REQUEST FOR PROPOSALS FOR A JAIL … FOR PROPOSALS FOR A JAIL MANAGEMENT SYSTEM FOR THE COLUMBIA...

CCSO Jail Management System RFP 2015

REQUEST FOR PROPOSALS

FOR A JAIL MANAGEMENT SYSTEM

FOR THE

COLUMBIA COUNTY JAIL

Procurement Documents

COLUMBIA COUNTY, OREGON

March 23, 2015


TABLE OF CONTENTS Page Section I. Request for Proposals (RFP) 3 Section II. Project Overview 3 Section III. Scope of Services 4 Section IV. General Instructions 4 A. Administrative Information 4 B. Mandatory Pre-proposal Meeting 5 C. Submittal Deadline 5 D. Proposal Opening 6 E. Contract Award 6 F. Modification or Withdrawal of Proposal 6 G. Protest Procedures 6 H. Submittal Costs 8 Section V. Proposal Response 8 A. Title Page 8 B. Table of Contents 9 C. Statement of Qualifications 9 D. Company Background 9 E. List of Customers and References 10 F. Jail Management System Proposal 10 G. Insurance/Bonding 11 H. Fee Proposal 11 Section VI. Evaluation and Selection 11 A. Evaluation Committee 11 B. Evaluation Criteria 11 C. References 12 D. Interviews 12 E. Negotiations 12

F. Selection 12 Attachment “A” Sample Contract 14-22 Attachment “B” JMS Technical Requirements 23-39


SECTION I REQUEST FOR PROPOSALS (RFP)

Columbia County (County) is requesting proposals from qualified vendors to provide a Jail Management System to the Columbia County Jail. One contract will be offered to a proposer who submits the best proposal in compliance with this RFP. The contract term will be for (5) years, with an option to renew for up to (5) additional one-year terms upon satisfactory performance at the County’s sole discretion. The Columbia County Sheriff has been named as the project manager and will oversee all aspects of the project, subject to review by the Columbia County Board of County Commissioners. This RFP is being issued under the authority of the Columbia County Board of County Commissioners.

SECTION II PROJECT OVERVIEW

A. Columbia County requests Proposals (as defined herein) from qualified individuals and firms with experience in providing an automated jail/corrections information management system (JMS). The successful responders shall provide a proven and established solution including all software, system engineering, training manuals, training aids, materials maintenance, maintenance manuals, labor, and all things necessary to provide, install, implement, interface, and maintain the software to operate an automated JMS that enables users to manage inmate records and perform all of the comprehensive jail/corrections management activities that the Columbia County Jail requires. The JMS shall have the ability to support future requirements through expansions instead of complete system replacement, be user friendly and provide extensive reporting capabilities as further described herein. Proposers are encouraged to include any available discounts, incentives or other cost saving options, including methods to leverage existing County or CCSO hardware. B. Schedule. Significant dates to remember include: Solicitation Opens/RFP Advertised March 23, 2015* Request for Clarification or Change/Protests April 6, 2015 by 4:00 P.M.* Deadline to Submit Proposals April 23, 2015 by 4:00 P.M.* Review and Evaluation of Proposals Week of May 1, 2015 Interviews Week of May 1, 2015 Successful Vendor Notified May 15, 2015 Notice of Intent to Award May 15, 2015 Final Contract Signing May 30, 2015 JMS Service Begin Day June 15, 2015


*With the exception of the dates marked with an asterisks (*), the dates provided are estimated and may change in the County’s sole discretion. Proposers are responsible for determining all other applicable deadlines.

SECTION III SCOPE OF SERVICES

The County is procuring a JMS system that will substantially comply with the scope of services set forth in Attachment “B”, which is attached hereto and incorporated herein by this reference. The selected contractor will be required to meet the highest standards prevalent in the management software industry.

SECTION IV GENERAL INSTRUCTIONS

A. ADMINISTRATIVE INFORMATION. 1. This RFP is issued under the authority of: Jeff Dickerson, Columbia County Sheriff Columbia County Sheriff’s Office 901 Port Avenue St. Helens, Oregon 97051 [email protected] All inquiries concerning the intent of this request or contract information

are to be directed to Lieutenant Brooke McDowall, 901 Port Ave, St. Helens, OR 97051, telephone (503)366-4645, email [email protected]. This RFP may be reviewed at

the following web site at www.co.columbia.or.us/sheriff 2. This Request for Proposals consists of the following sections: Section I. Request for Proposals (RFP) Section II. Project Overview Section III. Scope of Services (See Attachment “B”) Section IV. General Instructions Section V. Proposal Response Section VI. Evaluation and Selection Section VII. Contract Attachment “A”- Sample Contract


Attachment “B”- JMS Technical Requirements It is suggested that this package be checked to ensure that all of the

above items are included. Any missing portions can be obtained from the Columbia County Sheriff’s Office, 901 Port Ave., St. Helens, OR 97051, telephone (503) 397-4611 or the Sheriff’s website.

3. It is extremely important that Proposals are completed as professionally as

possible. An incomplete or uncoordinated submission reflects on the proposer's capability and professionalism. If there are any deviations from the RFP requirements, please indicate the reason for the deviation as part of the Proposal.

4. Proposers requiring clarification or interpretation of the RFP shall submit

such requests in writing. Proposers who find any ambiguity, inconsistency or error in the RFP are requested to notify Lieutenant Brooke McDowall in writing. Any such request or notice shall be made no later than ten (10) days prior to the proposal submission date. Any supplements, interpretations, corrections or changes to the RFP will be made by written addendum and be mailed or faxed to all who are known to have received the RFP. Supplements, interpretations, corrections or changes to the RFP made in any other manner will not be binding, and proposers shall not rely upon such supplements, interpretations, corrections or changes.

5. A list of all solicited proposers will be provided to any proposer upon

receipt of written request. B. PRE-PROPOSAL TOURS. There will be NO mandatory pre-proposal meeting held for this RFP. Contractors

wishing to tour the facility prior to the proposal due date may make arrangements by calling Lieutenant Brooke McDowall. A site tour is not mandatory. Any statements made at any site tour are not binding on the County unless confirmed by written addendum.

C. SUBMITTAL DEADLINE. Proposals must be received by April 23, 2015 at 4:00 p.m., according to the clock

in the lobby of the Columbia County Sheriff’s Office at the following address/location in order to be considered for purposes of evaluation and contract award:

Columbia County Sheriff’s Office 901 Port Ave. St. Helens, Oregon 97051 Lieutenant Brooke McDowall is the person designated for receipt of Proposals.


D. PROPOSAL OPENING. Lieutenant Brooke McDowall will open all proposals received in compliance with

the instructions of this RFP. Proposals will be reviewed for compliance with instructions contained herein. Only those Proposals in substantial compliance with this RFP will be evaluated and scored by the Evaluation Committee.

Proposals received after the date and time specified in Section IV.C, and/or

proposals which are not prepared and filed in substantial compliance with the terms and conditions of this RFP, will not be considered for evaluation or award of a contract.

E. CONTRACT AWARD. After proposals are opened and a determination is made

that a contract is to be awarded, the County shall award the contract to one responsible proposer whose proposal the County determines in writing is the most advantageous to the County. The Contract will be prepared by the Columbia County Counsel and will consist of duplicate originals, including a copy of the accepted Proposal. The Contract will be delivered or made available to the successful Proposer for execution. Two duplicate originals of the Contract shall be signed by the Contractor and returned to the County within ten (10) calendar days of mailing by the Court or upon receipt by Contractor, whichever is sooner, along with the required Certificates of Insurance, Additional Insured Endorsement(s), W-9, and performance for final approval, dating and execution by the County. After execution by the County a signed original of the Contract will be delivered or made available to the Contractor. A Sample Contract is included in the procurement documents. Terms and conditions set forth in the Sample Contract are subject to pre-proposal protest restrictions.

F. MODIFICATION OR WITHDRAWAL OF PROPOSAL. A proposal may not be modified, withdrawn or canceled by the proposer for a

ninety (90) day period following the time and date designated for the receipt of proposals and proposer so agrees in submitting the proposal.

Prior to the time and date designated for receipt of proposals, proposals

submitted early may be modified or withdrawn only by notice to the County at the place designated for receipt of proposals. Such notice shall be in writing and shall be signed by the Proposer’s authorized representative. Pre-proposal modifications or withdrawals must comply with OAR 137-047-0440. Withdrawn proposals may be resubmitted up to the time designated for the receipt of proposals, provided that they are then fully in compliance with the RFP.


G. PROTEST PROCEDURES.

All protests of solicitation or selection processes are limited to the following issues and filing times:

1. Solicitation protest: Unless a different deadline is specified in the RFP,

Proposers may file a written protest, or request for change of particular solicitation provisions, specifications, or contract terms and conditions with the County no later than ten (10) calendar days prior to the submission deadline. Such protest or request for change shall include the reasons for the protest or request, and any proposed changes to the solicitation provision, specifications, or contract terms and conditions. The County will consider a protest that is timely filed and contains the following:

a. Sufficient information to identify the solicitation that is the source of

the protest; b. The grounds that demonstrate how the procurement process is

contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name;

c. Evidence or supporting documentation that supports the grounds

on which the protest is based; d. The relief sought; and e. A statement of the desired changes to the Procurement process or

Solicitation Document that the Proposer believes will remedy the conditions on which the Proposer based its protest.

2. Selection protest: Every Proposer who submits a proposal in response to

an RFP shall be mailed a copy of the selection notice sent to the highest ranked Proposer. Unless a different deadline is specified in the RFP, a Proposer who has submitted a proposal and claims to have been adversely affected or aggrieved by the selection of a competing Proposer, shall have seven (7) calendar days after receiving the notice of selection to file a written protest of the selection with the County. A protest must establish that protester is adversely affected or aggrieved, i.e., the protester would be eligible to be awarded the public contract in the event that the protest were successful, and:

a. All lower bids or higher ranked proposals are non-responsive; b. The County has failed to conduct the evaluation of proposals in

accordance with the criteria or processes described in the solicitation materials;


c. The County abused its discretion in rejecting the proposal as non-

responsive; or d. The County’s evaluation of proposals or its subsequent

determination of award in otherwise in violation of ORS 279A or 279B.

3. The County shall have the authority to settle or resolve a written protest

submitted in accordance with this section and ORS 279A and 279B. The County shall promptly issue a written decision on the protest.

4. Review of the County’s disposition of a written protest shall be available

by filing a written request for review of the County’s disposition with the Board of County Commissioners within seven (7) calendar days.

5. Any protest received after the deadlines described above shall not be

considered. H. SUBMITTAL COSTS. The cost of submittals and any other expenses related to this RFP, including

travel for interviews or inspections, shall be entirely the responsibility of the proposer. Under no circumstances will the County be responsible for those costs and expenses.

SECTION V

PROPOSAL RESPONSE The submitted written proposal must utilize the following format and content detail. All proposals are to be typed in 8½ x 11 inch format. Each of the following required sections are to begin a new page and be separately tabbed. Each page shall be numbered in sequence. Six (6) copies of the proposal will be initially required in hard copy format and six (6) copies on thumb drives in .pdf format. A. TITLE PAGE. The name and signature of the proposing company's authorized representative,

as well as his/her address and telephone number, must be provided. The proposal must be dated on this page.

The authorized representative’s signature will signify the proposer’s agreement

and compliance with all requirements set forth in the RFP. In addition, the signature will certify the proposer’s acceptance of and responsibility for the following:

1. All data presented in the proposal is accurate and complete.


2. Acknowledgment that the proposer has read and understood the RFP and

that the proposal is made in accordance with the contents of the RFP, unless otherwise noted in the proposal.

3. The proposal and the prices contained in the proposal shall be valid for

ninety (90) days after submission of the proposal. 4. The cost of submittals and any related expenses, including travel for

interviews or inspections, shall be entirely the responsibility of the proposer.

5. Proposer has not discriminated and will not discriminate, in violation of

ORS 279A.110(1), against any minority, women or emerging small business enterprise certified under ORS 200.055 or a business enterprise that is owned or controlled by or that employs a disabled veteran, as defined in ORS 408.225 in obtaining any required subcontract.

The discovery of any significant inaccuracy in information submitted by a

proposer shall constitute good and sufficient cause for rejection of the proposal. B. TABLE OF CONTENTS. A listing of all major and sub-major topics and associated page numbers must be

included. C. STATEMENT OF QUALIFICATIONS. Provide a brief explanation of why your organization is qualified to provide a Jail

Management System for the Columbia County Jail. What makes your organization stand out in the industry?

To be considered for award of this contract vendor must have, as a minimum, the following qualifications:

1. The vendor must be organized for the purpose of providing a Jail

Management system, and should have 15 years previous experience with developing, managing, and deploying Jail Management Systems.

2. The vendor must have a proven ability for contract start-up by June 1,

2015 3. The vendor must have qualified and trained staff to successfully complete

the contract requirements. 4. The vendor must have the central office capability to supervise and

monitor the program, ensuring satisfactory provision of services.


5. The vendor must have adequate financial resources to establish a new

program and maintain personnel and supplies to successfully perform this contract.

D. COMPANY BACKGROUND. Provide a brief history of the company including: 1. Years in business under present name and previous names. 2. Whether the company is a corporation, partnership, or other type of

organization. 3. Names of officers of the company or regional executives in charge. 4. Address of office where contract will be administered. 5. Number of key employees available to perform this contract. 6. Number of permanent full-time key professional employees listed by

professional classification. 7. List any subcontractors you wish to use. 8. Submit company annual report and most recent financial statement. E. LIST OF FACILITIES OR INSTITUTIONS SERVED / REFERENCES. Provide a list of jails, facilities and/or similar institutions with whom the company

is under contract for Jail Management Systems. For each facility or institution explain the services provided. In addition, please provide at least five (5) references, including names of clients, contact persons, project managers and their telephone numbers. References should be from clients currently under contract with the company.

Provide a list of jails, facilities and/ or similar institutions with whom the company

has provided a jail management system, but no longer provides services to these facilities.

For each facility or institution explain the services provided and why they elected

to not to continue with your services. In addition, please provide at least five (5) references, including names of clients, contact persons, project managers and their telephone numbers. References should be from clients who were under contract with your company and have elected not to continue with your service.

F. JAIL MANAGEMENT SYSTEM PROPOSAL.


Provide a detailed description of the services you are proposing to provide,

including all services listed in Attachment “B”. Submit a complete plan that details essential elements of how your company will provide a Jail Management System for the Columbia County Jail. The plan must be complete as it will be judged and will contribute to the evaluation of the proposal. Proposers shall clearly identify any information in their proposals they consider to be trade secret under Oregon or Federal Law. Columbia County is required to comply with the Oregon Public Records Act. To the extent allowed by Oregon Law, in the County’s sole discretion, the County will maintain the confidentiality of the trade secrets.

G. INSURANCE 1. Insurance. Provide evidence of insurability or actual coverage for the

following minimum requirements and as may be required by law: For the duration of the contract the Contractor shall, at its own expense,

purchase and maintain, in a company or companies licensed to do business in the State of Oregon, the following insurance, with limits not less than those indicated or greater if required by law:

a. Workers’ compensation and employer’s liability insurance meeting

statutory limits mandated by state and federal laws; b. Commercial general liability and property damage insurance in an

amount of not less than $3,000,000 per occurrence. c. Automobile liability (owned, non-owned, and hired) for bodily injury

and property damage in an amount of not less than $2,000,000 for each accident.

H. FEE PROPOSAL. The fee proposal shall be submitted as one of the required sections of the

proposal. The cost of compliance, if any, with legal requirements and all other state and federal statutes shall be included as part of the proposal. Be as clear as possible in detailing the financial proposal.

SECTION VI EVALUATION AND SELECTION

A. EVALUATION COMMITTEE. An Evaluation Committee selected by the Sheriff will review, evaluate and rank

the proposals.


B. EVALUATION CRITERIA. The Evaluation Committee will review, evaluate and rank the proposals which are

in substantial compliance with RFP procedures and requirements based on the following criteria and scoring:

1. Title Page/Table of Contents Mandatory 2. Statement of Qualifications 10 3. Company Background 10 4. List of Customers (and References) 10 5. Jail Management System 30 6. Insurance/Bonding Mandatory 7. Fee Proposal 40 8. Complete, Professional Proposal Mandatory Total Points 100 C. REFERENCES. Based on the initial evaluation and ranking, references will be contacted for the

top ranked firms. D. INTERVIEWS. Based on the initial evaluation and ranking, proposers may be invited to attend

interviews or give a presentation on a date to be announced. Proposers selected for interviews/ presentations will be notified as soon as possible. Based on the interviews, the Evaluation Committee will make a final evaluation and ranking and make recommendations to the Board of County Commissioners.

E. NEGOTIATIONS. The County reserves the right to seek clarification of each proposal, and the right

to negotiate a final contract which is in the best interests of the County, considering cost effectiveness and the level of time and effort required for the project.

Contract negotiations with the Proposer with the highest ranked Proposal shall be directed toward obtaining written agreement on:

1. Contract tasks, staffing and performance;

2. A maximum, not-to-exceed contract price which is consistent with the Proposal and fair and reasonable to the County, taking into account the estimated value, scope, complexity, and nature of the Services.


Negotiations may be formally terminated if they fail to result in a contract within a reasonable time. Negotiations will then ensue with the Proposer with the second highest ranked Proposal. If the second, or if necessary, a third round of negotiations fails to result in a contract within a reasonable amount of time, the RFP may be formally terminated.

F. SELECTION. The County reserves the right, in its sole discretion, to: 1. Reject any proposal not in compliance with all prescribed RFP procedures

and requirements. 2. Cancel this procurement and/or reject any or all proposals in accordance

with ORS 279B.100. 3. Waive irregularities in the proposals received. 4. Accept all or any part of a proposal in principle, subject to negotiation of

the final details.

SECTION VII CONTRACT

A contract(s) is generated by the Columbia County Counsel’s Office. The final contract(s) will consist of the County’s Public Goods and Services Contract (See Attached) and the following contract documents: Exhibit “A” - This Request for Proposals Exhibit “B” - The selected vendor’s Proposal Exhibit “C” - Special Provisions as may be negotiated by the parties

Proposers must include in their proposals any proposed changes to the terms and conditions of the sample contract.


Attachment “A”

[SAMPLE CONTRACT]

PUBLIC SERVICES CONTRACT (ORS Chapter 279B) by and between

COLUMBIA COUNTY AND

FOR JAIL MANAGEMENT SERVICE IN THE COLUMBIA COUNTY JAIL This Agreement is made and entered into by and between COLUMBIA COUNTY, a political subdivision of the State of Oregon, hereinafter referred to as "County", and ___________________________________________, hereinafter referred to as "Contractor".

WITNESSETH: IT IS HEREBY AGREED by and between the parties above-mentioned, in consideration of the mutual promises hereinafter stated, as follows: 1. Effective Date. This Agreement is effective on the date last signed, below. 2. Completion Date. The completion date for this Agreement shall be no later than

five years from the effective date. The County may renew the Agreement on the same terms for up to five (5) additional one year terms upon satisfactory performance by Contractor.

3. Contractor's Services. Contractor agrees to provide the services described in the

Request for Proposals which is attached hereto, labeled Exhibit “A” and incorporated herein by this reference, Contractor's Proposal, a copy of which is attached hereto, labeled Exhibit "B" and incorporated herein by this reference, and Special Provisions which are attached hereto, labeled Exhibit “C” and incorporated herein by this reference. In case of conflict between Contractor's Proposal and this Agreement, this Agreement shall control, followed by the RFP, Special Provisions and Contractor’s Proposal, in that order.

4. Consideration. County shall pay Contractor on a fee-for-service basis, an

amount not to exceed $_____________, said amount to be the complete compensation to Contractor for the services performed under this agreement. This fee shall include all expenses. Unless otherwise agreed to in writing by the parties, payment shall be made monthly based on approved invoices. This Agreement is subject to the appropriation of funds by County, and/or the receipt of funds from state and federal sources. In the event sufficient funds shall not be appropriated, and/or received, by County for the payment of consideration required to be paid under this Agreement, then County may terminate this Agreement in accordance with Section 16 of this Agreement


5. Contract Representatives. Contract representatives for this Agreement shall be: FOR COUNTY FOR CONTRACTOR Sheriff Jeff Dickerson 901 Port Avenue St. Helens, Oregon 97051 503-366-4600 [email protected] All correspondence shall be sent to the above addressees when written notification is necessary. Contract representatives can be changed by providing written notice to the other party at the address listed. 6. Permits - Licenses. Unless otherwise specified, Contractor shall procure all

permits and licenses, pay all charges and fees and give all notices necessary for performance of this Agreement prior to commencement of work.

7. Compliance with Codes and Standards. It shall be the Contractor's responsibility

to demonstrate compliance with all applicable building, health and sanitation laws and codes, and with all other applicable Federal, State and local acts, statutes, ordinances, regulations, provisions and rules. Contractor shall engage in no activity which creates an actual conflict of interest or violates the Code of Ethics as provided by ORS Chapter 244, or which would create a conflict or violation if Contractor were a public official as defined in ORS 244.020.

8. Reports. Contractor shall provide County with periodic reports about the

progress of the project at the frequency and with the information as prescribed by the County.

9. Independent Contractor. Contractor is engaged hereby as an independent

contractor and shall not be considered an employee, agent, partner, joint venturer or representative of County for any purpose whatsoever. County does not have the right of direction or control over the manner in which Contractor delivers services under this Agreement and does not exercise any control over the activities of the Contractor, except the services must be performed in a manner that is consistent with the terms of this Agreement. County shall have no obligation with respect to Contractor’s debts or any other liabilities of Contractor. Contractor shall be responsible for furnishing all equipment necessary for the performance of the services required herein. In addition:

A. Contractor will be solely responsible for payment of any Federal or State

taxes required as a result of this Agreement. B. This Agreement is not intended to entitle Contractor to any benefits

generally granted to County employees. Without limitation, but by way of illustration, the benefits which are not intended to be extended by this


Agreement to the Contractor are vacation, holiday and sick leave, other leaves with pay, tenure, medical and dental coverage, life and disability insurance, overtime, social security, workers' compensation, unemployment compensation, or retirement benefits (except insofar as benefits are otherwise required by law if the Contractor is presently a member of the Public Employees Retirement System).

C. The Contractor is an independent contractor for purposes of the Oregon

workers' compensation law (ORS Chapter 656) and is solely liable for any workers' compensation coverage under this Agreement. If the Contractor has the assistance of other persons in the performance of the Agreement, the Contractor shall qualify and remain qualified for the term of this Agreement as a carrier-insured or self-insured employer under ORS 656.407. If the Contractor performs this Agreement without the assistance of any other person, unless otherwise agreed to by the parties, Contractor shall apply for and obtain workers' compensation insurance for himself or herself as a sole proprietor under ORS 656.128.

10. Statutory Provisions. Pursuant to the requirements of ORS 279B.220 through

279B.235 and Article XI, Section 10 of the Oregon Constitution, the following terms and conditions are made a part of this Agreement:

A. Contractor shall: (1) Make payment promptly, as due, to all persons supplying to

Contractor labor or material for the prosecution of the work provided for in this Agreement.

(2) Pay all contributions or amounts due the Industrial Accident Fund

from the Contractor or any subcontractor incurred in the performance of this Agreement.

(3) Not permit any lien or claim to be filed or prosecuted against

County on account of any labor or material furnished. (4) Pay to the Department of Revenue all sums withheld from

employees pursuant to ORS 316.167. B. Contractor shall promptly, as due, make payment to any person, co-

partnership, association or corporation, furnishing medical, surgical and hospital care services or other needed care and attention, incident to sickness and injury, to the employees of Contractor, of all sums that Contractor agrees to pay for the services and all moneys and sums that Contractor collects or deducts from the wages of employees under any law, contract or agreement for the purpose of providing or paying for such services.


C. Contractor shall pay persons employed under this Agreement at least time and a half pay for work performed on the legal holidays specified in a collective bargaining agreement or in ORS 279B.020 (1)(b)(B) to (G) and for all time worked in excess of 10 hours in any one day or in excess of 40 hours in any one week, whichever is greater.

Any employer working under this Agreement shall give notice in writing to

employees who work on this Agreement, either at the time of hire or before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day and days per week that the employees may be required to work.

D. All subject employers working under this Agreement are either employers

that will comply with ORS 656.017 or employers that are exempt under ORS 656.126.

E. This Agreement is expressly subject to the debt limitation of Oregon

counties set forth in Article XI, Section 10 of the Oregon Constitution, and is contingent upon funds being appropriated therefor. Any provisions herein which would conflict with law are deemed inoperative to that extent.

11. Non-Discrimination. Contractor agrees that no person shall, on the grounds of

race, color, creed, national origin, sex, marital status, handicap or age, suffer discrimination in the performance of this Agreement when employed by Contractor. Contractor certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any minority, women or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by or that employs a disabled veteran, as defined in ORS 408.225 in obtaining any required subcontract.

12. Non-assignment; Subcontracts. Contractor shall not assign, subcontract or

delegate the responsibility for providing services hereunder to any other person, firm or corporation without the express written permission of the County, except as provided in Contractor's Proposal.

13. Non-waiver. The failure of the County to enforce any provision of this Agreement

shall not constitute a waiver by the County of that or any other provision of the Agreement.

14. Indemnification. Contractor shall indemnify, defend, save, and hold harmless the

County, its officers, agents and employees, from any and all claims, suits or actions of any nature, including claims of injury to any person or persons or of damage to property, caused directly or indirectly by reason any error, omission, negligence, or wrongful act by Contractor, its officers, agents and/or employees arising out the performance of this agreement. The County’s right to be indemnified does not apply to claims, suits or actions arising solely out of the negligent acts or omissions of the County, its officers, agents or employees.


15. Insurance. Contractor shall maintain commercial general liability and property

damage insurance in an amount of not less than $3,000,000 per occurrence to protect County, its officers, agents, and employees. Contractor shall provide County a certificate or certificates of insurance in the amounts described above which names County, its officers, agents and employees as additional insureds. Such certificate or certificates shall be accompanied by an additional insured endorsement. Contractor agrees to notify County immediately upon notification to Contractor that any insurance coverage required by this paragraph will be canceled, not renewed or modified in any material way, or changed to make the coverage no longer meet the minimum requirements of this Contract.

Coverage shall be carried for the duration of the applicable statute of repose in Oregon. All of CONTRACTOR’s and subcontractor’s liability insurance policies, with the exception of worker’s compensation, shall contain a waiver of subrogation against the County.

16. Termination. This Agreement may be terminated at any time in whole or in part

by mutual consent of both parties. The County may terminate this Agreement, effective upon delivery of written notice to Contractor, or at such later date as may be established by the County under the following conditions:

A. If Contractor fails to perform the work in a manner satisfactory to County. B. If any license or certificate required by law or regulation to be held by

Contractor to provide the services required by this Agreement is for any reason denied, revoked, or not renewed.

C. If funding becomes inadequate to allow the work to continue in

accordance with the project schedule. D. If Grant requirements are not met. In case of termination, Contractor shall be required to repay to County the

amount of any funds advanced to Contractor which Contractor has not earned or expended through the provision of services in accordance with this Agreement. However, Contractor shall be entitled to retain all costs incurred and fees earned by Contractor prior to that termination date, and any amounts remaining due shall be paid by County not to exceed the maximum amount stated above and decreased by any additional costs incurred by County to correct the work performed. The rights and remedies of the County related to any breach of this Agreement by Contractor shall not be exclusive, and are in addition to any other rights and remedies provided by law or under this Agreement. Any termination of this Agreement shall be without prejudice to any obligations or liabilities of either party already accrued before such termination.


17. Time of the Essence. The parties agree that time is of the essence in the performance of this agreement.

18. Ownership of Documents. All documents of any nature and/or electronic data

including, but not limited to, working papers, reports, material necessary to understand the documents and/or data, drawings, works of art and photographs, produced, prepared and/or compiled by Contractor pursuant to this Agreement are the property of County, and it is agreed by the parties that such documents are works made for hire. Contractor hereby conveys, transfers, and grants to County all rights of reproduction and the copyright to all such documents.

19. Mediation. In the event of a dispute between the parties arising out of or relating

to this Contract, the parties agree to submit such dispute to a mediator agreed to by both parties as soon as practicable after the dispute arises, and preferably before commencement of litigation of any permitted arbitration. The parties agree to exercise their best efforts in good faith to resolve all disputes in mediation.

20. Choice of Law. This Agreement shall be governed by the laws of the State of

Oregon. 21. Venue. Venue relating to this Agreement shall be in the Circuit Court of the State

of Oregon for Columbia County, located in St. Helens, Oregon. 22. Attorneys Fees. In the event an action, suit or proceeding, including appeal

therefrom, is brought for failure to observe any of the terms of this Agreement, each party shall be responsible for its own attorneys fees, expenses, costs and disbursements for said action, suit, proceeding or appeal.

23. Severability. If any provision of this Agreement is for any reason held invalid or

unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holdings shall not affect the validity of the remaining portions hereof.

24. No Third-Party Rights. This Agreement is solely for the benefit of the parties to

this Agreement. Rights and obligations established under this Agreement are not intended to benefit any person or entity not a signatory hereto.

25. ENTIRE AGREEMENT. THIS AGREEMENT (INCLUDING THE EXHIBITS)

CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT.


CONTRACTOR, BY THE SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE(S) BELOW, HEREBY ACKNOWLEDGES THAT IT HAS READ THIS AGREEMENT, UNDERSTANDS IT AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS.

CONTRACTOR BOARD OF COUNTY COMMISSIONERS

FOR COLUMBIA COUNTY, OREGON Name: By: Henry Heimuller,Chair By: By: Anthony Hyde, Commissioner Title: By: Earl Fisher, Commissioner Date: Date: Approved as to form By: Office of County Counsel


EXHIBIT “A” REQUEST FOR PROPOSALS (To be attached to final contract)

EXHIBIT “B” CONTRACTOR’S PROPOSAL (The successful Proposer’s Proposal to be attached to final contract)

EXHIBIT “C” SPECIAL PROVISIONS IF NEGOTIATED BETWEEN THE PARTIES (To be attached to the final contract)


ATTACHMENT B

JMS TECHNICAL REQUIREMENTS

System Requirements

The goal of Columbia County is for this application to be as limited an environment on the desktop as possible.

Please specify any components that must be downloaded or installed on the user workstation to operate the

application. The system should be designed as a multi-layered application allowing various modules (business rules, JSP(s),

data persistence, etc.) to run in independent work spaces, and to be compatible with a “virtual server”

environment. The system must provide the ability to maintain audit tracking for activity by users for all records and documents. The system must provide the ability to manage the tracking and movement of inmates throughout the facility

electronically. The system must provide the ability to index documents and records for easy retrieval based on user selected

search criteria The system must provide any user access to any information contained in any offender’s file, subject to proper

authentication. The system must provide the ability to establish various levels of access based on roles and responsibilities for a

particular user and allow for a site specific "Administrator" the ability to grant accesses and permissions. The system must provide the ability to allow for authorized users to alter or delete information as necessary to

correct file information. The system must allow secure wireless communication with mobile devices (tablets, smartphones, etc.).

The system must be compatible with an IP Protocol Environment.

The system must be able to be securely backed up with full restore capability. Data security precautions must be

demonstrated with industry best practice.

The system should provide the ability to customize workflow for specific job duties such as intake, classification,

treatment, release, etc.

The system must provide the ability to System Administrators to correct data anomalies and ensure overall data

integrity. The system should provide the ability to merge two records after it is confirmed that they are the same person, by

those users who are authorized to perform this function. The system should provide a method to remove or merge

offender numbers and any associated data as errors are detected. The system must provide real-time user feedback upon violations of data integrity constraints. The system must be able to convert existing JMS information from our current Golden Eagle JMS, and convert

all historical information to support continued operations. The system should provide the ability to integrate with , or convert, our current barcodes for the operations and

internal controls of the jail facility. The system must have some electronic method of managing the internal

operations and controls of the jail facility. The system should allow for the creation of user-defined help documents that will outline the facilities’ SOPs. The system should provide the ability to monitor the status of inmates and/or other operations within the facility,

such as intake and visitation. The system must be able to interface with V.I.N.E.

The system must be able to interface with Oregon Employment Division and provide the required inmate data on

a weekly basis.

The system must be able to interface with our inmate phone provider. At this time we have GTL, but will be

going out for RFP soon for inmate phone services.

The system must allow the future conversion of county data to another system.

The system must be able to interface with our commissary provider who handles our inmate banking system. We

will require the system to provide us with an updated inmate account balance.


Booking The system must assign a booking number to each inmate incarcerated. If it is determined that the prisoner has never been in custody before, the system must accept the generation of the

prisoner identification number. The JMS should support the use of a biometric reader to identify the inmate. Once identification is made, the JMS

should display back the name and photo of the inmate (if a match is found) to assist the booking officer in

identifying the inmate. This information should be able to automatically transfer into the JMS’s booking records The system must, upon entry of the date-of-birth of each prisoner, calculate and display the age of the prisoner. The system must be capable of generating, at the user’s discretion (provided the user has the appropriate level of

security), both hard- and electronic copies of daily reports of all adults committed at the facility (.pdf, .doc, .xls). The system must provide the ability to retrieve prior offender record information that may exist within admissions

and intake information related to the new offense. The system must accept and retain FBI identity number, ICE number, social security number, SID number, and

USM Number The system must provide for multiple secondary values (aliases) for these identity numbers as

necessary. The system must retain offender name (first, last middle and suffix), plus multiple name fields for aliases, ethnic

code, national origin, religion, known STG affiliation, STG or other bodily marking description and digital

photograph, primary language, English language status, place and date of birth, age, citizenship status, and

country from which committed. The system must retain offender name (first, last middle and suffix), plus multiple name fields for aliases, ethnic

code, national origin, religion, known STG affiliation, STG or other bodily marking description and digital

photograph, primary language, English language status, place and date of birth, age, citizenship status, and

country from which committed. The system must provide an easy way of entering STG’s as keep-separates. The system must provide the ability to search by name, other known aliases, and other key identifying criteria

(e.g. date of birth, gender, race,etc.). The system must provide the ability for an administrator to create their own search criteria for inmates, and

contain an advanced search capability. The system must have the ability to store digital images related to the inmate (including photograph and records

of tattoos, scars and distinguishing marks) The system must accept and retain next of kin information for offenders. The system must provide the ability to receive and transfer information to and from external entities e.g., National

Crime Information Center (NCIC), Social Security Administration (SSA), Immigration and Customs

Enforcement Naturalization Service (ICE), Law Enforcement Data Systems (LEDS), State of Oregon Department

of Human Services (DHS), Oregon Employment Division and other agencies as required. The system must accept and retain outstanding Holds and Detainers transactions for each offender, including:

party initiating; contact name, and type of detainer; date entered into system; and date of Hold or Detainer

document. The system must accept and retain physical descriptions, including tattoos and other distinguishing marks. It must

be able to link the digital image to these descriptions. The system must allow creation of physical description by pull down menus for common features, e.g. eye color,

height, weight, etc. including use of corrective lenses. The system must accept and retain commitment type and date for each offender. Columbia County houses inmates for other agencies, and needs to have the capability to have inmate information

be passed to our finance and billing systems for an invoice to be produced. The system should provide the ability to scan and index documents received or not available in electronic format. The system should provide the ability to record that an Offender has been screened for required Health Screening

Tuberculosis, Sexually Transmitted Disease, Hepatitis C, HIV and other tests as determined by the competent

medical authority. In addition, the system must support the use of the Mental Health screening form, and the

Drug and Alcohol screening form that are currently in use within our facility. The system must provide the ability to maintain an offender’s address history The system should provide for the recording of the collection of a DNA blood sample.


Classification The system should generate a classification transaction noting scores, initial classification, approval of initial

classification, and effective date. The system should provide for user override of any recommended custody level and/or cell assignment, and

require user to document reasons for any such override. The system must track all changes in an offender's custody rating within institutions and Level of Supervision

while under community supervision. Must retain and display history of changes upon request. The system must make schedules available to staff for upcoming offender classification assessment/reviews. The

system should provide the ability for both electronic and letter notification for upcoming reviews. The system should provide the ability to support review and decision-making regarding classification

recommendations The system should provide the ability to reclassify the offender and automatically update offender records based

upon predefined criteria. The system should generate daily hard copy and on-line reports in the following formats .pdf, .doc., xls

identifying offenders for whom initial classification is overdue, i.e. has not occurred within a fixed but

maintainable number of days from arrival. The system should also provide capability to print classification forms individually on demand and in the number

of copies specified by user. The system must allow the user to record court dispositions, bail amounts and conditions. The system must have the functionality to collect and display all criminal indictments, charges, sentence, hearing,

and arrest information. Offense information must include the statutory code, the code description, grade and degree. The date of the

offense must be able to be captured. The system should provide the ability to bill directly or interface with the financial system in order to create and

invoice to bill arresting jurisdictions for housing. Billing must calculate based upon start and end dates and the

agency being billed. The system must commit all edits made to the offense record to a history file upon saving the record. The system must provide the ability to assign bail to an indictment or case and record payment from either a

personal payment from arrestee or an outside entity. The system must have the ability to collect fees in association with bail. The system must be able to track and report total bail posted for all inmates. The system must provide the ability to assign and track the completion of hearing(s) associated with the

indictment or case. Hearing date(s) and times must populate on the arrestees schedule and be reportable upon

demand. The system must allow the user to record continuances and reschedule hearings as authorized by the respective

orders of the court in session. The system must accept multiple bookings for an incoming offender and have the functionality to calculate

correct release dates. The system must accept multiple sentences for an incoming indictment or case. The system must allow staff to assign sequence of sentences, and account for concurrent and consecutive

sentences and any combination thereof, from all indictments or cases. The system must assign and have a user maintainable sequence number to order and re-order multiple cases for

an inmate Time credit days must be able to be entered by date range and by number of days. The system must provide the

ability to enter and calculate multiple periods of time credit days. The system must provide the ability to calculate stop-time or inoperative time when a violation is recorded or an

offender absconds. The system must provide the ability to record unassigned credit time, both positive and negative, to a record

whereby approved staff can review and apply to an appropriate sentence. The system must retain history of credits received and forfeited and any adjustments for each offender, and

display history online and in hard copy. The system must provide the ability to record unassigned credit time, both positive and negative, to a record

whereby approved staff can review and apply to an appropriate sentence.


The system must retain history of credits received and forfeited and any adjustments for each offender, and

display history online and in hard copy. The system must provide for tracking release date and release cause. The system must document and track any special conditions imposed as part of a Sentencing Order. The system must create/maintain/drop actual holds or detainers.


Case Management The system must accept and retain housing status transactions for each offender, including facility identification,

housing unit and bed number, dates of assignment and reassignment, and identity of staff entering and approving

transactions. The system must retain addresses, contact name and contract profile of services for every billing agency for

which offenders under another jurisdiction are housed in the facility. The billing agency contract profile must provide the ability for tiered billing, rate of billing frequency (i.e. daily,

fixed, hourly), commissary restrictions, additional billing details such as medical expenses, recoverable release

money given to inmate. The system should provide the ability to produce an invoice to billing agencies for housing offenders, or provide

an interface to the financial system in order for an invoice to be produced. The system must provide the ability to retain submitted billing invoices in history. The system should provide the ability to manage work assignments and have the ability to query eligibility based

on predefined criteria for each job type. The system must accept and retain work assignment transactions for each offender, including the effective date of

each. The system must provide the ability to record all interactions and supervision activities related to the offender. he system should provide the ability to apply security levels to all recorded interactions and supervision activities

related to the offender The system must provide the ability to enter and search chronological notes by keyword and/or standard user

defined categories. The system must provide the ability to update staff activity logs based upon entries in the chronological notes. The system should provide the ability to manage and process incoming data from external systems, such as

Vision RMS/CAD, and integrate incoming information such that duplicate entry is minimized or eliminated. The system must provide the ability to generate an alert of pending/scheduled release to appropriate staff. The system should provide the ability to interface with the Karpel Case Management system used by the District

Attorney’s Office. Information should be available to Karpel to assist in management of cases by the District

Attorney’s Office. The system should provide the ability to interface with the Odyssey e-court system in order for the courts to

access information related to a court proceeding for a present or past inmate. The system must allow the user to obtain a daily list of inmates scheduled for magistrate, recorder’s, and state

court bench hearings on demand. The system must have the ability to display all inmate information in a consolidated view for any user querying a

particular inmate. The system must provide the ability to establish a master offender daily schedule. Daily Offender Schedule

includes assignments, classes, appointments, etc. The system must provide for the ability to allow for prioritization of different types of offender appointments. The system must should for the ability to disallow the scheduling of conflicting appointments, based on

established prioritized appointments. The system must provide the ability to generate an offender’s daily schedule use in managing and controlling an

offender's scheduled and unscheduled movement. The system must provide the ability to add unscheduled movements and generate the appropriate notifications

and alerts to appropriate staff. The system must provide the ability to produce adhoc query and display inmate movement history. The system must provide the ability to maintain a history of any offender status changes within an institution e.g.,

general population, segregation, observation, etc. NOTE: Institutional movements include court, furlough, and

alternate care. The system must track detail and provide history of all institution admissions, transfers, absences, escapes,

returns, and releases for the offender including date and time, and type of admission, transfer, absence, escape,

return, and release. The system must provide the ability to maintain a history of the offender’s living unit and bed assignment.


Inmate Counts The system must support the business practice of taking a number of physical counts per day and comparing the

physical count to the current count within the system. at the level of units and/or wings, noting the person who reports the physical count, the user who enters the

physical count, and the scheduled start time of the count. The system should compare counts entered for each location to system counts, including offenders housed at each

unit that have been logged as present and not released at a work, education departure or other site. If a

discrepancy exists at any location between physical count and system count, then the control office and the

location must receive immediate notice of the discrepancy, included entered and expected values. The system must maintain a roster of offenders that are temporarily out of the facility that is managed at the

central office and display this information on-line and on daily count reports. The system should generate and retain count reports for each physical count online and generate hard copy count

reports for each count of the day. The system should list the identity and count of offenders temporarily not in their assigned units or not at their job

assignment on all count reports for each unit, wing and institution.


Inmate Visiting The system must provide the ability to collect and enter information about offender contacts outside of the facility

to include: 1) Emergency, 2) Relationship (family, friends, next of kin), 3) Employer, 4) School, 5) Public &

Private Agencies, 6) Professionals, e.g., Legal Counsel, LAIP, 7) Volunteers, 8) Clergy, and 9) Victims. The system must provide the ability to track all visits made to an offender, including visitor, date/time, visit

limitations and any incidents and resulting actions from the visit (e.g., visitor placed on disapproved list based on

behavior). The system must edit visits at log in to determine if there is a visit restriction (e.g. offender has a non-contact visit

sanction, a sanction baring all visitors or this particular visitor, or there is a non-contact restriction on the visitor

with this offender) and display results immediately at visitor log in site. The system must provide the ability to make available all information for visitation by querying the system for

certain criteria. The system must provide the ability to automatically approve or disapprove a visit and allow for manual override

of the decision. The system should provide for the ability to initiate, document, monitor and approve various security status

activities and processes related to controlled segregation, observation, temporary lock-up, administrative

confinement, mechanical restraints, etc. The system must accept and retain visit history transactions, entered online at visit entry locations, noting date,

time, visitor identification, offender identification, location, and departure time.


Programs The system should provide a function of describing and defining treatment programs including specific

requirements for eligibility. The facility should have the ability to generate a list of eligible inmates or determine

the eligibility of a single inmate based on the specific program eligibility requirements. The system should provide the ability to maintain a roster of instructors or volunteers. Roster must include basic

demographic information, credentials, identification information, certification(s) and list of programs taught. The system should provide the ability to define a program including whether the program enrollment is either

open or structured as well as the capacity of the class. The system should not allow the enrollment of a program

to exceed the capacity of the program. The system should provide the ability to track program attendance. The facility must have the ability to record any absence of attendance as either ‘excused or unexcused’. Attendance should be viewable at the program level as well as from the individual participant’s record.

The system should provide a waiting list of eligible inmate participants to programs. The system should provide a

way of documenting how the request for enrollment was made (inmate, facility, court) and provide a method of

assigning importance or priority to the requests. The system should provide the ability to maintain program and class schedules, offenders scheduled to participate

and classroom assignments and generate daily class rosters based on class assignments. The system should provide the ability to record information regarding an offender’s attendance in specific

programs, including start and end dates and why discharged if the program was not successfully completed. The system should provide a function for entering and displaying student High School Equivalency Diploma

(HSED) requirements met. The system should provide the ability to support management and monitoring of offender employment and work

release in the community.

The system should provide the ability to track and maintain a historical record of offender employment (pre and post incarceration).

The system should provide the ability to track an offender’s work status (active, inactive, segregation) and

suspend pay as appropriate. The system should provide the ability to maintain a schedule of religious activities.

The system should provide the ability to support the management and monitoring of an offender Community Service program.

The system should maintain a list of agencies approved for the Community Service program. The system must

provide the ability to mark the agency as inactive as well as not eligible. The system should provide the ability to track service hours based on court case numbers, hours owed, hours

completed and date hours were assigned. The system should provide the ability to support the management and monitoring of an offender Home

Monitoring program. The system should provide the ability to document start date, potential release date, actual release date,

connection fee, daily fee, projected total dollar amount, case officer and releasing officer. The system should provide the ability to record the details of the electronic home monitoring equipment issued

including monitor type, company name brand, model, serial number, transmitter number, etc.


Inmate Discipline The system must generate an incident number through an incident entry screen allowing initial entry and coded

identification of an incident, i.e. an event (disturbance, violent acts, accidents, etc.) involving an offender in

custody and/or jurisdiction resulting in any type of injury, violation of facility rules or risk to the health and safety

of offenders and/or staff. Initial entry procedure will include capture of date, time, offenders/staff involved, staff

entering incident into system, names of staff reporting the incident, and a text block for descriptions. The system must include institution identification and year in the number assigned to an incident, and then

number sequentially. The system should retain a notification list to electronically notify selected staff when an incident’s initial entry

and related summary incident report are entered and when subsequently approved at the institution. The system should provide codes for incident entry covering institution, incident type, type of force used,

prosecutor (if any), injury for each person involved, The system must accept and retain several related dates and times, including: incident date and time; entry date

and time, approval date(s), date assigned to investigator, due date for investigation, hearing date, and date of

closure. The system must accept and retain identity of involved parties, including: assigned investigator(s); initial reported

offender, staff or other victim(s); initial recorded offender suspect(s); involved staff; witnesses, both staff and

offender; shift supervisor on duty at time of incident; person who reported incident to shift supervisor; medical

staff involved in treatment of injuries to any participant in the incident. The system should accept and retain several yes/no indicators, including use of force and weapon used. The system must allow inclusion of several text blocks to incident, including summary, disposition of offenders,

follow up, and final disposition. The system must allow single screen access linking incident entry, summary report, notice of charges, hearing

summary, and disciplinary summary, including date and location of incident, incident numbers, and date of last

entry to each screen/report.

The system must include approval of incident summary reports at the institutional level, and must retain all

subsequent updates and modifications of the incident and related approvals to show a complete history of activity

on a specific incident. The system must provide for the entry, tracking (pending status), printing and authorization of incident reports. The system must accept and retain incident summary reports, keyed to the incident number, that include all staff

providing written statements on the incident, all information captured at the initial incident entry, all updates to

the initial information. The system must accept and retain disciplinary transactions that incorporate a notice of charges, a hearing on the

charges, and possibly a disciplinary hearing, linked to an incident. The system must be able to summarize major/minor rule violations and their dispositions. The system should provide for entry, tracking (pending status), and authorization of due process of the offender

during the disciplinary process. The system must provide for the entry, results, tracking (pending status) and authorization of the disposition of

the disciplinary process for each approved conduct report. The system should provide the ability to support scheduling of disciplinary hearings. The system must provide the ability to provide a notice to the offender that a conduct or violation has occurred

and generate a hardcopy of rights for the offender. The system should provide the ability to provide a notice to the offender of a scheduled disciplinary hearing. The system should provide the ability to show that the offender has waived his or her rights, due process, or

disciplinary hearings. The system should provide the ability to reflect names of advocates, witnesses and other interested parties as

required. The system should provide the ability to document the results and conclusions from a disciplinary hearing. The system should provide the ability to edit sanctions. The system should provide the ability to modify dispositions based on the outcome of an appeal. The system should allow for the entire process to be restarted under direction of institutional or central office

managers, so noting and retaining the transaction but not using it for any purpose other than disclosure on

offender history listings.


Release The system must provide for a pre-release audit of all modules prior to the permanent release of an inmate. This

audit module must provide the ability for the user to create and apply their own defined release check(s). The pre-release audit check process must allow the user to determine if the failure of the check triggers a system

override or a system warning. The pre-release audit check process should provide user-defined color coding for successful checks as well as

checks that have failed. The system should provide for an outstanding warrant inquiry into the LEDS and NCIC system, using the

information previously input into the System. The system should allow the user to identify the inmate being released through an interface with a single-finger

identification system. The system should allow the user to record the return of the jail issued uniform from each inmate being released. The system must allow the user to record the return of personal property to each inmate being released (from

information previously input into the System). The system must be capable of generating, at the user’s discretion, both hard- and softcopy daily reports in .pdf,

.doc, .xls of all adult arrestees released from the custody of the Jail. The system should allow the user to record all inmate transports, including the name of the transporting officer

and agency, the date and time of the transport, the reason(s) for the transport, whether or not the inmate is to be

returned to the Jail, and, if so, the date and time the inmate is to be returned. The system must provide for the standardized description of reason(s) for transport and other law enforcement

agencies.


Reports The system must provide the ability to generate standard and ad hoc user defined queries and/or reports to meet

defined business requirements and activities. This capability should be provided through the use of generally

available third party software, such as; Crystal Reports or MS SQL Report Services. The system must provide offender data in a manner that facilitates generation of housing and movement

management reports. The system must provide a mechanism to produce user defined operational data extracts for export or analysis.

Examples include; information regarding sex offenders status, parolees vs. offenders on probation, payment of

fees, and obligations, changes to the offender’s case information, status or demographic information, length of

time to be supervised, discharge dates etc. The system should generate a report for any specified date of inmates eligible for parole, but not released on

parole. The system must provide offender data in a manner that facilitates generation of housing and movement

management reports. The system must produce an offender population report, on demand, that displays all offenders under the

supervision of the facility. This report must be available online or in printed format for distribution in the

following file types: .pdf, .doc, .xls. The system must provide a mechanism to produce user defined operational data extracts for export or analysis.

Examples include information regarding sex offenders status, parolees vs. offenders on probation, payment of

fees, and obligations, changes to the offender’s case information, status or demographic information, length of

time to be supervised, discharge dates etc. The system should generate a daily report of hospitalized offenders, including location. The system should generate a monthly average count report for each institution covering the current fiscal year

and the past twelve months, with subtotals for both. The system must generate statistical reports of disciplinary incidents reports covering the current fiscal year to

date, the prior fiscal year, and the preceding twelve months, by level of charge, and guilt finding. All Reports must be able to be generated in .pdf, .doc., .xls.

The system must be able to produce reports in both electronic (.pdf, .doc, .xls) and hard copy format of all

recorded information related to any inmate or deputy for public records and/ or litigation purposes.

The system must provide an advanced search capability of the database that the user can define a specific query

based on defined search criteria that can be saved for future use.


Inmate Grievance The system should support a grievance logging system, tracking multiple levels of grievance processing, with an

initial logging and automated grievance number assignment procedure, noting date, time, and offender identity. The system should provide functions to enter and review inmate complaints and enter disposition

recommendations to the appropriate reviewing authority (warden/superintendent, usually, but specialized

reviewing authorities in cases of medical issues, etc.). The system should generate a grievance number including the year, month, day, and increment number. The system should provide receipts to the inmate of complaint/appeal submissions and reports of all

recommendations and decisions. The system should provide the ability to track the investigation and decision regarding all accepted complaints

received from offenders. The system should provide the ability to categorize complaints by type. The system should provide the ability to allow for recording the decision regarding an offender’s complaint and

provide a hardcopy notification to the offender. The system should provide the ability to track offender appeal of complaint decisions and support the

corresponding investigation and review process. This includes tracking the number of complaints against

individual staff. The system should provide the ability to determine whether an appeal was received and processed within the

acceptable time frame. The system should provide reports including the individuals receiving a summary of the complaint and

disposition, number of complaints filed by an offender, active complaints at various levels, complaints filed by

institution and location and by category, decisions by various levels, medical reporting, etc. The system should provide for several and distinct levels of recommendation and review of inmate complaints

and appeals with increasing levels of authority. The system should provide the ability to schedule and track revocation hearings and track any resulting appeals. The system should provide a grievance transaction report, accessible by date range, institution/facility, grievance

codes, grievance outcomes, and grievance levels, sorted in offender, grievance level or outcome order, and with

subtotal counts at each change in the value of the sort key and a total for the report. The system should provide a report listing grievances including a specified staff member over a specified date

range.


Property The system must provide the ability to keep a history of property received during or after intake and whether each

item was accepted or rejected and placed in storage or returned to the sender. The system must provide the ability to maintain a list of current property for each offender. The system must provide the ability to electronically produce a printed property inventory sheet for the offender

to sign. The system must provide the ability to record damage. The system must provide the ability to keep a history of what and how property is disposed of (including

disbursements) at institutions and field offices. The system must identify and document confiscation of property, which exceeds privilege limits or because of

disciplinary action The system must provide the ability to produce a receipt of all inventoried property and support electronic

signature capture of inmate and officer responsible for inventory of property The system must be capable of continuous, real-time tracking of unlimited numbered shelf locations in the

clothing storage area of the Jail. The system must be capable of automatically assigning an available shelf number for one or more inmate

property bins; with a manual override should some other storage location in the Jail be necessary. The system must be capable of recording separate location entries for clothing brought to the Jail for a particular

inmate to wear while appearing in court. The system should be capable of recording separate location entries for property types i.e. Valuables, Bulk

Property and Clothing Property. The system should provide the ability to record single item releases capturing prisoner’s authorization, who

inmate is releasing item to, date/time of release. The system must be able to track the issue of county owned property temporarily issued/assigned to the offender

(i.e., padlocks, clothing, etc.). The system must have a batch property screen that allows for easy entry of property items upon booking. The system should provide the ability to maintain a list of unclaimed articles found within the facility or grounds.

System must have the ability to assign unclaimed property to rightful owner, once learned.


Medical The system must allow the user to input the results of each medical/mental health examination, treatment orders,

prognoses, referrals, diagnoses, etc. The system must provide System Administrator-customizable medical screening questions and default

Yes/No/Refused answer fields for each question, to facilitate quick and routine medical screening. The system must provide the ability to generate and save adhoc queries on medical information i.e. Fourteen Day

Evaluation, Annual assessment, etc. The system must allow the user to record any and all medication each arrestee is currently taking. The system should provide standard lists for medications, illegal substances, and illnesses. The system should provide standard lists for special dietary restrictions/requirements. The system must include past incarceration medical history with current incarceration medical history in all

inmate medical record keeping.


Mugshot System

The Jail Management System provider must provide us with a mugshot system.


Website

The Jail Management System Provider must develop a website.


Bar Coding

Must be able to print a bar code with a picture for a inmates wristband.

Track various activities by scanning a barcode then an inmates wristband and inmate movements. These moves

include formal headcounts and hourly

REQUEST FOR PROPOSALS FOR A JAIL … FOR PROPOSALS FOR A JAIL MANAGEMENT SYSTEM FOR THE COLUMBIA...

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Transcript of REQUEST FOR PROPOSALS FOR A JAIL … FOR PROPOSALS FOR A JAIL MANAGEMENT SYSTEM FOR THE COLUMBIA...