BALTIMORE COUNTY, MARYLANDREQUEST FOR PROPOSAL NO. P-133

JAIL MANAGEMENT SYSTEM REPLACEMENT – ATTACHMENT 1FUNCTIONAL AND TECHNICAL SYSTEM REQUIREMENTS WORKSHEET

This worksheet is provided in WORD format to allow Offeror to insert information about their proposed system. Offeror shall provide the completed worksheet with their Technical Proposal both in hard copy and on CD.

INTENT: The purpose of this Request for Proposal (RFP) is to select a vendor who will partner with Baltimore County, Maryland to successfully implement a commercial off-the-shelf (COTS) Jail Management System (“System”).  The solution must be configurable and should meet the needs of BCDC with minimal customization. It is also imperative that the solution be based upon widely-adopted technical standards that facilitate seamless integration and interoperability with external entities. The new System includes all software, hardware, and related services such as system configuration, interfaces, data migration, training, and other development or implementation tasks. In addition to the project implementation components listed, offers shall include warranty, maintenance and support services that total five (5) years with an option to renewal for an additional five (5) one-year periods.

The success of the project will be defined by end user acceptance of the proposed solution. It is an expectation that the selected vendor shall play a key role in the change management process portion of the implementation of the new System. A fully- integrated solution requiring minimal customization is highly desirable.

As part of this RFP, offerors are asked to provide information and pricing for a number of options and/or technologies that may be implemented in later phases of the System, e.g., kiosk, mobile, and bar-coding software and devices, etc.  Responding firms are also encouraged to propose additional software modules and alternative technologies to take advantage of technical and operational capabilities of their proposed jail management solution.

INSTRUCTIONS.

Explain in detail how your system meets each requirement and whether your system meets these requirements out-of-the-box or requires configuration and/or customization in the “Comments” section. Include any 3rd party software or involvement. In addition, provide one of the four selections below in the “Response” section.

"Present" if the product currently meets the requirement as stated. "Future" if the requirement is already planned for a future release. "Custom" if the requirement can only be met with customization of the product. "Not Possible" if your product does and cannot not meet the specification.

Pricing associated with configuration, customization, 3rd party involvement, options and alternatives, etc. must be itemized separately in your Price Proposal. THERE SHALL BE NO PRICE IN THIS WORKSHEET OR THE TECHNICAL PROPOSAL.

BALTIMORE COUNTY, MARYLANDREQUEST FOR PROPOSAL NO. P-133

JAIL MANAGEMENT SYSTEM REPLACEMENT – ATTACHMENT 1FUNCTIONAL AND TECHNICAL SYSTEM REQUIREMENTS WORKSHEET

1. OVERVIEW OF TECHNICAL REQUIREMENTS Response Comment1.1 Scalable Web Host (hosted solution only)Baltimore County is seeking a hosted web based solution capable of handling multiple simultaneous users with scalability for increased usage during peak times, available 24 hours a day, 7 days a week. Access to the hosted solution must conform to County website standards.1.2 Enterprise Wide - Offeror to provide a jail management solution that can integrate with centralized enterprise-wide systems using a configurable API. 1.3 Hardware Response Comment1.3.1 Offeror to propose all hardware specification recommendations and a separate price proposal to include jail management system hardware, devices and all proposed auxiliary devices. 1.3.2 Offeror to prepare pricing information for hardware and software application development by project phase as requested herein documented on the Price Page Worksheet. 1.4 Imaging Solution Response CommentOfferor must provide a fully integrated document imaging system with the ability to archive, view, print, email, and fax documents directly from the system and scan into the system and associate with inmate record.1.5 Solutions Response Comment1.5.1 Offeror must provide technical solutions, assistance, and training related to system integration, software functionality, upgrades and maintenance. 1.5.2 Offeror must provide training and support for development, maintenance and system administration capabilities for all functions so that County can perform API development, system administration, table maintenance, configuration, reporting, and access control updates as needed.

1.6 Performance Response CommentOnly for hosted solution: Offeror to perform periodic stress testing and analysis of jail management processes and ensure access and load distribution is sustainable during peak performance times and dates.1.7 Data Integrity Response Comment1.7.1 Offeror to provide system edits and validations for data entry as well as online user help.1.7.2 The system must incorporate the use of spell check for free text fields.1.7.3 The system should provide a countdown on the number of characters left for a free form text field.1.8 Security Response CommentOfferor to demonstrate security compliance as set by industry standards and maintain third party information.

2. HIGH LEVEL FUNCTIONAL REQUIREMENTS

2.1 CONSISTENT BRANDING Response Comment2.1.1 Offeror must provide seamless, consistent jail management processing with appropriate branding approved by County including but not limited to screens, forms, reports and any auxiliary devices.2.1.2 Offeror must acknowledge no advertising will be approved by the County.2.2 DATA CAPTURE Response Comment2.2.1 The system must capture full name (first, middle, surname, and suffix) in separate fields.2.2.2 The system must capture full mailing and full physical address, including but not limited to:

street address, apartment number or P. O. Box (where applicable), city, state, and zip code and must be able to store 9 digits for the zip code.

2.2.3 The system should have the capability to validate city and state when the mailing address and physical zip codes are entered.2.2.4 The system must be able to send warning messages when data integrity is violated or a business rule conflict exists.2.2.5 The system must provide validation tables/lists of values for users when the field has several possible selections.2.2.6 The system must allow authorized user the ability to mark codes as active and inactive to avoid loss of historical codes.2.2.7 The system must allow authorized user the ability to select from a list of valid values by entering the code or by mouse clicking.2.2.8 The system must display:

inmate number (UID#), inmate name (first, middle, surname, and suffix), booking number (BKG#), inmate date of birth, internal/housing location, Current Location inmate status, inmate classification and an indicator if there are any alerts for the inmate on

all screens. Booking Photo

2.2.9 The system must capture housing locations including levels of location, such as pod, cell and bed. 2.2.10 The system must capture internal movement and locations of inmates including when in transit from one location to another. Examples include but are not limited to: Library, To Library, Laundry Detail, Medical Unit, To Medical, and To Laundry Detail.2.2.11 The system must maintain the housing location for inmates while they are incarcerated even if the current location is elsewhere in the facility.2.2.12 The system must capture classifications of inmates including but not limited to:

Minimum/pretrial

Minimum/sentenced Medium/pretrial Medium/sentenced Maximum/pretrial Maximum/sentenced

2.2.13 The system must make extensive use of automated and manual chronological notations per functional area. Must be able to separately track chronological entries by functional area per offender. Instances where this may be implemented are detailed in the specific functional requirement sections.2.2.14 The system must be able to capture program participation details for all programs including but not limited to:

program start date, program end date, completion status, reason ended, and number of hours completed. Other data elements/ requirements relevant to a

specific program are defined in the specific functional requirement section for that program.

2.2.15 The system must provide for data entry in modules where large amounts of data must be entered to complete a transaction. Examples include loading sentencing information.2.2.16 The system should allow users to configure default configuration settings such as the name of the institution so they don’t have to select it on every screen.2.2.17 The system must provide capability to store any number of historical tracking numbers. Examples include but are not limited to:

The BCDC Number The Jail Number The BCI Number The Arrest Number The ARI Number The SDI Number The Central Complaint Number Other Numbers

2.3 SEARCHING Response Comment2.3.1 The system must have the ability to search existing and prior inmates and community supervision inmates and their records within the system by full or partial name or Soundex of Last Name, First Name, Alias or identifiers such as UID#, Booking#.2.3.2 The system must have the ability to search existing and prior inmates and community supervision inmates and their records within the system by identifying information such as year of birth, month of birth, day of birth and gender.2.3.3 The system must have the ability to search for an inmate in the system whether they are Active or Inactive by other identifying numbers including but not limited to

SSN, MD Drivers License, Arrest Number BCDC

Jail Number, BCDC Number, Baltimore Co. Police Identifier(BCI), other state’s Drivers License number, Division of Corrections number, Driver’s License, Email address (victim only), FBI Number, Medical Insurance Policy, Previous Inmate Tracking Jail number, previous or temp UID#, Sheriff’s Arrest Number (ARI), Sheriff’s Incident Number (SDI), State of MD ID Number (SID#).

2.3.4 The system must provide the ability to search by inmate address, including all or partial address information.2.3.5 If the user selects an alias name, the system must automatically alert the user that the name is an alias and display the most recent commitment name on all related screens.2.3.6 The system must display a synoptic listing for all incarceration and supervision records in descending order. The system must include summary of status details and provide the ability to display additional details linked to that particular incarceration or supervision record.2.3.7 The system should allow for the sorting and filtering of all displayed results.2.3.8 The system should provide for a robust ad-hoc searching tool allowing ability to search every field in every module in the system.

3. DETAILED FUNCTIONAL REQUIREMENTS - The system shall incorporate the following functional requirements for each area.

3.1 ALTERNATIVE SENTENCING Response Comment3.1.1 Must have the ability to track offenders in an Alternative Sentencing program (ASP) which is separate and distinct from the Institutional tracking of inmates.3.1.2 Must provide the ability to enter and maintain intake information for defendants entering the Alternative Sentence programs using a configurable checklist.3.1.3 Must provide the ability to enter and maintain intake information for defendants entering the Alternative Sentence programs including but not limited to:

Intake information Personal information Physical identifiers Addresses Aliases Personal contacts Employment details Substance abuse

3.1.4 Must provide the ability to enter and maintain legal information for defendants entering the ASP programs including but not limited to:

Case/Information # Date Offender Name on Court Document Type of Case:

Treatment Accountability for Safer Communities (TASC), TASC DIV, TASC PT (Pre-Trial), Community Service, Community Service /TASC, Community Service PT (Pre-Trial)

Status: Active, Inactive

Combined with Case3.1.5 Must provide the ability to capture and maintain Orders associated with Cases with details including but not limited to

Effective date of orders Time Type:

Commitment Pending Hearing, DC Commit Rec, DOC, Def. Trial Summary, Out of State, Pre-Trial Summary, Parole Commission, Release Document

Sub-type depending on Type Specified, e.g., for CPH: Bail Hearing, Bail Review, Pray Jury Trial, Postponed, Sub Curia

Impose Date Expiration Date Order Location Judge/Agent from drop down list Phone/Note Comment Status

3.1.6 Must provide the ability to capture and maintain Charges associated with Cases and Orders with details including but not limited to:

Statute Offense Code/ Description Counts Type Offense Date Range Comment Status

3.1.7 Must provide the ability to capture and maintain Community Sentences including but not limited to:

Category: Probation Sentence: Supervised Probation or Unsupervised

Probation

Related Offenses Counts Consecutive To (other sentence line number) Suspended Commence Date Sentence Expiry Date Supervision Expiry Date Status

3.1.8 Must provide the ability to assign cases to case managers.3.1.9 Must provide the ability to query for assigned cases.3.1.10 Must provide the ability to accept assigned cases. 3.1.11 Should provide the ability to capture scheduling details for number of seats (places) on the service van for each given day.

3.1.12 Should provide the ability to print the schedules for the community service van for each given day and make corrections as needed. Should be able to maintain appointments and allow for corrections and set limitations on the number of future appointments allowing for deletions of appointments as well3.1.13 Should provide the ability to print the schedules for the community service appointment for case managers for each given day.3.1.14 Must provide the ability to capture and maintain case notes for participants in the TASC programs by entering case note type of TASC case note and sub-types.3.1.15 Must provide the ability to capture and maintain case notes for participants in the Community Service programs by entering case note type of Community Service Case Note and sub-types, including but not limited to

Criminal Background History Completed Change of Employment Closed Satisfactorily Correspondence Court Court Visit Drug and Alcohol Screening Evaluation Interview Excused Absence Failure to Appear Failure to Report Mail Received Mail Sent New Address New Address/Phone New Charges New Conviction Telephone Call Report to Office Special Court Report Submitted Case Status Treatment Agency Contact Violation Report Submitted Warrant Issued Conference with Supervisor

3.1.16 Must provide the ability to generate letters for managing

TASC and Community Service Cases including but not limited to

TASC Initial Appointment Letter TAST Failure To Report Letter TASC Supervision Letter TASC Compliance Letter TASC Missed Appointment Letter TASC Recommend for Discharge TASC Consent to Release Information TASC Completion Letter TASC Pre-Trial Status Report TASC Urinalysis Result Letter Marijuana Diversion Report to Office Letter Treatment Provider Letter

3.1.17 Must provide the ability to capture and maintain offender’s obligations and payments for participation in the Alternative Sentencing Program, including but not limited to:

Court fees - Program Fees per visit Drug Testing fees Lab Fees Secondary Lab Fees

3.1.18 Must provide the ability to capture and maintain scheduled events including but not limited to the following types:

Appointment (sub-types: makeup date, outside assessment, report to office, telephone call, treatment)

Court (sub-types: Appearance) Intake (sub-types: Intake appointment) Letter Sent (sub-types: Respond to Correspondence) Program (sub-types: Alcoholics Anonymous, A/A

N/A Meetings…)3.1.19 Must automatically fill in the next report in date, time and location for scheduled events for reporting in person and via telephone and display on the case notes screen.3.1.20 Must provide the ability to capture and maintain recurrent scheduled events including the type and sub-type of the event, location, start and end date and times and week and days for the recurrent event.3.1.21 Must provide the ability to capture and maintain status of appointments.3.1.22 Must provide the ability to capture and maintain recommendations after completion of the cases.3.1.23 Must provide the ability to generate a community service evaluation sheet to be provided to work sites.3.1.24 Must provide the ability to allow case workers to recommend closure of case and change status to ‘awaiting approval to close’.3.1.25 Must provide the ability allow case worker supervisor to approve closure of case and change status to ‘close’.3.1.26 Must provide the ability to allow cases to be transferred to TASC if necessary, such as if closing a Pre-Trial TASC case. 3.1.27 Must provide the ability to generate letters for managing community service cases including but not limited to:

Community Service Failure to report letter

Community Service Court Letter update Supervision Completion Letter

3.2 BUILDING OPERATIONS Response Comment3.2.1 Should provide the ability to capture and maintain a master list of all tools and where stored.3.2.2 Should provide the ability to create and maintain a master list of all emergency kits, where they reside and any maintenance completed including resealing the kit for the following types of kits:

blood borne pathogens emergency kits first aid kits safety apparatus fire protection equipment Self-Contained Breathing Apparatus

3.2.3 Should provide the ability to track any outside maintenance on equipment by a vendor or County inspection entity, such as the fire department including but not limited to the following equipment:

Fire extinguishers Building inspection Other safety equipment Kitchen hood system

3.3 BUILDING OPERATIONS WORK REQUESTS Response Comment3.3.1 Must be able to track work requests. There are two categories of work requests: maintenance including replacing light bulbs, broken pipe, inoperable door, etc. and computer requests including hardware problems, unable to log into email or network, etc. 3.3.2 Must provide the ability for the Building Operations supervisor to assign maintenance requests to specific roles based on the type of work requested.3.3.3 Must provide the ability for only Building Operations personnel to capture maintenance sub-type of work request types by selecting from a list of values.3.3.4 Must provide the ability to enter vendor names and contact information to assign records to vendors, such as Siemens.3.3.5 Must provide the ability to capture repair detail comments using a free from text field of at least 500 characters. 3.3.6 Must provide the ability to search for maintenance requests by sub-type3.3.7 The system must provide the ability to search for maintenance requests by assigned role3.3.8 The system must provide the ability to search for maintenance requests by several assigned roles within a date range3.3.9 The system should provide the ability to change the type after saving to change from a maintenance request to a computer request or from a computer request to a maintenance request.3.3.10 The system must provide the ability for the Computer supervisor to assign computer requests to specific roles or users based on the type of work requested.3.3.11 The system must provide the ability to capture sub-type of computer request types by selecting from a list of values.

3.3.12 The system must provide the ability to capture repair detail comments using a free from text field of at least 500 characters.3.3.13 The system must provide the ability to configure and search for computer requests including but not limited to the following:

date range, status, sub-type, priority, all or part of a location, keywords in details or resolution.

3.3.14 The system should provide the ability to enter priority for computer requests.

3.3.15 The system must provide the ability to enter estimated level of effort to complete for computer requests.3.3.16 The system must provide the ability to enter vendor contacts for computer repairs.3.4 CLASSIFICATION Response Comment3.4.1 The system must provide the ability to capture and maintain an initial intake assessment for classification of inmates. As well as maintain personal, educational, and employment data3.4.2 The system must provide the ability to capture and maintain an initial intake assessment questionnaire including a list of questions, responses in the form of a list of values and a score associated to each response.3.4.3 The system must provide the ability to capture and maintain the calculated score for each questionnaire that is completed. 3.4.4 The system must provide the ability to capture and maintain a determined custody level based on the calculated score from the completed questionnaire.

3.4.5 The system must provide the ability for the authorized Classification Officer to accept or override the calculated initial intake custody level.3.4.6 The system must provide the ability for the authorized Classification Officer to provide a comment when overriding a calculated custody level.3.4.7 The system must provide the ability for authorized Classification Supervisors to review and approve or disapprove a classification custody level and require a comment.3.4.8 The system should provide the ability to search for housing unit availability by generating a report of available housing units. This would be a query of the system to find available beds within housing units.3.4.9 The system should provide the ability to import background check information from Maryland Electronic Telecommunications Enforcement Resource System (METERS), Criminal Justice Information Services (CJIS), and Justice Information Sharing (JIS). The County must have the ability to purge data. Explain purge process. 3.4.10 The system should provide the ability to capture and maintain summary notes from the background check with an associated date and who entered.

3.4.11 The system must provide the ability to capture and maintain personal information at the initial intake interview.3.4.12 The system should provide the ability to capture and maintain a checklist of orientation items completed during the initial intake.3.4.13 The system must provide the ability to capture and maintain the assigned housing unit for the inmate. 3.4.14 The system must provide the ability to schedule a transfer for all inmates that have an approved custody status change. 3.4.15 The system must provide the ability to track the next scheduled assessment to be sixty (60) days from the last assessment.3.4.16 The system should provide the ability to alert the classification officer when the re-assessment date is approaching within five (5) days.3.4.17 The system should provide the ability to alert the classification officer when the re-assessment date is overdue.3.4.18 The system must provide the ability to capture and maintain a re-assessment for inmates and capture the details for the re-assessment.3.4.19 The system should provide the ability to generate an alert when a triggering event warrants a re-assessment of an inmate including whenever an inmate:

Receives a guilty verdict of an Offense in Custody Receives a recommendation for removal from an

institutional assignment to include Home Detention and Work Release

Receives a recommendation to participate in a program

Completes a program Receives a new sentence Receives additional charges or detainer Charges are dropped Is placed on/or removed from any special housing

unit Is assigned to the mental health or medical housing

units3.4.20 The system must provide the ability for authorized Classification Supervisors to review and approve or disapprove a re-assessment classification custody level and require a comment.3.4.21 The system must provide the ability to capture and maintain a pre-trial assessment for inmates and capture the details for the assessment.3.4.22 The system must provide the ability to capture and

maintain personal information at the pre-trial interview.

3.4.23 The system must provide the ability to capture and maintain a bail amount recommendation based on the assessment by the Classification Officer.3.4.24 The system must provide the ability for the authorized Classification Officer to provide a comment when providing a bail recommendation.3.4.25 The system must provide the ability to schedule an

inmate for the Classification Assessment schedule if an inmate is denied bail.3.4.26 The system should provide the ability to alert the Records department on results from Bail Reviews.

3.4.27 The system must provide the ability to track any letters or forms that are signed and/or delivered to the inmate.3.4.28 The system must provide the ability to capture and maintain a parole hearing notices for inmates.3.4.29 The system should provide the ability to present a checklist of required fields for new or returning inmates to determine eligibility for a parole hearing.3.4.30 The system should provide the ability to generate an alert for inmates with missing eligibility for a parole hearing forms and provide capability to track requests and status for gathering the missing forms.3.4.31 The system should provide the ability to capture and maintain the fact that parole hearing paperwork for inmates was mailed to the Parole Commission and date and by whom.3.4.32 The system must provide the ability to capture and maintain the scheduled parole hearing location with the scheduled date and time.3.4.33 The system must provide the ability to capture and maintain the scheduled parole hearing for inmates.3.4.34 The system must provide the ability to provide an alert or notification when attempting to schedule parole hearing for inmates when there is a conflict.3.4.35 The system must provide the ability to capture decision of parole hearings.3.4.36 The system must provide the ability to fill institutional jobs when inmates stop working at institutional jobs.3.4.37 The system should provide the ability to track the current location of Classification Files.3.4.38 The system must provide the ability to capture and maintain the results of Offenses in Custody Hearings.3.4.39 The system should provide the ability to capture and maintain a schedule in calendar format for all visits, including for each visitation room.3.5 COMMISSARY Response Comment3.5.1 The system must provide the ability to capture and maintain commissary transaction amounts applied to inmate trust accounts.3.5.2 The system should provide the ability to

capture and maintain commissary transactions details describing the items purchased, date purchased and amount.

capture and maintain limits of commissary transactions per inmate.

generate an alert for commissary transactions to prevent an inmate from violating imposed limits of supplies.

3.6 COMMUNITY CORRECTIONS Response Comment3.6.1 The system must provide the ability to capture and maintain case note details for Home Detention after selecting a type of Home Detention and sub-type from drop down list.3.6.2 The system must provide the ability to auto fill the

current date and time and person entering the case notes.3.6.3 The system must provide the ability to enter a different date/time of contact for case notes.3.6.4 The system must provide the ability to capture and maintain detailed free form text comments for case notes.3.6.5 The system must provide the ability to capture and maintain Home Detention details including employment status for offenders when accepted into the Home Detention program.3.6.6 The system must provide the ability to change offender’s location to Home Detention.3.6.7 The system must generate an email alert when a person escapes.3.6.8 The system must provide the ability to capture and maintain offender’s obligations and payments for participation in the Home Detention program, including but not limited to:

Program fees Urinalysis fees – one time or reoccurring Hawk Fees – one time or reoccurring

3.6.9 The system must provide the ability to capture and maintain scheduled events including but not limited to the following types:

Appointment (sub-types: make-up date, outside assessment, report to office, telephone call, treatment)

Court (sub-types: Appearance) Intake (sub-types: Intake appointment) Letter Sent (sub-types: Respond to Correspondence) Program (sub-types: Alcoholics Anonymous, A/A N/A

Meetings…)3.6.10 The system must automatically fill in the next report in date, time and location for scheduled events for reporting in person and via telephone and display on the case notes screen.3.6.11 The system must provide the ability to capture and maintain Work Release details including employment status.3.6.12 The system must provide the ability for the administrator to configure the creation of other tasks after creating a case note.3.6.13 The system should provide the ability to adjust the keep separates to not send alerts when inmates are on Home Detention and located out of the facility and only activate the alerts when they come back into the building.3.6.14 The system must provide the ability to capture and maintain Work Release details including employment status.3.6.15 The system must provide the ability to capture and maintain Work Release details including employer details.3.6.16 The system must provide the ability to display the history of employers in date order displaying the most recent employment at the top of the list.3.6.17 The system should provide the ability to track Work Release assignments by housing unit for Female Work Release, and for Male Work Release, including but not limited to the following details:

Assignment Bunk location/number Last name First name

UID# Release Date

3.6.18 The system should provide the ability to track clothing exchange for the two days they are allowed (Tuesday and Wednesday) including the name and UID# of the inmate exchanging clothing and the date the exchange occurred. 3.6.19 The system should provide the ability to display an alert when an inmate attempts a second clothing exchange (since only allowed one per incarceration). 3.6.20 The system should provide the ability to override the limitation of clothing exchange, allowing an inmate the ability to have multiple exchanges, recording who approved the override and the date/time of the approval. 3.6.21 The system should provide the ability to display the history of clothing exchanges for an inmate.3.6.22 The system should provide the ability to capture and maintain case notes for Work Release activities by specifying a type equal to ‘Work Release’ and sub-type from a drop down list. 3.6.23 The system must provide the ability to capture and maintain case note contents after selecting a type and sub-type.3.6.24 The system must provide the ability to append to an existing case note comment and automatically insert the date/time and person appending to the existing case note. 3.6.25 The system must provide the ability to filter the case notes display by selecting the column heading and selecting a value to filter the display and only display the filter item(s).3.6.26 The system should provide the ability to sort the case notes display by selecting the column heading and selecting a sort order of the display and adjust the display.3.6.27 The system must provide the ability to capture and maintain Work Release details in a calendar view with the ability to click on the date on the calendar and display the details for a work release activity. 3.6.28 The system should provide the ability to display all inmates in one calendar for all inmates on Work Release by starting with a housing unit, drill down to calendar, then click on inmate and see all information for the inmate.3.6.29 The system should provide the ability to capture and maintain the approved drivers for a Work Release inmate to travel to and from work.3.6.30 The system should provide the ability to capture and maintain the historical work schedule and display in a calendar view for an inmate to allow the ability to view the work schedule for any day on the calendar.3.6.31 The system must provide the ability to capture and maintain the transfer of an offender to a case manager.3.6.32 The system must provide the ability to capture and maintain the fees for an offender associated with participating in the work release program including adding new financial obligations.3.6.33 The system must provide the ability to track fees associated with board and only enter the fee once a week even if the inmate gets paid twice a month.3.6.34 The system should provide the ability to enter a mass

unscheduled move allowing the authorized user the ability to select a housing unit and move the whole housing unit or select inmates from the list to the Work Release location.3.6.35 The system must provide the ability to capture and maintain substance testing conditions.3.6.36 The system must provide the ability to capture and maintain substance testing details for the sample collection.3.6.37 The system must provide the ability to capture and maintain substance testing results. 3.6.38 The system must provide the ability to capture and maintain an alert hold for urinalysis hold for an inmate with an effective date, expiry date, authorized by, comment and auto-fill the information for the person entering the hold.3.6.39 The system should display the date the inmate entered the facility on the substance testing screen.3.6.40 The system must provide the ability to configure the automatic creation of a case note based on other updates in the system.3.7 DIETARY Response Comment3.7.1 The system must provide the ability to:

capture and maintain a list of inmates eligible for kitchen work.

notify medical personnel that there are inmates requiring a medical screening for inmate work.

have medical personnel electronically approve inmates that have passed the medical screening for inmate workers.

notify the Classification Officer that the medical screening was completed.

capture and maintain inmates assigned to kitchen work detail including which kitchen.

capture and maintain inmate attendance for each shift assigned.

generate an inmate attendance report for each shift including but not limited to: each inmate’s name, identification number, housing location, assignment, and days/shifts worked, start and end date for the assignment and total shifts worked for the week.

capture and maintain inventories of kitchen supplies for each kitchen.

capture and maintain inventories of kitchen cleaning supplies for each kitchen.

capture and maintain condition of kitchen supplies for each kitchen using a dropdown set of values including: very good, good or needs replacement.

capture and maintain signatures of kitchen culinary officers and Aramark supervisors for each inventory occurrence.

capture and maintain condition of kitchen cleaning supplies for each kitchen.

capture and maintain inspection of kitchen supplies for

each kitchen. associate maintenance incidents to an occurrence of a

kitchen inspection. capture and maintain signatures of kitchen culinary

officers and Aramark supervisors for each inspection occurrence.

capture and maintain dietary restrictions for inmates. capture and maintain medical approval for dietary

restrictions for inmates.3.7.2 The system should provide the ability to:

scan inmates upon arrival and departure from kitchen work detail using a hand held bar scanner to record time in and out from the shift.

capture and maintain an order for replacement kitchen supplies including item number, item description and quantity, ordered by, approved by.

capture and track the electronic approval of an order for replacement supplies.

capture and track the delivery date of an order for replacement supplies.

3.8 DIMINUTIONS Response Comment3.8.1 The system must have the ability to capture and maintain initial expiration date for sentenced inmates. Using the established formulas provided by the client.3.8.2 The system must have the ability to capture and maintain prorated good conduct credit for sentenced inmates depending on the day and the month of the sentence start date and referring to the tables for the calculation.3.8.2.1 See Credit for Normal Calendar Year and Leap Year table below:

3.8.2.2 See Projected Credit for Last Month of Incarceration

(Trustee and Non-Trustee) table below:

3.8.3 The system must have the ability to re-calculate and maintain projected release date for sentenced inmates to calculate the Good Conduct Credit.3.8.3.1 An inmate may earn up to but not in excess of five (5) days reduction of sentence in any one (1) month for good conduct. 3.8.3.2 All good conduct credits are earned on a prorated basis by the number of days an inmate is housed per month. 3.8.4 The system must have the ability to remove the Good Conduct Credit if there is a hearing resulting from an Offense in Custody requiring the removal of the Good Conduct Credit.3.8.5 The system must have the ability to re-calculate and maintain projected release date for sentenced inmates to calculate the following Industrial Credit for working on any recognized industrial programs or enrolled in Educational Programs (GED) or Residential Substance Abuse Treatment (RSAT) and are configurable by the client3.8.5.1 An inmate may earn up to but not in excess of five (5) days reduction of sentence in any one (1) month for industrial work. 3.8.5.2 Inmates enrolled in educational programs are credited with up to five (5) days per month deduction from their sentence.

3.8.5.3 All industrial credits are earned on a prorated basis by the number of days an inmate attends the program per month. 3.8.5.4 The following are included as designated industrial

programs additional lists should be configurable by the client:

Barber Kitchen Laundry Housing Unit Workers Special Cleaning Details Other Special Details

3.8.6 The system must have the ability to re-calculate and maintain projected release date for sentenced inmates to calculate the Special Housing Credit: 3.8.6.1 An inmate may earn up to five (5) days reduction of

sentence in any one (1) month for Special Housing Credits. 3.8.7 The system must have the ability to re-calculate and maintain projected release date for sentenced inmates on a monthly basis to calculate credits and debits each month for the following:

Industrial Credits based on actual days worked in the month or for attending programs designated by the client

Special Housing Credits based on actual days worked in the month

Adjustments to good conduct credit if received an Offense in Custody (OIC) depending on the outcome of the hearing

Special Debits such as loss of credit for time out of custody, such as if on parole and rearrested due to violation of parole.

3.8.8 The system must account for Exemptions from Credit and must not be allowed deductions from the inmate’s term of confinement for:

Inmates serving a sentence for violation of 3-303, 3-304, 3-305 or 3-306 of the Criminal Law Article whose victim was under the age of 16; or

Inmates convicted of 3-307 involving a victim under the age of 16 who has previously been convicted of violating 3-307 involving a victim under the age of 16. This is a sample listing other exemptions can, at any time be determined by the client.

3.8.9 The system must have the ability to enter and maintain adjustments to credits based on results from hearings or other court orders or from reports from other jurisdictions for inmates incarcerated elsewhere.3.8.10 The system must have the ability to capture and maintain legal details for weekender sentences including but not limited to:

Start date Sentence type – Weekenders Comments Status – Dismissed, Paroled, Appeal, Merged, Active,

Discharged, Bailed, Expired, Inactive Term Details Schedule Details

3.8.11 The system must have the ability to generate the weekender’s schedule.3.8.12 The system must have the ability to update an existing weekender schedule and require an effective date.3.8.13 The system must have the ability to capture and maintain status of attendance for weekenders for each weekend scheduled including but not limited to :

Status – Absent, Present, Pending Comments

3.8.14 The system must have the ability to capture and maintain override release dates for inmates that have satisfied their sentence which will put the inmate on a release schedule.3.8.15 The system must have the ability to capture and

maintain release reasons for inmates.3.9 FINANCIALS Response Comment3.9.1 The system must have the ability to capture and maintain credit and debit account codes associated with the general ledger by type all configurable by the client:

Assets Disbursements Liabilities Receipts

3.9.2 The system must have the ability to capture and maintain general ledger accounts including but not limited to these details:

Account Code Account Name Account Type Posting type: debit or credit Balance

3.9.3 The system must have the ability to receive funds to an individual trust fund account associated with an individual inmate.3.9.4 The system must have the ability to receive funds to an individual trust fund account in a batch process allowing entry of a control total amount for the funds received.3.9.5 The system must have the ability to disburse funds from an individual trust fund account to a general ledger account.3.9.6 The system must have the ability to disburse funds from an individual trust fund account in a batch process allowing entry of a control total amount for the funds disbursed.3.9.7 The system must have the ability to print an individual receipt for transactions associated with trust fund accounts. 3.9.8 The system must have the ability to capture and maintain holds on trust fund accounts including but not limited to:

Type of hold Reason for hold Person placing the account on hold Effective Date Expiry Date

3.9.9 The system must have the ability to automatically remove holds on accounts when the expiration date is reached.3.9.10 The system must have the ability to query the trust accounts with zero balances.3.9.11 The system must have the ability to clear inactive trust

accounts with zero balances.3.9.12 The clearing of the inactive accounts should be automatic without having to select them all.3.9.13 The system must have the ability to close trust accounts.3.9.14 The system must have the ability to generate a check to the owner of the closed accounts for the account balance.3.9.15 The system must have the ability to adjust accounts by reversing prior transactions on trust accounts.3.9.16 The system must have the ability to reopen a previously closed trust accounts.3.9.17 The system must have the ability to freeze a user defined amount of funds for a trust account.3.9.18 The system must have the ability to capture automated general journal transactions for the following accounts:

Commissary Unclaimed Property Bank Deposit

3.9.19 The system must have the ability to capture manual general journal transactions to transfer money between accounts.3.9.20 The system must have the ability to generate a check as a result of the manual general journal transaction. 3.9.21 The system must have the ability to reverse general journal transactions.3.9.22 The system must have the ability to display all general

ledger account balances.3.9.23 The system must have the ability to allow the authorized user to conduct an account reconciliation/bank clearing by displaying all transactions and deposits given the required information from a bank statement:

Account Code Bank Statement Date Balance from Bank Statement

3.9.24 The system must have the ability to capture and maintain inmate institutional work assignments including the work code, type of work and assignment schedule.3.9.25 The system must have the ability to enter and maintain work codes and types with associated details for calculating payroll including but not limited to:

Work code from list of values Work type and Unit which should be auto-filled based

on the work code Range which should be auto-filled based on the work

code and is used to calculate the pay for payroll purposes and includes x dollars for each day for industrial jobs.

3.9.26 The system must have the ability to capture and maintain actual hours or shifts worked for inmate institutional work for each inmate by entering a start date, end date, days worked for the week, performance and comments.3.9.27 The system must provide the ability to search for inmate hours worked for institutional workers.3.9.28 The system must have the ability to generate the payroll batches after the inmate actual work has been entered and confirmed.

3.9.29 The system must have the ability to process the payroll by allowing the user to enter the payroll batch number.3.9.30 The system must have the ability to identify and flag inmates that will not be included in the payroll and the reason for the ‘kick out’.3.9.31 The system must have the ability to query the prior payroll batches and present the details for the batches including the date run, total and details for each work category.3.9.32 The system must have the ability to track a separate community trust account to distinguish from an inmate’s trust account while under the supervision of the BCDC.3.9.33 The system must have the ability to configure obligations for inmates on work release or home detention including type, description, amount, frequency.3.9.34 The system must have the ability to set up priority codes for obligations to be applied to an inmate’s community financials trust account.3.9.35 The system must have the ability to associate the obligations to the correct general ledger account.3.9.36 The system must have the ability to pay fees and have the obligations met in the prioritized order provided.3.9.37 The system must have the ability to force an obligation to be paid without having paid a fee, thus overriding the obligation to pay.3.9.38 The system must have the ability to clear the general ledger accounts for the community corrections fees collected and generate checks.3.9.39 The system must have the ability to capture and maintain the beneficiary information associated with community corrections.3.9.40 The system must have the ability to generate and print checks for various recipients:

To community corrections participants when closing accounts;

To commissary vendor for supplies; To MTA for bus tokens. To inmates for family members

3.9.41 The system must have the ability to maintain a check register for all checks generated.3.9.42 The system must have the ability to void a check and reverse out any underlying transactions associated with the check generation.3.9.43 The system must have the ability to provide an administrative function to force a void on a check that had problems.3.10 HOUSING Response Comment3.10.1 The system must provide the ability to enter alerts for inmates including but not limited to the following types with associated sub-types:

Behavior Special Diet Hold Medical Victim notification Registration required

Security Transportation Urinalysis Protective custody

3.10.2 The system must provide the ability to generate a list of all scheduled internal movements for each housing unit.3.10.3 The system must provide the ability to generate a list of all scheduled external movements from each housing unit.3.10.4 The system must provide the ability to move inmates for scheduled internal movements from each housing unit by individual inmate.3.10.5 The system must provide the ability to move inmates for scheduled external movements from each housing unit by individual inmate.3.10.6 The system must provide the ability to return inmates from scheduled internal movements by individual inmate.3.10.7 The system must provide the ability to return inmates from scheduled external movements by individual inmate.3.10.8 The system must provide the ability to move inmates for scheduled internal movements from each housing unit by a group of inmates.3.10.9 The system must provide the ability to return inmates from scheduled external movements by a group of inmates.3.10.10 The system must provide the ability to return inmates from scheduled internal movements by a group of inmates.3.10.11 The system must provide the ability to move inmates for scheduled external movements from each housing unit by a group of inmates.3.10.12 The system must provide the ability to move inmates for unscheduled movements from each housing unit.3.10.13 The system must provide the ability to return inmates from unscheduled movements.3.10.14 The system must provide the ability to track distribution and collection of razors into each housing unit.3.10.15 The system must provide the ability to track conducting strip search of inmates within the housing unit.3.10.16 The system should provide the ability to generate a list of all inmates in a housing unit with a space for gathering information on different activities to be conducted.3.11 INCIDENTS Response Comment3.11.1 The system must provide the ability to capture incidents. Incidents are the ability to record an event associated to an inmate, which must be categorized by one of these types: fighting, disturbance, injury, complaint, general information, medical code, use of force, urinalysis testing, evacuation, fire, riot, work release late return, escape from confinement, officer needs assistance. 3.11.2 The system should provide the ability to select multiple types of incidents, such as ‘use of force’ and ‘fighting’.3.11.3 The system must provide the ability to maintain the list of values for the incident types.3.11.4 The system must provide the ability to capture incident details by auto-displaying the following default values for new record being added:

Occurrence date - default to current date

Occurrence time – default to current time Reported by – default to current user Date Reported – default to current date

3.11.5 The system must provide the ability to capture location of the incident within the institution.3.11.6 The system must provide the ability to capture description using a free from text field of at least 500 characters.3.11.7 The system must provide the ability to enter an incident response as a free form text for the incident, such as ‘notify zone supervisor’.3.11.8 The system must provide the ability to capture offender involvement by entering the last name, first name or unique identifier (UID#).3.11.9 The system must provide the ability to capture offender participation from a list of values.3.11.10 The system must provide the ability to capture the date the offender disposition was entered by auto-filling to current date.3.11.11 The system must provide the ability to enter who reported the incident and allow searching for and selecting staff members by name.3.11.12 The system must provide the ability to enter offender involvement in incidents and allow searching for existing inmates by UID# or name.3.11.13 The system must provide the ability to enter offender participation in incidents by searching a list of values to include: suspect, victim, person on whom force was used.3.11.14 The system must provide the ability to enter offender disposition in incidents by searching a list of values to include: closed, investigation to be conducted, refer to hearing, refer to medical, returned to officer, use of force, unfounded.3.11.15 The system must provide the ability to enter staff involvement in incidents and allow searching for and selecting staff members by name.3.11.16 The system must provide the ability to classify staff participation from a list of values, including but not limited to: responding staff, responding staff member, supervisor’s notes, witness, investigator.3.11.17 The system must provide the ability to enter a date for

any offender or staff involvements.3.11.18 The system must provide the ability to enter comments for any offender or staff involvement records. 3.11.19 The system must provide the ability to capture offender comments using a free from text field.3.11.20 The system must provide the ability to add supervisor notes on incident records.3.11.21 The system must provide the ability to search the incident log by date range, offender UID#, log#, institution, area, and level and display the following columns in a tabular format for the selected data: log#, date, time type, institution, area, status, reported by.3.11.22 The system must automatically create an offense in custody number (OIC#) for any incident with offender involvement with Disposition in the following list after the

offender involvement record is saved: Refer for Hearing (RFH) Use of Force (UOF).

3.11.23 The system must provide the ability to capture all details needed for generation of a Use of Force Report. See Sample Reports.3.12 INMATE PROPERTY MANAGEMENT Response Comment3.12.1 The system must have the ability to track personal property using an institution defined naming convention for property number.3.12.2 The system must provide the ability to capture details for officers conducting property inventories and inspections including the date and time it was conducted, type of inspection, location, details and results.3.12.3 The system must provide the ability to capture who inventoried and stored property bags, envelopes and medicine on intake, including date, time and officer’s identifying information: name, rank, id number (auto-completed based on login information).3.12.4 The system must provide the ability to capture who inventoried and stored property bags, envelopes and medicine for semi-annual inventory, including date, time and officer’s identifying information: name, rank, id number (auto-completed based on login information).3.12.5 The system must provide the ability to create and maintain a master list of property containers including but not limited to the following types:

Property bags Envelopes Safe locations for medications Excess property bags

3.12.6 The system must provide the ability to associate inventory from one container to another container, such as from the property bag to the excess property bag allowing the authorized user to select which items have been transferred to another container or been released to the inmate or his(her) authorized person.3.12.7 The system must provide the ability to associate a container to an inmate for an incarceration and capture the date the container number was assigned to the inmate.3.12.8 The system must provide the ability to enter items onto the inmate’s property list including but limited to description, size, and type of property.3.12.9 The system must have the ability to track incoming property including but not limited to cash, check or money order accepted at intake.3.12.10 The system should provide the ability to maintain serial number tracking of items collected at intake.3.12.11 The system must provide the ability to provide an end date to the association between a container and an inmate, thus ‘disposing’ of the property.3.12.12 The system must provide the ability to track court clothing exchanges including the date the exchange occurred, for which inmate (name, id number), processed by whom (property officer).

3.12.13 The system must provide the ability to search for an inmate, date range and return the property container(s) associated with the inmate.3.12.14 The system must provide the ability to search for a container number, date range and return the inmate(s) associated with the container during the date range provided.3.12.15 The system must provide the ability generate a list of property container(s) that have not yet been disposed, but the inmate has been released. That is, a container associated with an inmate that is no longer within the facility. Results to include:

Inmate name Inmate id number Date of release Released by Container Type Container Number/Location

3.12.16 The system must provide the ability to search for abandoned property more than thirty (30) days old.3.12.17 The system must provide the ability to store details for all inmate clothing exchanges.3.12.18 The system must provide the ability to search for all inmate clothing exchanges over a date range.3.12.19 The system must provide the ability to store details associated with storage of medicine in the safe.3.12.20 The system must provide the ability to search for medicine stored for inmates that are no longer within the facility and display.3.12.21 The system must provide the ability to search for scheduled external moves including but not limited to court appearances, releases and transfers for the selected date.3.12.22 The system must provide the ability to track issued items (providing a checklist for Facility Clothing Issued to inmate).

3.12.23 The system must provide the ability to track that all issued items were returned to the property officer upon release (providing a checklist to verify items that were issued to inmate were returned).3.12.24 The system must have function to support inmates who are transferred to an out of state facility where items that cannot be taken with them are inventoried and stored until the inmate returns to an instate facility.3.12.25 The system must have history retention and reporting for property storage.3.12.26 The system must provide the ability to dispose of property and display the end date for the association of the bag number that was assigned to an inmate.3.12.27 The system must provide the ability to see the property bag number that was assigned to an inmate even after the inmate has been released and property has been disposed.3.12.28 The system must allow for disposition of property upon release.3.13 LEGAL CASES Response Comment3.13.1 The system must have the ability to capture and

maintain personal information for each inmate.3.13.2 The system must have the ability to capture and maintain case details including but not limited to:

Case/Info# Date Offender Name on Court Document Type of case (Detainer, Local, Not in our file) Status (active, inactive) Combined with Case number

3.13.3 The system must have the ability to capture and maintain reference numbers associated with a case including but not limited to :

Case custody status Case/info# Central Control Number (CC#) Community Corrections Notified Diminutions Reference Date SWI Facility Referral Future Sentence Date Confirmed Indictment Number Notification to DOC of Reg. Requirement One Day Sentence Acknowledged Parole Retake Warrant Number Sex Offender Registry Number TASC Referral Writ Audit Satisfied Tracking number

3.13.4 The system must have the ability to capture and maintain orders associated with a case including but not limited to:

Effective date and time Type Sub-type Impose Date Expiration Date Order Location Judge/Agent Phone/Note Comment Status

3.13.5 The system must have the ability to capture and maintain order types and associated sub-types depending on the type selected. Some examples are below:

Appearance Not needed No paperwork Hearing Held Trial Summary Only Postponed Bail Appeal Bond Bail Set Release CCCR – Circuit Court Commitment Record BCLS – Baltimore County Local Sentence

DOC – Division of Corrections Sentence OJLS – Other Jurisdiction Local Sentence Correspondence Commitment Pending Hearing (CPH) District Court Commitment Record District Court Printout

3.13.6 The system must have the ability to copy lines for orders. 3.13.7 The system must have the ability to capture and maintain charges associated with orders including but not limited to:

Statute DT – Detention Center Only TA - Transportation Article CR - Criminal JU – Juvenile Offense Code/Description Counts Type Felony Misdemeanor Offense Date Range Comment Status

3.13.8 The system must have the ability to copy lines for charges. System must have the ability to delete charges orders or cases and associated sentences in a separate area once verified and information must be journaled.3.13.9 The system must have the ability to capture and maintain co-accused association with a selected case allowing the user to search by offender name. 3.13.10 The system must have the ability to capture and maintain victims/witnesses associated with a case allowing the user to search by name or enter a new person.

3.13.11 The system must have the ability to capture and maintain a person’s detailed information including but not limited to:

Name Birth date Language Marital Status Citizenship Gender Criminal History Deceased Date Other Identifiers Address Telephone numbers including type Employment History

3.13.12 The system must have the ability to combine cases. 3.13.13 The system must have the ability to capture and maintain arrest details including but not limited to:

Date Time

Arresting officer Arrest location Arrest reason (breach/violation or new offense) Blood/alcohol content Vehicle description Vehicle location

3.13.14 The system must have the ability to copy bail orders lines.3.13.15 The system must have the ability to capture and maintain bail orders including but not limited to:

Type Info#

Status Court Recommended Bail Amount Actual Bail Amount Whether it Was Denied Total Unpaid Bail for all orders

3.13.16 The system must have the ability to capture and maintain bail details including but not limited to:

Bail Type Cash Bail Paid Cash/Corporate Surety Combination Paid Cash Bail Paid by Defendant Only Corporate Surety Bond (Bonding Agent) Personal Pledge by Defendant Paid Personal Pledge-Family Member Paid – Specify Property Bail Paid Released on Appeal Bond Release on Own Recognizance Unsecured Personal Bond Paid Verbal Order of the Court Date Time Company Bondsman Person Receipt Number Comment

3.13.17 The system must have the ability to capture and maintain Conditions for Bail including a code and description, such as:

100% Bail is Acceptable Corporate Surety Bail Required Denied Bail Cash Bond Required Cash Bail by Defendant Only 10% of Bail is Acceptable Property Bond is Acceptable Appeal Bail/Bond Denied 10% if Bail Cash by Def & Bail is <2500 Bail Pre-Set by Issuing Judge Personal Pledge by Def. Required Personal Pledge – Family Member Required Current Status Prohibits Posting of Bail

No Bail Listed Merged with Another Case Appeal Bond Amount Cash or Corporate Surety Bond Only Cash Corp or Property Only Appeal Bond Set at None 25% Bail Acceptable No Condition Set Purge Amount to be Paid 10% Cash by Defendant Only Acceptable

3.13.18 The system must have the ability to capture and maintain institutional schedules associated with bail orders, including but not limited to:

Next Appear Date Time External Reason Bail Review Bail Schedule Bail Schedule Location Bail Time Bail Return date Conference Court Doc Preliminary Hearing Processing Trial Offender Writ Internal Reason Agency Room Authority Issue Date Return Date Comment Active Flag

3.13.19 The system must have the ability to capture and maintain community schedules. However community legal information must be separate and distinct from institutional legal information3.13.20 The system must have the ability to capture and maintain institutional sentences, including but not limited to:

Start Date Sentence Type Jail Weekenders Counts Consecutive to Line Case/Info# Comment Status

3.13.21 The system must have the ability to capture and maintain institutional sentences terms, including but not limited to:

Term

Prorated Purge Straight Years Months Weeks Days Start Date End Date

3.13.22 The system must have the ability to capture and maintain community supervision.3.13.23 The system must have the ability to capture and maintain investigation reports.3.13.24 The system must have the ability to capture and maintain offender imprisonment status including but not limited to:

Date Time Status Description Institution Comment

3.13.25 The system must have the ability to capture and maintain electronic signatures on forms requiring signatures.3.13.26 The system must have the ability to scan documents and associate them with the inmate’s legal records. 3.13.27 The system must have the ability to capture and maintain index data for all scanned documents including:

Date Scanned Time Scanned Scanned by whom Type of document Sub-type of Document Inmate UID Booking number Case Number Order

3.13.28 The system must have the ability to capture and maintain all scanned copies of everything within the master file under an inmate’s records.3.13.29 The system must have the ability to capture and maintain virtual facilities as a location for tracking offenders not currently housed at the BCDC.3.13.30 The system must have the ability to capture and maintain dissemination types in case notes and sub-types based on each type. Types include but are not limited to:

Dissemination Correspondence Dissemination Computer Dissemination In Person Dissemination Telephone Dissemination Fax Dissemination Copies Dissemination Property Confiscated Dissemination Electronic

3.13.31 The system must have the ability to capture and

maintain dissemination sub-types based on each type. Sub-types include but are not limited to:

Address Verification Attorneys Request for Inmate Audit-Correctional Standards Court Appearance Criminal Investigation Court Order Domestic Relations Investigation Diminution Credit Verification Escrow Account Verification Inmate Telephone Information

3.13.32 The system must have the ability for authorized users to close inmate trust accounts.3.13.33 The system must have the ability for authorized users

to purge inmate bookings, cases, or entire offenders from the system. The system must have the ability to purge an entire inmate record and all associated records – care must be given for offenders who have funds in their financial accounts that the user is alerted as to the funds in the account. The system must allow offenders to be merged in the event 2 records are created. The System must allow for offender booking records to be separated and merged to other offender records in the event a record is appended to the wrong booking.3.13.34 The system must have the ability for authorized users to print complete inmate records from the system with the option of printing all attachments or items that have been scanned into the system.3.13.35 The system must have the ability for an unlimited description field for CJIS codes. 3.13.36 The system must provide the ability to capture and maintain the court’s bail hearing results, including the reasons from a list of values:

Bail Remains Same Bail Was Increased Bail Was Reduced Bail is DENIED Bail Was Imposed Release on Recognizance at Bail Review

3.13.37 The system must have the ability to capture and maintain Offender Writs including the following details for each offender:

copy the details for an offender writ to the legal case screen for the offender.

cancel Offender Writs.3.13.38 The system must allow for the inmates imprisonment

status to be recorded including but not limited to the following:Admission Only ADMIBill Division of Corrections BDOCCircuit Court Civil Case CCIVCircut Court Pretrial CCPTCircuit Court Sentenced CCSNCircuit Court Tried CCTRCircuit Court Failure to Appear CFTACircuit Court Violation of Probation CVOP

District Court Civil Case DCIVDistrict Court Pretrial DCPTDistrict Court Sentenced DCSNDistrict Court Tried DCTRDistrict Court Failure to Appear DFTADistrict Court Fugitive DFUGDistrict Court Violation of Probation DVOPCircuit Court Home Pretrial HCPTCircuit Court Home Detention HDCCDistrict Court Home Detention HDDCHold for Divison of Corrections HDOCDistrict Court Home Pretrial HDPTHold for Federal HFEDHold HOLDHospital (DHMH) HOSPIn Transit INTRPretrial Supervision Program-Clasif only PTSPRecom WR. Cir.Ct. Pre-trl RCPTRecom WR Dis.Ct. Pre-trl RDPTCircuit Court Work Release Recommended RECCDistrict Court Work Release Recommended REDCRecommended HD CCSN RHCCRecom HD Cir.Ct. Pre-trl RHCPRecommended HD DCSN RHDCRecom HD Dis.Ct. Pre-trl RHDPWork Rel Cir.Ct. Pre-trl WCPTWork Rel Dis.Ct.Pre-trl WDPTCircuit Court Weekender WECCDistrict Court Weekender WEDCCircuit Court Work Release WRCCDistrict Court Work Release WRDC

3.14 MEDICAL Response Comment3.14.1 The system must have the ability to capture and maintain a comprehensive patient chart for each inmate who enters the BCDC.3.14.2 The system must have the ability to maintain compliance with all government mandates for universal adoption of medical records.3.14.3 The system must have the ability to support full Health Insurance Portability and Accountability Act (HIPAA) compliance.3.14.4 The system must have the ability to generate interview and exam forms in the solution.3.14.5 The system must have the ability to track all consultation requests (to inside or outside consultants).3.14.6 The system must have the ability to schedule sick calls.3.14.7 The system must have the ability to direct ordering to medical laboratories and direct receipt back of lab reports.3.14.8 The system must have the ability to scan reports and upload them to the inmate’s electronic patient record.3.14.9 The system must have the ability to display previously scanned reports from the inmate’s electronic patient record.3.14.10 The system must have the ability to capture and maintain scheduling for all patient activities.3.14.11 The system must have the ability to capture and

maintain patient attendance for all scheduled activities.3.14.12 The system must have the ability to capture and maintain historical readings in chart format for the following health indicators:

Vital signs Detox Hunger strike Neurological checks Coumadin log Respiratory Restraint monitoring Segregation assessment

3.14.13 The system must have the ability to capture and maintain medical alerts for the following:

Scheduled tasks and appointments Allergies Mental health watch alerts Special diets

3.14.14 The system must have the ability to capture and maintain medication process including but not limited to the following:

Current and past medication listing An efficient method for clinicians to prescribe

medications and treatments An electronic medication administration record that

lists all medications that an inmate is prescribed An electronic medication administration record that

lists allows barcode scanning and administration for all medications for all inmates

An electronic medication administration record that allows barcode scanning of the inmate wristbands to verify identify when administering medications

An electronic medication administration record that lists all historical administration of medications for each inmate including dose administered and date time administered

An electronic medication administration record that graphically displays all medications administered to an inmate

A system for planning and configuring medication passes that generates med pass lists for the medication technicians

Reporting of every dose administered, refused and missed

Alerts medical staff when inmates are not taking their medications

Alerts medical staff when prescriptions are expiring and need to be refilled

Includes formulary Can search medication by categories Can update medication to include new medications and

delete old ones3.14.15 The system must provide the capability to capture and display medical flow sheets for listing all required treatments and care for chronic care illnesses such as diabetes,

hypertension, detox protocol, etc.3.14.16 The system must provide the capability to select and print patient education forms on medical problems.3.14.17 The system must provide the capability to capture and display signatures using a signature pad.3.14.18 The system must provide the capability to embed captured signatures within documents.3.14.19 The system should have the ability to expunge records at the request of the administrator.3.14.20 The system should have the ability to enter and maintain the inmate’s State’s Medical Assistance Number for those inmates who are on Medical Assistance.3.14.21 The system should have the ability to trigger a task which must be completed within 72 hours after a new inmate is processed in the booking area as an interface from the jail management system to the medical system.3.14.22 The system should have the ability to trigger subsequent medical tasks as determined by the Health Care Provider.3.15 OFFENSES IN CUSTODY Response Comment3.15.1 The system must provide automatically create an offense in custody number (OIC#) for any incident with offender involvement with Disposition in the following list after the offender involvement record is saved:

Refer for Hearing (RFH) Use of Force (UOF).

3.15.2 The system must provide the ability to track inmate behavioral issues.3.15.3 The system must provide the ability to enter offenses in custody charges including but not limited to:

selecting a charge type from a list of values, having the system auto-populate the associated

category.3.15.4 The system must provide the ability to enter offenses in custody evidence and disposition associated with each charge as free form text values.3.15.5 The system must provide the ability to enter notice delivery details for when the report is approved including the signoff date and time, authorized by whom.3.15.6 The system must provide the ability to enter notice delivery details for when the report is delivered to the inmate including the delivery date and time and delivered by to the inmate.3.15.7 The system must provide the ability to enter whether a postponement for the hearing was granted for a pending offense in custody when delivered to the inmate.3.15.8 The system must provide the ability to enter whether the hearing was waived for a pending offense in custody when delivered to the inmate.3.15.9 The system must provide the ability to enter whether an inmate refused to sign for a pending offense in custody when the report was delivered to the inmate.3.15.10 The system must provide the ability to enter additional comments for a pending offense in custody when delivered to the inmate.

3.15.11 The system must generate a hearing schedule based on addition of a new offense in custody record.3.15.12 The system must provide the ability to enter investigator details for a pending offense including but not limited to:

investigator’s name, auto-generating date assigned based on today’s date,

comments, type of evidence collected and details of the evidence.

3.15.13 The system must provide the ability to upload image files with pictures of the evidence collected and associated with an offense in custody.3.15.14 The system must provide the ability to enter statements (suspect, witness or victim) as the evidence collected and associated with an offense in custody.3.15.15 The system must provide the ability to enter offenses in custody records including but not limited to:

hearing type and date, penalty/charge details and descriptions.

3.15.16 The system must provide the ability to enter hearing information for offenses in custody including but not limited to:

hearing type, date and time, heard by whom, other representative, media reference number, and comments.

3.15.17 The system must provide the ability to enter Plea/finding details for each original charge including but not limited to:

resulting charge from a list of values, pleas, findings and comments.

3.15.18 The system must provide the ability to enter penalties for each original charge including but not limited to:

resulting sanction codes, penalty duration in months, days, restitution amount, effective date, consecutive to line, appeal date limit, status (active, expunged, inactive and suspended) and comments.

3.15.19 The system must have business rules in place to enforce the maximum penalty so the entry does not exceed the maximum for listed offenses and penalty types and display an error message that the entry has exceeded the maximum allowable value. 3.15.20 If loss of Good Conduct credit, system must have a mechanism to provide an automatic deduction of the credit from the sentence calculation screen listing the associated offense in custody and date and a way to alert the diminutions

office that the deduction was made in order to provide a copy to the inmate and to update the master record.3.15.21 The system must provide the ability to enter appeal information for offenses in custody including but not limited to:

reason (appeal charge or appeal sanction), appeal filed date and time, appeal heard date and time, appeal heard by whom, other representative present, appeal results from list of values (increased, upheld,

denied, granted), summary and any penalties applied.

3.15.22 The system must provide the ability to view original penalty and charges when reviewing the offenses in custody record during an appeal process.3.15.23 The system must provide the ability to enforce business rules around the time to process the offenses in custody for all areas including but not limited to:

Inmates must receive a hearing between 24-96 hours after the incident is recorded.

Inmate must file for an appeal within 24 hours of the hearing.

Appeal officer must respond to an appeal within 10 days receipt of the request.

3.15.24 The system must have the ability to associate an Offense in Custody with Security Threat Groups.3.15.25 The system should have the ability to track and group outstanding incidents in date and time order and show those offenders released prior to disposition on an OIC.3.15.26 The system should have the ability to provide ONE tracking number and track the appeal process and the relationship with the Sentence Calculation module.3.16 PROCESSING/BOOKING Response Comment3.16.1 The system should have the ability to track officer arrival and departure from the inmate receiving Sally port including time in, department and vehicle ID number and time out. The system must have the ability to interface with existing police booking system.3.16.2 The system must have the ability to add a new inmate into the system with checks to ensure that this is not a duplicate inmate.3.16.3 The system must have the ability to add and maintain inmate demographic information including, but not limited to the following areas:

Name, Date of Birth, Gender, Race, Social Security Number, Place of Birth, Marital Status, Physical Information (height, weight, scars/tattoos, hair

color, eye color, etc.) Education, Veteran Status,

Emergency Contact, Address, Employment, Photo, Parole hearing eligibility, aliases and county of origin/foreign born.

3.16.4 The system must have the ability to add non-associations and keep separates to inmate records including providing a keep separate reason, such as co-defendants, enemy, relative, rival gang, victim or witness.3.16.5 The system must have the ability to add suspected gang affiliations to inmate records.3.16.6 The system must have the ability to enter a new admission to the Corrections facilities by allowing entry of all necessary booking information including booking number, date, institution location, community location, staff member, inmate status in the institution, contact status, from location, to location, reason, arresting agency, escorts and, comments, or receive transferred data from the existing Police Booking System3.16.7 The system must have the ability to record results of initial observations.3.16.8 The system must have the ability to document inmate point of contacts, their relationship and contact information including phone number in case of an emergency for the inmate.3.16.9 The system must have the ability to document inmate professional contacts and contact information including phone number.3.16.10 The system must have the ability to document inmate addresses.3.16.11 The system must have the ability to document inmate employment history.3.16.12 The system must have the ability to configure a workflow for the intake process to allow the recording officer to follow the necessary steps to complete the intake process.3.16.13 The system must have the ability to enter alerts for inmates including but not limited to behavior, special diet, holds, breaches, medical, victim notification, registration required, security, transportation, urinalysis, protective custody.3.16.14 The system must provide the ability to create and store mug shots, graphic images such as tattoos, and an inmate physical description at intake and throughout an inmate’s term. 3.16.15 The system should provide the ability to share inmate images with county, state, federal and international law enforcement organizations.3.16.16 The system must provide the ability to record and store fingerprints. 3.16.17 The system must provide the ability to compare fingerprints and determine if there is a match with an inmate already in the system.3.16.18 The system must provide the ability to capture personal information about the inmate including foreign born, religion, education level, marital status, veteran status, primary and

secondary languages.3.16.19 The system must provide the ability to print

photographs of inmates for use on an identification wristband and create wrist band or inmate ID card3.16.20 The system must provide the ability to record Contraband Documentation and Disposal including but not limited to:

Date Type of item(s) Description of item(s) Confiscated by Item(s) surrendered to Name, Date and Time

3.16.21 The system must be able to track the location and movement of each inmate within a correctional facility walls, between correctional facilities, between a correctional facility and an external location (i.e. courts, medical facilities, police stations, etc.).3.16.22 The system must have the ability to track Cell Assignments to include knowing which inmate was occupying a cell at any given time.3.16.23 The system must be able to identify “Keep Separates”, taking note of inmates who may conflict or conspire if they are grouped in the same housing areas and/or in-house programs at the time of movement or transfer to a housing unit with an inmate identified as a keep separate.3.16.24 The system must have a counts functionality allowing the ability to know the inmate count at a correctional facility at any given time period for any defined location within the facility or for the whole facility.3.16.25 The system must have the ability to track inmates having housing restrictions such as administrative segregation, disciplinary segregation, and protective custody.3.16.26 The system must maintain detailed records of all internal and external scheduled and unscheduled movements.3.16.27 The system must allow authorized users the ability to specify the locations with the correctional facility that will appear in all location lists of values (drop down boxes).3.16.28 The system must allow authorized users the ability to determine what inmates are in the facility and which are out for court or other reasons (work release, home detention, DWI facility, doctor’s appointment, treatment programs, and psychiatric evaluation) and estimated time to return to the facility.3.16.29 The system must allow the ability to bulk move a group of inmates to another location as the external location, such as out to court based on the court schedule.3.16.30 The system must allow the ability to bulk move a group of inmates to check back into the facility, such as returning from court based on the inmates that have been changed to out to court as their external location.3.16.31 The system must allow the ability to bulk move a group of inmates to check back into the facility into processing for the internal housing location, such as returning from court based on the inmates that have been changed to out to court as their external location. There should not be a two step process to

assign inmates to the processing area after a court appearance.3.16.32 The system should allow the ability to define and configure business rules in the form of a checklist for checking in inmates returning from court and would include inquiring if the inmate received ten years or more, taking the appropriate steps to have them scheduled to see psychiatrist or if received five years, may have to adjust housing.3.16.33 The system must allow authorized users the ability to schedule release of inmates and provide a release reason from a dropdown list.3.16.34 The system must allow authorized users the ability to release inmates.3.16.35 The system must provide a checklist for the necessary steps to process the release including obtaining Release Form (Form 21) from records and release from medical, checking date of birth, address, removing wristband, and notification of release to central control. See Sample Forms3.16.36 The system must allow for comparison of fingerprints during release process to guarantee a positive match.3.16.37 The system must provide the ability to capture and maintain Escape and Recapture details. 3.17 PRISON RAPE ELIMINATION ACT (PREA) Response Comment3.17.1 The system must have the ability to capture and maintain a list of inmates with disabilities.3.17.2 The system must have the ability to capture and maintain inmates requiring the use of an interpreter.3.17.3 The system must have the ability to capture and maintain each occurrence of the use of an interpreter for each inmate.3.17.4 The system must have the ability to capture and maintain inmates determined to be vulnerable.3.17.5 The system must have the ability to capture and maintain inmates determined to be predators.3.17.6 The system must have the ability to capture and maintain medical alerts, such as bottom bunk.3.17.7 The system must have the ability to generate an alert for inmates under the age of eighteen (18) and housed in housing unit not designated for juveniles only and require an override to remove the alert.3.17.8 The system must have the ability to carry forward an alert for inmates under the age of eighteen (18) and housed in housing unit not designated for juveniles only.3.17.9 The system must have the ability to capture an electronic signature when an inmate completes participation in PREA education session.3.17.10 The system must have the ability to capture and maintain strip search details including for each inmate:

Gender of inmate Gender of person conducting search Date of search Reason for strip search

3.17.11 The system must have the ability to capture and maintain body cavity search details including for each inmate

Gender of inmate Gender of person conducting search Date of search

Reason for body cavity search3.17.12 The system must have the ability to capture and maintain a flag for PREA when an offense in custody (OIC) is created or updated.3.17.13 The system must have the ability to capture and maintain a flag for PREA when a general incident is created or updated.3.17.14 The system must have the ability to capture and maintain a PREA screening questionnaire of sexual victimization and abusiveness including these questions:

Whether the inmate has a mental, physical, or developmental disability;

The age of the inmate; The physical build of the inmate; Whether the inmate has previously been incarcerated; Whether the inmate’s criminal history is exclusively

nonviolent; Whether the inmate has prior convictions for sex

offenses against an adult or child; Whether the inmate is or is perceived to be gay,

lesbian, bisexual, transgender, intersex, or gender nonconforming;

Whether the inmate has previously experienced sex The inmate’s own perception of vulnerability; and Whether the inmate is detained solely for civil

immigration purposes.3.17.15 The system must have the ability to create a notification for contacting the victim advocate group if an inmate is sent for a forensics exam.3.17.16 The system should have the ability to create a notification to classification after an allegation that a staff member or inmate has sexually abused an inmate, there are times they need to be notified as the victim:

When no longer posted on unit No longer employed Staff member charged If indicted Staff member convicted

3.17.17 The system must have the ability to create a trigger for follow up with medical/mental health providers within fourteen (14) days after a sexual abuse event.3.17.18 The system should have the ability to create a trigger for review by management team within thirty (30) days of an incident or allegation of sexual abuse.3.18 PROGRAMS Response Comment3.18.1 The system must provide the ability to capture details for classrooms, meeting rooms within the institution and associated amenities, including but not limited to:

Name of the room Location Description of the room Television Computer (student) – quantity Computer (instructor) Seating – maximum occupancy

Desk/table3.18.2 The system must provide the ability to capture Programs, including but not limited to:

Name of program Program type Description of program Duration of program Pre-requisites for program Instructor/Facilitator Association (e.g., from a specific Church) Start time Duration

3.18.3 The system must provide the ability to schedule Programs in Classrooms/Meeting Rooms.3.18.4 The system must prevent double booking of classrooms/meeting rooms.3.18.5 The system must allow for capturing inmate religious affiliation.3.18.6 The system must provide the ability to assign inmates to scheduled programs (programs that have an assigned room, date and time).3.18.7 The system must display the inmates on the keep separate list of inmates assigned to a scheduled program, allowing a display to include but not limited to:

Program name Program location Program start time List of registered inmates names, UID# and keep

separates. Highlight the keep separates that are also registered in

this scheduled program3.18.8 The system must provide the ability to capture details associated with program volunteers including but not limited to:

Name of volunteer Contact information for volunteer Completed security background checks Date completed security background checks Programs offered

3.18.9 The system must provide the ability to track whether an inmate is in a work release program and make sure they are not attending programs with others that are not in work release program.3.18.10 The system must provide the ability to track scheduling conflicts with other programs.3.18.11 The system must provide the ability to track a waiting list for all programs.3.18.12 The system must provide the ability to track refusal to attend a program for each inmate, including but not limited to:

refusal date refusal name of program refusal reason refusal comment

3.18.13 The system must provide the ability to display all refusals to attend a program for each inmate, including all

details listed above for a specified date range and/or program name/id.3.18.14 The system must provide the ability to disallow registration from certain housing units.3.18.15 The system must allow the ability to capture credit for attendance in some programs, such as GED programs for diminutions purposes.3.18.16 The system must allow the ability to create a monthly calendar of scheduled library visit times for housing units.3.18.17 The system must allow the ability to create a schedule for library visits by selecting inmates from a housing unit and associating them to a library visit time.3.18.18 The system must allow the ability to display a schedule for library visits by selecting a housing unit and displaying all planned programs for all members of the housing unit.3.18.19 The system must allow the ability to display a keep separates for library visits by selecting a housing unit and displaying all planned programs for all members of the housing unit and any conflicting keep separates.3.18.20 The system must provide the ability to track inmate interviews for library workers by updating case notes for the inmates.3.18.21 The system must provide the ability to capture and store inmate hours worked for library workers for submission to diminutions for payroll purposes.3.18.22 The system must provide the ability to update a log of all requests for research.3.18.23 The system should provide the ability to track overdue books and anything loaned to an inmate.3.18.24 The system should provide the ability to flag that an inmate has books checked out whenever the inmate is scheduled to leave the facility so that the librarian can retrieve the checked out books.3.18.25 The system should provide the ability to set an alert for restricting an inmate from visiting the library.3.18.26 The system must provide the ability to search for all scheduled programs for a particular housing unit and date.3.18.27 The system must provide the ability to search for all scheduled programs with conflicting keep separates.3.18.28 The system must provide the ability to search for all refusals to attend for a selected inmate after choosing from a dropdown list the name of the inmate or UID# of the inmate, date range.3.18.29 The system must provide the ability to search for an inmate and create an easy to use display, where a user can see everything for one inmate in one place, perhaps with multiple tabs, such as:

History Upcoming court dates account balances, keep separates, history of housing units, programs, any internal movements scheduled release dates

3.18.30 The system must provide the ability to search for a housing unit and see details for holds to be sure inmates are allowed to attend programs.3.19 OFFICER Response Comment3.19.1 The system must allow entry and updating of correctional officers and posts. 3.19.2 The system must allow for entry and updating of schedules for correctional officers. 3.19.3 The system must track time off for correctional officers. 3.19.4 The system must track overtime for correctional officers. 3.19.5 The system must allow authorized users the ability to generate a schedule by post and display the shifts and assigned correctional officers. 3.20 SECURITY THREAT GROUP Response Comment3.20.1 The system must provide the ability to capture and maintain security threat group characteristics. 3.20.2 The system must provide the ability to capture and maintain security threat group faction characteristics associated with a Security Threat Group (STG).3.20.3 The system must provide the ability to capture and maintain security threat group identifying characteristics associated with an STG including but not limited to:

Tattoos, including description, photograph Colors Hand signs Graffiti Correspondence code Rank names Rank descriptions

3.20.4 The system should provide the ability to provide a checklist for intake officers in processing to capture basic information about security threat group affiliation at intake.3.20.5 The system must provide the ability to capture and maintain association of an inmate to a security threat group.3.20.6 The system must provide the ability to capture and maintain assessment of STG evidence for an inmate and associated points based on type of evidence collected based on but not limited to the list below:

Self Admission (8 points) Criminal Justice Intelligence (8 points) Membership Documentation (8 points) Tattoos (8 points) Documentation (6 points) Correspondence (6 points) Symbolism (2 points) Photographs (2 points) Offense in Custody (2 points) Association (2 points) Contacts (2 points) Inmate Informant (2 points) Publication (1 point) Group Offense in Custody (1 point)

3.20.7 The system must provide the ability to capture and maintain details for the evidence for an inmate’s association to a Security Threat Group including but not limited to:

Date collected By whom Description Photograph, if applicable If inmate informant, name and id of informant Outside law enforcement agency name and contact

3.20.8 The system must provide the ability for authorized STG team members to capture and maintain classification for an inmate based on type of evidence collected as either ‘Validated’ or ‘Associated/suspect’ members and record who classified:

Date classified By whom (officer’s name, rank, id number) Description/Comments

3.20.9 The system should provide the ability to retain history of STG affiliation for all inmates and automatically create a security alert of type ‘possible gang affiliation’ for all inmates returning to the facility who were previously associated or validated STG members.3.20.10 The system should provide the ability to search the system for all inmates displaying a tattoo with a user entered keyword in the tattoo description, such as ‘lightning bolt’ and return a list of all inmates with the keyword in the nickname field.3.20.11 The system should provide the ability to search the system for all tattoo pictures for an inmate and display the results in one place and not have to drill down to see the details for each incarceration.3.20.12 The system must provide the ability to capture and maintain any number of nicknames associated with an inmate, including one name nicknames.3.20.13 The system must provide the ability to search the system for all occurrences of a nickname and return all inmates with the associated nicknames.3.20.14 The system should provide the ability to search for an inmate and return a screen of all details for the incidents and offenses in custody for the inmate over all incarcerations without having to drill down to another screen.3.20.15 The system should provide the ability to alert the STG Sergeant(s) when incidents or offenses in custody are created for an inmate with an association to a security threat group.3.20.16 The system must provide the ability to capture and maintain restricted access to security threat group information to only authorized members of the STG team.3.20.17 The system must provide the ability to allow authorized users (Sergeants or above within the BCDC) to view point details for each security threat group affiliation.3.20.18 The system must provide the ability to allow users to view security threat group affiliation and the total point count.3.21 SHIFT LOGS Response Comment3.21.1 The system must provide the ability to capture details for officers relieving and assuming posts, allowing for capturing details in a shift log including but not limited to:

Relieving a post Obtaining Keys

Obtaining Radio Ensuring Post is clean and orderly Conduct radio check Visually inspect post for any damage or vandalism Conduct inventory and inspect safety, security and

communications equipment; Document inventory and inspection Document that post orders were read

3.21.2 The system must provide the ability to capture notes related to daily duties in a shift log.3.21.3 The system must provide the ability to capture general information notes related to observations in a shift log.3.21.4 The system must provide the ability to filter the shift log

by a date range with or without a reported by.3.21.5 The system must provide the ability to filter the shift log by date, activity or reported by.3.21.6 The system must provide the ability to sort the shift log by date, activity or reported by.3.21.7 The system must provide the ability to search all shift log entries for keywords within the description.3.22 TRANSPORTATION Response Comment3.22.1 The system must provide the ability to enter transportation alerts selected from dropdown values including but not limited to:

special vehicle required, wheelchair access required transportation restriction or

transport alone.3.22.2 The system must provide the ability to capture vehicle log information for each vehicle, including beginning, ending mileage, times, locations, checking external and internal vehicle, listing the driver and all passengers for all trips.3.22.3 The system must provide the ability to capture medical alerts for inmates scheduled for transportation.3.22.4 The system must provide the ability to capture changing location for inmates leaving the BCDC.3.22.5 The system must provide the ability to verify the identity of an inmate leaving the BCDC for an appointment using a biometric finger scan.3.22.6 The system must provide the ability to create a transportation calendar and schedule based on the transportation requests for the coming day(s).3.22.7 The system should have the ability to show scheduling conflicts with court activity as well as runs already scheduled for the transportation unit to avoid conflicts.3.22.8 The system should have the ability to provide a warning of activities that are scheduled to exceed an entire shift to give inference to overtime needs.3.22.9 The system must provide the ability to capture the existence of documentation verifying that transporting officers meet business requirements/ qualifications for transport some examples are listed below:

Two officers on all doctor visits Both must be CPR certified If hospital visit, only one required to have CPR

certification

Both must be First Aid certified At least one officer must be same gender as inmate. Both must be Firearms certified

3.22.10 The system must provide the ability for authorized users to maintain a checklist for verification of the required certifications for transport officers. 3.22.11 The system must provide the ability to capture the existence of correct completed documentation for a transportation request by displaying a checklist for each inmate.3.22.12 The system must provide the ability for authorized users to maintain a checklist for required documentation for medical transportation out of the BCDC.3.22.13 The system must provide the ability to capture changing location for inmates entering the BCDC when returning from a location outside the facility such as a doctor’s visit or treatment program and be able to select the receiving location such as processing.3.23 VISITING Response Comment3.23.1 The system must have the ability to capture and maintain visitor information including but not limited to:

Visitor identification number Last name First name Middle Name Date of Birth Identification Type (e.g., MDDL for MD Driver’s

License) Identifying number (e.g., driver’s license number)

3.23.2 The system must have the ability to search for existing visitors by any of the following fields and return the visitor and the offender(s) they have visited:

Visitor identification number Last name First name Middle Name Date of Birth Identification Type (e.g., MDDL for MD Driver’s

License) Identifying number (e.g., driver’s license number)

3.23.3 The system must have the ability to capture and maintain visitor restrictions including but not limited to:

Start restriction date Expiry restriction date Type: contraband, criminal record, intoxication,

misconduct Summary text Entered by

3.23.4 The system must have the ability to capture and maintain an approved status for visitors for each inmate.3.23.5 The system must have the ability to capture and maintain visit history for each inmate showing the type of visit, associated type description, the date and start and end time for each visit. 3.23.6 The system must have the ability to search visitor log information including the date and time of each visit for an

inmate and the name and relationship of each visitor.3.23.7 The system must have the ability to capture and maintain a visitor history displaying all the dates for visits to any inmate in the facility by an individual visitor.3.23.8 The system must have the ability to sort and filter the visitor history to filter by the following:

Date range Inmates visited

3.23.9 The system must have the ability to capture and maintain scheduled visiting by entering the following details for the visit:

Type of visit: Contact, Family/Friend, Professional, Clergy, Other, Attorney, Law Enforcement

Location – select a booth number for the visit Date and time of the visit Time Slot or Start/End Time Cancel reason: no show visitor, inmate refusal,

cancelled by officer Comment Visitors name and relationship

3.23.10 The system must have the ability to capture and maintain receipt of money orders in batch mode and applied to the inmate’s trust fund account.3.23.11 The system should have the ability to create an alert when an inmate attempts to visit within 30 days of the release from the facility. 3.23.12 The system should have the ability to create an alert if keep separate inmates are scheduled for visitation at the same time. 3.23.13 The system should have the ability to create a display of how many remaining visits are left for an inmate in a given week up the maximum of three per week. 3.23.14 The system must have the ability to create and maintain case notes recording the receipt of a bail notification.3.23.15 The system must have the ability to create and maintain a legal mail log to record the receipt of all legal mail for each inmate. 3.23.16 The system must have the ability to provide a warning if there is a duplicate visitor identifier or name detected.3.23.17 The system must provide the ability to document collection of authorized items from professional visits.

4. ONLINE REPORTING AND ADMINISTRATIVE PROCESSING4.1 REPORTING Response Comment4.1.1 The system must provide an online ad-hoc query capability; with reportable data fields to include the following:

Name of inmate UID# Date of Birth Race Gender

4.1.2 Online reports provided by Offeror shall have the ability to be downloaded in Excel, Text, or Adobe PDF formats.

4.1.3 The system must have the ability to email reports.4.1.4 Offeror must provide flexible, robust report writer feature available in all subsystems with the ability to modify "template" reports provided with system and the ability to design custom reports.4.1.5 List and describe all reports included with the solution.4.1.6 The Offeror must allow modification of "canned" reports using report writer.4.1.7 Offeror must provide the ability to create document packages for printing and mailing to clients.4.1.8 The Offeror must provide the ability to write reports using an external reporting tool.  Describe any documentation and/or features to facilitate ad-hoc reporting with external reporting tools.4.1.9 The system should provide the ability to generate all reports and letters in Spanish.4.1.10 The system should provide the ability to generate a report from any fields in any modules in the system to meet ongoing Legislative Requirements.4.2 SYSTEM ADMINISTRATION Response Comment4.2.1 The system must allow users with system administration privileges to have ability to maintain code validation tables.4.2.2 The screen presentation order must be user definable by the agency’s system administrator automatically taking the user to the next screen that is to be completed or displayed.4.2.3 The system must provide the ability to maintain the list of values for all drop down boxes. Examples include but are not limited to:

Incident type and sub-types and association between the type and sub-types.

Offenses and offense types and association between the two

Statutes and offense types and association between the two

Location details: Institution, Area, Level Occurrence type Offender participation Disposition of cases Staff participation Religious affiliation

4.2.4 The system must provide the ability for authorized system administrators to maintain any questionnaires or checklists used in the system. Examples include but are not limited to:

List of categories for the initial intake assessment questionnaire with associated responses with a list of values and associated score for each response

Security threat group assessment with associated score for each question and the ability to tally the results

Checklist for release4.2.5 The system must have the ability to allow an authorized administrator the ability to generate an extracted list of eligible inmates for the House Bill 101 based on criteria such as for all sentences of more than twelve (12) months and no more than eighteen (18) months.4.2.6 The system must have the ability to allow an authorized

administrator the ability to update the extract to generate the list of eligible inmates for the house bill 101.4.2.7 The system must have the ability to allow authorized administrative users the ability to configure and maintain labels for customizing what fields appear on screens within the system, such as for the maintain released schedule.

5. TECHNICAL INTEGRATION Response Comment5.1. The system must have required external interfaces with a number of external systems and applications. Many of these interfaces will require remote access to the information without the need for update and can therefore be web enabled. Others will require update capability to the prisoner data as the prisoner moves throughout the system. Integration capabilities of the system:5.1.1. Must provide the ability to process an interface to the commissary system: ActFast to transfer the balances for each inmate’s trust account.5.1.2 Must provide the ability to process an interface from the commissary system:

ActFast to include the date of purchase, items purchased, quantity, item number and description of item.

5.1.3 Should integrate with Victim Information and Notification Everyday (VINE) to register notifications and provide notifications of inmate releases.5.1.4 Should integrate with ICSolutions Phone System to track phone records.5.1.5 Should provide the ability to interface with the library system (LibrarySoft) to allow for automatic set up of new inmates in the LibrarySoft system for obtaining library services.5.1.6 Should integrate with in-house developed Warrants System to load warrant details.5.1.7 Should integrate with Touch Pay for financial transactions for an inmate.5.1.8 Should integrate with Dataworks Plus Enterprise Booking version 5.86 to import booking details into the solution.5.1.9 Must integrate with Crystal Enterprise Reporting (Business Objects Enterprise XIR2, version 11.5) to support custom reporting.5.1.10 Must have the ability to integrate with TouchPay or a similar type of vendor.5.1.11 Should have the ability to configure integration with Nuance Dragon or other voice recognition software to allow loading voice recordings for medical information.5.1.12 Must have the ability to configure an interface to the pharmacy to direct all orders for medication.5.1.13 Must have the ability to integrate with testing labs to allow uploading the test results into the medical system to become part of the patient’s electronic record.5.1.14 Should have the ability to integrate with the

Maryland DataLink services.5.1.15 If Offeror is NOT including a medical module, describe how the solution can interface to another medical system:5.1.15.1 Must have the ability to configure an interface to the medical system to add offender information to the medical system when:

An offender is admitted to BCDC; An offender is transferred to BCDC for the first time.

5.1.15.2 Must have the ability to configure an interface to the medical system to update offender information when:

An offender is transferred from the receiving area to a new housing location;

An offender’s institutional booking is closed, such as on release or transfer to another jurisdiction

5.1.15.3 Must have the ability to configure an interface to the medical system to update offender movements when:

An offender is transferred from the receiving area to a new housing location;

An offender’s housing location is changed within BCDC (except for the first housing change after admission)

The offender has been moved to an internal location within BCDC for purposes like Visits, Programs and Services

The offenders returns back to their housing location after the above-mentioned internal movement

An offender is transferred from BCDC to another agency location within jurisdiction

The transferred offender is received at the other agency location

The offender is transferred back from the other location to BCDC

The offender is received back at BCDC An offender temporarily leaves BCDC following a

scheduled or unscheduled external movement for purposes like court events, temporary absences etc.

An offender arrives back to BCDC from scheduled or unscheduled external movements

5.1.15.4 Must have the ability to configure an interface to the medical system to update offender images using the following rules:

The file must be generated whenever a default image is captured or uploaded for an offender.

If the default image for the offender is updated, this image must be sent to the interface again, overwriting the previous file.

The file must be generated if a previously inactive booking that has an image associated with it is reopened.

This file must not be generated for offenders located in facilities other than BCDC.

5.1.15.5 Must have the ability to integrate with a medical system to receive updated medical alerts from the medical system.5.1.15.6 Must have the ability to integrate with a medical

system to receive updated medical events from the medical system, including but not limited to:

Medical Clearance for institutional or work release. Psychiatric Clearance for institutional or work release. TB screening cleared so that the inmate can be moved

into the general population.5.1.16 Offeror’s interface solution should be web service based and follow Service Oriented Architecture (SOA) standards (such as Open Group SOA governance framework, OASIS).5.1.17 Offeror’s solution should utilize XML for data representation, messaging and interaction conforming to each collection system and common database of record.5.1.18 Offeror should comply with County’s master integration schedule, and policies and procedures, including policies around security, architecture, firewall rules, and methodology.5.1.19 Offeror should provide dedicated information technology support for implementation, developing interfaces, conversion and testing mirror processing.

6. SUPPORT INCIDENT RESPONSE STANDARDS Response Comment6.1 Offeror should describe its ability to meet County’s Support Incident Response Standards. 6.2 County requires the system to have 100% up-time 24 hours a day, 7 days a week to maintain a safe, secure operation at the jail.6.3 Offeror will be required to notify County at least two (2) weeks before any planned maintenance affecting customers’ or County’s access to the system. 6.4 County reserves the right not to accept a downtime due to critical processing requirements.6.5 Offeror will be required to provide support response to incidents in accordance with the schedule below:

7. WARRANTY Response Comment7.1 At a minimum, County requires a warranty that covers the entire system, including all equipment, software, and other deliverables, design, implementation/integration and other services required under the contract resulting from this RFP. 7.2 The warranty must be on a “turnkey” basis – i.e. the selected Offeror must itself be contractually responsible for all warranty obligations and must be the single point of contact for service under the warranty.8. TRAINING Response Comments8.1 At a minimum, County requires the following training:

basic onsite, advanced procedure, hands-on, system administrator, and other training services that may be required,

which shall include all detailed user and training manuals for each

student, including a business process flow chart, reporting and query instructions, a glossary of terms, and frequently asked questions.

Service Level AgreementOfferor Response Time Status

UpdateResolution Time

Incident Resolution

Severity 1: CriticalThe failure is impacting County’s ability to conduct business. No procedural workaround exists for the problem and County is effectively unable to perform a significant portion of its business.

One (1) hour by telephone; work commences at time of County contact to Offeror.

Every two (2) hours

Resolution within twelve (12) hours of initial notification.

Offeror shall provide a program correction, program patch or a procedure for County to bypass or work around the error condition in order to resume operations. If a bypass procedure is utilized, Offeror shall continue error correction activity, on a high priority basis, until a program correction or patch is provided.

Severity 2: SevereThe failure is impacting County’s business and operations are disrupted however there is a capacity to maintain necessary business operations.

Two (2) hours by telephone; work commences within (4) hours.

Once per business day

Resolution within three (3) business days of initial notification.

Offeror shall provide a program correction, program patch or a procedure for County to bypass or work around the error condition in order to resume operations. If a bypass procedure is utilized, Offeror shall continue error correction activity, on a high priority basis, until a program correction or patch is provided.

Severity 3: ModerateSlight impairments in non-critical operations, although the system is still running. County is unable to perform some small portion of their business, however are still able to complete most tasks.

One (1) business day.

Once a business week.

Resolution within thirty (30) business days of initial notification.

Offeror shall provide Support Release (and any Technological Releases) in a format appropriate to meet County’s needs.

8.2 Training shall include all business areas supporting jail management including but not limited to:

Alternative Sentencing, Building Operations, Building Operations Work Requests, Classification, Commissary, Community Corrections, Dietary, Diminutions, Financials, Housing, Incidents, Inmate Property Management Legal, Medical, Offenses in Custody, Prison Rape Elimination Act (PREA), Processing/Booking, Programs, Scheduling, Security Threat Groups, Transportation, and Visiting.

8.3 Technical proposals shall describe, and the Price Proposal shall provide, line item flat training day fees, inclusive of all per diem expenses, travel, parking, hotel, training materials, etc. for the training that Offeror is capable of providing, the training methodologies and materials to be used and furnished, Offeror’s experience in furnishing the kinds of training requested, and the recommended number of days of each type of training. 8.4 At no additional cost to County, Offeror shall provide continuation training via telephone and/or internet as requested by County at mutually-agreeable times.

9. DATA BREACH Response Comment9.1 County requires Offeror to have a robust and tested process and procedures in the event of a data breach. This should include the periodic testing of the system for compliance with established security and data standards.9.2 At a minimum, County expects selected Offeror to be responsible for all costs and containment or mitigation of harm and notification where required, and to provide credit card monitoring services for one (1) year to those whose data was breached at no cost to them.