Document:

EX-4.1

 Exhibit 4.1 
 CONVERTIBLE PROMISSORY NOTE 
  

							
	$	  	 	  		  	 
		  	Amount	  		  	Dated

 FOR VALUE RECEIVED, on the dates and in the amounts so herein stipulated, Intellinetics,
Inc. an Ohio Corporation located at 2190 Dividend Drive, Columbus OH 43228 hereinafter called “Maker”, hereby promises to pay to the order of
                            , at
                             hereinafter called “Lender”, or at such other address as
Lender may hereafter designate to Maker in writing, the sum of
                                
($                            ), in lawful money of the United States of America, which shall
be legal tender, in payment of all debts and dues, public and private, at the time of payment, and to pay interest on the whole of the principal amount hereof, together with all accrued interest, from time to time outstanding prior to the maturity
of this Convertible Promissory Note (this “Note”) at a rate per annum equal to ten percent (10%). 
 This Note shall
be due and payable in a single balloon payment on June 1, 2012 (the “Due Date”), and shall be paid by the Maker to Lender in immediately available funds by check or wire transfer to Lender’s bank account. 

If Maker has been publicly traded for ten days prior to the Due Date and subject to the terms and conditions herein but otherwise at the
Lender’s sole discretion, this Note may be converted into newly issued shares (subject to a 12 month holding period restriction under Rule 144) of Intellinetics, Inc. or its publicly-reporting successor (“Intellinetics”) common
stock at a price equal to a 50% discount to the average closing price of Intellinetics common stock during the 90 trading days immediately preceding the Due Date, or such shorter number of trading days as Intellinetics common stock has been publicly
traded, as applicable (the “Potential Conversion Opportunity”). If Maker does not become publicly traded prior to the Due Date this Note shall be paid in immediately available funds on the Due Date. 

The principal balance and accrued interest of this Note may be prepaid, in whole or in part, at any time without any prepayment penalty.
All payments, including prepayments, shall be applied first to accrued interest to the date of payment and then to principal. All past-due principal and all accrued and past-due interest on this Note shall bear interest until paid at the rate set
forth above. 
 It is agreed that if default shall be made in any payment due hereon and such default is not cured within ten
(10) days after written notice of such default is given by Lender to Maker, or should Maker become insolvent or commit an act of bankruptcy or make an assignment for the benefit of creditors or authorize the filing of a voluntary petition in
bankruptcy, or should a receiver of any of Maker’s property be appointed, or should involuntary bankruptcy proceedings be filed or threatened against Maker, then in any such event, at the option of the holder hereof at any time thereafter,
without demand or notice, the unpaid principal balance of this Note, and all accrued interest shall immediately become due and payable. 

 If this Note is placed in the hands of an attorney for collection or if collected by suit or
through bankruptcy, probate, receivership or other legal or judicial proceedings, the Maker hereof agrees to pay the reasonable costs of collection and reasonable attorney’s fees incurred related thereto. 

The Maker (i) waives demand, presentment for payment, notice of intention to accelerate the maturity of this Note and to declare the
entire balance of the indebtedness evidenced hereby due and payable, notice that the entire balance of the indebtedness evidenced hereby has been declared due and payable, notice of nonpayment, protest, notice of protest and all other notices,
filing of suit and diligence in collecting this Note, (ii) agrees to the release of any party primarily or secondarily liable hereon, (iii) agrees that Lender or other holder hereof shall not be required first to institute suit or exhaust
its remedies hereon against the Maker or others liable or to become liable hereon in order to enforce payment of this Note by it, and (iv) consents to any extensions or postponement of time of payment of this Note and to any other indulgence
with respect hereto without notice thereof to any of them. 
 Any check, draft, money order or other instrument given in payment
of all or any portion of this Note may be accepted by the Lender of any other holder hereof and handled for collection in the customary manner, but the same shall not constitute payment hereunder or diminish any right of the Lender or any other
holder hereof, except to the extent that actual cash proceeds of such instrument are unconditionally received by the Lender or any other holder hereof and applied to this indebtedness as herein provided. 

This Note shall be paid and performed in the State of Ohio, and the laws of the State of Ohio shall govern the construction, validity,
enforcement, and interpretation hereof, except to the extent federal laws otherwise govern the validity, construction, enforcement, and interpretation hereof. If any additional rights or remedies are hereafter granted to creditors under the laws of
the State of Ohio or under the laws of the United States of America, the Lender shall also have and may exercise any such additional rights or remedies. Venue for any action brought on this Note shall be proper in any state or federal court sitting
in Columbus, Ohio, and having jurisdiction of such action. 
 IN WITNESS WHEREOF, the undersigned Maker has duly executed this
Note as of the day and year above first written. 
  

			
	Intellinetics, Inc.
		
	By:	 	 
		 	

  
 2EX-10.1

 Exhibit 10.1 
 WSP CONTRACT NUMBER C100910GSC 
 for 

WASHINGTON REQUEST FOR ELECTRONIC COLLISION 
 REPORTS (WRECR) PROJECT 
 Between 

The Washington State Patrol 
 And 
 Intellinetics, Inc. 

Effective Date: 7/28/10 

 Table of Contents 

 

															
	 1.
	 	Definition of Terms	  	1	  
			
		 	Contract Term	  		
			
	 2.
	 	Term	  	3	  
	 3.
	 	Survivorship	  	4	  
			
		 	Pricing, Invoice and Payment	  		
			
	 4.
	 	Pricing	  	4	  
	 5.
	 	Advance Payment Prohibited	  	5	  
	 6.
	 	Taxes	  	5	  
	 7.
	 	Invoice and Payment	  	5	  
	 8.
	 	Overpayments to Vendor	  	6	  
			
		 	Software License	  		
			
	 9.
	 	License Grant (required)	  	 	6	  
	 10.
	 	Freedom of Use	  	 	6	  
	 11.
	 	Software Ownership (required)	  	 	6	  
	 12.
	 	Software Specifications	  	 	7	  
	 13.
	 	Date Warranty (required)	  	 	7	  
	 14.
	 	Physical Media Warranty	  	 	7	  
	 15.
	 	No Surreptitious Code Warranty (required)	  	 	7	  
	 16.
	 	Reauthorization Code Required	  	 	8	  
	 17.
	 	Software Documentation	  	 	8	  
			
		 	Equipment	  		
			
	 18.
	 	Title to Equipment	  	8	  
	 19.
	 	Equipment Compatibility/Specifications/Configurations	  	9	  
	 20.
	 	Equipment Installation and Set-up	  	9	  
	 21.
	 	Equipment Warranty	  	10	  
	 22.
	 	Equipment Maintenance	  	10	  
			
		 	Vendor’s Responsibilities	  		
			
	 23.
	 	Shipping and Risk of Loss	  	11	  
	 24.
	 	Statement of Work	  	11	  
	 25.
	 	Training	  	12	  
	 26.
	 	Site Security	  	12	  
	 27.
	 	Installation	  	12	  
	 28.
	 	Standard of Performance and Acceptance	  	12	  
	 29.
	 	Software Warranty	  	13	  
	 30.
	 	Software Upgrades and Enhancements	  	13	  
	 31.
	 	Software Maintenance and Support Services	  	13	  
	 32.
	 	Vendor Commitments, Warranties and Representations (required)	  	15	  
	 33.
	 	Protection of WSP’s Confidential Information (required)	  	15	  
			
		 	Contract Administration	  		
			
	 34.
	 	Legal Notices	  	16	  
	 35.
	 	Vendor Account Manager	  	17	  
	 36.
	 	WSP Project Manager	  	17	  
	 37.
	 	Section Headings, Incorporated Documents and Order of Precedence (required)	  	17	  
	 38.
	 	Entire Agreement (required)	  	18	  

  
 i 

							
	 39.
	 	Authority for Modifications and Amendments	  	 	18	  
	 40.
	 	Independent Status of Vendor (required)	  	 	18	  
	 41.
	 	Governing Law (required)	  	 	18	  
	 42.
	 	Subcontractors	  	 	18	  
	 43.
	 	Assignment	  	 	19	  
	 44.
	 	Publicity (required)	  	 	19	  
	 45.
	 	Review of Vendor’s Records (required)	  	 	19	  
	 46.
	 	Reporting and Status	  	 	20	  
	
	General Provisions	  
			
	 47.
	 	Patent and Copyright Indemnification (required)	  	 	20	  
	 48.
	 	Save Harmless (required)	  	 	21	  
	 49.
	 	Licensing Standards	  	 	21	  
	 50.
	 	OSHA/WISHA	  	 	21	  
	 51.
	 	Antitrust Violations	  	 	21	  
	 52.
	 	Compliance with Civil Rights Laws (required)	  	 	21	  
	 53.
	 	Severability (required)	  	 	22	  
	 54.
	 	Waiver (required)	  	 	22	  
	 55.
	 	Vendor’s Proprietary Information (required)	  	 	22	  
	
	Disputes and Remedies	  
			
	 56.
	 	Disputes (required)	  	 	22	  
	 57.
	 	Attorneys’ Fees and Costs	  	 	22	  
	 58.
	 	Non-Exclusive Remedies	  	 	23	  
	 59
	 	Liquidated Damages	  	 	23	  
	 60.
	 	Failure to Perform	  	 	23	  
	 61.
	 	Limitation of Liability (required)	  	 	23	  
	
	Contract Termination	  
			
	 62.
	 	Termination for Default (required)	  	 	24	  
	 63.
	 	Termination for Convenience	  	 	24	  
	 64.
	 	Termination for Withdrawal of Authority	  	 	24	  
	 65.
	 	Termination for Non-Allocation of Funds	  	 	25	  
	 66.
	 	Termination for Conflict of Interest	  	 	25	  
	 67.
	 	Termination Procedure	  	 	25	  
	 68.
	 	Covenant Against Contingent Fees	  	 	25	  
	
	Contract Execution	  
			
	 69.
	 	Authority to Bind	  	 	26	  
	 70.
	 	Counterparts	  	 	26	  
	
	Schedules	  

 Schedule A—Authorized Product and Price List 
 Schedule B—Nondisclosure Agreement 
 Schedule C—Contact Information for Vendor and WSP

 Exhibits 

Exhibit A     RFP No. C100910GSC 
 Exhibit B     Vendor’s Proposal dated June 4, 2010 

  
 ii 

 WSP CONTRACT NUMBER C100910GSC 

for 

Washington Request for Electronic Collision Records (WRECR) Project 
 PARTIES 
 This Contract (“Contract”) is entered into by and between the state of
Washington, acting by and through Washington State Patrol, an agency of Washington State government (“WSP” or “WSP”) located at PO Box 42602, Olympia WA 98504-2602; and Intellinetics, Inc., a corporation licensed to conduct
business in the state of Washington (“Vendor”), located at 2190 Dividend Drive, Columbus OH 43228-3806, for the purpose of purchasing Software licenses, hardware and associated services for the Washington Request for Electronic Collision
Records Project. 
 RECITALS 

The State of Washington, acting by and through WSP, issued a Request For Proposals (RFP) No. C100910GSC for the purpose of purchasing Software licenses,
hardware and associated services for the WRECR Project. This RFP is incorporated into this Contract as Exhibit A, RFP No. C100910GSC, as amended. 
 The Vendor submitted a timely Response to the RFP. This response is incorporated into this Contract as Exhibit B, Vendor’s Proposal. 
 WSP evaluated all properly submitted Responses to the above-referenced RFP and has identified the Vendor as the apparently successful Vendor. 
 WHEREAS WSP has determined that entering into a contract with the Vendor will meet WSP’s needs and will be in the best interest to the citizens of Washington State; 

NOW THEREFORE, WSP awards to the Vendor this Contract, the terms and conditions of which shall govern Vendor’s furnishing to WSP automated records
management software and related services. This Contract is not for personal use. 
 IN CONSIDERATION of the mutual promises as hereinafter set
forth, the parties agree as follows: 
  

	1.	Definition of Terms. 

The following terms as used throughout this Contract shall have the meanings set forth below. 

“Acceptance” shall mean that the Software has passed its Acceptance Testing and shall be formalized in a written notice from
WSP to Vendor; or, if there is no Acceptance Testing, Acceptance shall occur when the Products are delivered. 

“Acceptance Date” shall mean the date WSP sends written notice accepting the Product. 

“Business Days and Hours” shall mean Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time, except for holidays observed
by the state of Washington. 
 “Concurrent User” shall mean the number of users accessing each separate module of the
Software at the same time. 

  

			
	WSP Contract No. C100910GSC	  	Page 1 of 33

 “Confidential Information” shall mean information that may be exempt from
disclosure to the public or other unauthorized persons under either chapter 42.56 RCW or other state or federal statutes. Confidential Information includes, but is not limited to, names, addresses, Social Security numbers, e-mail addresses,
telephone numbers, financial profiles, credit card information, driver’s license numbers, medical data, law enforcement records, agency source code or object code, agency security data, or information identifiable to an individual that relates
to any of these types of information. 
 “Contract” shall mean this document, all schedules and exhibits, and all
amendments hereto. 
 “Delivery Date” shall mean the date by which the Products ordered hereunder must be delivered.

 “Effective Date” shall mean the first date this Contract is in full force and effect. It may be a specific date
agreed to by the parties; or, if not so specified, the date of the last signature of a party to this Contract. 

“Equipment” shall mean the Equipment supplied by the Vendor and associated installation hardware as set forth in this Contract.

 “Help Desk” shall mean a service provided by Vendor for the support of Vendor’s Products. WSP shall report
warranty or maintenance problems to Vendor’s Help Desk for initial troubleshooting and possible resolution of the problems or for the initiation of repair or replacement services. 

“Installation Date” shall mean the date by which all Software ordered hereunder shall be in place, in good working order.

 “License” shall mean the rights granted to WSP to use the Software that is the subject of this Contract.

 “Order” or “Order Document” shall mean any official document and attachments thereto specifying the
Software and/or Services to be licensed or purchased from Vendor under this Contract. 
 “Price” shall mean charges,
costs, rates, and/or fees charged for the Products and Services under this Contract and shall be paid in United States dollars. 

“Product(s)” shall mean any Vendor-supplied equipment, Software, and documentation. 

“Proprietary Information” shall mean information owned by Vendor to which Vendor claims a protectable interest under law.
Proprietary Information includes, but is not limited to, information protected by copyright, patent, trademark, or trade secret laws. 
 “RCW” shall mean the Revised Code of Washington. 
 “Schedule
A” shall mean the Authorized Product and Price List. 
 “Schedule B” shall mean the Nondisclosure Agreement.

 “Schedule C” shall mean Contact Information for Vendor and WSP 

“Services” shall mean those Services provided under this Contract and related to the Software License(s) being purchased that
are appropriate to the scope of this Contract and includes such things as installation Services, maintenance, training, etc. 

“Software” shall mean the object code version of the Software and associated modules identified in Schedule A, licensed
pursuant to this Contract. Embedded code, firmware, internal code, microcode, and any other term referring to software residing in the equipment that is necessary for the proper operation of the equipment is not included in this definition of
Software. Software includes all prior, current, and future versions of the Software and all maintenance updates and error corrections, provided the service and maintenance terms of this Contract are in force. 

  

			
	WSP Contract No. C100910GSC	  	Page 2 of 33

 “Specifications” shall mean the technical and other specifications set forth in
RFP No. C100910GSC, Schedule A, and the specifications set forth in Vendor’s Product documentation, whether or not Vendor produces such documentation before or after this Contract’s Effective Date. 

“Standard of Performance” shall mean the criteria that must be met before Software Acceptance, as set forth in the section
titled Standard of Performance and Acceptance. The Standard of Performance also applies to all additional, replacement or substitute Software and Software that is modified by or with the written approval of Vendor after having been accepted.

 “Statement of Work” or “SOW” shall mean a separate statement of the work to be accomplished by Vendor
under the terms and conditions of this Contract. 
 “Subcontractor” shall mean one not in the employment of Vendor,
who is performing all or part of the business activities under this Contract under a separate contract with Vendor. The term “Subcontractor” means Subcontractor(s) of any tier. 

“Vendor” shall mean Intellinetics, Inc., its employees and agents. Vendor also includes any firm, provider, organization,
individual, or other entity performing the business activities under this Contract. It shall also include any Subcontractor retained by Vendor as permitted under the terms of this Contract. 

“Vendor Account Manager” shall mean a representative of Vendor who is assigned as the primary contact person whom WSP Project
Manager shall work with for the duration of this Contract and as further defined in the section titled Vendor Account Manager. 

“Vendor Contracting Officer” shall mean Mr. Matthew Chretien, or the person to whom signature authority has been delegated
in writing. This term includes, except as otherwise provided in this Contract, an authorized representative of Vendor Contracting Officer acting within the limits of his/her authority. 

“WSP” shall mean the state of Washington, Washington State Patrol, any division, section, office, unit or other entity of WSP
or any of the officers or other officials lawfully representing WSP. 
 “WSP Project Manager” shall mean the person
designated by WSP who is assigned as the primary contact person whom Vendor’s Account Manager shall work with for the duration of this Contract and as further defined in the section titled WSP Project Manager. 

“WSP Contract Administrator” shall mean that person designated by WSP to administer this Contract on behalf of WSP. 

“WSP Contracting Officer” shall mean the Chief of the Washington State Patrol, or the person to whom signature authority has
been delegated in writing. This term includes, except as otherwise provided in this Contract, an authorized representative of WSP Contracting Officer acting within the limits of his/her authority. 

Contract Term 
  

	2.	Term. 

  

	 	a.	Term of Contract for Licensed Software and Equipment Purchases 

  

			
	WSP Contract No. C100910GSC	  	Page 3 of 33

 Vendor shall have the Software and/or Equipment delivered by the Delivery Date(s) specified
in Statement(s) of Work. The Software License Term for any Software licensed for use by WSP under this Contract shall be perpetual; see the License Grant section. 
  

	 	b.	Term of Contract for Maintenance and Support 

 This Contract’s initial Software maintenance and support term shall be two (2) years, commencing the day following expiration of Vendor’s warranty for the Software. This Contract’s
Software maintenance and support term may be extended by three (3) additional one (1) year terms: provided that the extensions shall be at WSP’s option and shall be effected by WSP giving written notice of its intent to extend this
Contract to Vendor not less than thirty (30) calendar days prior to the then-current Contract term’s expiration and Vendor accepting such extension prior to the then-current Contract term’s expiration. No change in terms and
conditions shall be permitted during these extensions unless specifically agreed to in writing. 
  

	3.	Survivorship. 

 All
license and purchase transactions executed pursuant to the authority of this Contract shall be bound by all of the terms, conditions, Prices and Price discounts set forth herein, notwithstanding the expiration of the initial term of this Contract or
any extension thereof. Further, the terms, conditions and warranties contained in this Contract that by their sense and context are intended to survive the completion of the performance, cancellation or termination of this Contract shall so survive.
In addition, the terms of the sections titled Overpayments to Vendor; License Grant; Software Ownership; Date Warranty; No Surreptitious Codes Warranty; Vendor Commitments, Warranties and Representations; Protection of WSP’s Confidential
Information; Section Headings, Incorporated Documents and Order of Precedence; Publicity; Review of Vendor’s Records; Patent and Copyright Indemnification; Vendor’s Proprietary Information; Disputes; and Limitation of Liability, and shall
survive the termination of this Contract. 
 Pricing, Invoice and Payment 

 

	4.	Pricing. In accordance with Schedule A, Vendor agrees to provide the Products and Services at the Prices set forth below. 

 

	 	a.	One-Time Costs. WSP shall retain a minimum of 20% of Total Onetime Costs as identified in Schedule A for payment upon final acceptance, excluding Equipment. WSP
reserves the right to purchase System Software and Equipment required for this project under other Washington State and/or Western States Contracting Alliance contracts. 

 

	 	b.	Maintenance and Support. Upon expiration of Vendor-provided warranty as set forth in the section titled Software Warranty and upon election by WSP to receive
maintenance and support Services from Vendor, WSP shall pay maintenance and support fees to Vendor WSP shall reimburse the Vendor for Software Maintenance as identified in Schedule A. 

 

	 	c.	Vendor agrees all the Prices, terms, warranties, and benefits provided in this Contract are comparable to or better than the terms presently being offered by Vendor to
any other governmental entity purchasing the same quantity under similar terms. If during the term of this Contract Vendor shall enter into contracts with any other governmental entity providing greater benefits or more favorable terms than those
provided by this Contract, Vendor shall be obligated to provide the same to WSP for subsequent purchases. 

  

			
	WSP Contract No. C100910GSC	  	Page 4 of 33

	 	5.	Advance Payment Prohibited. No advance payment shall be made for the Software and Services furnished by Vendor pursuant to this Contract. Notwithstanding the
above, maintenance payments may be made in accordance with the Invoice and Payment section above. 

  

	 	6.	Taxes. WSP will pay sales and use taxes, if any, imposed on the Products and Services acquired hereunder. Vendor must pay all other taxes including, but not
limited to, Washington Business and Occupation Tax, other taxes based on Vendor’s income or gross receipts, or personal property taxes levied or assessed on Vendor’s personal property. WSP, as an agency of Washington State government, is
exempt from property tax. 

 Vendor shall complete registration with the Washington State Department of Revenue
and be responsible for payment of all taxes due on payments made under this Contract. 
  

	 	7.	Invoice and Payment. Vendor will submit properly itemized invoices to WSP Project Manager identified in WSP Project Manager section. Invoices shall provide and
itemize, as applicable: 

  

	 	a)	WSP Contract number C100910GSC and SOW number; 

  

	 	b)	Vendor name, address, phone number, and Federal Tax Identification Number; 

 

	 	c)	Description of Software, including quantity ordered; 

  

	 	d)	Date(s) of delivery and/or date(s) of installation and set up; 

  

	 	e)	Price for each item, or Vendor’s list Price for each item and applicable discounts; 

 

	 	f)	Maintenance charges; 

  

	 	g)	Net invoice Price for each item; 

  

	 	h)	Applicable taxes; 

  

	 	i)	Shipping costs; 

  

	 	j)	Other applicable charges; 

  

	 	k)	Total invoice Price; and 

  

	 	I)	Payment terms including any available prompt payment discounts. 

 Payments shall be due and payable within thirty (30) calendar days after receipt and Acceptance of Software or Services or thirty (30) calendar days after receipt of properly prepared invoices,
whichever is later. 
 WSP shall pay Software maintenance and support charges on an annual basis for the following year. Payment
of maintenance service/support of less than one (1) month’s duration shall be prorated at 1/30th of the basic monthly maintenance charges for each calendar day. 
 Incorrect or incomplete invoices will be returned by WSP to Vendor for correction and reissue. 
 WSP Contract number C100910GSC must appear on all bills of lading, packages, and correspondence relating to this Contract. 
 WSP shall not honor drafts, nor accept goods on a sight draft basis. 
 If WSP
fails to make timely payment, Vendor may invoice WSP one percent (1%) per month on the amount overdue or a minimum of one dollar ($1). Payment will not be 

  

			
	WSP Contract No. C100910GSC	  	Page 5 of 33

 
considered late if payment is deposited electronically in Vendor’s bank account or if a check or warrant is postmarked within thirty (30) calendar days of Acceptance of the Software or
receipt of Vendor’s properly prepared invoice, whichever is later. 
  

	8.	Overpayments to Vendor. 

Vendor shall refund to WSP the full amount of any erroneous payment or overpayment under this Contract within thirty (30) days’
written notice. If Vendor fails to make timely refund, WSP may charge Vendor one percent (1%) per month on the amount due, until paid in full. 
 Software License 
  

	9.	License Grant (required). 

Vendor grants to WSP a non-exclusive, license to use the Software and related documentation according to the terms and conditions of this
Contract. 
 WSP will not decompile or disassemble any Software provided under this Contract or modify Software that bears a
copyright notice of any third party without the prior written consent of Vendor or Software owner. 
 WSP may copy each item of
Software to a single hard drive. WSP will make and maintain no more than one archival copy of each item of Software, and each copy will contain all legends and notices and will be subject to the same conditions and restrictions as the original.

 WSP may also make copies of the Software in the course of routine backups of hard drive(s) for the purpose of recovery of
hard drive contents. WSP may use backup or archival copies of the Software, without reinstallation or interruption of production copy(ies), for disaster recovery exercises at its disaster recovery site(s), without additional charge. WSP may make
these backup or archival copies available to the disaster recovery site(s)’ employees who require use of the Software in order to assist WSP with disaster recovery exercises. WSP agrees that production use of the Software at the disaster
recovery site(s) shall be limited to times when WSP’s facilities, or any portion thereof, are inoperable due to emergency situations. 
  

	10.	Freedom of Use. 

 Vendor
understands that WSP may provide information processing services to other users that are agencies of state government and other tax-supported entities. Vendor further understands that WSP or other users that are agencies of state government and
other tax-supported entities may provide services to the public through Internet applications. Software delivered hereunder may be used in the delivery of these services. Vendor acknowledges and agrees that such use of Software products is
acceptable under the licensing agreements contained herein, however, any access to this information using the Software toolset is limited to those seats licensed under this Contract. WSP may move Software from one device to another provided such
Software is completely removed from the first device after a reasonable testing period on the new device. 
  

	11.	Software Ownership (required). 

 Vendor shall maintain all title, copyright, and other proprietary rights in the Software. WSP does not acquire any rights, express or implied, in the Software, other than those specified in this Contract.
Vendor hereby warrants and represents to WSP that Vendor is the owner of the Software licensed hereunder or otherwise has the right to grant to WSP the licensed 

  

			
	WSP Contract No. C100910GSC	  	Page 6 of 33

 
rights to the Software provided by Vendor through this Contract without violating any rights of any third party worldwide. Vendor represents and warrants that Vendor has the right to license the
Software to WSP as provided in this Contract and that WSP’s use of the Software and documentation within the terms of this Contract will not infringe upon any copyright, patent, trademark, or other intellectual property right worldwide or
violate any third party’s trade secret, contract, or confidentiality rights worldwide. Vendor represents and warrants that: (i) Vendor is not aware of any claim, investigation, litigation, action, suit or administrative or judicial
proceeding pending or threatened based on claims that the Software infringes any patents, copyrights, or trade secrets of any third party, and (ii) that Vendor has no actual knowledge that the Software infringes upon any patents, copyrights, or
trade secrets of any third party. 
  

	12.	Software Specifications. 

All Software will conform to its Specifications. Vendor warrants that the Products delivered hereunder shall perform in conformance with
the Specifications and Standard of Performance and Acceptance section. 
  

	13.	Date Warranty (required). 

Vendor warrants that all Software provided under this Contract: (i) does not have a life expectancy limited by date or time format;
(ii) will correctly record, store, process, and present calendar dates; (iii) will lose no functionality, data integrity, or performance with respect to any date; and (iv) will be interoperable with other software used by WSP that may
deliver date records from the Software, or interact with date records of the Software (“Date Warranty”). In the event a Date Warranty problem is reported to Vendor by WSP and such problem remains unresolved after three (3) calendar
days, at WSP’s discretion, Vendor shall send, at Vendor’s sole expense, at least one (1) qualified and knowledgeable representative to WSP’s premises. This representative will continue to address and work to remedy the failure,
malfunction, defect, or nonconformity on WSP’s premises. This Date Warranty shall last perpetually. In the event of a breach of any of these representations and warranties, Vendor shall indemnify and hold harmless WSP from and against any and
all harm, injury, damages, costs, and expenses incurred by WSP arising out of said breach. 
  

	14.	Physical Media Warranty. 

Vendor warrants to WSP that each licensed copy of the Software provided by Vendor is and will be free from physical defects in the media
that tangibly embodies the copy (the “Physical Media Warranty”). The Physical Media Warranty does not apply to defects discovered more than thirty (30) calendar days after the date of Acceptance of the Software copy by WSP.

 Vendor shall replace, at Vendor’s expense including shipping and handling costs, any Software copy provided by Vendor
that does not comply with this warranty. 
  

	15.	No Surreptitious Code Warranty (required). 

 Vendor warrants to WSP that no licensed copy of the Software provided to WSP contains or will contain any Self-Help Code nor any Unauthorized Code as defined below. Vendor further warrants that Vendor
will not introduce, via modem or otherwise, any code or mechanism that electronically notifies Vendor of any fact or event, or any key, node, lock, time-out, or other function, implemented by any type of means or under any circumstances, that may
restrict WSP’s use of or access to any program, data, or equipment based on any type of limiting criteria, including frequency or duration of use for any copy of the Software provided to WSP under this Contract. The warranty is referred to in
this Contract as the “No Surreptitious Code Warranty.” 

  

			
	WSP Contract No. C100910GSC	  	Page 7 of 33

 As used in this Contract, “Self-Help Code” means any back door, time bomb, drop
dead device, or other software routine designed to disable a computer program automatically with the passage of time or under the positive control of a person other than a licensee of the Software. Self-Help Code does not include software routines
in a computer program, if any, designed to permit an owner of the computer program (or other person acting by authority of the owner) to obtain access to a licensee’s computer system(s) (e.g., remote access via modem) solely for purposes of
maintenance or technical support. 
 As used in this Contract, “Unauthorized Code” means any virus, Trojan horse, worm
or other software routines or equipment components designed to permit unauthorized access, to disable, erase, or otherwise harm Software, equipment, or data; or to perform any other such actions. The term Unauthorized Code does not include Self-Help
Code. 
 Vendor will defend WSP against any claim, and indemnify WSP against any loss or expense arising out of any breach of
the No Surreptitious Code Warranty. No limitation of liability, whether contractual or statutory, shall apply to a breach of this warranty. 
  

	16.	Reauthorization Code Required. 

 Vendor’s Software shall not require a reauthorization code in order for the Software to remain functional upon WSP’s movement of the Software to another computer system. 

 

	17.	Software Documentation. 

Vendor will provide two (2) complete set of documentation for each Software order, including technical, maintenance, and installation
information. Vendor shall also provide two (2) complete set of documentation for each updated version of Software that Vendor provides pursuant to the Software Upgrades and Enhancements section. Vendor shall provide the documentation on or
before the date Vendor delivers its respective Software. There shall be no additional charge for this documentation or the updates, in whatever form provided. Vendor’s Software documentation shall be comprehensive, well structured, and indexed
for easy reference. If Vendor maintains its technical, maintenance and installation documentation on a web site, Vendor may fulfill the obligations set forth in this section by providing WSP access to its web-based documentation information. Vendor
may also provide such information on CD-ROM. Vendor grants WSP the right to make derivative works, update, modify, copy, or otherwise reproduce the documentation furnished pursuant to this section at no additional charge. 

Equipment 
  

	18.	Title to Equipment 

  

	 	a.	Upon successful completion of Acceptance Testing, Vendor shall convey to WSP good title to the Equipment free and clear of all liens, pledges, mortgages, encumbrances,
or other security interests. 

  

	 	b.	Transfer of title to the Equipment shall include an irrevocable, fully paid-up, perpetual license to use the internal code (embedded software) in the Equipment. If WSP
subsequently transfers title to the Equipment to another entity, WSP shall have the right to transfer the license to use the internal code with the transfer of Equipment title. A subsequent transfer of this software license shall be at no additional
cost or charge to either WSP or WSP’s transferee. 

  

			
	WSP Contract No. C100910GSC	  	Page 8 of 33

	19.	Equipment Compatibility/Specifications/Configurations 

  

	 	a.	Vendor shall notify WSP of the existence of any compatibility issues between Vendor’s Equipment and WSP’s already existing or planned for hardware, software,
and cabling. WSP will provide Vendor timely access to necessary areas and Equipment sites and shall provide Vendor with a list of any existing or planned for hardware, software, and cabling, as necessary. 

 

	 	b.	Vendor warrants that each item of Equipment delivered hereunder will conform to that item’s detailed Specifications in all respects including, but not limited to:
physical characteristics, operating characteristics, space requirements, power requirements, maintenance or warranty characteristics, modularity, compatibility, and the like, as may be modified in writing and agreed to by the parties.

  

	 	c.	WSP shall have the right to connect the Equipment purchased hereunder to any equipment manufactured or supplied by others including other computers, peripheral
equipment, terminal devices, communications equipment, software and the like that interface with the Equipment purchased hereunder. 

  

	 	d.	If requested by WSP, Vendor agrees to identify, on all items of Equipment supplied under this Contract, all appropriate test points for connecting commercially
available equipment monitors designed to measure system capacity, performance, or activity. 

  

	20.	Equipment Installation and Set-up 

  

	 	a.	WSP shall prepare the environment to house the Equipment based upon written requirements provided by Vendor in its Response, as modified in writing and agreed to by the
parties. Vendor’s specialists shall be available to provide required consultation related to environment preparation at no extra cost to WSP apart from the costs presented in Vendor’s Response. Any requirements for the environment not
disclosed in Vendor’s Response will be completed by Vendor at no additional cost to WSP. 

  

	 	b.	Vendor is hereby notified that fiber optic, communications, control systems, and other types of cable (collectively called “cabling”) may be located within
WSP’s grounds and facilities. 

  

	 	c.	Before beginning work on or about WSP’s premises, Vendor shall contact the WSP to determine if WSP’s cabling systems will be impacted and to make necessary
arrangements. 

  

	 	d.	WSP hereby permits Vendor to interface with such cabling and design engineering systems in support of the delivery of the Products and Services ordered under this
Contract. 

  

	 	e.	Vendor shall install the Equipment, ready for Acceptance Testing, on or before the Installation Date(s) specified in Statements of Work. Failure to meet the
Installation Date(s) may subject Vendor to liquidated damages and/or termination of an Order or of this Contract and other damages available under law, unless such failure is caused by acts or omissions of WSP. 

  

			
	WSP Contract No. C100910GSC	  	Page 9 of 33

	 	f.	After installing the Equipment, Vendor shall provide WSP with documentation of a successful system audit, performed at WSP’s installation site using Vendor’s
diagnostic routines, as approved by WSP, that demonstrates that the Equipment meets or exceeds the Specifications. Vendor shall certify to WSP in writing that the Equipment is ready for Acceptance Testing. If after reviewing such documentation WSP
agrees that the Equipment is ready for Acceptance Testing, WSP shall begin Acceptance Testing, as set forth in the section titled Standard of Performance and Acceptance. 

 

	21.	Equipment Warranty 

  

	 	a.	Vendor warrants that the Equipment shall be in good operating condition and shall conform to the Specifications for a period of one (1) year, the Equipment
Warranty Period, commencing upon the first day after Acceptance Date. 

  

	 	b.	During the Equipment Warranty Period, Vendor shall adjust, repair, or replace all Equipment that is defective or not performing in conformance with the Specifications.
All costs for such adjustments, repairs, or replacements, including all costs for replacing parts or units and their installation and any transportation and delivery fees, shall be at Vendor’s expense. Any defective Equipment shall be repaired
or replaced for WSP so that it conforms to the Specifications. 

  

	 	c.	Vendor agrees that all warranty service provided hereunder shall be performed by manufacturer-trained, certified, and authorized technicians. Vendor further agrees to
act as the sole point of contact for warranty service. Vendor warrants that it has or will obtain and pass through to WSP any and all warranties obtained or available from the Original Equipment Manufacturer (OEM), including any replacement,
upgraded, or additional Equipment warranties. 

  

	 	d.	WSP agrees that Vendor will not be liable for any damages caused by the WSP’s actions or failure of WSP to fulfill any of its responsibilities for site
installation. 

  

	22.	Equipment Maintenance 

  

	 	a.	At the expiration of the Warranty Period set forth in the section titled Equipment Warranty, Vendor shall provide maintenance services for the Equipment as described
herein, at the Prices set forth on Schedule A. 

  

	 	b.	Vendor shall keep the Equipment in good operating condition or restore it to good working order in accordance with the Specifications or, upon WSP’s prior written
approval, to current standards. 

  

	 	c.	Vendor shall provide contracted maintenance support twenty-four (24) hours per day, seven (7) days per week, every day of the year/including all WSP and
Vendor recognized holidays. 

  

	 	d.	WSP shall provide Vendor physical access to the Equipment to perform maintenance service. Remote access will be provided in accordance with security policies,
standards, and guidelines of WSP and the State of Washington. The WSP will provide all equipment and services necessary for Vendor remote access. 

  

	 	e.	On site remedial maintenance shall be performed within four (4) hours after WSP notification to the Vendor that Equipment is malfunctioning or inoperative. Vendor
shall provide WSP with a designated point of contact and shall provide Help Desk services as set forth in the section titled Equipment Warranty. 

  

	 	f.	Malfunctioning Equipment must be repaired or a replacement spare installed by Vendor’s qualified field engineer no later than the close of business on the Business
Day following notification of Equipment malfunction. Failure of Vendor to comply with this requirement shall be a Failure to Perform. 

  

			
	WSP Contract No. C100910GSC	  	Page 10 of 33

 Vendor’s Responsibilities 

 

	23.	Shipping and Risk of Loss. 

Vendor shall ship all Products purchased pursuant to this Contract, freight prepaid, FOB WSP’s destination. The method of shipment
shall be consistent with the nature of the Products and hazards of transportation. Regardless of FOB point, Vendor agrees to bear all risks of loss, damage, or destruction of the Products ordered hereunder that occurs prior to the Delivery Date
except loss or damage attributable to WSP’s fault or negligence; and such loss, damage, or destruction shall not release Vendor from any obligation hereunder. After the Delivery Date, the risk of loss or damage shall be borne by WSP, except
loss or damage attributable to Vendor’s fault or negligence. 
  

	24.	Statement of Work. 

 All
Services shall be performed pursuant to the terms of this Contract and shall be documented in a Statement of Work (SOW) established between WSP and Vendor. The SOW shall at a minimum: 

 

	 	a)	Reference this Contract number C100910GSC; 

  

	 	b)	Define project or task objectives; 

  

	 	c)	Describe the scope of Services or work to be performed; 

  

	 	d)	Identify deliverables and Delivery Date(s); 

  

	 	e)	Specify a timeline and period of performance; 

  

	 	f)	Specify compensation and payment, e.g., the hourly rate and total Vendor hours to be provided or the fixed price for a deliverable (whichever is applicable), total cost
of the project, and reimbursable Vendor expenses; 

  

	 	g)	Describe Vendor’s roles and responsibilities and identify specific Vendor staff; 

 

	 	h)	Describe WSP’s roles and responsibilities; 

  

	 	i)	Identify the acceptance criteria for the deliverables; 

  

	 	j)	Provide signature block for both parties. 

 The first SOW will address the discovery phase in which the Contractor will examine a number of application, architecture, and security requirements associated with the project and make recommendations
for the final future WRECR environment. The Contractor will also produce an initial project work plan and schedule depicting tasks from initiation through completion of the project. This document shall serve as the basis for subsequent work orders.

 Subsequent SOWs shall govern, at a minimum, production of the following deliverables: 

 

	 	a)	System Design document 

  

	 	b)	Data Conversion Plan document (if necessary) 

  

	 	c)	Test Plan document 

  

	 	d)	Implementation Plan document 

  

	 	e)	Training Plan document 

  

	 	f)	All application software to implement the system as designed 

  

	 	g)	All system software necessary to implement the system as designed 

  

			
	WSP Contract No. C100910GSC	  	Page 11 of 33

	 	h)	All hardware components necessary to implement the system as designed 

  

	 	i)	Installation and configuration of all hardware and system software to implement the system as designed 

 

	 	j)	Configuration of application software to implement the system as designed 

  

	 	k)	Provide training to WSP staff as identified in the Training Plan 

  

	 	l)	System documentation 

  

	 	m)	Data conversion as identified in the Data Conversion Plan (if necessary) 

  

	 	n)	System test support 

  

	 	o)	Production cut-over support 

  

	 	p)	Maintenance and support 

 The
terms and conditions of any SOW cannot conflict with the terms and conditions of this Contract. In the event of any conflict, the Contract shall prevail. 
  

	25.	Training. 

 Vendor agrees
to provide training that is substantially the same as contained in the Vendor’s Proposal as negotiated in a Statement of Work. A fee may be charged for training, as set forth in Schedule A. 

 

	 	a.	The starting dates of the training will be as agreed by the parties in the Statement(s) of Work. The training fee, whether separately stated under the pricing
provisions of this Contract or included in the cost of the Equipment and Software, shall cover all costs of training. WSP shall not be responsible for any additional manufacturer’s costs for training required pursuant to this section.

  

	 	b.	WSP shall have the right, so long as the Equipment and/or Software purchased hereunder is in use by WSP, to give instruction to WSP’s personnel in all courses
described above and all revisions thereto without charge, using materials supplied by Vendor. Such use by WSP of Vendor’s materials shall include the right to reproduce the same solely for the permitted use, which use and reproduction shall not
be a violation of or infringement upon any patent, copyright, or other proprietary right of Vendor. Vendor grants to WSP the right to make derivative works, update, modify, copy, or otherwise reproduce the documentation furnished pursuant to this
section at no additional charge. 

  

	26.	Site Security. 

 While on
WSP’s premises, Vendor, its agents, employees, or Subcontractors shall conform in all respects with physical, fire, or other security regulations. 
  

	27.	Installation. 

 Vendor
shall install the Software on WSP’s designated equipment in accordance with Statement(s) of Work under this Contract. 
  

	28.	Standard of Performance and Acceptance 

  

	 	a.	This section establishes a Standard of Performance that must be met before Acceptance of the Software by WSP. This Standard of Performance is also applicable to any
additional, replacement, or substitute Software and any Software that is modified by or with the written approval of Vendor after having been Accepted. 

  

	 	b.	The Standard of Performance and Acceptance for Software shall be incorporated into this Contract through a mutually agreed upon SOW. 

 

	 	c.	The Acceptance Testing period shall be thirty (30) calendar starting from the day after the Software is installed by the Vendor and WSP certifies that Software is
ready for Acceptance Testing. WSP will review all pertinent data and shall maintain appropriate daily records to ascertain whether the Standard of Performance has been met. 

  

			
	WSP Contract No. C100910GSC	  	Page 12 of 33

	 	d.	In the event the Software does not meet the Standard of Performance during the initial period of Acceptance Testing, WSP may, at its discretion, continue Acceptance
Testing on a day-to-day basis until the Standard of Performance is met. If after sixty (60) calendar days the Software still has not met the Standard of Performance WSP may, at its option: (i) declare Vendor to be in breach of this
Contract and terminate this Contract; or, (ii) at the sole option of WSP, demand replacement Software from Vendor at no additional cost to WSP; or, (iii) continue the Acceptance Testing for an additional thirty (30) calendar days.
WSP’s option to declare Vendor in breach and terminate this Contract shall remain in effect until exercised or until such time as Acceptance Testing is successfully completed. 

 

	 	e.	The date of Acceptance shall be the first WSP Business Day following the successful Acceptance Testing period and shall be formalized in a notice of Acceptance from WSP
to Vendor. 

  

	29.	Software Warranty. 

Vendor warrants that the Software shall be in good operating condition and shall conform to the Specifications for a period of one
(1) year (the Warranty Period). This Warranty Period begins on the first day after the Acceptance Date. Vendor shall replace all Software that is defective or not performing in accordance with the Specifications, at Vendor’s sole expense.

  

	30.	Software Upgrades and Enhancements. 

 During the maintenance and support term of this Contract, the Vendor shall: 

Supply at no additional cost updated versions of the Software to operate on upgraded versions of operating systems, upgraded versions of
firmware, or upgraded versions of hardware. The Vendor shall provide updates to the Software only for operating systems that are variants of WSP’s currently installed operating system and that comply with the Vendor’s currently published
specifications; and 
 Supply at no additional cost updated versions of the Software that encompass improvements, extensions,
maintenance updates, error corrections, or other changes that are logical improvements or extensions of the original Software supplied to WSP. 
  

	31.	Software and Equipment Maintenance and Support Services. 

 Vendor shall provide a replacement copy or correction service at no additional cost to WSP for any error, malfunction, or defect in Software and/or Equipment that, when used as delivered, fails to perform
in accordance with the Specifications and that WSP shall bring to Vendor’s attention. Vendor shall undertake such correction service as set forth below and shall use its best efforts to make corrections in a manner that is mutually beneficial.
Vendor shall disclose all known defects and their detours or workarounds to WSP. 
 In addition, Vendor shall provide the
following Services: 
  

	 	a.	Help Desk Services. Vendor shall provide Help Desk Services for reporting errors and malfunctions and troubleshooting problems. Vendor’s Help Desk Services
shall be by toll-free telephone lines. Vendor’s Help Desk Services shall include but are not limited to the following Services: 

 Assistance related to questions on the use of the subject Software; 
 Assistance in
identifying and determining the causes of suspected errors or malfunctions in the Software; 
 Advice on detours or workarounds
for identified errors or malfunctions, where reasonably available; 

  

			
	WSP Contract No. C100910GSC	  	Page 13 of 33

 Information on errors previously identified by WSP and reported to Vendor and detours to
these where available; and 
 Advice on the completion and authorization for submission of the required form(s) reporting
identified problems in the Software to Vendor. 
  

	 	b.	Error and Malfunction Service. In the event WSP’s reported issue has not been resolved during the initial call for assistance, the call enters the following
escalation procedure:, 

 In the event a WSP reported issue has not been resolved during the initial call for
assistance, the call enters the call escalation procedure. The initial step is to assign the issue to an appropriate category. The Vendor will respond to and completely correct errors, defects, and malfunctions, in accordance with the following
schedule. 
  

			
	 CATEGORY
	  	 SEVERITY

	 1
	  	A defect causing administrator abilities to halt- crashes of the administrator’s system, the irrevocable loss or corruption of data, or the loss of
administrator critical system or software functionality. No documented work-around is practicable.
		
	 2
	  	A defect causing administrator abilities to halt - crashes of the administrator’s system, the irrevocable loss or corruption of data, or the loss of a
administrator critical system or software functionality. A documented work-around is practicable.
		
	 3
	  	A defect causing the recoverable loss or corruption of data, or the loss of system or software functionality that is not administrator critical but does
affect user interface (public facing).
		
	 4
	  	A defect that does not materially affect the operation of the system, such as minor imperfections to the user interface or items that function properly but do not meet client
requirements.
		
	 5
	  	There is no defect; however, the WSP may request a change to the subject item through the requirements change process.

 The assigned category will determine the escalated response time. 

The Vendor will make an initial response to a Category 1 call within a maximum time-period of four (4) hours after receipt. The
Vendor will use extraordinary efforts to provide a fix, work around, or patch to Category 1 bugs within six (6) hours after the bug has been replicated and confirmed by the Vendor. Category 1 calls will be handled on a 24X7X365 basis.

 The Vendor will make an initial response to a Category 2 call within a maximum time-period of four (4) hours after
receipt. The Vendor will provide a fix, work around, or patch to Category 2 bugs within 1 business day (24) hours after the bug has been replicated and confirmed by the Vendor. Category 2 calls will be handled on a 24x7x365 basis. 

The Vendor will make an initial response to a Category 3 call (phone or email) within a maximum time-period of six hours after receipt.
The Vendor will make reasonable efforts to identify a resolution to Category 3 calls within three (3) business days. 

  

			
	WSP Contract No. C100910GSC	  	Page 14 of 33

 The Vendor will make an initial response to a Category 4 call (phone or email) within a
maximum time period of 1 business day after receipt. Category 4 calls will be handled on a case-by-case basis and may incorporate Category 4 fixes in the next upcoming release of the product. 

The Vendor will make an initial response to a Category 5 call (phone or email) within a maximum time period of 3 business days after
receipt. Category 5 calls will be handled on a case-by-case basis. 
 In the event that a resolution cannot be established for a
failure during the troubleshooting process, the Vendor will provide a workaround for any critical or non-critical error in an effort to ensure minimal downtime for the affected agency. This workaround shall be considered “temporary” until
a permanent resolution can be distributed. 
 Each detour or code correction will be made available in the form of either a
written correction notice or machine-readable media and will be accompanied by a level of documentation adequate to inform WSP of the problem resolved and any significant operational differences resulting from the correction that is known by Vendor,
or 
 If a detour or code correction is not available the Vendor will provide WSP with a written response describing
Vendor’s then-existing diagnosis of the error or malfunction and generally outlining Vendor’s then-existing plan and timetable, subject to WSP’s approval, for correcting or working around the error or malfunction. 

 

	 	c.	Maintenance Release Services. Vendor will provide error corrections and maintenance releases to the Software that have been developed by Vendor at no additional
cost to WSP. Such releases shall be licensed to WSP pursuant to the terms and conditions of this Contract. Each maintenance release will consist of a set of programs and files made available in the form of machine-readable media and will be
accompanied by a level of documentation adequate to inform WSP of the problems resolved including any significant differences resulting from the release that are known by Vendor. Vendor agrees that each maintenance release of Software will be
compatible with the then-current unaltered release of Software applicable to the computer system. 

  

	32.	Vendor Commitments, Warranties and Representations (required). 

 Any written commitment by Vendor within the scope of this Contract shall be binding upon Vendor. Failure of Vendor to fulfill such a commitment may constitute breach and shall render Vendor liable for
damages under the terms of this Contract. For purposes of this section, a commitment by Vendor includes: (i) Prices, discounts, and options committed to remain in force over a specified period of time; and (ii) any warranty or
representation made by Vendor in its Response or contained in any Vendor or manufacturer publications, written materials, schedules, charts, diagrams, tables, descriptions, other written representations, and any other communication medium
accompanying or referred to in its Response or used to effect the sale to WSP. 
  

	33.	Protection of WSP’s Confidential Information (required). 

  

	 	a.	 Vendor acknowledges that some of the material and information that may come into its possession or knowledge in connection with this Contract or its
performance may consist of information that is exempt from disclosure to the public or other unauthorized persons under either chapter 42.56 RCW or other state or federal statutes (“Confidential Information”). Confidential Information
includes, but is not limited to, names, addresses, Social Security numbers, e-mail addresses, telephone numbers, financial profiles, credit card information, driver’s license numbers, medical data, law

  

			
	WSP Contract No. C100910GSC	  	Page 15 of 33

 
enforcement records, agency source code or object code, agency security data, or information identifiable to an individual that relates to any of these types of information. Vendor agrees to hold
Confidential Information in strictest confidence and not to make use of Confidential Information for any purpose other than the performance of this Contract, to release it only to authorized employees or Subcontractors requiring such information for
the purposes of carrying out this Contract, and not to release, divulge, publish, transfer, sell, disclose, or otherwise make the information known to any other party without WSP’s express written consent or as provided by law. Vendor agrees to
release such information or material only to employees or Subcontractors who have signed a nondisclosure agreement, the terms of which have been previously approved by WSP. Vendor agrees to implement physical, electronic, and managerial safeguards
to prevent unauthorized access to Confidential Information. 
  

	 	b.	Vendor agrees to release Confidential Information or material only to Vendor employees or Subcontractors who have passed a fingerprint-based criminal history background
check and signed Schedule C, Nondisclosure Agreement. WSP approval of Vendor staff is contingent on this Subsection. The cost of fingerprint-based criminal history background checks shall be the responsibility of the WSP. 

 

	 	c.	Immediately upon expiration or termination of this Contract, Vendor shall, at WSP’s option: (i) certify to WSP that Vendor has destroyed all Confidential
Information; or (ii) return all Confidential Information to WSP; or (iii) take whatever other steps WSP requires of Vendor to protect WSP’s Confidential Information. 

 

	 	d.	WSP reserves the right to monitor, audit, or investigate the use of Confidential Information collected, used, or acquired by Vendor through this Contract. The
monitoring, auditing, or investigating may include, but is not limited to, salting databases. 

 Violation of this
section by Vendor or its Subcontractors may result in termination of this Contract and demand for return of all Confidential Information, monetary damages, or penalties. 
 Contract Administration 
 34. Legal Notices. 

Any notice or demand or other communication required or permitted to be given under this Contract or applicable law shall be effective
only if it is in writing and signed by the applicable party, properly addressed, and either delivered in person, or by a recognized courier service, or deposited with the United States Postal Service as first-class mail, postage prepaid to the
parties at the addresses provided in this section. For purposes of complying with any provision in this Contract or applicable law that requires a “writing,” such communication, when digitally signed with a Washington State Licensed
Certificate, shall be considered to be “in writing” or “written” to an extent no less than if it were in paper form. 
  

							
	 To Vendor at:
	  	To WSP at:
				
		  	Intellinetics, Inc.	  		  	Washington State Patrol
	Attn:	  	Matthew Chretien	  	Attn:	  	Mr. Jeff Hugdahl
		  	2190 Dividend Drive	  		  	PO Box 42602
		  	Columbus OH 43228-3806	  		  	Olympia WA 98504-2602
	Phone:
	  	(614)921-8170	  	 Phone: (360)596-4052

	E-mail:
	  	matt@intellinetics.com	  	 E-mail: jeff.hugdahl@wsp.wa.gov

  

			
	WSP Contract No. C100910GSC	  	Page 16 of 33

 Notices shall be effective upon receipt or four (4) Business Days after mailing,
whichever is earlier. The notice address as provided herein may be changed by written notice given as provided above. 
 In the
event that a subpoena or other legal process commenced by a third party in any way concerning the Software or Services provided pursuant to this Contract is served upon Vendor or WSP, such party agrees to notify the other party in the most
expeditious fashion possible following receipt of such subpoena or other legal process. Vendor and WSP further agree to cooperate with the other party in any lawful effort by the other party to contest the legal validity of such subpoena or other
legal process commenced by a third party. 
 When either the Vendor or WSP changes one of the assignments listed in Schedule C,
the responsible party shall notify in writing to all persons with assignments as listed in Schedule C. 
  

	35.	Vendor Account Manager. 

Vendor shall appoint an Account Manager for WSP’s account under this Contract who will provide oversight of Vendor activities
conducted hereunder. Vendor’s Account Manager will be the principal point of contact for WSP concerning Vendor’s performance under this Contract. Vendor shall notify WSP Contract Administrator and Project Manager, in writing, when there is
a new Vendor Account Manager assigned to this Contract. The Vendor Account Manager information is: 
 Vendor Account Manager:
Matthew Chretien 
 Address: 2190 Dividend Drive, Columbus OH 43228-3806 

Phone: (614) 921-8170              E-mail: matt@intellinetics.com

  

	36.	WSP Project Manager. 

 WSP
shall appoint Ms. Paula Breshears, who will be WSP Project Manager for this Contract and will provide oversight of the activities conducted hereunder. WSP Project Manager will be the principal contact for Vendor concerning business
activities under this Contract. WSP shall notify Vendor, in writing, when there is a new WSP Project Manager assigned to this Contract. 
  

	37.	Section Headings, Incorporated Documents and Order of Precedence (required). 

The headings used herein are inserted for convenience only and shall not control or affect the meaning or construction of any of the
sections. Each of the documents listed below is, by this reference, incorporated into this Contract as though fully set forth herein. 
 Schedule A; 
 RFP No. C100910GSC; 

Any SOW entered into pursuant to this Contract; and 
 All Vendor or manufacturer publications, written materials and schedules, charts, diagrams, tables, descriptions, other written representations and any other supporting materials Vendor made available to
WSP and used to affect the sale of Software to WSP. 

  

			
	WSP Contract No. C100910GSC	  	Page 17 of 33

 In the event of any inconsistency in this Contract, the inconsistency shall be resolved in
the following order of precedence: 
 Applicable federal and state statutes, laws, and regulations; 

Sections of this Contract; 
 Any SOW entered into pursuant to this Contract; 
 RFP No. C100910GSC; and

 All Vendor or manufacturer publications, written materials and schedules, charts, diagrams, tables, descriptions, other
written representations and any other supporting materials Vendor made available to WSP and used to affect the sale of Software to WSP. 
  

	38.	Entire Agreement (required). 

 This Contract sets forth the entire agreement between the parties with respect to the subject matter hereof and except as provided in the section titled Vendor Commitments, Warranties and Representations,
understandings, agreements, representations, or warranties not contained in this Contract or a written amendment hereto shall not be binding on either party. Except as provided herein, no alteration of any of the terms, conditions, delivery, Price,
quality, or Specifications of this Contract will be effective without the written consent of both parties. 
  

	39.	Authority for Modifications and Amendments. 

 No modification, amendment, alteration, addition, or waiver of any section or condition of this Contract shall be effective or binding unless it is in writing and signed by WSP and Vendor Contracting
Officers. Only WSP Contracting Officer shall have the express, implied, or apparent authority to alter, amend, modify, add, or waive any section or condition of this Contract on behalf of WSP. 

 

	40.	Independent Status of Vendor (required). 

 In the performance of this Contract, the parties will be acting in their individual, corporate or governmental capacities and not as agents, employees, partners, joint ventures, or associates of one
another. The parties intend that an independent contractor relationship will be created by this Contract. The employees or agents of one party shall not be deemed or construed to be the employees or agents of the other party for any purpose
whatsoever. Vendor shall not make any claim of right, privilege or benefit which would accrue to an employee under chapter 41.06 RCW or Title 51 RCW. 
  

	41.	Governing Law (required). 

This Contract shall be governed in all respects by the law and statutes of the state of Washington, without reference to conflict of law
principles. However, if the Uniform Computer Information Transactions Act (UCITA) or any substantially similar law is enacted as part of the law of the state of Washington, said statute will not govern any aspect of this Contract or any license
granted hereunder, and instead the law as it existed prior to such enactment will govern. The jurisdiction for any action hereunder shall be exclusively in the Superior Court for the state of Washington. The venue of any action hereunder shall be in
the Superior Court for Thurston County, Washington. 

  

			
	WSP Contract No. C100910GSC	  	Page 18 of 33

	42.	Subcontractors. 

 Vendor
may, with prior written permission from WSP Contracting Officer, which consent shall not be unreasonably withheld, enter into subcontracts with third parties for its performance of any part of Vendor’s duties and obligations. In no event shall
the existence of a subcontract operate to release or reduce the liability of Vendor to WSP for any breach in the performance of Vendor’s duties. For purposes of this Contract, Vendor agrees that all Subcontractors shall be held to be agents of
Vendor. Vendor shall be liable for any loss or damage to WSP, including but not limited to personal injury, physical loss, harassment of WSP employee, or violations of the Patent and Copyright Indemnification, Protection of WSP’s Confidential
Information, and Software Ownership sections of this Contract occasioned by the acts or omissions of Vendor’s Subcontractors, their agents or employees. The Patent and Copyright Indemnification, Protection of WSP’s Confidential
Information, Software Ownership, Publicity and Review of Vendor’s Records sections of this Contract shall apply to all Subcontractors. 
  

	43.	Assignment. 

 With the
prior written consent of WSP Contracting Officer, which consent shall not be unreasonably withheld, Vendor may assign this Contract including the proceeds hereof, provided that such assignment shall not operate to relieve Vendor of any of its duties
and obligations hereunder, nor shall such assignment affect any remedies available to WSP that may arise from any breach of the sections of this Contract, or warranties made herein including but not limited to, rights of setoff. 

WSP may assign this Contract to any public agency, commission, board, or the like, within the political boundaries of the state of
Washington, provided that such assignment shall not operate to relieve WSP of any of its duties and obligations hereunder. 
  

	44.	Publicity (required). 

The award of this Contract to Vendor is not in any way an endorsement of Vendor or Vendor’s products by WSP and shall not be so
construed by Vendor in any advertising or other publicity materials. 
 Vendor agrees to submit to WSP, all advertising, sales
promotion, and other publicity materials relating to this Contract or any Product furnished by Vendor wherein WSP’s name is mentioned, language is used, or Internet links are provided from which the connection of WSP’s name therewith may,
in WSP’s judgment, be inferred or implied. Vendor further agrees not to publish or use such advertising, sales promotion materials, publicity or the like through print, voice, the World Wide Web, and other communication media in existence or
hereinafter developed without the express written consent of WSP prior to such use. 
  

	45.	Review of Vendor’s Records (required). 

 Vendor and its Subcontractors shall maintain books, records, documents and other evidence relating to this Contract, including but not limited to protection and use of WSP’s Confidential Information,
and accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature invoiced in the performance of this Contract. Vendor shall retain all such records for six (6) years after the
expiration or termination of this Contract. Records involving matters in litigation related to this Contract shall be kept for either one (1) year following the termination of litigation, including all appeals, or six (6) years from the
date of expiration or termination of this Contract, whichever is later. 
 All such records shall be subject at reasonable times
and upon prior notice to examination, inspection, copying, or audit by personnel so authorized by WSP’s Contract Administrator and/or the Office of the State Auditor and federal officials so authorized by law, rule, regulation or contract, when
applicable, at no additional cost to the State. Vendor shall be responsible for any audit exceptions or disallowed costs incurred by Vendor or any of its Subcontractors. 

  

			
	WSP Contract No. C100910GSC	  	Page 19 of 33

 Vendor shall incorporate in its subcontracts this section’s records retention and
review requirements. 
 It is agreed that books, records, documents, and other evidence of accounting procedures and practices
related to Vendor’s cost structure, including overhead, general and administrative expenses, and profit factors shall be excluded from WSP’s review unless the cost or any other material issue under this Contract is calculated or derived
from these factors. 
 Vendor shall provide right of access to its facilities to WSP, or any of WSP’s officers, or to any
other authorized agent or official of the state of Washington or the federal government, at all reasonable times, in order to monitor and evaluate performance, compliance, and/or quality assurance under this Contract. 

 

	46.	Reporting and Status 

Both parties shall communicate regularly about SOW status, problem reports, change requests, general issues, and related matters at least
monthly or more often as needed. Such reports shall be made through WSP’s Project Manager and the Vendor Account Manager. Each party shall respond to the other within two business days on any query, issue, or request with status; expected time
of answer if not given; and possible course(s) of action. 
 General Provisions 

 

	47.	Patent and Copyright Indemnification (required). 

  

	 	a.	Vendor, at its expense, shall defend, indemnify, and save WSP harmless from and against any claims against WSP that any Product supplied hereunder, or WSP’s use of
the Product within the terms of this Contract, infringes any patent, copyright, utility model, industrial design, mask work, trade secret, trademark, or other similar proprietary right of a third party worldwide. Vendor shall pay all costs of such
defense and settlement and any penalties, costs, damages and attorneys’ fees awarded by a court or incurred by WSP provided that WSP: 

 Promptly notifies Vendor in writing of the claim, but WSP’s failure to provide timely notice shall only relieve Vendor from its indemnification obligations if and to the extent such late notice
prejudiced the defense or resulted in increased expense or loss to Vendor; and 
 Cooperates with and agrees to use its best
efforts to encourage the Office of the Attorney General of Washington to grant Vendor sole control of the defense and all related settlement negotiations. 
  

	 	b.	 If such claim has occurred, or in Vendor’s opinion is likely to occur, WSP agrees to permit Vendor, at its option and expense, either to procure
for WSP the right to continue using the Product or to replace or modify the same so that they become noninfringing and functionally equivalent. If use of the Product is enjoined by a court and Vendor determines that none of these alternatives is
reasonably available, Vendor, at its risk and expense, will take back the Product and provide WSP a refund. In the case of Product, Vendor shall refund to WSP its depreciated value. No termination charges will be payable on such returned Product,
and WSP will pay only those charges that were 

  

			
	WSP Contract No. C100910GSC	  	Page 20 of 33

 
payable prior to the date of such return. Depreciated value shall be calculated on the basis of a useful life of four (4) years commencing on the date of purchase and shall be an equal
amount per year over said useful life. The depreciation for fractional parts of a year shall be prorated on the basis of three hundred sixty-five (365) days per year. In the event the Product has been installed less than one (1) year, all
costs associated with the initial installation paid by WSP shall be refunded by Vendor. 
 c. Vendor has no liability for any
claim of infringement arising solely from: 
 Vendor’s compliance with any designs, specifications or instructions of WSP;

 Modification of the Product by WSP or a third party without the prior knowledge and approval of Vendor; or 

Use of the Product in a way not specified by Vendor; 
 unless the claim arose against Vendor’s Product independently of any of these specified actions. 
  

	48.	Save Harmless (required). 

Vendor shall defend, indemnify, and save WSP harmless from and against any claims, including reasonable attorneys’ fees resulting
from such claims, by third parties for any or all injuries to persons or damage to property of such third parties arising from intentional, willful or negligent acts or omissions of Vendor, its officers, employees, or agents, or Subcontractors,
their officers, employees, or agents. Vendor’s obligation to defend, indemnify, and save WSP harmless shall not be eliminated or reduced by any alleged concurrent WSP negligence. 

 

	49.	Licensing Standards. 

Vendor shall comply with all applicable local, state, and federal licensing, accreditation and registration requirements and standards
necessary in the performance of this Contract. (See, for example, chapter 19.02 RCW for state licensing requirements and definitions.) 
  

	50.	OSHA/WISHA. 

 Vendor
represents and warrants that its Products, when shipped, are designed and manufactured to meet then current federal and state safety and health regulations. Vendor agrees to indemnify and hold WSP harmless from all damages assessed against WSP as a
result of the failure of the Products furnished under this Contract to so comply. 
  

	51.	Antitrust Violations. 

Vendor and WSP recognize that, in actual economic practice, overcharges resulting from antitrust violations are usually borne by WSP.
Therefore, Vendor hereby assigns to WSP any and all claims for such overcharges as to goods and services purchased in connection with this Contract, except as to overcharges not passed on to WSP resulting from antitrust violations commencing after
the date of the bid, quotation, or other event establishing the Price under this Contract. 
  

	52.	Compliance with Civil Rights Laws (required). 

 During the performance of this Contract, Vendor shall comply with all federal and applicable state nondiscrimination laws, including but not limited to: Title VII of the Civil Rights Act, 42 U.S.C.
§12101 et seq.; the Americans with Disabilities Act (ADA); and Title 49.60 RCW, Washington Law Against Discrimination. In the event of Vendor’s noncompliance or refusal to comply with any nondiscrimination law, regulation or policy, this
Contract may be rescinded, canceled, or terminated in whole or in part under the Termination for Default sections, and Vendor may be declared ineligible for further contracts with WSP. 

  

			
	WSP Contract No. C100910GSC	  	Page 21 of 33

	53.	Severability (required). 

If any term or condition of this Contract or the application thereof is held invalid, such invalidity shall not affect other terms,
conditions, or applications which can be given effect without the invalid term, condition, or application; to this end the terms and conditions of this Contract are declared severable. 

 

	54.	Waiver (required). 

Waiver of any breach of any term or condition of this Contract shall not be deemed a waiver of any prior or subsequent breach. No term or
condition of this Contract shall be held to be waived, modified, or deleted except by a written instrument signed by the parties. 
  

	55.	Vendor’s Proprietary Information (required). 

 Vendor acknowledges that WSP is subject to chapter 42.56 RCW and that this Contract shall be a public record as defined in chapter 42.56 RCW. Any specific information that is claimed by Vendor to be
Proprietary Information must be clearly identified as such by Vendor. To the extent consistent with chapter 42.56 RCW, WSP shall maintain the confidentiality of all such information marked Proprietary Information. If a public disclosure request is
made to view Vendor’s Proprietary Information, WSP will notify Vendor of the request and of the date that such records will be released to the requester unless Vendor obtains a court order from a court of competent jurisdiction enjoining that
disclosure. If Vendor fails to obtain the court order enjoining disclosure, WSP will release the requested information on the date specified. 

Disputes and Remedies 
  

	56.	Disputes (required). 

 In
the event a dispute arises under this Contract, it shall be handled by a Dispute Resolution Panel in the following manner. Each party to this Contract shall appoint one member to the Panel. These two appointed members shall jointly appoint an
additional member. The Dispute Resolution Panel shall review the facts, Contract terms and applicable statutes and rules and make a determination of the dispute as quickly as reasonably possible. The determination of the Dispute Resolution Panel
shall be final and binding on the parties hereto. WSP and Vendor agree that, the existence of a dispute notwithstanding, they will continue without delay to carry out all their respective responsibilities under this Contract that are not affected by
the dispute. 
  

	57.	Attorneys’ Fees and Costs. 

 If any litigation is brought to enforce any term, condition, or section of this Contract, or as a result of this Contract in any way, the prevailing party shall be awarded its reasonable attorneys’
fees together with expenses and costs incurred with such litigation, including necessary fees, costs, and expenses for services rendered at both trial and appellate levels, as well as subsequent to judgment in obtaining execution thereof.

 In the event that the parties engage in arbitration, mediation or any other alternative dispute resolution forum to resolve a
dispute in lieu of litigation, both parties shall share equally in the cost of the alternative dispute resolution method, including cost of mediator or arbitrator. In addition, each party shall be responsible for its own attorneys’ fees
incurred as a result of the alternative dispute resolution method. 

  

			
	WSP Contract No. C100910GSC	  	Page 22 of 33

	58.	Non-Exclusive Remedies. 

The remedies provided for in this Contract shall not be exclusive but are in addition to all other remedies available under law.

  

	59.	Liquidated Damages 

  

	 	a.	General. Any delay by the Contractor in meeting the delivery date set forth in this Contract will interfere with the proper implementation of WSP’s programs
and will result in loss and damage to WSP. As it would be impracticable to fix the actual damage sustained in the event of any such failure(s) to perform, both parties agree that in the event of any such failure(s) to perform, the amount of damage
which will be sustained will be the amount set forth in the following subsections and the parties agree that the Contractor shall pay such amounts as liquidated damages and not as a penalty. Liquidated damages provided under the terms of this
Contract are subject to the same limitations as provided in the section titled Limitation of Liability. 

  

	 	b.	Specific. If the Contractor does not deliver the Products as identified in SOW(s), the Contractor shall provide a revised Delivery Date and pay to WSP as fixed
and agreed liquidated damages, in lieu of all other damages due to such delay, for each calendar day between the specified Delivery Date and the date that the Contractor actually provides the Products an amount of $100 per day. If the revised
Delivery Date is more than thirty (30) calendar days from the original Delivery Date, then by written notice to the Contractor, WSP may immediately terminate the right of the Contractor to provide the Products, and WSP may obtain substitute
Products from another vendor. In this event, the Contractor shall be liable for fixed and agreed-upon liquidated damages, in lieu of all other damages due to such delay, in the amount specified above, until the substitute Product(s) is provided, or
a maximum of ninety (90) calendar days from the original Delivery Date, whichever occurs first. 

  

	60.	Failure to Perform. 

 If
Vendor fails to perform any substantial obligation under this Contract, WSP shall give Vendor written notice of such Failure to Perform. If after thirty (30) calendar days from the date of the written notice Vendor still has not performed, then
WSP may withhold all monies due and payable to Vendor, without penalty to WSP, until such Failure to Perform is cured or otherwise resolved. 
  

	61.	Limitation of Liability (required). 

 The parties agree that neither Vendor nor WSP shall be liable to each other, regardless of the form of action, for consequential, incidental, indirect, or special damages except a claim related to bodily
injury or death, or a claim or demand based on a Date Warranty or No Surreptitious Code Warranty issue or patent, copyright, or other intellectual property right infringement, in which case liability shall be as set forth elsewhere in this Contract.
This section does not modify any sections regarding liquidated damages or any other conditions as are elsewhere agreed to herein between the parties. The damages specified in the sections titled OSHA/WISHA, Termination for Default, and Review of
Vendor’s Records are not consequential, incidental, indirect, or special damages as that term is used in this section. 

Neither Vendor nor WSP shall be liable for damages arising from causes beyond the reasonable control and without the fault or negligence
of either Vendor or WSP. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of a governmental body other than WSP acting in either its sovereign or contractual capacity, war, explosions, fires, floods,
earthquakes, epidemics, quarantine restrictions, strikes, 

  

			
	WSP Contract No. C100910GSC	  	Page 23 of 33

 
freight embargoes, and unusually severe weather; but in every case the delays must be beyond the reasonable control and without fault or negligence of Vendor, WSP, or their respective
Subcontractors. 
 If delays are caused by a Subcontractor without its fault or negligence, Vendor shall not be liable for
damages for such delays, unless the Services to be performed were obtainable on comparable terms from other sources in sufficient time to permit Vendor to meet its required performance schedule. 

Neither party shall be liable for personal injury to the other party or damage to the other party’s property except personal injury
or damage to property proximately caused by such party’s respective fault or negligence. 
 Contract Termination 

 

	62.	Termination for Default (required). 

 If the Vendor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then WSP shall give the Vendor written notice
of such failure or violation. The responsible party will correct the violation or failure within thirty (30) calendar days or as otherwise mutually agreed in writing. If the failure or violation is not corrected, this Contract may be terminated
immediately by written notice from WSP to the Vendor. WSP reserves the right to suspend all or part of the Contract, withhold further payments, or prohibit Vendor from incurring additional obligations of funds during investigation of any alleged
Vendor compliance breach and pending corrective action by Vendor or a decision by WSP to terminate the Contract. 
 In the event
of termination of this Contract by WSP, WSP shall have the right to procure the Products and Services that are the subject of this Contract on the open market and Vendor shall be liable for all damages, including, but not limited to: (i) the
cost difference between the original Contract price for the Products and Services and the replacement costs of such Products and Services acquired from another Vendor; (ii) if applicable, all administrative costs directly related to the
replacement of this Contract, such as costs of competitive bidding, mailing, advertising, applicable fees, charges or penalties, staff time costs; and, (iii) any other costs to WSP resulting from Vendor’s breach. WSP shall have the right
to deduct from any monies due to Vendor, or that thereafter become due, an amount for damages that Vendor will owe WSP for Vendor’s default. 
 If the Failure to Perform is without the defaulting party’s control, fault, or negligence, the termination shall be deemed to be a Termination for Convenience. 

This section shall not apply to any failure(s) to perform that results from the willful or negligent acts or omissions of the aggrieved
party. 
  

	63.	Termination for Convenience. 

 When, at the sole discretion of WSP, it is in the best interest of the State, WSP Contracting Officer may terminate this Contract, in whole or in part, by thirty (30) calendar days written notice to
Vendor. If this Contract is so terminated, WSP is liable only for payments required by the terms of this Contract for Software and Services received and Accepted by WSP prior to the effective date of termination. 

 

	64.	Termination for Withdrawal of Authority. 

 In the event that WSP’s authority to perform any of its duties is withdrawn, reduced, or limited in any way after the commencement of this Contract and prior to normal completion,

  

			
	WSP Contract No. C100910GSC	  	Page 24 of 33

 
WSP may terminate this Contract by seven (7) calendar days written notice to Vendor. No penalty shall accrue to WSP in the event this section shall be exercised. This section shall not be
construed to permit WSP to terminate this Contract in order to acquire similar Services from a third party. 
  

	65.	Termination for Non-Allocation of Funds 

 If funds are not allocated to WSP to continue this Contract in any future period, WSP may terminate this Contract by seven (7) calendar days’ written notice to Vendor or work with Vendor to
arrive at a mutually acceptable resolution of the situation. WSP will not be obligated to pay any further charges for Services including the net remainder of agreed to consecutive periodic payments remaining unpaid beyond the end of the then current
period. WSP agrees to notify Vendor in writing of such non-allocation at the earliest possible time. No penalty shall accrue to WSP in the event this section shall be exercised. This section shall not be construed to permit WSP to terminate this
Contract in order to acquire similar products or services from a third party. 
  

	66.	Termination for Conflict of Interest. 

 WSP may terminate this Contract by written notice to Vendor if WSP determines, after due notice and examination, that any party has violated chapter 42.52 RCW, Ethics in Public Service or any other laws
regarding ethics in public acquisitions and procurement and performance of contracts. In the event this Contract is so terminated, WSP shall be entitled to pursue the same remedies against Vendor as it could pursue in the event Vendor breaches this
Contract. 
  

	67.	Termination Procedure. 

In addition to the procedures set forth below, if WSP terminates this Contract, Vendor shall follow any procedures WSP specifies in
WSP’s Notice of Termination. 
 Upon termination of this Contract, WSP, in addition to any other rights provided in this
Contract, may require Vendor to deliver to WSP any property, Products, or Work Products specifically produced or acquired for the performance of such part of this Contract as has been terminated. 

Unless otherwise provided herein, WSP shall pay to Vendor the agreed-upon price, if separately stated, for the Products or Services
received and Accepted by WSP, provided that in no event shall WSP pay to Vendor an amount greater than Vendor would have been entitled to if this Contract had not been terminated. Failure to agree with such determination shall be a dispute within
the meaning of the Disputes section of this Contract. WSP may withhold from any amounts due Vendor such sum as WSP determines to be necessary to protect WSP from potential loss or liability. 

Vendor shall pay amounts due WSP as the result of termination within thirty (30) calendar days of notice of amounts due. If Vendor
fails to make timely payment, WSP may charge interest on the amounts due at one percent (1%) per month until paid in full. 
  

	68.	Covenant Against Contingent Fees. 

 Vendor warrants that no person or selling agency has been employed or retained to solicit or secure this Contract upon any agreement or understanding for a commission, percentage, brokerage, or contingent
fee, except bona fide employees or a bona fide established commercial or selling agency of Vendor. 
 In the event Vendor
breaches this section, WSP shall have the right to either annul this Contract without liability to WSP, or, in WSP’s discretion, deduct from payments due to Vendor, or otherwise recover from Vendor, the full amount of such commission,
percentage, brokerage, or contingent fee. 

  

			
	WSP Contract No. C100910GSC	  	Page 25 of 33

 Contract Execution 
  

	69.	Authority to Bind. 

 The
signatories to this Contract represent that they have the authority to bind their respective organizations to this Contract. 
  

	70.	Counterparts. 

 This
Contract may be executed in counterparts or in duplicate originals. Each counterpart or each duplicate shall be deemed an original copy of this Contract signed by each party, for all purposes. 

In Witness Whereof, the parties hereto, having read this Contract in its entirety, including all attachments, do agree in each and every particular and
have thus set their hands hereunto. 
 This Contract is effective this 28th day of July, 2010 

 

					
	For the Washington State Patrol:	 		 	For Intellinetics, Inc.
			
	D. J. Karnitz	 		 	Matthew L. Chretien
	 Signature
	 		 	Signature
		 		 	
	D. J. Karnitz 7-28-10	 		 	Matthew L. Chretien
	 Print or Type Name

Date
	 		 	 Print or Type Name

Date

		 		 	
	 Deputy Chief
	 		 	President
	 Title
	 		 	Title

  

					
	 Approved as to Form
	 		 	
			
	 State of Washington

Office of the Attorney General
	 		 	
			
	 On File
	 		 	
	 Signature
	 		 	
			
	[ILLEGIBLE]	 		 	
	 Print or Type Name
	 		 	
			
	 Assistant Attorney
General                 7/28/10
	 		 	
	 Title
                                         
           Date
	 		 	

  

			
	WSP Contract No. C100910GSC	  	Page 26 of 33

 Schedule A 
 Authorized Product and Price List 
 Application Software Costs 

 

																			
	Application Software Description	  	Required
Quantity	 	  	 Package Name
	  	Package
Cost per
License	 	  	Total Cost
All
Licenses	 	  	Annual
Maintenance
Cost	 
	 Electronic Collision Report Application—Production
	   

	 The Main WRECR software platform upon with commercially available and customized components will operate, Enterprise
License
	  	 	1	  	  	Intellivue GX Enterprise License (restricted to WRECR solution use).	  	 	$50,000	  	  	 	$50,000	  	  	 	$10,000	  
	 Automated Redaction Engine for GX
	  	 	1	  	  	Redactivue	  	 	Included	  	  	 	Included	  	  	 	Included	  
	 Web Services Application Programming Interface
	  	 	1	  	  	ICMCore	  	 	Included	  	  	 	Included	  	  	 	Included	  
	 Data Import Services for importing reports from WSDOT
	  	 	1	  	  	Content Importer	  	 	Included	  	  	 	Included	  	  	 	Included	  
	 Electronic Collision Report Application—Development
	   

	 Custom Winform and web browser based modules for all WSP WRECR requirements not met through Base GX platform
	  	 	1	  	  	N/A	  	 	$50,000	  	  	 	$50,000	  	  	 	$10,000	  
	 Electronic Collision Report Application—Test
	   

	 N/A
	  				  		  				  				  			
	 Electronic Collision Report Application—Other (optional)
	   

	 N/A
	  				  		  				  				  			
	 Interfaces
	   

	 WSDOT Import Services Interface
	  	 	1	  	  	 Content
 Importer

Interface
	  	 	Included	  	  	 	Included	  	  	 	$1,250	  
	 OST Bank Processing Interface
	  	 	1	  	  	Bank Care Processing Interface	  	 	Included	  	  	 	Included	  	  	 	$3,750	  
	 TOTAL
	   
	  	 	$100,000	  	  	 	$25,000	  

  

			
	WSP Contract No. C100910GSC	  	Page 27 of 33

 System Software Costs 

							
	System Software Description	  	 Release/Level
	  	 Cost
	  	 Annual

Maintenance

Cost

	 Production

	 Windows OS
	  	2008	  	$1,000	  	N/A
	 SQL Server
	  	2008 R2 1 CPU	  	$9,000	  	N/A
	 Development

	 N/A
	  		  		  	
	 Test

	 N/A
	  		  		  	
	 Other (optional)

	 N/A
	  		  		  	
		  	TOTAL	  	$10,000	  	N/A

 System Hardware Costs 
  

									
	Hardware Component
Description	  	 Make/Model, Part Number
	  	 Required

Quantity
	  	 Total

Purchase

Cost
	  	 Annual

Maintenance

Cost

	 Server- HP DL360,4GB I HP DL360 RAM, 250GB RAIDO Drives, Redundant Power
	  	HP DL360	  	1	  	$5,000	  	$768
	 Development

	 N/A
	  		  		  		  	
	 Test

	 N/A
	  		  		  		  	
	 Other (optional)

	 N/A
	  		  		  		  	
	 TOTAL
	  		  	$5,000	  	$768

 Other Implementation Costs 
  

					
	 Pre-lmplementation Activities
	  	$	5,000	  
	 Design
	  	$	10,000	  
	 Installation
	  	$	5,000	  
	 Integration
	  	$	0	  
	 Project Management
	  	$	12,500	  
	 Training
	  	$	2,500	  
	 Documentation
	  	$	0	  
	 Out-of-Pocket-Expenses (travel, per diem, etc.)
	  	$	0	  
	
                    TOTAL
	  	$	35,000	  

  

  

			
	WSP Contract No. C100910GSC	  	Page 28 of 33

  

					
	 Hourly Rate for Future Enhancements
	  	$	125.00	  

 Total Onetime Costs 

					
	 Application Software
	  	$	100,000	  
	 System Software
	  	$	10,000	  
	 Hardware
	  	$	5,000	  
	 Other Implementation Costs
	  	$	35,000	  
	 Subtotal
	  	$	150,000	  
	 Optional Costs
	  	$	0	  
	 Total Onetime Costs Including Options
	  	$	150,000	  

 Annual Recurring Costs 

					
	 Application Software Maintenance
	  	$	25,000	  
	 System Software Maintenance
	  	$	0	  
	 Hardware Maintenance (3 yr 24x7x4)
	  	$	768	  
	 Other Recurring Costs
	  	$	0	  
	 Total Annual Recurring costs
	  	$	25,768	  

  

			
	WSP Contract No. C100910GSC	  	Page 29 of 33

 Schedule B 
 Nondisclosure Agreement 
 As an employee, agent or Subcontractor of the Intellinetics Inc.,
I acknowledge that some of the material and information that may come into my possession or knowledge in connection with Washington State Patrol Contract Number C100910GSC (Contract) or its performance may consist of information that is exempt from
disclosure to the public or other unauthorized persons under either chapter 42.56 RCW or other state or federal statutes (“Confidential Information”). Confidential Information includes, but is not limited to, names, addresses, Social
Security numbers, e-mail addresses, telephone numbers, financial profiles, credit card information, driver’s license numbers, medical data, law enforcement records, agency source code or object code,-agency security data, or information
identifiable to an individual that relates to any of these types of information. 
 I agree to hold Confidential Information in strictest
confidence and not to make use of Confidential Information for any purpose other than the performance of this Contract, to release it only to authorized employees or Subcontractors requiring such information for the purposes of carrying out this
Contract, and not to release, divulge, publish, transfer, sell, disclose, or otherwise make it known to any other party without the Washington State Patrol’s express written consent or as provided by law. I agree to release such information or
material only to employees or Subcontractors who have signed a Nondisclosure Agreement substantially the same as this Nondisclosure Agreement. I also agree to implement physical, electronic, and managerial safeguards to prevent unauthorized access
to Confidential Information. 
 Immediately upon expiration or termination of this Contract, my employment with the Intellinetics, Inc., or the
contractual relationship with the Intellinetics, Inc. if I am a subcontractor, I shall surrender any and all Confidential Information in my possession to Intellinetics, Inc. for its disposition according to the terms of the Contract. 

I understand that I am subject to all applicable state and federal laws, rules, and regulations, including RCW 10.97, violation of which may result in
criminal prosecution. 
  

			
	 
	Signature of Employee or Subcontractor
		
		 	 
		 	 Printed Name and Title

		
		 	 
		 	Date

  

			
	WSP Contract No. C100910GSC	  	Page 32 of 33

 Schedule C 
 Contact Information for Vendor and WSP 
  

					
	 Vendor Account Manager

		 	Name:	  	Matthew L. Chretien
		 	Address:	  	2190 Dividend Drive
		 		  	Columbus, Ohio 43228
		 	Phone:	  	614-921-8170
		 	Fax:	  	614-850-2789
		 	E-mail:	  	matt@intellinetics.com
	
	 Vendor Project Manager

		 	Name:	  	Michael A. Beck
		 	Address:	  	2190 Dividend Drive
		 		  	Columbus, Ohio 43228
		 	Phone:	  	614-921-8170
		 	Fax:	  	614-850-2789
		 	E-mail:	  	mbeck@intellinetics.com
	
	 WSP Project Manager

		 	Name:	  	Ms. Paula Breshears
		 		  	WSP
		 	Physical Address:	  	                            
                                         
   Mailing Address:
		 		  	403 Cleveland Ave
SE                                         PO Box
42646
		 		  	Suite
C                                         
                          Olympia WA 98504-2646
		 		  	Tumwater, WA 98501
		 	Phone:	  	360-705-5387
		 	Fax:	  	360-705-5784
		 	E-mail:	  	paula.breshears@wsp.wa.gov
	
	 WSP Contracts Manager

		 	Name:	  	Mr. Jeff Hugdahl
		 		  	WSP
		 	Physical Address	  	                             
                                         
  Mailing Address:
		 		  	210-11th Ave
SW                                         
                PO Box 42602
		 		  	Room
116                                         
                            Olympia, WA 98504-2602
		 		  	Olympia WA 98501
		 	Phone:	  	360-596-4052
		 	Fax:	  	360-596-4078
		 	E-mail:	  	jeff.hugdahl@wsp.wa.gov
	
	 WSP Billing Address:

		 	Name:	  	ITD Fiscal Unit
		 		  	WSP
		 	Address:	  	PO Box 42622
		 		  	Olympia WA 98504-2622
		 	Phone:	  	360-705-5183
		 	Fax:	  	360- 705-5784

  

			
	WSP Contract No. C100910GSC	  	Page 33 of 33

 Exhibit A, RFP No. C100910GSC 

WSP Contract No. C100910GSC 
  

 
 STATE OF WASHINGTON 
 Washington State Patrol 
 RFP No: C100910GSC 

Amendment 1 

June 3, 2010 
  

			
	Project Title:	  	Washington Request for Electronic Collision Records
		
	Proposal	  	
	Due date:	  	No later than 5:00 p.m. PST on June 7, 2010
	Send to:	  	Paula Breshears, RFP Coordinator
		  	Information Technology Division
		  	403 Cleveland Ave., Suite C
		  	Tumwater, WA 98501-3311

 The following is an amendment to RFP No. C100910GSC. All other terms and conditions of the RFP that have not been revised
by this amendment remain in full force and effect. 
  

	A.	Vendor Questions and Answers. Per Section VIII.E, Vendor Questions and Answers, below are questions posed by potential vendors responding to this RFP, and the
Washington State Patrol’s responses to those questions. 

  

	 	1.	 Question: “.... It mentions that funding for the project would expire on
September 30th. Does this mean that all
functionality must be accepted by that date in order for payment for the functionality to happen? ....” 

 Answer: The current deadline for funding is September 30’ 2010. However, we understand that this project is large and that having the functionality completed by then may be considered
unrealistic by some vendors. We are working with the funding source to acquire an extension. We wanted vendors to be aware of the current funding deadline; however we need vendors to provide us with a realistic timeframe to implement their
proposal. 
  

	 	2.	Question: “.... I think the development effort is probably out of our expertise but I started wondering if there might be a design opportunity here. I’d
love to learn if there might be an opportunity for us to come in as a subcontractor for this project to establish a great interface....” 

  
 Page 1 of 12

 Answer: We require vendors to submit a complete proposal for the product described in
the RFP. For those vendors that cannot provide a complete solution we suggest partnering with another company to provide a proposal. Please see RFP 2.114 (Third Party Vendor) for more information. 

 

	 	3.	Question: Throughout the WSP WRECR RFP the word “Product” is used. Is it safe to assume the State wants an existing software product that meets or at least
approximates the requirements? 

 Answer: That is our preference, however we are willing to look at
custom applications. 
  

	 	4.	Question: Appears that work needs to be done in State facilities (or at least a local presence is required). Should expenses (including service and sales taxes) be
included in our price? 

 Answer: Yes, please include all expenses associated with providing the
product. 
  

	 	5.	Question: Is the WSP currently working with a vendor? 

 Answer: WSP is currently not working with a vendor. 
  

	 	6.	Question: Did the WSP work with a vendor in preparation of this work release? 

Answer: WSP did release and Request for Information (RFI) based on the business requirements for this project. The RFP was refined
based on responses to the RFI. 
  

	 	7.	Question: Will WSP require a fee for the use of office space for the winning project team? 

Answer: There will not be a fee for the use of office space. 

 

	 	8.	Question: “ln regards to the RFP for the development of web-based application to allow public access to collision reports, has Washington State Patrol
considered allowing a vendor to provide this service as an application service provider (ASP) or software as a service (SaaS) approach? ...” 

 Answer: Vendors may propose an ASP solution. However, vendors need to keep in mind that potential legal and continued funding issues would need to be addressed before WSP could enter into a contract
for such a proposal. 

  
 Page 2 of 12

	 	9.	Question: My firm is preparing a proposal for the Washington State Patrol “WRECR” RFP and we’d like to set up a meeting or conference call to discuss
the RFP. I understand you are the primary contact for this RFP, would you be able to help me coordinate? 

Answer: WSP is using a Vendor Question and Answers process per Section 2.6 of the RFP in lieu of a vendor conference. Vendor
questions needed to be submitted in accordance with the RFP in order to be addressed through this RFP amendment. 
  

	 	10.	Question: How are collision reports captured at the scene by the officer/trooper—on paper or electronically? 

Answer: Both. We have troopers who do have computers in their vehicles and do submit collision reports electronically; we also have
troopers who do not have computers in their vehicles who submit paper collision reports. 
  

	 	11.	Question: If collision reports are captured at the scene electronically will WSP make the data available to the selected vendor so the data can be used for collision
inquires? 

 Answer: Per the System Requirement Document [SRS] Attachment A of the RFP-All collision
data both electronic and paper will be delivered to WSP from Washington State Department of Transportation through a daily feed in a file format that is specified in the SRS. The Contractor will have access to test data. 

 

	 	12.	Question: Will the selected vendor be able to charge a convenience fee for each police report sold through the web portal? 

Answer: No. 
  

	 	13.	Question: Will the selected vendor have rights to the data if it is a vendor hosted solution? 

Answer: No. 
  

	 	14.	Question: Pg 29-67—Vendor Technical Proposal—is it expected that vendors be able to meet all mandatory requirements marked with asterisks by the Sept 2010
install date or can mandatory requirements be met in the future? 

  
 Page 3 of 12

 Answer: The mandatory requirements must be met by the time the project is installed.
The current deadline for funding is September 30, 2010. However, we understand that this project is large and that having the functionality completed by then may be considered unrealistic by some vendors. We are working with the funding source
to acquire an extension. We need vendors to provide us with a realistic timeframe to ensure we get a quality product. 
  

	 	15.	Question: Due to the holiday weekend ahead and the extensive amount of requirements contained in the RFP, we would like to request at least a one week extension on
the due date. 

 Answer: At this time we will be unable to allow for your one week extension: the due
date for proposals remains June 7, 2010 by 5:00 pm PST. 
  

	 	16.	Question: “...did something change on this RFP to have it be posted yet again on WEBS? Please advise...” 

Answer: Please keep in mind that this is NOT the Request for Information that was published by WSP few months ago; this is an
entirely new procurement process. 
  

	 	17.	Question: Section 2.3—User Classes and Characteristics specifies seven types of users, would these types (names/roles) be readily available?

 Answer: Specific Names have not been identified for the roles mentioned in Section 2.3 of the
Software Requirements Specification (SRS) as these are the business requirements. The names would be done during the functional requirements with the Contractor. 

 

	 	18.	Question: The redaction is based on the identity/authorization of the above users. Will this information be available at the development ?

 Answer: The redaction will work as described in Section 5.2 of the Software Requirements
Specification (SRS). The application will “know” the role/identity of the user so as to determine the proper redaction use case. 
  

	 	19.	Question: There was no schema that is available for the existing Collision records system. How is the data currently stored? 

Answer: The schema for how the collision records will be sent to WSP as described in Section 7.6 of the SRS. A new
database will need to be created as WSP will now be storing the data that will come from Washington State Department of Transportation (WSDOT). 

  
 Page 4 of 12

	 	20.	Question: Will data migration be a part of the scope of the current development effort. 

Answer: Other than the initial file load from WSDOT, no. 

 

	 	21.	Question: Can a third party shopping cart be used to process payments for the collision records? 

Answer: Yes. Please see RFP Section 2.114 (Third Party Vendor) for more information about using a third party vendor. The
third party will have to adhere to the Office of State Treasurer’s requirements for processing payments. 
  

	 	22.	Question: Section 4.1.2.10 A search query performed by Authorized WSP Collision Records personnel can only be placed in “pending status”. Please
confirm if there is a minimum and maximum time limit for this pending status? 

 Answer: We believe
there is some misunderstanding on this requirement. If there is no record found for a specific search by an Authorized WSP Collision Records personnel they, if they choose, can place the “query search” into a pending status to allow for
the query to be run again until the record is either found or for 30 days from the date of the collision ( which would be part of the search criteria) 
  

	 	23.	Question: Section 4.2.2.1 says “The product will allow authorized WSP CRD employees to enter information from a check or money order received. This option is
only viewable by WSP employees.”. The user types mentions that authorized CRD employees have unrestricted access to CR’s, Could you please clarify in what category do WSP employees fit in ? 

Answer: The RFP should have read.... This option is only viewable by WSP CRD Employees. 

 

	 	24.	Question: 4.5.2.3 “The product must provide the ability to enter a pre-assigned account number and password in order to access the billable account” Would
the financial institution provide us API’s or service interfaces which would help us provide this functionality. 

  
 Page 5 of 12

 Answer: The application will not need to interface in this way with a financial
system. This will simply be some basic tracking based on an account number provided by our Budget and Fiscal Services (BFS) unit. The application will track that account number’s use of the system and provide a basic invoice which will be
handled by an external process to receive payment. This requirement is that the account holder must be able to login to this application with the account number and a password so that searches can be attributed to them. The billable accounts are for
high-volume customers who would be billed once a month instead of paying for each individual query as it is performed. 
  

	 	25.	Question: 4.6.1.1.1 “The product must deliver the redacted or non redacted collision report to the requestor in a way that will allow the requestor to print and
save locally” Do you have samples of redacted and non-redacted reports which would help us comprehend the reports required? 

 Answer: Yes, they are available. A redacted sample report is attached to this amendment as Attachment 1; a blank copy of the report is attached to this amendment as Attachment 2. 

 

	 	26.	Question: 4.6.3 Redacting Process is a two step process where the system redacts information and then the WSP staff do a manual redaction. Please confirm if this is
correct? 

 Answer: Only WSP CRD staff will redact. 

 

	 	27.	Question: If the above process is correct we would assume that only authorized WSP CR staff can perform redaction and not WSP staff? Please validate?

 Answer: That is correct. 

 

	 	28.	Question: 4.8.3, 4.8.4 It would be assumed that the system should provide information to store the export information based on the schema provided and generate history,
audit information and reports (where necessary). Please confirm? 

 Answer: That is correct.

  

	 	29.	Question: Can the development be done offshore? 

 Answer: Yes, as long as there would be onsite presence when needed. 

  
 Page 6 of 12

	 	30.	Question: Is onsite presence required? If so, to what extent? Just for requirements gathering and meetings, status updates and during final
implementation/training? 

 Answer: Yes; the extent would be negotiable. We expect the Contractor to be
present onsite for some meetings and status updates; during final Implementation/training; and for clarification on the SRS if needed. Requirements gathering has been completed and published in the SRS. If you feel these items can be done without an
onsite presence please describe how that can be accomplished in your proposal. 
  

	 	31.	Question: Section 7.3 You have indicated a total budget of US$ 150,000 for the entire project. How is this going to be split for Hardware/software costs?

 Answer: We have not determined any split between Hardware and Software costs. We are looking for vendors
to propose their solutions and recommendations. 
  

	 	32.	Question: Can we offer our bid only for Software development? 

 Answer: No; we require you to provide a complete Cost Proposal that addresses all costs associated with implementing the proposal in accordance with Section 7 of the RFP. 

 

	 	33.	Question: Section 2.9.3.1. In case we offer Custom Development, How will our points be scored for Section 5 & Section 6 ?

 Answer: You will be scored based on your answers to Sections 5 and 6, as it is stated in the RFP.

  

	 	34.	Question: Are you particular about an Existing product? 

 Answer: No, we do not have an existing product in mind. 
  

	 	35.	Question: What will be your preference over an existing Product (with/without customizations) Vs Custom Development? 

Answer: Our preference is to use an existing proven product if one is available that meets our needs however we are willing to look
at custom applications. 

  
 Page 7 of 12

	 	36.	Question: Should the proposal include standard annual maintenance costs outside of what is covered under the 150k budget 

Answer: We require you to provide a complete Cost Proposal that addresses all costs associated with implementing the proposal in
accordance with Section 7 of the RFP. 
  

	 	37.	Question: What is expected to be covered under the initial warranty period of two years 

Answer: Any product you provide us will be covered under the initial warranty. 

 

	 	38.	Question: Does WSP have SQL Server licenses, IIS, or Web Server technologies already in place 

Answer: Yes, we do. 
  

	 	39.	Question: Does WSP have a Procurement department? If so, will the vendor need to coordinate purchases with WSP’s Procurement department

 Answer: The Contractor will coordinate purchases through the WSP Project Manager who will work with
WSP’s procurement offices. 
  

	 	40.	Question: Does WSP already have some servers in place that are available to use for this project? If so, how many and which kind 

Answer: Not at this time. We are looking for vendors to propose their solutions and recommendations, and will determine if we have
anything to meet their recommendations already on hand. 
  

	 	41.	Question: Would WSP consider a solution that included a front-end Cloud solution 

Answer: Not at this time 
  

	 	42.	Question: How many days a week would a vendor need to have a consultant available to be on-site 

Answer: We expect the Contractor to be present onsite for some meetings and status updates; during final Implementation/training;
and for clarification on the SRS if needed. Requirements gathering has been completed and published in the SRS. If you feel these items can be done without an onsite presence please describe how that can be accomplished in your proposal.

  
 Page 8 of 12

	 	43.	Question: What kind of transactions (check, credit card, Paypal etc.) would WSP prefer this application support? 

Answer: Check, Credit Card and Billable (generate statements) 

 

	 	44.	Question: Does WSP have a preferred payment engine 

 Answer: Please review Section 5.1 starting at question 17 -29 {Payment} of the RFP. 
  

	 	45.	Question: Does WSP have a preference for an Agile/SCRUM Management Process 

Answer: WSP does prefer the Agile Management Process. 

 

	 	46.	Question: Will temporary testing environments be provided by WSP until procured systems are available 

Answer: Yes, they will be provided to the Contractor. 

 

	 	47.	Question: Will remote users use WSP’s VPN to connect to the WRECR system 

Answer: Yes, only WSP CRD employee’s will be using VPN to connect WRECR. 

 

	 	48.	Question: Is there a central store of user accounts and passwords that account information can be pulled from to determine authorization level of the requestor

 Answer: For WSP employees, yes. For anyone using the system, no; the user classification is in 2.3 of the
Software Requirements Specification (SRS). 
  

	 	49.	Question: What is the expected number of users of the WRECR system 

 Answer: We do not know how many users would be accessing the system simultaneously. 

  
 Page 9 of 12

	 	50.	Question: What is the expected number of daily transactions for the WRECR system 

Answer: Our estimate for daily use would be around 400. This is based on the number of internal WSP employees (20) that would
access it daily and the amount of requests our Collision Records Division get daily (300+) 
  

	 	51.	Question: Can sample resumes of candidates likely to fill project roles be submitted as part of this RFP response or are specific ones required

 Answer: No, we require the specific résumé of the people you are proposing for this
project. 
  

	 	52.	Question: Are there existing vendor relationships and or external services that must be evaluated as part of the engagement? If so, who are the existing
providers 

 Answer: WSP is currently not working with a vendor. 

 

	 	53.	Question: If there is an incumbent vendor is there any unhappiness with that provider 

Answer: There is no incumbent vendor. 
  

	 	54.	Question: Has WSP collaborated with or discussed this project with any vendor prior to releasing this RFP that will also be eligible to provide a proposal
response 

 Answer: WSP did release and Request for Information (RFI) based on the business requirements
for this project. 
  

	 	55.	Question: Is there a person on staff that has dedicated responsibility for this initiative 

Answer: WSP formed a project team that includes an executive sponsor, business owner, business lead, and project manager. The
project manager has responsibility to ensure initiative is completed on time and all requirements are met. 
  

	 	56.	Question: Do the resources need to be based out of the US or can some offshore resources be utilized to keep cost low as long as there is an on-site resource that
fulfills the requirement quoted below. “The Vendor will be required to maintain an on-site presence sufficient to facilitate project communication, knowledge transfer (both business and technical), and complete the analysis and design work
with WSP project staff.” 2.17. RESOURCES 

  
 Page 10 of 12

 Answer: We expect the Contractor to be present onsite for some meetings and status
updates; during final Implementation/training; and for clarification on the SRS if needed. Requirements gathering has been completed and published in the SRS. If you feel these items can be done without an onsite presence please describe how that
can be accomplished in your proposal. 
  

	 	57.	Question: While onsite interviews will capture initial requirements, to what degree can ongoing work be performed offsite or remotely? Do the resources need to be
onsite during all business hours 

 Answer: We expect the Contractor to be present onsite for some
meetings and status updates; during final Implementation/training; and for clarification on the SRS if needed. Requirements gathering has been completed and published in the SRS. If you feel these items can be done without an onsite presence please
describe how that can be accomplished in your proposal. 
  

	 	58.	Question: How many Departments / Business Units would be involved in this project? If it is possible to list all these departments, that would be helpful.

 Answer: The following units are involved within WSP (but not limited to) 

 

	 	•	 	 Criminal Records Division (CRD)—Business owner 

	 	•	 	 Information Technology Division (ITD) 

	 	•	 	 Budget and Fiscal Services (BFS) 

Other state agencies are (but not limited to) 

	 	•	 	 Office of the State Treasurer (OST) 

	 	•	 	 Washington State Department of Transportation (WSDOT) 

 

	 	59.	Question: What kind of existing documentation is available, and how readily is it available 

Answer: The RFP provides directly or summarizes all documentation available on the project, including the SRS and other documents
listed as appendixes in the RFP or the SRS. 
  

	 	60.	Question: Where can we get a copy of the “Certifications and Assurances” document for the Collision Reports project 

Answer: The document “Certifications and Assurances” has been added to this amendment as Attachment 3.

  
 Page 11 of 12

  
 

 

  
 

 

  
 

 

  
 

 

  
 

 

 

 

  
 

 

 Attachment 3—Certifications and Assurances 
 Amendment 1 to RFP No. C100910GSC 
 I/we make the following certifications and assurances as a
required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related
contract(s): 
  

	 	1.	I/we declare that all answers and statements made in the proposal are true and correct. 

 

	 	2.	The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting
competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal. 

  

	 	3.	The attached proposal is a firm offer for a period of 180 days following receipt, and it may be accepted by WSP without further negotiation (except where obviously
required by lack of certainty in key terms) at any time within the 180-day period. 

  

	 	4.	In preparing this proposal, I/we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this
proposal or prospective contract, and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.) 

 

	 	5.	I/we understand that WSP will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of WSP, and I/we claim
no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal. 

  

	 	6.	Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be
disclosed by him/her prior to opening, directly or indirectly to any other Proposer or to any competitor. 

  

	 	7.	I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached Personal Service Contract General Terms and
Conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document. 

  

	 	8.	No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting
competition. 

  

	 	9.	I/we certify that neither the Proposer nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participating in any contract resulting from this procurement by any federal department or agency. Further, if awarded a contract the Proposer agrees not to enter into any arrangements or other contracts with any party that is on the “General
Service Administration List of Parties Excluded from Federal Procurement or Non-procurement Programs” which can be found at www.epls.gov. 

  

			
	 	 	 
	Signature of Proposer
	
	 
	        Title	 	                Date

  
 

 
 Criminal Records Division 

WASHINGTON REQUEST FOR 
 ELECTRONIC COLLISION REPORTS 
 PROJECT (WRECR) 

Request for 

Proposal 

May 17, 2010 
 No use or disclosure of the information contained herein is permitted 
 without
prior written consent. 

  

			
		  	

			
	 Request for Proposal

WRECR
	  	

  
 Table of Contents

  

							
	 1.
	 	Introduction	  	 	5	  
			
		 	1.1.       Overview	  	 	5	  
		 	1.2.       Project Background	  	 	5	  
		 	1.3.       Project Approach	  	 	5	  
		 	1.4.       Project objectives	  	 	6	  
			
	 2.
	 	Provisos of the RFP	  	 	7	  
			
		 	2.1.       Acquisition Coordinator	  	 	7	  
		 	2.2.       RFP Submittal	  	 	7	  
		 	2.3.       Acquisition Method and Process	  	 	8	  
		 	2.4.       Response Due Date	  	 	8	  
		 	2.5.       RFP Schedule	  	 	8	  
		 	2.6.       Vendor Questions and Answers	  	 	8	  
		 	2.7.       Completeness of Response	  	 	9	  
		 	2.8.       RFP Process	  	 	9	  
		 	2.9.       Response Evaluation Process	  	 	10	  
		 	2.10.     Response Part of Contract	  	 	13	  
		 	2.11.     Authorized WSP Representatives	  	 	14	  
		 	2.12.     Amendments	  	 	14	  
		 	2.13.     Response Property of the WSP	  	 	14	  
		 	2.14.     Third Party Vendor	  	 	14	  
		 	2.15.     Use of WSP Facilities - Contract Period	  	 	14	  
		 	2.16.     Mandatory BackGround Check	  	 	15	  
		 	2.17.     Resources	  	 	15	  
		 	2.18.     WSP Staff Involvement in Project	  	 	15	  
		 	2.19.     General Payment Terms	  	 	15	  
		 	2.20.     Response Organization and Number of Copies	  	 	16	  
		 	2.21.     Delivered Response	  	 	17	  
		 	2.22.     Answers to All Sections/Subsections/Appendices Required	  	 	17	  
		 	2.23.     Supplemental Material	  	 	17	  

  

			
	WRECR - RFP	  	Page 2

			
	 Request for Proposal

WRECR
	  	

  
  

									
		 	2.24.	 	Proprietary or Confidential Information	  	 	18	  
		 	2.25.	 	Contractual Language	  	 	18	  
		 	2.26.	 	Payment Processing	  	 	18	  
		 	2.27.	 	Optional Vendor Debriefing	  	 	19	  
		 	2.28.	 	Protest Procedure	  	 	19	  
		 	2.29.	 	Insurance Coverage	  	 	21	  
			
	3.	 	WSP Technical Environment	  	 	24	  
				
		 	3.1.	 	WSP Software Standards	  	 	24	  
		 	3.2.	 	Database Source for Collision Records	  	 	27	  
		 	3.3.	 	Server Environment for Project	  	 	27	  
			
	4.	 	 Vendor Response
	  	 	28	  
				
		 	4.1.	 	Vendor Response to “Vendor Technical Proposal”	  	 	28	  
		 	4.2.	 	Vendor Response to “Vendor management Proposal”	  	 	29	  
		 	4.3.	 	Vendor Response to “Vendor Cost Proposal”	  	 	29	  
		 	4.4.	 	Vendor Response to “Vendor Project management Proposal”	  	 	29	  
			
	5.	 	 Vendor Technical Proposal
	  	 	30	  
				
		 	5.1.	 	General System Requirements	  	 	30	  
		 	5.2.	 	System Management	  	 	61	  
			
	6.	 	 Vendor Management Proposal
	  	 	69	  
				
		 	6.1.	 	Contact Information	  	 	69	  
		 	6.2.	 	Additional Vendor Questions	  	 	69	  
			
	7.	 	 Vendor Cost Proposal
	  	 	74	  
				
		 	7.1.	 	Payment For Project Deliverables	  	 	74	  
		 	7.2.	 	Acceptance Period	  	 	74	  
		 	7.3.	 	Cost REsponse	  	 	74	  
		 	7.4.	 	Identification of Costs	  	 	75	  

  

			
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	 8.     Project Management Proposal
	  		  	 	76	  
			
	Appendix A—Software Requirement Specification	  		  	 	79	  
	Appendix B—Cash Purchase Response	  		  	 	80	  
	Appendix C—Sample WSP Contract	  		  	 	81	  

  

			
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	1.	Introduction 

  

	1.1.	OVERVIEW 

 The Washington
State Patrol (WSP) Criminal Records Division (CRD) Collision Records Section completes approximately 50,000 requests for copies of collision reports annually. These requests come from individuals involved in a collision, parents or legal guardians
of a minor driver; insurers, attorneys or other authorized representatives of a driver involved; or law firms doing research. The response to each request is a manual process of searching, redacting, and collecting fees averaging 1 hour production
time each to complete. They are currently able to complete these requests within 21 days; however, this is directly related to the staffing level. 
  

	1.2.	PROJECT BACKGROUND 

 The
WSP has received federal funding through the Washington Traffic Safety Commission (WTSC) to improve response times to the public and decrease workload for Section staff. The WSP CRD is the business owner for the project with direct interaction with
WSP Budget and Fiscal Services (BFS), WSP Public Disclosure, WSP Information Technology Division (ITD), WTSC, Washington State Department of Transportation (WSDOT) Transportation Data Office, and WSDOT Office of Information Technology. 

The WSP intends to hire a vendor to develop a web-based application to allow public access to collision reports through the Internet. The
application must provide a parameter search for collision reports, automated redacting and printing of selected reports, on-line payment of user fees, and satisfy all public disclosure and records retention requirements. WSP’s collision
reporting database will be the source of the collision reports for the WRECR application with daily feeds from WSDOT. 
  

	1.3.	PROJECT APPROACH 

 The
project approach is to hire a vendor to implement a web-based application to allow public access to collision reports through the Internet. Although WSP’s prefers to have the commercially available solution that might require some customization
to meet all of our needs, we will review custom applications as well. The application must provide a parameter search for collision reports, automated redaction and assembly of selected reports, on-line payment of fees, and satisfy all public
disclosure and records retention requirements. WSP’s collision reporting database will be the source of the collision reports for the WRECR application with daily feeds from WSDOT. The environment and application will all be housed at WSP.

  

			
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 The timeline for this project is based on when the grant funding expires. The grant expires on September 30th, 2010. There is a possibility of a short extension within 2010. However this is not a guarantee, so every effort of a
September 30th project completion should be made. It is further anticipated that WSP will pursue annual support agreements with the vendor, beyond the length of the coverage of the initial warranty period. 

This acquisition will establish the following WRECR environment: 

 

	 	•	 	 A database that will contain the collision records, allow for querying of these records based on specific search parameters.

  

	 	•	 	 A Redaction application—that will automatically redact using specific parameters and also allow for manual redaction.

  

	 	•	 	 A Retention tool that will meet the retention requirements discussed in the document and in the Software Requirements Specification located in Appendix
A. 

 With the WRECR environment in place WSP expects to accomplish the following functions/activities:

  

	 	•	 	 A way for the Requestor to query the collision report database by date and Driver Name along with other parameters to obtain specific collision
reports. 

  

	 	•	 	 A way to process payments before the collision record is viewed. 

 

	 	•	 	 To have the system redact along with manual redaction of a collision report based on information provided by Requestor. 

 

	 	•	 	 The ability to exchange data with external systems. 

  

	 	•	 	 The ability to generate reports, invoices and logs daily, weekly or monthly. 

 

	1.4.	PROJECT OBJECTIVES 

 The
objectives for the WRECR project are to: 
  

	 	•	 	 Procure an WRECR environment system that: 

  

	 	Ø	Complies with the WSP requirements as defined in this RFP. 

  

	 	Ø	Is flexible enough to grow and change with future Collision Records technical and functional requirements (i.e., it is scalable). 

 

	 	Ø	Provides a high level of availability and reliability. 

  

	 	Ø	Provides a high level of user/client satisfaction and is easy to learn and operate. 

 

	 	•	 	 Enter into a business relationship with a WRECR project Vendor that: 

 

	 	Ø	Has a history of successful implementations of similar applications and redaction application with government agencies. 

 

	 	Ø	Has long-term viability as a company. 

  

	 	Ø	Commits to a program of long-term customer satisfaction and support. 

  

			
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	2.	Provisos of the RFP 

  

	2.1.	ACQUISITION COORDINATOR 

The Acquisition Coordinator is the sole point of contact for all official, written communications throughout the proposal development
phase of this acquisition process. All WSP amendments or waivers to the requirements of this document will be distributed under signature of the Acquisition Coordinator. 
 The Acquisition Coordinator will assure that all Vendors are provided equal opportunity for access to WSP resources during proposal development (if necessary). To that end, Vendors are specifically
directed to contact the Acquisition Coordinator, or specified designee(s), to coordinate scheduling of meeting, conferences, or discussions with WSP personnel related to this RFP. 

Unauthorized contact with other WSP employees relative to this RFP could result in information not being relayed to the appropriate
parties and will not be in the best interest of the WSP or potential Vendors. 
 Verbal communications will be considered
unofficial and non-binding on the WSP. Vendors should rely only on written statements issued by the Acquisition Coordinator. 

Ms. Paula Breshears, Acquisition Coordinator 
 Information Technology Division 
 403 Cleveland Avenue SE, Suite C 

Tumwater, Washington 98501  
 paula.breshears@wsp.wa.gov  
 Telephone:    360.705.5387

 Fax:               360.705.5784 

 

	2.2.	RFP SUBMITTAL 

 WSP will
make no payment for any costs incurred in the preparation and submittal of your response. 
 No Obligation to Issue
Solicitations or Contracts—This RFP does not obligate the State of Washington or WSP to issue a solicitation or contract for services specified herein. Only the execution of a written contract will obligate the WSP in accordance with the
terms and conditions contained in such contract. 

  

			
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 WSP hereby
invites you (here after referred to as the “Vendor”) to submit a proposal in response to the requirements and general information requested within this document. 

 

	2.3.	ACQUISITION METHOD AND PROCESS 

 This RFP allows WSP to select the Apparent Successful Vendor (ASV) for the development and implementation of the Washington Request for Electronic Collision Reports system. WSP has advertised to identify
potential Vendors and has also directly contacted Vendors who WSP believes may wish to participate. Vendors are allowed to “team up” to provide improved solutions that are in the best interest of the State and the Vendor(s). In all
instances of Vendor teaming, one Vendor must serve as the prime contractor and bear the responsibility for successful performance in this engagement. 
  

	2.4.	RESPONSE DUE DATE 

 The
RFP’s response components, plus any associated literature, are due to the Acquisition Coordinator by 5:00 PM, PT on June 7, 2010. 
  

	2.5.	RFP SCHEDULE 

 The
following table provides dates for RFP activities. 
  

					
	Event	  	 Date
	  	 Vendor Time

Deadline

			
	 Issue RFP
	  	05/17/2010	  	
			
	 Vendor Questions Due
	  	05/27/2010	  	5:00 PM, PST
			
	 WSP Answers to Vendor Questions
	  	06/01/2010	  	
			
	 RFP Responses Due
	  	06/07/2010	  	5:00 PM, PST
			
	 Evaluate RFP Responses and Score
	  	06/08/2010 - 06/10/2010	  	
			
	 Develop Recommendation
	  	06/11/2010	  	
			
	 Announce Apparent Successful Vendor
	  	06/15/2010	  	
			
	 Vender De-brief Period
	  	06/16/2010 - 06/22/2010	  	5:00 PM, PST
			
	 Protest Period
	  	06/23/2010 - 06/29/2010	  	5:00 PM, PST
			
	 Negotiate Contract begins
	  	06/30/10	  	
	
	 WSP reserves the right to revise the above schedule.

  

	2.6.	VENDOR QUESTIONS AND ANSWERS 

 Specific questions concerning this RFP should be submitted via e-mail to the Acquisition Coordinator. Questions must be received by the Acquisition Coordinator no later than 5:00 p.m. PT on
May 27, 2010. A consolidated list of questions posed by Vendors along with WSP’s answers to those questions will be provided via e-mail and posted on the State of Washington’s General Administration website for Washington’s
Electronic Business Solution (WEBS) resource center at http://www.ga.wa.gov/webs/ on June 1, 2010. A Vendor Conference to address questions may be scheduled, if WSP deems it necessary. 

  

			
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	2.7.	COMPLETENESS OF RESPONSE 

Failure to provide an adequate answer to any section or subsection that requests information or solicits an answer may cause the proposal
to be deemed non-responsive and be disqualified from the evaluation process. 
 By virtue of the submission of a response to this
RFP, the Vendor warrants that the requirements of this RFP have been read and understood. 
  

	2.8.	RFP PROCESS 

 The entire
acquisition process is detailed as follows: 
  

	 	2.8.1.	Release RFP 

 The RFP
includes agency background, project scope and objectives, business and technical requirements, proposal evaluation criteria and methodology, and other pertinent acquisition details. 

 

	 	2.8.2.	Vendor Response to RFP 

Vendors must provide a written response to the RFP. These responses must include all elements identified in the WSP Requirements, General
Information Request, and Vendor’s Cost Proposal sections of the RFP. 
  

	 	2.8.3.	Withdrawal of Response 

Vendors may withdraw submitted responses at any time up to the response due date and time identified in the Section 2.4
“Response Due Date”. To accomplish this, a written request signed by an authorized representative of the Vendor must be submitted to the RFP Coordinator. WSP will accept a faxed or e- mailed letter of withdrawal. After withdrawing a
previously submitted response, the Vendor may submit another response at any time up to the response due date and time. 
  

	 	2.8.4.	Evaluation/Clarification 

WSP staff will evaluate the Vendor responses to the RFP. During this period WSP may also ask clarifying question of any or all Vendors.

  

			
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	 	2.8.5.	Final Score Compilation 

The final score shall be computed by the RFP Acquisition Coordinator and shall be the sum of the various sections of the response and the
Vendor demonstration (if conducted). Refer to Section 2.9, “Response Evaluation Process”, for additional information. The final score will be used to identify the Apparent Successful Vendor and will include reference scores.

  

	 	2.8.6.	Announcement of Apparent Successful Vendor 

 WSP will consider all information and will announce the firm that has been selected as the Apparent Successful Vendor. Contract negotiations will begin following the vender de-brief and protest periods.

  

	2.9.	RESPONSE EVALUATION PROCESS 

 The evaluation team makeup will be determined by WSP, but will include representatives from WSP business and technical units. The team will consider how well the Vendor’s response meets all
requirements detailed in this RFP. Because of the potential diversity of skills within the evaluation team it is important that responses be clear and complete so that the evaluators can adequately understand all aspects of the proposal. 

WSP’s evaluation process will include, but not be limited to, evaluating Vendor information, written responses to the RFP,
references and other public information available regarding the Vendor and its products. 
 WSP reserves the right, at its sole
discretion, to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP. 
 The
evaluation process is described below. 
  

	 	2.9.1.	Screening 

 Responses
will be reviewed by the team to determine if they are complete and provide all response components identified in Section 5, “Vendor Technical Proposal”, Section 6, “Vendor Management Proposal”, Section 7,
“Vendor Cost Proposal” and Section 8,” Vendor Project Management; 
 Responses determined not to be
in substantial compliance will be rejected from further evaluation. 
  

	 	2.9.2.	Points of Clarification 

While the WSP reserves the right for its evaluation team to contact Vendors for clarification, Vendors should not assume that deficient
answers will result in clarification requests. Clarification is not a Vendor’s right, it is WSP’s right, and WSP expects to be very stringent in the exercise of this right. 

  

			
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	2.9.3. 	Qualitative Review and Scoring 

 Responses which pass the Screening will be evaluated and scored based on Vendor’s answers to the specific requirements of the RFP. The evaluators will consider how well the Vendor’s response
meets the RFP requirements. It is important that the responses be clear and complete, so that the evaluators can adequately understand all aspects of the RFP response. 
  

	 	2.9.3.1. 	Section Points 

 For each
section listed, points will be given for evaluation purposes. 
  

					
	 SECTION 5— “Vendor Technical Proposal”
	  	 
 	Possible
Points	  
  
	 General System Requirements
	  	 	350	  
	 System Management
	  	 	150	  
	 Sub Total
	  	 	500	  
		
	 SECTION 6— “Vendor Management Proposal”
	  	 
 	Possible
Points	  
  
	 Contact Information
	  	 	1	  
	 Additional Vendor Questions:
	  			
	 •   System Questions
	  	 	90	  
	 •   Corporate Information
	  	 	20	  
	 •   Product Support
	  	 	19	  
	 •   Environment and Architecture
	  	 	60	  
	 •   Vendor References
	  	 	100	  
	 •   Miscellaneous Questions
	  	 	10	  
	 Sub Total
	  	 	300	  
		
	 SECTION 7— “Vendor Cost Proposal”
	  	 
 	Possible
Points	  
  
	 Vendor Cost Proposal
	  	 	300	  
	 Sub Total
	  	 	300	  
		
	 SECTION 8— “Vendor Project Management Proposal”
	  	 
 	Possible
Points	  
  
	 •   Project Management
	  	 	10	  
	 •   Status Reporting
	  	 	10	  
	 •   Quality Assurance
	  	 	10	  
	 •   Project Schedule
	  	 	100	  
	 •   Phase Duration
	  	 	100	  
	 •   Risk Management Approach
	  	 	10	  
	 •   Proposed Project Staff
	  	 	10	  
	 •   Implementation Approach
	  	 	50	  
	 Sub Total
	  	 	300	  
	 Total Points for Proposal
	  	 	1400	  

  

			
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 The responses
will be evaluated strictly in accordance with the requirements set forth in this RFP and any amendments thereto. 
  

	 	2.9.3.2. 	Scoring Strategy 

 Each
scored item will be awarded points by each evaluator, or by the team in total. Points will be assigned based on the evaluator’s interpretation of the effectiveness and efficiency of the Vendor’s response to each requirement. In order to
receive the most points possible Vendors are encouraged to provide as much clarifying detail as possible in the “Comments” column of Section 5, “Vendor Technical Proposal” without being overly verbose. The following items
define the scoring strategy: 
  

			
	 Highest Points
	  	Response indicates excellent capability and support of the requirements identified in the RFP. Response stands above all others. There are no critical shortfalls (10
points).
	 Fewer Points
	  	Response is above expectations. May have shortfalls in a few non-critical areas (8 points).
	 Fewer Points
	  	Response is at expectation and for most areas meets desired quality. May exhibit some shortfalls in a few non-critical areas (6 points).
	 Fewer Points
	  	Response meets minimum expectations and is generally adequate. May exhibit shortfalls in performance in non-critical areas (4 points).
	 Fewer Points
	  	 Response information is incomplete, or deficiencies exist.
 Fails to establish minimum expectations (2 points).

	 Lowest Points
	  	Response is not complete and serious shortfalls in capability exist (0 points).

  

	 	2.9.3.3. 	Vendor Cost Proposal Computation 

 The score for the cost proposal will be computed by dividing the lowest cost bid received by the Vendor’s total cost bid. The resultant number will be multiplied by the maximum possible points for
the cost proposal section. 
  

	 	2.9.4. 	Preliminary Score Computations 

 The preliminary score shall be computed by the Acquisition Coordinator and shall be the sum of the Vendor Technical Proposal, the Vendor Management Proposal, the Vendor Cost Proposal and Vendor Project
Management scores. 

  

			
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 The
preliminary score will be used to determine if the Vendor demonstration option would be required, this is at WSP’s discretion. If not, WSP will proceed directly to announcement of Apparent Successful Vendor. 

If WSP does not receive an acceptable proposal for any part listed in the RFP, WSP may eliminate that part of the RFP from evaluation.

  

	 	2.9.5. 	Evaluation of References 

Vendors will be required to submit three (3) business references to the Acquisition Coordinator. These references may be contacted
and asked questions similar to the following: 
  

	 	•	 	 Did the Vendor provide the functional requirements of the project for which they were hired? 

 

	 	•	 	 Did the project come in as quoted and on time? 

  

	 	•	 	 Were there any problems or issues and how did the Vendor resolve them? 

 

	 	•	 	 Were you satisfied with the Vendor’s problem resolution? 

 

	 	•	 	 Are you satisfied with the product or deliverables that they provided? 

 

	 	•	 	 Do you recommend them? 

 Coordinator will contact the references, if vendor is identified as a finalist, and ask them to rate / score the Vendor on the elements previously discussed in Section 2.9 “Response
Evaluation”. 
  

	 	2.9.6. 	Final Score Compilation 

The final score shall be computed by the Acquisition Coordinator and shall be the sum of the various sections of the response, the
optional vendor demonstration and reference scores. The final score will be used to identify the Apparent Successful Vendor. 
  

	 	2.10. 	RESPONSE PART OF CONTRACT 

The general conditions and specifications of this RFP, and the successful Vendor’s response, will become part of the contract.
Additionally, WSP may choose to verify any or all Vendor representations that appear in the response. Failure of the Vendor to produce results promised in the response or in actual use may result in elimination of the Vendor from the evaluation
process or in contract cancellation or termination. 

  

			
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	2.11.	AUTHORIZED WSP REPRESENTATIVES 

 The Chief of WSP, or designee, are the only individuals who may legally commit WSP to the expenditure of funds for this acquisition. No cost chargeable to the proposed contract may be incurred before the
receipt of a fully executed contract. 
  

	2.12.	AMENDMENTS 

 The WSP
reserves the right to change the acquisition process schedule or issue amendments to the acquisition documents at any time. The WSP also reserves the right to cancel or reissue the acquisition documents. 

If it is necessary to revise any part of this RFP, a formal notice of RFP amendment (in sequential number order) will be made available.

 All responses to this RFP shall be based on the material contained in this RFP, and associated amendments, if any.

  

	2.13.	RESPONSE PROPERTY OF THE WSP 

 All materials submitted in response to this acquisition become the property of the WSP. Selection or rejection of the response does not affect this right. The WSP reserves the right to return materials to
Vendors. 
  

	2.14.	THIRD PARTY VENDOR 

 WSP
will accept responses that include third party equipment and/or software only if the proposing Vendor agrees to act as prime contractor and guarantor for all proposed equipment and software. Vendors must disclose the use of any third party Vendor
equipment or software and indicate willingness to assume prime contractor responsibility. 
  

	2.15.	USE OF WSP FACILITIES—CONTRACT PERIOD 

 During certain phases of the project (e.g., installation), the WSP will provide a reasonable work place environment for Vendor personnel assigned to the project. This facility will include office space
and individual workstation furniture, conference room availability, telephones, consumable supplies needed in performance of the project, and access to copy and facsimile machines. 

The WSP will not provide any clerical staff support to the Vendor. Vendor personnel may use the telephone (for local calls) and other
equipment in accordance with procedures established for State personnel. 

  

			
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 The Vendor
will be required in the Contract to use the facilities only for the WRECR project related activities, to comply with WSP standards and practices pertaining to physical security and access control, and to comply with data security and integrity
standards. WSP retains the right to audit the Vendor for compliance with these standards and practices. 
  

	2.16.	  MANDATORY BACKGROUND CHECK 

 WSP requires a fingerprint based background check on any of the Apparent Successful Vendor’s (ASV) employees and subcontractors providing services under any Contract resulting from this RFP. At
WSP’s request, the ASV, ASV employees and subcontractors providing services under such contracts must agree to authorize the release of their own criminal history information to WSP. Failure to authorize the release of this information shall
result in the immediate termination of the Contract. Apparent Successful Vendor’s (ASV) employees and subcontractors must meet WSP’s Human Resources standards for contractors. Failure to meet standards shall result in the immediate
termination of the Contract. 
 The ASV will be required to complete and sign a Non-Disclosure Agreement (NDA) with WSP.

  

	2.17.	  RESOURCES 

 The
Vendor will be required to maintain an on-site presence sufficient to facilitate project communication, knowledge transfer (both business and technical), and complete the analysis and design work with WSP project staff. 

 

	2.18. 	WSP STAFF INVOLVEMENT IN PROJECT 

 WSP will provide staff to serve as resources to the Vendor for the setup, configuration, and implementation process of the system. WSP staff will assist the Vendor in the setup, configuration, and
implementation process, as well as being available to answer questions, provide opinions about Vendor plans, validate Vendor assumptions, and receive knowledge transfer from the Vendor. Vendors will have to schedule time with this staff as most of
them will have other duties. 
  

	2.19. 	GENERAL PAYMENT TERMS 

This acquisition process will result in a fixed fee, deliverables-based contract. Vendors must submit their pricing information in the
formats provided within the Cash Purchase Response found in Section 7, “Vendor Cost Proposal”. 

  

			
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	2.19.1. 	No Separate Charge for Vendor Expenses 

 Vendor shall pay Vendor’s out-of-pocket expenses incurred in connection with providing the services and shall be responsible for payment of all expenses related to salaries, benefits, employment
taxes, and insurance for its staff. All other costs to the Vendor (e.g., travel and living expenses/per diem) are to be considered as overhead to the cost of the deliverables and will not be separately reimbursed. 

 

	2.19.2. 	Tax Liability 

 Vendors
will be required to collect and pay Washington State sales or use tax on applicable charges for goods or services acquired by WSP. Such sales or use tax must be separately listed in the Vendor’s proposed pricing to be charged to WSP.

  

	2.19.3. 	Allowable Pricing Information 

 The Vendor’s deliverables must provide the purchase price, maintenance, and installation cost for each equipment item, software product, and service proposed. This cost information is essential in
order for WSP to appropriate the necessary funding and establish project budgets. 
 All elements of recurring and nonrecurring
costs, which must be borne by WSP, must also be identified. This includes, but is not limited to, hardware maintenance, software maintenance, version upgrades, system engineering, manuals and documentation, consultation, training, conversion,
shipping/delivery charges, installation costs, testing, and taxes. 
 The Cash Purchase Response found in Section 7,
“Vendor Cost Proposal”, will be used to provide this information. 
  

	2.19.4. 	WSP Right to Acquire Hardware and/or Software 

 WSP reserves the right to acquire equipment (i.e., servers) and software proposed by the Vendor from alternate sources. Such acquisitions will be identical to those items proposed by the Vendor or will be
agreed upon with the Vendor if not identical. WSP reserves the right to work with the Vendor to ensure that purchase and license terms negotiated with third party vendors is at least comparable to what WSP would expect to obtain if WSP negotiated
separately. 

  

			
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	2.20. 	RESPONSE ORGANIZATION AND NUMBER OF COPIES 

 Responses must be submitted as follows: 
  

	 	•	 	 1 electronic copy of all required information shall be submitted on a CD, in Microsoft Word 2000 (or higher) or Adobe Acrobat 5.0 (or higher)
PDF file format 

	 	•	 	 1 unbound paper copy of the entire response, including the Certifications and Assurances with original signatures 

 

	 	•	 	 Vendor Technical Proposal Response—4 paper copies 

 

	 	•	 	 Vendor Management Proposal Response—4 paper copies 

 

	 	•	 	 Vendor Cost Proposal Response—4 paper copies 

  

	2.21. 	DELIVERED RESPONSE 

 The
Acquisition Coordinator must receive the Vendor’s response, in its entirety, on or before the date and time specified in Section 2.4 “Response Due Date”. Responses arriving after the deadline may be returned, unopened, to the
Vendor. They will be declared non-responsive and will not be evaluated. All responses and accompanying documentation become the property of the WSP, and the WSP shall decide their final disposition. 

Responses are to be delivered to the address shown below. Vendors assume the risk of the method of delivery chosen. The WSP assumes no
responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual response receipt. Late responses will not be evaluated nor will additional time be granted to any Vendor. Responses shall not be
delivered by facsimile or e-mail transmission. 
 Delivery Location: 

Ms. Paula Breshears, Acquisition Coordinator 
 Information Technology Division 
 403 Cleveland Avenue SE, Suite C 

Tumwater, Washington 98501 
  

	2.22. 	ANSWERS TO ALL SECTIONS/SUBSECTIONS/APPENDICES REQUIRED 

 An answer must be provided for every section, subsection or appendix that requests information or solicits an answer. Failure to provide an adequate answer to any such section or subsection that requests
information or solicits an answer may cause the proposal to be deemed non-responsive and be disqualified from the evaluation process. 
  

	2.23. 	SUPPLEMENTAL MATERIAL 

The Vendor may submit materials such as brochures, articles, specifications, and report samples that the Vendor believes to be helpful
subject to the following: 
  

	 	•	 	 Such supplemental materials will not qualify as substitutes for direct answers within the response 

  

			
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 The Apparent
Successful Vendor will support bankcard processing as a secondary payment option. The ASV is required to the state’s Mandatory Use Contract for merchant bankcard services. The Office of the State Treasurer (OST) has a mandatory use contract for
merchant bankcard services to be used by all state agencies accepting bankcards as payment. As authorized by law, the merchant bankcard services are procured by OST through a competitive bid process approximately every 7 years. The current
agreement is with Bank of America Merchant Services (BAMS) and requires that BAMS merchant id numbers be used. The agreement does allow the choice of a wide range of processors, and all prospective vendors are required to confirm that they are
certified to one of the processors available through the State contract with BAMS. The names of specific platforms and processors to which vendors are certified are required in order to confirm that the vendors are compatible with what is offered to
the State under the current contract with BAMS. Bank Card payments processing must also follow Payment Card Industry (PCI) Standards both current and any future standards 

 

	2.27. 	OPTIONAL VENDOR DEBRIEFING 

Vendors who submit a response may request an optional debriefing conference to discuss the evaluation of their response. The requested
debriefing conference must occur on or before the date specified in the Section 2.5 “RFP Schedule”. The request must be in writing addressed to the RFP Coordinator within three business days of announcement of the apparently
successful Vendor. WSP will accept the request via fax or e-mail. The debriefing will occur within five business days of the request. The debriefing will not include any comparison between the Vendor’s response and any other responses
submitted. Debriefing conferences will be conducted by telephone and will be scheduled for a maximum of one (1) hour. 
  

	2.28. 	PROTEST PROCEDURE 

 This
procedure is available to Vendors who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Vendor is allowed five (5) business days to file a
protest of the acquisition with the WSP Budget and Fiscal Services (BFS) Administrator-at the address below: 
  

			
	 WSP Budget and Fiscal Services
	  	
	 ATTN: BFS Administrator
	  	
	 Mailing Address:
	  	Street Address:
	 P.O. Box 42602
	  	210—11th Avenue SW, Room 116
	 Olympia, WA 98504-2602
	  	Olympia, Washington 98504
	 Phone: (360) 596-4043
	  	

 Vendors protesting this procurement shall follow the procedures described below. Protests that do not
follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Vendors under this procurement. 

  

			
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 All protests
must be in writing and signed by the protesting party. The protest must state the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested
should also be included. All protests shall be addressed to the WSP BFS Administrator. Only protests stipulating an issue of fact concerning the following subjects shall be considered: 

 

	 	•	 	 A matter of bias, discrimination or conflict of interest on the part of the evaluator; 

 

	 	•	 	 Errors in computing the score; 

  

	 	•	 	 Non-compliance with procedures described in the procurement document or WSP policy. 

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such
as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) WSP’s assessment of its own and/or other agencies needs or requirements. 
 Upon receipt of a protest, a protest review will be held by WSP. The Chief of WSP or an employee delegated by the Chief of WSP who was not involved in the procurement will consider the record and all
available facts and issue a decision within five business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. In the event a protest may affect the interest of another Vendor which
submitted a proposal, such Vendor will be given an opportunity to submit its views and any relevant information on the protest to the WSP BFS Administrator. 
 The final determination of the protest shall: 
  

	 	•	 	 Find the protest lacking in merit and uphold WSP’s action; or 

 

	 	•	 	 Find only technical or harmless errors in WSP’s acquisition process and determine the WSP to be in substantial compliance and reject the protest;
or 

  

	 	•	 	 Find merit in the protest and provide options to WSP, including correcting errors and reevaluating all proposals; reissuing the solicitation document;
or making other findings and determining other courses of action as appropriate. 

 If WSP determines that the
protest is without merit, WSP will enter into a contract with the apparently successful contractor(s). If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken. 

If the protesting Vendor is not satisfied with WSP’s decision, it may appeal to the Washington State Department of Information
Services (DIS). Written notice of appeal to DIS must be received by DIS within five (5) business days after the Vendor receives procedure constitutes the sole administrative remedy available to Vendors under this procurement. 

  

			
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 All protests
must be in writing and signed by the protesting party. The protest must state the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested
should also be included. All protests shall be addressed to the WSP Business Office Manager. Only protests stipulating an issue of fact concerning the following subjects shall be considered: 

 

	 	•	 	 A matter of bias, discrimination or conflict of interest on the part of the evaluator; 

 

	 	•	 	 Errors in computing the score; 

  

	 	•	 	 Non-compliance with procedures described in the procurement document or WSP policy. 

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such
as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) WSP’s assessment of its own and/or other agencies needs or requirements. 
 Upon receipt of a protest, a protest review will be held by WSP. The Chief of WSP or an employee delegated by the Chief of WSP who was not involved in the procurement will consider the record and all
available facts and issue a decision within five business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. In the event a protest may affect the interest of another Vendor which
submitted a proposal, such Vendor will be given an opportunity to submit its views and any relevant information on the protest to the WSP Business Office Manager. 
 The final determination of the protest shall: 
  

	 	•	 	 Find the protest lacking in merit and uphold WSP’s action; or 

 

	 	•	 	 Find only technical or harmless errors in WSP’s acquisition process and determine the WSP to be in substantial compliance and reject the protest;
or 

  

	 	•	 	 Find merit in the protest and provide options to WSP, including correcting errors and reevaluating all proposals; reissuing the solicitation document;
or making other findings and determining other courses of action as appropriate. 

 If WSP determines that the
protest is without merit, WSP will enter into a contract with the apparently successful contractor(s). If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken. 

If the protesting Vendor is not satisfied with WSP’s decision, it may appeal to the Washington State Department of Information
Services (DIS). Written notice of appeal to DIS must be received by DIS within five (5) business days after the Vendor receives notification of WSP’s decision. In conducting its review, DIS will consider all available relevant facts. DIS
will resolve the appeal in one of the following ways: 

  

			
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	 	•	 	 Find that the protest lacks merit and upholding WSP’s action. 

	 	•	 	 Find only technical or harmless errors in WSP’s acquisition process, determining WSP to be in substantial compliance, and rejecting the protest;
or 

	 	•	 	 Find merit in the protest and provide options to WSP, including correcting errors and reevaluating all proposals; reissuing the solicitation document;
or making other findings and determining other courses of action as appropriate. 

 DIS will issue a written
decision within five business days after receipt of the notice of appeal, unless more time is needed. The protesting Vendor will be notified if additional time is necessary. DIS’ determination is final; no further administrative appeal is
available. 
  

	2.29. 	INSURANCE COVERAGE 

 The
Contractor is to furnish WSP with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth below. The Contractor shall, at its own expense, obtain and
keep in force insurance coverage which shall be maintained in full force and effect during the term of the contract. The Contractor shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall
be forwarded to WSP within fifteen (15) days of the contract effective date. 
  

	 	2.29.1. 	Liability Insurance 

  

	 	2.29.1.1. 	Commercial General Liability Insurance 

 The Contractor shall maintain commercial general liability (CGL) insurance and, if necessary, commercial umbrella insurance, with a limit of not less than $1,000,000 per each occurrence. If CGL insurance
contains aggregate limits, the General Aggregate limit shall be at least twice the “each occurrence” limit. CGL insurance shall have products-completed operations aggregate limit of at least two times the “each occurrence” limit.
CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage). All insurance shall cover liability assumed under an insured contract (including the tort liability of another assumed in a business
contract), and contain separation of insured’s (cross liability) condition. 
 Additionally, the Contractor is responsible
for ensuring that any subcontractors provide adequate insurance coverage for the activities arising out of subcontracts. 

  

			
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	 	2.29.1.2. 	Business Auto Policy 

 As
applicable, the Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit not less than $1,000,000 per accident. Such insurance shall cover liability arising out of “Any
Auto.” Business auto coverage shall be written on ISO form CA 00 01, 1990 or later edition, or substitute liability form providing equivalent coverage. 
  

	 	2.29.2. 	Additional Provisions 

Above insurance policy shall include the following provisions: 

 

	 	2.29.2.1. 	Additional Insured 

 WSP,
its elected and appointed officials, agents and employees shall be named as an additional insured on all general liability, excess, umbrella and property insurance policies. All insurance provided in compliance with this contract shall be primary as
to any other insurance or self-insurance programs afforded to or maintained by WSP. 
  

	 	2.29.2.2. 	Cancellation 

 WSP shall
be provided written notice before cancellation or non-renewal of any insurance referred to therein, in accord with the following specifications. Insurers subject to 48.18 RCW (Admitted and Regulation by the Insurance Commissioner): The insurer shall
give WSP 45 days advance notice of cancellation or non-renewal. If cancellation is due to non-payment of premium, WSP shall be given 10 days advance notice of cancellation. Insurers subject to 48.15 RCW (Surplus lines): WSP shall be given 20 days
advance notice of cancellation. If cancellation is due to non-payment of premium, WSP shall be given 10 days advance notice of cancellation. 
  

	 	2.29.2.3. 	Identification 

 Policy
must reference WSP’s contract number and the agency name. 
  

	 	2.29.2.4. 	Insurance Carrier Rating 

All insurance and bonds should be issued by companies admitted to do business within the State of Washington and have a rating of A-,
Class VII or better in the most recently published edition of Best’s Reports. Any exception shall be reviewed and approved by WSP Risk Manager, or the Risk Manager for the State of Washington, before the contract is accepted or work may begin.
If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and 284-15 WAC. 
  

	 	2.29.2.5. 	Excess Coverage 

 By
requiring insurance herein, WSP does not represent that coverage and limits will be adequate to protect Contractor and such coverage and limits shall not limit Contractor’s liability under the indemnities and reimbursements granted to WSP in
this contract. 

  

			
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	 	2.29.3.	Worker’s Compensation Coverage 

 The Contractor will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent
applicable. WSP will not be held responsible in any way for claims filed by the Contractor or their employees for services performed under the terms of this contract. 

  

			
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 3. WSP Technical
Environment 
  

	3.1.	WSP SOFTWARE STANDARDS 

  

					
	Software Standards - March 2010
	 Category
	  	 Subcategory
	  	Product
	 Desktop/Laptop
	  		  	
			
		  	Word Processing	  	Microsoft Office 2007
			
		  	Spreadsheet	  	Microsoft Office 2007
			
		  	Presentation	  	Microsoft Office 2007
			
		  	Database	  	Microsoft Access 2003
			
		  	Diagramming	  	Microsoft Visio 2007
			
		  	Org charts	  	Microsoft Visio 2007 / Org Plus
			
		  	Project Management	  	Microsoft Project 2007
			
		  	E-mail	  	Microsoft Outlook 2007
			
		  	Calendar	  	Microsoft Outlook 2007
			
		  	Remote Access	  	Windows XP
			
		  	Host emulation	  	Attachmate EXTRA Personal Client 6.7
			
		  	Operating System	  	Windows XP
			
		  	Internet Browser	  	Microsoft Internet Explorer 8.0
			
		  		  	Java Virtual Machine (current version from Sun)
			
		  	Internet Tools	  	Adobe Reader (current version)
			
		  		  	Adobe Acrobat Professional (current version)
			
		  	Software Distribution	  	Microsoft SCCM Client 2007
			
		  	Antivirus	  	Symantec Corporate Edition 10.1.9.9000
			
		  	Anti-Malware	  	Microsoft Defender
			
		  	Mind Mapping	  	Mind Mapper Pro (current version)

  

			
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	 	  	Firewall	  	Cisco Security Agent v5.2
			
		  	Network Access Control	  	Cisco Clean Access Agent
			
		  	Dist Defragmentation	  	PerfectDisk v10.0
	 Desktop/Laptop Options
	  		  	
			
		  	Compression Utility	  	WinZip
			
		  	Encryption	  	WinZip/EasyCrypto
			
		  	Mileage Estimator	  	Microsoft Streets and Trips
			
		  	Database	  	Microsoft SQL Server Express Edition
			
		  	VPN Client	  	Cisco Systems VPN Client 5.x.560
			
		  	Report Generation	  	Seagate Crystal Reports v11.0
			
		  		  	Microsoft SQL Reporting Services
			
		  	Criminal Justice Software	  	Open Query v2.8.1
			
		  		  	CAD Client
			
		  		  	    Basic Client for CAD server v1.5.2.9
			
		  		  	    AWW v3.2.1
			
		  		  	    ATM (Advanced Tactical Mapping) v5.4.2
			
		  		  	WebMSS Terminal v2.0
			
		  	 Redacting Software for

Electronic Documents
	  	Redax
			
		  	Vin Assist	  	Vin Assist
	 Mobile Environment
	  		  	
			
		  	In-Car Digital Video	  	Coban
			
		  	SECTOR	  	SECTOR
			
		  	CVD	  	FMCSA software including:
			
		  		  	      Aspen
			
		  		  	      CAPRI
			
		  		  	      ERG 2008 from USDOT
	 Server
	  		  	
			
		  	Operating System	  	Windows Server 2008 R2
			
		  	Database	  	Microsoft SQL Server 2008
			
		  	Backup Software	  	Tivoli 5.4
			
		  	E-Mail	  	Microsoft Exchange Server 2007

  

			
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	 	  	Web Server	  	Microsoft Internet Information Services (IIS) 7.5
			
		  		  	HTTP Server (comes with ApacheWebsphere)
			
		  	Web Application Server	  	WebSphere v6.1
			
		  	Antivirus	  	Symantec AntiVirus Corporate Edition v10.2.4.4000
			
		  	Clustering	  	Windows Failover Clustering
			
		  	Firewall	  	Cisco Security Agent v5.2
			
		  	Team & Document Collaberation	  	Microsoft Office SharePoint Server
			
		  	Patch Management	  	Windows Server Update Services
			
		  	Software Distribution	  	System Center Configuration Manager 2007 R2
			
		  	Monitoring	  	ipMonitor
			
		  		  	HP Systems Insight Manager
			
		  		  	IBM Total Storage Productivity Center (TPC)
	 Development Environment
	  		  	
			
	Client - Server	  		  	
			
		  	Development Tools	  	Microsoft Visual Studio .NET 2008
			
		  		  	.NET Framework 3.5
			
		  		  	RAD 6
			
		  		  	Remedy 6.3
			
		  	Version Control Software	  	Microsoft Visual SourceSafe
			
		  		  	Concurrent Versioning System WT (CVS) v2.5.013
			
	Web	  		  	
			
		  	Development tools	  	Adobe Dreamweaver Studio
			
		  		  	Adobe PhotoShop CS
			
		  		  	Office SharePoint Designer
			
		  	Content Management software	  	DIS Standard
	 Other Software
	  		  	
			
		  	Digital Video Redaction	  	Adobe Photoshop Elements 8

  

			
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	3.2.	DATABASE SOURCE FOR COLLISION RECORDS 

 The main source for criminal record information will come from the Washington State Department of Transportation [WSDOT] data sources. We will receive a daily feed from WSDOT to refresh the WRECR system
database. 
  

	3.3.	SERVER ENVIRONMENT FOR PROJECT 

 WSP will determine if new servers are required for the WRECR project. There is the possibility that WSP has current servers that could be used for WRECR that are currently residing in the data center. If
new servers are required WSP is responsible for purchasing and installing all “standard” server software—e.g., operating system, anti-virus, backup, etc. However, it will be the responsibility of the Vendor to provide WSP with
estimates on required storage capacity, processor speed, memory, etc. so WSP can purchase equipment that meets the requirements of the application and project 
 The Vendor must provide WSP with a list of software that must be purchased expressly for this project—such as MS SQL Server licenses. This information must be included in Section 7, “Vendor
Cost Proposal”. 

  

			
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	4.	Vendor Response 

 The
Vendor shall complete the following sections of this RFP without altering the format or entering exhaustive comments: 
  

	 	•	 	 Section 5—“Vendor Technical Proposal” 

	 	•	 	 Section 6—“Vendor Management Proposal” 

	 	•	 	 Section 7—“Vendor Cost Proposal” 

	 	•	 	 Section 8—“Vendor Project Management” 

The Vendor shall then return the completed sections to the Acquisition Coordinator by the date identified in this RFP in
Section 2.5. 
 Sections 5, 6, 7 and 8 will be evaluated and scored as described in Section 2.9, “Response
Evaluation Process”. 
  

	4.1.	VENDOR RESPONSE TO “VENDOR TECHNICAL PROPOSAL” 

 The system requirements, found in Section 5, “Vendor Technical Proposal”, contain requirements broken out into two areas: 

 

	 	•	 	 General System Requirements 

	 	•	 	 System Management 

 There are six columns in the “Vendor Technical Proposal” section. The first column describes the desired requirement to be met. Please make note, the requirements that contain a ** at the
beginning of the request are mandatory requirements. 
 The next four columns identify the Vendor’s ability to meet the
stated requirement and are described as follows: 
  

	 	•	 	 “Available”—Meets the stated requirement. Your product is in full compliance with this request and it is a standard feature “out of
the box”. 

  

	 	•	 	 “Partially Meets”—Partially meets stated requirement. Identify your level of compliance, noncompliance, and customizing required in
order to fully meet this requirement. 

  

	 	•	 	 “Future Release”—Stated requirement will be met by a future release. Include the expected date of the future release in the
“comment” column. 

  

	 	•	 	 “Not Available”—Does not meet stated requirement. 

  

			
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 The last
column, “Comments” is available to the Vendor to include any brief notes or additional information if applicable for each requirement. In order to receive the most points possible Vendors are encouraged to provide as much clarifying detail
as possible without being overly verbose. Please describe ALL differences between your product and the requirement in this column (do not merely indicate “comply”). Describe any additional attributes your product provides that
“exceed” the identified requirement. Be specific!!! (Attach additional cross referenced pages if more space is necessary). 
  

	4.2.	VENDOR RESPONSE TO “VENDOR MANAGEMENT PROPOSAL” 

 Section 6, “Vendor Management Proposal” contains two areas where additional information is being requested of the Vendor: 

 

	 	•	 	 Contact Information 

	 	•	 	 Additional Vendor Questions: 

 üSystem Questions 

üCorporate Information 

üProduct Support 

üEnvironment and Architecture 

Again, the Vendor is to respond to each request (or question) without altering the format or entering exhaustive comments. 

 

	4.3.	VENDOR RESPONSE TO “VENDOR COST PROPOSAL” 

 Section 7, “Vendor Cost Proposal”, contains an Excel worksheet for the Vendor to provide a pricing deliverable. The Vendor is to follow the format provided. 

 

	4.4.	VENDOR RESPONSE TO “VENDOR PROJECT MANAGEMENT PROPOSAL” 

 Section 8, “Vendor Project Management” Vendors must provide their approach to project management related to this project that includes elements of project management, status reporting,
quality assurance (QA), and scheduling. 

  

			
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 5.   Vendor
Technical Proposal 
 The following is a list of preliminary functional requirements for the proposed WRECR system. Please complete the
following lists by checking the appropriate column to indicate whether or not the product you are offering is able to satisfy the listed requirements. 
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
	 QUERY
	  		  		  		  		  	

  

			
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	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	REQUIREMENTS	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 1.      **The product must provide a method to collect Requestor
information. Requestor information includes;
  
 •      Person or company name
  

•      Current Date 

 

•      Physical Address

 

•      Mailing address

 

•      City

 

•      State

 

•      Zip Code

 

•      Phone Number

 

•      FAX Number

 

•      E-mail address

 

•      File, Policy, or Claim Number

 

•      Client Name

 

•      Answer to the question “What is the Requestor’s interest in
this collision.”
  

[SR  4.1.2.1]
	  		  		  		  		  	
						
	 2.      The product must analyze the Information entered by the
Requestor and supply context specific messages for those requestors.
  
 [SR  4.1.2.2]
	  		  		  		  		  	

  

			
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	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	REQUIREMENTS	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 3.      **The product must provide a method to enter search parameters using Date and Driver Name.
Additional information would include any of the below parameters. The product shall provide the following options to search the database:
	  		  		  		  		  	
						
	 •      Driver Name (Last, First, MI)

 

•      Driver License Number

 

•      Registered Owner (RO)

 

•      Date of Birth (DOB)

 

•      Location (City or County)

 

•      Roadway

 

•      Collision Date Range *

 

•      Collision Number

 

•      Injury Indicator

 

•      Fatality Indicator

 

•      Agency Identifier [for Law Enforcement Agencies]
	  		  		  		  		  	
						
	 * NOTE—The date range is up to 10 days prior to the date chosen

 
 [SR  4.1.2.3]
	  		  		  		  		  	

  

			
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	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
	 4.      The product must analyze the Information and search
parameters entered by the Requestor and supply context specific error messages for those found invalid.
  
 [SR 4.1.2.4]
	  		  		  		  		  	
	  

5.      The product must search the collision report database using search
parameters supplied by the Requestor and display a pick list of records that match the parameters.
  
 [SR 4.1.2.5]
	  		  		  		  		  	
	  

6.      The name search should use a phonetic or “Soundex” type search of
the database to retrieve records with like-sounding names or names with minor misspellings.
  
 [SR 4.1.2.6]
	  		  		  		  		  	
						
	 7.      The product must provide a method for the requestor to
select a record from the “pick list” and add to a shopping cart for later processing.
  
 [SR 4.1.2.7]
	  		  		  		  		  	

  

			
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	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	 REQUIREMENTS 
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	 
	 8.      The product must provide a method for the requestor to
review and edit the shopping cart.
  
 [SR
4.1.2.8]
	  		  		  		  		  	
						
	 9.      The product must provide a method for the Requestor to
process all selected records in the shopping cart.
  
 [SR
4.1.2.9]
	  		  		  		  		  	
						
	 10.    The product will have the ability to place a

query request in “pending status” if no record is found by Authorized WSP Collision Records personnel only.

 
 [SR 4.1.2.10]
	  		  		  		  		  	
						
	 11.    The product will have the ability to place an end date on pending
status request to allow the request to be automatically removed from a status of pending.
  
 [SR 4.1.2.11]
	  		  		  		  		  	

  

			
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	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 12.    Returned information [pick list] will contain the
following:
  

•    Total number of matching records

•    Collision Report number*

•    Collision Date

•    County the collision occurred in

•    Name of Roadway

•    driver # 1 last name

•    driver # 2 last name

•    driver # 3 last name

•    Injury = Yes or No

•    Fatality = Yes or No

 
 * NOTE—The collision report number will only be provided during the returned
information if it was provided during initial search.
  

[SR 4.1.2.12]
	  		  		  		  		  	

  

			
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	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 13.    **Authorized WSP Collision Records personnel will have the ability
to enter check number or money order number to a requestor’s information. This option is only viewable by WSP employees.
  

[ i.e. If a check is mailed in and an Authorized WSP Collision Records staff is manually processing a request for a collision record -the check number
will be entered under requestor information] without processing check or money order at that time.
  

         [SR 4.1.2.13 & SR 4.2.2.1]
	  		  		  		  		  	
						
	 14.    **This product must capture physical address when capturing
Requestor information.
          Mailing address is
optional.
  

         [SR5.2.8]
	  		  		  		  		  	
						
	 15.    **Allow Requestor to choose only one of the below to answer
“How Were you Involved in This Collision”
  
          [SR5.2.9]
	  		  		  		  		  	

  

			
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	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	 ü
	  	 ü
	  	 ü
	  	 ü
	  	 
						
	 16.    **The product will allow WSP employee to search by any date range
[SR5.2.10]
  
	  		  		  		  		  	
						
	 PAYMENT
	  		  		  		  		  	
						
	 17.    **The product must provide a way to release the collision report
record for either Redaction (Section 4.5.1 of the Software Requirement Specification) or viewing once payment has been authorized by customer.
  

[SR  4.2.2.2]
	  		  		  		  		  	
						
	 18.    **The product must charge the billable account a configurable amount
for each collision report record requested.
  
 [SR  4.2.2.3]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 37

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release,	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	 ü
	  	 ü
	  	 ü
	  	 ü
	  	 
						
	 19.    ** The product must process Bank Card payments per the Office of
State Treasurer (OST).
  

a.      The OST has a mandatory use contract for each merchant bankcard services to
be used by all state agencies accepting bankcards as payment. As authorized by law, the merchant bankcard services are procured by OST through a competitive bid process approximately every 7 years. The current agreement is with Bank of
America Merchant Services (BAMS) and requires that BAMS merchant id numbers be used. The agreement does allow the choice of a wide range of processors, and all prospective vendors are required to confirm that they are certified to one of the
processors available through the State contract with BAMS.
  
 The names of specific platforms and processors to which vendors are certified are required in order to confirm that the vendors are compatible with what is offered to the State under the current contract
with BAMS.
  
 Bank Cards payment processing must meet the
Payment Card Industry (PCI) Standards both current and any future standards that may be implemented.
  
 [SR 4.3.2.1]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 38

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	 ü
	  	 ü
	  	 ü
	  	 ü
	  	 
						
	 20.    **Process ACH payments per Office of State Treasurer (OST) and NACHA
Operating rules Industry Standards;
 a.      ACH payments will be
processed through the OST concentration account banking services contract.

b.      Vendor / product will adhere to the NACHA ACH Operating Rules

c.      Vendor / product will produce a NACHA formatted file and transmit to State
Treasurer’s Office for further processing by the state’s concentration bank.
  

[SR4.4.2.1]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 39

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS 
	  	 ü
	  	 ü
	  	 ü
	  	 ü
	  	 
	  		  		  		  		  	
	 21.    The product will allow for a “checkout” default payment
type. This default needs to be configurable.
 a.      The
“default” will be to an ACH payment screen when customers select the “Pay now”. Bank Card should be presented as a secondary payment option. Account login shall be the third payment option.

 
 [SR4.4.2.1]
	  	  	  	  	  
						
	 22.    Provide a visual reference for end user’s entering their
bank’s routing number and checking account number.
 a.      Example:
Picture of an example check with the appropriate numbers highlighted
  
 [SR4.4.2.2]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 40

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	 ü
	  	 ü
	  	 ü
	  	 ü
	  	 
						
	 23.    Product shall validate the bank routing number entered by the
customer from the Receiving Depository Financial Institution (RDFI)

a.      Example: Require the customer to re-enter their bank routing number for
RDFI
  
 [SR4.4.2.2]
	  		  		  		  		  	
						
	 24.    **Allow the Requestor to pay for selected records via billable
account.
  

[SR4.5.2.1]
	  		  		  		  		  	
						
	 25.    **The product must provide each batch request its own unique
identifier.
 a.      Example: a group of 14 record request would all be
done under the same order number
  

[SR4.5.2.2]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 41

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets 	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	 ü
	  	 ü
	  	 ü
	  	 ü
	  	 
						
	 26.    **The product must provide the ability to enter a pre-assigned
account number and password in order to access the billable account
  
 [SR4.5.2.3]
	  		  		  		  		  	
						
	 27.    **The product must provide the ability to generate monthly
statements. Each statement will contain the collision records unique identifier, date requested, individual amount, total amount, account information
  

[i.e.  Company name, address etc]

 
 [SR4.5.2.4]
	  		  		  		  		  	
						
	 28.    **The product must process bank card transactions using a processor
that is part of OST’s Bank of America Merchant Services. WSP will provide the vendor the final processor prior to contract negations.
 a.      Currently WSP is using CyberSource for Bank Card processing
 b.      A new processor is currently being reviewed. [First Data]
  

[SR5.2.11]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 42

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	 ü
	  	 ü
	  	 ü
	  	 ü
	  	 
						
	 29.    **Authorized WSP Collision Records personnel will have the ability
to process a check or money order at the time of entry.
 a.      No cash
will be accepted over the counter.
  

[SR5.3.1]
	  		  		  		  		  	
						
	 REDACTION
	  		  		  		  		  	
						
	 30.    The product must deliver the redacted or non redacted collision
report to the requestor in a way that will allow the requestor to print and save locally
  

[SR4.6.1.1.1]
	  		  		  		  		  	
						
	 31.    The product must provide notification to a requestor when a redacted
or non redacted collision report is ready to be viewed
  
 [SR4.6.1.1.2]
	  		  		  		  		  	
						
	 32.    The product must be able to categorize based on criteria in section
5.2.1 -5.2.5 of Appendix A -System Requirement Specification.
  
 [SR4.6.2.2.1]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 43

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 33.    **The product will have the ability to redact a batch of requests or
a single request.
  

[SR4.6.3.2.1]
	  		  		  		  		  	
						
	 34.    **The product will automatically redact specific items within an
image. See section 5.2-5.5 of Appendix A-System Requirement Specification.
  
 [SR4.6.3.2.2]
	  		  		  		  		  	
						
	 35.    The product will have the ability to place a system redacted
collision record in a “queue” for review and manual redaction.
  
 [SR4.6.3.2.3]
	  		  		  		  		  	
						
	 36.    **The product will have the ability to initiate system redaction on
requested report [s]
  

[SR4.6.3.2.4]
	  		  		  		  		  	
						
	 37.    **The product will allow an authorized WSP employee to view redacted
or un-redacted report[s]
  

[SR4.6.3.2.5]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 44

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	
						
	 38.    **The product will allow an authorized WSP employee to redact or
un-redact any field or area
  

[SR4.6.3.2.6]
	  		  		  		  		  	
						
	 39.    The product will allow an authorized WSP employee to print or e-mail
from a queue
  

[SR4.6.3.2.7]
	  		  		  		  		  	
						
	 40.    The product will have the ability to place a requested collision
report in a “queue” for manual redaction
  
 [SR4.6.3.2.8]
	  		  		  		  		  	
						
	 41.    **The product will have the ability to redact a batch of requests or
a single request
  

[SR4.6.3.4.1]
	  		  		  		  		  	
						
	 42.    **The product will automatically redact specific items within an
image. See section 5.2-5.5 of Appendix A-System Requirement Specification.
  
 [SR4.6.3.4.2]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 45

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	 ü
	  	ü	  	 ü
	  	 ü
	  	 
						
	 43.    Persons who are entitled to receive a full

         collision report without redaction:

•      County Prosecuting Attorney

•      Chief of Police

•      County Sheriff

•      Director of the Department of Licensing

•      Chief of the Washington State Patrol

•      Commissioned Officers

•      Driver(s) involved in the collision

•      The legal guardian or, if a minor, the parent(s) of driver(s) involved
in the collision
 •      Persons injured in the collision

•      The legal guardian or, if a minor, the parent(s) of persons injured in
the collision
 •      Owner(s) of vehicle(s) involved in the
collision, including both the legal and registered owner

•      Owner(s) of property damaged in the collision

•      Authorized representatives of any of the above interested parties with
written permission
 •      Persons with a “proper
interest,” such as:
 ¡       Federal, state and
local agencies authorized by statute to obtain collision information for their official use.
	  		  		  		  		  	
	     [ILLEGIBLE]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 46

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS 
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 44.    **If the requestor is not entitled to view the full record of an
Adult Driver, Pedalcyclist, Pedestrian, or Property Owner the following information must be redacted on the PTCR image:
 •    Driver’s License Number

•    Date of Birth

•    Convictions or Pending Prosecution information

•    Social Security Number

 
 [SR5.2.2]
	  		  		  		  		  	
						
	 45.    **If the requestor is not entitled to view the full record of a
Passenger or Witness the following information must be redacted on the PTCR image:

•    Date of Birth

•    Convictions or Pending Prosecution information

•    Social Security Number

 
 [SR5.2.3]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 47

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 46.    **If the requestor is not entitled to view the full record of a
Juvenile (under 18 at time of collision ) Driver, Pedalcyclist, Pedestrian, or Property Owner the following information must be redacted on the PTCR Image:

•      Driver License Number

•      Date of Birth

•      Convictions or Pending Prosecution information

•      Social Security Number

 
 [SR5.2.4]
	  		  		  		  		  	
						
	 47.    **If the requestor is not entitled to view the full record of a
Juvenile (under 18 at time of collision ) Passenger, or Witness the following information must be redacted on the PTCR Image:
 •      Date of Birth

•      Convictions or Pending Prosecution information

•      Social Security Number

 
 [SR5.2.5]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 48

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 48.    **When a requester is flagged as “Authorized
Representatives” and chooses to continue without written permission they will then be categorized as “Non Authorized”
  

[SR5.2.7]
	  		  		  		  		  	
						
	 IMPORT/EXPORT
	  		  		  		  		  	
						
	 49.    **Provide a means for automatic import of WSDOT of collision
records from transfer file. See Section 7.6 of Appendix A—Software Requirement Specification Document for the structure of this file.
  

[SR4.8.2.1]
	  		  		  		  		  	
						
	 50.    The automatic import must be able to combine multiple separate
“tiff” image files into a single Portable Document Format (PDF) document for each collision report consisting of one page for each Tiff image in the proper page order

 
 [SR4.8.2.2]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 49

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 51.    **The Product must be able to determine if a record in the data file
is new or modified
  

[SR4.8.2.3]
	  		  		  		  		  	
	 52.    **If a record is modified, the product must import the record in
compliance with the retention rules stated elsewhere in this specification.
  
 Clarification:
 Data feeds from WSDOT will be sending Supplemental data feeds for Collision Reports
to correct or add information to an existing collision report; these supplemental reports must be able to be link to the report with a date received.
  

NOTE: Retention for public disclosure; requires the record to be maintained for 6 years. And the original report can be disseminated and then a
supplemental report is sent changing the date of the report. We should be able to view and see that the original report was received on one date and the supplemental report was received on a different date.

 
 [SR4.8.2.4]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 50

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 53.    **The Import process must be able to run on a configurable
schedule
  
 [SR4.8.2.5]
	  		  		  		  		  	
						
	 54.    **Provide a means for authorized staff to extract billable account
information to be exported to the WSP Budget and Fiscal accounts receivable system. See Section 7.6 of Appendix A—Software Requirement Specification Document for the structure of this file.

 
 [SR4.8.3.1]
	  		  		  		  		  	
						
	 55.    Provide a means for External Sources to import data
files.
 Example;
 OST will provide a NACHA formatted file of all ACH Returns which were not processed—this needs to match up to the WRECR transactions for that day or requested report per requested
parameters
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 51

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 56.    OST requires that all Import /Exports go through the Department of
Information Services (DIS) secure FTP site.
  
 a.      WSP will provide the user name and password for this site to vendor.
	  		  		  		  		  	
						
	 57.    Capture export transactions for audit purposes

 

         [SR4.8.3.2 and SR 4.8.4.2]
	  		  		  		  		  	
						
	 LOGGING
	  		  		  		  		  	
						
	 58.    Provide a means for logs/reports to be viewed on
on-screen
  

         [SR4.9.1 & 4.11.1.1]
	  		  		  		  		  	
						
	 59.    Provide a means for printing reports

 

         [SR4.9.2 & 4.11.1.2]
	  		  		  		  		  	
						
	 60.    **The system must create a record showing who has accessed the
system and what operations he or she has performed during a given period of time.
  
 [SR4.9.1.3]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 52

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 61.    The system must capture the history of actions taken

 
 [I.e.  the user, time stamp; data
added, deleted or changed, original data if changed]
  

[SR4.9.1.4]
	  		  		  		  		  	
						
	 62.    The system must provide a searchable transaction log

 
 [SR4.9.1.5]
	  		  		  		  		  	
						
	 63.    The system must provide a searchable audit log

 
 [SR4.9.1.6]
	  		  		  		  		  	
						
	 64.    The system must allow for the logs to be archived

 
 [SR4.9.1.7]
	  		  		  		  		  	
						
	 65.    The system must ensure logs are secured – (i.e. the logs are
non editable)
  

[SR4.9.1.8]
	  		  		  		  		  	
						
	 66.    Provide the ability to view on screen, print and archive

 
 [SR4.9.1.8]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 53

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 ERROR HANDLING
	  		  		  		  		  	
						
	 67.    This product must allow for different error handling

Examples;
 •    Entered information incorrectly message 1 is displayed
  

•    Incomplete information entry message 2 is displayed

 
 •    Missing field
information message 3 is displayed
  

[SR4.10.1.2]
	  		  		  		  		  	
						
	 68.    Error handling will be determined by where the Requestor is within
the product. In most cases 2 attempts (initial request plus 1) then redirection
  
 [SR4.10.1.3]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 54

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 69.    In case of an error, the system should produce a suitable error log
record which helps to determine the cause of an error
  
 [SR4.10.14]
	  		  		  		  		  	
						
	 70.    In case of ACH Return items such Non-sufficient funds [NSF] and Account Closed (called Returns) the
system should produce a suitable error log
	  		  		  		  		  	
						
	 REPORTING
	  		  		  		  		  	
						
	 71.    Provide a means of exporting reports to the Portable Document Format
(PDF)
  

[SR4.11.1.3]
	  		  		  		  		  	
						
	 72.    Provide a means of exporting reports to Microsoft Excel

 
 [SR4.11.1.4]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 55

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 73.    Provide a means for an authorized user to enter report parameters
including start times, time span, requested for, etc.
  
 [SR4.11.1.5]
	  		  		  		  		  	
						
	 74.    Provide a means for standard correspondence to have auto fill
capability
  

[SR4.11.1.6]
	  		  		  		  		  	
						
	 75.    The product shall provide a screen where invoice information can be
added or modified
  

         (i.e. Budget and Fiscal’s mailing address, WSP contact
name and phone number)
  

[SR4.11.1.7]
	  		  		  		  		  	
						
	 Provide individual reports that capture the following:
	  		  		  		  		  	
						
	 76.    Deposit Summary, Fiscal Summary, Billed Account Summary, Invoice
Log, Adjustment report
  
 See Appendix B of Appendix A—Software
Requirement Specification for Sample Reports [SR4.11.1.8]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 56

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 77.    Provide combined reports: (1) Detail report, deposit summary,
cards received, fiscal summary, billed account; (2) Monthly report, deposit summary, and fiscal summary, billed account report
  

[SR4.11.1.9]
	  		  		  		  		  	
						
	 78.    Provide an Agency Account Record report

 
 [SR4.11.1.10]
	  		  		  		  		  	
						
	 79.    **Generate and print monthly invoices

 
 See Appendix B of Appendix A- Software Requirement Specification for Sample
Reports
  

[SR4.11.1.11]
	  		  		  		  		  	
						
	 80.    Provide a report of all budget distribution codes

 
 [SR4.11.1.12]
	  		  		  		  		  	
						
	 81.    **Provide cover letters, specific letters or other forms that are
provided to Requestor
  
 See Appendix B of Appendix A- Software
Requirement Specification for Sample Reports
  
 [SR4.11.1.13]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 57

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 82.    **Provide a report on which retained documents are at the end of
their retention period and when they will expire
  
 [SR4.11.1.14]
	  		  		  		  		  	
						
	 83.    Provide a report with the type of Requestors that are requesting
reports—based on the “how are you involved in the collision” response
  

[SR4.11.1.15]
	  		  		  		  		  	
						
	 84.    Provide a report on all released and non-released requests for all
entitled parties and the number of the actual reports provided
  
 [SR4.11.1.16]
	  		  		  		  		  	
						
	 85.    Provide a report for the number of collision reports purchased per
day, per month, per year
  

[SR4.11.1.17]
	  		  		  		  		  	
						
	 86.    Provide a report for the number of searches requested but not
purchased per day, per month, per year
  
 [SR4.11.1.18]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 58

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 87.    Provide a report for the number of requests that were directed to
contact Collision Records
  

[SR4.11.1.19]
	  		  		  		  		  	
						
	 88.    Provide a report for pending requests, pending request by end
date
  

[SR4.11.1.20]
	  		  		  		  		  	
						
	 RETENTION
	  		  		  		  		  	
						
	 89.    **The document that was presented to the Requestor shall be captured
and unaltered for a total of 7 years. [ 6 years plus 1 year]
  
 [SR  5.4.1.1]
	  		  		  		  		  	
						
	 90.    **The date/time for retention begins when the document is presented
to the Requestor for viewing
  

[SR  5.4.1.2]
	  		  		  		  		  	
						
	 PUBLIC DISCLOSURE
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 59

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 91.    **The collision record, as it was presented to the Requestor, will
be captured un-altered for a total of 7 years
  
 [SR  5.4.2.1]
	  		  		  		  		  	
						
	 92.    **The original collision record will also be flagged for retention
and remained unaltered for a total of 7 years
  
 [SR  5.4.2.2]
	  		  		  		  		  	
						
	 93.    **Retention time begins when the last action is taken on the
record
  

[SR  5.4.2.3]
	  		  		  		  		  	
						
	 94.    Retention for public disclosure requires the record to be maintained for 6 years plus 1year. The
original report can be disseminated and then a supplemental report is sent changing the date of the report. We should be able to view and see the original report was received on one date and the supplemental report was received on a different
date.
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 60

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
	 OTHER
	  		  		  		  		  	
						
	 95.    **The database used to display collision records to the WEB
Requestor must be the same database that Internal WSP Employees of Collision Records use to address walk-in, phone-in, and Public Disclosure Requestors.
 [SR 5.1.6] 
	  		  		  		  		  	

  

													
	 5.2.  SYSTEM MANAGEMENT
	      

	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments	 
	  	ü	  	ü	  	ü	  	ü	  	 	.	  
	 1.      Ability to provide an environment that supports multiple users from multiple remote
locations
	  		  		  		  		  			
						
	 2.      **Ability to provide Authorized WSP employees remote access for inquiries, data entry,
report generation, etc
	  		  		  		  		  			

  

			
	WRECR - RFP	  	Page 61

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.2.	SYSTEM MANAGEMENT 

  

											
	 REQUIREMENT
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 3.      **Ability to provide security and system controls to
limit access
  
 [SR 5.1]
	  		  		  		  		  	
						
	 4.      Ability to provide browser based interface
	  		  		  		  		  	
						
	 5.      Ability to assign multiple levels of security to
users
  
 [SR 5.5.1]
	  		  		  		  		  	
						
	 6.      **Ability for an administrator to define data
fields
  
 [SR 5.5.2 and SR 5.5.3]
	  		  		  		  		  	
						
	 7.      **Compatible with all WSP hardware and software
standards
  
 [SR 2.4.1 and 2.4.2]
	  		  		  		  		  	
						
	 8.      Ability to provide 24x7 technical support
	  		  		  		  		  	
						
	 9.      Ability to provide 24x7 access to data from remote connections
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 62

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.2.	SYSTEM MANAGEMENT 

  

											
	 REQUIREMENTS 
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 10.    **Provide a means for a System Administrator to maintain user
accounts including the specification of an account number, account name, address, telephone number, e-mail address etc
  

[SR4.12.2.1]
	  		  		  		  		  	
						
	 11.    **Provide a means for a System Administrator to create or maintain
billing accounts including user login name, user name, telephone number, authorizations, etc
  
 [SR4.12.2.2]
	  		  		  		  		  	
						
	 12.    **Provide a means for a System Administrator to configure the amount
to be debited from the requestors account per collision report
  
 [SR4.12.2.3]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 63

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.2.	SYSTEM MANAGEMENT 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 13.    **Provide a means for a System Administrator to add, change, or
remove (from viewing) items from the system’s configuration tables without a coding change
 Example:

•      Increase the amount to be charged per record from $5.00 to
$9.50
  

•      Add a new “type” to the “how are you involved in this
collision question such as “employee”
  
          [SR4.12.2.5]
	  		  		  		  		  	
						
	 14.    **Provide a means for the System Administrator to view system
details of imports / exports information
  
 (i.e. last date and time
imported, record[s] count,)
  

[SR4.12.2.6]
	  		  		  		  		  	
						
	 15.    ** If import or export file is “blank” or contains no records then an error report is
generated.
	  		  		  		  		  	

  

			
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	 Request for Proposal

WRECR
	  	

  
  

	 	5.2.	SYSTEM MANAGEMENT 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 16.    Allow Authorized WSP Collision Records personnel to add, update,
delete and query agency account information
  

[SR4.13.2.1]
	  		  		  		  		  	
						
	 17.    **Allow Authorized WSP Collision Records personnel to adjust an
account balance. The product shall capture the reason for the adjustment (i.e. debits, credits, or refunds) and comments
  

[SR4.13.2.2]
	  		  		  		  		  	
						
	 18.    **Allow Authorized WSP Collision Records personnel to flag the
account for either Redaction or Non Redaction for all requests made by the Requestor
  
 [SR4.13.2.3]

	  		  		  		  		  	
						
	 19.    **Allow Authorized WSP Collision Records personnel to add a pre
assigned account number to the account. (The account number will be assigned by the WSP Budget and Fiscal unit)
  
 [SR4.13.2.4]
	  		  		  		  		  	

  

			
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	 Request for Proposal

WRECR
	  	

  
  

	 	5.2.	SYSTEM MANAGEMENT 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 20.    Allow Authorized WSP Collision Records to reset the password for the
Billable Account System Admin
  

[SR4.13.2.5]
	  		  		  		  		  	
						
	 21.    Allow an Authorized Billable Account System Admin to change
passwords associated with their account
  

[SR4.13.2.6]
	  		  		  		  		  	
						
	 22.    Allow an Authorized Billable Account System Admin to add, update,
and delete users
  
 [SR4.13.2.7]
	  		  		  		  		  	
						
	 23     **The product must require user WSP employees’
name/password to access the system
  

[SR5.1.1]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 66

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.2.	SYSTEM MANAGEMENT 

  

											
	 REQUIREMENTS
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 24.    The product must follow ISB standards for any password required
(i.e. a system administrator account or anyone with access to financial info will need a password that expires after X amount of days
  

[SR5.1.2]
	  		  		  		  		  	
						
	 25.    The password must be strengthened and must comply with Industry
standards
  
 [SR5.1.3]
	  		  		  		  		  	
						
	 26.    The product must provide the means for assigning and updating
security and access authority for individuals, entities, and applications accessing features and data
  
 [SR5.1.4]
	  		  		  		  		  	
						
	 27.    **The product must encrypt attachments that are sent via
e-mail
  
 [SR5.1.5]
	  		  		  		  		  	

  

			
	WRECR - RFP	  	Page 67

			
	 Request for Proposal

WRECR
	  	

  
  

	 	5.2.	SYSTEM MANAGEMENT 

  

											
	 REQUIREMENTS 
	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	  	ü	  	ü	  	ü	  	ü	  	
						
	 28.    The product must request a “delivery” receipt for each
e-mail that is sent. This receipt must be stored with the record and on the same retention schedule
  

(See 6.1 for retention details of the Software Requirement Specification ~ located in Appendix A of this
RFP)
  
 [SR5.1.6]
	  		  		  		  		  	

  

			
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	 Request for Proposal

WRECR
	  	

  
  

	6.	Vendor Management Proposal 

  

	6.1.	CONTACT INFORMATION 

Provide the following information on the single point of contact in your company for questions as it relates to this RFP. If your
responses or part of you solution is dependent upon third-party vendors, please include their contact information as well. 
  

			
	 Company Name:
	 	
	 Telephone Number:
	 	
	 Contact Person:
	 	
	 Telephone Number:
	 	
	 FAX Number:
	 	
	 Electronic Mail ID:
	 	

  

	6.2.	ADDITIONAL VENDOR QUESTIONS 

  

	6.2.1.	System Questions 

			
	 Question
	  	 Response

	 1.      What “performance attributes” does your company use to verify or validate the
accuracy of your application? Please explain each of your performance attributes and how they fit into the overall system performance testing.
	  	
		
	 2.      How does your company manage “design” planning—do you need to do “site
inspection/assessment” prior to identifying the approach and equipment needed for the application?
	  	
		
	 3.      Do you have a management pack available for System Center Operations
Manager?
	  	
		
	 4.      Do you have “canned” reports that can be generated from the data collected or is
it up to the purchaser to develop reports from the data in the SQL database?
	  	
		
	 5.      What type of system/equipment training do you provide and what are the
durations??
	  	
		
	 6.      What redaction methods does your proposed redaction tool use? Example -text based, text
pattern, zoned etc.
	  	

  

			
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	 Request for Proposal

WRECR
	  	

  
  

			
	 Question
	  	 Response

	 7.      Please describe how your redaction tools “redacts” information. Example—do
you cover up the “item” or do you remove the “item”?
	  	
		
	 8.      Does your redaction tool come with pre-determined patterns or will it be configured. A
pre-determined patter would be a social security Number [SSN] for example.
	  	
		
	 9.      The collision report will be an image, please explain how your redaction tool will find the
“item” within the image.
	  	
		
	 10.    Please explain how your redaction tool will handle images that are poorly scanned, hard to read,
etc.
	  	
		
	 11.    Please explain how your redaction tool will do a system redaction then proceed to allow a manual
redaction.
	  	
		
	 12.    Does the redaction tool you are proposing have the ability to turn on/ turn off redaction?

	  	
		
	 Example—We have 4 items to redact—do we have to redact each item individually < 4 clicks> or can we highlight the 4 times and then
redact everything at once? < 1 click>
	  	
		
	 13.    Is your redaction tool a third party vender tool or an in-house application?
	  	
		
	 14.    If a third party vender—how long have you been associated with this vender?
	  	
		
	 15.    If a third party vender—how many projects have you implemented together?
	  	
		
	 16.    What is your recommendation for WSP’s requirement of a retention tool and its associated
requirements [questions 86-91]?
	  	
		
	 17.    The web application that you are proposing is it a commercially available solution that might require
some customization to meet all of our needs or is it a custom application?
	  	
		
	 18.    Please describe what Bank Card processing platforms you have used in the past.
	  	
		
	 19.    Are you familiar with CyberSource or First Data as part of Bank Card processing? If so
how.
	  	
		
	 20.    What Bank do you usually use to process payments?
	  	

  

			
	WRECR - RFP	  	Page 70

			
	 Request for Proposal

WRECR
	  	

  
  

 

	6.2.2.	Corporate Information 

  

			
	 Question
	  	 Response

	 1.      Describe the support offerings that your company provides. Do you support the product with
internal support staff or through a third party?
	  	
		
	 2.      How many installations of your system do you have?
	  	
		
	 3.      How many installations have you performed in the last 24 months?
	  	
		
	 4.      How long has your company been in business?
	  	
		
	 5.      How many employees do you have?
	  	
		
	 6.      Describe your target market/typical customer both in terms of industry and
size.
	  	
		
	 7.      Describe at least two installations of your system that are of the type and size of the
project being proposed by WSP.
	  	
		
	 8.      Provide a reference (company name, location, contact name, etc.) where your system is in
operation, that is similar to our proposed solution, which would allow us to do a site visit and see the working product.
	  	
		
	 9.      In consideration of your company’s current workload, how soon would your company be
able to start full-time work on this project?
	  	
		
	 10.    Has your company worked with government agencies before? If so, which ones?
	  	
		
	 11.    Has your company implemented payment processes through government agencies before?
Example—implementing ACH through the Office of State Treasures or Bank Cards through a Budget and Fiscal division?
	  	

  

	 	6.2.3.	Version Releases 

  

			
	 Question 
	 	 Response

	 1.      Approximately how often are major versions of equipment and/or back office software
released?
	 	
	 2.      Approximately how often are minor versions of equipment and/or back office software
released?
	 	

  

			
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	 Request for Proposal

WRECR
	  	

  
  

			
	 Question
	  	 Response

	 3.      What are your plans for future enhancements of the system (both equipment and back office
software)?
	  	
		
	 4.      What is the latest version of your system and how many sites are using this
version?
	  	

  

	6.2.4. 	Product Support 

  

			
	 Question
	  	 Response

	 1.      Where are your technical support locations?
	  	
		
	 2.      What is the native operating system (including version and release) for your back office
software? 32 bit or 64 bit?
	  	
		
	 3.      Will your back office software run on VMware and or Hyper-V on 64 bit
machines?
	  	
		
	 4.      If you answered no to question 2, do you have plans to catch up? By when?
	  	
		
	 5.      How do you publish and distribute software patches?
	  	
		
	 6.      How do you publish documentation (e.g., HTML, PDF file, hard copy, etc?)
	  	
		
	 7.      Is your technical support organization in-house or outsourced to a
third-party?
	  	
		
	 8.      Describe software support including: support tiers, response times, support hours,
resolution assurance, change requests.
	  	
		
	 9.      Describe the warranty coverage for your system.
	  	
		
	 10.    Describe the on-going maintenance services, and their associated fees, that your company would make
available to WSP.
	  	

  

			
	WRECR - RFP	  	Page 72

			
	 Request for Proposal

WRECR
	  	

  
  

	6.2.5.	Environment and Architecture 

  

			
	 Question
	  	 Response

	 1.      What is the native operating system for your back office software 32 bit or 64
bit?
	  	
		
	 2.      Will your back office software run on VMware and or Hyper-V on 64 bit
machines?
	  	
		
	 3.      If you answered no to question 3, what are you plans to catch up?
	  	
		
	 4.      Do you support the Microsoft SQL Server platform 2008, and XP?
	  	
		
	 5.      How many Microsoft SQL Server database installations of your system are currently in
production?
	  	
		
	 6.      Based on the information within this RFI, what would be your recommended architectural
design for this project
	  	
		
	 7.      Based on your recommended architecture please provide an itemized list of the hardware and
software components you believe will be needed for the WRECR project solution.
	  	

  

	6.2.6.	Miscellaneous 

  

			
	 Question
	  	 Response

	 1.      Did you thoroughly review the WRECR Software Requirements Specifications—Appendix
A?
	  	

  

			
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	 Request for Proposal

WRECR
	  	

  
  

	7.	Vendor Cost Proposal 

 The
evaluation process is designed to award this procurement not necessarily to the Vendor of least cost, but rather to the Vendor whose proposal best meets the requirements of this RFP. Vendors are encouraged to submit proposals which are consistent
with State government efforts to conserve state resources. 
 WSP is interested in understanding all costs associated with the
Management Response and Technical Response sections of proposals for the Washington Request for Electronic Collision Reports Project. WSP reserves the right to utilize the state’s enterprise software licensing or hardware contracts for the
procurement of the new WRECR solution. 
 WSP requires a deliverables-based milestone payment plan, with the largest percentage
(not less than 20 percent of the total value of the contract) of the disbursement being made upon final testing and acceptance. No single deliverable cost prior to the final deliverable should be greater than 10 percent of the total value of the
contract. The final deliverable, which constitutes and will be part of final acceptance of the entire system, must be included and must be priced at least 20 percent of the total contract. 

 

	7.1.	PAYMENT FOR PROJECT DELIVERABLES 

 Vendor payments will be paid thirty (30) days following receipt and satisfactory acceptance of project deliverables or invoices as applicable. 

Specific payment amounts and project deliverables will be negotiated with the Apparent Successful Vendor. 

 

	7.2.	ACCEPTANCE PERIOD 

 With
respect to this RFP, the proposal and associated prices must remain valid for 180 days following receipt of the proposal, except for any price reductions that may occur during the interim. 

 

	7.3.	COST RESPONSE 

 The
available state funding is limited to $150,000.00 for the entire investment in the following components: 
  

	 	•	 	 Custom Application (if applicable). 

  

	 	•	 	 Application software. 

  

	 	•	 	 System software. 

  

	 	•	 	 System hardware. 

  

	 	•	 	 Implementation. 

  

			
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	 Request for Proposal

WRECR
	  	

  

See Sections A, B, C, and D of Cost Forms: Cash Purchase Response (APPENDIX B). Venders shall bid a fixed price for these
components. Bids exceeding this limit will be rejected as nonresponsive. 
 7.4. IDENTIFICATION OF COSTS 

Identify all costs including expenses to be charged for performing the services necessary to accomplish the objectives described in this
RFP. Your quotation must include all staff costs, administrative costs, travel costs, and any other expenses necessary to accomplish the tasks and to produce the deliverables under contract. Vendors are required to collect and pay Washington State
sales tax, if applicable. 
 Vendors are required to submit a completed copy of Cost Forms: Cash Purchase Response (APPENDIX B)
for their proposed solutions. 
 NOTES: 
  

	 	•	 	 The vendor’s solution must be deliverable-based, and each deliverable must receive a final acceptance. 

 

	 	•	 	 All Cost Response sections delivered will be considered to include a not-to-exceed price for delivering all required services in order to ensure
complete and successful implementation and ongoing operation of the proposed solution. 

  

	 	•	 	 Vendors must include all implementation costs for the entire project from discovery through final acceptance to post-acceptance maintenance support.

  

	 	•	 	 The vendor’s solution proposal should also address the issues and costs of transfer of system licensing and code ownership to Washington State. In
this case, the WRECR application vendor will supply all source code in English. 

  

	 	•	 	 WSP should be provided with the option to procure only select elements of a total proposal at the costs quoted for those specific elements.

  

	 	•	 	 The state of Washington belongs to the Western States Contracting Alliance (WSCA). If the vendor proposes hardware that is available via the WSCA
contract, the WSCA contract price is less than the vendor price, and the vendor will support the hardware, then WSP will purchase the hardware through WSCA. 

  

			
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	 Request for Proposal

WRECR
	  	

  
  

	8.	Project Management Proposal 

  

	 	8.1.1. 	Project Management 

Vendors must provide an overview of how they will successfully manage the complex aspects of budget, scope, and schedule management. In
addition, vendors need to describe the project management methodology to be utilized, including a description of any supporting software. This discussion will include information about overall project management techniques, issue management
approaches, weekly status reporting, and staffing. WSP prefers the use of Microsoft Project 2003 as the project scheduling software. 
  

	 	8.1.2. 	Status Reporting 

 Vendors
should describe the process of providing project status updates to WSP. The vendor project manager will report to the WSP project manager weekly by e-mail and a minimum of once a month in person[ if applicable] or via phone to update WSP on
completed tasks, review the progress of uncompleted tasks, clarify requirements, and discuss other issues related to the WRECR project. The vendor project manager will report project status to the project Executive Steering Committee as necessary.

  

	 	8.1.3. 	Quality Assurance 

Vendors must describe the QA process to be utilized for the project tasks, schedule, deliverables, and testing in order to ensure that
work related to the production of acceptable deliverables is on track and expectations are met or exceeded. The QA process is expected to be proactive so as to ensure not only that the schedule is met but also that product and service quality is
maintained. 
  

	 	8.1.4. 	Project Schedule 

 Vendors
must describe the process of developing the schedule, including the identification of all major phases, tasks, and subtasks. For each identified task or subtask, vendors should include the following information: 

 

	 	•	 	 Resource assignments (e.g., vendor staff, local agency staff). 

 

	 	•	 	 Milestones. 

  

	 	•	 	 Time frames. 

  

	 	¡
 	 	 Assume 10 business days for WSP review on each iteration of a deliverable. 

 

	 	•	 	 Deliverables. 

  

			
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WRECR
	  	

  
  

	 	8.1.5. 	Phase Duration 

 WSP is
interested in implementing this project as quickly as possible. WSP prefers a project schedule that is realistic and reflects the shortest reasonable time frame based on the offeror’s experience with projects of similar size and complexity and
its capacity to successfully deliver proposed outcomes. 
 Please provide a schedule that reflects the most expeditious and
reasonable time frame possible. For your final schedule, describe your delivery approach, your assumptions and needs, and any additional risks or work requirements that will be important for WSP to understand in working with you to ensure successful
delivery. 
  

	 	8.1.6. 	Risk Management Approach 

Vendors must provide their approach to risk management that minimally identifies all risks associated with implementing WRECR, the methods
proposed to mitigate each risk, the probability that each risk will occur (i.e., high, medium, low), and the impact each risk can have on the project (i.e., high, medium, low). 

 

	 	8.1.7. 	Proposed Project Staff 

Vendors must provide an outline of all proposed individuals, including their major areas of responsibility during the project and the
percentage of time that each will be dedicated to the project. 
 Specific guidelines for the vendor’s project manager
include the following: 
  

	 	•	 	 Must be able to demonstrate a history of successful projects of similar size, nature, and complexity. 

 

	 	•	 	 Must have a bachelor’s degree or equivalent work experience. 

 

	 	•	 	 Must be able to demonstrate a minimum of 3 years’ project management experience. 

Though not required, Project Management Professional (PMP) certification from the Project Management Institute, Inc. (PMI) would be a
value-added qualification. 
 Resumes of all key proposed personnel are required and must include the following, at a minimum:

  

	 	•	 	 Experience with the vendor. 

  

	 	•	 	 Experience with projects related to public safety, especially message switch solutions. 

 

	 	•	 	 Experience with projects similar in size, scope, and complexity to this project. 

 

	 	•	 	 System design and development experience. 

  

	 	•	 	 System implementation and support experience. 

  

	 	•	 	 System integration experience. 

  

			
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 Vendors shall
indicate any industry-acknowledged certifications (e.g., Capability Maturity Model Integration [CMMI], PMP, International Organization for Standardization [ISO]) that their organizations or key proposed personnel have attained or are actively
pursuing. 
 The description of experience must include specific responsibilities of vendor personnel and the number of years of
their experience. 
 Each project referenced in a resume should include the customer name, customer reference (including current
telephone number), and time period of the project, as well as a very brief project description. Limit references to the last 5 years. 
 It is important to note that WSP reserves the right to approve or reject any changes to the vendor’s key personnel after the contract award. WSP also reserves the right to require key personnel
changes, with reasonable notice to the vendor, following contract award if WSP determines that such changes are in the best interest of the project. 
 8.1.8. Implementation Approach 
 Vendors must provide their approaches to
implementation of the proposed WRECR solution, outlining the steps from the time of contract signing through complete acceptance and go-live of the future WRECR infrastructure in the production environment. 

  

			
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WRECR
	  	

  
 Appendix A—Software
Requirement Specification 
 This link is the approved version of the Software Requirement Specification (SRS) for the WRECR project. If you
have trouble opening this document please notify the Acquisition Coordinator. Their contact information is in section 2.1 of this document. 
  

 

  

			
	WRECR - RFP	  	Page 79

 Washington State Patrol 

Washington Requests for 
 Electronic Collision Records 
 (WRECR) 

Software 

Requirements 

Specification 
 By the 
 Information Technologies Division 

Planning and Project Office 
 March 16, 2010 

			
	WRECR	  	Software Requirements Specification

  

Revision History 
  

							
	 Version
	  	 Date
	  	 Description
	  	 Name

	1.0	  	04/01/2009	  	Original	  	Steve Cole
	1.1	  	01/13/2010	  	Updated Original	  	Paula Breshears
	1.2	  	01/19/2010	  	Continue update original based on feedback obtained from meeting on 12/19/2010	  	Paula Breshears
	1.3	  	01/21/2010	  	Continue to update original based on feedback	  	Paula Breshears
	1.4	  	01/25/2010	  	Continue to update original based on feedback	  	Paula Breshears
	1.5	  	01/27/2010	  	Continue to update original based on feedback	  	Paula Breshears
	1.6	  	02/02/2010	  	Continue to update original based on feedback	  	Paula Breshears
	1.7	  	02/16/2010	  	Continue to update original based on feedback	  	Paula Breshears
	1.8	  	02/22/2010	  	Continue to update original based on feedback	  	Paula Breshears
	1.9	  	03/01/2010	  	Final updates based on feedback	  	Paula Breshears
	1.10	  	03/02/2010	  	Ready for Signatures	  	Paula Breshears
	2.0	  	03/08/2010	  	Updated from feedback before Signatures are obtained	  	Paula Breshears
	2.1	  	03/16/2010	  	 Updated number sequence for 4.1.2.3-4.1.2.14
 And 4.5.2.3 and 4.5.2.4
 And 4.6.3.2.4 -4.6.2.8

And 5.1.3-5.1.6
 Changed the word Automatic to
Automated (reference ACH)
 Changed OFM reference to OST 4.3.1 and 4.3.2
 Added verbiage to 4.8.4
 Created 4.8.4.3 and 4.10.1.5

Changed all references of Bank of America to

state’s concentration bank per OST request
	  	Paula Breshears

  

					
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TABLE OF CONTENTS 
  

					
	 1     Introduction
	  	 	4	  
	 1.1 Purpose
	  	 	4	  
	 1.2 Intended Audience
	  	 	4	  
	 1.3 Project Background
	  	 	4	  
	 1.4 Reference Material
	  	 	5	  
		
	 2     General Description
	  	 	6	  
	 2.1 Product Scope
	  	 	6	  
	 2.2 Product Function Flow Diagrams
	  	 	8	  
	 2.3 User Classes and Characteristics
	  	 	10	  
	 2.4 Operating Environment
	  	 	10	  
	 2.5 Documentation
	  	 	11	  
		
	 3     External Interface Requirements
	  	 	12	  
	 3.1 User Interfaces
	  	 	12	  
		
	 4     Product Features
	  	 	13	  
	 4.1 Query Collision Records
	  	 	13	  
	 4.2 Process to Select Payment type
	  	 	16	  
	 4.3 Process Selected Records Using Bank Card
	  	 	16	  
	 4.4 Process Selected Records Using Automated Clearing House (ACH)
	  	 	17	  
	 4.5 Process Selected Records Using a Billable Account
	  	 	18	  
	 4.6 Redaction
	  	 	19	  
	 4.8 Import/Export
	  	 	22	  
	 4.9 Logs
	  	 	23	  
	 4.10 Error Handling
	  	 	23	  
	 4.11 Reports
	  	 	24	  
	 4.12 System Administration
	  	 	25	  
	 4.13 Billable Account Maintenance
	  	 	26	  

  

					
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	 5     Nonfunctional Requirements
	  	 	28	  
	 5.1 Security Requirements
	  	 	28	  
	 5.2 Business Rules
	  	 	29	  
	 5.3 Payment recording check and money order
	  	 	30	  
		
	 6     Retention
	  	 	31	  
	 6.1 Retention Overview
	  	 	31	  
	 6.2 Public Disclosure
	  	 	31	  
	 6.3 Other
	  	 	31	  
		
	 7     APPENDIX A: Data Dictionary
	  	 	34	  
	 7.1 Bank Card Transaction File
	  	 	34	  
	 7.2 Automated Clearing House (ACH) Transaction File
	  	 	34	  
	 7.3 Billable Account Transaction File
	  	 	34	  
	 7.4 Billable Account User File
	  	 	35	  
	 7.5 OFM Accounts Receivable Export File
	  	 	36	  
	 7.6 WSDOT Image and Index Extract Import File
	  	 	42	  
		
	 8    APPENDIX B: Sample Reports and Responses
	  	 	45	  
		
	 9     APPENDIX C: Reference Material
	  	 	49	  
		
	 10     APPENDIX D: Glossary
	  	 	84	  

  

					
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1 Introduction 
 This section presents an
overview of the software requirements to help the reader understand its purpose, how to use the document, and the business needs which this project is intending to satisfy. 

 

	1.1	Purpose 

 The purpose of the
Software Requirements Specification (SRS) is to describe functions and capabilities of the product to be developed. This document is the basis for subsequent project planning, design, development, and contractual agreements related to the Washington
Requests for Electronic Collision Records Project. it also is the foundation for product testing and user documentation. 
  

	1.2	Intended Audience 

 This SRS is
directed at the following readers: 
  

	•	 	 Users and other project stakeholders, to be viewed as an agreement with the Project Team that application requirements are fully and correctly
documented to the best of our knowledge and ability at time this document is released. 

  

	•	 	 Project Management staff, as a basis for all project planning and scheduling for the remainder of the project 

 

	•	 	 Proposing vendors, to be used for developing cost and schedule proposals for their bid documents 

 

	•	 	 Contracts staff for both the Washington State Patrol (WSP) and the “Apparent Successful Vendor” for use in developing the contractual
agreement 

  

	•	 	 Project technical staff, to be viewed as the basis for product design and development 

 

	1.3	Project Background 

 The Washington
State Patrol (WSP) Criminal Records Division (CRD) Collision Records Section completes approximately 50,000 requests for copies of collision reports annually. These requests come from individuals involved in a collision, parents or legal guardians
of a minor driver; insurers, attorneys, or other authorized representatives of a driver involved; or law firms doing research. The response to each request involves a manual process of searching, redacting, and collecting fees averaging 1 hour
production time each to complete. They are currently able to complete these requests within 21 days; however, this is directly related to the staffing level. 
 The WSP has received federal funding through the Washington Traffic Safety Commission (WTSC) to improve response times to the public and decrease workload for Section staff. The WSP CRD is the business
owner for the project with direct interaction with WSP Budget and Fiscal Services (BFS), WSP Public Disclosure, WSP Information Technology Division (ITD), WTSC, WSDOT Transportation Data Office, WSDOT Office of Information Technology. 

  

					
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	1.4	Reference Material 

 This section presents
the documents used in creating the Description of Requirements. The document name and location of the electronic copy have been provided to help the reader understand the currently used material, and the business needs which this project is
intending to satisfy. 
  

	1.4.1	Request for Copy of Collision Report Form 

 Appendix C of this document 
  

	1.4.2	ACORDE Redaction tool for Public Disclosure Business Requirements—DOT / WSP 

{DRAFT May 31st, 2007} 
 Appendix C of this document 
  

	1.4.3	Automated Clearing House File Format Specifications—OST 

 Appendix C of this document 
  

	1.4.4	Automated Clearing House Best Practices from OST 

 Appendix C of this document 
  

	1.4.5	Automated Clearing House Service Level Agreement with OST 

 {Sample} 
 Appendix C of this document 

 

	1.4.6	Automated Clearing House Service Input Delivery Dates Form from OST 

 {Sample} 
 Appendix C of this document 

 

	1.4.7	WSP Hardware Standards 

Appendix C of this document 
  

	1.4.8	WSP Software Standards 

Appendix C of this document 

  

					
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2 General Description 
 This section
presents a high-level overview of the product being specified and the environment in which it will be used, the anticipated users of the product, and the known constraints. 

 

	2.1	Product Scope 

 The WSP intends to
hire a vendor to develop a web-based application to allow public access to collision reports through the Internet. The application must provide a parameter search for collision reports, automated redaction and assembly of selected reports, on-line
payment of fees, and satisfy all public disclosure and records retention requirements. WSP’s collision reporting database will be the source of the collision reports for the WRECR application with daily feeds from WSDOT. 

  

					
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	2.1.1	Product Functions 

  

									
	 Function
	  	Description	  	Features
	 Query
	  	 Query collision report database
	  	•	  	 Employee Identity authentication

		  	 by Date and Driver Name then
	  	•	  	 Search database using criteria supplied

		  	 any of the following parameters:
	  		  	 by Requestor

		  	•	  	 Driver Name (Last, First, MI)
	  	•	  	 Provide redaction depending on

		  	•	  	 Driver License Number
	  		  	 Requestor authorization

		  	•    	  	 Date of Birth
	  	•	  	 Log transactions for public disclosure

		  	•	  	 Location (City and or County)
	  		  	 and record retention

		  	•
 •

•
 •
	  	 Roadway

Date
 Collision Number
 Injury Indicator
	  	•
 •
	  	 Capture Requestor information -log transaction

Audits

	  	  	  		  	
		  	•	  	 Fatality Indicator
	  		  	
		  	•	  	 Agency Identifier
	  		  	
				
	 Payment
	  	 Process payment before collision
	  	•	  	 Bank Card processing

		  	 report is allowed to be viewed
	  	•
 •
 •
 •
	  	 Automated Clearing House (ACH) processing

Billable Account processing

Received Check [s] / Money Order[s]

Audits

				
	 Redaction
	  	 Redact collision report based on
	  	•	  	 Based on Requestor Identity

		  	 information provided by
	  	•	  	 Log transaction for public disclosure

		  	 Requestor and business
	  		  	 and record retention

		  	 requirements provided in 5.2 of
	  	•	  	 Log image for record retention

		  	 this document
	  	•	  	 Audits

				
	 Import/Export
	  	 Exchange data with external
	  	•	  	 Import collision report file from WSDOT

		  	 systems
	  	 •
	  	 Export billable account transactions to

Office of Financial Management (OFM)

Accounts Receivable system

		  		  	•
	  	 Export ACH transactions to Office of

State Treasure (OST)

				
	 Reports
	  	 Typical types of Reports
	  	•	  	 Format for on on-screen viewing,

		  	•	  	 Invoices
	  		  	 printing and downloading

		  	•	  	 Summary Reports
	  	•	  	 Daily Bank Card transaction

		  	•
	  	 Forms
	  		  	 reconciliation

		  	•
	  	 Transactions logs
	  	•
	  	 Monthly Billable Account invoices

		  	•	  	 Statistic Reports
	  	•	  	 Audits

				
	 System
	  	 Maintain system tables
	  	•	  	 Billable Account administration

	 Administration
	  		  		  	•
 •
 •
	  	 Report administration

Purge administration

Searches without payment

  

					
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2.2 Product Function Flow Diagrams 
  

 

  

					
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	2.3	User Classes and Characteristics 

 There
are seven [7] types of users: 
  

	 	•	 	 An authorized user who can view the full non-redacted collision record for a fee. 

 

	 	•	 	 A non authorized user can view only a redacted version of a collision record for a fee. 

 

	 	•	 	 An authorized representative who can view the full non-redacted collision record for a fee, only after providing a letter of authorization from
the involved party or insurance company releasing the information and the entity marks the correct authorization box. [See 5.2.9] 

  

	 	•	 	 Personnel who work for an organization such as an insurance company which is invoiced once a month, through a billing account, for transaction fees.

  

	 	•	 	 Authorized personnel who works the Federal Government, or a Criminal Justice Agency or a Washington State government agency and is authorized to view
full non-redacted records without a fee. 

  

	 	•	 	 Authorized WSP Collision Records personnel have unrestricted access to all collision records. 

 

	 	•	 	 System Administrator—i.e. managing user accounts, viewing reports, etc. 

 

	2.4	Operating Environment 

 The Washington
State Patrol supports the following operating environment: 
  

	2.4.1	Hardware 

  

	 	•	 	 Servers with Intel based processors 

  

	 	•	 	 Must have the ability to run in a virtualized environment on a Hyper-V Server 

 

	 	•	 	 Must run on 64 bit platform 

  

	2.4.2	Software 

  

	 	•	 	 Microsoft Windows Server 2008 or higher 

  

	 	•	 	 Internet Information Services (IIS) based web application server(s)7.0 or higher in Integrated Mode [preferred] 

 

	 	•	 	 Microsoft SQL Server based database [2008 minimum] 

  

	 	•	 	 Microsoft SQL Server Reporting Services 

  

	 	•	 	 Must run on Version 3.5 of the .Net framework or higher 

 

	 	•	 	 Client PCs utilizing any Internet Explorer version 6, 7, and 8; Google Chrome (all versions), and Mozilla FireFox version 3.6 or higher

  

	2.4.3	Interfaces 

  

	 	•	 	 Simple Mail Transport Protocol (SMTP) according to the latest Request For Comment (RFC) 

 

	 	•	 	 Microsoft Exchange Server 

  

	 	•	 	 Secure FTP 

  

					
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Design and Implementation Constraints 
 ITD has
limited technical resources available to support this product within the environment specified in-section 2.4. The developer must not introduce any new tools, products, or dependencies that require changes to the existing operating environment, or
require technical support staff to be specially trained for its support. 
 The application development environment and databases shall not be
proprietary and shall not restrict the State from using the application or data in any current or future application. WSP does not currently have any database(s) fulfilling these requirements and the design and implementation of one or more
databases should be considered. The design will also have to take into account the requirements listed in this document such as import /export, retention, payment etc. 
 The proposed application shall utilize a modern relational database management design (normalized to the third normal form (3NF) and be capable of handling current and future work load and future
growth projections. 
 The database provided with the system shall have the capability to address at least 1 terabyte of stored data.

  

	2.5	Documentation 

 All application source
code and technical documentation must be in English and must be provided to the State in its entirety upon acceptance of the product (excludes third party software). The developer must provide the following documentation as part of the finished
product: 
  

	 	•	 	 User’s guide (for each of the identified user classes) 

 

	 	•	 	 Administrator Manual. A description of system administration processes 

 

	 	•	 	 A completed WSP IT System Documentation Standards document 

  

					
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	3	External Interface Requirements 

 This
section specifies any requirements that ensure the new product will connect properly to external components. 
  

	3.1	User Interfaces 

 User interfaces must be
developed for the functions described in Section 4. Standard drop-down lists are used wherever possible to present standard values for selection by the User. Command buttons, Pop-up windows, and other aids should be used where possible to make
the product easier to use. Online help should be available for each screen developed for this application. 
 Web page formats must follow the
State of Washington guidelines found at the following web site: 
 http://www.wa.gov/dis/tools/awstyleguide/accessibility.html

  

					
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	4	Product Features 

 This section specifies
the functional capabilities of the product. These requirements are organized by the major functions described in section 2.2. 
  

	4.1	Query Collision Records 

  

	4.1.1	Typical Action/Response Sequences 

  

			
	 Actor Actions 
	  	 Product Responses

	 1. Enter record search parameters.
	  	 2. Search database using given criteria. Display pick-list of possible matches.

		
	 3. Place selected record in shopping cart for later processing.
	  	 4. Save record for later processing and request next action.

		
	 5. Request “check out” process with selected records.
	  	 6. Request Requestor Information

		
	 7. Enter Requestor Information
	  	 8. Log per auditing sequences

 
 End of Query Collision Sequences

		
		  	 Continue with Determining Redaction Process
Typical Action / Response Sequence

  

					
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	4.1.2 	Functional Requirements 

  

			
	 Reference
	  	 Description

	4.1.2.1	  	 The product must provide a method to collect Requestor information. Requestor information includes:

 
 •    Person or
company name
  

•    Current Date

 
 •    Physical
Address
  

•    Mailing address

 

•    City

 

•    State

 
 •    Zip
Code
  

•    Phone Number

 
 •    FAX
Number
  

•    E-mail address

 
 •    File, Policy,
or Claim Number
  

•    Client Name

 
 •    Answer to the
question “What is the Requestor’s interest in this collision.”

		
	4.1.2.2	  	The product must analyze the Information entered by the Requestor and supply context specific messages for those requestors.
		
	4.1.2.3	  	 The product must provide a method to enter search parameters using Date and Driver Name. Additional information would include any of
the below parameters. The product shall provide the following options to search the database:
  

•    Driver Name (Last, First, MI)

 
 •    Driver License
Number
  

•    Date of Birth (DOB)

 
 •    Location (City
or County)
  

•    Roadway

 
 •    Collision Date
Range *
  

•    Collision Number

 
 •    Injury
Indicator
  

•    Fatality Indicator

 
 •    Agency
Identifier [ for Law Enforcement Agencies]
  
 *       NOTE - The date range is up to 10 days prior to the date chosen

		
	4.1.2.4	  	The product must analyze the Information and search parameters entered by the Requestor and supply context specific error messages for those found invalid.
		
	4.1.2.5	  	The product must search the collision report database using search parameters supplied by the Requestor and display a pick list of records that match the
parameters.

  

					
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	 Reference
	  	 Description

	4.1.2.6	  	The name search should use a phonetic or “Soundex” type search of the database to retrieve records with like-sounding names or names with minor
misspellings.
		
	4.1.2.7	  	The product must provide a method for the requestor to select a record from the “pick list” and add to a shopping cart for later processing.
		
	4.1.2.8	  	The product must provide a method for the requestor to review and edit the shopping cart.
		
	4.1.2.9	  	The product must provide a method for the Requestor to process all selected records in the shopping cart.
		
	4.1.2.10	  	The product will have the ability to place a query request in “pending status” if no record is found by Authorized WSP Collision Records personnel
only.
		
	4.1.2.11	  	The product will have the ability to place an end date on pending status request to allow the request to be automatically removed from a status of pending.
		
	4.1.2.12	  	 Returned information [pick list] will contain the following:

 
 Total number of matching records

Collision Report number*
 Collision
Date
 County the collision occurred in

Name of Roadway
 driver # 1 last name

driver # 2 last name
 driver # 3 last
name
 Injury = Yes or No
 Fatality =
Yes or No
  

*       NOTE - The collision report number will only be provided during the
returned information if it was provided during initial search.

		
	4.1.2.13	  	Authorized WSP Collision Records personnel will have the ability to enter check number or money order number to a requestors information [ i.e. If a check is mailed in and an
Authorized WSP Collision Records personnel is manually doing request for collision record - check number will be entered under requestor information ] without processing check or money order at that time

  

					
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	4.2	Process to Select Payment type 

 4.2.1
Typical Action/Response Sequences 
  

			
	 Actor Actions
	  	 Product Responses

		  	 1. Display payment options screen for payment of user fees. Options include:

 
 •    Bank
Card
  

•    Automated Clearing House [ACH]

 
 •    Billable
Account
  

•    Received Check[s] / Money Order[s]

		
	 2. Select payment option
	  	3. Display selected payment option screen.
		
		  	End of Payment type Sequences
		
		  	Continue with selected payment type process

 4.2.2  Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	4.2.2.1	  	The product will allow authorized WSP CRD employees to enter information from a check or money order received. This option is only viewable by WSP employees.
		
	4.2.2.2	  	The product must provide a way to release the collision report record for either Redaction (Section 4.5.1) or viewing once payment approved.
		
	4.2.2.3	  	The product must charge the account a configurable amount for each collision report record requested.

  

	4.3	Process Selected Records Using Bank Card.  

 4.3.1  Typical Action/Response Sequences 
  

			
	 Actor Actions
	  	 Product Responses

		  	Refer to Payment Selection Process
		
	 1. Select Bank Card payment option
	  	 2. Display bank card payment option screen.

		
	 3. Enter bank card information.
	  	 4. Process Bank Card per OST and Payment Card Industry (PCI) standards (See Appendix
A)
  
 End of Bank Card
Sequences

		
		  	 Continue with 4.5 Redaction

  

					
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4.3.2  Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	4.3.2.1	  	The product must process Bank Card payments per Office State Treasurer (OST) and Payment Card Industry (PCI) Standards

  

	4.4	Process Selected Records Using Automated Clearing House (ACH).  

 4.4.1  Typical Action/Response Sequences 
  

			
	 Actor Actions
	  	 Product Responses

		  	Refer to Payment Selection Process
		
	 2. Select ACH payment option
	  	 3. Display ACH payment option screen.

		
	 4. Enter bank account information.
	  	 5. Process ACH per Office of State Treasurer (OST) and NACHA Operating Rules (See
Appendix A)
  
 End of ACH
Sequences

		
		  	 Continue with 4.5 Redaction

 4.4.2  Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	4.4.2.1	  	Process ACH payments per Office of State Treasurer (OST) and NACHA Operating rules Industry Standards [See Appendix A]
		
	4.4.2.2	  	Provide a visual reference for end user’s entering their bank’s routing number and checking account number. (e.g. a picture of an example check with the appropriate
numbers highlighted)

  

					
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	4.5	Process Selected Records Using a Billable Account.  

 4.5.1  Typical Action/Response Sequences 
  

			
	 Actor Actions
	  	 Product Responses

		  	Refer to Payment Selection Process
		
	 2. Select Billable Account payment option
	  	 3. Display Billable Account payment option screen.

		
	 4. Enter billable account number and password
	  	 5. Each record request is added the customers account’s for statement
documentation
  
 End of Billable Account
Sequences

		
		  	 Continue with 4.5 Redaction

 4.5.2  Functional Requirements 
 The product must 
  

			
	 Reference
	  	 Description

		
	4.5.2.1	  	Allow the Requestor to pay for selected records via billable account.
		
	4.5.2.2	  	The product must provide each batch request its own unique identifier - [i.e. a group of 14 records request would all be under one "Order number")
		
	4.5.2.3	  	The product must provide the ability to enter a pre-assigned account number and password in order to access the billable account
		
	4.5.2.4	  	The product must provide the ability to generate monthly statements. Each statement will contain the collision records unique identifier, date requested, individual amount, total
amount, account information [ i.e. Company name, address etc]

  

					
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	4.6	Redaction  

  

	4.6.1 	Overview 

  

	4.6.1.1 	Functional Requirements 

 The
product must: 
  

			
	 Reference
	  	 Description

	4.6.1.1.1	  	The product must deliver the redacted or non redacted collision report to the requestor in a way that will allow the requestor to print and save locally
		
	4.6.1.1.2	  	The product must provide notification to requestor when redacted or non redacted collision report is ready to be viewed.

  

	4.6.2 	Determining Redaction Process 

  

	4.6.2.1	Typical Action/Response Sequences for Determining Redaction 

  

			
	 Actor Actions
	  	 Product Responses

		  	 1.      Requestor Information captured.

 

2.      Requestor type is determined.

•    Authorized

•    Not Authorized

•    Authorized Representatives

 

3.      Message based on above categories is displayed.

 
 End of Determining Redaction

		
	 4.      Requestor chooses to Continue
	  	 Continue with Payment Typical Action

•    Bank Card

•    ACH

•    Billable Account

  

					
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4.6.2.2 Functional Requirements 

The product must: 
  

			
	 Reference
	  	 Description

	 4.6.2.2.1
	  	The product must be able to categorize based on criteria in section 5.2.1 - 5.2.5

  

	4.6.3	Redacting Process 

 4.6.3.1 Typical
Action/Response Sequences for Redacting 
  

			
	 Actor Actions
	  	 Product Responses

		  	1. System redacts information within image. ( see section 5.2-5.5)
		
		  	2. System redacted image is put into queue for manual redaction process
		
		  	3. Notification is provided to Requestor
		
	 4. WSP staff completes manual redaction
	  	5. Redacted image is released and sent to Requestor
		
		  	6. Create a transaction log record, audit log record, retention log and public disclosure record(s).

 4.6.3.2 Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	 4.6.3.2.1
	  	The product will have the ability to redact a batch of requests or a single request
		
	 4.6.3.2.2
	  	The product will automatically redact specific items within an image. (See section 5.2-5.5)
		
	 4.6.3.2.3
	  	The product will have the ability to place a system redacted collision record in a “queue” for manual redaction.
		
	 4.6.3.2.4
	  	The product will have the ability to initiate system redaction on requested report [s]
		
	 4.6.3.2.5
	  	The product will allow authorized WSP employee to view redacted or un-redacted report[s]
		
	 4.6.3.2.6
	  	The product will allow authorized WSP employee to redact or un-redact any field or area
		
	 4.6.3.2.7
	  	The product will allow authorized WSP employee to print or e-mail from queue
		
	 4.6.3.2.8
	  	The product will have the ability to place a requested collision report in a “queue” for manual redaction

  

					
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4.6.3.3 Typical Action/Response Sequences Non Redaction 
  

			
	 Actor Actions
	  	 Product Responses

		  	1. Non Redacted image is released.
		
		  	2. Notification is provided to Requestor
		
		  	3. Create a transaction log record, audit log record, retention log and public disclosure record(s).

 4.6.3.4 Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	 4.6.3.4.1
	  	The product will have the ability to place a requested collision report in a “queue” for delivery.
		
	 4.6.3.4.2
	  	The product will allow the requestor to view report upon verification of payment

  

					
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	4.8	Import/Export 

 Exchange data with
external systems such as: WSDOT, OFM Accounts Receivable, and OST ACH. 
 4.8.1 Typical Action/Response Sequences 

 

			
	 Actor Actions
	  	 System Responses

	 1. Authorized WSP employee requests Import/Export options screen.
	  	2. Display Import/Export options screen.
		
	 3. Select a particular import or export function.
	  	4. Display a particular import or export detail screen.
		
	 5. Fill in import or export parameters.
	  	 6. Edit parameters and perform selected function.
 7. Record event in Log.

 4.8.2 WSDOT Collision Records Import Functional Requirements 

The product must: 
  

			
	 Reference
	  	 Description

	 4.8.2.1
	  	 Provide a means for automatic import WSDOT of collision records from transfer file.

See Appendix A Section 7.6 for the structure of this file.

		
	 4.8.2.2
	  	This automatic import must be able to combine multiple separate “tiff’ image files into a single Portable Document Format (PDF) document for each collision report
consisting of one page for each Tiff image in the proper page order.
		
	 4.8.2.3
	  	Product must be able to determine if a record in the data file is new or modified”
		
	 4.8.2.4
	  	“If record is modified, product must import the record in compliance with the retention rules stated elsewhere in this specification”
		
	 4.8.2.5
	  	“Import process must be able to run on a configurable schedule”

 4.8.3 OFM Accounts Receivable Export Functional Requirements 

The product must: 
  

			
	 Reference
	  	 Description

	 4.8.3.1
	  	 Provide a means for authorized staff to extract billable account information to be exported to the WSP Budget and Fiscal accounts
receivable system.
  
 See Appendix A Section 7.5 for record
layout.

		
	 4.8.3.2
	  	Capture export transactions for audit purposes.

  

					
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4.8.4 OST ACH Export Functional Requirement 
 The product must: 
  

			
	 Reference
	  	 Description

	 4.8.4.1
	  	Provide a means for authorized staff to extract ACH transaction information to be exported to the Office of State Treasurer for processing. See Appendix C Section C3 for record
layout.
		
	 4.8.4.2
	  	Capture export transactions for audit purposes.
		
	 4.8.4.3
	  	Provide a means for authorized staff to extract ACH cash receipt (A8) which may be provided electronically or hard copy.

  

	4.9	Logs 

Transaction[s] requested by a user or system along with the details will be captured. 

4.9.1 Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	 4.9.1.1
	  	Provide a means of viewing on-screen
		
	 4.9.1.2
	  	Provide a means of printing reports
		
	 4.9.1.3
	  	The system must create a record showing who has accessed the system and what operations he or she has performed during a given period of time.
		
	 4.9.1.4
	  	The system must capture the history of actions taken. [I.e. the user, time stamp; data added, deleted or changed, original data if changed]
		
	 4.9.1.5
	  	The system must provide a searchable transaction log
		
	 4.9.1.6
	  	The system must provide a searchable audit log
		
	 4.9.1.7
	  	The system must allow for the logs to be archived
		
	 4.9.1.8
	  	The system must ensure logs are secured – (example the logs are non editable)

  

	4.10	Error Handling 

 Error
transaction[s] received by the system along with the details 
 4.10.1 Functional Requirements 

The product must: 
  

			
	 Reference
	  	 Description

	 4.10.1.1
	  	Provide the ability to view on screen, print and archive

  

					
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	 Reference
	  	 Description

	 4.10.1.2
	  	 This product must allow for different error handling.
     Examples;

o       Entered information incorrectly message 1 is displayed

o       Incomplete information entry message 2 is displayed

o       Missing field information message3 is displayed

		
	 4.10.1.3
	  	Error handling will be determined by where the Requestor is within the product. In most cases 2 attempts (initial request plus 1) then redirection.
		
	 4.10.1.4
	  	In case of an error, the system should produce a suitable error log which helps to determine the cause of an error.
		
	 4.10.1.5
	  	This product must allow for error handling of ACH Return items such as Non Sufficient Funds (NSF) and Account Closed notices.

  

	4.11	Reports 

 Daily, Weekly and Monthly
reports 
 4.11.1 Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	 4.11.1.1
	  	Provide a means of viewing reports on-screen
		
	 4.11.1.2
	  	Provide a means of printing reports
		
	 4.11.1.3
	  	Provide a means of exporting reports to the Portable Document Format (PDF)
		
	 4.11.1.4
	  	Provide a means of exporting reports to Microsoft Excel
		
	 4.11.1.5
	  	Provide a means for an authorized user to enter report parameters including start times, time span, requested for, etc.
		
	 4.11.1.6
	  	Provide a means for standard correspondence to have auto fill capability.
		
	 4.11.1.7
	  	The product shall provide a screen where invoice information can be added or modified (i.e. Budget and Fiscal’s mailing address, WSP contact name and phone
number)
		
		  	Provide individual reports that capture the following:
		
	 4.11.1.8
	  	 Deposit Summary, Fiscal Summary, Billed Account Summary, Invoice Log, Adjustment report.

See Appendix B - Sample Reports for examples.

		
	 4.11.1.9
	  	Provide combined reports: (1) Detail report, deposit summary, cards received, fiscal summary, billed account; (2) Monthly report, deposit summary, and fiscal summary, billed account
report.
		
	 4.11.1.10
	  	Provide an Agency Account Record report.
		
	 4.11.1.11
	  	 Generate and print monthly invoices.
 See Appendix B - Sample Reports.

		
	 4.11.1.12
	  	Provide a report of all budget distribution codes.

  

					
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	 Reference
	  	 Description

	 4.11.1.13
	  	 Provide cover letters, specific letters or other forms that are provided to Requestor.

See Appendix B - Sample Reports.

		
	 4.11.1.14
	  	Provide a report on which retained documents are at the end of their retention period and when they will expire.
		
	 4.11.1.15
	  	Provide a report with the type of Requestors that are requesting reports - based on the “how are you involved in the collision” response.
		
	 4.11.1.16
	  	Provide a report on all released and non-released requests for all entitled parties and the number of the actual reports provided.
		
	 4.11.1.17
	  	Provide a report for the number of collision reports purchased per day, per month, per year.
		
	 4.11.1.18
	  	Provide a report for the number of searches requested but not purchased per day, per month, per year
		
	 4.11.1.19
	  	Provide a report for the number of requests that were directed to contact Collision Records
		
	 4.11.1.20
	  	Provide a report for pending requests, pending request by end date

  

	4.12	System Administration 

 System maintenance
functions. 
 4.12.1 Typical Action/Response Sequences 
  

			
	 Actor Actions
	  	 System Responses

	 1. Select Administrative option from menu.
	  	2. Display selected Administrative option screen.
		
	 3. Select a particular system table maintenance function.
	  	4. Display a particular system table detail screen.
		
	 5. Enter changes.
	  	 6. Edit changes and update table.
  

7. Create a transaction/audit log of all actions taken.

 4.12.2 Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	 4.12.2.1
	  	Provide a means for a System Administrator to maintain user accounts including the specification of an account number, account name, address, telephone number, e-mail address
etc.
		
	 4.12.2.2
	  	Provide a means for a System Administrator to create or maintain billing accounts including user login name, user name, telephone number, authorizations, etc.

  

					
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	 Reference
	  	 Description

	 4.12.2.3
	  	Provide a means for a System Administrator to configure the amount to be debited from the requestors account per collision report
		
	 4.12.2.4
	  	Provide a means for a System Administrator to configure the time frame on which the records retention data automatically purges. Also to have the ability to manually kick off the
retention data purge based upon input parameters. The purge can be initiated either automatically (scheduled ahead) or manually (execute now). The request can be for the actual purge to occur or a count of records affected.
		
	 4.12.2.5
	  	 Provide a means for a System Administrator to add, change, or remove (from viewing) items from the system’s configuration tables
without a coding change.
 Example:
 o       Increase the amount to be charged per record from $5.00 to $8.50
 o       Add a new “type” to the “how are you involved in this collision question such as “employee”

		
	 4.12.2.6
	  	Provide a means for the System Administrator to view details of system from imports / exports information (i.e. last date and time imported, record[s] count,)

  

	4.13	Billable Account Maintenance 

 Maintain
billable account information for User fees generated from web query transactions. 
 4.13.1 Typical Action/Response Sequences 

 

			
	 Actor Actions
	  	 System Responses

	 1. Select Billable Account maintenance from Menu
	  	2. Display selected screen .
		
	 3. Enter account Information
	  	4. Perform selected function.

 4.13.2 Functional Requirements 
 The product must: 
  

			
	 Reference
	  	 Description

	 4.13.2.1
	  	Allow Authorized WSP Collision Records personnel to add, update, delete and query agency account information.
		
	 4.13.2.2
	  	Allow Authorized WSP Collision Records personnel to adjust an account balance. The product shall capture the reason for the adjustment (i.e. debits, credits, or refunds) and
comments.
		
	 4.13.2.3
	  	Allow Authorized WSP Collision Records personnel to flag the account for either Redaction or Non Redaction for all requests made by the Requestor

  

					
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	 Reference
	  	 Description

	 4.13.2.4
	  	Allow Authorized WSP Collision Records personnel to add a pre assigned account number to the account. ( The account number will be assigned by the WSP Budget and Fiscal
unit)
		
	 4.13.2.5
	  	Allow Authorized WSP Collision Records to reset the password for the Billable Account System Admin
		
	 4.13.2.6
	  	Allow an Authorized Billable Account System Admin to change passwords associated with their account
		
	 4.13.2.7
	  	Allow an Authorized Billable Account System Admin to add, update, and delete users

  

					
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	5	Nonfunctional Requirements 

  

	5.1	Security Requirements 

 The product must
provide internal security. 
  

			
	 Reference
	  	 Description

	 5.1.1
	  	The product must require user WSP employees’ name/password to access the system.
		
	 5.1.2
	  	The product must follow PCI standards for any password required (i.e. a system administrator account or anyone with access to financial info will need a password that expires after
X amount of days
		
	 5.13
	  	The password must be strengthened must comply with Industry standards.
		
	 5.1.4
	  	The product must provide the means for assigning and updating security and access authority for individuals, entities, and applications accessing features and data.
		
	 5.1.5
	  	The product must encrypt attachments that are sent via e-mail
		
	 5.1.6
	  	The product must request a “delivery” receipt for each e-mail that is sent. This receipt must be stored with the record and on the same retention schedule. ( See 6.1 for
retention details)

  

					
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	5.2	Business Rules 

 The following operating
principles shall be applied to the product. 
  

			
	 Reference
	  	 Description

	 5.2.1
	  	 Persons who are entitled to receive a full collision report without redaction:

o       County Prosecuting Attorney

o       Chief of Police

o       County Sheriff

o       Director of the Department of Licensing

o       Chief of the Washington State Patrol

o       Commissioned Officers

o       Driver(s) involved in the collision

o       The legal guardian or, if a minor, the parent(s) of driver(s) involved
in the collision
 o       Persons injured in the
collision
 o       The legal guardian or, if a minor, the parent(s)
of persons injured in the collision
 o       Owner(s) of vehicle(s)
involved in the collision, including both the legal and registered owner

o       Owner(s) of property damaged in the collision

o       Authorized representatives of any of the above interested parties with
written permission
 o       Persons with a “proper
interest,” such as:
 a.      Federal, state and local agencies
authorized by statute to obtain collision information for their official use.

b.      Traffic safety statistical research groups when a research agreement with
the Washington State Patrol/Washington State Department of Transportation is in effect.

o       Third party representatives of any authorized party, including
attorneys and insurance companies, with written authorization signed by the attorney or an authorized representative of the insurance company to act as their representative

o       Schools, public or private, having children committed to their
custody.

		
	 5.2.2
	  	 If the requestor is not entitled to view the full record of an Adult Driver, Pedalcyclist, Pedestrian, or Property Owner. The following
information must be redacted on the PTCR image:

o       Driver’s License Number

o       Date of Birth

		
	 5.2.3
	  	 If the requestor is not entitled to view the full record of a Passenger or Witness The following information must be redacted on the
PTCR image:
 o       Date of Birth

  

					
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	 5.2.4
	  	 If the requestor is not entitled to view the full record of a Juvenile (under 18 at time of collision ) Driver, Pedalcyclist,
Pedestrian, or Property Owner the following information must be redacted on the PTCR Image:

o       Driver License Number

o       Date of Birth

o       Convictions or Pending Prosecution information

	 5.2.5
	  	 If the requestor is not entitled to view the full record of a Juvenile (under 18 at time of collision ) Passenger, or Witness the
following information must be redacted on the PTCR Image:

o       Date of Birth

o       Convictions or Pending Prosecution information

		
	 5.2.6
	  	The database used to display collision records to the WEB Requestor must be the same database that Internal WSP Employees of Collision Records use to address Requestors who walk in
and Phone in and Public Disclosure.
		
	 5.2.7
	  	When a requester is flagged as “Authorized Representatives” and chooses to continue without written permission they will then be categorized as “Non
Authorized”
		
	 5.2.8
	  	 This product must capture physical address when capturing Requestor information.
 Mailing address is optional.

		
	 5.2.9
	  	 Allow Requestor to only choose one of the below to answer “How Were you Involved in This Collision”

o       Driver Involved

o       Legal Guardian

o       Parent of a Minor Driver

o       Injured Passenger

o       Other Person Injured in the Collision

o       Owner of Vehicle Damaged

o       Owner of Property Damaged

o       Insurer of Party Involved

o       Attorney of Driver or Injured Passenger

o       Other Authorized Representative

o       Government Agency

o       OTHER

		
	 5.2.10
	  	The product will allow WSP employee to search by any date range
		
	 5.2.11
	  	The product must process bank card transactions using CyberSource.

  

	5.3	Payment recording check and money order 

Following operating principles shall be applied to the product. 
  

			
		
	 5.3.1
	  	Authorized WSP Collision Records personnel will have the ability to enter check number or money order number to a requestors information along with processing check or money order
at that time of entry

  

					
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	6	Retention 

  

	6.1	Retention Overview 

 The following
operating principles shall be applied to the product. 
  

			
	 5.4.1.1
	  	The document that was presented to the Requestor shall be captured and un altered for a total of 7 years. [ 6 years plus 1 year]
		
	 5.4.1.2
	  	The date/time for retention begins when the document is presented to the Requestor for viewing

  

	6.2	Public Disclosure 

  

			
	 5.4.2.1
	  	The collision record, as it was presented to the Requestor, will be captured unaltered for a total of 6 years.
		
	 5.4.2.2
	  	The original collision record will also be flagged for retention and remained unaltered for a total of 6 years.
		
	 5.4.2.3
	  	Time begins when the last action is taken on the record.

  

	6.3	Other 

 The following operating
principles shall be applied to the product. 
  

			
	 5.5.1
	  	The product will be able to distinguish a Authorized WSP CRD employee from a Public user
	 5.5.2
	  	The system administrator will have the ability to configure which fields are required on information being collected by requestor.
		
	 5.5.3
	  	The product will allow an authorized user to update, add, change or delete content within fields without requiring code changes

  

					
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Requirements Approval 
 March 8, 2010 
 This Requirement Document represents an agreement among the
executive steering committee for the Washington Requests for Electronic Collision Reports business requirements. My signature indicates that I have reviewed the Project Business Requirements and concur with its contents. 

 

					
	  	 		 	      

	Martv Knorr	 		 	James (Jim) Anderson
	Administrator	 		 	Administrator
	WSP Information Technology Division	 		 	WSP Criminal Records Division
			
	  	 		 	      

	Heather Anderson	 		 	James (Jim) Morelli
	Business Owner	 		 	Business Lead
	WSP Criminal Records Division	 		 	WSP Criminal Records Division

  

					
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Appendices 

  

					
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	7	APPENDIX A: Data Dictionary 

  

	7.1	Bank Card Transaction File 

  

											
	 Bank Card Transaction Record

	 Field Name
	  	Type	 	  	Size	  	Edit Rules or
Range of Values	  	Occurrences
	 Transaction Number
	  				  		  		  	Single
	 Transaction Timestamp
	  	 	Date/Time	  	  		  		  	Single
	 Requestor Name
	  				  		  		  	Single
	 Bank Card Type
	  				  		  		  	
	 Bank Card Month/Year
	  				  		  		  	
	 Collision Report Number(s)
	  				  		  		  	Multiple
	 Amount
	  				  		  		  	
	 Authorization Code
	  				  		  		  	
	 Shopper ID
	  				  		  		  	
	 Order ID
	  				  		  		  	
	 AVS Result
	  				  		  		  	
	 Response Code
	  				  		  		  	

  

	7.2	Automated Clearing House (ACH) Transaction File 

  

									
	 ACH Transaction
Record

	 Field Name
	  	Type	  	Size	  	 Edit Rules or

Range of Values
	  	Occurrences
	 Transaction Number
	  		  		  		  	Single

  

	7.3	Billable Account Transaction File 

  

									
	 Billable Account Transaction Record

	 Field Name
	  	Type	  	Size	  	 Edit Rules or

Range of Values
	  	Occurrences
	 Transaction Number
	  		  		  		  	Single

  

					
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	7.4	Billable Account User File 

  

									
	  
	 Billable Account User Record

	 Field Name 
	  	Type	  	Size	  	 Edit Rules or

Range of Values
	  	Occurrences
	 Account Number
	  		  		  		  	Single

  

					
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	7.5	OFM Accounts Receivable Export File  

 The WRECR application must build a transaction file which contains data to be exported into the Accounts Receivable (AR) application. The file is encoded according to ASCII standards and delimited by
carriage-return/linefeeds at the record level, and by comma at the field level. 
 There are three kinds of records contained in each
transaction file: 
  

	 	•	 	 Batch—each transaction file contains one and only one batch record. 

 

	 	•	 	 Document—a batch record contains one or multiple document records. 

 

	 	•	 	 Transaction—a document record contains one or multiple transaction records. 

The Batch record must always be first in the file. The Batch record must be followed by at least one Document record. A Document must be followed by at
least one Transaction record. A Transaction record must be followed by either another Transaction record or a Document record. The Transaction records should pertain to the Document record they follow, as the Account Receivable application assigns
the Document’s reference number to its Transactions. 
  

	7.5.1 	Batch Record 

 The following table gives
the details of Batch records: 
  

									
	 Order
	  	 Field
	  	 Required/Optional/Default
	  	 Size or Literal Text
	  	 Description

					
	0	  	Record Type	  	Required	  	BATCH	  	
					
	l	  	Batch Number	  	Default	  		  	Always empty (no spaces)
					
	2	  	Biennium	  	Optional	  	4 bytes, Number, Valid Year date	  	Set to empty (no spaces)
					
	3	  	Fiscal Month	  	Optional	  	2 bytes, Number, Valid Fiscal Month	  	Set to empty (no spaces)
					
	4	  	 Batch
 Category

Code
	  	Required	  	“D” for Normal Debit	  	Set to empty (no spaces)
					
	5	  	AR Type	  	Required	  	2 bytes	  	Set to “ID”.
					
	6	  	Control Total	  	Required	  	Max 13 bytes including decimal and two digits right of the decimal	  	 Amount equal to the dollar total of all documents in the batch.
 Minimum - 0.01
 Maximum - 9999999999.99

					
	7	  	AFRS Batch Handling	  	Required/Default	  	1 byte	  	Defaults to “N” = No Action
					
	8	  	S.O. Address	  	Optional	  	2 bytes	  	Set to empty (no spaces)

  

	7.5.2 	Document Record 

 The following table
gives the details of Document records: 

  

					
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	 Order
	  	 Field
	  	 Required/Optional/Default
	  	 Size or Literal Text
	  	 Description

					
	0	  	Record Type	  	Required	  	DOCUMENT	  	
					
	1	  	Document Type	  	Required	  	2 bytes	  	“IN” for Invoice (case sensitive)
					
	2	  	Document Reference Number	  	Required	  	Max 10 bytes Alpha Numeric	  	InvoiceNumber from the AccountRequestorBatchGroup table.
					
	3	  	Customer ID	  	Required	  	Max 10 bytes Alpha-Numeric	  	Valid customer id. This is the AccountReceivableID field from the AccountRequestor table.
					
	4	  	Terms	  	Optional/Default	  	2 bytes	  	Set to empty (no spaces)
					
	5	  	Document Description	  	Required	  	Max 30 bytes Alphanumeric	  	 Set with quotes. Value is:

Full name of the month Space
 4 digit calendar
year Literal = “BackgroundChecks” Example: “December 2006 BackgroundChecks”

					
	6	  	Document Date	  	Optional	  	MM/DD/YY (MM/DD/YYYY)	  	Set to empty (no spaces)
					
	7	  	Due Date	  	Optional	  	MM/DD/YY (MM/DD/YYYY)	  	Set to empty (no spaces)
					
	8	  	 Orig
 Document

Amount
	  	Required	  	Max 13 bytes including decimal and two digits left of the decimal	  	Amount equal to the dollar total of all transactions in the document. Minimum 0.01; maximum 9999999999.99.
					
	9	  	Customer Name	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)
					
	10	  	Customer Addr1	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)
					
	11	  	Customer City	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)
					
	12	  	Customer State	  	Optional	  	Max 2 bytes	  	Set to empty (no spaces)
					
	13	  	Customer Zip	  	Optional	  	Max 9 bytes	  	Set to empty (no spaces)
					
	14	  	Additional Cust Attn	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)
					
	15	  	Additional Cust Name	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)
					
	16	  	Additional Cust Addr 1	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)

  

					
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	 Order
	  	 Field
	  	 Required/Optional/Default
	  	 Size or Literal Text
	  	 Description

					
	17	  	Additional Cust Addr 2	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)
					
	18	  	Additional Cust City	  	Optional	  	Max 30 bytes	  	Set to empty (no spaces)
					
	19	  	Additional Cust State	  	Optional	  	Max 2 bytes	  	Set to empty (no spaces)
					
	20	  	Additional Cust Zip	  	Optional	  	Max 9 bytes	  	Set to empty (no spaces)

 7.5.3 Transaction Record 
 The following table gives the details of Transaction records 
  

									
	 Order
	  	 Field
	  	 Required/Optional/Default
	  	 Size or Literal Text
	  	 Description

					
	0	  	Record Type	  	Required	  	TRANSACTION	  	
					
	1	  	Quantity	  	Optional	  	Numeric/Float	  	Set to empty (no spaces)
					
	2	  	Unit Price	  	Optional	  	Numeric/Float	  	Set to empty (no spaces)
					
	3	  	Amount	  	Required	  	Numeric/Float	  	Amount of the transaction. Minimum 0.01; maximum 999999999.99.
					
	4	  	Transaction Print Amount	  	Optional	  	Numeric/Float	  	Set to the value of Amount (item 3)
					
	5	  	ARTranCode	  	Required	  	3 bytes	  	Use the AccountBudgetType from the AccountRequestor record, the FeeCode from the DecisionActionDetail table, and the BudgetFundCode Number from the CTBudgetFund table to retrieve
the matching ARTranCode from the BudgetFundDistribution table and set the value in the Transaction record.
					
	6	  	ARAcct Desc	  	Required	  	Max 30 bytes (exclusive of quotes, if provided)	  	 Must be set with quotes as it may contain embedded commas.
 Set to the BudgetFundCode field from the CTBudgetFund code table.

					
	7	  	Service Date	  	Optional/Default	  	MM/DD/YY (MM/DD/YYYY)	  	Set to empty (no spaces)

  

					
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	 Order
	  	 Field
	  	 Required/Optional/Default
	  	 Size or Literal Text
	  	 Description

					
	8	  	Fund	  	 Required
	  	3 bytes	  	Set to the Fund field from the CTBudgetFund code table.
					
	9	  	Appropriation Index	  	Optional	  	3 bytes	  	 Set to the APPNIndex from the CTBudgetFund code table.
 If APPNIndex value is Null, then set to a space with quotes. 

					
	10	  	Program Index	  	Optional	  	5 bytes	  	Set to the PROGIndex from the CTBudgetFund table. If PROGIndex value is Null, then set to a space with quotes
					
	11	  	Org Index	  	Optional	  	4 bytes	  	Set to empty (no spaces)
					
	12	  	Project Number	  	Optional	  	4 bytes	  	Set to the Project from the CTBudgetFund table.
					
	13	  	Subproject	  	Optional	  	2 bytes	  	Set to empty (no spaces)
					
	14	  	Project Phase	  	Optional	  	2 bytes	  	Set to empty (no spaces)
					
	15	  	Subobject	  	Optional	  	2 bytes	  	Set to the SubObject from the CTBudgetFund table If SubObject value is Null, then set to a space with quotes
					
	16	  	Subsubobject	  	Optional	  	4 bytes	  	Set to the SubSubObject from the CTBudgetFund table
					
	17	  	Major Group	  	Optional	  	2 bytes	  	The MajorGroup from the CTBudgetFund table If MajorGroup value is Null, then set to a space with quotes
					
	18	  	Major Source	  	Optional	  	2 bytes	  	Set to the MajorSource from the CTBudgetFund table If MajorSource value is Null, then set to a space with quotes
					
	19	  	Subsource	  	 Optional
	  	6 bytes	  	Set to the SubSource from the CTBudgetFund table If SubSource value is Null, then set to a space with quotes
					
	20	  	Alloc Code	  	Optional	  	4 bytes	  	Set to empty (no spaces)
					
	21	  	Budget Unit	  	Optional	  	3 bytes	  	Set to empty (no spaces)

  

					
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	 Order
	  	 Field
	  	 Required/Optional/Default
	  	 Size or Literal Text
	  	 Description

					
	22	  	MOS	  	Optional	  	4 bytes	  	Set to empty (no spaces)
					
	23	  	Vendor Number	  	Optional	  	10 bytes	  	Set to empty (no spaces)
					
	24	  	Vendor Suffix	  	Optional	  	2 bytes	  	Set to empty (no spaces)
					
	25	  	County	  	Optional	  	3 bytes	  	Set to empty (no spaces)
					
	26	  	City	  	Optional	  	4 bytes	  	Set to empty (no spaces)
					
	27	  	Master Index	  	Optional	  	8 bytes	  	Set to empty (no spaces)
					
	28	  	Workclass	  	Optional	  	3 bytes	  	Set to empty (no spaces)
					
	29	  	GL Account	  	Optional	  	4 bytes	  	Set to the GLAccount from the CTBudgetFund table. If GLAccount value is Null, then set to a space with quotes
					
	30	  	GL Subaccount	  	Optional	  	6 bytes	  	Set to empty (no spaces)

  

					
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	7.5.4	Sample File 

 The following is an example
of a possible transaction file: 
 Batch,,,,, “ID”, 352116.00,, 
 Document, “IN”, “I06010465”, “INT040”, , “September 

2009CollisionReports”,,,1170.00,,,,,,,,,,,,, 

Transaction, , ,1170.00,1170.00, “012”, “225-04-20-FPID”, , “225”,“ 

”,“00240”,,,,,“ ”,,“04”,“20”,“00FPID”,,,,,,,,,,“ ”, 

7.5.4.1 Notes on Sample File 
  

	 	1.	The Batch Number in the above sample file is empty. It is essential that this always be true. If a Batch Number is added it could result in an error.

  

	 	2.	It is highly recommended that the Biennium and Fiscal Month be blank, as they are in the above sample file. In this case the system assigns the current values to them.
They can be assigned values but if the values are closed or in the future the entire batch is rejected. 

  

	 	3.	Trailing commas must be included for all fields not being given a value. Many of these are “unused” fields which represent a feature in the Credit Screen that
has not been implemented. Do not put any spaces in fields that are being left empty. 

  

	 	4.	All non-numeric fields must be enclosed in double quotes (“). 

  

					
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7.6 WSDOT Image and Index Extract Import File  
 The WRECR application must build a way to import both a daily index file as well as Image file which contains data to from WSDOT application. 
 The file is delivered daily to WSP in the zip format with the following structure: 
 7.6.1
WSDOT Daily Index Zip File Structure 
  

	 	•	 	 A folder for each collision record named “imgXXXX” (where XXXX is a unique identifier specific in the Index.xml file below

  

	 	¡
 	 	 Each folder will contain one or more image files in the “tiff” image format (one for each page contained within the collision report).

  

	 	¡
 	 	 A “Collision_Index.xml” file with information about the collisions and the vehicle occupants as specified below.

  

	 	¡
 	 	 An “Index.xml” file with information the collision images contained in this file and a collision report number that can be used to reference
the Collision Report data contained in the Collission_Index.xml file. 

  

	 	•	 	 The index files and image files may be one or two directory levels down in the zip files (e.g. it should not be assumed the above files will be at the
root directory level within the zip archive). 

  

	 	•	 	 It is possible an index file will contain no records. 

 

	 	•	 	 Index files can also be large and contain thousands of records. 

 7.6.2 Collision_Index.xml File Structure 
 <?xml version=“1.0”
standalone=“yes” ?> 
 <Collision_Index> 

<xs:schema id=“Collision_Index” xmlns=“ ” xmlns:xs =“http://www.w3.org/2001/XMLSchema”

 xmlns:msdata=”urn:schemas-microsoft-cam:xml-msdata”> 

<xs:element name=“Collision_Index” msdata: IsDataSet=“true” 

msdata: UseCurrentLocale=“true”> 

<xs:complexType> 
 <xs:choice minOccurs=“0” maxOccurs=“unbounded”> 

<xs:element name= “collision”> 
 <xs:complexType> 
 <xs:sequence> 

<xs:element name=“ColliRptNum” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“CollisionDate” type=“xs:dateTime” minOccurs=“0” /> 

<xs:element name=“City_Num” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“County_Num” type=“xs:string” minOccurs=“0” /> 

</xs:sequence> 
 </xs:complexType> 
 </xs:element> 

<xs:element name=“Occupants”> 
 <xs: complexType> 
 <xs:sequence> 

<xs:element name=“ColliRptNum” type=“xs:string” minOccurs= “0” /> 

<xs:element name=“UnitNumNum” type=“xs:short” minOccurs=“0” /> 

<xs:element name=“FirstName” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“MidInit” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“LastName” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“BirthDate” type=“xs:dateTime” minOccurs= “0” /> 

<xs:element name=“Type” type=“xs:string” minOccurs=“0” /> 

</xs:sequence> 
 </xs:complexType> 

  

					
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</xs:element> 
 </xs:choice> 
 </xs:complexType> 

</xs:element> 
 <xs:annotation> 
 <xs:appinfo> 

<msdata: Relationship name=“CollisionOccupants” msdata:parent=“Collision” 

msdata: child=“Occupants” msdata:parentkey=“ColliRptNum” msdata:childkey=“ColliRptNum”/> 

</xs:appinfo> 
 </xs:annotation> 
 </xs:schema> 

<Collision> 

<ColliRptNum>1234567</ColliRptNum> 
 <CollisionDate>2010-01-01T00:00:00-08:00</CollisionDate> 

<City_Num>1234</City_Num> 
 <County_Num>12</ County_Num> 
 </Collision> 

<Collision> 

<ColliRptNum>1234568</ColliRptNum> 
 <CollisionDate>2010-01-01T00:00:00-09:00</CollisionDate> 

<City_Num>1234</City_Num> 
 <County_Num>12</County_Num> 
 </Collision> 

<Occupants> 

<ColliRptNum>2426413</ColliRptNum> 
 < UnitNumNum>1</UnitNumNum> 
 <Type>Driver</Type>

 </Occupants> 
 <Occupants> 
 <ColliRptNum>1234567</ColliRptNum> 

<UnitNumNum> 2</UnitNumNum> 
 <FirstName>JOHN</FirstName> 
 <MidInit>A</MidInit>

 <LastName>DOE</LastName> 
 <BirthDate>1989-12-11T00:00:00-08:00</BirthDate> 

<Type>Driver</Type> 
 </Occupants> 
 <Occupants> 

<ColliRptNum>1234568</ColliRptNum> 
 <UnitNumNum>l</UnitNumNum> 
 <FirstName>JANE </FirstName>

 <LastName>DOE </LastName> 
 <BirthDate>l980-03-23T00:00:00-07:00</BirthDate> 

<Type>Driver</Type> 
 </Occupants> 
 <Occupants> 

<ColliRptNum>1234568</ColliRptNum> 
 <UnitNumNum> 2 </UnitNumNum> 
 <FirstName>GEORDE
</FirstName> 
 <MidInit>R</MidInit> 
 <LastName>DOE </LastName> 

<BirthDate>1952-10-24T00:00:00-07:00</BirthDate> 
 <Type>Driver</Type> 
 </Occupants> 

</Collision_Index> 
 7.6.3 Index.xml
File Structure 
 < ?xml version=“1.0” standalone=“yes” ?> 
 <ImageIndexes> 
 <XS:schema id=“ImageIndexes” xmlns=“
” xmlns:xs=“http://www.w3.org/2001/XMLSchema” xmlns:msdata=“urn:schemas -microsoft-com:xml-msdata”> 

<xs:element name=“ImageIndexes” msdata:IsDataSet=“true” msdata:UseCurrentLocale=“true” > 

  

					
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 <xs:complexType> 

<xs:choice minOccurs=“0” maxOccurs=“unbounded”> 

<xs:element name=“Index”> 
 <xs:complexType> 
 <xs:sequence> 

<xs:element name=“CollisionDate” type=“xs:dateTime” minOccurs=“0” /> 

<xs:element name=“ColliRptNum” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“DocType” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“FileDate” type=“xs:dateTime” minOccurs=“0” /> 

<xs:element name=“RelativePath” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“FileName” type=“xs:string” minOccurs = “ 0” /> 

<xs:element name=“PhysicalPath” type=“xs:string” minOccurs=“0” /> 

<xs:element name=“PageNumber” type=“xs:string” minOccurs=“0” /> 

</xs:sequence> 
 </xs:complexType> 
 </xs:element> 

</xs:choice> 
 </xs:complexType> 
 </xs:element> 

</xs:schema> 
 <Index> 

<CollisionDate>2010-01-01T00:00:00-08:00</CollisionDate> 

<ColliRptNum>1234567</ColliRptNum> 
 <DocType>Officer</DocType> 

<FileDate>2010-01-01T00:00:00-08:00</FileDate> 
 <RelativePath>DOL\imgA541\</RelativePath> 

<FileName>imgA542.tif</FileName> 
 <PhysicalPath>E:\Applications\CLASBatch\DOLImageExport\20091218\DOL\imgA541\imgA542.tif</PhysicalPath> 
 <PageNumber>1</PageNumber> 
 </Index> 

<Index> 

<CollisionDate>2010-01-0lT00:00:00-08:00</CollisionDate> 

<ColliRptNum>1234567</ColliRptNum> 
 <DocType>Officer</DocType> 

<FileDate>2010-0l-01T00:00:00-08:00</FileDate> 
 <RelativePath>DOL\imgA541\</RelativePath> 

<FileName>imgA544.tif</FileName> 
 <PhysicalPath>E:\Applications\CLASBatch\DOLImageExport\20091218\DOL\imgA541\imgA544.tif</Phys icalPath> 
 <PageNumber>2</PageNumber> 
 </Index> 

<Index> 
 <!— Each
additional image is captured in a separate Index record —> 
 </Index> 
 </ImageIndexes> 
 7.6.4 Draft Design of how process will work 

  

					
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	8	APPENDIX B: Sample Reports and Responses 

This appendix contains typical examples of reports that are output of something-yet-to-be named (formerly PIDS). The actual detail, format, field sources
are to be determined during the technical design specification definition process. 
 B1: No Record Found Letter (Sample) 

 
 

 
 WASHINGTON STATE PATROL 
 COLLISION RECORD SECTION 
 NO RECORD FOUND 

Based on the information provided in your request, we have been unable to locate a collision report. Please reevaluate the information and only
resubmit your original request if there is a correction or additional information that will help in the search of your original request. If you resubmit your request within 30 days of the no record response, it is not necessary to pay another
$5.00 fee. If you have any questions, please contact the Washington State Patrol Collision Records Section at (360) 570-2355 and refer to the seven digit number on the upper right hand corner of the request form. 

Thank you! 
 B2: Process Public Disclosure
and Collision Record Requests Letter (Sample) 
 TWO DIFFERENT OFFICES: PROCESS PUBLIC DISCLOSURE REQUESTS AND COLLISION RECORDS
REQUESTS. 
 YOUR REQUEST FOR PUBLIC DISCLOSURE HAS BEEN FORWARDED TO THE WASHINGTON STATE PATROL PUBLIC RECORDS OFFICER AT PO BOX 42631
OLYMPIA WA 98504-2611. A FORM HAS BEEN ATTACHED FOR FUTURE REQUESTS OF ANY INFORMATION OTHER THAN THE COLLISION REPORT. 
 REQUESTS FOR
COLLISION RECORDS SHOULD BE SUBMITTED TO THE WASHINGTON STATE PATROL COLLISON RECORDS REQUEST SECTION 
 PO BOX 47382 OLYMPIA WA 98504-7382

 THANK YOU 

  

					
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B3: Still No Record Found Letter (Sample) 

STILL NO RECORD FOUND 
 Based on the information provided in your second request, we are still
unable to locate a collision report. You may want to contact the original investigating agency to verify that a report was written. 
 Only
resubmit if you can obtain new information. If you have any questions, please contact the WSP Collision Record Unit at (360) 570-2355 and reference the control number on the upper right hand corner of the request form. 

Thank you! 
 B4: Cash Receipt Journal
Summary for DISC 
 DISC (Discover Card) 
 Washington Stats Patrol 
 Cash Receipt Journal Summary 

 

							
	 Document Date: 2/8/2010
	 	Document #	 	1360 B	 	Agency No.
		 	225WT	 		 	2250

  

																									
	 BUDGET CODES
	  	 DESCRIPTION
	  	FUND	  	APPN
INDEX	  	PROG
INDEX	  	SUB OBJECT	  	MAJOR
GROUP	 	  	MAJOR
SOURCE	  	SUB
SOURCE	  	GL
ACCOUNT	  	TOTAL	 
	 FPID
	  	 225-08-20-FPID
	  	225	  		  	240	  		  	 	04	  	  	20	  	00FPID	  		  	 	$50.00	  
	 FPI
	  	225-GL-5151	  	225	  		  		  		  	 	—  	  	  		  		  	5151	  	 
	$  0.00
	  

		  		  		  		  		  		  				  		  		  		  	  
	  
	 
		  		  		  		  		  		  				  		  		  		  	 
	$50.00
	  

		  		  		  		  		  		  				  		  		  		  	  
	  
	 

  

											
	 DISC    Total
Deposit    $50.00

						
	 Repaired By:
	 	
/s/ Bob McGregar            
	 	Date:	 	 2/8/2010
	 	Phone:	 	 534-2128

  

					
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B5: Cash Receipt Journal Summary for AMEX 
 AMEX {American Express 
 Washington State Patrol 

Cash Receipt Journal Summary 
  

							
	 Document Date:
	 	 Document #
	 	1350 B	 	 Agency No.

		 	225WT	 		 	2250

  

																							
	 BUDGET CODES
	  	 DESCRIPTION
	  	FUND	  	APPN
INDEX	  	PROG
INDEX	  	SUB OBJECT	  	MAJOR
GROUP	  	MAJOR
SOURCE	  	SUB
SOURCE	  	GL
ACCOUNT	  	TOTAL	 
	 FPID
	  	 225-08-20-FPID
	  	225	  		  	240	  		  	04	  	20	  	20FPID	  		  	 	$300.00	  
	 FBI
	  	 225-GL-5151
	  	225	  	—  	  		  		  	—  	  		  		  	5151	  	 	$    0.00	  
		  		  		  		  		  		  		  		  		  		  	 	$300.00	  

  

											
	AMEX Total Deposit: $300.00	 	 
	 Prepared by:
	 	 /s/ Bob McGregar
	 	     Date:
	 	 2/8/2010
	 	 Phone.
	 	 534-2126

	 Approved by:
	 	 	 	     Date:
	 	 	 		 	

  

					
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 B6: Detail Report / Debits / Credits 

 
 

 

  

					
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9 APPENDIX C: Reference Material 
  

 
 Instructions 

	1.	Complete a separate request form for each collision report requested. For best results, print neatly and provide accurate information. 

 

	2.	A $5.00 check or money order made payable to the Washington State Patrol must accompany each request. Do not send cash. This fee is to pay the cost of searching for the
report and is not refundable, regardless of whether or not the copy of the report can be provided. 

  

	3.	Include a self-addressed envelope for each report requested. Mail to: Washington State Patrol, Collision Records Section, PO Box 47382, Olympia WA
98504-7382 - Phone (360) 570-2355. 

 Type of Report Requested (Check one box) 

			
	 	 
	  ̈ Police Traffic
Collision Report (Officer’s Report)
	 	  ̈ Motor Vehicle
Collision Report (Non-Police Response)

	 
	 Washington State Law provides for the release of collision reports only to certain persons (RCW 46.52.080 and 083). Parties not entitled to the complete report will be given information as permitted by
RCW 11.02.005, 11.88.010, 13.40.020, 13.50.050, 13.50.100, 42.56, 43.52.070, 46.12.380, 46.52.030, 46.52.080, 46.52.083, 46.52.085, and 46.52.130.

 Collision Information (If necessary, use a separate page for additional information.) 

 

											
	 Collision Report No. (optional)

 
	  	
Date of Collision
  
	  	
County Where Collision Occurred
  

	 Fatality

 ̈ Yes      ̈ No
	  	
City Where Collision Occurred
	  	Name of Roadway Where Collision 
Occurred
	 Name of Driver or Involved
Party
 Last Name
  
	  	 First Name

 
	  	 MI

 
	  	
WA State Driver’s Lic. No.
  

	 Name of Second Driver or Involved
Party
 Last Name
  
	  	 First Name

 
	  	 MI

 
	  	
WA State Driver’s Lic. No.

 

 Requestor Information 
  

											
	 Print Name or Firm’s Name
  
	  	 E-Mail
Address
  
	  	 Date

 

	 Street or PO Box
  
	  	 Phone No.

 
	  	 FAX No.

 

	 City/Town

 
	  	 State

 
	  	 ZIP Code

 
	  	 File, Policy, or Claim
No.
  

	 How Were
You Involved in This Collision? (Check One Box)

	  ̈ Driver Involved 

 ̈ Parent of a Minor Driver (Under the age of
18)
  ̈ Injured Passenger 

 ̈ Parent of Injured Minor Passenger 

 ̈ Other Person Injured in Collision 

(Specify how you were involved)

 
	  	  ̈ Owner of Vehicle Damaged

 ̈ Owner of Property Damaged

 ̈ Insurer of Party Involved*

 ̈ Attorney of Driver or Injured Passenger*

 ̈ Other Authorized Representative (Authorization Letter
Required)
 *Client’s Name
                                        
              

	 	  	 

  

					
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C2: Acorde Redaction Tool for Public Disclosure Business Requirements—DOT/ WSP “DRAFT” 

ACORDE REDACTION TOOL FOR PUBLIC DISCLOSURE 
 BUSINESS REQUIREMENTS—DOT/WSP “DRAFT” 
 MAY 31, 2007 

Background: 
 The WSP Public Disclosure
Unit is required to provide copies of collision reports to the public. Current Public Disclosure laws require certain information to be redacted from the report if the person requesting the report is not entitled by law to receive it. For example,
if a person requesting the report was not involved in the collision or a legal representative or guardian of a person involved in a collision, then certain personal information depending on the involved person’s age must be redacted.

 Currently this process is done on a report by report basis one field at a time. Even though this process may be appropriate for a single
request, it becomes too time consuming and non-productive if a batch of reports is requested. 
 Starting in 2006 the WSP Public Disclosure
office started receiving requests from two law firms. These requests were for all collisions that occurred in a county during a certain timeframe. As a result, Collision Records has to print literally hundreds of reports at a time and has to redact
restricted information one field at a time. These types of requests proved to be very time consuming and tapped resources that already had a full workload. 
 To help address this issue, the business requirements stated below will allow WSP Collision Records staff to utilize the Acorde system to redact certain fields automatically based on the involved
person’s age and unit type. 
 Business Requirements: 
 A user (staff person) will request a batch of collision reports or a single collision report based on the requirements entered by the user for a batch search (for example: county and date) or single
report search. This search will result in all collision reports that are available as soon as they are indexed. There must be a way to electronically document the index of reports that were available on that date for the search criteria entered.
When a user brings up the batch in the Acorde viewer, the system must choose a series of options. When one of these options is chosen, the data fields associated with that option must be redacted. The batch to which the system has applied the
options will then present each report page for viewing in a Viewer. Another Viewer will present the originally requested matching page that has not been redacted. The user will then have the option of removing or adding redactions using the Acorde
tool in any field or area (including narrative and diagram) to the report pages presented in the Viewer to which the system has applied the options. Below is a list of these options, based on current law and practice, with a description of what
fields need to be redacted: 
  

	 	•	 	 Option 1—Adult Driver or Pedalcyclist Unit 1: If this option is chosen then the following fields must be redacted on the unit one portion on the
Part A of the PTCR image: (See Attachment) 

  

	 	¡
 	 	 Driver’s License Number 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 2—Adult Driver, Pedalcyclist, Pedestrian, or Property Owner Unit 2: If this option is chosen then the following fields must be redacted on
the unit two portion on the Part A of the PTCR image: (See Attachment) 

  

	 	¡
 	 	 Driver’s License Number 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 3—Adult Driver, Pedalcyclist, Pedestrian, or Property Owner Unit 3: If this option is chosen then the following fields must be redacted on
the top unit portion on the Supplemental page of the PTCR image: (See Attachment) 

  

	 	¡
 	 	 Driver’s License Number 

  

	 	¡
 	 	 Date of Birth 

  

					
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	 	•	 	 Option 4—Adult Driver, Pedalcyclist, Pedestrian, or Property Owner Unit 4: If this option is chosen then following fields must be redacted on the
bottom unit portion on the Supplemental page of the PTCR image. (See Attachment) 

  

	 	¡
 	 	 Driver’s License Number 

  

	 	¡
 	 	 Date of Birth 

 (Options 3
and 4 would apply to any Adult in the Unit Driver, Pedalcyclist, Pedestrian, or Property Owner position on any additional Supplemental pages.) 
  

	 	•	 	 Option 5—Adult Passenger/Witness 1: If this option is chosen then the following fields must be redacted on the top portion on the Part B of the
PTCR image: (See Attachment) 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 6—Adult Passenger/Witness 2: If this option is chosen then the following fields must be redacted on the top portion on the Part B of the
PTCR image: (See Attachment) 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 7—Adult Passenger/Witness 3: If this option is chosen then the following fields must be redacted on the top portion on the Part B of the
PTCR image: (See Attachment) 

  

	 	¡
 	 	 Date of Birth 

 (Options 5,
6, and 7 would apply to any additional Adult Passenger/Witness on any additional Part B pages.) 
  

	 	•	 	 Option 8—Juvenile Driver (under 18 at time of collision) or Pedalcyclist Unit 1: If this option is chosen then the following fields must be
redacted on the unit one portion of the Part A of the PTCR Image: (See Attachment) 

  

	 	¡
 	 	 Phone Number 

  

	 	¡
 	 	 Last Name 

  

	 	¡
 	 	 First Name 

  

	 	¡
 	 	 Middle Initial 

  

	 	¡
 	 	 Address 

  

	 	¡
 	 	 City 

  

	 	¡
 	 	 State 

  

	 	¡
 	 	 Zip 

  

	 	¡
 	 	 Driver License Number 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 9—Juvenile (under 18 at time of collision) Driver, Pedalcyclist, Pedestrian, or Property Owner Unit 2: If this option is chosen then the
following fields must be redacted on the unit two portion of the Part A of the PTCR Image: (See Attachment) 

  

	 	¡
 	 	 Phone Number 

  

	 	¡
 	 	 Last Name 

  

	 	¡
 	 	 First Name 

  

	 	¡
 	 	 Middle Initial 

  

	 	¡
 	 	 Address 

  

	 	¡
 	 	 City 

  

	 	¡
 	 	 State 

  

	 	¡
 	 	 Zip 

  

	 	¡
 	 	 Drivers License Number 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 10—Juvenile (under 18 at time of collision) Driver, Pedalcyclist, Pedestrian, or Property Owner Unit 3: If this option is chosen then the
following fields must be redacted on the top unit portion of the Supplemental page of the PTCR Image: (See Attachment) 

  

					
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	 	¡
 	 	 Phone Number 

  

	 	¡
 	 	 Last Name 

  

	 	¡
 	 	 First Name 

  

	 	¡
 	 	 Middle Initial 

  

	 	¡
 	 	 Address 

  

	 	¡
 	 	 City 

  

	 	¡
 	 	 State 

  

	 	¡
 	 	 Zip 

  

	 	¡
 	 	 Drivers License Number 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 11 — Juvenile (under 18 at time of collision) Driver, Pedalcyclist, Pedestrian, or Property Owner Unit 4: If this option is chosen then the
following fields must be redacted on the bottom unit portion of the Supplemental of the PTCR Image: (See Attachment) 

  

	 	¡
 	 	 Phone Number 

  

	 	¡
 	 	 Last Name 

  

	 	¡
 	 	 First Name 

  

	 	¡
 	 	 Middle Initial 

  

	 	¡
 	 	 Address 

  

	 	¡
 	 	 City 

  

	 	¡
 	 	 State 

  

	 	¡
 	 	 Zip 

  

	 	¡
 	 	 Drivers License Number 

  

	 	¡
 	 	 Date of Birth 

 (Options 10
and 11 would apply to any additional Juvenile Driver in the Unit position on any additional Supplemental pages.) 
  

	 	•	 	 Option 12—Juvenile (under 18 at time of collision) Passenger/Witness 1: If this option is chosen then the following fields must be redacted on the
top portion on the Part B of the PTCR image: (See Attachment) 

  

	 	¡
 	 	 Last Name, First Name, Middle Initial 

  

	 	¡
 	 	 Address 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 13—Juvenile (under 18 at time of collision) Passenger/Witness 2: If this option is chosen then the following fields must be redacted on the
top portion on the Part B of the PTCR image: (See Attachment) 

  

	 	¡
 	 	 Last Name, First Name, Middle Initial 

  

	 	¡
 	 	 Address 

  

	 	¡
 	 	 Date of Birth 

  

	 	•	 	 Option 14—Juvenile (under 18 at time of collision) Passenger/Witness 3: If this option is chosen then the following fields must be redacted on the
top portion on the Part B of the PTCR image: (See Attachment) 

  

	 	¡
 	 	 Last Name, First Name, Middle Initial 

  

	 	¡
 	 	 Address 

  

	 	¡
 	 	 Date of Birth 

 (Options 5,
6, and 7 would apply to any additional Juvenile Passenger/Witness on any additional Part B pages. 
 These automated redactions should apply to
all three forms of the Police Traffic Collision Report (manual redactions should apply to any page of the report). 

  

					
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After review, editing, and acceptance by Collision Records staff of each page of the automatically redacted collision reports, these
documents and/or batches will be electronically stored to be accessed by staff to present to requesters to view electronically. The requester will view each report to determine which reports he/she wants to order. The name of the viewer and the date
of viewing of the report will be automatically and electronically documented to create a record that will remain with the report for six years or until the report is destroyed, whichever is longer (viewed reports must be retained for a period of six
years). He/she will check a box to order the report which will then generate and print a Request for Copy of a Collision Report. The requester’s information and the collision report’s index will automatically populate the form used to
Request a Copy of a Police Traffic Collision Report. Copies of the collision forms and request forms will be printed by the requester on a printer located nearby but outside the area where the documents are being viewed. 

Redacted versions of the collision reports will be electronically stored by selected batch (in the way we store folders of paper reports currently viewed
under public disclosure) and accessible by report number. 

  

					
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C3: Automated Clearing House File Format Specifications 
 ACH File Format Specifications 
  

	9.1.1 	Format Requirements 

 Your ACH file must
be delivered to the Office of the State Treasurer properly formatted for transmission to State’s concentration bank. The following technical specifications conform to state’s concentration bank processing requirements as well as NACHA
record format specifications. The NACHA record format is a national standard developed to provide uniform processing requirements for all participants and is accepted by all ACH member financial institutions. 

 

	9.1.2	 Data Specifications 

 NACHA format
designates each field as either numeric or alphameric and the specifications within each of these designations. 
 NACHA rules allow for the use
of special characters within your file. However, the practice is discouraged due to translation issues within the banking community. 

Numeric Fields 
  

	1.	May only contain numbers 0-9 and hyphens 

  

	2.	Right justify all numeric fields 

  

	3.	Fill all unused spaces with zeros 

  

	4.	Leave all numeric fields unsigned 

Alphameric Fields 
  

	1.	May contain all permitted characters 

  

	2.	Left justify all alphameric fields 

  

	3.	Fill all unused spaces with blanks 

  

	4.	Use only upper case letters 

 Field Inclusion
Requirements (FIR) 
 The decision to populate a specific field should be based on NACHA’s field inclusion requirements. NACHA has
classified each field as Mandatory (M), Required (R) or Optional (O). 
  

	Mandatory: 	A Mandatory field is necessary to ensure the proper routing and/or posting of an ACH entry. If a Mandatory field is not included in an ACH entry, that entry, batch, or
file will be rejected and returned to the ODFI by the ACH Operator. 

  

	Required: 	The omission of a required field will not cause an entry to reject at the ACH Operator, but may cause the entry to reject at the RDFI. Fields classified as required
should be included to avoid processing problems at the RDFI. 

  

	Optional: 	NACHA considers the inclusion or omission of an optional data field at your discretion. Be advised that State’s concentration bank’s processing system may
require Optional fields to be populated. 

  

	9.1.3	 Record Types 

 NACHA has designated
six record types within an ACH file. Each record type contains specific information for the processing and routing of the file. Records are 94 characters in length. All record types are required with the exception of Addenda Records. 

File Header Record 
 The File Header Record identifies the Originator and the ODFI. Physical file characteristics, such as file id and file creation date and time, which can be used to identify the file uniquely, are also
contained in this record. The File Header Record always carries a record type of one and is often referred to as the ‘one record’. 

  

					
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Company/Batch Header Record 
 The Company/Batch Header Record identifies the Originator and briefly describes the purpose of the entry (i.e. ‘PAYROLL’ or ‘TAXES’). It contains the transit routing number of the ODFI
for settlement and routing of returns. Additionally, it contains the effective entry date of all entries in the batch. Information contained in the Company/Batch Header Record applies uniformly to all Entry Detail Records in the batch. Some fields
from the Company/Batch Header Record may be transcribed to the Receiver’s account statement. The Company/Batch Header Record always carries a record type of five and is often referred to as the ‘five record’. 

Entry Detail Record 
 The Entry Detail Record contains information required to post an entry to a Receiver’s account. This includes transit routing number of the RDFI, Receiver’s account number, transaction code
indicating type of entry, and dollar amount. Additionally, the Originator may include information that uniquely identifies the Receiver in their accounting system. The Entry Detail Record always carries a record type of six and is often referred to
as the ‘six record’. 
 Addenda Record 

The Addenda Record supplies additional information to the Receiver concerning the preceding Entry Detail Record.
Inclusion of an Addenda Record is optional. The Addenda Record always carries a record type of seven and is often referred to as the ‘seven record’. 
 Company/Batch Control Record 
 The Company/Batch Control
Record contains the counts, hash totals and dollar totals for the preceding detail entries within the indicated batch. The Company/Batch Control Record always carries a record type of eight and is often referred to as the ‘eight record’.

 File Control Record 
 The File Control Record contains dollar, entry and hash total accumulations for the Company/Batch Control Records in the file. The File Control Record always carries a record type of nine and is often
referred to as the ‘nine record’. 
  

	9.1.4 	Transaction Codes 

 Transaction Codes are
two digit designators used to identify the transaction type of an Entry Detail Record. Transaction types include checking, savings, general ledger (GL) or loan payment transactions. Within transaction types, the transaction codes indicate if an
entry is a credit, debit, prenote or return entry.  
 Valid Transaction Codes 

 

							
	Checking	  	Savings	  	General Ledger (GL)	  	Loan
	21 Credit Return/NOC	  	31 Credit Return/NOC	  	41 Credit Return/NOC	  	51 Credit Return/NOC
	22 Checking Credit	  	32 Savings Credit	  	42 GL Credit	  	52 Loan Payment
	23 Credit Prenote	  	33 Credit Prenote	  	43 Credit Prenote	  	53 Credit Prenote
	26 Debit Return/NOC	  	36 Debit Return\NOC	  	46 Debit Return\NOC	  	55 Loan Reversal
	27 Checking Debit	  	37 Savings Debit	  	47 GL Debit	  	56 Loan Return\ NOC
	28 Debit Prenote	  	38 Debit Prenote	  	48 Debit Prenote	  	

 **NOC — Notice of Change** 

 

	9.1.5 	Service Class Codes 

 The service class
code identifies the general classification of dollar entries to be exchanged. 
  

	 	•	 	 200 Mixed credit and debit entries 

  

	 	•	 	 220 Credit entries only 

  

	 	•	 	 225 Debit entries only 

  

					
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	9.1.6	 Standard Entry Class Code 

 The
Standard Entry Class Code is a three-character mnemonic, which permits various kinds of entries to be distinguished. It is also commonly referred to as the ‘SEC code’. The two most commonly used SEC codes are listed below. Agencies should
consult with the Treasurer’s Office on which SEC code best fits their ACH application. 
 CCD 

Cash Concentration or Disbursement. This code identifies debits and credits initiated by an agency to a business,
corporation or other government entity. A CCD entry may be accompanied by one Addenda Record and is then referred to as a CCD+ entry. 
 PPD

 Prearranged Payments and Deposits. This code identifies credit and debit entries initiated by an
agency to a consumer. It is used for applications such as payroll, benefit disbursements or bill payment. A PPD entry may be accompanied by one Addenda Record and is then referred to as a PPD+ entry. 

 

	9.1.7 	Blocking Factor 

 The blocking factor
defines the number of physical records with a block. For all files the value “10” must be used creating blocks of 940 characters. If the number of records within the file is not a multiple of ten, the remainder of the block must be nine
filled. 
  

	9.1.8 	Sequence of Records 

 Records in an ACH
file must be in the following sequence. Any other sequence will cause the file to be rejected. 
  

	
	File Header Record
	1st Company/Batch Header Record 
	1st Entry Detail Record
	Addenda Record (optional)
	 Ies of Entry Detail Records and corresponding

Addenda Records

	Company/Batch Control Record
	2nd Company/Batch Header Record
	 Ies of Entry Detail Records and corresponding

Addenda Records

	2nd Company/Batch Control Record
	File Control Record
	fill records to create blocks of 10

 Note: This example shows a file with two botches. You may have as many batches on yaur file as necessary.

  

					
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Record Specifications 
 File Header Record 

															
	 Field
	  	Position	  	Size	  	Contents	  	 Field

Name
	  	 Entry Information
	  	 FIR
	  	 Alphameric

or Numeric

								
	1	  	01-01	  	1	  	“1”	  	Record Type Code	  	Code identifying the File Header Record	  	M	  	N
								
	2	  	02-03	  	2	  	“01”	  	Priority Code	  	Only 01 may be used.	  	R	  	N
								
	3	  	04-13	  	10	  	“bl21108250”	  	Immediate Destination	  	Identifies state’s concentration bank as the destination of the file. ‘b’ indicates a blank space.	  	M	  	N
								
	4	  	14-23	  	10	  	NNNNNNNNNN	  	Immediate Origin	  	Identifies you as the Originator. It will be mutually defined by your Agency, the OST and state’s concentration bank	  	M	  	A
								
	5	  	24-29	  	6	  	YYMMDD	  	File Creation Date	  	 The date the file was created.
 YY = last two digits of the year

MM = month expressed in two digits
 DD = day expressed in two digits
	  	M	  	N
								
	6	  	30-33	  	4	  	HHMM	  	File Creation Time	  	 Time of day the file was created.
 HH = hour expressed in military time
 MM = minutes expressed in two digits
	  	O	  	N
								
	7	  	34-34	  	1	  	A-Z
 or

0-9
	  	File ID Modifier	  	 Value to enable distinction between files created on the same day. Populate in ascending order.

A-Z must be uppercase.
	  	M	  	A
								
	8	  	35-37	  	3	  	“094”	  	Record Size	  	Number of characters in each record. Only 094 may be used.	  	M	  	N
								
	9	  	38-39	  	2	  	“10”	  	Blocking Factor	  	Number of records per block. Only 10 may be used.	  	M	  	N
								
	10	  	40-40	  	1	  	“1”	  	Format Code	  	Only 1 may be used	  	M	  	N
								
	11	  	41-63	  	23	  	Alphameric	  	Immediate Destination Name	  	Describes state’s concentration bank as the ODFI. Populate with “BOFA WASHINGTON”	  	O	  	A
								
	12	  	64-86	  	23	  	Alphameric	  	Immediate Origin Name	  	Identifies the name of the Originator. It will be mutually defined by your Agency, the OST and State’s concentration bank.	  	O	  	A
								
	13	  	87-94	  	8	  	Alphameric	  	Reference Code	  	Used by the Originator for internal accounting purposes. May be left blank	  	O	  	A

 Notes: 
 Although NACHA Rules do not require Optional fields be populated, State’s concentration bank operating system may require them for successful processing. 

Values in quotes should be translated verbatim to your ACH file. 

  

					
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Company/Batch Header Record 
  

															
	 Field
	  	Position	  	Size	  	Contents	  	 Field

Name
	  	 Entry Information
	  	 FIR
	  	 Alphameric
or Numeric

								
	1	  	01-01	  	1	  	“5”	  	Record Type Code	  	Code Identifying the Company/Batch Header Record.	  	M	  	N
								
	2	  	02-04	  	3	  	Numeric	  	Service Class Code	  	Identifies the type of entries in the batch.	  	M	  	N
								
	3	  	05-20	  	16	  	Alphameric	  	Company Name	  	Identifies entity sending the batch. It will be mutually defined by your Agency, the OST and State’s concentration bank. May print on the Receiver’s account
statement.	  	M	  	A
								
	4	  	21-40	  	20	  	Alphameric	  	Company Discretionary Data	  	Used internally by the Originator. May be left blank.	  	O	  	A
								
	5	  	41-50	  	10	  	Alphameric	  	Company Identification	  	Identifies entity sending the batch. It will be mutually defined by your Agency, the OST and State’s concentration bank. May print on the Receiver’s account
statement.	  	M	  	A
								
	6	  	51-53	  	3	  	Alphameric	  	Standard Entry Class Code	  	Identifies the ACH record type in the batch.	  	M	  	A
								
	7
	  	54-63	  	10	  	Alphameric	  	Company Entry Description	  	Description of the purpose of the entries (i.e. PAYROLL). May print on the Receiver’s account statement	  	M	  	A
								
	8	  	64-69	  	6	  	Alphameric	  	Company Descriptive Date	  	Date you choose to identify the entries for descriptive purposes only, May be in any format. May be left blank.	  	O	  	A
								
	9	  	70-75	  	6	  	YYMMDD	  	Effective Entry Date	  	 Date you desire entries to post to Receiver’s account. Must be a valid banking day.

YY = last two digits of the year

MM = month expressed in two digits
 DD = day expressed in two digits
	  	R	  	N
								
	10	  	76-78	  	3	  	Blank	  	Settlement Date	  	Leave Blank. The ACH Operator will insert the Settlement date	  	N/A	  	N
								
	11	  	79-79	  	1	  	“1”	  	Originator Status Code	  	Identifies the ODFI as a financial institution.	  	M	  	N
								
	12	  	80-87	  	8	  	“12110825”	  	Originating DFI Identification	  	Identifies State’s concentration bank as the ODFI	  	M	  	N
								
	13	  	88-94	  	7	  	Numeric	  	Batch Number	  	Assign batch numbers in ascending order, (i.e. 0000001, 0000002)	  	M	  	N

 Notes: 
 Although NACHA Rules do not require Optional fields be populated, State’s concentration bank operating system may require them for successful processing. 

Values in quotes should be translated verbatim to your ACH file. 

  

					
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	 Entry Detail Record
  

	 Field
	 	  	Position	  	Size	  	Contents	 	Field
Name	  	 Entry Information
	  	FIR	  	Alphameric
or Numeric
								
	 	1	  	  	01-01	  	1	  	“6”	 	Record Type
Code	  	Code identifying the Entry Detail Record	  	M	  	N
								
	 	2	  	  	02-03	  	2	  	Numeric	 	Transaction Code	  	Code to identify type of entry.	  	M	  	N
								
	 	3	  	  	04-11	  	8	  	TTTTAAAA	 	Receiving

DFI Identification
	  	Transit Routing/ABA number of the Receiver’s financial institution.	  	M	  	N
								
	 	4	  	  	12-12	  	1	  	Numeric	 	Check Digit	  	The ninth character in the Transit Routing/ABA number.	  	M	  	N
								
	 	5	  	  	13-29	  	17	  	Alphameric	 	DFI Account
Number	  	Receiver’s account number.	  	R	  	A
								
	 	6	  	  	30-39	  	10	  	$$$$$$$$¢¢	 	Amount	  	Entry amount in dollars and cents. Do not include decimal point or dollar sign.	  	M	  	N
								
	 	7	  	  	40-54	  	15	  	Alphameric	 	Individual
Identification
Number	  	Internal identification number for the Receiver. May print on the Receiver’s account statement.	  	O	  	A
								
	 	8	  	  	55-76	  	22	  	Alphameric	 	Individual Name	  	Name of Receiver	  	R	  	A
								
	 	9	  	  	77-78	  	2	  	Alphameric	 	Discretionary
Data	  	May be left blank	  	O	  	A
								
	 	10	  	  	79-79	  	1	  	Numeric	 	Addenda Record
Indicator	  	 “1” = addenda follows entry
 “0” = No addenda follows entry
	  	M	  	N
								
	 	11	  	  	80-94	  	15	  	Numeric	 	Trace Number	  	The first 8 positions must contain “12110825” the remaining 7 positions must be assigned in ascending sequential order. Example: 121108250000001 121108250000002
121108250000003	  	M	  	N

 Notes: 
 Although NACHA Rules do not require Optional fields be populated, State’s concentration bank operating system may require them for successful processing. 

Values in quotes should be translated verbatim to your ACH file. 

  

					
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	 Addenda Record (optional)

 

	 Field
	 	  	Position	  	Size	  	Contents	  	Field
Name	  	 Entry Information
	  	FIR	  	Alphameric
or Numeric
								
	 	1	  	  	01	  	1	  	“7”	  	Record
Type Code	  	Code identifying the Addenda Record.	  	M	  	N
								
	 	2	  	  	02-03	  	2	  	“05”	  	Addenda
Type Code	  	Code for most standard entry classes.	  	M	  	N
								
	 	3	  	  	04-83	  	80	  	Alphameric	  	Payment
Related
Information	  	Payment information associated with the preceding Entry Detail Record. Must contain ANSI ASC X12 data segments or NACHA endorsed	  	O	  	A
								
	 	4	  	  	84-87	  	4	  	Numeric	  	Addenda
Sequence
Number	  	Sequence number assigned to each Addenda Record. Assign in sequential ascending order beginning with 0001.	  	M	  	N
								
	 	5	  	  	88-94	  	7	  	Numeric	  	Entry Detail
Sequence
Number	  	Should match positions 88-94 of corresponding Entry Detail Record.	  	M	  	N

 Notes: 
 Although NACHA Rules do not require Optional fields be populated, State’s concentration bank operating system may require them for successful processing. 

Values in quotes should be translated verbatim to your ACH file. 

  

					
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	 Company/Batch Control Record
  

	 Field
	  	Position	  	Size	  	Contents	 	Field Name	  	 Entry Information
	  	FIR	  	Alphameric
or Numeric
								
	1	  	01-01	  	1	  	“8”	 	Record Type
Code	  	Code Identifying the Company/Batch Control Record	  	M	  	N
								
	2	  	02-04	  	3	  	Numeric	 	Service Class
Code	  	Identifies the type of entries in the batch. Must match field two of the preceding Company/Batch Header Record.	  	M	  	N
								
	3	  	05-10	  	6	  	Numeric	 	Entry
Addenda
Count	  	Total number of Entry Detail Records and Addenda Records in the batch.	  	M	  	N
								
	4	  	11-20	  	10	  	Numeric	 	Entry Hash	  	The sum of the Receiving DFI identification numbers (field 3 of the Entry Detail Record) of all Entry Detail Records. Enter the 10 low order (right most) digits of the
calculation.	  	M	  	N
								
	5	  	21-32	  	12	  	$$$$$$$$$$¢¢	 	Total Debit
Entry Dollar
Amount	  	Dollar total of debit entries of the batch in dollars and cents. Do not include decimal point or dollar sign.	  	M	  	N
								
	6	  	33-44	  	12	  	$$$$$$$$$$¢¢	 	Total Credit
Entry Dollar
Amount	  	Dollar total of credit entries of the batch in dollars and cents. Do not include decimal point or dollar sign.	  	M	  	N
								
	7	  	45-54	  	10	  	Alphameric	 	Company
Identification	  	Assigned Company Identification code. Must match field five (company identification) of the Company/Batch Header Record.	  	R	  	A
								
	8	  	55-73	  	19	  	Blank	 	Message
Authentication
Code	  	Leave this field blank	  	O	  	A
								
	9	  	74-79	  	6	  	Blank	 	Reserved	  	Reserved for future use. Leave this field blank.	  	N/A	  	N/A
								
	10	  	80-87	  	8	  	“12110825”	 	Originating
DFI
Identification	  	Identifies State’s concentration bank as the ODFI	  	M	  	N
								
	11	  	88-94	  	7	  	Numeric	 	Batch Number	  	Must match field thirteen (batch number) of preceding Company/Batch Header Record	  	M	  	N

 Notes: 
 Although NACHA Rules do not require Optional fields be populated. State’s concentration bank operating system may require them for successful processing. 

Values in quotes should be translated verbatim to your ACH file. 

  

					
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	 File Control Record
  

	 Field
	 	  	Position	  	Size	  	Contents	 	Field Names	  	 Entry Information
	  	FIR	  	Alphameric
Numeric
	 	1	  	  	01-01	  	1	  	“9”	 	Record Type
Code	  	Code identifying the File Control Record	  	M	  	N
								
	 	2	  	  	02-07	  	6	  	Numeric	 	Batch Count	  	Total number of Company/Batch Header Records in the file.	  	M	  	N
								
	 	3	  	  	08-13	  	6	  	Numeric	 	Block Count	  	Total number of blocks in the file.	  	M	  	N
								
	 	4	  	  	14-21	  	8	  	Numeric	 	Entry/Addenda
Count	  	Total number of Entry Detail Records and Addenda Records in the file.	  	M	  	N
								
	 	5	  	  	22-31	  	10	  	Numeric	 	Entry Hash	  	The sum of the Entry Hash fields from all the Company/Batch Header Records in the file. Enter the 10 low order (right most) digits of the calculation.	  	M	  	N
								
	 	6	  	  	32-43	  	12	  	$$$$$$$$$$¢¢	 	Total Debit
Entry Dollar
Amount in
File	  	Dollar total of debit entries of the entire file in dollars and cents. Do not include decimal point or dollar sign.	  	M	  	N
								
	 	7	  	  	44-55	  	12	  	$$$$$$$$$$¢¢	 	Total Credit
Entry Dollar
Amount in
File	  	Dollar total of credit entries of the entire file in dollars and cents. Do not include decimal point or dollar sign.	  	M	  	N
								
	 	8	  	  	56-94	  	39	  	Blank	 	Reserved	  	Reserved for future use. Leave this field blank	  	N/A	  	N/A

 Notes: 
 Although NACHA Rules do not require Optional fields be populated, State’s concentration bank operating system may require them for successful processing. 

Values in quotes should be translated verbatim to your ACH file. 

  

					
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C4: Automated Clearing House Best Practices from OST 
 Website Design 
 Payment Options Presentation 

OST recommends presenting the payer with the ACH payment option when they hit the pay button and providing a link or button to other
payment options. This approach, we refer to as ‘path of least resistance payment options’ is being employed by many major businesses such as PayPal to encourage customers choose low-cost ACH over bankcards. 

Board of Accountancy recently launched a website using this approach. Approximately 40% of their customer base is opting to pay by ACH
representing a potential savings of thousands of dollars per month. 
 Bank Routing Number (RTN) Validation 

The ACH rules require Originators to confirm the RTN provided is for a financial institution participating in the ACH network. We
recommend using the free download from the Federal Reserve Bank at https://www.fededirectory.frb.org/download.cfm there are two directories on this site be sure to use the FedACH Participants. 

The RTN Validation should be completed before the payer receives confirmation of their payment request. 

Payment Processing/Complete Message 
 Agencies are encouraged to include a message notifying customers the payment is being processed and/or 
 processing is complete. This will keep your customers from creating duplicate charges accidently. 

Data Collection Requirements 
 Customer Name—22 characters available on ACH File. You may want to consider edits that prohibit the customer 
 from entering junk names. i.e. AAAA BBBB 
 Bank RTN—9 digits. See above
discussion regarding validation requirements. 
 Bank Account Number—17 characters max (may include dashes, spaces, alpha
characters). You may want to 
 consider edits that prohibit the customer from entering junk account numbers. i.e.
1111111,123456789 
 Account Type—Checking or Savings. General Ledger is also a common account type request if your customer
base 
 includes the financial institutions themselves. 
 Account Type—Business or Personal. There are slightly different file format requirements depending on whether 
 the account is a business or personal account. 
 File Transmission 

Transmission of the ACH File(s) between agencies will be done using DIS’ Secure File Transmission (SFT) server. OST will provide the
User ID and password; there is no cost to the agency for the service. Files must be placed on the SFT server by 2:00 to receive same day processing. 
 ACH File Effective Dates 
 OST only accepts files with future dated
Effective Dates. Effective dates must be valid banking days, no weekends or holidays. 
 Agencies may place their ACH files on
the SFT Server 24x7 but OST only picks up files during normal business hours. Effective date calculations must be made based on when OST will pick up the file rather than when it is placed on the SFT server. 

ACH Returns 
 Some
debits won’t be paid by the customer’s bank (just like checks). When a bank is unable to post an ACH transaction the item is Returned unpaid to the Originator. The information you provide on the Original Transaction is returned back to
you. Consider returned items when you are determining how you will populate fields such as the Individual ID Number. 
 Returned
items will be accompanied by a code indicating the reason for return. NSF, Account Closed, Invalid Account Number. 
 Transmittal Registers

 Agencies are required to submit a transmittal register (TR) confirming a files dollar totals, record counts and effective
date before OST can forward the ACH file to the bank for processing. TRs can either be entered directly into OST’s TM$ system or the agency can send an email. 
 ACH Rules 
 The Agency is encouraged to have a current copy of the ACH Rules
(Corporate Edition). 

  

					
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C5: Automated Clearing House Service Agreement 
 ACH SERVICE LEVEL AGREEMENT 
 OFFICE OF THE STATE TREASURER

 This Service Level Agreement (SLA) is made and entered into by and between the Office of the State Treasurer (OST) and the Washington
State Patrol (the Agency) to set forth their mutual agreements for ACH processing as provided for by contract between OST and State’s concentration bank, Agreement No. BNK-000-001. This SLA shall encompass the files known mutually to OST and
the Agency as WSP1. This SLA may be updated from time to time by the OST for distribution to all parties. 
 The following information applies
to the creation, processing and receipt of ACH Files for the collection of payments (debits) or distribution of benefits (credits). The following information should be made available to all parties involved with the ACH process to be used as a
reference tool for common processing questions. 
 Definitions: 

 

	 	•	 	 ACH — Automated Clearing House. A funds transfer system, governed by the NACHA Operating Rules, which provides for the interbank clearing
of electronic entries for participating financial institutions. 

  

	 	•	 	 ACH Entry — An electronic item representing the transfer of funds via the ACH. 

 

	 	•	 	 ACH Operator - The central clearing facility operated by a private organization or a Federal Reserve Bank (FRB) on behalf of financial
institutions, to or from which participating financial institutions transmit and/or receive ACH entries. 

  

	 	•	 	 Agency — The Washington State Patrol. The term ‘the Agency’ includes any third party ACH processor providing ACH services to the
Agency by contract. 

  

	 	•	 	 ARPC—ACH Regional Processing Center. Washington State is assigned to the bank’s ARPC located in San Francisco, California.

  

	 	•	 	 Bank—The financial institution and/or department acting as OST’s ODFI, at this time, State’s concentration bank.

  

	 	•	 	 Banking Day — Any day in which both the Federal Reserve Bank and the ODFI are open to transact business. 

 

	 	•	 	 Effective Date — The day the Originator intends for an entry to post to the Receiver’s account. 

 

	 	•	 	 File or ACH File — A group of ACH entries initiated into the ACH network. 

 

	 	•	 	 NACHA — National Automated Clearing House Association. NACHA is the governing body for ACH activity. 

 

	 	•	 	 NWCHA — Northwest Clearing House Association. The regional payment association providing education, assistance, products and services to
Washington and Alaska. 

  

	 	•	 	 ODFI — Originating Depository Financial Institution, A participating financial institution that initiates ACH entries at the request of and
by agreement with its customers. At this time the OST has contracted with State’s concentration bank to act as our ODFI. 

  

	 	•	 	 Originator — Any individual, corporation or other entity that initiates entries into the ACH network. In the context of this agreement, the
Agency creating the ACH File is the Originator. 

  

	 	•	 	 OST — The Office of the State Treasurer. 

  

	 	•	 	 RDFI — Receiving Depository Financial Institution. The financial institution for which the ACH entry is destined.

  

  

					
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	 	•	 	 Receiver—Individual or entity receiving the ACH entry. 

 

	 	•	 	 Settlement Date—Date inserted by the ACH Operator designating when an entry will post to the Receiver’s account. The ACH Operator will
always insert a date at least one banking day in the future from when the file is received by the Operator. Because of OST pre-edit processing; this date should always be set to the Effective Date by the ACH Operator. 

 

	 	•	 	 TM$—Treasury Management System, the computer application used by the OST to manage and account for financial services.

 9.1.9 Compliance 
 The parties agree to be bound by all applicable federal and state laws, and the NACHA Operating Rules, which contain the rules applicable to all parties of an ACH entry. Violation of the NACHA Operating
Rules or violation of applicable federal and state laws may result in the termination of this agreement and the Agency’s access to the ACH Network. The Agency shall obtain a copy of the NACHA Operating Rules prior to implementation of their ACH
program and will obtain an updated copy annually. A copy of the NACHA Operating Rules may be obtained directly from the Northwest Clearing House Association (206) 622-7846 or www.nwcha.org. 

The NACHA Operating rules include provisions for the enforcement of the rules. Included in these provisions is a system of fines. Per NACHA rules, fines
are assessed against the ODFI originating the entry to which the rules violation relates. However, under the contract with the Bank, the State may be liable for fines assessed against the Bank for rules violations resulting from an action or the
inaction of the OST or the Agency, or from processing data contained on an ACH file provided to the Bank. OST will pass any cost borne by OST for rules violations to the Agency if it is found that the rules violation resulted from the action or
inaction of the Agency, or if ACH data provided to OST for processing on behalf of the Agency was the cause of the violation. For a complete description of NACHA’s rules enforcement provisions see Appendix Eleven of the NACHA Operating rules.

 9.1.10 Authorization 

Authorization must be obtained from each individual or business that will be receiving an ACH debit and/or credit prior to initiating the first ACH entry,
including prenotes, to a Receiver’s account. It is the Agency’s responsibility to obtain the authorization. If the Agency will be debiting an account, the authorization must be obtained in writing, signed or similarly authenticated by the
account holder. The term ‘similarly authenticated’ includes the use of a digital signature or other code. The authorization must provide that the Receiver may revoke the authorization in a manner specified within the authorization. The
Receiver must be provided a copy of the debit authorization. The Agency must retain the original authorization for two (2) years following the termination or revocation of the authorization. 

The Bank is authorized to transact ACH business only with designated personnel from the Office of the State Treasurer. This includes, but is not limited
to, the authority to request research regarding ACH transactions or a request to delete or reverse an ACH file, batch or item. Requests for the assistance of the bank to resolve an ACH related issue on behalf of the Agency must be made through
OST’s ACH Program Coordinator, (360) 902-8911. 
 9.1.11 Prenotification 

The NACHA Operating rules allow the Originator to verify that the transit routing number and account number provided by the Receiver is valid through
prenotification. A Prenote is a zero dollar entry sent to the Receiver’s account prior to the transmission of live dollars. Prenotification utilizes a negative notification system, that is, the RDFI only responds to the prenote entry if the
transit routing number and/or the account number is invalid. As with all ACH entries the RDFI has no obligation to verify account ownership. Prenotification is not mandatory but is strongly recommended to reduce the number of live dollar returns
received by the Agency. 
 If the Agency chooses to utilize prenotification, per NACHA Operating rules, live dollar entries may not be initiated
for six banking days following the settlement of the prenote. If, within the six banking day period, the Originator receives a return entry, live dollar entries shall not be initiated to that same account. Proper authorization,must be received prior
to initiating a prenote transaction to a receiver’s account. 
 9.1.12 File Transmissions 

The Agency shall create and deliver ACH Files to the OST in the standard NACHA format. OST does not accept the transmission of empty ACH files. To
ensure that all ACH Files comply with NACHA and Bank processing specifications, the 

  

					
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OST and the Agency shall perform file testing for each new file or any file to which the Agency makes any modifications or additions. The OST and the Bank will verify format and connectivity.
Upon completion of testing, authorization to begin live transmission of files will be granted. If at any time the Agency’s file is rejected, either by TM$ or the bank’s operating system, it is the responsibility of the Agency to correct
and resend the data to OST for processing. 
 The state Information Services Board (ISB) requires that the electronic transmission of
personally identifiable information utilize secure data transmission. The data on an ACH File contains personally identifiable information; therefore, the electronic transmission of ACH data into or out of OST must use secure data transmission.
Files delivered to the OST via any non-secure, non-approved method will not be processed. 
 The Agency will transmit files to the OST
according to a schedule established as follows: each year OST will provide the Agency a blank ACH calendar to be completed by the Agency and returned to the OST in a timely manner. The Agency will indicate the date on which their ACH File will be
transmitted to OST. The Agency will provide the OST with an updated calendar if their transmission dates change. 
 Each file
transmission to the OST must be accompanied by a Transmittal Register containing at a minimum: File Id, Effective Date of the file, Total Debit Dollar Amount, Entry Count of Debits, Total Credit Dollar Amount, Entry Count of Credits, and a Contact
Person and Phone Number. The OST shall receive the Transmittal Register within one hour of receiving the ACH File. The Agency may input the Transmittal Register directly into TM$ or it may be delivered to OST via email to ACHTR@tre.wa.gov or
via fax to (360) 664-2292. The Transmittal Register is used by OST to ensure the correct transmission was received from the Agency before forwarding it on to the bank for processing and as such must be received before OST can send the ACH File
to the bank for processing in the ACH Network. 
 The OST will transmit all ACH data to the Bank utilizing commercially reasonable security
procedures mutually agreed upon by the OST and the Bank. The normal window for OST to transmit the ACH file to the Bank is between 8:00 a.m. Pacific Time and 2:00 p.m. Pacific Time. Other transmission times must be mutually approved in advance by
the Bank and the OST. Approvals will be made on an individual file basis. When difficulties occur that may prevent a file and/or a transmittal register from being delivered to the OST within the normal transmission window, it is extremely important
that the Agency notify OST immediately. 
 Data transmissions to the OST must be complete, including delivery of the Transmittal Register, no
later than 2:00 p.m. Pacific Time at least one banking day prior to the effective date on the file. Transmissions received after 2:00 p.m. on the banking day prior to effective date may not meet processing deadlines for timely settlement.

 The Agency should be aware that OST does not warehouse ACH data. All ACH files received during the business day must either be transmitted to
the bank for processing or deleted from OST’s system if the Agency wishes OST to process a previously deleted file, the Agency must resend the file, accompanying transmittal register and accounting documents, as described under Settlement. It
is the Agency’s responsibility to ensure the effective date has been updated if necessary. 
 9.1.13 Effective Dates 

While NACHA rules allow for files with multiple batches, OST’s Treasury Management System (TM$) requires that all batches within a file contain the
same Effective Date. The Agency will therefore create a separate file for each batch with a unique Effective Date. Files sent with multiple Effective Dates will be rejected by TM$ and must be corrected before transmission to the bank can occur.

 OST pre-edits each file with respect to Effective Date. The Effective Date on each file must be for a valid banking day at least one day in
the future. Files with invalid Effective Dates will be rejected and must be corrected by the Agency before the file can be processed. Invalid Effective Dates include dates in the past, current date, weekends or Bank Holidays. 

9.1.14 Settlement 
 The settlement dollar
amount is posted to the State Treasurer’s Concentration Account on the Settlement Date. The appropriate accounting documents, as set forth below, corresponding to the settlement amount must be received by OST no later than 2:00 p.m. on the
Settlement Date. The documentation must be solely for the individual transmission and be identified with a unique document number. Generally, agencies should submit an AFRS Cash Receipts Journal Summary (A8) for all files in which monies are
collected from the Receiver (ACH debit files), and an AFRS Journal Voucher (EFTJV) for all files in which monies are sent to the Receiver (ACH credit files). 

  

					
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	9.1.15	Returned Items 

 In the event an entry is
returned by the RDFI (i.e. as account closed or NSF), a corresponding settlement entry is posted to the State Treasurer’s Concentration Account. The OST settles these entries with the originating Agency. The Agency will receive notification
from OST’s Cash Management Division of all returned transactions. The appropriate accounting documents corresponding to the Return Item entry settlement must be received by OST no later than 2:00p.m. on the day notification is received. The
Agency is required to act upon these returns in a manner consistent with the reason for the return. 
 A return entry that does not require
settlement but does require action on the part of the Originator is the Notification of Change, referred to as an NOC. An NOC is a zero dollar entry initiated by the RDFI to inform the Originator that information in a posted entry is incorrect or
outdated. The NOC will note both the invalid and valid information. The NACHA Operating rules require that changes specified in the NOC must be made within six banking days of receipt of the NOC or prior to initiating another entry to the
Receiver’s account, whichever is later. 
 Occasionally a returned item will be received in error or outside the allowable return time
frames as provided in the NACHA rules. The NACHA rules provide for the dishonor of these returns to the RDFI within strict time frames. In order to meet these time frames the Agency must notify OST no later than 2:00 p.m. on the day the return is
received of their desire to have the return dishonored. To request the dishonor contact OST’s ACH Program Coordinator at 902-8911. 
  

	9.1.16	Erroneous Entries 

 Occasionally an ACH
File may contain entries that were created in error (i.e. a payment amount was computed in error). If the Agency discovers such errors before the OST has transmitted the file to the Bank for processing, they may request OST to delete the ACH file.
The Agency then must create and transmit a corrected file for processing. To request the delete, contact OST’s ACH processing unit at (360) 902-8986 to determine if the file has been sent to the bank. Written authorization of your delete
request, either by e-mail to ACHTR@tre.wa.gov or fax (360) 664-2292, must be received prior to OST executing the delete. Written authorization shall include file credit and debit amounts and effective date. OST cannot delete an
individual transaction from a file. 
 NACHA rules allow for the reversal of ACH entries transmitted to a Receiver in error.
A reversing entry is an offsetting entry (i.e. a debit to reverse a credit) to the Receiver’s account; a reversal does not stop the original entry from posting because it is a separate transaction which offsets the original entry. The Receiver
will see both entries posted to their account. OST will create reversal entries for the agency on a limited basis. If reversals are frequently needed OST will provide the agency access to TM$ to create the reversal transactions. The ACH Rules limit
the amount of time one may reverse an entry. To ensure compliance with the rules the reversal request must be received by OST no later than 2:00 p.m. Pacific Time on the fourth (4th) banking day after settlement of the original entry. Additionally, the Agency reversing the item must notify the Receiver of the reversal and the reason for the reversal no later than the
Settlement Date of the reversing entry. At no time can the Bank’s ARPC alter a transaction. 
 Upon reversing an entry, it is the
Agency’s responsibility to make alternative arrangements for the collection or distribution of funds with the Receiver. 

A word of warning about reversals: Financial institutions typically update their ATM networks, branch teller
terminals, etc. by posting credit transactions such as direct deposits for availability at the opening of business on the settlement day. Debit transactions (i.e. reversals of direct deposits) however, may not post until the end of the day on
settlement day. Thus, the receiver may have access to and withdraw their ACH credits even though the financial institution has received your reversal on or prior to the Settlement Date. If the full amount of the credit is not available at the time a
reversal settles none of the funds will be returned. Furthermore, when attempting to reverse a debit entry, you have some risk that the original debit entry may be returned to you but not the reversing credit entry. The RDFI is not obligated to
ensure the Originator is made whole. If a reversal is not honored the Agency must make arrangements for collection outside the ACH network. 

The OST must receive written authorization, signed by Agency personnel, prior to OST reversing an entry; OST is unable to process a verbal reversal
request until the written authorization is received. The written authorization shall include: payee name, payee account number, routing number of the destination bank, dollar amount of the erroneous entry and effective date. 

  

					
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The Agency is responsible for ensuring the accuracy of the ACH items on each file. The OST and/or the Bank have no responsibility whatsoever to verify the
accuracy of the items. Furthermore, the Agency understands that although an ACH file may contain the name and account number of the Receiver, payment may be made by the RDFI solely based on the account number even if the account number identifies an
owner other than identified on the ACH item. 
 If an ACH file, batch or item is rejected by the Bank’s processing system or the ACH
Operator due to a technical or formatting error, it is the Agency’s responsibility to remake and retransmit the file, batch or item as appropriate as well as the transmittal register. 

 

	9.1.17	File Monitoring 

 The ACH calendar
specifies the expected date an ACH file will be transmitted. This information will be used by the OST and ARPC to schedule and monitor the receipt of expected files. The Bank will contact the OST if a scheduled ACH file is not received; therefore it
is important that the ACH calendar be kept current. It is the responsibility of the Agency to notify OST of any processing schedule changes that occur during the year. 
  

	9.1.18	Business Continuity 

 In the event OST or
the Bank experience any problem that indicates a transmission cannot be completed as scheduled, OST has established procedures to deliver a standard NACHA formatted file, on physical media, to the Bank by 3:00 p.m., Pacific Time, one banking day
prior to the effective date. It is the responsibility of the Agency to maintain backup data and provide the OST with their file on appropriate physical media when requested. The Agency is encouraged to develop an in-stream backup process ensuring
the availability of the ACH File under any circumstances. The Agency is required to test the backup with the OST and the Bank prior to implementation of live transmissions to the Bank. 
 OST’s business continuity plan provides OST the ability to download files from the DIS mainframe under certain circumstances. Agencies using the DIS mainframe to produce ACH data may want to provide
OST read-only security (RACF) authorization to their ACH files. If resources permit, OST will download your file on your behalf and deliver the data to the bank. Please keep in mind that providing OST access to your ACH data while still on the DIS
mainframe does not negate your responsibility to provide your data on physical media upon request. 
 The OST conducts quarterly testing of the
physical media backup process with the Bank. We encourage each agency to participate in the test. An email will be sent to your agency contact one week prior to the scheduled test notifying you of the test date and requesting voluntary
participation. 
  

	9.1.19	Training 

 OST offers ACH training and
consultations to all state agencies. Contact OST’s ACH Program Coordinator to customize a presentation to your Agency’s needs. Additionally, training seminars are offered by NWCHA. For a current NWCHA seminar schedule visit their website
at www.nwcha.org or call (206) 622-7846. 
  

	9.1.20	Contact Information 

 Up-to-date contact
information is essential to OST’s ability to quickly resolve ACH processing issues or to provide news and information about changes in the ACH Network. In order to ensure OST has the correct contact information for your Agency, please complete
and return the ACH Contact Information sheet attached as Appendix A of this document. It is the Agency’s continuing responsibility to update the ACH Contact Information as changes occur within your Agency. 

All ACH inquires should be directed to OST’s ACH Program Coordinator, Lesa Williams, at (360) 902-8911 or lesa@tre.wa.gov. 

  

					
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C6: Automated Clearing House Input Deliver Dates Form 
  

			
	Office of the State Treasurer	 	
		 	2010 ACH Input Delivery Dates
	 Instructions:
	 	COMPANY INFORMATION
	 1.      Complete COMPANY INFORMATION
	 	[ILLEGIBLE]
	 2.      Circle the date your data will be received by OST Or
check the box for Daily or No Calendar
	 	 
	 3.      Fax Completed from to 360-704-5176
	 	[ILLEGIBLE]
		 	 
	¡ Circle Delivery Dates	 	 Agency Contact

	H= Bank Holiday S = State Holiday	 	 
	
 ̈       Check here for
Daily Transmission
	 	Phone Number
		 	 
	  ̈       Check here to indicate No Calendar
will be provided
	 	Email Address
		 
	 Revisior
date                        
	 	 
		
	DO NOT INDICATE FILE EFFECTIVE DATES	 	

  
 

 

  

					
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	C7:   WSP Hardware Standards
	Hardware Standards—August 2007
	Hardware Requirements	  	Purchasing Standards
	 Category
	  	 Sub Category
	  	 Manufacturer
	  	 Model

	 Desktop PC
	  		  		  	
		  	Mini Tower	  	Gateway	  	E—4610
		  	All in one	  	Gateway	  	Profile 6
	 Desktop PC Options
	  		  		  	
		  	Mult port Video cards	  		  	
	 Laptop
	  		  		  	
		  	ConvertibleTable1	  	Gateway	  	N296
		  	Laptop	  	Gateway	  	475
		  	Laptop—Ruggedized	  	Itronix	  	RX1
	 Laptop Options
	  		  		  	
		  	Docking Station	  	Gateway	  	Laptop dependent
		  	Mouse	  	Gateway	  	Standard
		  	Keyboard	  	Gateway/	  	
		  		  	Logitech/Microsoft	  	
		  		  	Natural	  	Standard
		  	Monitor	  	Gateway	  	
		  	Token-Ring	  	IBM	  	
	 Personal Digital Assistants
	  		  	
		  	E-mail	  	RIM	  	BlackBerry
		  	Calendar	  	RIM	  	BlackBerry
		  	Wireless communications	  	RIM	  	BlackBerry
		  	Other	  	RIM	  	BlackBerry
	 Printers
	  		  		  	
		  	Label	  	Seiko Instruments	  	Smart Label Printer 460
		  	Portable	  	Canon	  	PIXM A IP 90
		  	Portable—Car (eTRIP)	  	Pentax	  	Pocketjet 3
	 Personal
	  	Laser—Light to Med Workloads	  	Hewett—Packard	  	320
		  	Laser—medium to heavy Workloads	  	Hewett—Packard	  	P2015
		  	Laser—heavy workloads	  	Hewett—Packard	  	4250
		  	Barcode	  	Zebra	  	TLP2844
	 Networked
	  	Laser	  	Hewett—Packard	  	1320n
		  	Laser	  	Hewett—Packard	  	2420dn
		  	Laser	  	Hewett—Packard	  	2430n
		  	Laser	  	Hewett—Packard	  	4250
		  	Laser—Color	  	Hewett—Packard	  	3000n
		  	Laser—Color	  	Hewett—Packard	  	3300n
		  	Laser—Color	  	Hewett—Packard	  	5550n
	 Large Format
	  	Plotters	  	Hewett—Packard	  	DesignJet series
	 Print Servers
	  		  		  	
		  	Ethemet 10/100	  	Hewett—Packard	  	JetDirect 300x
	 Scanners
	  		  		  	
		  	Photo	  	Hewett—Packard	  	G4010
		  	Document	  	Hewett—Packard	  	5590
		  	Barcode	  	Symbol	  	
		  		  	Adaptus Imaging	  	
		  	(eTRIP only)	  	Technology	  	
	 UPS
	  		  		  	
		  	Workstation	  	APC	  	800VA
		  	Server	  	Contact ITD\Integrated Systems and Server Support (ISSS)
	 Removable Media
	  		  		  	
	 Compact
	  		  		  	
		  	USB Drives	  	SanDisk	  	
	 External Drives
	  		  		  	
		  	Hard drives	  	Seagae	  	
	 Mobile Environment
	  		  		  	
		  	 ln-Car Digital Video
	  	Coban	  	

  

					
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	C8:   WSP Software Standards
	
	Software Standards - August 2007
	Category 	  	Subcategory	  	Purchasing	  	Development
	 Desktop/Laptop
	  		  		  	
		  	Word Processing	  	Microsoft Office 2003	  	Microsoft Office XP SP2
		  	Spreadsheet	  	Microsoft Office 2003	  	Microsoft Office XP SP2
		  	Presentation	  	Microsoft Office 2003	  	Microsoft Office XP SP2
		  	Database	  	Microsoft Office 2003	  	Microsoft Office XP SP2
		  	Diagramming	  	Microsoft Visio 2003	  	Microsoft Visio 2003
		  	Org charts	  	Microsoft Visio 2003	  	n/a
		  	Project Management	  	Microsoft Project 2003	  	n/a
		  	E mail	  	Microsoft Outlook 2003	  	n/a
		  	Calendar	  	Microsoft Outlook 2003	  	n/a
		  	Remote Access	  	Windows XP	  	Windows 2000 XP
		  	Host emulation	  	Attachment EXTRA Personal Client 6.7	  	Attachment EXTRA Personal Client 6.7
		  	Operating System	  	Windows XP	  	Windows 2000 XP
		  	Internet Browser	  	Microsoft Internet Explorers 6.0	  	Microsoft Internet Explorer 6.0
		  		  	Java virtual machine (current version from Sun)	  	Java virtual machine v1.4.2, 5.0
		  	Internet Tools	  	Adobe Acrobat Reader 8.0	  	Adobe Acrobat Reader 7.0
		  		  	Adobe Acrobat 8.0 Professional	  	Adobe Acrobat 7.0
		  	Software Distribution	  	Microsoft SMS client 3.0	  	Microsoft SMS client 3.0
		  	Antivirus	  	Norton Corporate Edition 10.1	  	Norton Corporate Edition 8x and 9.x
		  	Mind Mapping	  	Mind M apper Pro 8	  	
	 Desktop Laptop Options
	  		  		  	
		  	Compression Utility	  	WinZip	  	WinZip 8.1
		  	Encryption	  	WinZip	  	
		  	Milage Estimator	  	Microsoft Trips and Streets	  	n/a
		  	Database	  	Microsoft SQL client 2005	  	Microsoft SQL client 2000 and 2005
		  	VPN Client	  	Cisco System & VPN Client v3.5	  	Cisco Systems VPN Client v3.5
		  	Internet Web Authoring Tools	  	Microsoft Front Page 2003	  	Microsoft Front Page XP/2003
		  	Report Generation	  	Seagate Crystal Reports v11.0	  	Seagate Crystal Reports v11.0, 9.0
		  		  	Microsoft SQL Report Server	  	Microsoft SQL Report Server
		  	Criminal Justice Software	  	Open Query v2.8.1	  	Open Query v2.8.1
		  		  	CAD Client
		  		  	Basic Client for CAD server vl.5.2.9	  	Basic Client for CAD server vl.5.2.9
		  		  	AWW v0.2.1	  	AWW v3.2.1
		  		  	ATM (Advanced Tactical Mapping) v5.4.2	  	ATM (Advanced Tactical Mapping) v5.4.2
		  		  	WebMSS Terminal v2.0	  	WebMSS Terminal v2.0
		  	Redacting Software for Electronic Documents	  	Redax	  	n/a
	 Mobile Environment
	  		  		  	
		  	 In-Car Digital Video
	  	Coban	  	 n/a

		  		  		  	
	 Server
	  		  		  	
		  	Operating System	  	Windows 2003 SP1 or R2	  	 Windows 2003 SP1/R2 or Windows 2000 Server or Advanced Srv SP 2 or
 NT 4.0 SP 6a

		  	DataBase	  	Microsoft SQL 2000	  	Microsoft SQL 7.0 SP 4 & 2005
		  		  		  	
		  		  	IBM DB2 Universal v8	  	IBM DB 2 Universal v8
		  	Backup Software	  	ARC serve 2000	  	n/a
		  		  	SysBack (rs6000) AIX 5.1	  	SysBack (rs6000) -AIX vi.2.1 31
		  		  	NT Backup Windows 2000	  	NT Backup for Windows NT 4.0
		  	E-Mail	  	Microsoft Exchange 2003	  	Microsoft Exchange 5.5 SP 4
		  		  		  	
		  	Web server	  	Microsoft Internet Information Server (IIS) 6.0	  	Microsoft Internet Information Server (IIS) 4.0 SP 6a or 9.0
		  		  	HTTP Server (from comes with Websphere) vl .3.26	  	HTTP Server (from comes with Websphere) vI.3.26
		  	Web Application Server	  	Websphere v5.1	  	WebSphere v6.0.2.7
		  		  		  	
		  		  		  	Apache FDP Library version 0.93
		  	Antivirus	  	Norton Corporate Edition 10.2	  	Norton Corporate Edition 8x and 9x

  

					
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	C9:	WSP IT Systems Documentation Standard 

WSP INFORMATION TECHNOLOGY SYSTEMS DOCUMENTATION STANDARD 

Version 1.0 
 July 9, 2009

  

					
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Purpose 
 Establishes a set of required
elements for documenting Information Technology (IT) systems. 
 Scope 
 This standard applies to all IT systems in the department that are under the Information Technology Division (ITD) Administrator’s responsibilities. 

Ownership of this Document 
 Information
Technology Division is responsible to maintain this document. 
 Version History 

 

									
	Version	  	 Date
	  	 Reviser’s Name
	  	 Brief description of change

	 1.0
	  	7/9/2009	  	Brian Everson	  	Original approved version.

  

					
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	 Table of Contents
	  			
	 1.
	 	 Organization
	  	 	76	  
	 2.
	 	 Format
	  	 	76	  
	 3.
	 	 Storage
	  	 	77	  
	 4.
	 	 Documentation Content Standard
	  	 	78	  
	 Guidelines and Explanations to the IT System Documentation Standard.
	  	 	82	  

  

					
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ORGANIZATION 
 Contents of
the documentation will be organized in clearly marked sections. 
 Sections and their order in the table of contents is as follows: 

Network Business Rules 
 Business Documentation

 System Software Inventory 

Classification of System Information 
 Business
Rules 
 Business Requirements for Data 

Business Continuity Plan 
 Business Function Test
Plan 
 Business Process Flow 

Technical Documentation 
 System Disaster
Recovery Plan 
 Testing 

Application/System Documentation 
 Security
Requirements 
 Agreements 
 Training
and Manuals 
 FORMAT 
 Written documentation 
 Store all written documentation in the department’s standard word
processing file format. 
 Use only the Tahoma font when writing documentation. 
 Use font size 12 point in the body of written documentation to ensure readability when printed. 

Training manuals are not required to follow this section of the standard (2.1 Written Documentation). 

  

					
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Diagrams 
 Create all diagrams in the
department’s standard diagramming file format unless ITD has a different standard for a specific purpose (e.g., Entity Relationship diagrams). 
 Use font size 7 point or larger for text on all diagrams. 
 Document Versions 

All documents including diagrams are to have consistent method for identifying different versions. 

Version history should be at the end of each document and contain the following: Version identifier. 

Date. 
 Reviser’s name. 

Brief reason for the revision. 

STORAGE 

Electronic 
 Allows documentation to be
stored as separate documents. 
 All documentation is stored in a manner easily accessed. 

Security 
 System must be able to secure
documents from unauthorized access, modification, and deletion. 
 Security is granular allowing different security settings for each document.

 System must make use of Active Directory objects. 
 Document retrieval system 
 Organize documents in a compatible manner specified in 1.1 and 1.2.

 Allows documentation to be stored as separate documents. 
 Store all documentation files with default file extensions that relate to the software the file was created by (e.g., Word —. docx, Excel —. xlsx, Visio —. vsd, etc.). 

For diagrams created in non-standard department file formats. Store the diagrams in a compatible file format that is viewable by standard department
software or have a distributable viewer available. Instructions on how to access the viewer must be provided with the file. 

  

					
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Include a version of the viewer (e.g., Adobe Acrobat Reader, MS Word Viewer, Visio Viewer, etc.) on the same media for documents being retained more than
6 years. 
 Hard copy information that is not electronically available is to be scanned and stored in a JPEG graphic file. Resolution of the
scanning depends on the readability of the electronic document. If the original document is unreadable, then scan at a resolution where the document has the most value. If the document is readable and the scanned version is not, store the hard copy.
Also include the hard copy’s physical location in the electronic documentation. 
 DOCUMENTATION CONTENT
STANDARD 
 Network Business Rules 
 The Network Business Rules document is used by ITD and Electronic Services Division (ESD) to specify the network needs of a system from three perspectives: the Business Owner, ITD, and ESD. 

The business owner is responsible for the Business System Description section of the document. 
 ITD is responsible for the Technical Description section. 
 ESD is responsible for recording and
keeping the contents of the Network Engineering Specifications section. 
 Business Documentation 

System Software Inventory 
 Maintain a list of
application or system software and the number of licenses for which the owner is responsible, updated annually. 
 Vendor contact information if
applicable. 
 Classification of System Information 
 Classify all information used in a computer system according to Information Classification Standard established by ITD. Classification of data establishes the security needs for the data as it passes
through the system. A copy of the standard can be found at http://insidewsp/orqanization/technical/Standards/it proc stand.htm 

Business Rules 
 Established rules (policy
and/or procedure) regarding the usage of the system. These rules should cover topics such as: 
 Who has access to the application 

Roles (data entry, administration, reviewer, etc.) 
 How the application is to be accessed 
 Process for requesting access, etc. 

Business Requirements for Data 

  

					
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Establish archival, backup and recovery requirements for the application. Include the following: 
 Public Disclosure requirements 
 Record Retention requirements 

Business Continuity Plan 
 Define the Business
Continuity Plan for the software and its supporting business processes including: 
 Determine the relative importance of the application within
the agency during a critical event. 
 Define the appropriate level of operation for the application during a critical event. In other words can
the business function continue to operate for a period of time while the computer system is down? For how long? 
 Identify operating
alternatives that satisfy business process workloads (i.e. manual processes). 
 Business Function Test Plan 

The defined plan by the Business Unit for testing the system to insure it meets business function requirements. This information forms a basis for
Business Unit testing of future changes to the system. 
 Business Process Flow 
 ITD with the business owner will develop business process diagrams/models done in Business Process Modeling Notation (BPMN). BPMN is a standard method for diagramming business processes. Web site
for the standard can be found at http://www.bpmn.org. 
 Business owners are responsible for making sure the business process is correct.

 Technical Documentation 
 System
Disaster Recovery Plan documents the actions and information required to restore a system after a significant event occurred that stopped it from working. This document is required for all systems in the agency. The document contains: 

What is required to be operational in the computing environment prior to bringing the system back on-line (e.g., hardware, software, connectivity,
databases, security, network infrastructure, etc.). 
 All actions necessary to transfer programs, libraries, databases, and production control
processes to a backup site(s). These actions include maintaining the appropriate level of privacy and confidentiality of the application data in accordance with its information classification. This documentation is to contain enough detail to allow
recovery of the system in case of a disaster. People using this documentation are technical, but may not be familiar with the system. 

  

					
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Define emergency team composition including team and individual duties and responsibilities. 
 All emergency operating instructions for the system/application. This includes communications plan, emergency procedures with prioritized actions, and any new instructions for operations staff.

 Testing 
 Technical Test Plan.

 Documented processes used in system testing. This can include scripts testers used to complete testing, narration, outlines, listing of tests
done. 
 User Acceptance Test Data Documentation provides a description of how test data was derived. This may include actual test data or a
reference to its location. 
 Application/System Documentation 
 Application Requirements 
 The following diagrams must be part of every application and system
documentation: System Network Diagram (logical) 
 Entity Relationship Diagram (Notation standard: Information Engineering) 

Data Dictionary ((Information similar to what is produced by Erwin) 
 Security Requirements 
 Risk assessment for the system produced by IT Security Program. 

Risk mitigation strategies. Information developed by the IT Security Program 
 Identify encryption needs and processes. Information developed by the IT Security Program 

Identify “logs” captured by the system. 
 Document how to monitor compliance with the security policies and standards. 
 Waiver requests for
exceptions to department IT standards, if necessary. 
 Agreements 
 Agreements may involve other divisions, agencies, or vendors. Service Level Agreements (SLAs) are with other divisions in the agency. Memorandum of Understanding (MOU) is between agencies. Contracts are
agreements with vendors. This area should only include current and relevant information regarding agreements/contracts that are active. Relevant historical information should be appropriately kept in the other sections listed as it will pertain to
either business, technical, or security purposes. 
 The contents of MOUs and contracts are not regulated by this standard. 

SLAs will contain the following elements: 

  

					
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Identify scope of agreement. 
 Identify
processes and procedures associated with agreement (e.g., service support procedures, funding agreements, etc.). 
 Establish metrics (e.g.,
evaluation criteria, system performance, support metrics, etc.). 
 Define general terms and agreements (e.g., organizations, approval, key
contacts, etc.). 
 Establish roles and responsibilities for ITD and the business owner/business unit. 

Determine and assign responsibilities for all application or system software security mechanisms that will be controlled and administered outside of ITD.

 Establish procedures for handling system access violations. 
 Escalation procedures and associated timeframes. 
 Training and Manuals 

Administrator Training 
 User training

 User manuals 

  

					
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GUIDELINES AND EXPLANATIONS TO THE IT SYSTEM
DOCUMENTATION STANDARD. 
 Organization 
 Documentation from one system to the next should be consistent so that the reader(s) will know what to expect and where to find the information important to their purpose. 

Format 
 Font 

Written information is to be easily read and the font is to deliver the clear intent of the writer such as making distinctions between lower case letter
“L”, upper case letter “i”, and the number one (1). Tahoma, a San Serif font, was chosen as a standard due to this ability and that lacks the “little tails” (serifs) on the ends of the letters making it easy to read.

 Standard File Format 
 The standard
file format for any documentation is the software standard. For example, the standard file format for written documentation is Microsoft Word, spreadsheets are Microsoft Excel, and diagrams are Microsoft Visio. 

Storage 
 Electronic 

Storing documentation as a separate document allows for updates to be done with standard software. 

This is an application requirement. 

Documentation may require additional security. Information about the IT infrastructure is considered as Confidential information. Information about an
applications infrastructure should only be available to those who need to know. 
 Any Document Retrieval systems used for storing IT
documentation must be able to organize the information in the standard format. Any changes to this should bring a change to the documentation standard itself. 
 Viewers are applications that allow the user to view a specific document file format without the ability to change the contents. Viewers should be stored with the document on the same media. Having the
document and the viewer on the same media provides easy access to the information. This is especially necessary when accessing older documentation that does not comply with the current standard file formats. 

Documentation Content 
 Network Business Rules
is an established document used for communicating system requirements between ITD and ESD. The document should be done before testing begins and is required by ESD Network Engineering before the application is receiving or transmitting information
outside the department. 
 Business owners control the outcome of their business processes and are the best source of information on how a
system should support the business function. ITD can and should help the business owners document the business processes and requirements; however it is the business owner who can verify if the information is correct. 

  

					
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Technical documentation is designed to be used for disaster recovery efforts, maintenance of existing systems and a basis for designing replacement
systems. It is assumed this information can be used for other purposes such as troubleshooting problems and expanding IT Portfolio information. 

Security documentation is required by the IT Security Standards. The contents of this section are what is required of the agency for security
documentation from various agreements and partnerships. 
 MOUs and Contracts may be drafted by ITD, but it is vetted by other stakeholder
divisions before it is approved. A Service Level Agreement (SLA) is an internal agency document between ITD and the business owner of a system. The items listed should be part of every SLA. 
 This should include copies of any training or manuals delivered about the system. 

  

					
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	10	APPENDIX D: Glossary 

  

	 	•	 	 ACH—Automated Clearing House. A funds transfer system, governed by the NACHA Operating Rules, which provides for the interbank clearing of
electronic entries for participating financial institutions. 

  

	 	•	 	 ACH Effective Date—The day the Originator intends for an entry to post to the Receiver’s account. 

 

	 	•	 	 ACH File—A group of ACH entries initiated into the ACH network. 

 

	 	•	 	 ACH Entry—An electronic item representing the transfer of funds via the ACH. 

 

	 	•	 	 ACH Operator—The central clearing facility operated by a private organization or a Federal Reserve Bank (FRB) on behalf of financial
institutions, to or from which participating financial institutions transmit and/or receive ACH entries. 

  

	 	•	 	 ARPC—ACH Regional Processing Center. Washington State is assigned to the bank’s ARPC located in San Francisco, California.

  

	 	•	 	 Attorney of a Driver or Injured Passenger—Somebody legally empowered by a document power of attorney to make decisions and act on behalf of
somebody else. 

  

	 	•	 	 Bank—The financial institution and/or department acting as OST’s ODFI, at this time, State’s concentration bank.

  

	 	•	 	 Bank Card—Either a Debit Card or Credit Card use to make a payment. The card usually contains a credit card logo and is processed as Credit
Card transaction. 

  

	 	•	 	 Banking Day—Any day in which both the Federal Reserve Bank and the ODFI are open to transact business. 

 

	 	•	 	 BATCH—Collection of one or more groups of documents consisting of payments and/or applicant search items. Each group has only one
requestor. 

  

	 	•	 	 Billing Account—authorized agency that pre approved to receive paper billing. 

 

	 	•	 	 Driver Involved—Any driver connected with or participating in the collision. 

 

	 	•	 	 DOB—Date of Birth. 

  

	 	•	 	 FBI—Federal Bureau of Investigation. 

  

	 	•	 	 Injured Passenger—Any passenger that person that receives an injury code or Nature of injuries on a PTCR or MVCR.

  

					
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	 	•	 	 Insurer of Party Involved—Any person or company providing insurance. 

 

	 	•	 	 LEA—Law Enforcement Agency 

  

	 	•	 	 MVCR—Motor Vehicle Collision Report: A non officer investigated report that was submitted by the driver, registered owner or property
owner. 

  

	 	•	 	 NACHA—National Automated Clearing House Association. NACHA is the governing body for ACH activity. 

 

	 	•	 	 NWCHA—Northwest Clearing House Association. The regional payment association providing education, assistance, products and services to
Washington and Alaska. 

  

	 	•	 	 ODFI—Originating Depository Financial Institution, A participating financial institution that initiates ACH entries at the request of and
by agreement with its customers. At this time the OST has contracted with State’s concentration bank to act as our ODFI. 

  

	 	•	 	 Originator—Any individual, corporation or other entity that initiates entries into the ACH network. In the context of this agreement, the
Agency creating the ACH File is the Originator. 

  

	 	•	 	 OST—The Office of the State Treasurer. 

  

	 	•	 	 Other Authorized Representative—This request would need to be accompanied with a letter of authorization from the involved party’s or
insurance Co. releasing the information the third party. 

  

	 	•	 	 Other person(s) injured in Collision—Bicyclist, Tricycles, Person on Foot Roller Skater/Skateboarder, Non-Motorized Wheelchair, Motorized
Wheelchair, Flagger, Roadway Worker, and Emergency Response Personnel. 

  

	 	•	 	 Owner of Vehicle damaged—Registered owner Lien holder/ financial institution. 

 

	 	•	 	 Parent of an injured minor or passenger—Somebody who is legally entrusted to manage somebody else’s affairs, especially those of a
minor. 

  

	 	•	 	 Parent of a Minor Driver—Somebody who is legally entrusted to manage somebody else’s affairs, especially those of a minor.

  

	 	•	 	 PTCR—Police Traffic Collision Report: A report that was investigated by a commissioned officer. 

 

	 	•	 	 RCW—Revised Code of Washington; may be known as WARC in FBI approved phrasing. 

  

					
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	 	•	 	 RDFI—Receiving Depository Financial Institution. The financial institution for which the ACH entry is destined.

  

	 	•	 	 Requestor—The person who is asking for a Collision Record 

 

	 	•	 	 Requesting Agency—A non-criminal justice agency that has a statutory requirement for fingerprinting and a reciprocal exchange of
information between the governmental entity and the FBI for licensing and other purposes related to the security of persons and property. 

  

	 	•	 	 Settlement Date—Date inserted by the ACH Operator designating when an entry will post to the Receiver’s account. The ACH Operator will
always insert a date at least one banking day in the future from when the file is received by the Operator. Because of OST pre-edit processing; this date should always be set to the Effective Date by the ACH Operator 

 

	 	•	 	 TM$—Treasury Management System, the computer application used by the OST to manage and account for financial services.

  

	 	•	 	 WSDOT—Washington State Department of Transportation 

 

	 	•	 	 WSP—Washington State Patrol. 

  

					
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	 Request for Proposal

WRECR
	  	

  
 Appendix B—Cash
Purchase Response 
 This link is the Cash Purchase Response for venders to complete as part of the WRECR project RFP. If you have trouble
opening this document please notify the Acquisition Coordinator. Their contact information is in section 2.1 of this document. 
  

 

  

			
	WRECR - RFP	  	Page 80

 Appendix B—Cost Forms: Cash Purchase Response 

Vendors are required to submit complete cost forms for the cash purchase of each proposed solution. All implementation costs for the entire project from
discovery through final acceptance must be identified. The available state funding is limited to $150,000 for the entire investment in the following components: 
  

	 	•	 	 Custom Application (if applicable). 

  

	 	•	 	 Application software. 

  

	 	•	 	 System software. 

  

	 	•	 	 System hardware. 

  

	 	•	 	 Implementation. 

Enterprise licenses listed in the cost proposal must apply to all users of the WRECR solution. WRECR users include the public, WSP employees, agencies
both in and out of the state of Washington, including: 
  

	 	•	 	 Local agencies (city and county). 

  

	 	•	 	 State agencies. 

  

	 	•	 	 Federal agencies. 

 Please
use the following table as a basis for calculating systems maintenance requirements and costs: 
  

					
	 All Proposed
	  	 Required Maintenance 

Period
	  	 Maintenance Start Date

			
	 Hardware
	  	2 years.	  	Time of purchase.
			
	Systems Software (e.g., operating systems, databases)	  	2 years.	  	Time of purchase.
			
	 Vendor Software
	  	2 years.	  	Time of WSP acceptance.

 See Sections A, B, C, and D. Venders shall bid a fixed price for these components. Bids exceeding this limit
will be rejected as nonresponsive. 
  

	A.	Application Software Costs 

 List all
application software being proposed, including package cost, customization cost, and annual maintenance expense. The total for this subsection shall agree with the application software total in the Cost Summary subsection. The annual maintenance
cost shall represent the average maintenance cost for Years 3-5. The $150,000.00 includes the implementation and a 2 year installation warranty. The annual maintenance [Years 3-5] is not part of this amount. The warranty period for the
application should begin with final acceptance of the application product. This does not include the installation and development period between contract signing and acceptance. Year 2 is a definite annual support period. Years 3-5 are optional
annual support periods. 
  

											
	 Application Software Description
	  	Required
Quantity	  	 Package

Name
	  	Package Cost
per License	  	Total Cost All
Licenses	  	 Annual

Maintenance Cost

	Electronic Collision Report Application—Production
		  		  		  		  		  	
		  		  		  		  		  	
	User Interface Product	  		  		  		  		  	
	Electronic Collision Report Application—Development
		  		  		  		  		  	
		  		  		  		  		  	
	Electronic Collision Report Application—Test
		  		  		  		  		  	
		  		  		  		  		  	

  

											
	 Application Software Description
	 	 Required

Quantity
	 	 Package Name
	 	 Package Cost

per License
	 	 Total Cost All 

Licenses
	 	 Annual

Maintenance Cost

	Electronic Collision Report Application-Other (optional)
		 		 		 		 		 	
		 		 		 		 		 	
	Interfaces
		 		 		 		 		 	
		 		 		 		 		 	
		 		 		 		 		 	
		 		 		 		 		 	
		 		 		 		 		 	
		 		 		 		 		 	
		 		 		 		 		 	
	TOTAL	 		 		 	

	B.	System Software Costs 

 List all system
software, including costs and annual maintenance expense. The total from this subsection shall agree with the system software total in the Cost Summary subsection. The annual maintenance cost shall represent the average maintenance cost for Years
3-5. WSP reserves the right to utilize the state’s enterprise software licensing or hardware master contracts for the procurement of the new WRECR solution. 
  

							
	 System Software Description
	 	 Release/Level
	 	 Cost
	  	 Annual
 Maintenance

Cost

	        Production
		 		 		  	
		 		 		  	
		 		 		  	
	        Development
		 		 		  	
		 		 		  	
		 		 		  	
	        Test
		 		 		  	
		 		 		  	
		 		 		  	
	        Other (optional)
		 		 		  	
		 		 		  	
		 		 		  	
	TOTAL	 		  	

	C.	System Hardware Costs 

 List all hardware
required, including purchase costs and annual maintenance expense. The total from this subsection shall agree with the hardware total in the Cost Summary subsection. The annual maintenance cost shall represent the average maintenance cost for Years
3-5. WSP reserves the right to utilize the state’s enterprise software licensing or hardware master contracts for the procurement of the new WRECR solution. 
  

									
	 Hardware Component

Description
	  	 Make/Model, Part

Number
	  	 Required

Quantity
	  	 Total Purchase 

Cost
	  	 Annual Maintenance

Cost

	      Production
		  		  		  		  	
		  		  		  		  	
		  		  		  		  	
	      Development
		  		  		  		  	
		  		  		  		  	
		  		  		  		  	
	      Test
		  		  		  		  	
		  		  		  		  	
		  		  		  		  	

  

									
	 Hardware Component

Description
	  	 Make/Model, Part

Number
	  	 Required Quantity
	  	 Total Purchase 

Cost
	  	 Annual Maintenance

Cost

	Other (optional)
		  		  		  		  	
		  		  		  		  	
		  		  		  		  	
		  		  		  		  	
	TOTAL	  		  		  	

  

	D.	Other Implementation Costs 

 Describe and
list all other costs that would be associated with implementation of your system. Costs not identified shall become the responsibility of the vendor. 
  

					
		  	  
	  
	 
	 Pre-Implementation Activities
	  			
		  	  
	  
	 
		
	 Design
	  			
		  	  
	  
	 
		
	 Installation
	  			
		  	  
	  
	 
		
	 Integration
	  			
		  	  
	  
	 
		
	 Project Management
	  			
		  	  
	  
	 
		
	 Training
	  			
		  	  
	  
	 
		
	 Documentation
	  			
		  	  
	  
	 
		
	 Out-of-Pocket-Expenses (travel, per diem, etc.)
	  			
		  	  
	  
	 
		
	 Other (please describe)
	  			
		  	  
	  
	 
		
	
                        
                                         
                                         
                      
	  			
		  	  
	  
	 
		
	 TOTAL OTHER IMPLEMENTATION COSTS
	  	$	 	  
		  	  
	  
	 

	E.	Hourly Rate for Future Enhancements 

During the term of the resulting contract WSP may determine that changes or enhancements are needed to the vendor product. Please refer to
Section 57, Updating and Maintaining the Application Product, of the sample contract in APPENDIX C for a description of when time-and-materials work would be appropriate. Please submit an hourly rate for this type of work. 

 

					
	 Hourly Rate
	  	$	                        	  
		  	  
	  
	 

  

	F.	Optional Component Costs 

 By utilizing
the forms from Sections A, B, C, and D above, identify any and all costs associated with full implementation and maintenance of optional message switch components. Additional optional components should be included and noted to reflect additional
capabilities that can be provided by the vendor, including addressing the following specific issues: 
  

	 	•	 	 Transfer of system licensing and code ownership to WSP. 

 

	 	•	 	 Business continuity approach. 

  

	G.	Cost Summary 

  

	1.	Total Onetime Costs 

 Provide a summary of
all onetime costs for the system you are proposing. Any subtotals carried forward to this page shall agree with the corresponding detail Pages. 
  

					
	 	  	Onetime cost	 
	 a.      Application Software
	  	$	 	  
		  	  
	  
	 
		
	 b.      System Software
	  			
		  	  
	  
	 

  

					
	 	  	Onetime cost	 
	 c.      Hardware
	  			
		  	  
	  
	 
		
	 d.      Other Implementation Costs
	  			
		  	  
	  
	 
		
	 Subtotal
	  	$	 	  
		  	  
	  
	 
		
	 e.      Optional Costs;
	  			
		  	  
	  
	 
		
	 TOTAL ONETIME COST (INCLUDING OPTIONS) (not to exceed $150,000.00)
	  	$	 	  
		  	  
	  
	 

  

	2.	Annual Recurring Costs 

 Provide a summary
of all recurring costs for the system you are proposing. Any subtotals carried forward to this page shall agree with the corresponding detail pages. 
  

					
	 	  	Annual Cost	 
	 Application Software Maintenance
	  	$	 	  
		  	  
	  
	 
		
	 System Software Maintenance
	  			
		  	  
	  
	 
		
	 Hardware Maintenance
	  			
		  	  
	  
	 
		
	 Other Recurring Costs
	  			
		  	  
	  
	 
		
		  			
	  
	  	  
	  
	 
		
		  			
	  
	  	  
	  
	 
		
		  			
	  
	  	  
	  
	 
		
	 TOTAL ANNUAL RECURRING COSTS

  (excluding options)
	  	$	 	  
		  	  
	  
	 

  

				$,00000	
		
	 Total Recurring Costs on Optional Items
	  			
		
	 System Licensing and Code Ownership
	  	$	 	  
		  	  
	  
	 
		
	 Business Continuity Approach
	  			
		  	  
	  
	 
		
		  			
	  
	  	  
	  
	 
		
		  			
	  
	  	  
	  
	 
		
	 TOTAL ANNUAL RECURRING COSTS

  (including options)
	  	$	 	  
		  	  
	  
	 

			
	 Request for Proposal

WRECR
	  	

  
 Appendix C—Sample WSP
Contract 
 This link is the Sample WSP Contract that will be WSP uses with the Apparent Successful Vendor. Contract negotiations will begin
following the vender de-brief and protest periods. If you have trouble opening this document please notify the Acquisition Coordinator. Their contact information is in section 2.1 of this document. 

 
 

 

  

			
	WRECR - RFP	  	Page 81

 WSP CONTRACT
NUMBER                     
 for 
  

 
 Between

 The Washington State Patrol 
 And 
  

 
  

Effective
Date:                             

 Table of Contents 

 

							
	1.	  	Definition of Terms	  	 	1	  
	2.	  	Term	  	 	3	  
	3.	  	Survivorship	  	 	3	  
	4.	  	Pricing	  	 	4	  
	5.	  	Advance Payment Prohibited	  	 	4	  
	6.	  	Taxes	  	 	4	  
	7.	  	Invoice and Payment	  	 	4	  
	8.	  	Overpayments to Vendor	  	 	5	  
	9.	  	License Grant (required)	  	 	5	  
	10.	  	Freedom of Use	  	 	7	  
	11.	  	Software Ownership (required)	  	 	6	  
	12.	  	Source Code Escrow	  	 	7	  
	13.	  	Software Specifications	  	 	8	  
	14.	  	Date Warranty (required)	  	 	8	  
	15.	  	Physical Media Warranty	  	 	8	  
	16.	  	No Surreptitious Code Warranty (required)	  	 	9	  
	17.	  	Reauthorization Code Required	  	 	9	  
	18.	  	Software Documentation	  	 	9	  
	19.	  	Shipping and Risk of Loss	  	 	9	  
	20.	  	Delivery	  	 	10	  
	21.	  	Site Security	  	 	10	  
	22.	  	Installation	  	 	10	  
	23	  	Standard of Performance and Acceptance	  	 	11	  
	24.	  	Software Warranty	  	 	11	  
	25.	  	Software Upgrades and Enhancements	  	 	11	  
	26.	  	Software Maintenance and Support Services	  	 	11	  
	27.	  	Vendor Commitments, Warranties and Representations (required)	  	 	12	  
	28.	  	Protection of WSP’s Confidential Information (required)	  	 	12	  
	29.	  	Legal Notices	  	 	13	  
	30.	  	Vendor Account Manager	  	 	13	  
	31.	  	WSP Project Manager	  	 	14	  
	32.	  	Section Headings, Incorporated Documents and Order of Precedence (required)	  	 	14	  
	33.	  	Entire Agreement (required)	  	 	14	  
	34.	  	Authority for Modifications and Amendments	  	 	14	  
	35.	  	Independent Status of Vendor (required)	  	 	14	  
	36.	  	Governing Law (required)	  	 	15	  
	37.	  	Subcontractors	  	 	15	  
	38.	  	Assignment	  	 	15	  
	39.	  	Publicity (required)	  	 	15	  
	40.	  	Review of Vendor’s Records (required)	  	 	16	  
	41.	  	Patent and Copyright Indemnification (required)	  	 	16	  
	42.	  	Save Harmless (required)	  	 	17	  
	43.	  	Licensing Standards	  	 	17	  
	44.	  	OSHA/WISHA	  	 	17	  
	45.	  	Antitrust Violations	  	 	17	  
	46.	  	Compliance with Civil Rights Laws (required)	  	 	17	  
	47.	  	Severability (required)	  	 	18	  
	48.	  	Waiver (required)	  	 	18	  
	49.	  	Vendor’s Proprietary Information (required)	  	 	18	  

  

							
	50.	  	Disputes (required)	  	 	18	  
	51.	  	Attorneys’ Fees and Costs	  	 	18	  
	52.	  	Non-Exclusive Remedies	  	 	19	  
	53	  	Liquidated Damages	  	 	19	  
	54.	  	Failure to Perform	  	 	19	  
	55.	  	Limitation of Liability (required)	  	 	19	  
	56.	  	Termination for Default (required)	  	 	20	  
	57.	  	Termination for Convenience	  	 	20	  
	58.	  	Termination for Withdrawal of Authority	  	 	20	  
	59.	  	Termination for Conflict of Interest	  	 	21	  
	60.	  	Termination Procedure	  	 	21	  
	61.	  	Covenant Against Contingent Fees	  	 	21	  
	62.	  	Authority to Bind	  	 	21	  
	63.	  	Counterparts	  	 	22	  

 Schedules 
 Schedule A—Authorized Product and Price List 
 Schedule B—Acceptance Test Plan

 Schedule C—Source Code Escrow Agreement 
 Exhibits 
  

			
	 Exhibit A
	  	RFP No.                     
		
	 Exhibit B
	  	Vendor’s Proposal dated                     

  
 ii 

 WSP CONTRACT NUMBER
                         
 for 
  

 
 PARTIES 

This Contract (“Contract”) is entered into by and between the state of Washington, acting by and through Washington State Patrol, an agency of
Washington State government (“WSP” or “WSP”) located at PO Box 42602, Olympia WA 98504-2602; and                     , a
corporation licensed to conduct business in the state of Washington (“Vendor”), located at
                            , for the purpose of purchasing Software licenses for
                    . 
 RECITALS

 The State of Washington, acting by and through WSP, issued a Request For Proposals (RFP) No.
                         for the purpose of purchasing Software licenses for
                            . This RFP is incorporated into this Contract as Exhibit A, RFP
No.                         , as amended. 
 The Vendor submitted a timely Response to the RFP. This response is incorporated into this Contract as Exhibit B, Vendor’s Proposal. 
 WSP evaluated all properly submitted Responses to the above-referenced RFP and has identified the Vendor as the apparently successful Vendor. 
 WHEREAS WSP has determined that entering into a contract with the Vendor will meet WSP’s needs and will be in the best interest to the citizens of Washington State; 

NOW THEREFORE, WSP awards to the Vendor this Software License Contract, the terms and conditions of which shall govern Vendor’s furnishing to WSP
automated records management software and related services. This Contract is not for personal use. 
 IN CONSIDERATION of the mutual promises as
hereinafter set forth, the parties agree as follows: 
  

	1.	Definition of Terms. 

 The
following terms as used throughout this Contract shall have the meanings set forth below. 
 “Acceptance” shall mean
that the Software has passed its Acceptance Testing and shall be formalized in a written notice from WSP to Vendor; or, if there is no Acceptance Testing, Acceptance shall occur when the Products are delivered. 

“Acceptance Date” shall mean the date Vendor delivers the Products. 

“Business Days and Hours” shall mean Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time, except for holidays observed
by the state of Washington. 
 “Concurrent User” shall mean the number of users accessing each separate module of the
Software at the same time. 

  

			
	WSP No.             	  	Page 1 of 23

 “Confidential Information” shall mean information that may be exempt from
disclosure to the public or other unauthorized persons under either chapter 42.17 RCW or other state or federal statutes. Confidential Information includes, but is not limited to, names, addresses, Social Security numbers, e-mail addresses,
telephone numbers, financial profiles, credit card information, driver’s license numbers, medical data, law enforcement records, agency source code or object code, agency security data, or information identifiable to an individual that relates
to any of these types of information. 
 “Contract” shall mean this document, all schedules and exhibits, and all
amendments hereto. 
 “Delivery Date” shall mean the date by which the Products ordered hereunder must be delivered.

 “Effective Date” shall mean the first date this Contract is in full force and effect. It may be a specific date
agreed to by the parties; or, if not so specified, the date of the last signature of a party to this Contract. 
 “Help
Desk” shall mean a service provided by Vendor for the support of Vendor’s Products. WSP shall report warranty or maintenance problems to Vendor’s Help Desk for initial troubleshooting and possible resolution of the problems or for the
initiation of repair or replacement services. 
 “Installation Date” shall mean the date by which all Software ordered
hereunder shall be in place, in good working order. 
 “License” shall mean the rights granted to WSP to use the
Software that is the subject of this Contract. 
 “Order” or “Order Document” shall mean any official
document and attachments thereto specifying the Software and/or Services to be licensed or purchased from Vendor under this Contract. 
 “Price” shall mean charges, costs, rates, and/or fees charged for the Products and Services under this Contract and shall be paid in United States dollars. 

“Product(s)” shall mean any Vendor-supplied equipment, Software, and documentation. 

“Proprietary Information” shall mean information owned by Vendor to which Vendor claims a protectable interest under law.
Proprietary Information includes, but is not limited to, information protected by copyright, patent, trademark, or trade secret laws. 
 “RCW” shall mean the Revised Code of Washington. 
 “Schedule
A” shall mean the Authorized Product and Price List. 
 “Schedule B” shall mean the Acceptance Test Plan.

 “Services” shall mean those Services provided under this Contract and related to the Software License(s) being
purchased that are appropriate to the scope of this Contract and includes such things as installation Services, maintenance, training, etc. 
 “Software” shall mean the object code version of FDMWin Software and associated modules identified in Schedule A, licensed pursuant to this Contract. Embedded code, firmware, internal code,
microcode, and any other term referring to software residing in the equipment that is necessary for the proper operation of the equipment is not included in this definition of Software. Software includes all prior, current, and future versions of
the Software and all maintenance updates and error corrections, provided the service and maintenance terms of this Contract are in force. 
 “Specifications” shall mean the technical and other specifications set forth in RFP
No.                             , Schedule A, and the specifications set forth in Vendor’s
Product documentation, whether or not Vendor produces such documentation before or after this Contract’s Effective Date. 

  

			
	WSP Contract No.             	  	Page 2 of 23

 “Standard of Performance” shall mean the criteria that must be met before Software
Acceptance, as set forth in the section titled Standard of Performance and Acceptance. The Standard of Performance also, applies to all additional, replacement or substitute Software and Software that is modified by or with the written approval of
Vendor after having been accepted. 
 “Subcontractor” shall mean one not in the employment of Vendor, who is
performing all or part of the business activities under this Contract under a separate contract with Vendor. The term “Subcontractor” means Subcontractor(s) of any tier. 

“Vendor” shall mean
                            ., its employees and agents. Vendor also includes any firm, provider,
organization, individual, or other entity performing the business activities under this Contract. It shall also include any Subcontractor retained by Vendor as permitted under the terms of this Contract. 

“Vendor Account Manager” shall mean a representative of Vendor who is assigned as the primary contact person whom WSP Project
Manager shall work with for the duration of this Contract and as further defined in the section titled Vendor Account Manager. 

“Vendor Contracting Officer” shall mean Mr. Ed Colin, or the person to whom signature authority has been delegated in
writing. This term includes, except as otherwise provided in this Contract, an authorized representative of Vendor Contracting Officer acting within the limits of his/her authority. 

“WSP” shall mean the state of Washington, Washington State Patrol, any division, section, office, unit or other entity of WSP
or any of the officers or other officials lawfully representing WSP. 
 “WSP Project Manager” shall mean the person
designated by WSP who is assigned as the primary contact person whom Vendor’s Account Manager shall work with for the duration of this Contract and as further defined in the section titled WSP Project Manager. 

“WSP Contract Administrator” shall mean that person designated by WSP to administer this Contract on behalf of WSP. 

“WSP Contracting Officer” shall mean the Chief of the Washington State Patrol, or the person to whom signature authority has
been delegated in writing. This term includes, except as otherwise provided in this Contract, an authorized representative of WSP Contracting Officer acting within the limits of his/her authority. 

Contract Term 
  

	2.	Term. 

  

	 	a.	Term of Contract for Licensed Software Purchases 

 Vendor shall have the Software delivered by the date specified in the Delivery section and installed by the date specified in the Installation section. The Software License Term for any Software
licensed for use by WSP under this Contract shall be perpetual; see the License Grant section. 
  

	 	b.	Term of Contract for Maintenance and Support 

 This Contract’s initial Software maintenance and support term shall be one (1) year, commencing the day following expiration of Vendor’s warranty for the Software. This Contract’s
Software maintenance and support term may be extended by three (3) additional one (1) year terms: provided that the extensions shall be at WSP’s option 

  

			
	WSP Contract No.             	  	Page 3 of 23

 
and shall be effected by WSP giving written notice of its intent to extend this Contract to Vendor not less than thirty (30) calendar days prior to the then-current Contract term’s
expiration and Vendor accepting such extension prior to the then-current Contract term’s expiration. No change in terms and conditions shall be permitted during these extensions unless specifically agreed to in writing. 

 

	3.	Survivorship. 

 All
license and purchase transactions executed pursuant to the authority of this Contract shall be bound by all of the terms, conditions, Prices and Price discounts set forth herein, notwithstanding the expiration of the initial term of this Contract or
any extension thereof. Further, the terms, conditions and warranties contained in this Contract that by their sense and context are intended to survive the completion of the performance, cancellation or termination of this Contract shall so survive.
In addition, the terms of the sections titled Overpayments to Vendor; License Grant; Software Ownership; Date Warranty; No Surreptitious Codes Warranty; Vendor Commitments, Warranties and Representations; Protection of WSP’s Confidential
Information; Section Headings, Incorporated Documents and Order of Precedence; Publicity; Review of Vendor’s Records; Patent and Copyright Indemnification; Vendor’s Proprietary Information; Disputes; and Limitation of Liability, and shall
survive the termination of this Contract. 
 Pricing, Invoice and Payment 

 

	4.	Pricing. In accordance with Schedule A, Vendor agrees to provide the Products and Services at the Prices set forth below. 

 

	 	a.	Software and Related Services: 

	 	b.	Maintenance and Support. Upon expiration of Vendor-provided warranty as set forth in the section titled Software Warranty and upon election by WSP to receive
maintenance and support Services from Vendor, WSP shall pay maintenance and support fees to Vendor WSP shall reimburse the Vendor for Software Maintenance as identified in Schedule A. 

 

	 	c.	Vendor agrees all the Prices, terms, warranties, and benefits provided in this Contract are comparable to or better than the terms presently being offered by Vendor to
any other governmental entity purchasing the same quantity under similar terms. If during the term of this Contract Vendor shall enter into contracts with any other governmental entity providing greater benefits or more favorable terms than those
provided by this Contract, Vendor shall be obligated to provide the same to WSP for subsequent purchases. 

  

	5.	Advance Payment Prohibited. No advance payment shall be made for the Software and Services furnished by Vendor pursuant to this Contract. Notwithstanding the
above, maintenance payments may be made in accordance with the Invoice and Payment section above. 

  

	6.	Taxes. WSP will pay sales and use taxes, if any, imposed on the Products and Services acquired hereunder. Vendor must pay all other taxes including, but not
limited to, Washington Business and Occupation Tax, other taxes based on Vendor’s income or gross receipts, or personal property taxes levied or assessed on Vendor’s personal property. WSP, as an agency of Washington State government, is
exempt from property tax. 

 Vendor shall complete registration with the Washington State Department of Revenue and
be responsible for payment of all taxes due on payments made under this Contract. 

  

			
	WSP Contract No.             	  	Page 4 of 23

	7.	Invoice and Payment. Vendor will submit properly itemized invoices to WSP Project Manager identified in WSP Project Manager section. Invoices shall provide and
itemize, as applicable: 

 WSP Contract number
                                     

Vendor name, address, phone number, and Federal Tax Identification Number; 

Description of Software, including quantity ordered; 
 Date(s) of delivery and/or date(s) of installation and set up; 
 Price for each
item, or Vendor’s list Price for each item and applicable discounts; 
 Maintenance charges; 

Net invoice Price for each item; 
 Applicable taxes; 
 Shipping costs; 

Other applicable charges; 
 Total invoice Price; and 
 Payment terms including any available prompt payment
discounts. 
 Payments shall be due and payable within thirty (30) calendar days after receipt and Acceptance of Software
or Services or thirty (30) calendar days after receipt of properly prepared invoices, whichever is later. 
 WSP shall pay
Software maintenance and support charges on an annual basis for the following year. Payment of maintenance service/support of less than one (1) month’s duration shall be prorated at 1/30th of the basic monthly maintenance charges for each
calendar day. 
 Incorrect or incomplete invoices will be returned by WSP to Vendor for correction and reissue. 

WSP Contract number
                     must appear on all bills of lading, packages, and correspondence relating to this Contract. 

WSP shall not honor drafts, nor accept goods on a sight draft basis. 

If WSP fails to make timely payment, Vendor may invoice WSP one percent (1 %) per month on the amount overdue or a minimum of one dollar
($1). Payment will not be considered late if payment is deposited electronically in Vendor’s bank account or if a check or warrant is postmarked within thirty (30) calendar days of Acceptance of the Software or receipt of Vendor’s
properly prepared invoice, whichever is later. 
  

	8.	Overpayments to Vendor. 

Vendor shall refund to WSP the full amount of any erroneous payment or overpayment under this Contract within thirty (30) days’
written notice. If Vendor fails to make timely refund, WSP may charge Vendor one percent (1%) per month on the amount due, until paid in full. 
 Software License 
  

	9.	License Grant (required). 

Vendor grants to WSP a non-exclusive, license to use the Software and related documentation according to the terms and conditions of this
Contract. 

  

			
	WSP Contract No.             	  	Page 5 of 23

 WSP will not decompile or disassemble any Software provided under this Contract or modify
Software that bears a copyright notice of any third party without the prior written consent of Vendor or Software owner. 
 WSP
may copy each item of Software to a single hard drive. 
 WSP will make and maintain no more than one archival copy of each item
of Software, and each copy will contain all legends and notices and will be subject to the same conditions and restrictions as the original. WSP may also make copies of the Software in the course of routine backups of hard drive(s) for the purpose
of recovery of hard drive contents. WSP may use backup or archival copies of the Software, without reinstallation or interruption of production copy(ies), for disaster recovery exercises at its disaster recovery site(s), without additional charge.
WSP may make these backup or archival copies available to the disaster recovery site(s)’ employees who require use of the Software in order to assist WSP with disaster recovery exercises. WSP agrees that production use of the Software at the
disaster recovery site(s) shall be limited to times when WSP’s facilities, or any portion thereof, are inoperable due to emergency situations. 
  

	10.	Freedom of Use. 

 Vendor
understands that WSP may provide information processing services to other users that are agencies of state government and other tax-supported entities. Vendor further understands that WSP or other users that are agencies of state government and
other tax-supported entities may provide services to the public through Internet applications. Software delivered hereunder may be used in the delivery of these services. Vendor acknowledges and agrees that such use of Software products is
acceptable under the licensing agreements contained herein, however, any access to this information using the Software toolset is limited to those seats licensed under this Contract. 

 

	11.	Software Ownership (required). 

 Vendor shall maintain all title, copyright, and other proprietary rights in the Software. WSP does not acquire any rights, express or implied, in the Software, other than those specified in this Contract.
Vendor hereby warrants and represents to WSP that Vendor is the owner of the Software licensed hereunder or otherwise has the right to grant to WSP the licensed rights to the Software provided by Vendor through this Contract without violating any
rights of any third party worldwide. Vendor represents and warrants that Vendor has the right to license the Software to WSP as provided in this Contract and that WSP’s use of the Software and documentation within the terms of this Contract
will not infringe upon any copyright, patent, trademark, or other intellectual property right worldwide or violate any third party’s trade secret, contract or confidentiality rights worldwide. Vendor represents and warrants that:
(i) Vendor is not aware of any claim, investigation, litigation, action, suit or administrative or judicial proceeding pending or threatened based on claims that the Software infringes any patents, copyrights, or trade secrets of any third
party, and (ii) that Vendor has no actual knowledge that the Software infringes upon any patents, copyrights, or trade secrets of any third party. 
  

	12.	Source Code Escrow 

  

	 	a.	Source Code Escrow Package Definition. The term “Source Code Escrow Package” shall mean: 

 

	 	1)	A complete copy in machine-readable form of the source code and executable code of the licensed Software; 

  

			
	WSP Contract No.             	  	Page 6 of 23

	 	2)	A complete copy of any existing design documentation and user documentation; and/or 

 

	 	3)	Complete instructions for compiling and linking every part of the source code into executable code for purposes of enabling verification of the completeness of the
source code as provided below. Such instructions shall include precise identification of all compilers, library packages; and linkers used to generate executable code. 

 

	 	b.	Delivery of Source Code into Escrow. Vendor shall deliver a Source Code Escrow Package to Escrow Agent, provided that Vendor, WSP, and Escrow Agent shall first enter
into a supplementary escrow agreement substantially the same as Schedule C—Escrow Agreement. Vendor and WSP shall use best efforts to enter into such an Escrow Agreement as soon as possible after the Effective Date of this Contract, but not
later than thirty (30) calendar days after the Effective Date of this Contract. 

  

	 	c.	Delivery of New Source Code into Escrow. If during the term of this Contract, term of license, or term of maintenance and support, Vendor provides WSP with a
maintenance release or upgrade version of the licensed Software, Vendor shall within ten (10) Business Days deposit with Escrow Agent a Source Code Escrow Package for the maintenance release or upgrade version and give WSP notice of such
delivery. 

  

	 	d.	Verification of Source Code Escrow Package. At its option and expense, WSP may request that the completeness and accuracy of any Source Code Escrow Package be verified.

  

	 	1)	Such verification may be requested once per Source Code Escrow Package. 

  

	 	2)	Such verification will be conducted by Escrow Agent or, upon at least ten (10) Business Days’ prior notice to Vendor, by another party (“Verifier”)
acceptable to Vendor, after full disclosure to Vendor of information reasonably requested by Vendor about Verifier. 

  

	 	3)	Prior to conducting the verification, Verifier shall first execute a confidentiality agreement prepared by Vendor that precludes Verifier from disclosing any
information to WSP about the Source Code Escrow Package other than whether the Source Code Escrow Package was found to be complete and accurate. 

  

	 	4)	Unless otherwise agreed at the time by Vendor and WSP, verification will be performed on-site at Vendor’s premises, utilizing Vendor’s equipment and software,
at a time reasonably acceptable to Vendor. Vendor shall make technical and support personnel available as reasonably necessary for the verification. 

  

	 	5)	At its discretion, Vendor may designate a representative to accompany the Source Code Escrow Package at all times, and to be present at the verification. Verifier will
be WSP’s sole representative at the verification. 

  

	 	6)	Verifier is solely responsible for the completeness and accuracy of the verification. Neither the Escrow Agent, if different from the Verifier, nor Vendor shall have
any responsibility or liability to WSP for any incompleteness or inaccuracy of any verification. 

  

	 	e.	Escrow Fees. All fees and expenses charged by Escrow Agent will be borne by Vendor. 

 

	 	f.	Release Events for Source Code Escrow Packages. The Source Code Escrow Package may be released from escrow to WSP, temporarily or permanently, solely upon the
occurrence of one or more of the following “Escrow Release Events:” 

  

	 	1)	Vendor becomes insolvent, makes a general assignment for the benefit of creditors, files a voluntary petition of bankruptcy, suffers or permits the appointment of a
receiver for business or assets, or becomes subject to any proceeding under any bankruptcy or insolvency law, whether domestic or foreign; 

  

			
	WSP Contract No.             	  	Page 7 of 23

	 	2)	Vendor has wound up or liquidated its business voluntarily or otherwise and WSP has compelling reasons to believe that such events will cause Vendor to fail to meet its
warranties and maintenance obligations in the foreseeable future; or 

  

	 	3)	Vendor has voluntarily or otherwise discontinued support of the Software or fails to support the Software in accordance with its warranties and maintenance obligations.

  

	 	g.	Release Event Procedures. If WSP desires to obtain the Source Code Escrow Package from Escrow Agent: 

 

	 	1)	WSP shall comply with the procedures set forth in the Escrow Agreement to document the occurrence of the Release Event; 

 

	 	2)	WSP shall maintain all materials and information comprising the Source Code Escrow Package in confidence in accordance with the Contract section titled Vendor’s
Proprietary information; 

  

	 	3)	If the release is temporary, WSP shall promptly return all released materials to Vendor when the circumstances leading to the release are no longer in effect; and

  

	 	4)	WSP shall promptly, fully, and completely respond to any and all requests for information from Vendor concerning WSP’s use or contemplated use of the Source Code
Escrow Package. 

  

	13.	Software Specifications. 

All Software will conform to its Specifications. Vendor warrants that the Products delivered hereunder shall perform in conformance with
the Specifications. 
  

	14.	Date Warranty (required). 

Vendor warrants that all Software provided under this Contract: (i) does not have a life expectancy limited by date or time format;
(ii) will correctly record, store, process, and present calendar dates; (iii) will lose no functionality, data integrity, or performance with respect to any date; and (iv) will be interoperable with other software used by WSP that may
deliver date records from the Software, or interact with date records of the Software (“Date Warranty”). In the event a Date Warranty problem is reported to Vendor by WSP and such problem remains unresolved after three (3) calendar
days, at WSP’s discretion, Vendor shall send, at Vendor’s sole expense, at least one (1) qualified and knowledgeable representative to WSP’s premises. This representative will continue to address and work to remedy the failure,
malfunction, defect, or nonconformity on WSP’s premises. This Date Warranty shall last perpetually. In the event of a breach of any of these representations and warranties, Vendor shall indemnify and hold harmless WSP from and against any and
all harm, injury, damages, costs, and expenses incurred by WSP arising out of said breach. 
  

	15.	Physical Media Warranty. 

Vendor warrants to WSP that each licensed copy of the Software provided by Vendor is and will be free from physical defects in the media
that tangibly embodies the copy (the “Physical Media Warranty”). The Physical Media Warranty does not apply to defects discovered more than thirty (30) calendar days after the date of Acceptance of the Software copy by WSP.

 Vendor shall replace, at Vendor’s expense including shipping and handling costs, any Software copy provided by Vendor
that does not comply with this warranty. 

  

			
	WSP Contract No.             	  	Page 8 of 23

	16.	No Surreptitious Code Warranty (required). 

 Vendor warrants to WSP that no licensed copy of the Software provided to WSP contains or will contain any Self-Help Code nor any Unauthorized Code as defined below. Vendor further warrants that Vendor
will not introduce, via modem or otherwise, any code or mechanism that electronically notifies Vendor of any fact or event, or any key, node, lock, time-out, or other function, implemented by any type of means or under any circumstances, that may
restrict WSP’s use of or access to any program, data, or equipment based on any type of limiting criteria, including frequency or duration of use for any copy of the Software provided to WSP under this Contract. The warranty is referred to in
this Contract as the “No Surreptitious Code Warranty.” 
 As used in this Contract, “Self-Help Code” means
any back door, time bomb, drop dead device, or other software routine designed to disable a computer program automatically with the passage of time or under the positive control of a person other than a licensee of the Software. Self-Help Code does
not include software routines in a computer program, if any, designed to permit an owner of the computer program (or other person acting by authority of the owner) to obtain access to a licensee’s computer system(s) (e.g., remote access via
modem) solely for purposes of maintenance or technical support. 
 As used in this Contract, “Unauthorized Code” means
any virus, Trojan horse, worm or other software routines or equipment components designed to permit unauthorized access, to disable, erase, or otherwise harm Software, equipment, or data; or to perform any other such actions. The term Unauthorized
Code does not include Self-Help Code. 
 Vendor will defend WSP against any claim, and indemnify WSP against any loss or expense
arising out of any breach of the No Surreptitious Code Warranty. No limitation of liability, whether contractual or statutory, shall apply to a breach of this warranty. 

 

	17.	Reauthorization Code Required. 

 Vendor’s Software shall not require a reauthorization code in order for the Software to remain functional upon WSP’s movement of the Software to another computer system. 

 

	18.	Software Documentation. 

Vendor will provide one (1) complete set of documentation for each Software order, including technical, maintenance, and installation
information. Vendor shall also provide one (1) complete set of documentation for each updated version of Software that Vendor provides pursuant to the Software Upgrades and Enhancements section. Vendor shall provide the documentation on or
before the date Vendor delivers its respective Software. There shall be no additional charge for this documentation or the updates, in whatever form provided. Vendor’s Software documentation shall be comprehensive, well structured, and indexed
for easy reference. If Vendor maintains its technical, maintenance and installation documentation on a web site, Vendor may fulfill the obligations set forth in this section by providing WSP access to its web-based documentation information. Vendor
may also provide such information on CD-ROM. Vendor grants WSP the right to make derivative works, update, modify, copy, or otherwise reproduce the documentation furnished pursuant to this section at no additional charge. 

Vendor’s Responsibilities 
  

	19.	Shipping and Risk of Loss. 

Vendor shall ship all Products purchased pursuant to this Contract, freight prepaid, FOB WSP’s destination. The method of shipment
shall be consistent with the nature of the Products and hazards of transportation. Regardless of FOB point, Vendor agrees to bear 

  

			
	WSP Contract No.             	  	Page 9 of 23

 all risks of loss, damage, or destruction of the Products ordered hereunder that occurs
prior to the Delivery Date except loss or damage attributable to WSP’s fault or negligence; and such loss, damage, or destruction shall not release Vendor from any obligation hereunder. After the Delivery Date, the risk of loss or damage shall
be borne by WSP, except loss or damage attributable to Vendor’s fault or negligence. 
  

	20.	Delivery. 

  

	 	a.	Software and Services. Vendor shall deliver, install, and have the Software ready for Acceptance Testing no later than September 20, 2004. For any exception to
this Delivery Date, Vendor must notify WSP and obtain prior approval in writing. 

  

	 	b.	Training Services. Training services purchased under this Contract shall be delivered at the date agreed to between the WSP Contract Manager and the Vendor Account
Manager, but no later than September 30, 2004. All deliveries made pursuant to this Contract must be complete. 

  

	 	c.	Functions To Be Published. Vendor shall deliver, install, and have the Functions To Be Published identified in the Pricing section ready for Acceptance Testing
no later than September 30, 2004. For any exception to this Delivery Date, Vendor must notify WSP and obtain prior approval in writing. 

  

	 	d.	Delivery Specifications. Unless Vendor has obtained prior written approval from WSP, which shall not be withheld unreasonably, incomplete deliveries or backorders will
not be accepted. All packages must be accompanied by a packing slip that identifies all items included with the shipment and WSP’s Contract Number. Vendor’s delivery receipt must be signed by an authorized representative of WSP for all
deliveries made hereunder. 

  

	21.	Site Security. 

 While on
WSP’s premises, Vendor, its agents, employees, or Subcontractors shall conform in all respects with physical, fire, or other security regulations. 
  

	22.	Installation. 

 Vendor
shall install the Software on WSP’s designated equipment in accordance with RFP No.
                             according to the Delivery section of this Contract. 

 

	23.	Standard of Performance and Acceptance 

  

	 	a.	This section establishes a Standard of Performance that must be met before Acceptance of the Software by WSP. This Standard of Performance is also applicable to any
additional, replacement, or substitute Software and any Software that is modified by or with the written approval of Vendor after having been Accepted. 

  

	 	b.	The Standard of Performance and Acceptance for Software is defined in Schedule B. 

 

	 	c.	The Acceptance Testing period shall be thirty (30) calendar starting from the day after the Software is installed by the Vendor and WSP certifies that Software is
ready for Acceptance Testing. WSP will review all pertinent data and shall maintain appropriate daily records to ascertain whether the Standard of Performance has been met. 

 

	 	d.	 In the event the Software does not meet the Standard of Performance during the initial period of Acceptance Testing, WSP may, at its discretion,
continue Acceptance Testing on a day-to-day basis until the Standard of Performance is met. If after sixty (60) calendar days the Software still has not met the Standard of Performance WSP may, at its option: (i) declare Vendor to be in
breach of this Contract and terminate 

  

			
	WSP Contract No.             	  	Page 10 of 23

	 	
this Contract; or, (ii) at the sole option of WSP, demand replacement Software from Vendor at no additional cost to WSP; or, (iii) continue the Acceptance Testing for an additional
thirty (30) calendar days. WSP’s option to declare Vendor in breach and terminate this Contract shall remain in effect until exercised or until such time as Acceptance Testing is successfully completed. 

 

	 	e.	The date of Acceptance shall be the first WSP Business Day following the successful Acceptance Testing period and shall be formalized in a notice of Acceptance from WSP
to Vendor. 

  

	24.	Software Warranty. 

Vendor warrants that the Software shall be in good operating condition and shall conform to the Specifications for a period of one
(1) year (the Warranty Period). This Warranty Period begins on the first day after the Acceptance Date. Vendor shall replace all Software that is defective or not performing in accordance with the Specifications, at Vendor’s sole expense.

  

	25.	Software Upgrades and Enhancements. 

 During the maintenance and support term of this Contract, the Vendor shall: 

Supply at no additional cost updated versions of the Software to operate on upgraded versions of operating systems, upgraded versions of
firmware, or upgraded versions of hardware. The Vendor shall provide updates to the Software only for operating systems that are variants of WSP’s currently installed operating system and that comply with the Vendor’s currently published
specifications; and 
 Supply at no additional cost updated versions of the Software that encompass improvements, extensions,
maintenance updates, error corrections, or other changes that are logical improvements or extensions of the original Software supplied to WSP. 
  

	26.	Software Maintenance and Support Services. Vendor shall provide a replacement copy or correction service at no additional cost to WSP for any error, malfunction,
or defect in Software that, when used as delivered, fails to perform in accordance with the Specifications and that WSP shall bring to Vendor’s attention. Vendor shall undertake such correction service as set forth below and shall use its best
efforts to make corrections in a manner that is mutually beneficial. Vendor shall disclose all known defects and their detours or workarounds to WSP. 

 In addition, Vendor shall provide the following Services: 
  

	 	a.	Help Desk Services. Vendor shall provide Help Desk Services for reporting errors and malfunctions and trouble shooting problems. Vendor’s Help Desk Services shall
be by toll-free telephone lines. Vendor’s Help Desk Services shall include but are not limited to the following Services: 

 Assistance related to questions on the use of the subject Software; 
 Assistance
in identifying and determining the causes of suspected errors or malfunctions in the Software; 
 Advice on detours or
workarounds for identified errors or malfunctions, where reasonably available; 
 Information on errors previously identified by
Purchaser and reported to Vendor and detours to these where available; and 
 Advice on the completion and authorization for
submission of the required form(s) reporting identified problems in the Software to Vendor. 

  

			
	WSP Contract No.             	  	Page 11 of 23

	 	b.	Error and Malfunction Service. Within two (2) Business Days of receiving oral or written notification by WSP of identified errors or malfunctions in the Software,
Vendor will either: 

 Provide WSP with detour or code correction to the Software error or malfunctions. Each
detour or code correction will be made available in the form of either a written correction notice or machine-readable media and will be accompanied by a level of documentation adequate to inform WSP of the problem resolved and any significant
operational differences resulting from the correction that is known by Vendor, or 
 Provide WSP with a written response
describing Vendor’s then-existing diagnosis of the error or malfunction and generally outlining Vendor’s then-existing plan and timetable, subject to WSP’s approval, for correcting or working around the error or malfunction.

  

	 	c.	Maintenance Release Services. Vendor will provide error corrections and maintenance releases to the Software that have been developed by Vendor at no additional cost to
WSP. Such releases shall be licensed to WSP pursuant to the terms and conditions of this Contract. Each maintenance release will consist of a set of programs and files made available in the form of machine-readable media and will be accompanied by a
level of documentation adequate to inform WSP of the problems resolved including any significant differences resulting from the release that are known by Vendor. Vendor agrees that each maintenance release of Software will be compatible with the
then- current unaltered release of Software applicable to the computer system. 

  

	27.	Vendor Commitments, Warranties and Representations (required). 

 Any written commitment by Vendor within the scope of this Contract shall be binding upon Vendor. Failure of Vendor to fulfill such a commitment may constitute breach and shall render Vendor liable for
damages under the terms of this Contract. For purposes of this section, a commitment by Vendor includes: (i) Prices, discounts, and options committed to remain in force over a specified period of time; and (ii) any warranty or
representation made by Vendor in its Response or contained in any Vendor or manufacturer publications, written materials, schedules, charts, diagrams, tables, descriptions, other written representations, and any other communication medium
accompanying or referred to in its Response or used to effect the sale to WSP. 
  

	28.	Protection of WSP’s Confidential Information (required). 

 Vendor acknowledges that some of the material and information that may come into its possession or knowledge in connection with this Contract or its performance may consist of information that is exempt
from disclosure to the public or other unauthorized persons under either chapter 42.17 RCW or other state or federal statutes (“Confidential Information”). Confidential Information includes, but is not limited to, names, addresses, Social
Security numbers, e-mail addresses, telephone numbers, financial profiles, credit card information, driver’s license numbers, medical data, law enforcement records, agency source code or object code, agency security data, or information
identifiable to an individual that relates to any of these types of information. Vendor agrees to hold Confidential Information in strictest confidence and not to make use of Confidential Information for any purpose other than the performance of
this Contract, to release it only to authorized employees or Subcontractors requiring such information for the purposes of carrying out this Contract, and not to release, divulge, publish, transfer, sell, disclose, or otherwise make the information
known to any other party without WSP’s express written consent or as provided by law. Vendor agrees to release such information or material only to employees or Subcontractors who have signed a nondisclosure agreement, the terms of which have
been previously approved by WSP. Vendor agrees to implement physical, electronic, and managerial safeguards to prevent unauthorized access to Confidential Information. 

  

			
	WSP Contract No.             	  	Page 12 of 23

 Immediately upon expiration or termination of this Contract, Vendor shall, at WSP’s
option: (i) certify to WSP that Vendor has destroyed all Confidential Information; or (ii) return all Confidential Information to WSP; or (iii) take whatever other steps WSP requires of Vendor to protect WSP’s Confidential
Information. 
 WSP reserves the right to monitor, audit, or investigate the use of Confidential Information collected, used, or
acquired by Vendor through this Contract. The monitoring, auditing, or investigating may include, but is not limited to, salting databases. 
 Violation of this section by Vendor or its Subcontractors may result in termination of this Contract and demand for return of all Confidential Information, monetary damages, or penalties. 

Contract Administration 
  

	29.	Legal Notices. 

 Any
notice or demand or other communication required or permitted to be given under this Contract or applicable law shall be effective only if it is in writing and signed by the applicable party, properly addressed, and either delivered in person, or by
a recognized courier service, or deposited with the United States Postal Service as first-class mail, postage prepaid to the parties at the addresses provided in this section. For purposes of complying with any provision in this Contract or
applicable law that requires a “writing,” such communication, when digitally signed with a Washington State Licensed Certificate, shall be considered to be “in writing” or “written” to an extent no less than if it were
in paper form. 
  

					
	To Vendor at:	  	 To WSP at:

	 	  	 	  	Washington State Patrol
	Attn:	  	Attn:	  	Mr. Jeff Hugdahl
		  		  	PO Box 42602
		  		  	Olympia WA 98504-2602
	Phone:	  	Phone:	  	(360) 753-0602
	E-mail:	  	E-mail:	  	jeff.hugdahl@wsp.wa.gov

 Notices shall be effective upon receipt or four (4) Business Days after mailing, whichever is
earlier. The notice address as provided herein may be changed by written notice given as provided above. 
 In the event that a
subpoena or other legal process commenced by a third party in any way concerning the Software or Services provided pursuant to this Contract is served upon Vendor or WSP, such party agrees to notify the other party in the most expeditious fashion
possible following receipt of such subpoena or other legal process. Vendor and WSP further agree to cooperate with the other party in any lawful effort by the other party to contest the legal validity of such subpoena or other legal process
commenced by a third party. 
  

	30.	Vendor Account Manager. 

Vendor shall appoint an Account Manager for WSP’s account under this Contract who will provide oversight of Vendor activities
conducted hereunder. Vendor’s Account Manager will be the principal point of contact for WSP concerning Vendor’s performance under this Contract. Vendor shall notify WSP Contract Administrator and Project Manager, in writing, when there is
a new Vendor Account Manager assigned to this Contract. The Vendor 

  

			
	WSP Contract No.             	  	Page 13 of 23

 Account Manager information is: 

Vendor Account Manager: 
 Address: 
 Phone:
                                         
                           E-mail: 

 

	31.	WSP Project Manager. 

 WSP
shall appoint                         , who will be WSP Project Manager for this Contract and will provide oversight of
the activities conducted hereunder. WSP Project Manager will be the principal contact for Vendor concerning business activities under this Contract. WSP shall notify Vendor, in writing, when there is a new WSP Project Manager assigned to this
Contract. 
  

	32.	Section Headings, Incorporated Documents and Order of Precedence (required). 

The headings used herein are inserted for convenience only and shall not control or affect the meaning or construction of any of the
sections. Each of the documents listed below is, by this reference, incorporated into this Contract as though fully set forth herein. 
 Schedule A; 
 RFP
No.                             ; and 

All Vendor or manufacturer publications, written materials and schedules, charts, diagrams, tables, descriptions, other written
representations and any other supporting materials Vendor made available to WSP and used to affect the sale of Software to WSP. 

In the event of any inconsistency in this Contract, the inconsistency shall be resolved in the following order of precedence: 

Applicable federal and state statutes, laws, and regulations; 
 Sections of this Contract; 
 RFP
No.                             ; and 

All Vendor or manufacturer publications, written materials and schedules, charts, diagrams, tables, descriptions, other written
representations and any other supporting materials Vendor made available to WSP and used to affect the sale of Software to WSP. 
  

	33.	Entire Agreement (required). 

 This Contract sets forth the entire agreement between the parties with respect to the subject matter hereof and except as provided in the section titled Vendor Commitments, Warranties and Representations,
understandings, agreements, representations, or warranties not contained in this Contract or a written amendment hereto shall not be binding on either party. Except as provided herein, no alteration of any of the terms, conditions, delivery, Price,
quality, or Specifications of this Contract will be effective without the written consent of both parties. 
  

	34.	Authority for Modifications and Amendments. 

 No modification, amendment, alteration, addition, or waiver of any section or condition of this Contract shall be effective or binding unless it is in writing and signed by WSP and Vendor Contracting
Officers. Only WSP Contracting Officer shall have the express, implied, or apparent authority to alter, amend, modify, add, or waive any section or condition of this Contract on behalf of WSP. 

  

			
	WSP Contract No.             	  	Page 14 of 23

	35.	Independent Status of Vendor (required). 

 In the performance of this Contract, the parties will be acting in their individual, corporate or governmental capacities and not as agents, employees, partners, joint ventures, or associates of one
another. The parties intend that an independent contractor relationship will be created by this Contract. The employees or agents of one party shall not be deemed or construed to be the employees or agents of the other party for any purpose
whatsoever. Vendor shall not make any claim of right, privilege or benefit which would accrue to an employee under chapter 41.06 RCW or Title 51 RCW. 
  

	36.	Governing Law (required). 

This Contract shall be governed in all respects by the law and statutes of the state of Washington, without reference to conflict of law
principles. However, if the Uniform Computer Information Transactions Act (UCITA) or any substantially similar law is enacted as part of the law of the state of Washington, said statute will not govern any aspect of this Contract or any license
granted hereunder, and instead the law as it existed prior to such enactment will govern. The jurisdiction for any action hereunder shall be exclusively in the Superior Court for the state of Washington. The venue of any action hereunder shall be in
the Superior Court for Thurston County, Washington. 
  

	36.	Subcontractors. 

 Vendor
may, with prior written permission from WSP Contracting Officer, which consent shall not be unreasonably withheld, enter into subcontracts with third parties for its performance of any part of Vendor’s duties and obligations. In no event shall
the existence of a subcontract operate to release or reduce the liability of Vendor to WSP for any breach in the performance of Vendor’s duties. For purposes of this Contract, Vendor agrees that all Subcontractors shall be held to be agents of
Vendor. Vendor shall be liable for any loss or damage to WSP, including but not limited to personal injury, physical loss, harassment of WSP employee, or violations of the Patent and Copyright Indemnification, Protection of WSP’s Confidential
Information, and Software Ownership sections of this Contract occasioned by the acts or omissions of Vendor’s Subcontractors, their agents or employees. The Patent and Copyright Indemnification, Protection of WSP’s Confidential
Information, Software Ownership, Publicity and Review of Vendor’s Records sections of this Contract shall apply to all Subcontractors. 
  

	38.	Assignment. 

 With the
prior written consent of WSP Contracting Officer, which consent shall not be unreasonably withheld, Vendor may assign this Contract including the proceeds hereof, provided that such assignment shall not operate to relieve Vendor of any of its duties
and obligations hereunder, nor shall such assignment affect any remedies-available to-WSP- that may arise from any breach of the sections of this Contract, or warranties made herein including but not limited to, rights of setoff. 

WSP may assign this Contract to any public agency, commission, board, or the like, within the political boundaries of the state of
Washington, provided that such assignment shall not operate to relieve WSP of any of its duties and obligations hereunder. 
  

	39.	Publicity (required). 

The award of this Contract to Vendor is not in any way an endorsement of Vendor or Vendor’s products by WSP and shall not be so
construed by Vendor in any advertising or other publicity materials. 
 Vendor agrees to submit to WSP, all advertising, sales
promotion, and other publicity materials relating to this Contract or any Product furnished by Vendor wherein WSP’s name is mentioned, language is used, or Internet links are provided from which the connection of WSP’s name therewith may,
in WSP’s judgment, be inferred or implied. 

  

			
	WSP Contract No.             	  	Page 15 of 23

 Vendor further agrees not to publish or use such advertising, sales promotion materials,
publicity or the like through print, voice, the World Wide Web, and other communication media in existence or hereinafter developed without the express written consent of WSP prior to such use. 

 

	40.	Review of Vendor’s Records (required). 

 Vendor and its Subcontractors shall maintain books, records, documents and other evidence relating to this Contract, including but not limited to protection and use of WSP’s Confidential Information,
and accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature invoiced in the performance of this Contract. Vendor shall retain all such records for six (6) years after the
expiration or termination of this Contract. Records involving matters in litigation related to this Contract shall be kept for either one (1) year following the termination of litigation, including all appeals, or six (6) years from the
date of expiration or termination of this Contract, whichever is later. 
 All such records shall be subject at reasonable times
and upon prior notice to examination, inspection, copying, or audit by personnel so authorized by WSP’s Contract Administrator and/or the Office of the State Auditor and federal officials so authorized by law, rule, regulation or contract, when
applicable, at no additional cost to the State. Vendor shall be responsible for any audit exceptions or disallowed costs incurred by Vendor or any of its Subcontractors. 
 Vendor shall incorporate in its subcontracts this section’s records retention and review requirements. 
 It is agreed that books, records, documents, and other evidence of accounting procedures and practices related to Vendor’s cost structure, including overhead, general and administrative expenses, and
profit factors shall be excluded from WSP’s review unless the cost or any other material issue under this Contract is calculated or derived from these factors. 
 General Provisions 
  

	41.	Patent and Copyright Indemnification (required). 

 Vendor, at its expense, shall defend, indemnify, and save WSP harmless from and against any claims against WSP that any Product supplied hereunder, or WSP’s use of the Product within the terms of
this Contract, infringes any patent, copyright, utility model, industrial design, mask work, trade secret, trademark, or other similar proprietary right of a third party worldwide. Vendor shall pay all costs of such defense and settlement and any
penalties, costs, damages and attorneys’ fees awarded by a court or incurred by WSP provided that WSP: 
 Promptly notifies
Vendor in writing of the claim, but WSP’s failure to provide timely notice shall only relieve Vendor from its indemnification obligations if and to the extent such late notice prejudiced the defense or resulted in increased expense or loss to
Vendor; and 
 Cooperates with and agrees to use its best efforts to encourage the Office of the Attorney General of Washington
to grant Vendor sole control of the defense and all related settlement negotiations. 
 If such claim has occurred, or in
Vendor’s opinion is likely to occur, WSP agrees to permit Vendor, at its option and expense, either to procure for WSP the right to continue using the Product or to replace or modify the same so that they become noninfringing and functionally
equivalent. If use of the Product is enjoined by a court and Vendor determines that none of 

  

			
	WSP Contract No.             	  	Page 16 of 23

 these alternatives is reasonably available, Vendor, at its risk and expense, will take back
the Product and provide WSP a refund. In the case of Product, Vendor shall refund to WSP its depreciated value. No termination charges will be payable on such returned Product, and WSP will pay only those charges that were payable prior to the date
of such return. Depreciated value shall be calculated on the basis of a useful life of four (4) years commencing on the date of purchase and shall be an equal amount per year over said useful life. The depreciation for fractional parts of a
year shall be prorated on the basis of three hundred sixty-five (365) days per year. In the event the Product has been installed less than one (1) year, all costs associated with the initial installation paid by WSP shall be refunded by
Vendor. 
 Vendor has no liability for any claim of infringement arising solely from: 

Vendor’s compliance with any designs, specifications or instructions of WSP; 

Modification of the Product by WSP or a third party without the prior knowledge and approval of Vendor; or 

Use of the Product in a way not specified by Vendor; 
 unless the claim arose against Vendor’s Product independently of any of these specified actions. 
  

	42.	Save Harmless (required). 

Vendor shall defend, indemnify, and save WSP harmless from and against any claims, including reasonable attorneys’ fees resulting
from such claims, by third parties for any or all injuries to persons or damage to property of such third parties arising from intentional, willful or negligent acts or omissions of Vendor, its officers, employees, or agents, or Subcontractors,
their officers, employees, or agents. Vendor’s obligation to defend, indemnify, and save WSP harmless shall not be eliminated or reduced by any alleged concurrent WSP negligence. 

 

	43.	Licensing Standards. 

Vendor shall comply with all applicable local, state, and federal licensing, accreditation and registration requirements and standards
necessary in the performance of this Contract. (See, for example, chapter 19.02 RCW for state licensing requirements and definitions.) 
  

	44.	OSHA/WISHA. 

 Vendor
represents and warrants that its Products, when shipped, are designed and manufactured to meet then current federal and state safety and health regulations. Vendor agrees to indemnify and hold WSP harmless from all damages assessed against WSP as a
result of the failure of the Products furnished under this Contract to so comply. 
  

	45.	Antitrust Violations. 

Vendor and WSP recognize that, in actual economic practice, overcharges resulting from antitrust violations are usually borne by WSP.
Therefore, Vendor hereby assigns to WSP any and all claims for such overcharges as to goods and services purchased in connection with this Contract, except as to overcharges not passed on to WSP resulting from antitrust violations commencing after
the date of the bid, quotation, or other event establishing the Price under this Contract. 
  

	46.	Compliance with Civil Rights Laws (required). 

 During the performance of this Contract, Vendor shall comply with all federal and applicable state nondiscrimination laws, including but not limited to: Title VII of the Civil Rights Act, 42 U.S.C.
§12101 et seq.; the Americans with Disabilities Act (ADA); and Title 

  

			
	WSP Contract No.             	  	Page 17 of 23

 49.60 RCW, Washington Law Against Discrimination. In the event of Vendor’s
noncompliance or refusal to comply with any nondiscrimination law, regulation or policy, this Contract may be rescinded, canceled, or terminated in whole or in part under the Termination for Default sections, and Vendor may be declared ineligible
for further contracts with WSP. 
  

	47.	Severability (required). 

If any term or condition of this Contract or the application thereof is held invalid, such invalidity shall not affect other terms,
conditions, or applications which can be given effect without the invalid term, condition, or application; to this end the terms and conditions of this Contract are declared severable. 

 

	48.	Waiver (required). 

Waiver of any breach of any term or condition of this Contract shall not be deemed a waiver of any prior or subsequent breach. No term or
condition of this Contract shall be held to be waived, modified, or deleted except by a written instrument signed by the parties. 
  

	49.	Vendor’s Proprietary Information (required). 

 Vendor acknowledges that WSP is subject to chapter 42.17 RCW and that this Contract shall be a public record as defined in chapter 42.17 RCW. Any specific information that is claimed by Vendor to be
Proprietary Information must be clearly identified as such by Vendor. To the extent consistent with chapter 42.17 RCW, WSP shall maintain the confidentiality of all such information marked Proprietary Information. If a public disclosure request is
made to view Vendor’s Proprietary Information, WSP will notify Vendor of the request and of the date that such records will be released to the requester unless Vendor obtains a court order from a court of competent jurisdiction enjoining that
disclosure. If Vendor fails to obtain the court order enjoining disclosure, WSP will release the requested information on the date specified. 

Disputes and Remedies 
  

	50.	Disputes (required). 

 In
the event a dispute arises under this Contract, it shall be handled by a Dispute Resolution Panel in the following manner. Each party to this Contract shall appoint one member to the Panel. These two appointed members shall jointly appoint an
additional member. The Dispute Resolution Panel shall review the facts, Contract terms and applicable statutes and rules and make a determination of the dispute as quickly as reasonably possible. The determination of the Dispute Resolution Panel
shall be final and binding on the parties hereto. WSP and Vendor agree that, the existence of a dispute notwithstanding, they will continue without delay to carry out all their respective responsibilities under this Contract that are not affected by
the dispute. 
  

	51.	Attorneys’ Fees and Costs. 

 If any litigation is brought to enforce any term, condition, or section of this Contract, or as a result of this Contract in any way, the prevailing party shall be awarded its reasonable attorneys’
fees together with expenses and costs incurred with such litigation, including necessary fees, costs, and expenses for services rendered at both trial and appellate levels, as well as subsequent to judgment in obtaining execution thereof.

  

			
	WSP Contract No.             	  	Page 18 of 23

 In the event that the parties engage in arbitration, mediation or any other alternative
dispute resolution forum to resolve a dispute in lieu of litigation, both parties shall share equally in the cost of the alternative dispute resolution method, including cost of mediator or arbitrator. In addition, each party shall be responsible
for its own attorneys’ fees incurred as a result of the alternative dispute resolution method. 
  

	52.	Non-Exclusive Remedies. 

The remedies provided for in this Contract shall not be exclusive but are in addition to all other remedies available under law.

  

	53.	Liquidated Damages 

  

	 	a.	General. Any delay by the Contractor in meeting the delivery date set forth in this Contract will interfere with the proper implementation of WSP’s programs
and will result in loss and damage to WSP. As it would be impracticable to fix the actual damage sustained in the event of any such failure(s) to perform, both parties agree that in the event of any such failure(s) to perform, the amount of damage
which will be sustained will be the amount set forth in the following subsections and the parties agree that the Contractor shall pay such amounts as liquidated damages and not as a penalty. Liquidated damages provided under the terms of this
Contract are subject to the same limitations as provided in the section titled Limitation of Liability. 

  

	 	b.	Specific. If the Contractor does not deliver the Products as identified in the Delivery section, the Contractor shall provide a revised Delivery Date and
pay to WSP as fixed and agreed liquidated damages, in lieu of all other damages due to such delay, for each calendar day between the specified Delivery Date and the date that the Contractor actually provides the Products an amount of $100 per
day. If the revised Delivery Date is more than thirty (30) calendar days from the original Delivery Date, then by written notice to the Contractor, WSP may immediately terminate the right of the Contractor to provide the Products, and WSP may
obtain substitute Products from another vendor. In this event, the Contractor shall be liable for fixed and agreed-upon liquidated damages, in lieu of all other damages due to such delay, in the amount specified above, until the substitute
Product(s) is provided, or a maximum of ninety (90) calendar days from the original Delivery Date, whichever occurs first. 

  

	54.	Failure to Perform. 

 If
Vendor fails to perform any substantial obligation under this Contract, WSP shall give Vendor written notice of such Failure to Perform. If after thirty (30) calendar days from the date of the written notice Vendor still has not performed, then
WSP may withhold all monies due and payable to Vendor, without penalty to WSP, until such Failure to Perform is cured or otherwise resolved. 
  

	55.	Limitation of Liability (required). 

 The parties agree that neither Vendor nor WSP shall be liable to each other, regardless of the form of action, for consequential, incidental, indirect, or special damages except a claim related to bodily
injury or death, or a claim or demand based on a Date Warranty or No Surreptitious Code Warranty issue or patent, copyright, or other intellectual property right infringement, in which case liability shall be as set forth elsewhere in this Contract.
This section does not modify any sections regarding liquidated damages or any other conditions as are elsewhere agreed to herein between the parties. The damages specified in the sections titled OSHA/WISHA, Termination for Default, and Review of
Vendor’s Records are not consequential, incidental, indirect, or special damages as that term is used in this section. 

Neither Vendor nor WSP shall be liable for damages arising from causes beyond the reasonable control and without the fault or negligence
of either Vendor or WSP. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of a 

  

			
	WSP Contract No.             	  	Page 19 of 23

 governmental body other than WSP acting in either its sovereign or contractual capacity,
war, explosions, fires, floods, earthquakes, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case the delays must be beyond the reasonable control and without fault or negligence of Vendor,
WSP, or their respective Subcontractors. 
 If delays are caused by a Subcontractor without its fault or negligence, Vendor
shall not be liable for damages for such delays, unless the Services to be performed were obtainable on comparable terms from other sources in sufficient time to permit Vendor to meet its required performance schedule. 

Neither party shall be liable for personal injury to the other party or damage to the other party’s property except personal injury
or damage to property proximately caused by such party’s respective fault or negligence. 
 Contract Termination 

 

	56.	Termination for Default (required). 

 If the Vendor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then WSP shall give the Vendor written notice
of such failure or violation. The responsible party will correct the violation or failure within thirty (30) calendar days or as otherwise mutually agreed in writing. If the failure or violation is not corrected, this Contract may be terminated
immediately by written notice from WSP to the Vendor. WSP reserves the right to suspend all or part of the Contract, withhold further payments, or prohibit Vendor from incurring additional obligations of funds during investigation of any alleged
Vendor compliance breach and pending corrective action by Vendor or a decision by WSP to terminate the Contract. 
 In the event
of termination of this Contract by WSP, WSP shall have the right to procure the Products and Services that are the subject of this Contract on the open market and Vendor shall be liable for all damages, including, but not limited to: (i) the
cost difference between the original Contract price for the Products and Services and the replacement costs of such Products and Services acquired from another Vendor; (ii) if applicable, all administrative costs directly related to the
replacement of this Contract, such as costs of competitive bidding, mailing, advertising, applicable fees, charges or penalties, staff time costs; and, (iii) any other costs to WSP resulting from Vendor’s breach. WSP shall have the right
to deduct from any monies’ due to Vendor, or that thereafter become due, an amount for damages that Vendor will owe WSP for Vendor’s default. 
 If the Failure to Perform is without the defaulting party’s control, fault, or negligence, the termination shall be deemed to be a Termination for Convenience. 

This section shall not apply to any failure(s) to perform that results from the willful or negligent acts or omissions of the aggrieved
party. 
  

	57.	Termination for Convenience. 

 When, at the sole discretion of WSP, it is in the best interest of the State, WSP Contracting Officer may terminate this Contract, in whole or in part, by thirty (30) calendar days written notice to
Vendor. If this Contract is so terminated, WSP is liable only for payments required by the terms of this Contract for Software and Services received and Accepted by WSP prior to the effective date of termination. 

  

			
	WSP Contract No.             	  	Page 20 of 23

	58.	Termination for Withdrawal of Authority. 

 In the event that WSP’s authority to perform any of its duties is withdrawn, reduced, or limited in any way after the commencement of this Contract and prior to normal completion, WSP may terminate
this Contract by seven (7) calendar days written notice to Vendor. No penalty shall accrue to WSP in the event this section shall be exercised. This section shall not be construed to permit WSP to terminate this Contract in order to acquire
similar Services from a third party. 
  

	59.	Termination for Conflict of Interest. 

 WSP may terminate this Contract by written notice to Vendor if WSP determines, after due notice and examination, that any party has violated chapter 42.52 RCW, Ethics in Public Service or any other laws
regarding ethics in public acquisitions and procurement and performance of contracts. In the event this Contract is so terminated, WSP shall be entitled to pursue the same remedies against Vendor as it could pursue in the event Vendor breaches this
Contract. 
  

	60.	Termination Procedure. In addition to the procedures set forth below, if WSP terminates this Contract, Vendor shall follow any procedures WSP specifies in
WSP’s Notice of Termination. 

 Upon termination of this Contract, WSP, in addition to any other rights
provided in this Contract, may require Vendor to deliver to WSP any property, Products, or Work Products specifically produced or acquired for the performance of such part of this Contract as has been terminated. 

Unless otherwise provided herein, WSP shall pay to Vendor the agreed-upon price, if separately stated, for the Products or Services
received and Accepted by WSP, provided that in no event shall WSP pay to Vendor an amount greater than Vendor would have been entitled to if this Contract had not been terminated. Failure to agree with such determination shall be a dispute within
the meaning of the Disputes section of this Contract. WSP may withhold from any amounts due Vendor such sum as WSP determines to be necessary to protect WSP from potential loss or liability. 

Vendor shall pay amounts due WSP as the result of termination within thirty (30) calendar days of notice of amounts due. If Vendor
fails to make timely payment, WSP may charge interest on the amounts due at one percent (1%) per month until paid in full. 
  

	61.	Covenant Against Contingent Fees. 

 Vendor warrants that no person or selling agency has been employed or retained to solicit or secure this Contract upon any agreement or understanding for a commission, percentage, brokerage, or contingent
fee, except bona fide employees or a bona fide established commercial or selling agency of Vendor. 
 In the event Vendor
breaches this section, WSP shall have the right to either annul this Contract without liability to WSP, or, in WSP’s discretion, deduct from payments due to Vendor, or otherwise recover from Vendor, the full amount of such commission,
percentage, brokerage, or contingent fee. 
 Contract Execution 

 

	62.	Authority to Bind. 

 The
signatories to this Contract represent that they have the authority to bind their respective organizations to this Contract. 

  

			
	WSP Contract No.             	  	Page 21 of 23

	63.	Counterparts. 

 This
Contract may be executed in counterparts or in duplicate originals. Each counterpart or each duplicate shall be deemed an original copy of this Contract signed by each party, for all purposes. 

In Witness Whereof, the parties hereto, having read this Contract in its entirety, including all attachments, do agree in each and every particular and
have thus set their hands hereunto. 
 This Contract is effective this         day
of                 , 20         
 For the Washington State
Patrol:                                        
For                                  

 

					
			
	  	 		 	  
	 Signature
	 		 	Signature
			
	  	 		 	  
	 Print or Type Name
	 		 	Print or Type Name
	 Date
	 		 	Date
			
	 Chief
	 		 	  
	 Title
	 		 	Title

 Approved as to Form 
 State of Washington 
 Office of the Attorney General 

 

	
	
	  
	Signature

  

	
	
	  
	Print or Type Name
	Assistant Attorney General
	Title                             
                               Date

  

	
	
	  
	WSP Budget and Fiscal Services
	Date

  

			
	WSP Contract No.             	  	Page 22 of 23

 Schedule A 
 Authorized Product and Price List 

  

					
	WSP No.             	 	Schedule A	  	Page 1 of 2

 Automated Data Collection System (ADCS) 
 Standard of Performance and Test Plan 
 Schedule B 

Acceptance Test Plan 

  

					
	WSP No.             	 	 Schedule B
	  	Page 18 of 19

 Schedule C 
 ESCROW CONTRACT 
 This Escrow Contract (hereinafter referred to as “Contract”) is
entered into by and between the State of Washington, Washington State Patrol, hereinafter referred to as “WSP;” and
                     , hereinafter referred to as “Vendor,” 

WHEREAS, the Vendor and the WSP have entered into WSP Contract
No.                     to which this Contract is appended hereto and made a part hereof, pursuant to which the Vendor has licensed to the WSP
certain computer Software product(s), including updates, improvements, and enhancements thereof from time to time developed by the Vendor, and such additional computer program changes as the WSP may order from the Vendor from time to time, all
documentation therefore developed by the Vendor (hereinafter collectively referred to as the “Product”); and 

WHEREAS, it is the policy of the Vendor not to disclose the Source Code(s) and related documentation (hereinafter collectively referred
to as the (“Source Code Escrow Package”) for the Product(s) to its customers except as provided in an applicable Escrow Contract; and 
 WHEREAS Vendor and the WSP agree that upon occurrence of certain events described in Section 3(a) hereof, the WSP shall be able to obtain the Source Code Escrow Package and all revisions thereof;

 ACCORDINGLY, the Vendor agrees to deliver the Source Code Escrow Package to the Escrow Agent upon the effective date of this
Escrow Contract, which shall be as soon as practicable after the execution date of the Software License Contract between Vendor and the WSP. 

NOW THEREFORE, in consideration of the mutual covenants exchanged herein and for other valuable consideration, the adequacy and receipt of which are
hereby acknowledged, the Vendor, the WSP and the Escrow Agent hereby act and agree as follows: 
  

	1.	DEPOSITS 

 The Escrow Agent, as a
safekeeping (escrow) agent, agrees to accept from the Vendor the Source Code Escrow Package. “Source Code Escrow Package” shall mean the following: 
  

	 	a)	A complete copy in machine-readable form of the Source Code and Executable Code of the Licensed Software; 

 

	 	b)	A complete copy of any existing Design Documentation and User Documentation; 

 

	 	c)	Complete instructions for compiling and linking every part of the Source Code into Executable Code for purposes of enabling verification of the completeness of the
Source Code as provided below. Such instructions shall include precise identification of all compilers, library packages, and linkers used to generate Executable Code. 

The Escrow Agent will issue to the Vendor and WSP a receipt for the Source Code Escrow Package upon delivery. The Source Code Escrow
Package held by the Escrow Agent shall remain the exclusive property of the Vendor, and the Escrow Agent shall not use the Source Code Escrow Package or disclose the same to any third party except as specifically provided for herein. The Escrow
Agent will hold the Source Code Escrow Package in safekeeping at its office listed in Section 9 titled Notices below unless and until the Escrow Agent is to deliver the Source Code Escrow Package to Vendor or the WSP, in which case, the
Escrow Agent shall deliver the Source Code Escrow Package to the party identified therein, subject, however, to the sections of this Escrow Contract. 

  

					
	WSP No.             	 	Schedule C	  	Page 1 of 5

	2.	REPRESENTATIONS OF VENDOR TO WSP 

Vendor represents and warrants to WSP that: 
  

	 	a.	The materials described in this Contract as Software applications products hereto constitutes the Source Code Escrow Package and documentation for the Product licensed
to the WSP pursuant to the Software license and service Contract therein. 

  

	 	b.	The Source Code Escrow Package delivered to the Escrow Agent are in a form suitable for reproduction by computer and photocopy equipment, and consists of full source
language statement of the computer program or programs comprising the Software and complete computer program maintenance documentation, including all flow charts, schematics and annotations which comprise the precoding detailed design
specifications, and all other material necessary to allow a reasonably skilled third party programmer or analyst to maintain or enhance the Product without the help of any other person or reference to any other material; such Source Code Escrow
Package to be in the mode machine readable by the then operating WSP equipment and produced and copied on 1600 bpi magnetic tape. 

  

	 	c.	The Vendor will promptly supplement the Source Code delivered hereunder with all revisions, corrections, enhancements or other changes so that the Source Code Escrow
Package constitutes a human readable computer program for the current release of the Product. This supplementation shall be made in machine readable format by the then operating WSP equipment and produced and copied on 1600 bpi magnetic tape, along
with specifications of sections a. and b. herein, every six (6) months or within ten (10) Business Days of delivery of any modification, enhancement, or upgrade to the WSP or any other customer of the Vendor, whichever occurs first.

  

	3.	NOTICE OF DEFAULT 

  

	 	a.	The Vendor shall be deemed to be in default of its responsibilities to the WSP if: 

 

	 	i.	The Vendor becomes insolvent, makes a general assignment for the benefit of creditors, files a voluntary petition of bankruptcy, suffers or permits the appointment of a
receiver for its business or assets, becomes subject to any proceeding under any bankruptcy or insolvency law, whether domestic or foreign; 

  

	 	ii.	The Vendor has wound up or liquidated its business voluntarily or otherwise and the WSP has compelling reasons to believe that such events will cause the Vendor to fail
to meet its warranties and maintenance obligations in the foreseeable future; or 

  

	 	iii.	The Vendor voluntarily or otherwise discontinues support of the provided products or fails to support the products in accordance with its warranties and maintenance
obligations. 

  

	 	b.	The WSP shall give written notice (“Notice of Default”) to the Escrow Agent of any default by the Vendor. The Notice of Default shall, at the minimum:

  

	 	i.	Be labeled “Notice of Default”; 

  

	 	ii.	Identify the Software License Contracts and any other relevant agreement, contained therein and this Escrow Contract; 

 

	 	iii.	Specify the nature of the default(s); 

  

	 	iv.	Identify the Source Code Escrow Package with specificity; and 

  

	 	v.	Demand the delivery of the Source Code Escrow Package to the WSP. 

  

					
	WSP No.             	 	 Schedule C 
	  	Page 2 of 5

	 	c.	Upon receipt of the Notice of Default, the Escrow Agent shall send a copy thereof to the Vendor by certified or registered mail, postage prepaid, return receipt
requested. The Escrow Agent shall automatically be authorized and directed to deliver the Source Code Escrow Package to the WSP in accordance with this Escrow Contract within ten (10) Business Days. 

 

	4.	NOTICE OF TERMINATION 

 Upon the
termination of the applicable Software License Contracts, the Vendor may obtain the return of the applicable Source Code Escrow Package to terminated Software applications products by furnishing written notice of the termination, agreed to by
authorized and notarized signature of the WSP. 
  

	5.	DISPUTES 

 The Escrow Agent shall
not release the Source Code Escrow Package to either party except in accordance with the completion of any of the sections in Section 3 above, or upon receipt of an agreement with authorized and notarized signatures of both Vendor and the WSP,
authorizing the release of the Source Code Escrow Package to one of the parties hereto. 
  

	6.	PAYMENT OF ESCROW 

 As payment
for its Services hereunder, the Escrow Agent shall receive a fee of                      from the Vendor. 

 

	7.	TERMINATION 

 Unless terminated
sooner, this Escrow Contract shall terminate on the delivery of the Source Code Escrow Package of Software applications products to Vendor or WSP as provided herein. 
  

	8.	WAIVER, AMENDMENT OR MODIFICATION; SEVERABILITY 

 This Escrow Contract shall not be waived, amended, or modified except by the written agreement of all the parties hereto. Any invalidity, in whole or in part, of any section of this Escrow Contract shall
not affect the validity of any other of its sections. 
  

	9.	NOTICES 

 All notices required to
be given hereunder shall be in writing and shall be given by certified or registered mail, return receipt requested, to the parties at their respective addresses as follows: 

 

			
	 to Vendor at:
	  	[Vendor Name]
		  	Attention: [Name]
		  	[Street Address]
		  	[City]
		  	[State]
		  	[phone and fax numbers]
		
	 to WSP at:
	  	Washington State Patrol
		  	Attention: Budget and Fiscal Services
		  	PO Box 42602
		  	Olympia, WA 98504-2602
		  	Phone: (360)753-0602; Fax (360) 664-0657
		
	 to Escrow Agent at:
	  	[Escrow Agent’s Name]
		  	Attention: [Name]
		  	[Street Address]
		  	[City]
		  	[State]

 [phone and fax numbers] 

  

					
	WSP No.             	 	 Schedule C 
	  	Page 3 of 5

	10.	LIMITATION ON ESCROW AGENT’S RESPONSIBILITY AND LIABILITY 

  

	 	a.	The Escrow Agent shall not be obligated or required to examine or inspect the Source Code Escrow Package, or any of the Additions. The Escrow Agent’s obligation
for safekeeping shall be limited to providing the same degree of care for the Source Code Escrow Package as it maintains for its valuable documents and those of its customers lodged in the same location with appropriate atmospheric or other
safeguards. However, the parties agree and acknowledge that the Escrow Agent shall not be responsible for any loss or damage to any of the Source Code Escrow Package due to changes in such atmospheric conditions, unless such changes are proximately
caused by the gross negligence or malfeasance of the Escrow Agent. 

  

	 	b.	The Escrow Agent shall be protected in acting upon any written notice, request, waiver, consent, receipt or other paper or document furnished to it, not only in
assuming its due execution but also the validity and effectiveness of its information therein contained, which it in good faith believes to be genuine and what it purports to be. 

 

	 	c.	In no event shall the Escrow Agent be liable for any act or failure to act under the sections of the Escrow Contract except where its acts are the result of gross
negligence or malfeasance. The Escrow Agent shall have no duties except those which are expressly set forth herein, and it shall not be bound by any notice of a claim, or demand, termination or rescission of the Escrow Contract, unless received in
writing , and, if its duties herein are affected, unless it shall have given its prior written consent thereto. 

  

	 	d.	The parties to this Contract hereby jointly and severally indemnify the Escrow Agent against any loss, liability or damage (other than any caused by the gross
negligence or malfeasance of the Escrow Agent), including reasonable costs of litigation and counsel fees, arising from and in connection with the performance of its duties under this Contract. 

 

	11.	GOVERNING LAWS 

 This Contract
shall be governed in all respects by the law and statutes of the state of Washington. The venue of any action hereunder shall in the Superior Court for Thurston County, Washington. 

  

					
	WSP No.             	 	 Schedule C 
	  	Page 4 of 5

	12.	AUTHORITY TO BIND 

 The
signatories to this Contract represent that they have the authority to bind their respective organizations to this Contract. 
 IN WITNESS
WHEREOF, the parties hereto have caused this Escrow Contract to be duly executed in triplicate originals and each triplicate shall be deemed an original copy of this Contract signed by each party, for all purposes, as of the year and date last
written below. 
  

									
	 FOR THE WASHINGTON STATE PATROL
	 		 	[Vendor’s Name]
					
	By:	 	 	 		 	By:	 	 
					
	Its:	 	 	 		 	Its:	 	 
					
	Date: 	 	 	 		 	Date:  	 	 
				
	 ESCROW AGENT
	 		 		 	
					
	By:	 	 	 		 		 	
					
	Its:	 	 	 		 		 	
					
	Date: 	 	 	 		 		 	

  

					
	WSP No.             	 	 Schedule C 
	  	Page 5 of 5

			
	  	  	 Exhibit B, Vendor’s Proposal dated June 4, 2010

WSP Contract No. C100910GSC

  

					
	 

	  	 	smarter documents smarter business.	  

 06/04/2010 

Ms. Paula Breshears, Acquisition Coordinator 
 Information Technology Division 
 403 Cleveland Avenue SE, Suite C 

Tumwater, Washington 98501 
 Dear WSP WRECR
Team, 
 Intellinetics is pleased to present this response for consideration. 
 The content reflects over 25 years of aggregate experience in the design, delivery, and support of redaction-enabled, public-facing document portals which support fee and non-fee based access models.

 The solution architecture is based upon a commercially available software platform (Intellivue) with customized components that encapsulate
all project specific functions not available off-the-shelf. 
 We have included an additional publication titled “WSP RFP Response Support
Material”. Please have all reviewers read this document as a first step in evaluating our response materials. 
 We stand ready to work
hard to make this project a success and, as a result, bring WSP into the Intellinetics client base—a community we are proud to serve. 

Sincerely, 
  

	
	/s/    Matthew L. Chretien
	Matthew L. Chretien, President

  

							
	 Corporate Office
	 	 2190 Dividend Drive

Columbus, OH
 43228-3806
	  	1 : 614.921.8170
 1 : 614.850.2789
	  	www.intellinetics.com

 Attachment 3—Certifications and Assurances 
 Amendment 1 to RFP No. C100910GSC 
 I/we make the following certifications and assurances as a
required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related
contract(s): 
  

	 	1.	I/we declare that all answers and statements made in the proposal are true and correct. 

 

	 	2.	The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting
competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal. 

  

	 	3.	The attached proposal is a firm offer for a period of 180 days following receipt, and it may be accepted by WSP without further negotiation (except where obviously
required by lack of certainty in key terms) at any time within the 180-day period. 

  

	 	4.	In preparing this proposal, I/we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this
proposal or prospective contract, and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.) 

 

	 	5.	I/we understand that WSP will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of WSP, and I/we claim
no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal. 

  

	 	6.	Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be
disclosed by him/her prior to opening, directly or indirectly to any other Proposer or to any competitor. 

  

	 	7.	I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached Personal Service Contract General Terms and
Conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document. 

  

	 	8.	No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting
competition. 

  

	 	9.	I/we certify that neither the Proposer nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participating in any contract resulting from this procurement by any federal department or agency. Further, if awarded a contract the Proposer agrees not to enter into any arrangements or other contracts with any party that is on the “General
Service Administration List of Parties Excluded from Federal Procurement or Non-procurement Programs” which can be found at www.epls.gov. 

  

	
	
	/s/    Matthew L. Chretien
	Signature of Proposer
	
	     President
                                        
6/4/2010

	        Title
                                         
       Date

  
 

 

			
	 WRECR Project
 Intellinetics
Solution Platform
	  	03/31/2010

  

 

			
	 Preface
	  	 The technology, tools, and processes that Intellinetics would use to support WSP for this project reflect over 15 years of continuous
improvement in serving public safety / compliance and regulatory markets as a leading document management software development organization. Specifically, the RFP response material is an extension of approximately 25 years of aggregate experience
the design, delivery, and support of public-facing document portals which support fee and non-fee based access models. The solution architecture in this response is based upon a commercially available software platform (Intellivue) with customized
components that encapsulate all project specific functions not available off-the-shelf. All customization will use Intellivue’s web services application programming interface (API). In this way, all WSP customization remains programmatically
isolated so future Intellivue releases do not impact WSP WRECR functions.
  

	 Purpose
	  	 The content provided within this document is meant to set a level of understanding for the reader while evaluating the Intellinetics
response to WSP’s WRECR RFP. All of the information provided within the RFP response (Sections 5 and 6) are made with reference to the information provided within this supplement. It is strongly recommended that the RFP response reviewer begins
by reading this document.
  

	 Solution Approach
	  	 The Intellinetics approach to delivering the solution defined by the WRECR RFP is to use the Intellivue platform as the base (shown
in blue), and then layer onto that base the WSP specific requirements through two customized user presentation layers (shown in green) using the Intellivue web services application programming interface (API) called ICMCore Web Services: The WRECR
Winform and the WRECR website. The Winform will encapsulate all fund accounting, reporting, requestor registration components, while the website will support requests from the public. This architecture minimizes overall custom development efforts
while enabling WSP to benefit from a design based upon Intellivue. Since all WSP specific requirements are isolated at the web browser and winform layers and communicate via ICMCore to the Intellivue platform, Intellivue updates / upgrades will not
in any way affect WRECR system functions.
  
 As an enterprise document
management (EDM) platform with advanced user-controlled and automated redaction features, Intellivue delivers out-of-the-box a robust foundation upon which to build the WSP WRECR solution. With this model, project efforts focus on the WSP-specific
user, administrative, reporting, and fund accounting requirements and NOT establishing the EDM foundation critical to proper solution design:

  
 

 

  

					
	 

	 	Confidential	  	Page 2

			
	 WRECR Project
 Intellinetics
Solution Platform
	  	03/31/2010

  
 The purpose of each component is provided below: 
  

			
	 Component
	  	 Purpose

		
	 WRECR website:

http://www.wsp.wa.gov/reports
	  	This is the universal resource locator (URL) where all non WSP power users will access content contained within the ECR repository.
		
	WRECT Custom Winform	  	This is the user interface which will support all WSP WRECT requirements that are not already a standard feature within the Intellivue platform. Isolating the requirements in
this way and supporting all Winform actions through ICMCore will ensure that WSP is able to upgrade the core Intellivue platform without impacting WRECT functions.
		
	Intellivue ICMCore Web Services	  	This is the Intellivue web services API used by ECR website to run all user and system functions. ICMCore is a Microsoft .NET API able to support any programming environment able
to support web services (i.e., Java, C#, etc.)
		
	Intellivue application, database, and image file repository	  	Intellivue will be the foundation for WSP’s ECR solution. As a full function EDM, Intellivue delivers the framework to manage all report content and meta data, and expose
this content programmatically through ICMCore web services to support web based ECR system users.
		
	Intellivue Document Import Services	  	This component processes the in-bound nightly feeds of report content and meta-data from WSDOT.
		
	WSDOT Nightly Feed	  	This is the packaged report content coming from WSDOT for input into ECR repository.

  

			
	WRECR Project Goals	  	 Many of the core functions delivered by the Intellivue platform are key to delivering overall project goals: 

 
 •      A
database that will contain the collision records, allow for querying of these records based on specific search parameters. (Standard Intellivue feature)
  

•      A Redaction application — that will automatically redact using
specific parameters and also allow for manual redaction. (Standard Intellivue with automated redaction module -Redactivue).
  

•      A Retention tool that will meet the retention requirements discussed in
the document and in the Software Requirements Specification located in Appendix A. (Intellivue has a companion retention utility that is included as a standard administrative tool).

 
 With the WRECR environment in place WSP would hope to accomplish
the following functions/activities: 
 •      A way for the Requestor
to query the collision report database by date and Driver Name along with other parameters to obtain specific collision reports. (Standard Intellivue feature)
  

•      A way to process payments before the collision record is viewed. (Build
CyberSource interface to ICMCore. web services — customized module)
  
 •      To have the system automatically redact along with manual redaction of a collision report based on information provided by Requestor. (Standard Intellivue
feature)
  

•      The ability to exchange data with external systems. (Standard
Intellivue feature)
  

•      The ability to generate reports, invoices and logs daily, weekly or
monthly. (SQL Reporting Services)

  

					
	 

	 	Confidential	  	Page 3

			
	 WRECR Project
 Intellinetics
Solution Platform
	  	03/31/2010

  

 

			
		
	 RFP Response Methodology
	  	While Intellivue does provide all critical EDM functions and the web services API required to build the ECR solution sought by WSP, most of the WSP-specific administrative,
financial, and use cases (policy) will need to be satisfied through custom development of the WRECR browser using the ICMCore web services layer. In this regard, any WSP WRECR system requirements that cannot be demonstrated with Intellivue
out-of-the-box will carry a response other than Available.
		
		  	When a response of Partially Meets is provided, it is meant to indicate that this feature is supported by Intellivue, and will be used as the bases for integrating these features
into the browser presentation layer with corresponding use-case requirements. For example, under General System Requirements, item 1:
		
		  	 1. The product must provide a method to collect Requestor information. Requestor information includes;

		
		  	 •    Person or company name

		
		  	 •     Current Date

		
		  	 •     Physical Address

		
		  	 •     Mailing address

		
		  	 •     City

		
		  	 •    State

		
		  	 •     Zip Code

		
		  	 •     Phone Number

		
		  	 •     FAX Number

		
		  	 •     E-mail address

		
		  	 •     File, Policy, or Claim Number

		
		  	 •     Client Name

		
		  	 •     Answer to the question “What is the Requestor’s interest in this collision.”

		
		  	A response of “Partially Meets” is provided because by using the Intellivue Administrator, each and every field provided can be defined as a (required or optional)
element in the database. Once the base database model is built (filed names, properties, etc.), they become available for use (“programmatically extensible”) through the ICMCore web services API. As a result, we will build a
“view” within a browser based upon web services methods which use the underlying Intellivue database as the source of its fields on the screen. In this way, much of the base database definition / enforcement can flow from Intellivue vs.
have to be built from the ground up, saving a significant amount of time and extending Intellivue’s access control model to the WRECR browser view.
		
		  	This same concept applies to the core traffic crash report repository central to ECR solution function. Once the logical folder structure which will hold all of the crash reports
is defined, it can be rapidly published with ease directly from the Intellivue administrator and all supporting user, administrative, financial, and reporting functions can now be built into the presentation layer without having to build / manage
database, security, and content management functions as they are all handled neatly through ICMCore.

  

					
	 

	 	Confidential	  	Page 4

			
	 WRECR Project
 Intellinetics
Solution Platform
	  	03/31/2010

  

 

			
		
	 Intellinetics Project Methodology
	  	Intellinetics project methodology is rooted in best practices based upon a five-stage, phased approach of discovery, design, build, deploy, control. Each project milestone is
defined and managed in a context of constant communication and formal change management:
		
		  	 

		
		  	For the WRECR project, the final software specifications issue as part of the forthcoming RFP will serve as the solution specifications.

  

  

					
	 

	 	Confidential	  	Page 5

 Vendor Technical Proposal Response 

 

	 	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
	 QUERY
	  		  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 1.      **The product must provide a method to collect Requestor information. Requestor information
includes;
	  		  	ü	  		  		  	 PLEASE READ COMPANION
 DOCUMENT LABELED SUPPORTING INFORMATION BEFORE READING THE RESONSES IN THIS SECTION.

						
	 •    Person or company name
	  		  		  		  		  	 A RESPONSE OF “PARTIALLY
 MEETS” IS PROVIDED BECAUSE BY USING THE INTELLIVUE ADMINISTRATOR, EACH AND EVERY FIELD PROVIDED CAN BE DEFINED AS A (REQUIRED OR OPTIONAL) ELEMENT IN THE DATABASE. ONCE THE BASE DATABASE MODEL IS
BUILT (FILED NAMES, PROPERTIES, ETC.), THEY BECOME AVAILABLE FOR USE (“PROGRAMMATICALLY EXTENSIBLE”) THROUGH THE ICMCORE WEB SERVICES API. AS A RESULT, WE WILL BUILD A “VIEW” WITHIN A BROWSER BASED UPON WEB SERVICES METHODS WHICH
USE THE UNDERLYING INTELLIVUE DATABASE AS THE SOURCE OF ITS FIELDS ON THE SCREEN. IN THIS WAY, MUCH OF THE BASE DATABASE DEFINITION / ENFORCEMENT CAN FLOW FROM INTELLIVUE VS. HAVE TO BE BUILT FROM THE GROUND UP, SAVING A SIGNIFICANT AMOUNT OF TIME
AND EXTENDING INTELLIVUE’S ACCESS CONTROL MODEL TO THE WRECR BROWSER VIEW.

	 •    Current Date
	  		  		  		  		  
	 •    Physical Address
	  		  		  		  		  
	 •    Mailing address
	  		  		  		  		  
	 •    City
	  		  		  		  		  
	 •    State
	  		  		  		  		  
	 •    Zip Code
	  		  		  		  		  
	 •    Phone Number
	  		  		  		  		  
	 •    FAX Number
	  		  		  		  		  
	 •    E-mail address
	  		  		  		  		  
	 •    File, Policy, or Claim Number
	  		  		  		  		  
	 •    Client Name
	  		  		  		  		  
	 •    Answer to the question “What is the Requestor’s interest in this
collision.”
	  		  		  		  		  
	 [SR  4.1.2.1]
	  		  		  		  		  
						
		  		  		  		  		  	This same concept applies to the core traffic crash report repository central to ECR solution function. Once the logical folder structure is defined which will hold all of the
crash reports, it can be rapidly published with ease directly from the Intellivue administrator and all supporting user, administrative, financial, and reporting functions can now be built into the presentation layer without having to build / manage
database, security, and content management functions as they are all handled neatly through ICMCore.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 2.      The product must analyze the Information entered by the
Requestor and supply context specific messages for those requestors.
  
 [SR  4.1.2.2]
	  		  	ü	  		  		  	The Intellivue access control model includes roles-based redaction. As a result, a single report may have an unlimited number of defined views which are tied to and defined by a
user’s role. These role-specific properties are extensible to other features such as role-specific messages.
						
	 3.      **The product must provide a method to enter search parameters using Date and Driver Name.
Additional information would include any of the below parameters. The product shall provide the following options to search the database:
	  	ü	  		  		  		  	
						
	 •    Driver Name (Last, First, MI)
	  		  		  		  		  	
						
	 •    Driver License Number
	  		  		  		  		  	
						
	 •    Registered Owner (RO)
	  		  		  		  		  	
						
	 •    Date of Birth (DOB)
	  		  		  		  		  	
						
	 •    Location (City or County)
	  		  		  		  		  	
						
	 •    Roadway
	  		  		  		  		  	
						
	 •    Collision Date Range *
	  		  		  		  		  	
						
	 •    Collision Number
	  		  		  		  		  	
						
	 •    Injury Indicator
	  		  		  		  		  	
						
	 •    Fatality Indicator
	  		  		  		  		  	
						
	 •    Agency Identifier [ for

Law Enforcement Agencies]
	  		  		  		  		  	
						
	* NOTE—The date range is up to 10 days prior to the date chosen	  		  		  		  		  	
						
	 [SR  4.1.2.3]
	  		  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 4.      The product must analyze the Information and search
parameters entered by the Requestor and supply context specific error messages for those found invalid.
  

[SR  4.1.2.4]
	  		  	ü	  		  		  	Will reside in WRCER web browser.
						
	 5.      The product must search the collision report database
using search parameters supplied by the Requestor and display a pick list of records that match the parameters.
  

[SR  4.1.2.5]
	  	ü	  		  		  		  	As an ecm, intellivue is optimized around managing documents and related search / retrieval methods.
						
	 6.      The name search should use a phonetic or
“Soundex” type search of the database to retrieve records with like-sounding names or names with minor misspellings.
  

[SR  4.1.2.6]
	  	ü	  		  		  		  	
						
	 7.      The product must provide a method for the requestor to
select a record from the “pick list” and add to a shopping cart for later processing.
  

[SR  4.1.2.7]
	  		  	ü	  		  		  	Once the Cybersource interface is available for development, we will use iCMcore webservices query / select methods combined with Cybersource ecommerce fucntions to build the cart /
checkout. Options for ad-hoc report selection and Select All will be provided.
						
	 8.      The product must provide a method for the requestor to review and edit the shopping
cart.
	  		  	ü	  		  		  	
						
	 [SR  4.1.2.8]
	  		  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 9.      The product must provide a method for the Requestor to
process all selected records in the shopping cart.
  
 [SR  4.1.2.9]
	  		  	ü	  		  		  	
						
	 10.    The product will have the ability to place a query request in
“pending status” if no record is found by Authorized WSP Collision Records personnel only.
  

[SR  4.1.2.10]
	  		  	ü	  		  		  	
						
	 11.    The product will have the ability to place an end date on pending
status request to allow the request to be automatically removed from a status of pending.
  

[SR  4.1.2.11]
	  		  	ü	  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 12.    Returned information [pick list] will contain the
following:
  

•     Total number of matching records

•     Collision Report number*

•     Collision Date

•     County the collision occurred in

•     Name of Roadway

•     driver # 1 last name

•     driver # 2 last name

•     driver # 3 last name

•     Injury = Yes or No

•     Fatality = Yes or No

 
 * NOTE—The collision report number will only be provided during the returned
information if it was provided during initial search.
  
 [SR  4.1.2.12]
	  	ü	  		  		  		  	
						
	 13.    **Authorized WSP Collision Records personnel will have the ability
to enter check number or money order number to a requestor’s information. This option is only viewable by WSP employees.
  

[i.e. If a check is mailed in and an Authorized WSP Collision Records staff is manually processing a request for a collision record—the check number
will be entered under requestor information] without processing check or money order at that time.
  

[SR  4.1.2.13 & SR 4.2.2.1]
	  		  	ü	  		  		  	 Will reside custom winform.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 14.    **This product must capture physical address when capturing
Requestor information.
  
 Mailing address is
optional.
  

[SR5.2.8]
	  		  	ü	  		  		  	Will reside in custom winform.
						
	 15.    **Allow Requestor to choose only one of the below to answer
“How Were you Involved in This Collision”
  
 [SR5.2.9]
	  		  	ü	  		  		  	
						
	 16.    **The product will allow WSP employee to search by any date
range
  
 [SR5.2.10]
	  	ü	  		  		  		  	
						
	 PAYMENT
	  		  		  		  		  	
						
	 17.    **The product must provide a way to release the collision report
record for either Redaction (Section 4.5.1 of the Software Requirement Specification) or viewing once payment has been authorized by customer.
  

[SR  4.2.2.2]
	  		  	ü	  		  		  	Will embed this logic in the WRCER web browser application. The statuses of all requests (and the actions that flow from them) are managed throughout the entire request lifecycle. A
request status is the key trigger for release / viewing.
						
	 18.    **The product must charge the billable account a configurable amount
for each collision report record requested.
  
 [SR  4.2.2.3]
	  		  	ü	  		  		  	Will reside in the WRCER Winform administrator.

	5.1.	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 19.    ** The product must process Bank Card payments per the Office of
State Treasurer (OST).
  

a.      The OST has a mandatory use contract for each merchant bankcard services to
be used by all state agencies accepting bankcards as payment. As authorized by law, the merchant bankcard services are procured by OST through a competitive bid process approximately every 7 years. The current agreement is with Bank of
America Merchant Services (BAMS) and requires that BAMS merchant id numbers be used. The agreement does allow the choice of a wide range of processors, and all prospective vendors are required to confirm that they are certified to one of the
processors available through the State contract with BAMS.
  
 The names of specific platforms and processors to which vendors are certified are required in order to confirm that the vendors are compatible with what is offered to the State under the current contract
with BAMS.
  
 Bank Cards payment processing must meet the
Payment Card Industry (PCI) Standards both current and any future standards that may be implemented.
  

[SR  4.3.2.1]
	  		  	ü	  		  		  	Will work with WSP to use BAMS and confirm which processor is to be used. Intellinetics will select a PCI compliant processor as allowed / provided for by the OST Bank Card payments
provider.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 20.    **Process ACH payments per Office of State Treasurer (OST) and NACHA
Operating rules Industry Standards;
 a.      ACH payments will be
processed through the OST concentration account banking services contract.

b.      Vendor / product will adhere to the NACHA ACH Operating Rules

c.      Vendor/ product will produce a NACHA formatted file and transmit to State
Treasurer’s Office for further processing by the state’s concentration bank.
	  		  	ü	  		  		  	
						
	 [SR4.4.2.1]
	  		  		  		  		  	
						
	 21.    The product will allow for a “checkout” default payment
type. This default needs to be configurable.
 a.      The
“default” will be to an ACH payment screen when customers select the “Pay now”. Bank Card should be presented as a secondary payment option. Account login shall be the third payment option.

[SR4.4.2.1]
	  		  	ü	  		  		  	Will enforce this use case in the WRCER web browser.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 22.    Provide a visual reference for end user’s entering their
bank’s routing number and checking account number.
 a.      Example:
Picture of an example check with the appropriate numbers highlighted
	  		  	ü	  		  		  	
						
	 [SR4.4.2.2]
	  		  		  		  		  	
						
	 23.    Product shall validate the bank routing number entered by the
customer from the Receiving Depository Financial Institution (RDFI)

a.      Example: Require the customer to re-enter their bank routing number for
RDFI
	  		  	ü	  		  		  	Will be supported in the custom Winform administrator. An editable lookup table will be provided for WSP to enter RDFI master list.
						
	 [SR4.4.2.2]
	  		  		  		  		  	
						
	 24.    **Allow the Requestor to pay for selected records via billable
account.
 [SR4.5.2.1]
	  		  	ü	  		  		  	
						
	 25.    **The product must provide each batch request its own unique
identifier.
 a.      Example: a group of 14 record request would all be
done under the same order number
	  		  	ü	  		  		  	This is a requirement for the merchant processing step as each transaction (one or more reports) has its own unique identifier to track transation status.
						
	 [SR4.5.2.2]
	  		  		  		  		  	

  

											
	5.1    GENERAL SYSTEM REQUIREMENTS
 

	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 26.    **The product must provide the ability to enter a pre-assigned
account number and password in order to access the billable account
  
 [SR4.5.2.3]
	  		  	ü	  		  		  	
						
	 27.    **The product must provide the ability to generate monthly
statements. Each statement will contain the collision records unique identifier, date requested, individual amount, total amount, account information
  

[i.e. Company name, address etc]
  

[SR4.5.2.4]
	  		  	ü	  		  		  	All transaction logging flows into specific sql server tables which are available for standard and ad-hoc reporting management.
						
	 28.    **The product must process bank card transactions using a processor
that is part of OST’s Bank of America Merchant Services. WSP will provide the vendor the final processor prior to contract negations.
 a.      Currently WSP is using CyberSource for Bank Card processing
 b.      A new processor is currently being reviewed. [First Data]
	  		  	ü	  		  		  	 A review of the cybersource API documentation confirms its industry standard web services architecture is compatible with lemcore api
(http://apps.cybersource.com/library/documentation/sbc/api guide/html)
 First Data also has standard, web services based architecture
consistent with proposed WRCER design.

						
	 [SR5.2.11]
	  		  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

													
	  	  	Available	 	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	 	  	ü	  	ü	  	ü	  	 
						
	 29.    **Authorized WSP Collision Records personnel will have the ability
to process a check or money order at the time of entry.
 a.      No cash
will be accepted over the counter.
  

[SR5.3.1]
	  				  	ü	  		  		  	
						
	 REDACTION
	  				  		  		  		  	
						
	 30.    The product must deliver the redacted or non redacted collision
report to the requestor in a way that will allow the requestor to print and save locally
  
 [SR4.6.1.1.1]
	  	 	ü	  	  		  		  		  	The reports will be provided in a PDF format upon release.
						
	 31.    The product must provide notification to a requestor when a redacted
or non redacted collision report is ready to be viewed
  

[SR4.6.1.1.2]
	  				  	ü	  		  		  	A valid email address will be part of demographics collected at time of (user) registration.
						
	 32.    The product must be able to categorize based on criteria in section
5.2.1 -5.2.5 of Appendix A -System Requirement Specification.
  
 [SR4.6.2.2.1]
	  	 	ü	  	  		  		  		  	The Intellivue access control model includes roles-based redaction. As a result, a single report may have an unlimited number of defined views which are tied to and defined by a
users role. WSP authorized users will manage the category(5) associated with a specific requestor. These categories will then determine which view of the report(S) are appropriate
						
	 33.    **The product will have the ability to redact a batch of requests or
a single request.
  
 [SR4.6.3.2.1]
	  	 	ü	  	  		  		  		  	The Intellivue redaction engine is constantly monitoring the identity of the user. As a result, any/all document viewing is restricted to user - specific redaction level(s) by
report.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 34.    **The product will automatically redact specific items within an
image. See section 5.2-5.5 of Appendix A -System Requirement Specification.
  
 [SR4.6.3.2.2]
	  	ü	  		  		  		  	
						
	 35.    The product will have the ability to place a system redacted
collision record in a “queue” for review and manual redaction.
  
 [SR4.6.3.2.3]
	  	ü	  		  		  		  	Intetlivue’s workflow engine will be used to configure, deploy, and manage redaction workflow, in this case, a rule could be used to route reports which have been
successfully auto-redacted to an in-basket for a WSP (Q/A) users to review / approve for release, etc.
						
	 36.    **The product will have the ability to initiate system redaction on
requested report [s]
  

[SR4.6.3.2.4]
	  	ü	  		  		  		  	
						
	 37.    **The product will allow an authorized WSP employee to view redacted
or un-redacted report[s]
  
 [SR4.6.3.2.5]
	  	ü	  		  		  		  	
						
	 38.    **The product will allow an authorized WSP employee to redact or
un-redact any field or area
  

[SR4.6.3.2.6]
	  	ü	  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 39.    The product will allow an authorized WSP employee to print or e-mail
from a queue
  
 [SR4.6.3.2.7]
	  	ü	  		  		  		  	
						
	 40.    The product will have the ability to place a requested collision
report in a “queue” for manual redaction
  

[SR4.6.3.2.80]
	  	ü	  		  		  		  	
						
	 41.    **The product will have the ability to redact a batch of requests or
a single request
  
 [SR4.6.3.4.1]
	  	ü	  		  		  		  	
						
	 42.    **The product will automatically redact specific items within an
image. See section 5.2-5.5 of Appendix A -System Requirement Specification.
  
 [SR4.6.3.4.2]
	  	ü	  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

													
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	 ü
	  	 ü
	  	 
						
	 43.    Persons who are entitled to receive a full collision
report without redaction:
 •    County Prosecuting Attorney

•    Chief of Police

•    County Sheriff

•    Director of the Department of Licensing

•    Chief of the Washington State Patrol

•    Commissioned Officers

•    Driver(s) involved in the collision

•    The legal guardian or, if a minor, the parent(s) of driver(s) involved in the
collision
 •    Persons injured in the collision

•    The legal guardian or, if a minor, the parent(s) of persons injured in the
collision
 •    Owner(s) of vehicle(s) involved in the collision, including
both the legal and registered owner
 •    Owner(s) of property damaged in the
collision
 •    Authorized representatives of any of the above interested
parties with written permission
 •    Persons with a “proper
interest,” such as:
 ¡       Federal, state and
local agencies authorized by statute to obtain collision information for their official use.
 ¡    
   Traffic safety Statistical research groups when a research agreement with the Washington State Patrol/Washington State Department of Transportation is in effect.

•    Third party representatives of any authorized party, including attorneys and
insurance companies, with written authorization signed by the attorney or an authorized representative of the insurance company to act as their representative

•    Schools, public or private, having children committed to their custody

 
 [SR5.2.1]
	  	ü	  		  		  		  	intellivue’s role base access control enables WSP to configure un-redacted access to any/all roles for which such access is appropriate.

 5.1     GENERAL SYSTEM REQUIREMENTS 

 

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 44.    **If the requestor is not entitled to view the full record of an
Adult Driver, Pedalcyclist, Pedestrian, or Property Owner the following information must be redacted on the PTCR image:
 o       Driver’s License Number
 o       Date of Birth

o       Convictions or Pending Prosecution information

o       Social Security Number
	  	ü	  		  		  		  	Requires a role against which this view can be defined.
						
	           [SR5.2.2]
	  		  		  		  		  	
						
	 45. **If the requestor is not entitled to view the full record of a Passenger or Witness the
following information must be redacted on the PTCR image:

o       Date of Birth

o       Convictions or Pending Prosecution information

o       Social Security Number
	  	ü	  		  		  		  	Requires a role against which this view can be defined.
						
	           [[SR5.2.3]
	  		  		  		  		  	

 5.1     GENERAL SYSTEM REQUIREMENTS 

 

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 46.    **If the requestor is not entitled to view the full record of a
Juvenile (under 18 at time of collision) Driver, Pedalcyclist, Pedestrian, or Property Owner the following information must be redacted on the PTCR Image:

o       Driver License Number

o       Date of Birth

o       Convictions or Pending Prosecution information

o       Social Security Number

 

          [SRS.2.4]
	  	ü	  		  		  		  	Requires a role against which this view can be defined.
						
	 47.    **If the requestor is not entitled to view the full record of a
Juvenile (under 18 at time of collision) Passenger, or Witness the following information must be redacted on the PTCR Image:
 o       Date of Birth

o       Convictions or Pending Prosecution information

o       Social Security Number

 

          [SR5.2.5]
	  	ü	  		  		  		  	Requires a role against which this view can be defined.
						
	 48.    **When a requester is flagged as “Authorized
Representatives” and chooses to continue without written permission they will.then.be categorized as “Non Authorized”
  

          [SR5.2.7]
	  		  	ü	  		  		  	Requires roles against which these views can be defined. Will need to build role change flag(s), i.e., what actions change their role from authorized to Non-authorized, into browser
logic.

 5.1     GENERAL SYSTEM REQUIREMENTS 

 

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 IMPORT/EXPORT
	  		  		  		  		  	
						
	 49.    **Provide a means for automatic import of WSDOT of collision records
from transfer file. See Section 7.6 of Appendix A—Software Requirement Specification Document for the structure of this file.
  

          [SR4.8.2.1]
	  	ü	  		  		  		  	
						
	 50.    The automatic import must be able to combine multiple separate
“tiff” image files into a single Portable Document Format (PDF) document for each collision report consisting of one page for each Tiff image in the proper page order

 
 [SR4.8.2.2]
	  	ü	  		  		  		  	NOTE: all source documents in the intellivue repository remain separate tiff images. The presentation of reports through the browser is done via pdf format.
						
	 51.    **The Product must be able to determine if a record in the data file
is new or modified
  

          [SR4.8.2.3]
	  	ü	  		  		  		  	

 5.1     GENERAL SYSTEM REQUIREMENTS 

 

											
	  	  	Available	  	Partially
Meets 	  	Future
Release	  	Not Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 52.    **If a record is modified, the product must import the record in
compliance with the retention rules stated elsewhere in this specification.
  

Clarification:
  
 Data feeds from WSDOT will be sending Supplemental data feeds for Collision Reports to correct or add information to an existing collision report; these supplemental reports must be able to be link to the
report with a date received.
  
 NOTE: Retention for public disclosure;
requires the record to be maintained for 6 years. And the original report can be disseminated and then a supplemental report is sent changing the date of the report. We should be able to view and see that the original report was received on one date
and the supplemental report was received on a different date.
  
           [SR4.8.2.4]
	  	ü	  		  		  		  	
						
	 53.    **The Import process must be able to run on a configurable
schedule
  

          [SR4.8.2.5]
	  	ü	  		  		  		  	

 5.1     GENERAL SYSTEM REQUIREMENTS 

 

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 54.    **Provide a means for authorized staff to extract billable account
information to be exported to the WSP Budget and Fiscal accounts receivable system. See Section 7.6 of Appendix A—Software Requirement Specification Document for the structure of this file.

 

          [SR4.8.3.1]
	  		  	ü	  		  		  	All user account information will be maintained within the sql database and available for view/ reporting / export.
						
	 55.    Provide a means for External Sources to import data files.
Example;
  
 OST will provide a NACHA formatted file of
all ACH Returns which were not processed —this needs to match up to the WRECR transactions for that day or requested report per requested parameters
	  		  	ü	  		  		  	All user account information will be maintained within the sql database and available for view/ reporting / export.
						
	 56.    OST requires that all Import /Exports go through the Department of
Information Services (DIS) secure FTP site.
 a.      WSP will provide the
user name and password for this site to vendor.
	  		  	ü	  		  		  	Understood.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	 	 	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	COMMENTS
	 REQUIREMENTS
	 	ü	  	ü	  	ü	  	ü	  	 
						
	 57.    Capture export transactions for audit
purposes
  

[SR4.8.3.2 and SR 4.8.4.2]
	 	ü	  		  		  		  	
						
	LOGGING	 		  		  		  		  	
						
	 58.    Provide a means for logs/reports to be viewed on
on-screen
  
 [SR4.9.1 &
4.11.1.1]
	 		  	ü	  		  		  	Will work with WSP to
create 5 standard log report
views through SQL
reporting services.
						
	 59.    Provide a means for printing reports

 
 [SR4.9.2 & 4.11.1.2]
	 	ü	  		  		  		  	
						
	 60.    **The system must create a record showing who has accessed the
system and what operations he or she has performed during a given period of time.
  
 [SR4.9.1.3]
	 		  	ü	  		  		  	While the intellivue-specific
auditing is a standard
component, WSP specific
web browser
actions
will be added to the event
logging features to capture
all WRECR specific actions.
						
	 61.    The system must capture the history of actions taken

 
 [i.e. the user, time stamp; data added, deleted or changed,
original data if changed]
  
 [SR4.9.1.4]
	 		  	ü	  		  		  	While the intellivue-specific
auditing is a standard
component, WSP specific
web browser actions
will be added to the
event logging
features
to capture all WRECR
specific actions.
						
	 62.    The system must provide a searchable transaction log

 
 [SR4.9.1.5]
	 		  	ü	  		  		  	Logs are searchable through
SQL administrator.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 63.    The system must provide a searchable audit log

 
 [SR4.9.1.6]
	  		  	ü	  		  		  	Logs are searchable
through SQL administrator.
						
	 64.    The system must allow for the logs to be archived

 
 [SR4.9.1.7]
	  	ü	  		  		  		  	Can use standard SQLServer
archiving methods.
						
	 65.    The system must ensure logs are secured -

(i.e. the logs are non editable)
  

[SR4.9.1.8]
	  		  	ü	  		  		  	Audit table access managed
through SQL security (i.e., set as
read only).
						
	 66.    Provide the ability to view on screen, print and archive

 
 [SR4.9.1.8]
	  		  	ü	  		  		  	
						
	ERROR HANDLING	  		  		  		  		  	
						
	 67.    This product must allow for different error handling

Examples;
  

•    Entered information incorrectly message 1 is displayed

 
 •    Incomplete
information entry message 2 is displayed
  
 •    Missing field information message 3 is displayed
  

[SR4.10.1.2]
	  		  	ü	  		  		  	Presentation layer requirement.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 68.    Error handling will be determined by where the Requestor is within
the product. In most cases 2 attempts (initial request plus 1) then redirection
  
 [SR4.10.1.3]
	  		  	ü	  		  		  	
						
	 69.    In case of an error, the system should produce a suitable error log
record which helps to determine the cause of an error
  

[SR4.10.14]
	  		  	ü	  		  		  	The Intellivue platform
already has event logging
features, WRCER winform
and browser specific logging
functions will also be added.

						
	 70.    In case of ACH Return items such Non-sufficient funds [NSF] and Account Closed (called Returns) the
system should produce a suitable error log
	  		  	ü	  		  		  	All approval or rejection
codes will be saved as
part of order history.
						
	REPORTING	  		  		  		  		  	
						
	 71.    Provide a means of exporting reports to the Portable Document Format
(PDF)
  
 [SR4.11.1.3]
	  	ü	  		  		  		  	Handled through a print to
PDF driver.
						
	 72.    Provide a means of exporting reports to Microsoft Excel

 
 [SR4.11.1.4]
	  		  	ü	  		  		  	Can be accomplished through

sql reporting services.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	
                     
       Comments                            

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 73.    Provide a means for an authorized user to enter report parameters
including start times, time span, requested for, etc.
  

[SR4.11.1.5]
	  		  	ü	  		  		  	 Can be accomplished through sql

reporting services.

						
	 74.    Provide a means for standard correspondence to have auto fill
capability
  
 [SR4.11.1.6]
	  		  	ü	  		  		  	
						
	 75.    The product shall provide a screen where invoice information can be added or modified
	  		  	ü	  		  		  	 WILL BE PART OF THE FUND ACCOUNTING ADMINSTRATIVE SECTION OF
 THE BROWSER LAYER.

						
	(i.e. Budget and Fiscal’s mailing address, WSP contact name and phone number)	  		  		  		  		  	
						
	 [SR4.11.1.7]
	  		  		  		  		  	
						
	Provide individual reports that capture the following:	  		  		  		  		  	
						
	 76.    Deposit Summary, Fiscal Summary, Billed Account Summary, Invoice Log, Adjustment
report
	  		  	ü	  		  		  	 Can be accomplished through sql

reporting services.

						
	 See Appendix B of Appendix A- Software Requirement Specification for Sample Reports

 
 [SR4.11.1.8]
	  		  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	 Partially
Meets
	  	 Future
Release
	  	 Not

Available
	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 77.    Provide combined reports: (1) Detail report, deposit summary, cards received, fiscal summary,
billed account; (2) Monthly report, deposit summary, and fiscal summary, billed account report
	  		  	ü	  		  		  	Can be accomplished through sql reporting services.
						
	 [SR4.11.1.9]
	  		  		  		  		  	
						
	 78.    Provide an Agency Account Record report
	  		  	ü	  		  		  	Can be accomplished through sql reporting services.
						
	 [SR4.11.1.10]
	  		  		  		  		  	
						
	 79.    **Generate and print monthly invoices
	  		  	ü	  		  		  	WILL BE INCORPORATED INTO THE FUND ACCOUNTING ADMINSTRATION FUNCTIONS WITHIN BROWSER.
	See Appendix B of Appendix A- Software Requirement Specification for Sample Reports	  		  		  		  		  
						
	 [SR4.11.1.11]
	  		  		  		  		  	
						
	 80.    Provide a report of all budget distribution codes

 
 [SR4.11.1.12]
	  		  	ü	  		  		  	WILL BE INCORPORATED INTO THE FUND ACCOUNTING ADMINSTRATION FUNCTIONS WITHIN BROWSER.

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 81.    **Provide cover letters, specific letters or other forms that are provided to
Requestor
	  		  	ü	  		  		  	
						
	 See Appendix B of Appendix A- Software Requirement Specification for Sample Reports

 
 [SR4.11.1.13]
	  		  		  		  		  	
						
	 82.    **Provide a report on which retained documents are at the end of their retention period and when they
will expire
	  		  	ü	  		  		  	Will use intellivue
retention utility as the
basis to include WSP
specific retentin rules.
						
	 [SR4.11.1.14]
	  		  		  		  		  	
						
	 83.    Provide a report with the type of Requestors that are requesting reports—based on the “how
are you involved in the collision” response
	  		  	ü	  		  		  	
						
	 [SR4.11.1.15]
	  		  		  		  		  	
						
	 84.    Provide a report on all released and non-released requests for all entitled parties and the number of
the actual reports provided
	  		  	ü	  		  		  	
						
	 [SR4.11.1.16]
	  		  		  		  		  	
						
	 85.    Provide a report for the number of collision reports purchased per day, per month, per
year
	  		  	ü	  		  		  	
						
	 [SR4.11.1.17]
	  		  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 COMMENTS

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 86.    Provide a report for the number of searches requested but not
purchased per day, per month, per year
  

[SR4.11.1.18]
	  	ü	  		  		  		  	 Can be accomplished through sql
 reporting services.

						
	 87.    Provide a report for the number of requests that were directed to
contact Collision Records
  

[SR4.11.1.19]
	  		  	ü	  		  		  	 Can be accomplished through sql
 reporting services.

						
	 88.    Provide a report for pending requests, pending request by end
date
  
 [SR4.11.1.20]
	  		  	ü	  		  		  	 Can be accomplished through sql
 reporting services.

						
	RETENTION	  		  		  		  		  	
						
	 89.    **The document that was presented to the Requestor shall be captured
and unaltered for a total of 7 years. [6 years plus 1 year]
  
 [SR 5.4.1.1]
	  	ü	  		  		  		  	
						
	 90.    **The date/time for retention begins when the document is presented
to the Requestor for viewing
  
 [SR
5.4.1.2]
	  	ü	  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	PUBLIC DISCLOSURE	  		  		  		  		  	
						
	 91.    **The collision record, as it was presented to the Requestor, will
be captured un-altered for a total of 7 years
  
 [SR
5.4.2.1]
	  	ü	  		  		  		  	
						
	 92.    **The original collision record will also be flagged for retention
and remained unaltered for a total of 7 years
  
 [SR
5.4.2.2]
	  	ü	  		  		  		  	
						
	 93.    **Retention time begins when the last action is taken on the
record
  
 [SR 5.4.2.3]
	  	ü	  		  		  		  	
						
	 94.    Retention for public disclosure requires the record to be maintained for 6 years plus 1 year. The
original report can be disseminated and then a supplemental report is sent changing the date of the report. We should be able to view and see the original report was received on one date and the supplemental report was received on a different
date.
	  	ü	  		  		  		  	

	5.1	GENERAL SYSTEM REQUIREMENTS 

  

											
	  	  	 Available
	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
	OTHER	  		  		  		  		  	
						
	 95.    **The database used to display collision records to the WEB
Requestor must be the same database that Internal WSP Employees of Collision Records use to address walk-in, phone-in, and Public Disclosure Requestors.
  

[SR 5.1.6]
	  	ü	  		  		  		  	

  

	5.2	SYSTEM MANAGEMENT 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	Comments
	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 1.      Ability to provide an environment that supports multiple users from multiple remote
locations
	  		  		  		  		  	
						
	 2.      **Ability to provide Authorized WSP employees remote access for inquiries, data entry,
report generation, etc
	  	ü	  		  		  		  	
						
	 3.      **Ability to provide security and system controls to
limit access
  
 [SR 5.1]
	  	ü	  		  		  		  	
						
	 4.      Ability to provide browser based interface
	  		  	ü	  		  		  	

	5.2	SYSTEM MANAGEMENT 

  

											
	  	  	Available	  	Partially
Meets	  	Future
Release	  	Not
Available	  	 Comments

	 REQUIREMENTS
	  	ü	  	ü	  	ü	  	ü	  	 
						
	 5.      Ability to assign multiple levels of security to
users
  
 [SR 5.5.1]
	  	ü	  		  		  		  	
						
	 6.      **Ability for an administrator to define data
fields
  
 [SR 5.5.2 and SR 5.5.3]
	  	ü	  		  		  		  	
						
	 7.      **Compatible with all WSP hardware and software
standards
  
 [SR 2.4.1 and 2.4.2]
	  	ü	  		  		  		  	
						
	 8.      Ability to provide 24x7 technical support
	  	ü	  		  		  		  	
						
	 9.      Ability to provide 24x7 access to data from remote connections
	  	ü	  		  		  		  	
						
	 10.    **Provide a means for a System Administrator to maintain user
accounts including the specification of an account number, account name, address, telephone number, e-mail address etc
  

[SR4.12.2.1]
	  	ü	  		  		  		  	
						
	 11.    **Provide a means for a System Administrator to create or maintain
billing accounts including user login name, user name, telephone number, authorizations, etc
  
 [SR4.12.2.2]
	  		  	ü	  		  		  	Many of these WSP account specific functions will be created within the browser based (and/or Winform) administrative functions which manage WSP specific use cases
based upon Intellivue ICMCore web services.

	5.2	SYSTEM MANAGEMENT 

  

											
	  	 	Available	 	Partially
Meets	 	Future
Release	 	Not
Available	 	 Comments

	 REQUIREMENTS
	 	ü	 	ü	 	ü	 	ü	 	 
						
	 12.    **Provide a means for a System Administrator to configure the amount
to be debited from the requestors account per collision report
  
          [SR4.12.2.3]
	 		 	ü	 		 		 	
						
	 13.    **Provide a means for a System Administrator to add, change, or
remove (from viewing) items from the system’s configuration tables without a coding change
  
 Example:
  
 •    Increase the amount to be charged per record from $5.00 to $9.50
  

•    Add a new “type” to the “how are you involved in this collision
question such as “employee”
  

[SR4.12.2.5]
	 		 	ü	 		 		 	
						
	 14.    **Provide a means for the System Administrator to view system
details of imports / exports information
  
 (i.e. last date and time imported, record[s] count,)
  
 [SR4.12.2.6]
	 		 	ü	 		 		 	These transaction reports generated and updated by Intellivue Document Import Services
						
	 15.    ** If import or export file is “blank” or contains no records then an error report is
generated.
	 		 	ü	 		 		 	Document import services logs import transaction history and exception reporting.

  

											
	5.2    SYSTEM MANAGEMENT
 

	  	 	Available	 	Partially
Meets	 	Future
Release	 	Not
Available	 	 Comments

	 REQUIREMENTS
	 	ü	 	ü	 	ü	 	ü	 	 
						
	 16.    Allow Authorized WSP Collision Records personnel to add, update,
delete and query agency account information
  
          [SR4.13.2.1]
	 		 	ü	 		 		 	
						
	 17.    **Allow Authorized WSP Collision Records personnel to adjust an
account balance. The product shall capture the reason for the adjustment (i.e. debits, credits, or refunds) and comments
  

         [SR4.13.2.2]
	 		 	ü	 		 		 	
						
	 18.    **Allow Authorized WSP Collision Records personnel to flag the
account for either Redaction or Non Redaction for all requests made by the Requestor
  

         [SR4.13.2.3]
	 	ü	 		 		 		 	
						
	 19.    **Allow Authorized WSP Collision Records personnel to add a pre
assigned account number to the account. (The account number will be assigned by the WSP Budget and Fiscal unit)
  

         [SR4.13.2.4]
	 		 	ü	 		 		 	

	5.2	SYSTEM MANAGEMENT 

  

											
	  	 	Available	 	Partially
Meets	 	Future
Release	 	Not
Available	 	 Comments

	 REQUIREMENTS
	 	ü	 	ü	 	ü	 	ü	 	 
						
	 20.    Allow Authorized WSP Collision Records to reset the password for the
Billable Account System Admin
  

         [SR4.13.2.5]
	 		 	ü	 		 		 	
						
	 21.    Allow an Authorized Billable Account System Admin to change
passwords associated with their account
  
          [SR4.13.2.6]
	 		 	ü	 		 		 	
						
	 22.    Allow an Authorized Billable Account System Admin to add, update,
and delete users
  

         [SR4.13.2.7]
	 		 	ü	 		 		 	
						
	 23.    **The product must require user WSP employees’ name/password to
access the system
  

         [SR5.1.1]
	 	ü	 		 		 		 	
						
	 24.    The product must follow ISB standards for any password required
(i.e. a system administrator account or anyone with access to financial info will need a password that expires after X amount of days
  

         [SR5.1.2]
	 		 	ü	 		 		 	The system will be designed to integration with WSP Active Directory framework and will leverage Windows user / account password administration.

	5.2	SYSTEM MANAGEMENT 

  

											
	  	 	Available	 	Partially
Meets	 	Future
Release	 	Not
Available	 	 Comments

	 REQUIREMENTS
	 	ü	 	ü	 	ü	 	ü	 	 
						
	 25.    The password must be strengthened and must comply with Industry
standards
  
 [SR5.1.3]
	 		 	ü	 		 		 	The system will be designed to integration with WSP Active Directory framework and will leverage Windows user / account password administration.
						
	 26.    The product must provide the means for assigning and updating
security and access authority for individuals, entities, and applications accessing features and data

[SR5.1.4]
	 	ü	 		 		 		 	
						
	 27.    **The product must encrypt attachments that are sent via
e-mail
 [SR5.1.5]
	 		 	ü	 		 		 	
						
	 28.    The product must request a “delivery” receipt for each
e-mail that is sent. This receipt must be stored with the record and on the same retention schedule
  
 (See 6.1 for retention details of the Software Requirement Specification
~ located in Appendix A of this RFP)

 
 [SR5.1.6]
	 		 	ü	 		 		 	Will require assistance / support from WSP’s email administrator(s).

	6.1.	CONTACT INFORMATION 

Provide the following information on the single point of contact in your company for questions as it relates to this RFP. If your
responses or part of you solution is dependent upon third-party vendors, please include their contact information as well. 
  

			
	 Company Name:
	  	Intellinetics, Inc.
		
	 Telephone Number:
	  	614-921-8170
		
	 Contact Person:
	  	Matthew Chretien
		
	 Telephone Number:
	  	614-921-8170
		
	 FAX Number:
	  	614-850-2789
		
	 Electronic Mail ID:
	  	matt@intellinetics.com

  

	6.2.	ADDITIONAL VENDOR QUESTIONS 

  

	6.2.1.	System Questions 

  

			
	 Question
	  	 Response

	 1.      What “performance attributes” does your company use to verify or validate the
accuracy of your application? Please explain each of your performance attributes and how they fit into the overall system performance testing.
	  	 The measurement of performance will be rooting in the WRECR software specifications issued as a part of this RFP from several
perspectives:
  

•     Confirm required use-cases are supported by application via unit testing.
Document the results of each unit test.
  
 •     Error Handling - use plain text error codes in debugging/testing / production to better support future fault isolation / troubleshooting.

 
 •     Scaling
- Load test to ensure application performance (often defined as response time) does not degrade past acceptable level(s). Load testing is conducted along several dimension: transaction rate(s) (i.e., a few people with a high number of reports
contained within request), number of simultaneous users (many users with a wide range of requested reports), access control stress test (many requestor roles simultaneously hitting web services), and over size of report repository (simulate
multi-terabyte repository).
  
 All of these test plan elements map back to
the solution specifications.

  

			
	 Question
	  	 Response

	 2.      How does your company manage “design” planning—do you need to do “site
inspection/assessment” prior to identifying the approach and equipment needed for the application?
	  	The WSP WRECR solution goals and software requirements are well defined within this RFI and it is anticipated that the RFP will serve to further refine / confirm same. This will
serve to reduce the amount of time and mutual effort required for the production design phase planning efforts. It expected that the design phase can be successfully completed in a “virtual” manner at this time.
		
	 3.      Do you have a management pack available for System Center Operations
Manager?
	  	Not at this time.
		
	 4.      Do you have “canned” reports that can be generated from the data collected or is
it up to the purchaser to develop reports from the data in the SQL database?
	  	Both options are available and a hybrid approach is assumed in our methodology. In this context, a hybrid approach is where a stable of base reports are included as part of
solution delivery, however, their creation is done collaboratively for effective knowledge transfer to enable WSP to be self sufficient as reporting needs grow / evolve.
		
	 5.      What type of system/equipment training do you provide and what are the
durations??
	  	Intellinetics has a dedicated training staff that conducts end user and administrative training courses. Each session is 4 to 8 hours in length and limited to 10 students per
session

  

			
	 Question
	  	 Response

	 6.      What redaction methods does your proposed redaction tool use? Example -text based, text
pattern, zoned etc.
	  	 •       Manual - User controlled mode where user
draws a rectangle over region(s) to be redacted.
  
 •       Pattern - System looks for any patterns that have been defined as part of redaction filter(s). A pattern based rule is defined by using regular expressions
so the number and types of pattern rules are unlimited.
  
 •       Fixed template based - Redaction templates are standard redaction overlays by form type. A common example is upon scanning the Federal 19 in a Human
Resources context, the SSN field (which is always in the same place on the form) is automatically redacted based upon a redaction template. Redaction templates are most commonly linked to form type.

 

•       Labeled Proximity - This mode refers to looking for a specific
text pattern (i.e., “SSN #”) which is used as a reference point for a redacted region placed with a relative offset. Labeled Proximity rules can be considered a hybrid of pattern and fixed templates and are most often used with standard
forms that are handwritten.

		
	 7.      Please describe how your redaction tools “redacts” information. Example—do
you cover up the “item” or do you remove the “item”?
	  	The coordinates of all redactions are tracked as a property of the document. Upon retrieval, the redaction engine validates the role associated with the requestor and provides the
appropriate view of the document. Redactions are applied as a server side process that removes all of the data from the redacted regions. What is viewed, printed, emailed and/or exported is a modified version of the document with. the data under
redacted regions removed. In this sense, the item is “removed”, yet WSP does not have the administrative and resource overhead of tracking multiple version of the same document. The original documents are never altered in this model - one
physical image with “N” number of logical views.
		
	 8.      Does your redaction tool come with pre-determined patterns or will it be configured. A
pre-determined patter would be a social security Number [SSN] for example.
	  	The redaction engine comes with standard pre-defined patterns for SSN, and other fields. The redaction engine has an easy to use administrative module which supports all up front
and on-going redaction related tasks.

  

			
	 Question
	  	 Response

	 9       The collision report will be an image, please explain how your redaction tool will
find the “item” within the image.
	  	All images which are received into the WRECR will be run through an OCR process. The resulting text is then analyzed for restricted content by Intellivue’s redaction services
engine (Redactivue).
		
	 10.    Please explain how your redaction tool will handle images that are poorly scanned, hard to read,
etc.
	  	The solution enables customized quality / approval workflow to ensure redactions are completed properly. For example, there could be an in-bound redaction workflow rule defined
which directs any / all) reports for which redaction were found / applied by the automated redaction services is flagged and sent to WSP staff for quality check (QA) and final approval. In this model, it could be configured such that all new reports
pending QA are not available for viewing by anyone other than specific WSP staff. Once QA step occurs, the report is released for search / select / purchase.
		
	 11.    Please explain how your redaction tool will do a system redaction then proceed to allow a manual
redaction.
	  	Building upon the response to item 10 above, during the QA process, if there are additional redactions that need to be applied, an operator simply enabled the Intellivue redaction
tool, applies the new redaction(s) as needed, and then saves new work.
		
	 12.    Does the redaction tool you are proposing have the ability to turn
on/ turn off redaction?
  
 Example—We have 4 items
to redact—do we have to redact each item individually < 4 clicks> or can we highlight the 4 times and then redact everything at once? < 1 click>
	  	Yes. Redactions within Intellivue may be applied in “batch mode” on a page - if there are multiple regions, all can be defined prior to saving new work.
		
	 13.    Is your redaction tool a third party vender tool or an in-house application?
	  	In-house tool which is part of the Intellivue suite (Redactivue).
		
	 14.    If a third party vender—how long have you been associated with this vender?
	  	N/A
		
	 15.    If a third party vender—how many projects have you implemented together?
	  	N/A
		
	 16.    What is your recommendation for WSP’s requirement of a retention tool and its associated
requirements [questions 86-91]?
	  	Intellivue has a retention module which will be included as part of the platform.

  

			
	 Question
	  	 Response

	 17.    The web application that you are proposing is it a commercially available solution that might require
some customization to meet all of our needs or is it a custom application?
	  	It will be a custom user interface built upon a commercially available application programming interface (API) which handles all database, image processing, security, and redaction
functions.
		
	 18.    Please describe what Bank Card processing platforms you have used in the past.
	  	 Skip Jack (the State of Ohio standard):
 http://www.skipjack.com/

		
	 19.    Are you familiar with CyberSource or First Data as part of Bank Card processing? If so
how.
	  	Yes. Both are large bank card processors with a high level of market visibility. In addition, First Data has a large Columbus, Ohio presence (where Intellinetics headquarters is
located).
		
	 20.    What Bank do you usually use to process payments?
	  	Fifth Third is the State of Ohio banking partner.

	6.2.2.	Corporate Information 

  

			
	 Question
	  	 Response

	 •      Describe the support offerings that your company provides. Do you support the product
with internal support staff or through a third party?
	  	 All support is provided directly from Intellinetics. As the developer (vs. reseller), the WSP would be in partnership directly with the
software developer. This direct partnership eliminates the process and technology challenges that can arise from a provider that does not have control over the critical software components for their client(s).

 
 Support is available in three ways — email (support@intellinetics.com), toll
free phone, and client portal. The client portal enables client to directly enter support tickets, track ticket progress, and access / search support knowledge base for answers to specific issues 24 x 7.

 
 Intellinetics support information is always available from the Intellinetics website
as well:
  
 http://intellinetics.com/support/index.asp

 
 Support plans start with 4 hours response times covering standard business hours
(8am-5pm) and scale to 24 x 7 options.

		
	 •      How many installations of your system do you have?
	  	100+ (core Intellivue platform)
		
	 •      How many installations have you performed in the last 24 months?
	  	15 major, many mid / department level.
		
	 •      How long has your company been in business?
	  	Since 1994.
		
	 •      How many employees do you have?
	  	20
		
	 •      Describe your target market/typical customer both in terms of industry and
size.
	  	Strategic focus on compliance/ regulatory government markets at the State and local levels. Clients range in size from small government agencies to the City of Houston, Texas Police
Department (new contract, active installation phase), with over 4000+ sworn officers.
		
	 •      Describe at least two installations of your system that are of the type and size of the
project being proposed by WSP.
	  	 Two examples of projects that have a similar architecture and (possible) scale: The Ohio State Highway Patrol (OSP), and the Franklin
County, Ohio Clerk of Courts (FCC).
  
 OSP uses Intellivue as the back-end
solution which supports a fee-based traffic crash report portal:
  

http://crsweb.dps.state.oh.us/crashreports/search.aso

  

			
	 Question
	  	 Response

		  	FCC uses Intellivue and its user-controlled and automated redaction features to provide access to court documents associated with a specific case online. Intellivue web services
were used to integrate to FCC’s web based court management system (CMS).
		
	 •      Provide a reference (company name, location, contact name, etc.) where your system is
in operation, that is similar to our proposed solution, which would allow us to do a site visit and see the working product.
	  	 Ohio State Highway Patrol: Major Mark R. Atkeson (retired). Maj. Atkeson was a Staff Sergeant in 1994 over OSP’s Central Records
Unit (CRU). At that time, CRU was facing the same challenges as WSP related to timely responses for records requests. A competitive RFP was issued for a powerful, redaction-enabled system for OSP CRU and Intellinetics was selected. In August of
2002, OSP CRU went live with a fee-based traffic crash report portal connected to Intellivue as the back-end. Since that time the OSP portal has provided over 650,000 reports, 100,000+ Photo requests, while collecting millions of dollars in the
process. Approximately 80-90% of requests now come through this portal. Retired Major Mark Atkeson responsibilities included the OSP CRU directly or indirectly for approximately 10-12 years and can be reached at (614-581-0027). The current manager
of OSP CRU is Jeff Maute, and he can be reached at (614-728-5307).
  
 FCC
enabled internet based court document viewing late last year. FCC used Intellivue as their base EDM platform and was particularly interested in its advanced user-controlled and automated redaction features as ALL support court documents are reviewed
prior to release to the web portal. Rosa Barker, the FCC IT Director, oversees all IT initiatives of the Office: Rosa Barker, 614-462-7516.

		
	 •      In consideration of your company’s current workload, how soon would your company
be able to start full-time work on this project?
	  	30 Days after contract award, perhaps sooner. It is critical to get the contract in place as soon as possible in light of administrative project deadline(s).
		
	 •      Has your company worked with government agencies before? If so, which
ones?
	  	Intellinetics is a document management software solutions company whose flagship-platform, Intellivue, is optimized to serve the Public Sector and compliance / risk intensive
areas of the commercial markets.

  

			
	 Question
	  	 Response

		  	 Intellivue’s advanced access control, security, and user-controlled and/or automated redaction capabilities reflect its 16 history
of service to these sectors. Representative clients include:
  
 •    Ohio State Highway Patrol
  

•    Washington State Sheriffs and Police Chief’s Organization (WASPC)

 
 •    Santa Clara,
CA Police Department 
  

•    Polk County, FL Sheriff 

 
 •    Alabama
Department of Insurance 
  

•    Houston, TX Police Department 

 
 •    The Ohio
Department of Commerce 
  

•    The Ohio Auditor of State 

 
 •    The Ohio
Department of Insurance 
  

•    Arlington County, VA Police Department 

 
 •    City of
Milwaukee, Wl Police Department 
  

•    Ontario Canada Provincial Police 

 
 •    Montana
Department of Justice 
  

•    Kentucky Department of Agriculture 

 
 •    City of
Savannah, GA Police Department

		
	 •      Has your company implemented payment processes through government agencies before?
Example - implementing ACH through the Office of State Treasures or Bank Cards through a Budget and Fiscal division?
	  	Yes in the State of Ohio for the Ohio State Highway Patrol traffic crash report solution.

 6.2.3. Version Releases 

 

			
	 Question
	  	 Response

	 1.      Approximately how often are major versions of equipment and/or back office software
released?
	  	Major versions are released every 1.5 — 2.5 years.
		
	 2.      Approximately how often are minor versions of equipment and/or back office software
released?
	  	Minor versions are released about 2 times / year.
		
	 3.      What are your plans for future enhancements of the system (both equipment and back office
software)?
	  	Intellinetics software products are continually evolving. Generally driven by client, industry, and technology demands.
		
	 4.      What is the latest version of your system and how many sites are using this
version?
	  	 The current major release number for the GX product suite is 2.0.0.0. GX is the second in the pure web services based next generation
Intellivue platform. It supports about 20 installations at this time. The GX platform will be used for WSP’s WRECR. The balance of our client base is running on the production version of the Intellivue client / server platform — version
6.2.9.
  
 The technology, tools, and process that Intellinetics would bring
to WSP for this project reflect over 15 years of continuous improvement by serving compliance and regulatory markets.

 6.2.4. Product Support 
  

			
	 Question
	  	 Response

		
	 1.      Where are your technical support locations?
	  	All Tier 1 and Tier 2 support is provided from our Columbus, Ohio corporate headquarters. Tier 3 is provided via our western development office in the Denver, CO metro area (Kersey,
CO).
		
	 2.      What is the native operating system (including version and release) for your back office
software? 32 bit or 64 bit?
	  	It is a Microsoft based platform. Recommended back office software: Windows Server 2008, SQL Server 2005 or higher, Microsoft IIS v6 or higher. We can operate on a 32 or 64 bit
Windows OS.
		
	 3.      Will your back office software run on VMware and or Hyper-V on 64 bit
machines?
	  	Yes to both.
		
	 4.      If you answered no to question 2, do you have plans to catch up? By when?
	  	
		
	 5.      How do you publish and distribute software patches?
	  	Maintenance release are made available to all clients with an active maintenance plan in effect. Updates are release via email in most cases with

  

									
	 Question
	  	 Response

		  	some exceptions (patches are also available through client portal). Each update is accompanied by update instructions and release notes.
		
	 6.      How do you publish documentation (e.g., HTML, PDF file, hard copy, etc?)
	  	MS Word and PDF.
		
	 7.      Is your technical support organization in-house or outsourced to a
third-party?
	  	In -house. All support personnel are Intellinetics full time employees.
		
	 8.      Describe software support including: support tiers, response times, support hours,
resolution assurance, change requests.
	  	 While there are some client specific variations, typical support model / escalations are:

 
 Nature of Issue:

 
 CRITICAL — Defined as “catastrophic
problem” wherein the WSP solution is down, and/or the user has no production capabilities
 HIGH — Defined
as a “severe problem” wherein the WSP solution is up, but production capability is seriously degraded.

MEDIUM — Defined as a “moderate problem” wherein the WSP solution is up, but production capability is
reduced.
 LOW — Defined as a “minor problem” wherein the WSP solution is up, with no significant
impact to production.
  
 Response
Matrix

							
				
	  	  	 Priority

Level
	  	 Response
 Time
	  	 Resolution
 Time

		  	Critical	  	Four (4) hours maximum	  	One(1) calendar day
				
		  	High	  	Four (4) hours maximum	  	Two (2) calendar days
				
		  	Medium	  	Eight (8) hours maximum	  	Three (3) business days
				
		  	Low	  	Sixteen (16) hours maximum	  	Five (5) business days

									
		
	 9.      Describe the warranty coverage for your system.
	  	It can vary by specific contract requirements; however typical warranty period is 12 months from date of
installation.

  

			
	 Question
	  	 Response

	 10.    Describe the on-going maintenance services, and their associated fees, that your company would make
available to WSP.
	  	The recommended support model would be a model similar to the one described above packaged as an annual fee which is derived from the base Intellivue components and the WSP
browser layer to be developed under this Project.

  

	6.2.5.	Environment and Architecture 

  

			
	 Question
	  	 Response

	 1.      What is the native operating system for your back office software 32 bit or 64
bit?
	  	Windows server 32 or 64 bit.
		
	 2.      Will your back office software run on VMware and or Hyper-V on 64 bit
machines?
	  	Yes to both.
		
	 3.      If you answered no to question 3, what are you plans to catch up?
	  	N/A
		
	 4.      Do you support the Microsoft SQL Server platform 2008, and XP?
	  	Yes to both.
		
	 5.      How many Microsoft SQL Server database installations of your system are currently in
production?
	  	Every Intellivue client requires / runs a production SQL Server instance(s) so 100+.
		
	 6.      Based on the information within this RFI, what would be your recommended architectural
design for this project
	  	Fault tolerant back end infrastructure with hardware load balancing in the future running supported Microsoft products. The client presentation layer would be a mixture of JAVA
based web pages and ICMCOre web services-based Win forms.
		
	 7.      Based on your recommended architecture please provide an itemized list of the hardware and
software components you believe will be needed for the WRECR project solution.
	  	 1 — Image Server with 4 GB RAM, 2.0 Ghz or higher processor and 250 GB hard drive space with RAID 0, Redundant power
supplies
 1 — MS Windows 2008 Server OS Software
 1 — MS SQL 2008 1 CPU Software

	6.2.6.	Miscellaneous 

  

			
	 Question
	  	 Response

	 1.      Did you thoroughly review the WRECR Software Requirements Specifications —Appendix
A?
	  	Yes. The WRECR Software Requirements were the basis for solution approach, architecture and responses.

 Vendor Cost Proposal 
 Appendix B—Cost Forms: Cash Purchase Response 
 Vendors are required to submit complete
cost forms for the cash purchase of each proposed solution. All implementation costs for the entire project from discovery through final acceptance must be identified. The available state funding is limited to $150,000 for the entire investment in
the following components: 
  

	 	•	 	 Custom Application (if applicable). 

  

	 	•	 	 Application software. 

  

	 	•	 	 System software. 

  

	 	•	 	 System hardware. 

  

	 	•	 	 Implementation. 

Enterprise licenses listed in the cost proposal must apply to all users of the WRECR solution. WRECR users include the public, WSP employees, agencies
both in and out of the state of Washington, including: 
  

	 	•	 	 Local agencies (city and county). 

  

	 	•	 	 State agencies. 

  

	 	•	 	 Federal agencies. 

  

	 	•	 	      

Please use the following table as a basis for calculating systems maintenance requirements and costs: 

 

					
	All Proposed	  	 Required Maintenance

Period
	  	 Maintenance Start Date

	 Hardware
	  	2 years.	  	Time of purchase.
	 Systems Software (e.g., operating systems, databases)
	  	2 years.	  	Time of purchase.
	 Vendor Software
	  	2 years.	  	Time of WSP acceptance.

 See Sections A, B, C, and D. Venders shall bid a fixed price for these components. Bids exceeding this limit will be
rejected as nonresponsive. 

	A.	Application Software Costs 

 List all
application software being proposed, including package cost, customization cost, and annual maintenance expense. The total for this subsection shall agree with the application software total in the Cost Summary subsection. The annual maintenance
cost shall represent the average maintenance cost for Years 3-5. The $150,000.00 includes the implementation and a 2 year installation warranty. The annual maintenance [Years 3-5] is not part of this amount. The warranty period for the
application should begin with final acceptance of the application product. This does not include the installation and development period between contract signing and acceptance. Year 2 is a definite annual support period. Years 3-5 are optional
annual support periods. 
  

																			
	 Application Software

Description
	  	Required
Quantity	 	  	 Package

Name
	  	Package Cost Per
License	 	  	Total Cost All
License	 	  	Annual
Maintenance
Cost	 
	 Electronic Collision Report Application—Production
	   

	 The Main WRECR software platform upon with commercially available and customized componts will operate, Enterprise
License
	  	 	1	  	  	Intellivue GX Enterprise License (restricted to WRECR solution use).	  	$	50,000	  	  	$	50,000	  	  	$	10,000	  
	 Automated Redaction Engine or GX
	  	 	1	  	  	Redactivue	  	 	Included	  	  	 	Included	  	  	 	Included	  
	 Web Services Application Programming Interface
	  	 	1	  	  	ICMCore	  	 	Included	  	  	 	Included	  	  	 	Included	  
	 Data Import Services for importing reports from WSDOT
	  	 	1	  	  	Content Importer	  	 	Included	  	  	 	Included	  	  	 	Included	  
						
	 User Interface Product
	  				  		  				  				  			
	 Electronic Collision Report Application—Development
	   
	  			
	 Custom Winform and web browser based modules for all WSP WRECR requirements not met through Base GX platform
	  	 	1	  	  	N/A	  	 	1	  	  	$	50,000	  	  	$	10,000	  
	 Electronic Collision Report Application- Test
	   

		  				  		  				  				  			
		  				  		  				  				  			
	 Electronic Collision Report Application—Other ( optional)
	   

		  				  		  				  				  			

  

			Total Cost All		Total Cost All		Total Cost All			Total Cost All				Total Cost All	
	 Application Software

Description
	  	Required
Quantity	  	 Package Name
	  	Package Cost Per
Licenses	  	Total Cost All
Licenses	 	  	Annual
Maintenance
Cost	 
	 Interfaces
	   

	 WSDOT Import Services Interface
	  	1	  	Content Importer Interface	  	Included	  	 	Included	  	  	$	1,250	  
	 OST Bank Processing Interface
	  	1	  	Bank Card Processing Interface.	  	Included	  	 	Included	  	  	$	3,750	  
		  		  		  		  				  			
		  		  		  		  				  			
		  		  		  		  				  			
		  		  		  		  				  			
		  		  		  		  				  			
		  	TOTAL	  		  	$	100,000	  	  	$	25,000	  

	B.	System Software Costs 

 List all system
software, including costs and annual maintenance expense. The total from this subsection shall agree with the system software total in the Cost Summary subsection. The annual maintenance cost shall represent the average maintenance cost for Years
3-5. WSP reserves the right to utilize the state’s enterprise software licensing or hardware master contracts for the procurement of the new WRECR solution. 
  

									
	 System

Software

Description
	  	Release/Level	  	Cost	 	  	Annual
Maintenance
Cost
	 Production

	 Windows OS
	  	2008	  	$	1,000	  	  	N/A
	 SQLserver
	  	2008 R2 1 CPU	  	$	9,000	  	  	N/A
	 Development

		  		  				  	
		  		  				  	
		  		  				  	
	 Test

		  		  				  	
		  		  				  	
		  		  				  	
	 Other (optional)

		  		  				  	
		  		  				  	
		  	TOTAL	  	$	10,000	  	  	N/A

  

	C.	System Hardware Costs 

 List all hardware
required, including purchase costs and annual maintenance expense. The total from this subsection shall agree with the hardware total in the Cost Summary subsection. The annual maintenance cost shall represent the average maintenance cost for Years
3-5. WSP reserves the right to utilize the state’s enterprise software licensing or hardware master contracts for the procurement of the new WRECR solution. 

  

													
	 Hardware Component

Description
	  	Make/Model, Part
Number	  	Required
Quantity	  	Total Purchase
Cost	 	  	Annual
Maintenance 
Cost	 
	 Production
	   

	 Server - HP DL360, 4GB RAM, 250GB RAIDO Drives, Redundant Power
	  	HP DL360	  	1	  	$	5,000	  	  	$	768	  
		  		  		  				  			
		  		  		  				  			
	 Development
	   

		  		  		  				  			
		  		  		  				  			
		  		  		  				  			
	 Test
	   

		  		  		  				  			
		  		  		  				  			
		  		  		  				  			
	 Other (optional)
	   

		  		  		  				  			
		  		  		  				  			
		  	TOTAL	  		  	$	5,000	  	  	$	768	  

  

	D.	Other Implementation Costs 

 Describe and
list all other costs that would be associated with implementation of your system. Costs not identified shall become the responsibility of the vendor. 
  

					
	 Pre-Implementation Activities
	  	$	5,000	  
	 Design
	  	$	10,000	  
	 Installation
	  	$	5,000	  
	 Integration
	  			
		  	  
	  
	 
	 Project Management
	  	$	12,500	  
	 Training
	  	$	2,500	  
	 Documentation
	  			
		  	  
	  
	 
	 Out-of-Pocket-Expenses (travel per diem, etc.)
	  			
		  	  
	  
	 

  

					
	 	  	Onetime Cost	 
	 a. Application Software
	  	$	100,000	  
	 b. System Software
	  	$	10,000	  
	 c. Hardware
	  	$	5,000	  
	 d. Other Implementation Costs
	  	$	35,000	  
	     Subtotal
	  	$	150,000	  
	 e. Optional Costs:
	  			
	     TOTAL ONETIME COST (INCLUDING OPTIONS)
	  	$	150,000	  
	     (not to exceed $150,000.00)
	  			

  

	2.	Annual Recurring Costs 

 Provide a summary
of all recurring costs for the system you are proposing. Any subtotals carried forward to this page shall agree with the corresponding detail pages. 
  

					
	  	  	Annual Cost	 
	 Application Software Maintenance
	  	$	25,000	  
	 System Software Maintenance
	  	 	None	  
	 Hardware Maintenance (3 yr 24x7x4)
	  	$	768	  
	 Other Recurring Costs
	  			
		  	  
	  
	 
		  			
		  	  
	  
	 
	 TOTAL ANNUAL RECURRING COSTS
	  	$	25,768	  
		  	  
	  
	 
	 (excluding options)
	  			

  

					
	 Total Recurring Costs on Optional Items
	  			
	 System Licensing and Code Ownership
	  	$	 	  
		  	  
	  
	 
	 Business Continuity Approach
	  	$	1,350	  
		  			
		  	  
	  
	 
	TOTAL ANNUAL RECURRING COSTS	  	$	27,118	  
		  	  
	  
	 
	(including options)	  			

  
 Note: Business Continuity Approach referes to annual software escrow account maintenance. 

 

					
	 Other (please describe)
	  			
		  	  
	  
	 
		  			
		  	  
	  
	 
	 TOTAL OTHER IMPLEMENTATION COSTS
	  	$	35,000	  

	E.	Hourly Rate for Future Enhancements 

During the term of the resulting contract WSP may determine that changes or enhancements are needed to the vendor product. Please refer to
Section 57, Updating and Maintaining the Application Product, of the sample contract in APPENDIX C for a description of when time-and-materials work would be appropriate. Please submit an hourly rate for this type of work. 

 

					
	 Hourly Rate
	  	$	125.00	  

  

	F.	Optional Component Costs 

 By utilizing
the forms from Sections A, B, C, and D above, identify any and all costs associated with full implementation and maintenance of optional message switch components. Additional optional components should be included and noted to reflect additional
capabilities that can be provided by the vendor, including addressing the following specific issues: 
  

	 	•	 	 Transfer of system licensing and code ownership to WSP. RESPONSE: There are no optional software components presented as part of this response.
Upon Acceptance, all non-commercial source code produced as part of this project will be provided to WSP. That transfer is included as part of the project total. 

 

	 	•	 	 Business continuity approach. RESPONSE: All hardware, software and services will be provided in a manner consistent with WSP IT standars and
policy, and reflect Intellinetics subject matter expertise and experience deploying similar solutions. In addition, the Software Escrow Agreement requirement that is part of the contracting model (if apparent successful vendor) will protect WSP in
the event commercial source code transfer triggers have occurred. The annual cost for Software Escrow Agreement is provided in the optional cost summary below. 

 

	G.	Cost Summary 

  

	1.	Total Onetime Costs 

 Provide a summary of
all onetime costs for the system you are proposing. Any subtotals carried forward to this page shall agree with the corresponding detail pages. 

  
 

 
  

	8.	PROJECT MANAGEMENT PROPOSAL 

  

	 	8.1.1.    	Project Management 

Vendors must provide an overview of how they will successfully manage the complex aspects of budget, scope, and schedule management. In
addition, vendors need to describe the project management methodology to be utilized, including a description of any supporting software. This discussion will include information about overall project management techniques, issue management
approaches, weekly status reporting, and staffing. WSP prefers the use of Microsoft Project 2003 as the project scheduling software. 
 The following is Intellinetics approach to project management. While some items described may not necessarily apply to this particular project it gives WSP an understanding of the process and methodology
that Intellinetics subscribes to. 
 Intellinetics’ Engagement Methodology is called “Excellence In Motion”, or EIMTM. EIM
follows best practices, including methodologies and standards set forth by the Project Management Institute designed to minimize risk, decrease costs, and ensure project outcomes meet objectives. 

 
 PHASE 1: DISCOVERY 
 The Discovery phase provides an objective analysis of your organization’s document and content management needs. It can be used to determine not only your risk exposure, but also can provide the
necessary data to produce your business case analysis (Return on Investment [ROI] and Total Cost of Ownership [TCO]). 

  

					
	Activities	  	Results	  	Value
	 •      Interviews with stakeholders and subject matter
experts 
 •      Infrastructure assessment 

•      Review business climate and organizational goals/objectives 

•      Document integration requirements and technology
standards
	  	 •      Core business drivers 

•      Summary of Findings 

•      Return on Investment review 

•      System management resource impact analysis
	  	 •      Determine tactical and strategic benefits of document
management on business model 
 •      Enable organization to advance
to next stage in life cycle

 The Discovery phase brings resources on-site to assess your current infrastructure and business processes. The result is
a summary of findings that outlines the tactical and strategic impact of document management upon the stakeholders and respective business units that participate in the process. It also includes any relevant technical, policy, or resource
constraints that must be accommodated. 
 The Discovery phase begins with documenting your current business drivers, initiatives and goals. This
analysis forms the baseline for future planning. The Discovery Phase is supported by a combination of detailed interviews and departmental walk-throughs. If legacy systems are in place, our technical consultants will evaluate the technology in order
to recommend the best integration or conversion strategy. Any key enterprise applications are also examined to determine integration points that could provide additional value to the organization. 

Once the on-site portion of the Discovery phase is concluded, the information is gathered, analyzed, and distilled into a Summary of Findings. The
process concludes with a formal business presentation of the analysis and findings. 
 Phase 2: Design 

The Design phase translates the analysis and findings from the Discovery phase into detailed system architecture and a complete Statement of Work (SOW).

  

					
	Activities	  	Results	  	Value
			
	 •      System architecture design

•      System interface design

•      Detailed system configuration and design

•      Training Plan

•      Support Model

•      System documentation requirements
	  	 •      Analysis and Design findings 

•      Application design documents 

•      Hardware requirements 

•      Business Process and Workflow diagrams 

•      Detailed project plan
	  	 •      System design and project scope are in tight
alignment with system requirements
 •      New system will yield
tactical and strategic benefits highlighted in Discovery phase 

•      Enable organization to advance to next stage in life
cycle

 The Design phase is comprised of building the details behind overall system design and project planning. It focuses on
accommodating the specific technology, process, and policy needs identified in the Discovery phase into a complete SOW. The Design phase concludes with an approved SOW that will support all aspects of the next phase of the life cycle:
Implementation. 

 Phase 3: Implementation 
 The Implementation phase is comprised of active system delivery. The Implementation phase requires that formation of a formal project team that (ideally) remains intact throughout the entire project. The
SOW produced in the Design phase guides all aspects of active delivery. 
  

					
	Activities	  	Results	  	Value
			
	 •      Order and configure all hardware and third-party
software 
 •      Configure server, storage, and software

•      Equipment delivery to worksite

•      Installation / testing

•      Training 

•      Documentation 

•      Acceptance Testing and full cutover
	  	 •      Complete system delivery per SOW and approved changes

 •      The solution is properly installed and integrated into
business 
 •      Knowledge transfer critical to system
expansion
	  	 •      Tactical and strategic benefits identified in
Discovery now realized 
 •      Enable organization to advance to
next stage in life cycle

 The Implementation phase closes out with comprehensive system acceptance tests as well as the completion and delivery of
all technical, training, and policy documentation. 
 Phase 4: Control 
 The Control phase transitions the new solution to on-going support/continuous operation mode. This phase incorporates all aspects of proactive and reactive system administration and control into
organization policy and procedure. The control phase is characterized by the creation of formal feedback loops for ideas on expanded system use. 
  

					
	Activities	  	Results	  	Value
			
	 •      Access support and maintenance resources as
needed
 •      Create system user group to trap and build upon ideas
for system expansion and/or policy revision
 •      Participation in
user community
	  	 •      Expansion of benefits through policy and system
configuration refinements
 •      New/unexpected benefits through
direct end-user feedback
 •      Gain insight into how other
organizations have used their solution to solve their technical and business needs
	  	 •      Establish a mission- critical business asset able
to evolve and grow
 •      Implement new business and service models
based upon new capabilities
 •      Increase the return on system
investment through continuous improvement and expansion

 The Control phase forms the basis of the implementation of new capabilities now possible as a result of the new system.
System expansions follow the same life cycles—discovery, design, implement, and control. This process on continuous improvement is dynamic and grows and evolves to support changing needs. 

Ongoing Activity 
 Ongoing Activities are
items that span multiple phases. Note the following summaries regarding these activities. 

 Communications Planning & Execution 

Communications Planning & Execution is reflective of the ongoing activity practice of solid communications. Examples of tools used include:

  

	•	 	 Project Plans and Schedules 

  

	•	 	 Meeting Agenda / Recaps 

  

	•	 	 Status Reports 

  

	•	 	 Change Control Documents 

  

	•	 	 Acceptance Documents 

Teambuilding & Profiling 
 Account Relationship & Profiling is reflective of the ongoing process of managing the account relationship and learning/documenting everything that we learn. Tools used during this process
include the Intellinetics Customer Profile, and Intellinetics Contact Profile forms. 
 Project Management 

Project Management is the process of managing the On-Time, On-Budget, and Client Satisfaction aspects of the project. Tools used within Project Management
include: 
  

	•	 	 Client Status Communications 

  

	•	 	 Scope and Change Control Documents 

  

	•	 	 Project planning templates and processes 

  

	•	 	 Techniques advocated by the Project Management Institute (PMI) 

 Knowledge Transfer 
 Knowledge Transfer is the art of transitioning the
process and technology knowledge associated with our solution to the client. It not only involves specific training-oriented events, but it involves solid day-to-day communications with the client. Tools used within Knowledge Transfer include:

  

	•	 	 Training courses 

  

	•	 	 Software documentation 

  

	•	 	 Expert support staff and consultants 

  

	•	 	 Opportunities for continuing advanced product and process education  

 Quality Assurance 
 The focus of Quality Assurance is to ensure quality
deliverables throughout the design, testing, and implementation phases of the project. 
  

	•	 	 Standardized delivery processes 

  

	•	 	 Solution documentation and acceptance mechanisms 

  

	•	 	 Detailed Statement of Work 

  

	•	 	 Quality planning instead of quality testing 

 Tools 
 Intellinetics uses many tools to manage a project. Microsoft Project
2003 can be used for managing the project tasks, schedules and resources if required by the client. However, Intellinetics uses a solution called AutoTask. Autotask has an embedded project management tool that allows real-time collaboration and
communications between the Intellinetics project team and the client project team. The client is provided with a web based client access portal that allows them to view the project tasks and schedule as well as input notes, communicate with the
project team, and open service desk requests. 

	 	8.1.2.	    Status Reporting 

 Vendors should describe the process of providing project status updates to WSP. The vendor project manager will report to the WSP project manager weekly by e-mail and a minimum of once a month in person
[if applicable] or via phone to update WSP on completed tasks, review the progress of uncompleted tasks, clarify requirements, and discuss other issues related to the WRECR project. The vendor project manager will report project status to the
project Executive Steering Committee as necessary. 
 Intellinetics conducts weekly project status meeting via conference calls
and webinars with the project team. In addition, Intellinetics provides at a minimum weekly written project status resports describing the tasks completed for the period, outlining any upcoming tasks for the next period, identifying any project
issues or concerns, and provides an “Action Item” list so that all project team members know the items they are responsible for should any follow up be required. There is also a legend in the upper right hand corner of the status report
document that provides, at a glance, an overall project health check. 
  

	 	8.1.3.    	Quality Assurance 

Vendors must describe the QA process to be utilized for the project tasks, schedule, deliverables, and testing in order to ensure that
work related to the production of acceptable deliverables is on track and expectations are met or exceeded. The QA process is expected to be proactive so as to ensure not only that the schedule is met but also that product and service quality is
maintained. 
 Throughout the various phases of the project Intellinetics performs QA reviews with the client and/or the entire
project team to ensure that the project is proceeding on schedule and that deliverables are being delivered to the client’s satisfaction. Also during the various phases of the project signatures are required from the client acknowledging that
the deliverables for that phase have been met. Client acceptance is necessary before moving on to the next phase. 
  

	 	8.1.4.	    Project Schedule 

 Vendors must describe the process of developing the schedule, including the identification of all major phases, tasks, and subtasks. For each identified task or subtask, vendors should include the
following information: 
  

	 	•	 	 Resource assignments (e.g., vendor staff, local agency staff). 

 

	 	•	 	 Milestones. 

  

	 	•	 	 Time frames. 

  

	 	¡
 	 	 Assume 10 business days for WSP review on each iteration of a deliverable. 

 

	 	•	 	 Deliverables. 

 The initial project schedule is developed based on our understanding of the proposed
deliverables, the expected urgency of implementation and our experience with projects of similar size and complexity. Resources are assigned based on skills required and availability. Milestones are determined by major deliverables that are required
before being able to proceed to the next phase of the project. Time frames are established based on the amount of effort involved and the availability of resources on the vendor and client side. Deliverables are described as part of the response to
this RFP. 
  
 

 
  

	 	8.1.5.	    Phase Duration 

 WSP is interested in implementing this project as quickly as possible. WSP prefers a project schedule that is realistic and reflects the shortest reasonable time frame based on the offeror’s
experience with projects of similar size and complexity and its capacity to successfully deliver proposed outcomes. 
 Please
provide a schedule that reflects the most expeditious and reasonable time frame possible. For your final schedule, describe your delivery approach, your assumptions and needs, and any additional risks or work requirements that will be important for
WSP to understand in working with you to ensure successful delivery. 

	 	•	 	 Phase 1 Implementation-Supports Process Numbers 5.1.1, 4.1, 4.121.10, 4.1.2.12, 4.1.2.1 4.6.2, 4.6.3,6,1 

 
 

 
  

											
	Timeline to complete
						
	 Phase 1—Base System Functionality
	  	July 1 	  	July 9	  	July 16	  	July 23	  	July 30
	 Project kick-off
	  	ü	  		  		  		  	
	 Discovery/Infrastructure Review
	  		  	ü	  		  		  	
	 Base Platform Deployment
	  		  		  	ü	  		  	
	 Software/License Implementation
	  		  		  	ü	  		  	
	 Base Application Design.
	  		  		  		  	ü	  	
	 Base Application Deployment
	  		  		  		  	ü	  	
	 End User and Admin Training
	  		  		  		  		  	ü
	 Phase 1 Go-Live
	  		  		  		  		  	ü

	 	•	 	 Phase 2 Implementation—Web Browser Deployment for Non-Authorized Users. Supports Process Numbers 4.1.2.5, 4.1, 4.1.2.10, 4.1.2.1, 4.6.2,
5.2, 4.1.2.4, 4.6.3 

  
 

 
  

					
	Timeline to complete
			
	 Phase 2—Public Access Functionality
	  	    Sep 17    	  	    Nov 5    
	 Develop/Test/Deploy Web Browser Interface for Non-Authorized Users
	  	ü	  	
	 Develop/Test/Deploy Bank Card
	  		  	ü
	 Processing Interface
	  		  	
	 Phase 2 Go-Live
	  		  	ü

	•	 	 Phase 3 Implementation—Web Browser Deployment for Authorized Users. Supports Process Numbers 4.6.2, 5.2, 4.1.2.4

  
 

 
  

			
	Timeline to complete
		
	 Phase 3—Non Redacted Requests
	  	    Dec 31    
	 Develop/Test/Deploy Web Brower User Interface for Authorized Users
	  	ü
	 Phase 3 Go-Live
	  	ü

 Intellinetics assumptions: 
  

	 	•	 	 Work will begin July 1, 2010 

  

	 	•	 	 Most of the work can be completed remotely from the Intellinetics offices 

 

	 	o	Intellinetics uses a secure remote support tool called LogMeln Rescure 

  

	 	o	Intellinetics can work with WSP to create secure point-to-point VPN tunnel if required 

 

	 	•	 	 Some work may be necessary to be performed on site at WSP 

 

	 	•	 	 Intellinetics will have access to WSP resources and infrastructure as needed on a timely basis 

 

	 	•	 	 All hardware, software, and licenses will be purchases and installed in a timely manner to meet implementation requirements and schedules

  

	 	•	 	 Intellinetics will have timely access to subject matter experts as required 

 

	 	8.1.6.	    Risk Management Approach 

 Vendors must provide their approach to risk management that minimally identifies all risks associated with implementing WRECR, the methods proposed to mitigate each risk, the probability that each risk
will occur (i.e., high, medium, low), and the impact each risk can have on the project (i.e., high, medium, low). 

Intellinetics manages risk by providing and receiving constant communication feedback with the client project team. Much time is spent
during the discovery phase of the project to identify and document the specific project tasks and associated timelines. Although much of the anticipated work and delivery timelines are known and identified as part of this RFP there will still be
some details that will need to be discussed and worked out with WSP. By effectively identifying the associated tasks and timelines and aggressively managing the work and resources the amount of risk should be kept to a minimum. 

Using the project management methodology outlined in section 8.1.1 and reporting. outlined in section 8.1.2 Intellnetics is able to
manage risk and keep the client informed of project status in a timely manner. 
 Should something happen to create a risk to
the project (whether vendor side or client side), the client PM and team are notified immediately with full disclosure so as to understand the risk, the cause of the risk, what actions are being taken to resolve the risk and the impact of the risk
on the project. With this information the project team can make the appropriate decisions and work to resolution. 
  

	 	8.1.7.	    Proposed Project Staff 

 Vendors must provide an outline of all proposed individuals, including their major areas of responsibility during the project and the percentage of time that each will be dedicated to the project.

 Specific guidelines for the vendor’s project manager include the following: 

 

	 	•	 	 Must be able to demonstrate a history of successful projects of similar size, nature, and complexity. 

 

	 	•	 	 Must have a bachelor’s degree or equivalent work experience. 

 

	 	•	 	 Must be able to demonstrate a minimum of 3 years’ project management experience. 

 Though not required, Project Management Professional (PMP) certification from the Project
Management Institute, Inc. (PMI) would be a value-added qualification. 
 Resumes of all key proposed personnel are required and
must include the following, at a minimum: 
  

	 	•	 	 Experience with the vendor. 

  

	 	•	 	 Experience with projects related to public safety, especially message switch solutions. 

 

	 	•	 	 Experience with projects similar in size, scope, and complexity to this project. 

 

	 	•	 	 System design and development experience. 

  

	 	•	 	 System implementation and support experience. 

  

	 	•	 	 System integration experience. 

 Vendors shall indicate any industry-acknowledged certifications (e.g., Capability Maturity Model Integration [CMMI], PMP, International Organization for Standardization [ISO]) that their organizations or
key proposed personnel have attained or are actively pursuing. 
 The description of experience must include specific
responsibilities of vendor personnel and the number of years of their experience. 
 Each project referenced in a resume should
include the customer name, customer reference (including current telephone number), and time period of the project, as well as a very brief project description. Limit references to the last 5 years. 

It is important to note that WSP reserves the right to approve or reject any changes to the vendor’s key personnel after the
contract award. WSP also reserves the right to require key personnel changes, with reasonable notice to the vendor, following contract award if WSP determines that such changes are in the best interest of the project. 

Mike Beck—Project Manager (PM) —10% of the PM’s time is allocated to project activities Qualifications: 

Mike Beck brings 20 years of IT experience to Intellinetics including infrastructure, project management and leadership. Mike is a member of the
Intellinetics leadership team and is responsible for overall solution delivery. Mike brings experience in project management and reporting. Prior to joining Intellinetics Mike was the project manager for a large voice and data infrastructure build
out for a major retailer’s corporate headquarters and distribution center. The project was delivered on time and on 

 
budget. While at Intellinetics Mike was the project manager for a year-long project involving a custom developed application for managing elected officials financial disclosure information. That
project was also delivered on time and on budget. Mike has also managed many other large and small projects and holds a Bachelors degree in Business Administration. 
 Neil Campbell—Development Manager—30% of the Development Managers time is allocated to project activities 
 Qualifications: 
 Neil Campbell offers 20 years of IT experience including infrastructure
design and support, project management, consulting, and development management. Neil has excellent solution design qualifications and effectively manages a development team to produce highly functional and efficient applications. Neil has experience
managing large scale, complex efforts to bring solutions in on time and on budget. Neil is responsible for the end-to-end product life cycle management from initial concept through development. Neil is responsible for the tactical and strategic
policies and procedures for product development. Neil holds a Bachelors degree in Economics. 
 Amy Hedgpath—Business Process Analyst
(BPA)—20% of the BPA time is allocated to project activities 
 Qualifications: 

Amy Hedgpath brings five and one half years of experience in document imaging. She has excellent written and verbal communication skills. Amy has a deep
knowledge of the Intellinetics products and understands workflow and the importance of processes. She is proficient in Intellinetics application and security design. Amy has had many years of user training experience with previous employers as well
as with Intellinetics. Amy has been the lead business process analyst on many projects including a large project with a large agency spanning over more than one year and involving many departments. In addition, Amy has led the discovery process on
many other projects for companies in the public and private sector. 
 John Savolaine—Technical Consultant (TC)—25% of the TC time
is allocated to project activities Qualifications: 
 John Savolaine has many years of experience in the content and document management
environment as well as Microsoft Windows server and SQL environments. Specifically, John is proficient in supporting Windows 2000, 2003, and 2008 server and SQL 2000, 2005 and 2008. John is also experienced at implementing all of the Intellinetics
products. John has performed many implementations both large and small. He has performed application migrations and upgrades. John is customer focused and works to ensure clients are getting the most out of their application. John has been the lead
in many instances when integrating Intellinetics products with other third party systems and applications. John holds the following certifications: MCDBA. MCSA. CDIA+ (Certified Document Management Architech). Hyland Software (OnBase)—Certified
Installer, Certified Workflow Engineer, Work View certified, API certified. John has a Bachelors degree in Information Technology, a Bachelor of Science degree in Psychology and a Master of Arts degree in Education. 

 

	 	8.1.8.	    Implementation Approach 

 Vendors must provide their approaches to implementation of the proposed WRECR solution, outlining the steps from the time of contract signing through complete acceptance and go-live of the future WRECR
infrastructure in the production environment. 

 The project plan is based upon a phased approach where each phase builds upon the others, while accelerating
WSP’s ability to use the new capabilities provide by each phase: 
 Phase I: Base Platform Deployment 

 

	 	•	Install Hardware 

  

	 	•	Install OS 

  

	 	•	Install Database 

  

	 	•	Install GX Platform 

  

	 	¡
 	 ICMCore 

  

	 	¡
 	 Host Site Manager 

  

	 	¡
 	 Content Importer 

  

	 	o	Redactivue 

  

	 	•	Configure WRECR base Intellivue Application to support process numbers: 

  

	 	¡
 	 5.1.1 

  

	 	¡
 	 4.1 

  

	 	¡
 	 4.121.10 

  

	 	¡
 	 4.1.2.12 

  

	 	¡
 	 4.1.2.1 

  

	 	¡
 	 4.6.2 

  

	 	¡
 	 4.6.3 

  

	 	¡
 	 6.1 

 Phase II: Web Browser
Deployment for Non-Authorized Requestors 
  

	 	•	Develop / Test / Deploy Web Browser User Inteface for Non-Authorized Users 

 

	 	¡
 	 User Registration 

  

	 	¡
 	 Search 

  

	 	¡
 	 Select 

  

	 	¡
 	 Pay 

  

	 	¡
 	 Receive 

  

	 	•	Develop / Test / Deploy Bank Card Processing Interface 

  

	 	•	Configure WRECR web browser module which supports process numbers: 

  

	 	¡
 	 4.1.2.5 

  

	 	¡
 	 4.1 

  

	 	¡
 	 4.1.2.10 

  

	 	¡
 	 4.1.2.1 

  

	 	¡
 	 4.6.2 

  

	 	¡
 	 5.2 

  

	 	¡
 	 4.1.2.4 

  

	 	¡
 	 4.6.3 

  

	 	¡
 	 4.6 

 Phase III: Web
Browser Deployment for Authorized Requestors 
  

	 	•	Develop / Test / Deploy Web Browser User Interface for Authorized Users 

  

	 	¡
 	 Manage Authorization lifecycle 

  

	 	¡
 	 Forms 

  

	 	¡
 	 Notifications 

  

	 	¡
 	 Auditing 

  

	 	•	Configure WRECR web browser module which supports process numbers: 

  

	 	¡
 	 4.6.2 

  

	 	¡
 	 5.2 

  

	 	¡
 	 4.1.2.4

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