Request for Proposals (RFP) for Integrated Justice Information System

EXHIBIT A
STATEMENT OF WORK
FOR
INTEGRATED JUSTICE INFORMATION SYSTEM

TABLE OF CONTENTS
PARAGRAPH TITLE PAGE
1.0 INTRODUCTION .................................................................................................. 1
2.0 BACKGROUND ................................................................................................... 1
3.0 LEGACY SYSTEM(S) TO BE REPLACED.......................................................... 1
4.0 PROJECT SCOPE, GOALS, AND OBJECTIVES ............................................... 2
4.1 Project Scope ............................................................................................ 2
4.2 Project Goals and Objectives ..................................................................... 3
5.0 SUCCESS FACTORS .......................................................................................... 3
6.0 PROJECT REVIEW ............................................................................................. 4
7.0 TASKS AND DELIVERABLES, SUMMARY OF ATTACHMENT A.1 ................. 4
7.1 Project Planning ......................................................................................... 5
7.2 Project Management .................................................................................. 5
7.3 Requirements Review and Gap Analysis ................................................... 5
7.4 Technical Assessment ............................................................................... 5
7.5 Implementation Assessment and Strategy ................................................. 5
7.6 Design Review of Contractor's COTS Solution - Final Design .................. 5
7.7 Pre-Production Environment and COTS Solution Programming
Modifications .............................................................................................. 5
7.8 Data Conversion ........................................................................................ 6
7.9 Pre-Production Testing of Contractor's Customized COTS Solution ......... 6
7.10 Training and Documentation ...................................................................... 6
7.11 Establish the Production Environment ....................................................... 6
7.12 Go-Live ...................................................................................................... 6
7.13 Solution Warranty Period and Final Acceptance ........................................ 7
7.14 Post-Implementation Services ................................................................... 7
8.0 PROJECT GOVERNANCE .................................................................................. 7
9.0 PROJECT ASSUMPTIONS - GENERAL ............................................................ 7
10.0 CONTRACTOR RESPONSIBILITIES .................................................................. 8
11.0 COUNTY RESPONSIBILITIES ............................................................................ 9
Los Angeles County i Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

TABLE OF CONTENTS
SOW ATTACHMENTS
Attachment A.1 - Tasks and Deliverables
Attachment A.2 - Deliverable Acceptance Process
Attachment A.3 - Project Control Document (Placeholder)
CONFIDENTIAL ATTACHMENTS
Attachment A.4 - System Interfaces
Attachment A.5 - ABS Overview
Attachment A.6 - Reports
Los Angeles County i Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

1.0 INTRODUCTION
The Los Angeles County (County) Sheriff's Department (Department) desires to
implement a commercial off-the-shelf (COTS) cloud-based solution (Solution) to
modernize and consolidate its existing jail management systems (JMS), including,
but not limited to, the Automated Justice Information System (AJIS), Jail
Information Management System (JIMS), and Automated Booking System (ABS).
AJIS is a 40+ year-old COBOL/IMS mainframe system used to manage inmate
booking, release, housing, movement, sentence calculations, and legal document
control. JIMS is a modified off-the-shelf (MOTS) Offender Management System
(OMS) provided by Syscon Justice Systems that has been used by the County for
over 20 years for inmate trust accounting, property tracking, case jacket tracking,
and Title 15 security checks. ABS is a browser-based application used in the field
by law enforcement officers to streamline the booking process. The new
Integrated Justice Information System (IJIS) must provide a unified, secure,
scalable, and extensible system to support the core JMS functions.
2.0 BACKGROUND
The Department operates a large and complex jail system, housing approximately
15,000 inmates across seven custody facilities. The Department's core jail
functions are currently being supported by the legacy AJIS and JIMS systems.
While these systems have historically managed essential JMS functions, they rely
on aging technology with limited interoperability capabilities, thus creating
challenges in exchanging timely and accurate information with courts, law
enforcement agencies, prosecutors, public defenders, and health service
providers. As jail operations continue to grow in volume and complexity, the
County faces increasing risks related to system scalability, data consistency,
reporting, and long-term maintainability. To address these challenges and align
with County technology modernization, public safety, and justice system
collaboration initiatives, the Department has determined that replacing its legacy
platforms with a modern, cloud-based integrated JMS is necessary to improve
interoperability, reduce operational risk, and support current and future business
needs.
3.0 LEGACY SYSTEM(S) TO BE REPLACED
The Solution is intended to replace AJIS, JIMS and ABS, the legacy systems, that
collectively have served as systems of record for pre-booking, booking, custody,
legal, financial, and operational data accumulated over many years. These
systems contain large volumes of historical and active records that are essential
to daily jail operations, legal compliance, auditing, reporting, and records retention
obligations. As part of the transition to a modern JMS, the County must ensure
that critical data is accurately preserved, validated, and made accessible in
accordance with operational, legal, and regulatory requirements.
Decommissioning the legacy systems presents a complex operational and
technical challenge due to the age of the platforms, the structure and quality of
historical data, and the interdependencies with internal County systems and
external justice and health partners. The County must carefully manage data
Los Angeles County 1 Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

migration, system cutover, and legacy system retirement to minimize operational
disruption, maintain data integrity, and ensure continuity of custody, legal, and
care-related processes. The existing system interfaces required to support County
operations, including integrations with justice, health and other partner systems,
are identified in Attachment A.4 (System Interfaces) to this Statement of Work
(SOW), and Exhibit B (Solution Requirements) to the Contract, and must be
maintained or replaced as part of the transition to the new Solution. The successful
decommissioning of legacy systems and migration of data is critical to reducing
long-term risk, eliminating reliance on outdated technology, and enabling the
County to fully realize the benefits of the new Solution.
4.0 PROJECT SCOPE, GOALS, AND OBJECTIVES
4.1 Project Scope
Contractor will be responsible for planning and executing the implementation of
the Solution in accordance with the delivery methodology proposed by Contractor
and approved by the County. Contractor must provide and implement the Solution
and perform all Tasks, Subtasks, and Deliverables described in this SOW and its
Attachments, including project management, fit-gap analysis, technical
assessment, environment readiness, configuration and authorized customization,
interface implementation, data migration/conversion, testing support, training,
cutover/go-live, warranty support, and post-implementation Maintenance and
Support (M&S), in accordance with Attachment A.2 (Deliverable Acceptance
Process) to this SOW.
The Project Scope includes, but is not limited to, the following activities:
a. Develop and submit a proposed Solution implementation and perform a fit-gap
analysis of the proposed Solution against the current JMS. The fit-gap analysis
must identify areas of full alignment, partial alignment, and functional gaps.
b. Configure, modify, enhance, and integrate the Solution to address identified
functional gaps, as approved by the County.
c. Collaborate with County stakeholders throughout the project lifecycle, including
requirements validation, design reviews, demonstrations, and acceptance
activities.
d. Produce and deliver all project artifacts, documentation, and status reports
required under the County-approved project plan and delivery methodology.
e. Coordinate with the County and relevant stakeholders to design, develop, and
implement interfaces between the Solution and the County's internal systems,
as well as applicable external justice, public safety, and health systems.
f. Contractor is responsible for the data migration/conversion approach,
mappings, transformation logic, execution of conversion routines, and delivery
of reconciliation evidence to meet the Acceptance Process requirements. The
County is responsible for the quality and completeness of source/legacy data
and for business validation of converted results within County operations. Final
acceptance of data migration must be based on the reconciliation metrics and
Los Angeles County 2 Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

evidence specified in Attachment A.2 (Deliverable Acceptance Process) to this
SOW.
4.2 Project Goals and Objectives
Contractor must provide the County with unlimited User Licenses, allowing any
authorized Solution User, regardless of law enforcement agency or entity, to
access the Solution. All components including, but not limited to algorithms, virtual
and physical hardware, and third-party software, must be evergreen. The County's
goal is to implement a modern, secure, and scalable Solution that supports efficient
jail operations, data integrity, regulatory compliance, and information sharing with
internal County systems and external justice and health partners. The Solution
must be designed to meet current operational needs and future growth and must
be supported by a reliable and scalable infrastructure that ensures Solution
performance, availability, and security.
The objectives of this project include the successful implementation and transition
to the Solution through effective planning, configuration, integration, and data
migration, delivery of comprehensive documentation and User training to support
Solution adoption and County-led support, and the establishment of disaster
recovery and business continuity capabilities to minimize operational disruption
and enable timely Solution restoration. Collectively, these objectives are intended
to ensure a sustainable, resilient, and mission-critical Solution that supports
uninterrupted jail operations.
The County anticipates that the Implementation Phase of the project will span
approximately 36 months. The final duration and schedule will be established
through the development of a Detailed Project Plan.
5.0 SUCCESS FACTORS
Contractor's success factors will be considered complete when:
a. Contractor has successfully transitioned the County to Production status of the
Solution,
b. Contractor has achieved User buy-off of the new Solution,
c. Contractor has provided accurate and complete initial and ongoing
synchronization of the Replicated Automated Justice Information System (RAJIS)
database with the new Solution database,
d. Contractor has provided User and technical training,
e. Contractor has successfully delivered all User and technical Documentation as
well as all Documentation generated during implementation as defined
throughout Attachment A.1 (Tasks and Deliverables) to this SOW, and
f. Contractor has received the County's Final Acceptance for the Solution upon
successful completion of all Deliverables outlined in Attachment A.1 (Tasks and
Deliverables) to this SOW, including the provision of a 90-Day Warranty Period
free from defects as described in Paragraph 7.13 (Solution Warranty Period
and Final Acceptance) below.
Los Angeles County 3 Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

6.0 PROJECT REVIEW
The Project Review is a critical element of the County's Quality Control Plan. Any
deviation from the original and subsequent versions of the Detailed Work Plan
must be documented by both Contractor and County Project Director, in a form
and format agreed to by the parties.
6.1 Upon such time the cumulative effect of project delays equals 30 Days, a Change
Notice will be processed no later than 15 Days following the last observed delay.
In like manner, a Change Notice will be processed for each subsequent
aggregation of project delays, which equals 30 Days. Each Change Notice will
identify the following:
* The delayed Task(s),
* Date of delay,
* The reason(s) for each delay, and
* The description of the Work impacted.
6.2 Notwithstanding County Project Director's authority to process Change Notices for
Project delays and to grant Contractor extensions of time for Work performed in
accordance with Paragraph 10.3 (Extensions of Time) of the Contract, upon such
time the cumulative effect of Project delays equals 90 Days or more, the County,
at the County's sole discretion, will initiate a formal Project Review. The Project
Review will be conducted by, though not be limited to, the Department's Office of
Technology Planning (OTP) in consultation with County Counsel. In like manner,
the County will initiate a formal Project Review for each subsequent 90-Day
extension thereafter.
6.3 At a minimum, both Contractor's Project Director and Project Manager must attend
all Project Review meetings, as-needed, pursuant to Paragraph 2.4 (Project
Review Meetings) of Attachment A.1 (Tasks and Deliverables) to this SOW.
6.4 Each Project Review may result in any of the following:
* An assessment of the Project's progress to date and the likelihood of future
Project success,
* An assessment of accountability for the schedule slippage, quality lapses,
and/or other Project issues,
* Recommended remedial actions for continued Work,
* A reset of the Project Schedule, and/or
* Termination of the Contract.
7.0 TASKS AND DELIVERABLES, SUMMARY OF ATTACHMENT A.1
The Tasks, Subtasks, and Deliverables listed in Attachment A.1 (Tasks and
Deliverables) to this SOW outline the scope of Contractor's Work in establishing a
customized COTS-based Solution. To achieve this, Contractor must provide the
following required Services, as further specified in Attachment A.1 (Tasks and
Los Angeles County 4 Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

Deliverables) to this SOW:
7.1 Project Planning
Develop the Project Control Document (PCD), outlining the implementation plan for
the Solution.
7.2 Project Management
Upon the Contract effective date, throughout the entire Term of the Contract,
including any and all extensions, and throughout M&S, under the direction of
County Project Manager, Contractor must:
a. Apply requisite technical and management skills as well as techniques to
ensure satisfactory and timely completion of implementation Tasks and
Deliverables,
b. Establish a Project control and reporting system after Final Acceptance, and
c. Provide routine and realistic assessments of Solution operations.
7.3 Requirements Review and Gap Analysis
Contractor and the County will analyze Contractor's COTS-base software
functionality as compared to Solution Requirements listed in Exhibit B (Solution
Requirements) to the Contract, Attachment A.4 (ABS Overview and Forms),
Attachment A.5 (Interface Specifications), and Attachment A.6 (Technical
Specifications) to this SOW and determine the degree of "fit" between the two.
Contractor must document in writing, the gaps requiring Contractor development.
7.4 Technical Assessment
The Technical Assessment includes an Infrastructure Readiness Assessment in
the areas of hardware, network and data security, Solution management, software,
and operational readiness (e.g., human resources, facilities, etc.), and the
development of a Technical Architecture document.
7.5 Implementation Assessment and Strategy
Contractor, with assistance from the County, must draft options and a strategy for
executing the implementation and transition to the Production Environment, based
on the findings of the Technical Assessment and consideration of organizational
and operational constraints, both the County's as well as related third parties and
agencies.
7.6 Design Review of Contractor's COTS Solution - Final Design
The County Project team will review Contractor's proposed design. As a result of
this review and feedback sessions, Contractor must document any changes from
feedback sessions and submit a Final Design for the County's approval.
7.7 Pre-Production Environment and COTS Solution Programming
Modifications
Contractor must install, configure, and customize, as required, the Solution in the
Pre-Production Environment, as specified in the Technical Architecture Document
Los Angeles County 5 Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

and Implementation Assessment Document.
7.8 Data Conversion
As part of the Data Conversion process, Contractor must:
a. Develop a Data Conversion plan,
b. Perform a test conversion of a sizable representative sample of the County's
existing data to test the procedures, and
c. Upon the County's approval, conduct the initial Data Conversion.
Data Conversion includes the initial full data upload from the legacy system, and
multiple incremental data catch-ups covering periods of time from the prior catch-
up period, up to Go-Live. This task also requires the inclusion of a one-to-one
validation strategy to ensure that records extracted from the legacy system match
records imported into Solution, at both the record and field levels. Contractor must
also conduct a full Data Conversion and establish an audit trail for all actions taken
throughout the Data Conversion process.
7.9 Pre-Production Testing of Contractor's Customized COTS Solution
The testing process ensures that all components of Contractor's customized COTS
Solution are thoroughly tested and that the Solution consists of high-quality and
reliable software. The testing process will consider the unique testing requirements
of a COTS Solution that is based upon a customized version of Contractor's COTS
base software.
7.10 Training and Documentation
Contractor must design a comprehensive training program and develop supporting
documentation to ensure all Users are prepared for the new Solution prior to Final
Acceptance. This includes setting up a training environment, developing a final
training plan, and creating User and Solution administration documentation.
Contractor must provide a variety of instructional materials, including User
manuals, quick reference guides, and on-demand eLearning materials, available
24/7. Contractor must also provide hands-on training courses for various roles,
including end User, application administrator, system administrator, and help desk,
as specified in Subtask 10.4 (Training) of Attachment A.1 (Tasks and Deliverables)
to this SOW.
7.11 Establish the Production Environment
Contractor must produce an Implementation Assessment Document (IAD) that
includes cutover tasks and schedules, interface cutover steps, data migration
steps and reconciliation checks, operational readiness checklist, staffing plan for
command center and hypercare-period, rollback criteria, and
contingency/communication plans. The IAD must be delivered and accepted by
the County prior to any production cutover rehearsal and prior to Go-Live.
7.12 Go-Live
Contractor must be on-site for six weeks or until successful Go-Live (whichever is
Los Angeles County 6 Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH

greater), coordinating and supporting the Go-Live and performing the following:
a. Monitor the Solution while on-site by documenting and maintaining incident
logs,
b. Analyze Solution performance and usage,
c. Assist the IJIS Help Desk with any reported issues,
d. Coordinate with the County on all major Deficiency(ies), and
e. Monitor and report any and all Solution regression issues and assist the County
in verifying that the Solution meets Final Acceptance Criteria.
7.13 Solution Warranty Period and Final Acceptance
Contractor must provide 90 Days of Warranty Support starting from Go-Live, in
achieving Final Acceptance, up to post-Final Acceptance, demonstrating to the
County that Contractor's customized COTS Solution operates as intended. Any
defects raised during the Warranty period will be governed by Exhibit C (Service
Level Agreement) to the Contract.
7.14 Post-Implementation Services
Contractor must provide M&S as specified in Task 13 (Post-Implementation
Maintenance & Support) of Attachment A.1 (Tasks and Deliverables) to this SOW,
Paragraph 2.1 (Description) of Exhibit C (Service Level Agreement) to the
Contract, and Preventive Maintenance Services as specified in Paragraph 1.1.11
(Preventive Maintenance Program) of Attachment A.1 (Tasks and Deliverables) to
this SOW and Exhibit C (Service Level Agreement) to the Contract.
8.0 PROJECT GOVERNANCE
Guidelines for County Project Manager and County Project Team
This Project will be overseen and monitored by the following Department staff:
a. Technology and Support Division Director,
b. Custody Services Division (General Population) Chief,
c. Custody Services Division (Specialized Programs) Chief,
d. Project Director - Data Systems Bureau, Custody Automation Unit (CAU),
Information Technology (IT) Manager III,
e. Project Manager - CAU IT Manager,
f. Technical Project Manager - CAU Developer IT Manager, and
g. Project Staff (CAU technical support staff).
9.0 PROJECT ASSUMPTIONS - GENERAL
9.1 Funding will be budgeted for this Project throughout the entire Initial Term,
including exercised Option Terms.
9.2 The underlying legal and institutional basis for the business functions will not
change significantly during this project.
Los Angeles County 7 Integrated Justice Information System
Sheriff's Department Exhibit A - Statement of Work
RFP 712-SH