and system
administrators. An in-depth training plan will be provided to the City during the project planning
phase after the final scope of work and services has been confirmed.
The training will be conducted on the actual solution implemented at the City using real-world cases
so there is no confusion once training is completed and the users can start using the system to do
their day- to-day case work.
Foray provides both online Refresher Training and online documentation for the ADAMS
applications (user manuals, etc.) ADAMS documentation will provide step-by-step instructions on
all functions, processes and administrative tasks for the ADAMS solution. This documentation can
also be found online at the Foray Online Support Center.
Customer Service and Technical Support
The proposed ADAMS solution is covered under a one-year maintenance and technical support
agreement effective immediately upon completion of the installation and training and includes:
• Unlimited access to Foray Technologies’ Support Desk, M - F 7:00 AM - 4:00 PM Pacific
Time
• Access to Emergency Support 24/7/365 for one designated City System Administrator
(if purchased by City)
• 24/7 on-line maintenance support ticketing and escalation
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• Free ADAMS software updates and version upgrades
• Internet-based remote diagnostics and troubleshooting of ADAMS software (provided
via secure remote desktop connection)
The City will have the option of purchasing extended maintenance annually after the initial one-
year support and maintenance has expired.
Technology Utilization, Planning and Cyber Security
The ADAMS solution is developed using Microsoft .NET running on Microsoft Azure Cloud platform.
The product has unlimited storage capacity. ADAMS is 508 compliant for accessibility. User
privileges and permissions are managed via the ADAMS User Rights Management functionality,
which allows the administrator to customize user rights and control access permissions for actions
on per case, per asset and per feature/function basis such as deleting, moving evidence from one
location to another, checking evidence in/out, printing, releasing evidence, exporting, etc. Custom
groups can be created within Active Directory and users can be added to those groups, then
privileges can be assigned to those groups. The User Rights Management module also provides
for management by exception. This enables the ability to grant specific users access to an individual
case or asset as well as lock down a case or asset so that only a specific user or list of users can
access it. All user rights management are managed and controlled by the City staff and do not
require any Supplier intervention.
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EXHIBIT C – PROJECT SCHEDULE
Milestone Description
Responsibility
Estimated
Start
Date
Estimated
Completion
Date
Receive Award Notification Foray
05/20/19 05/20/19
Contract Negotiation/Finalization Foray & City
06/25/19 07/10/19
Receive Purchase Order Foray
07/31/19 07/31/19
Mail Order Confirmation letter to City
Project Manager
Foray
07/31/19
07/31/19
Phase I: Project Planning & Initiation
Schedule Initial PM Call with City PM
Foray
08/07/19
08/14/19
Schedule Project Planning Call
with City Stakeholders
Foray
08/07/19
08/14/19
Initial Project Planning Call with City
Stakeholders
Foray & City
08/28/19
08/28/19
Weekly Status Update Call Foray & City TBD – As
needed
TBD
Deliver Draft Project Management Plan Foray 09/04/19 09/04/19
Deliver Configuration Options/Lists City 09/11/19 09/18/19
Deliver Report Templates City 09/11/19 09/18/19
Deliver SOPs/Workflows City 09/11/19 09/18/19
Deliver Sample Data Set for Migration City 09/11/19 09/18/19
Deliver User Groups/Privileges City 09/11/19 09/18/19
Set Project Kick Off Date Foray & City 9/18/19 09/18/19
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Milestone Description
Responsibility
Estimated
Start
Date
Estimated
Completion
Date
Deliver Final Project Management Plan Foray 09/18/19 09/25/19
Deliver Training Plan Foray 09/18/19 09/25/19
Weekly Status Update Call Foray & City TBD- As
needed
TBD
Phase II: Configuration
Configuration of ADAMS solution Foray 09/30/19 12/31/19
Active Directory
Integration
Foray & City 11/04/19 11/18/19
Testing of Configuration
Foray
12/30/19 01/06/20
User Testing and System Acceptance City 01/06/20 01/13/20
Sign-Off on Configuration City 01/13/20 01/13/20
Weekly Status Update Foray & City Bi weekly Bi weekly
Phase III: Training
System Admin / IT Training Foray & City 01/20/20 01/22/20
User Familiarization Training – System
Admin and Power Users
Foray & City
01/22/20 01/24/20
User Familiarization Training –
Remote Upload and Access Users
Foray & City
01/22/20 01/24/20
Weekly Status Update Foray & City TBD TBD
Phase IV: Production/Go-Live Foray & City 01/27/20 01/27/20
Phase V: Post Production Support Foray & City 01/27/20 Ongoing
Phase VI: Accelerated
Feature Implementation
(if applicable)
Foray
01/27/20 04/27/20
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EXHIBIT D - COST
The proposed ADAMS solution includes all travel expenses.
Optional Services
The City has requested 24/7/365 Technical Support. Should the City elect to
have this option for a System Administrator, the annual cost for this service tier
is $16,500.
The City can elect to implement a digital evidence only or a physical
property only solution if needed. Pricing can be adjusted to reflect this
change. Should the City desire an on-premise solution, Foray can provide
alternative pricing.
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EXHIBIT E – FORAY PRIVACY STATEMENT
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EXHIBIT F
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement:
“The insurance evidenced by this Certificate will not reduce coverage or limits and
will not be cancelled, except after thirty (30) days written notice has been received
by the City of Fort Collins.”
In case of the breach of any provision of the Insurance Requirements, the City, at its
option, may take out and maintain, at the expense of the Service Provider, such
insurance as the City may deem proper and may deduct the cost of such insurance from
any monies which may be due or become due the Service Provider under this
Agreement. The City, its officers, agents and employees shall be named as additional
insureds on the Service Provider 's general liability and automobile liability insurance
policies for any claims arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's
employees engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile
liability insurance as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may
arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less
than $1,000,000 combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall
be responsible for any liability directly or indirectly arising out of the work
performed under this Agreement by a subcontractor, which liability is not covered
by the subcontractor's insurance.
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EXHIBIT G
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or relate
to the City or its employees, customers or suppliers, which access is related to the performance
of services that the Service Provider has agreed to perform, the Service Provider hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Service Provider
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City, or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the City).
The Service Provider shall not disclose any such information to any person not having a legitimate
need-to-know for purposes authorized by the City. Further, the Service Provider shall not use
such information to obtain any economic or other benefit for itself, or any third party, except as
specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have
no obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Service Provider ceases to perform services for the City, or the City so
requests for any reason, the Service Provider shall promptly return to the City any and all
information described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Service Provider understands and agrees that the City’s remedies at law for a breach of the
Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that
the City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
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See below
Proof of insurance.
FORAYTEC1
7/16/2019
Calvin Bardin
Select Commercial Lines - (602) 666-4800 602-666-4780 610-537-2283
USI Insurance Services LLC Calvin.Bardin@usi.com
2421 West Peoria Ave, Suite 110
Phoenix, AZ 85029 Travelers Property Casualty Co of America 25674
Travelers Indemnity Co. of Connecticut 25682
Foray Technologies LLC
3911 5th Ave Ste 300
San Diego CA 92103
14427689
A X
ZLP12R7765519I5 1,000,000
1/28/2019 1/28/2020
X 300,000
10,000
1,000,000
2,000,000
X 2,000,000
B BA3L17124719I5G 1/28/2019 1/28/2020 1,000,000
X X
X X
A CUP0N82439019I5 1/28/2019 1/28/2020
2,000,000
2,000,000
A UB9J63732519IFG 1/28/2019 1/28/2020
X
1,000,000
1,000,000
1,000,000
City of Fort Collins - Purchasing Department
215 North Mason, 2nd Floor
PO Box 580
Fort Collins, CO 80522
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See below
Certificate holder is additionally insured with respect to general liability & auto liability.
FORAYTEC1
7/17/2019
Calvin Bardin
Select Commercial Lines - (602) 666-4800 602-666-4780 610-537-2283
USI Insurance Services LLC Calvin.Bardin@usi.com
2421 West Peoria Ave, Suite 110
Phoenix, AZ 85029 Travelers Property Casualty Co of America 25674
Travelers Indemnity Co. of Connecticut 25682
Foray Technologies LLC
3911 5th Ave Ste 300
San Diego CA 92103
14428844
A X
ZLP12R7765519I5 1,000,000
1/28/2019 1/28/2020
X 300,000
10,000
1,000,000
2,000,000
X 2,000,000
B BA3L17124719I5G 1/28/2019 1/28/2020 1,000,000
X X
X X
A CUP0N82439019I5 1/28/2019 1/28/2020
2,000,000
2,000,000
A UB9J63732519IFG 1/28/2019 1/28/2020
X
1,000,000
1,000,000
1,000,000
(This certificate replaces certificate# 14427689 issued on 7/16/2019)
City of Fort Collins - Purchasing Department
215 North Mason, 2nd Floor
PO Box 580
Fort Collins, CO 80522
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be provided.
10-Cloud-Based System Requirements:
1. Individual assets and the database
must meet CJIS requirements for
encryption of CJI data in transit and
at rest.
Yes Foray meets this requirement.
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