CONTRACT: MISSISSIPPI LEGISLATURE AND INTERNATIONAL ROLL-CALL” CORPORATION MILIS/3"° READING LEGISLATIVE MANAGEMENT SYSTEM MODERNIZATION 4 ‘This CONTRACT ("Contract") is made and entered into this_29 day of December, 2021, by and between the Legislative Budget Office (LBO), all of accord on behalf of the Mississippi Legislature, hereinafter referred to as the "CLIENT", and International Roll-Call® Corporation of, Mechanicsville, Virginia, hereinafter referred to as "IRC*. The CLIENT and IRC agree as follows: PURPOSE AND SCOPE OF WOR! In accordance with this Contract, and for the consideration herein provided, IRC hereby agrees to engage its professional services on behalf of the CLIENT to create, develop, design, engineer, architect, and otherwise establish a comprehensive, modernized, custom- built digital and computerized software database, programming, and processing system for the CLIENT which shall be known and referred to herein as the 3" Reading Legislative Management System (3RLMS), and to maintain the 3RLMS system in accordance with a maintenance agreement as provided for herein. The 3RLMS system shall provide for, among other things mutually agreed to by the parties or as identified herein, legislative drafting, tracking, comparing, and distribution of various legislative documents that assist the CLIENT in the development, modification, and tracking of such documents throughout the legislative process, including introduction, referral, committee and floor requirements, amending, engrossing, enrolling, messaging, calendar and journal production. Additionally, the 3RLMS shall include print ready capabilities for publishing of designated legislation and legislative related documents, integration with statute and constitution updates; and for integrating with required Mississippi legislative processing systems. IRC understands that although the 3RLMS developed hereunder is a completely new and customized database, processing, and workflow system, that the new system may utilize aspects of the Mississippi Legislative Information System (MUIS), which is the current database program and processing system used by the CLIENT, and that IRC will carry those usable aspects into the newly developed 3RLMS, IRC and CLIENT both understand and agree to the scope of work identified in APPENDIX A ~ SCOPE OF WORK, which is attached to this Contract and incorporated herein as if fully set forth. The parties additionally agree to any other deliverables identified and mutually agreed upon by the parties either herein in this Contract or by mutual assent if related to the scope of work identified herein. The parties additionally understand that as a part of this Contract, and due to the specialized skill and service provided in creating and establishing the 3RLMS identified herein, that an ongoing maintenance agreement is made 4 part of this Contract in accordance with the terms herein. Page 1 of 21COST AND COMPENSATION: ‘The project as defined under APPENDIX A ~ SCOPE OF WORK utilizes IRC's professional software and database engineering, development, processing, and design skills and services, as well as IRC’s unique professional expertise and field of operation in the digital and technological processes of the legislative environment; thus, allowing for unique problem-solving services and solutions. The parties agree that, based on the scope of work identified herein, the estimated time required for the performance of the services required thereof, and the cost for the performance of the 3 Reading Legislative Management System product and agreed upon customization under this Contract shall be $4,700,000.00. ‘Subject to the receipt of invoices pursuant to subparagraph 2.1 herein, the approval of work pursuant to subparagraph 2.2 and less the performance security amounts listed in subparagraph 2.3 herein, the CLIENT shall pay IRC the sums based upon the payment schedule designated in subparagraph 2.4 herein, 2a 22 23 IRC shall bill the CLIENT according to the payment schedule under subparagraph 2.4 ‘by submitting invoices for disbursements within thirty (30) days of each of the dates designated in such section. The mailing address of the CLIENT for billing purposes is as follows: Tony M. Greer, CFE, CPA Executive Director Mississippi Legislative Budget Office 501 North West St., Suite 201-8 Jackson, MS 39201 If the CLIENT determines that the work to be performed by IRC for each scheduled payment has been completed satisfactorily pursuant to the contract, the CLIENT shall make payment in the amounts designated in subparagraph 2.4 within thirty (30) calendar days of receiving an IRC invoice. Performance Security -in lieu of a performance bond, IRC agrees that the CLIENT shall withhold the following amounts from the payments set forth in Section 2.4 as performance security for satisfactory completion of the finished 3RLMS project, for a total amount of $470,000.00. The CLIENT shall retain and withhold the performance security until final acceptance or until successful use by the end of the first legislative session of use of the 3RLMS system as defined within APPENDIX A SCOPE OF WORK: Signed Agreement / installation of Core Services w$ 117,500.00 First release of 3RLMS Drafting System.. seers $ 89,300.00 First release of 3RLMS Back-Office System sn $89,300.00 Second release of 3RLMS Drafting System. Second release of 3RLMS Back-Office System. $ 89,300.00 $84,600.00 Page 2 of 21Should IRC’s services fail to deliver or accomplish any material part of the scope of work for the project as defined by the terms herein this Contract, then CLIENT reserves the right to cancel the release of all or part of the performance security, and under such circumstances such cancellation shall not constitute a breach of this Contract and such cancellation shall not affect the CLIENT'S right to the use or possession of the 3RLMS under the terms of this Contract in its usable and/or completed form, or as updated and modified. Further, the cancellation of the performance security shall not affect or disturb any other contractual remedies a ible to the CLIENT or IRC. 2.4 The payment total for the customized development and implementation of the 3RLMS system is $4,700,000.00 and will be payable based upon the following milestones, less the performance security amounts set forth in paragraph 2.3: ‘Signed Agreement / installation of *Core Services $1,175,000.00 *(Core Services defined on Page 15) Less Performance Security $ 117,500.00 Payment amount $1,057,500.00 First development release of 3RLMS drafting system $893,000.00 Less Performance Security $ 89,300.00 Payment amount $ 803,700.00 First development release of 3RLMS Back-Office System $893,000.00 Less Performance Security $ 89,300.00 Payment amount $ 803,700.00 ‘Second development release of 3RLMS Drafting System 893,000.00 Less Performance Security $ 89,300.00 Payment amount $ 803,700.00 Second development release of 3RLMS Back-Office System 846,000.00 Less Performance Security $ 84,600.00 Payment amount $761,400.00 Release of Performance Security upon final acceptance or until successful use by the end of the first legislative session of use of the 3RLMS system as defined within APPENDIX A ~ SCOPE OF WORK. Payment amount $ 470,000.00 Itisimportant to note that the total price and the comprehensive development of the 3RLMS system is contingent upon the total cooperation of all legislative department staff from initiation to implementation. Further, in order for the 3RLMS to be a positive successful project, the Senate Secretary's Office staff, House of Page 3 of 21Representatives Clerk's Office staff, Legislative Budget Office staff, Senate and House Legislative Services Offices staff, Senate and House Committee staff, Senate and House Budget staff, and the IT Computer Analysts staff, must be fully committed, available, and responsive to all questions, requests, and requirements throughout the phases of the project. The failure to receive staff commitment and support shall result in delays and the need for additional funding to complete the project. 2.5 On-going Maintenance Service and Support: ‘The language and associated cost of any Maintenance Service and Support Agreement for the MUS/3 Reading Legislative Management System solution, if any, shall be negotiated between IRC and the CLIENT and implemented via a separate contract prior to the MLIS/3RLMS final project acceptance. EFFECTIVE DATE AND TERM OF CONTRACT: This contract will become effective upon the signatures of William C. Schaeffer, IRC’s President on behalf of IRC, and upon the signatures of Tony M. Greer, Executive Director of LB0, on behalf of CLIENT; and upon the completion of the legislative contract review approval process; and further upon notice from CLIENT's authorized agent to IRC's authorized agent to begin work under this contract. This Agreement shall begin on the effective date as provided herein, and, unless earlier terminated as provided herein, shall endat the completion of the development and delivery of the 3RLMS system as defined under APPENDIX A — SCOPE OF WORK section of this Contract. ‘TIMETABLE OVERVIEW: The project timeline will commence with the effective date of this contract or December 30! 2021 whichever is later, and is estimated for completion on adjournment sine die of the 2024 Regular Session or Final Signoff, whichever comes first. Tentative Dates for Phases ‘© GAP Legislative Process Study ‘March 2021 - July 2021 ‘© Process Requirements Refinements January 4, 2022 — May 13, 2022 © Design January 2022 — July 2022 ‘© Development ‘May 2022 ~ December 2023, (© Estimated API Release to MLIS Staff May 2022 Page 4 of 2141 ‘© Testing and Final Production Releases November 2023 — End of Regular Session 2024 Final User Training End of Session 2024 ~ December 2024 + Parallel Testing For Final Signoff Regular Session 2024 ‘+ First Standalone Production Use Regular Session 2025 NOTE: Final Dates of Milestone Releases TBD upon requirements and design documentation completion. 3RLMS PROJECT PHASES: The timeline of the 3RLMS project will consist of four distinct phases. A hybrid waterfall approach will be used by IRC to allow for a development, testing, and implementation approach that allows for continuous improvements or enhancements of features to be developed with client feedback at the forefront of every iteration. The main three phases are Design, Development, Delivery and Testing. 4.1.1 Process Requirements Refinements Phase ~ The purpose of this phase is to ‘continue the review of the respect components of the legislative process and to further refine the requirements of each step and the associated flow of information and documents. The system development is dependent upon these process requirements being identified and solidified prior to design. ‘Phase Overview — Critical to the success of any implementation; design approvals and requirements will be validated heavily with CLIENT before development will begin. ‘© Work to be Performed — All aspects of the legislative process will be reviewed utilizing the real time steps of the 2022 Session in coordination with the impacted legistative staff. It is essential to have staff available and such time will be coordinated around the demands of the session deadlines. © Expected Deliverable ~ Final process steps will be validated along with the requirements for design documentation. ‘© Target Completion Milestone - May 13, 2022. Page Sof 214.1.2. Design Phase ~ The purpose of this phase is to design the software system based upon the agreed to project goals, requirements and components. «Phase Overview — Critical to the success of any implementation; design approvals and requirements will be validated heavily with CLIENT before development will begin. © Work to be Performed - Software Architects and Development team designing the 3RLMS software system and testing the design against the requirements. © Expected Deliverable — Design documentation including diagrams and architecture plans that can be used for the implementation phase. © Target Completion Milestone — July 30% 2022. 4.13 Development (Implementation) Phase - The purpose of the phase is to develop the system according the design documentation and system requirements completed in the Design Phase. ‘= Phase Overview - “Sprints” or development iterations where development will be monitored and tracked against the expected timeline. Sprints typically consists of a two-week cycle where testing and parts of features can be shown at the end of each week for fast user feedback and iterations. ‘© Work to be Performed - Development team and project manager developing the system and working closely with the stakeholders to validate features as they are developed. ‘© Expected Deliverable - Completed software that is ready for User Testing and Integration. ‘© Target Completion Milestone ~ December 30, 2023. 4.1.4 Delivery and Testing Phase - The purpose of this phase Is to do full scale testing with the CLIENT, State of Mississippi legislative staff, members, and leadership to be ready for Fall of 2025 legislation Session production. ‘Phase Overview ~The goal is to be as close as possible to completion with the software from the multiple iterations so that minimal changes need to be made. Page 6 of 21‘* Work to be Performed ~ Development team, project manager, and end users conducting interface and integration testing for final acceptance and any minor changes. ‘© Expected Deliverable ~ Production ready software that is verified and signed off with the stakeholders. ‘© Target Completion Milestone ~ May 30 2024. 4.1.5 First Session Support and Maintenance Phase ~The purpose of this phase is to provide the State of Mississippi Legislator and Staff coaching, documentation manuals and training, and session support during the first session of use. Phase Overview - The goal of this phase is to provide expertise and coaching, documentation manuals and training, and support during the first session of use. ‘© Work to be Performed ~ Trainers, Product Manager, and Development ‘Team will work with the users to ensure a smooth transition to the new software during first session use, and provide documentation manuals and training. + Target Completion Milestone ~ May 30th 2025. AUTHORIZED AGENTS, SERVICE PROVIDERS, AND CONTACT PERSONS: 5.1 For the purposes of this Contract, the following persons are identified as the duly authorized agents of IRC and CLIENT, and any written approval or consent required Pursuant to this Contract may be granted only by the agent or their designee. IRC Authorized Agent: William C. Schaeffer. CLIENT Authorized Agent: Joe Sullivan, Chief Information Officer. 5.2 IRC shall not enter into subcontracts unless prior written approval has been obtained from the agent. 5.3. The CLIENT will assign a Project Manager and primary contact person for purposes of ‘communication between the CLIENT and IRC. 5.4 IRC assigns Bryan Hogan as the primary contact(s) person for purposes of ‘communication between IRC and the CLIENT. Page 7 of 21NOTICES: All notices required by this Agreement shall be deemed duly given upon receipt. All notices to the CLIENT shall be provided to the Mississippi Authorized Agent: Tony M. Greer, CFE, CPA Executive Director Mississippi Legislative Budget Office 501 North West St,, Suite 201-8 Jackson, MS 39201 All notices to IRC shall be provided to: William C. Schaeffer, President International Roll-Call Corporation ‘5316 Patterson Avenue Richmond, VA 23226 Either party may change its address for notification purposes by giving written notice of the change and setting forth the new address and an effective date. CONFIDENTIALITY OF INFORMATION: 7.1. The parties agree that information collected from the other party is proprietary. All materials and information provided to one party by the other party or acquired on behalf of the other party whether verbal, written, magnetic tape, cards, electronic or otherwise shall be regarded as confidential information in accordance with the provisions of federal and State law. Each party shall take reasonable steps to safeguard the confidentiality of such material or information using the same methods used to protect its own confidential information. 7.2. The confidentiality provisions of this Contract shall not apply to information that: 1) is lawfully in the public domain at the time it was transmitted; 2) has been independently developed by the other party without violation of this section; 3) is independently known to the other party at the time of receipt through no unlawful act of such party; 4) is disclosed by one party with the prior written approval of the ‘other party; 5) becomes known to one party from a source other than the other party; ‘0r 6) is required to be disclosed by law. ‘SOURCE CODE AND INTELLECTUAL PROPERTY: ‘The parties hereby agree to the following understandings and terms regarding the source code and intellectual property created and developed under this Contract: Page 8 of 228.1 If, at any time, IRC ceases to be an operating entity, IRC agrees to release to the CLIENT a current copy of the source code at the time of final dissolution. 82 The CLIENT agrees that there is an acknowledgment and understanding that the software and related information disclosed between the parties constitute and /or include confidential and proprietary information and may never be sold, leased, gifted, shared or in any way transferred to any other party or entity, elther public or private that is not a duly authorized agency of the Mississippi Legislature. Notwithstanding the foregoing, a non-exclusive, perpetual, and irrevocable license is hereby granted by IRC to CLIENT to use and allow or cause others to use and/or interface with, in CLIENT'S sole discretion, the 3RLMS system developed and established hereunder by IRC. 83 The CLIENT may not reveal to others who are not legislative agencies or personnel the confidential and proprietary information and shall protect such confidential and proprietary information from disclosure to others, using the same degree of care Used to protect its own confidential or proprietary information of like importance, but in any case, using no less than a reasonable degree of care. Proprietary Information shall include, but is not limited to, any documentation, source code, translations, object code, compilations, existing programs, software under development or under discussion for possible development, partial copies, derivative works or technical information acquired or received by the CLIENT from IRC. 9. STANDARD OF PERFORMANCE: 9.1 IRC shall provide sufficient qualified personnel to perform services under this Contract in a competent and professional manner and in accordance with applicable industry standards. IRC's performance of services shall comply with any applicable law, rule or regulation. 9.2 The CLIENT shall provide staff (Senate Secretary's Office staff, House of Representatives Clerk's Office staff, Legislative Budget Office staff, Senate and House Legislative Services Offices staff, Senate and House Committee staff, Senate and House Budget staff, and the IT Computer Analysts staff) that are fully committed, available, and responsive to all questions, requests, and requirements throughout the phases of the 3RLMS Modernization Project. Such commitment and responsiveness shall include legislative staff who provide or support to the respective components, information, processes, and databases related to the system; staff that are the legislative process subject matter experts and perform the respective functions; staff that are skilled in hardware and networking and are responsible for installing the required network server(s), workstation hardware, and other system equipment, and providing required power and connectivity for the network server(s) and workstation hardware; staff to assist with Installation of the 3RLMS system and all associated components; and staff to assist with testing and providing timely documented Page 9 of 2110. i. feedback of designated product release modules, and working as required for the final implementation of the 3RLMS system and all associated components. The total price and the comprehensive development of the 3RLMS system is contingent upon the total cooperation of all legislative department staff from initiation to implementation. The failure to receive staff commitment and support shall result in delays and the need for additional funding to complete the project. 9.3. The Client shall initiate and maintain a system of “train-the-trainer" training after first release of the 3RLMS system through final implementation, to adequately support the 3RLMS application. The training shall include necessary resources and staff to properly handle support outside of the developmental support covered in the maintenance agreement. The 3RLMS team will provide initial training to identified staff for daily ‘operation of the 3RLMS application including, but not limited to, user management, application workflow support, troubleshooting and correcting data issues. The failure to receive staff commitment and support shall result in delays and the need for additional funding to complete the project. 9.4 The CLIENT retains the right to reject any of IRC's and/or Subcontractor's employees whose qualifications, in the CLIENT's judgment, do not meet the standards established by the CLIENT as necessary for the performance of the services. In considering IRC's employees’ qualifications, the CLIENT will act reasonably and in good faith. 9.5. During the course of the performance of the Contract, the CLIENT reserves the right to require IRC to reassign or otherwise remove from the project any IRC or Subcontractor employees found unacceptable by the CLIENT. The CLIENT shall notify IRC in writing of the reasons such employees are unacceptable. COMPLIANCE WITH LAW: IRC shall comply with all applicable local, state, and federal licensing, accreditation and registration requirements/standards, necessary for the performance of this Contract. During the performance of this Contract, IRC shall comply with all applicable federal and state laws, regulations, and policies, including but not limited to laws, regulations and Policies relating to discrimination and harassment. This Contract and all transactions hereunder shall be governed by and construed under the laws of the State of Mississippi. Furthermore, no action that may arise out of this Contract shall be acceptable in any forum outside of the State of Mississippi. INDEMNIFICATION: 11.1 IRC shall indemnify the CLIENT against liability for any costs, expenses, loss, suits, actions, or claims of any character arising from or relating to the performance of IRC or its subcontractors under this Contract. Page 10 of 2112. 11.2 The CLIENT has no obligation to provide legal counsel or defense to IRC or its subcontractors in the event that a suit, claim or action of any character is brought by any person not party to this Contract against IRC or its subcontractors as a result of or relating to IRC’s obligations under this Contract. 11.3 The CLIENT has no obligation for the payment of any judgments or the settlement of any claims against IRC or its subcontractors as a result of or relating to the IRC's obligations under this Contract. 11.4 IRC shall immediately notify the Mississippi Project Manager of any claim or suit made or filed against IRC or its subcontractors regarding any matter resulting from or relating to the IRC’s obligations under the Contract, and will cooperate, assist, and consult with the CLIENT in the defense or investigation of any claim, suit, or action made or filed against the CLIENT as a result of or relating to the IRC’s performance under this Contract. ‘TERMINATION OF CONTRACT: 12.1 Termination for the CLIENT's Convenience: The performance of work under this Contract may be terminated in writing by the CLIENT in accordance with this clause in whole, or from time to time in part, whenever the CLIENT shall determine that such termination is in the best interest of the CLIENT. Thirty (30) days advance notice shall be provided in the case of a termination for convenience. ‘The CLIENT shall pay a reasonably prorated amount of the costs associated with this Contract that IRC has incurred up to the date the notice of termination, and all reasonable costs associated with termination of the Contract. 12.2 Termination for Cause: Either Party may terminate this Agreement, or any part hereof, for cause in the event of any default by the other party, or if the other party fails to comply with any Agreement terms and conditions, or the CLIENT may terminate in the event IRC fails to provide the CLIENT, upon request, with adequate assurances of future performance within thirty days of such notice. In the event of termination for cause, the CLIENT shall not be liable to IRC for any amount for services not accepted, and the party at fault shall be liable to the other party for any and all rights and remedies Provided by this Agreement or by law. 12.3 Termination due to Proration: In the event of the proration of the fund from which payment under this Contract is to be made, this contract will be subject to immediate termination. Page 11 of 2213. NON-APPROPRIATION: Notwithstanding any other provision of this Contract, if the CLIENT does not receive sufficiently appropriated funds to fund this Contract and other obligations of the CLIENT hereunder, if funds are de-appropriated, or if the CLIENT does not receive legal authority to expend funds from the Mississippi State Legislature, then the CLIENT is not obligated to make payment under this Contract, and IRC is not obligated to make any deliverables under this Contract. 14. CHANGES IN SCOPE AND CONTRACT AMENDMENTS: ‘This Contract and its terms and conditions may only be amended or modified by mutual agreement in writing and signed by the parties. Any substantive change to the scope of work, or any increase adjustment to the rate of compensation required thereof due to any change to the scope of work or for any other purpose shall be considered an amendment to this Contract which must be in writing and signed by the parties. 15. SEVERABILITY: If any of the provisions of this Contract are determined to be illegal or unenforceable, then the remaining provisions shall nevertheless be binding with the same force and affect asf the illegal or unenforceable parts were deleted. IN WITNESS WHEREOF, the parties hereto have executed this Contract with the appropriate signatures below. CUNT: IRC: Tony M. Greer, CFE, CPA William C. Schaeffer President International Roll-Call® Corporation, 5316 Patterson Avenue Richmond, VA 23226, Vea EM the Mlec WILLIAM C. SCHAEFFER, Pfesident Dated: December 20, 2021 Page 12 of 21APPENDIX A: SCOPE OF WORK ‘The Mississippi 3RLMS Modernization Project will be built as a modular and configurable group of programs that will serve as the system's foundation to be integrated with applicable retained MUS ‘system components. In addition, as part of the modernization process, the system will include required customization as identified by Mississippi users' requirements. The methodology of the 3RLMS system will be based on simplicity. The IRC vision is to build a system which, on its foundation, can be developed, implemented, and modified as future legislative process and requirements arise. The following identified goals are to be developed and implemented as part of the 3RLMS modernization: 1. 3RLMS Modernization Goals: 11 Drafting Efficiencies Legislation is to be treated as a single document for the purpose of drafting, editing, and release. The document and its components will move throughout the system accessible by applicable staff with proper levels of security. Outside document sources will be accessible to integrate with the drafting using efficient and time saving processes for document creation. The drafting module will allow for the created document components to be accessible so that they may be used by applicable staff as needed throughout the process, e.g, Bill Titles. ‘A drafting tool similar to Word will be used with templates that are formatted to desired styles with the ability to override at any point in time across the whole document. The system will provide various search features and report functionalities to facilitate the tracking and status of drafting requests and communication of drafts to members and others requesting drafted legisiation. ‘The system will allow for the usage of a wider array of standard word processing characters and greater ability to create documents in whole without limitations of size, content, or formatting. The system will resolve the accuracy of Titles and Short Titles and through document control efficiencies and securities the current version will be accessible to the identified staff at the various stages of the process eliminating the need to enter already processed data, ‘The system will provide access to tab functions that will allow them to format in documents correctly. Page 13 of 2112 13 14 15 16 17 18 19 Document Security ‘A combination of security roles, document types, and document versions to identify and control access within a bill document will be used. All documents will not be viewable or accessible until the documents released. Users must have the proper security credentials, to access. Access can be revoked if a mistake was made in releasing the document. Security classes and roles will be identified for offices and staff to define accessibility of document type and document versions giving maximum control over document security. ‘Reduce Reliance on Document IDs and increased Reliance on Version IDs The system will provide that all documents will be associated with @ unique drafting number, document version identification nomenclature, and respective number. Examples are Draft (0), Pre-Type (0), Reviewed (0), Released for Introduction, Draft (1) etc. These are only suggestions and are modifiable by users in Configuration. The system will add a naming convention system that will make it easier to understand which version should be or has been released. There can be a current version check feature prior to release. Document Comparisons with Statutes The system will provide a comparison document feature to allow for drafted text to be reviewed to current statutes. This will ensure that the correct text is captured without missing related content or creating redundant content within the language of legislation oramendments. Data Entry Duplication Eliminated The system will maximize the input of information to provide that content, once entered, is available in other processes and the need for re-keying of data is eliminated. Increased Control of the Amendment Process The developed modules will provide for increased control and accessibility of amendments (line and substitutes). The assigned security roles will facilitate the distribution and access to released amendments. Provide Filters for Document Requests The modules will provide a robust set of filters that makes searching comprehensive and offers the ability to generate requested reports. Increased Automation of index Creation ‘The provided modules will make the Indexing processes more efficient allowing information to be compiled during all phases of the legislative process that will provide enhanced integration with the Journal compilation and final printed product. Digital Retention of SLSO/HLSO Profect/Document Files The system will provide digital retention and remote access to drafting document files. Page 14 of 211.10 Integration of Acts into Statutes and Constitution ‘The system will provide the ability to update the Mississippi Statutes and Constitution with enacted legislation. ‘L11 Increase Program Processing Speed and Streamline of Multi-Step Requirements Data Entry and Legislative Document Creation ‘The system will use the latest technologies and will eliminate unnecessary steps during the ‘process allowing for faster completion time of work. 1.12. Engrossing and Enrolling Enhancements ‘The system will enhance the current automation processes integrated with Engrossing and Enroling to better facilitate the access to amendments, security ofthe proper versions of required documents, and the final release to ensure version integrity as the legislative documents are created and distributed at these stages of the legislative process. 1.13 New Notification Center Module for Improved Communication and Document Distribution ‘The system will provide a Notification Center module that will standardize communication between work areas that require a more interactive automated approach of document distribution. The module will allow for the generation of reports that will allow cross checking of information as required. 11.14 Improve Automation of Manual Processes The system will seek to update identified manual processes to allow for more automation ‘as desired by the users. 115 Integration with IRC xmLegislator™ Voting System 3RLMS will be tightly integrated with the xmLegislator™ voting system to allow utilization Of existing data and the transfer of applicable voting information as required within the respective 3RLMS modules. . Core Services Deliverable: IRC will provide and install core services and components for the 3° Reading application. These ‘core services shall allow for the setting up and configuring of the application environment. Once installed, the availability of these services will enable the Mississippi IT Staff to begin setting up internal development teams that will allow the coding against the 3% Reading application to begin. tis important to note that as development progresses and requirements are refined, the ‘core services may be altered or significantly change. At this point in time of the project, the core services and components include: 2.2 Infrastructure Components Page 15 of 21* Docker installation and Configuration "IIS Configuration = SSL Configuration 2.2 Application Components = Base Database Container ‘© The base database that will be used for the 3° Reading metadata, = IRC-API Container ‘© The base API component that will be used to communicate within the application and used for integration with other applications, = File Transfer and Rendering Container ‘+ The component used for handling document and file transfers. = Request Routing Container © The component used for routing requests throughout the application. = Authentication Container ‘© The component used for managing authentication and authorization within the 3" Reading architecture. 3. 3RLMS Modernization Mississippi Process: In addition to the specific identified Goals, the 3RLMS Modernization will provide the required data and applications to address the following processes related to the Mississippi Legislative Process: 31 Drafting ‘© Request identification ‘© Document Assignment * Analyst Tracking/Review/Proofing/Release ‘+ Communication and Release to Member for Introduction ‘© Agency Document Management Needs © Fiscal Notes, if needed ‘© Statute Update Process for the Code of Mississippi and Constitutional ‘Amendments 3.2. Introduction, Numbering, Referral, and Status of Legislation 33 Committee Operations Page 16 of 214 * Committee Agendas * Committee Amendments and Substitutes; Strike ALL Amendments * Committee Voting * Committee Reports 3.4 Floor Operations ‘© Orders of Business + Readings (1%, 2%, 3%) ‘© Calendars, Special Order Calendars, Supplemental Calendars ‘+ Floor Amendments and Substitutes; Strike ALL Amendments = Voting '* Messages (to and from 2% house; Executive, Secretary of State) © Engrossing * Enrolling ‘* Conference Committee Appointments and Procedures ‘© Governor's Action and Legislative Response © Final Acts * Journal Compilation, Formatting, and Export functionality for printing ‘+ Nominations and Confirmation Process © Acts ‘3RLMS Modernization Modules: ‘The following database and modules and/or module content will be developed as part of the 3RLMS Moderization system programs. Once all functionalities for the respective modules are ‘identified, designed, and implemented, the naming conventions of the modules may be altered to better define the overall purpose of that module. 4A Security Module ‘The security module of the system gives administrators the ability to set access rights to the different groups accessing the database, specifically, down to the individual users. The security system provides the ability to create, read, update and delete rights to the system database. 42 Configuration Module ‘The Configuration module isthe starting point for defining the system's session categories Used in the various programs, and are specific to a chamber. The categories may include Page 17 of 21but are not limited to: members, groups or committees, security, subjects or topics, sponsor types, conferee types, legislation types, bl status, document types, and calendar variables. While the variables in these categories can be changed, for the most part they are session static and will generally migrate from one session to the next. So, once they are defined, they generally require very litte maintenance. The only exception occurring inthe member database at election time. ‘© Ahierarchical structure of subjects can be created allowing for their assignment to document types. ‘© Various sponsor and conferee types can be defined and different legislation types for bill categorization. * Different types of bills, resolutions, or other document types can be defined. * Different calendar types can be set up, sectioned by orders of business. They can also be linked to bill status so that bills can be automatically pulled into the calendar based on status. ‘+ Bill status can be used to define the location of a document in the 3% Reading Legislative Management System. ‘+ A status can have parameters which will prompt the user to enter certain information to complete the status, For example, a status can require a Senator name or a committee name to be selected, 43 Staff Customizable Notification, Reporting, and Note Tracking Services Module ‘* Notification Center The system will provide a Notification Center to standardize communication between work areas that require this interactive approach. It can be used to generate reports of legislative data created, retained, distributed, and utilized throughout the system and will allow cross-checking of information as required. 2.3 Staff Notes ‘The system will provide personal Notes input and tracking feature to allow staff to attach private reminders or information to specific items (.e., Bills, Drafts, Agendas). This feature will allow the user to be able to tie information such as vote requirements, or any other piece of legislative information unique to the staff office function(s). Once entered, this information is private to the user or office and will follow the item throughout the legislative process allowing the user to ‘quickly access the information in an organized manner. 44 Drafting Module The Drafting module will allow for the creation of drafting requests and associated documents to the drafting department for the purposes of having a plece of legislation drafted for review and subsequent introduction. Page 18 of 214s 46 47 rafting Request Tracking and Document Management Module ‘The Document Request Tracking module is the basic tool for a member to submit a request, and a recipient to receive that request and process it. A request may be for legistation, an amendment to a bill, or some other type of document that needs to be drafted. When a request is made, the system will prompt the user to enter several Parameters, like Session, Legislative Body, Request Type, etc. A unique request number ‘will be issued which will stay with that request throughout its life. Legislative Maintenance Module ‘The Legislative Maintenance module is the ‘Starting point in the system for an introduced document. The system will allow identified users to track legislative documents. The ‘system will provide a central location for data entry to maintain bill filings, bill numbers, bill titles, sponsors, committee assignments, subjects, and to update and edit bill history, etc. The status of a bill may be manually changed here to possibly reverse a status change that resulted in an incorrect floor action being entered in another program or module. For ‘example, status information may be re-ordered to correctly reflect legislative status. In addition, dependent upon security features, a user may view, but not alter, the status of the document in the other chamber. Legistative Status Module This module will track status related to the introduced legislation, e.g, at the time of Introduction of a bill an initial status is assigned to the bill. This status stays with the bill ‘until a subsequent action occurs from committee, floor, or other area of the legislative Process causes the status to change. All status codes and action/status relationships are Configurable as determined by the legislative body, All the different status changes that a bill goes through are recorded as part of the history for that bill. Therefore, users can quickly locate all bills that are in a certain status, for instance, all bills in a respective committee with a favorable recommendation. in addition, users can also track the complete legislative status history of a piece of legislation. ‘The system can support notification to a member or staff when a sponsored bill reaches predetermined points in the legislative process. For example, when a member's bill is assigned to a committee or the committee votes on the bill notification can be sent to the member. This module will also provide an external AP! with enhanced data to be leveraged by various down-stream systems. This enables the legislature to provide a secure and streamlined integration point for the various interests that need to track the legislative status of bills. An example could be an internal bill status website utilizing the 3RLMS Extemal API to provide bill status information near real-time by querying the API and receiving the data via a set structure such as JSON, XML, ete. Page 19 of 2148 Committee Module ‘The Committee Module will provide components for all the features required of ‘committees which will include: Committee Agendas, Reports, and integration of work with SLSO and HLSO for Amendments, Substitutes, Strike ALL, Conference Reports, etc. ‘The system will support the assignment of members to committee and subcommittee along with maintaining when and where committees are scheduled to meet. With access to the data in the system, committee staff can easily post committee agendas and record committee actions. With the release of a committee report, the Legislative Status Module may be automatically updated with the action on each reported piece of legislation. 4.9 Amendment/Substitute/Strike ALL Module ‘The Amendment drafting module maybe integrated with other modules for specific office functions required to draft, access, review, and release amendments outside of bill drafting. Once an amendment has been created it will have a release mechanism to make it available to other modules. In addition to being created in this module, amendments created in other external applications can be imported. Any number of amendments can be created for a bill, as well as substitutes or Strike ALL amendments, all of which are maintained in the Build ‘Amendments module. 4.10 Calendar Module ‘The Calendar module is used to control the movement of bills during session. Bills and resolutions can be added manually or they can be added automatically based upon their current status. Bill status can be linked to sections of the calendar allowing this automatic updating of bills. The list of bills can be grouped by order of business or they can be manually ordered. When a bill is selected, the status history for that bills displayed. The ‘Calendar module may be configured to show any needed category of calendarinformation required forfloor action. 4.11 Joumal and indexing Module ‘The Journal and Indexing module is one of the stamping programs and allows for the entry of actions as they occur on the session floor. The use of standard legislative language combined with parameters creates a dynamic environment for the efficient recording of actions during session. The ability to import external documents, such as reports, ‘enhances the capabilites of the Journal module. Anything brought into the Journal can be formatted to the Journal specifications. After session, the Journal can be proofed and additional actions can be added, or existing actions can be edited. Actions can also be re~ ordered if necessary. The final compilation of the Journal can be run to provide a print ready document. Complementing the Journal creation is the indexing module which is created based off of ‘the Journal. Once the daily Journal has been proofed and accepted, the Index module is Page 20 of 24Used for the free format creation of the Index for the bound Journal. Extracts of the dai Journal are put into a hierarchical structure, having page numbers and Journal dates. assigned to them. When floor actions are entered into the Journal they are linked to the Index. When the final Journal is completed the various Indexes “numerical and subject” can be generated by pressing the build index button. 4.12 Messages and Communications Module ‘The Messages and Communications Module is used to transfer official messages between the Senate and House chambers and the Governor. Messages maybe created in draft mode, prior to session. Then during session, as actions take place, messages can be ‘released to the other chamber giving them access to the message. When the message is read by the opposite chamber, the reading of the message can trigger the release and control ofa bill or resolution. 4.13 Enrolling and Engrossing Module ‘The Enrolling and Engrossing Module is used to create new versions of the document under the authority of the Senate Secretary's Office or House of Representatives Clerk's Office. As an amendment(s) or substitute is agreed to, the language of the amendment{s) or substitute is accessible under this module. The staff of the Senate Secretary and House Clerk can then access the amendment/substitute or language/version to officially engross the amendments into the bill or resolution creating a new version of the document. Each chamber can maintain any number of amended versions of a bill or resolution. The opposite body has to the different versions of the document, but the current document can only be altered by the body that has control of that document. Upon concurrence of both bodies to the language of a passed piece of legislation, the respective office may then access the agreed to language to then Enroll the legislation to prepare the version for presentation to the Governor for executive review and subsequent language as required for the final Acts. Page 21 of 21