Burleigh County Detention Center Request for Proposal. Solicitation for Jail Management System

Transcription

1 Burleigh County Detention Center Request for Proposal Solicitation for Jail Management System Deputy Tom Schroeder-Automation & Technology 5/22/2012

2 REQUEST FOR PROPOSAL BURLEIGH COUNTY DETENTION CENTER BISMARCK, NORTH DAKOTA I. Introduction The Burleigh County Detention Center is requesting proposals for a jail management software system. The desired JMS software will be one that can not only accommodate the existing need of BCDC, but is one that continually changes with the ever changing corrections and software environment. The Burleigh County Detention Center operates at the following location: Burleigh County Detention Center Administrator: Sheriff Pat Heinert 514 East Thayer Ave. Bismarck, ND Total Number of Beds: 138 Average Population (2011): 131 Contact Person Name: Deputy Tom Schroeder Automation & Technology Organization: Burleigh County Sheriff s Department & Detention Center Address: 514 East Thayer Ave. Bismarck, ND Telephone Number: address: tom@burleighsd.com II. Objectives of RFP To result in a contract between the successful bidder and the BCDC that will meet the following objectives: Name of Company Name of Official Order Placement / Contact Name Address City, State, Zip Telephone Number Fax Number All post-award terms, conditions, and specifications set forth in this Proposal document shall become part of the contract documents. Bidders are reminded to return the entire RFP with their submission to: Deputy Tom Schroeder, Automation and Technology, Burleigh County Sheriff s Department, PO Box 1416, Bismarck, North Dakota, by 4:00 pm June 29 th, Page 1

3 JAIL MANAGEMENT SYSTEM Software: The System must include the following functions for twenty simultaneous users: Allow for streamlined booking process through a wizard that steps the booking officer through the process Photo imaging with photo line-up capabilities and maintain an unlimited number of photos per booking. Jail Disciplinary / Incident Logs Electronic Daily Shift Logs which utilizes both manual entry and a barcode scanning system Comprehensive Audit Log that records user info, date/time and description of data event Medical intake questionnaire for inmates Ability to print jail rules for inmates Inmate property tracking and reporting The system MUST utilize digital signature pads for locations in which the offender must sign User / Role based security features Ability to customize screens for security and users Lookup of inmates by cell through graphical display of jail facility. Lookup of inmates through Head Count Roster System must interface with AFIS Livescan System System must interface with VINE System Quick view of inmate statistics (statistical categories to be determined by Burleigh County Detention) Main Screen display of the inmate count Ability to Temporary Release Inmate and rebook inmate to same record. Ability to track Home Incarceration and Work Release System must contain an internal system. System must run on Microsoft Windows XP Professional, Vista Business, and Windows 7 Professional operating systems. Both x86 and x64 MUST BE SUPPORTED WITH WINDOWS 7 Professional System database must be on Microsoft SQL 2008 Server. System must provide a web based interface allowing external persons to retrieve specific inmate record information. System must be capable of connecting to an external monitor which will display a listing of the cells and occupants or a floor blueprint which shows a listing of occupants in those locations, automatically updated, and can provide for color coding of inmates. System must contain a custom report writing tool that allows for ALL system reports to be customized by the agency and allows for creation of new reports. System must be designed in a N Tier architecture. System must allow custom PREA question configuration System must be written utilizing Microsoft Visual Studio and Microsoft.Net Framework. System must allow a web based secure login for other law enforcement agencies so they may conduct investigative photo line-ups. System must be able to print and create reports not limited to: Daily Jail Roster Warrants Report (active & non-active) Personal Property Taken Report Property Issued to Inmate Photo Intake Sheet Medical Release Page 2

4 Personal Property Release State & City Board Bill PREA Report Discipline Report Social Security Reporting Administrative While the cost is a major factor in the decision making process, Burleigh County reserves the right to select a vendor based on the vendor that may have a higher price and by evaluation best meets the county s requirements. Burleigh County reserves the right to reject all proposals should the cost of said proposals be deemed to exceed the cost benefit, be excessive of market conditions, or for any basis it deems necessary. The final contract shall be a negotiated agreement between the County and Contractor. If during the negotiation process an impasse is reached between the two parties, Burleigh County has the right to cease negotiations and begin negotiations with the next selected vendor. Due to the complexity of JMS programs and the modular design of many programs, vendors utilizing a modular pricing structure are to itemize the cost of any optional modules that would be necessary for a fully operational JMS program for the Burleigh County Detention Center. Each proposal must include sufficient data to allow for the verification of the total cost of the vendor s ability to provide a JMS package and any subsequent additions that may be offered. Any questions pertaining to this RFP are to be ed to Tom Schroeder at tom@burleighsd.com Page 3

5 I. COVER LETTER REQUEST FOR PROPOSAL REQUIREMENTS a. Indicate name of firm, address, contact information, and a statement of proposed solution to satisfy all the functional, technical and support necessary for a successful implementation II. COMPANY INFORMATION a. Vendors must provide information about their company so that the County can evaluate a vendor s stability and ability to support the contract. b. Number of years in business c. Number of years producing JMS software d. Brief description of company size and organization e. A listing of any current financial/re-organization proceedings (i.e. buy-out, bankruptcy, merger, down-sizing, pending and/or past lawsuits) f. Dunn & Bradstreet number g. A list of all jails where the JMS is currently running in a production environment, including the bed size of the jail and if known, average daily population. h. Number of days from contract award necessary to deliver, install and train staff to get in production mode. III. PLATFORM a. Specify which platforms your application can run IV. SOURCE CODE a. Specify what programming language(s) were used to develop your application. V. DATABASE a. Specify what type of database(s) the JMS utilizes b. Explain the ability of the database(s) to backup and recover from production data problems c. Explain the ability of the database(s) to be backed up without having to disable the database VI. HARDWARE a. Provide minimum workstation configuration necessary to support the JMS b. Provide optimal workstation configuration necessary to support the JMS c. Provide minimum server configuration necessary to support the JMS. Include any necessary software that may be required and versions supported d. Provide optimal server configuration to support the JMS VII. ARCHIVAL a. Explain the ability of the JMS to archive data Page 4

6 VIII. APPLICATION RESPONSE TIME a. If known, provide the JMS response time for: b. A database update request c. Online inquiry information retrieval d. An ad-hoc report request e. A form print request f. A standard report request IX. CONVERSION a. There will be no conversion of existing data X. INTERFACE(S) a. List all interfaces that the JMS is currently configured for and would be in included b. List any interfaces that would be included that aren t currently operational. List date of operation XI. TRAINING a. Define the proposed training program that would be included to train staff b. Describe the training project team if other than self c. Describe whether the JMS will be installed in a test environment d. Describe on-line and any printed documentation to be supplied e. Screen descriptions f. Ad hoc report writer g. User s manual h. Technical manual i. Backup recovery j. Operations manual k. Application data diagram l. Database scheme m. Etc XII. INSTALLATION a. Describe the installation/implementation procedure that would be required at the server and workstation locations. Vendor will be responsible for installation of required software on the server(s) and any training of IT personnel in the backup/restore and system maintenance activities b. Describe the expected number of County FTE hours necessary for the installation process XIII. WARRANTY / MAINTENANCE / SUPPORT a. Vendor will be required to provide ongoing technical support. If for any reason the vendor is no longer able to provide continuing support for the software, they will provide full system documentation and source code to the County b. Provide the dates and number of releases of the JMS software in the last three (3) years. Indicate the features in each of these releases that were initiated by client requests and the features that were initiated by the vendor Page 5

7 c. If a new release is forth coming, please describe the changes, anticipated release date and whether release is included in this proposal d. Describe what the warranty covers and the length of the warranty period e. Describe what a maintenance and support agreement would cover and what alternatives may exist f. Describe procedure for securing assistance g. Direct support, filing a trouble call, etc. h. Average response time for resolution of a trouble call i. Describe the procedure for any custom modifications of the software j. Describe procedure for installing new releases of the JMS software k. Describe how client feedback is gathered for software improvements. XIV. CLIENT REFERENCES Provide three (3) references that: a. Have a bed capacity of and have been clients for three or more years b. Name of Jail c. Address d. Date of installation e. Number of beds f. Name of contact, address, phone number, and if known, address XV. COST a. Provide an itemized cost of JMS software and any optional components/modules that optionally may be added. Please indicate the make/model of optional components such as: 1. Fingerprint scanners (each) 2. Signature pads (each) 3. Barcode readers (each) 4. Booking camera(s), pan/tilt controls 5. ID Bracelets (per #) and printer 6. If cost is dependent upon number of users, concurrent users, workstations or other, please itemize cost accordingly 7. Additional booking cameras b. Provide the cost of an annual maintenance agreement c. Data conversion of existing data. Our current database was originally a MS Access 97 db format and has been converted to SQL XVI. Selection Process The selection process will be a committee of 4 members from the Burleigh County Sheriff s Department and Detention Center that will score applicants in the following categories: Description of product Technical capabilities Experience and performance records Understanding of project and proposed work approach Knowledge of regulations and local conditions Ability to meet required components References Costs Proposed schedule/level of service Page 6

8 Response Date: Vendor responses shall be delivered via mail to the below address no later than Friday June 29th, 2012 by 4:00 p.m. Central Standard Time. Address: Award Tom Schroeder Burleigh County Sheriff s Department Box 1416 Bismarck, ND Date and time of proposal opening: July 2 nd, :00 PM CST Page 7