11-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is accepting proposals from qualified vendors to provide ignition interlock devices, portable alcohol testing devices and associated services for Harris County Pretrial Services (HCPS).

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting it. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

Only vendors that are currently authorized vendors with the Texas Department of Public Safety (TXPDS) Ignition Interlock Device statute shall be considered for award. Authorization must be active and not suspended at the time of application and authorization at the time of contract award.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as it is in its best interest and is not automatically bound to renew.

SPECIFICATION

The vendor shall provide all the necessary labor, equipment and materials for ignition interlock and portable alcohol testing devices and associated services for monitoring client compliance with conditions of probation release and/or release on bond. The vendor proposals shall acknowledge TXDPS Ignition Interlock Device regulations. If the RFP standards of service are more restrictive than TXDPS regulations, the RFP standards prevail.

The vendor shall provide authorization by TXDPS to operate under the Ignition Interlock Device Program annually.

Vendor Accessibility Within thirty (30) days of contract award, the vendor shall appoint an administrative representative to serve the Harris County Area. The administrative representative shall be responsible for issues that arise that are not or cannot be resolved by the vendor or, if applicable, by the vendor's service center staff. Harris County reserves the right to speak with other individuals associated with the vendor, as may be necessary.

The vendor responses shall provide documentation that addresses whether the vendor is in, or shall be entering, sub-contractual relationships or partnerships for the provision of any products or services described in the RFP. This documentation shall include the name or Doing Business As (DBA), address, and contact person of the potential subcontractor(s).

Ignition Interlock Devices, Portable Alcohol Testing Devices and Associated Services for Harris County Pretrial Services

Provision of Equipment and Services

1. All ignition interlock device equipment proposed for use shall be provided (including shipping, storage and installation), serviced and maintained by the vendor for the term of the contract .

2. Products and services proposed by the vendor shall be provided, serviced, and maintained directly by or through the vendor for the term of the contract. In the case of Ignition Interlock Devices, products and services shall be provided, serviced, and maintained through a vendor-authorized Service Center that is approved by the TXDPS for ignition interlock device installation, removal, and maintenance. HCPS shall not consider ignition interlock devices that are Client-removable and shall be mailed to the vendor for replacement.

3. Alcohol testing devices shall be certified by the National Highway Traffic and Safety Administration (NHTSA) and/or independently certified by other industry leading standards.

4. All ignition interlock devices proposed shall, at the time of installation, be approved by the TXDPS. The vendor shall provide documentation of approval for ignition interlock devices being proposed in response to the RFP.

5. Alcohol testing devices provided by the vendor shall be capable of providing near-real time activity data via cellular or other communications.

6. Alcohol testing devices shall include a camera-equipped mechanism to confirm the identity of the person being tested.

7. The vendor shall provide in its response a detailed description of the periodic service/calibration process for the proposed Alcohol Testing Devices.

8. The vendor shall notify HCPS within one (1) business day of the vendor's awareness of a known recall or malfunction related to the device(s) supplied by the vendor and used by HCPS.

9. The vendor shall repair and/or replace defective or malfunctioning parts and/or equipment within one (1) business day after the notice of knowledge of a malfunction or failure that may impede or interrupt use of the alcohol testing device or associated services. If the device is an ignition interlock device, the vendor shall bear the cost of towing and/or other necessary expenses required to transport the client's vehicle to the vendor's Service Center in matters resulting from defective or malfunctioning parts or equipment. This applies to all agency pay and self-pay clients.

The vendor shall notify HCPS immediately on completion of the repair or replacement and confirm that the ignition interlock device is functioning properly.

10. The vendor shall complete installation or provision of the alcohol testing device within one (1) business day of the date it was scheduled to be installed or provided.

11. If installation, repair, or replacement of an ignition interlock device requires more than one (1) business day to complete, the vendor shall make suitable alternative transportation arrangements for the client at no cost to Harris County or the Client. Any alternative transportation provided other than public transportation shall be equipped with an ignition interlock device. Public transportation arrangements for the client's necessary daily travel are also acceptable.

12. The vendor shall replace its equipment that is lost, stolen, or damaged beyond repair at no additional cost to Harris County in a timeframe that ensures spare alcohol testing device equipment is available for installation or provision to clients. HCPS shall not pursue criminal action or file theft charges against a client if equipment is unrecovered or maliciously damaged. However, HCPS shall provide the vendor available documentation detailing the nature of the incident(s) that resulted in equipment loss or damage if HCPS has that information. Harris County shall not assume any responsibility for lost, stolen, damaged, or unrecovered equipment.

13. The vendor agrees to assume complete responsibility for all real and tangible property used by the vendor in the delivery of services pursuant to its agreement with HCPS. Harris County shall not assume liability for any property damage or loss resulting from the use of equipment or services provided by the vendor, and the vendor shall indemnify Harris County against any such claims.

14. The vendors proposing ignition interlock devices and services shall have and agree to maintain a minimum of ten

(10) fixed Service Centers in the Harris County area to provide equipment and services for the term of the contract.

The vendor shall have additional Services Centers (fixed and/or mobile). The vendor shall include in response to this RFP, a written statement agreeing to have and maintain the required number of Service Centers and the proposed locations in the Harris County Area.

a. The vendor’s Service Centers shall accommodate the service needs of Clients, at a minimum, during the normal business hours of Monday through Friday, from 8:00 a.m. to 5:00 p.m., as well as a minimum of two (2) Saturdays each month.

b. The vendor shall have adequately trained Service Technicians at its Service Center locations, as applicable, during operating hours, and shall ensure that each Service Center at all times has all necessary tools and supplies required to provide services.

c. The vendor shall have bilingual Service Technicians available at all Service Center locations.

d. The vendor shall terminate services within one (1) business day upon notification by HCPS and, in the case of ignition interlock devices, shall remove its equipment from the client's vehicle as soon as possible after termination notification.

e. The vendor shall not terminate a client from services, nor shall it deactivate, remove, or retrieve its equipment from the client or the client's vehicle (if applicable) without written authorization from HCPS.

Prior to termination, the vendor shall notify HCPS of any request for termination. HCPS shall determine if termination is justified and seek permission from court for removal or retrieval of equipment.

f. The vendor shall establish and maintain a seven (7) day per week, twenty-four (24) hours per day toll-free telephone number for customer service access. A voicemail service is not sufficient.

g. The vendor shall have a user-friendly website through which HCPS personnel may access all current and historical data for each HCPS client served by the vendor.

h. HCPS shall pay for products and services in use. For purposes of this RFP, "in use" refers to the period beginning with the date the device is installed in a client vehicle or provided to a client, and ending with the date HCPS notifies the vendor to terminate monitoring.

i. HCPS payments for the vendor’s equipment and services shall be made on a monthly basis to the vendor.

Individual payments shall not be made to vendor-authorized Service Centers. The vendor proposals shall explicitly acknowledge and agree to this requirement.

At all times relevant, the client shall have custody of the equipment and is solely responsible for its care and return to the vendor. The vendor shall provide HCPS and the client with a copy of any formal agreement entered by the client with the vendor. Any such formal agreement to be used shall be submitted to and approved by HCPS prior to use. The vendor requirements of the client shall not conflict with any HCPS requirements.

Equipment Changes/Upgrades When a manufacturer of equipment being used by HCPS or its clients under the terms of any agreement with HCPS, makes improvements or upgrades to any equipment, and/or software being provided under such agreement, the vendor shall provide notice of such improvements or upgrades to HPCS. Equipment and/or software upgrades shall not result in price increases to HCPS.

Ignition interlock devices and any applicable upgrades to such equipment shall maintain compliance with TXDPS rules governing such devices.

The vendor shall provide HCPS identification of all proposed changes to equipment submitted to TXDPS for approval.

Upon approval by TXDPS, the vendor shall submit proof of approval to HCPS.

Ignition Interlock Devices and Services The vendor shall furnish ignition interlock devices and all necessary equipment and services for clients referred to the vendor by HCPS. HCPS reserves the right to designate and/or approve the vendor's ignition interlock device and systems that shall be used for each client.

All ignition interlock devices and associated services proposed shall meet the requirements of Section 37, Part 1, Chapters 10 and 19 of the Texas Administrative Code, and the vendor shall agree to remain in compliance with those rules and requirements throughout the term of the contract. Additionally, the devices shall be alcohol specific. Alcohol set points for all startups, restarts, and retests shall be an alcohol concentration of 0.03g/210 liters of breath. Confirmation of compliance with the state statute shall be provided annually.

All ignition interlock devices proposed and provided by the vendor shall have current TXDPS approval, and the vendor shall provide with its proposal documentation of such approval.

The vendor proposals shall include complete, descriptive information about the proposed device(s), including technical specifications, and a complete configuration profile for the proposed device(s).

Proposed devices shall communicate results to the vendor in near-real time.

Additional Detail for Ignition Interlock Devices

1. Ignition starts and stops, including dates and times.

2. Authorized starts, including dates and times.

3. Unauthorized starts, including dates and times.

4. Recorded Breath Alcohol Content (BrAC) levels at each breath sample request, including dates and times.

5. Rolling retest refusals, including dates and times.

6. Rolling retest failures, including dates and times.

7. Recorded BrAC levels at each rolling retest, including dates and times.

8. Device circumvention attempts, including dates and times.

9. Photographic evidence that permits determination of whether the Client is the person using the Ignition Interlock

Device, including date and time. Power off, including dates and times.

10. Power on and off, including dates and times.

11. Handset disconnects, including dates and times.

12. Handset connects, including dates and times.

13. Aborts, including dates and times.

Programming for Tests Startup - After a positive result reading of 0.030g/210 liters of breath or above at startup, the device shall be able to retest the offender/defendant as soon as the device resets. If the subsequent test result is also positive, a presumptive positive alcohol violation shall be reported. If the subsequent test is refused, a violation shall be reported. If the subsequent test is passed, no violation shall be reported.

Rolling retests – After a positive result reading of 0.030g/2 IO liters of breath during a rolling retest, the device shall be able to retest the client no less than two (2) times within the next fifteen (15) minutes.

Ignition Interlock Device Settings and Thresholds

1. Negative Result – A test result indicating that the alcohol concentration is less than the startup set point value. Breath samples at or below 0.029g/210 liters of breath.

2. Positive Result – A test result indicating that the alcohol concentration meets or exceeds the startup set point value.

Breath samples at or above 0.030g/210 liters of breath.

3. The device shall only provide two test results Pass or Fail/Violation.

Programming for Temporary Lockout The device shall remain in temporary lockout status, during any start or restart attempt where the BrAC is 0.030g/210 liters of breath or above, however, the device shall allow for a retest at startup described above.

The ignition interlock device shall be equipped with digital camera technology to provide evidence that the client is the person using the ignition interlock device by capturing a picture of the user each time the ignition interlock device is used.

The ignition interlock device shall undergo a calibration check at the time of installation and each time a client reports for service, but no less than once per month.

The ignition interlock device shall have a toll-free number permanently marked on the unit that is viewable by the client after the device is installed.

The vendor shall enroll the client and have the ignition interlock device installed in the appropriate vehicle within three

(3) business days from the date the client contacts the vendor and shall complete the installation within one (1) business day of the scheduled installation date. The vendor shall send installation confirmation to HCPS, in the manner prescribed by HCPS, of the date and time of installation.

Installed ignition interlock devices shall be serviced at least once every thirty (30) days, to include any applicable or necessary uploading of client vehicle and activity data to the vendor's system and calibration of the installed ignition interlock device, unless otherwise directed in writing by HCPS. The client is required to bring their vehicle into a Service Center location for calibration.

The vendor shall notify HCPS within one (1) business day of a client's failure to report for installation as scheduled with the vendor.

The vendor shall report to HCPS, within forty-eight (48) hours, a client's failure to report for any service appointment (e.g., routine service and calibration, as a result of a violation, as a result of a failure to upload data).

Portable Alcohol Testing Devices The vendor responses shall clearly indicate whether the vendor is proposing portable alcohol testing devices and services.

Proposed portable alcohol testing devices shall be alcohol-specific and shall communicate BrAC results to the vendor in near-real time.

HCPS is particularly interested in devices that do not rely on the client's ce1lular telephone for testing or transmission of test result data. Additionally, HCPS is interested in a compact and lightweight device.

Proposals that propose devices that are not an adaptation of an ignition interlock device approved by the TXDPS shall include sufficient information to demonstrate that the device shall reliably detect the presence of alcohol and provide quantitative BrAC results.

Proposals shall indicate the power requirements for the proposed device(s) and shall indicate whether the device may utilize an alternative power source, such as a rechargeable battery. If necessary, the vendor shall provide alternative charging options, including a car charger and/or wall charger.

The vendor shall enroll the client and shall provide the alcohol testing device to the client within three (3) business days from the date the client contacts the vendor. The vendor shall send installation confirmation to HCPS, in the manner prescribed by HCPS, of the date and time of installation.

Portable alcohol testing devices shall be provided on the same day that the client reports to a Service Center location.

Additional Detail for Portable Alcohol Testing Devices

1. Recorded BrAC levels at each breath sample request, including dates and times.

2. Device circumvention attempts, including dates and times.

3. Photographic evidence that permits determination of whether the Client is the person using the Portable Alcohol

Testing Device, including date and time.

4. Power off, including dates and times.

5. Power on, including dates and times.

6. Aborts, including dates and times.

Portable Alcohol Testing Device Settings and Thresholds

1. Negative Result – A test result indicating that the alcohol concentration is less than the startup set point value. Breath samples below 0.029g/210 liters of breath.

2. Positive Result – A test result indicating that the alcohol concentration meets or exceeds the startup set point value.

Breath samples 0.030g/210 liters of breath or above.

3. The device shall only provide two (2) test results pass or fail/violation.

Data Proposals shall include complete descriptive information about the vendor's system that receives and processes data obtained from installed alcohol testing devices.

Proposals shall clearly describe how device data are communicated to the vendor's system and the frequency with which the data are communicated (e.g., periodic service appointments at which the data are uploaded to the vendor's system, internal cellular communications ability that permit the device to upload data between service appointments).

Data Collection The vendor shall employ a database system in which data from all vendor alcohol testing devices are captured and stored.

The data shall be retained in compliance with HCPS requirements. All data collected shall be available to HCPS for viewing and printing via a vendor-owned and maintained website within two (2) hours of the vendor's receipt of the data.

At a minimum, the vendor's database system shall be able to capture, store, and report for each alcohol testing device, the following, as may be applicable:

Reporting Requirements The vendor shall comply with specific reporting requirements provided by HCPS. The vendor shall collect and maintain reporting data in electronic format and be prepared to submit, upon request of HCPS, the data that supports any conclusions drawn by the vendor regarding a client's activities. All reports generated shall be strategically designed to compile data, ensuring optimal efficiency and effectiveness.

The format of all reports provided by the vendor shall meet HCPS' needs and shall be approved by HCPS prior to use by the vendor. Vendor shall provide a sample of all reports available in response to this RFP.

The vendor shall make available to HCPS an electronic summary and detailed report of vendor-recorded client events within one (1) business day after receiving a request from HCPS. The reports shall include any supporting documentation, remarks, and comments, including but not limited to:

1. Notification of installation.

2. Notification of removal.

3. All service reports, with any evidence that the client is the person using the vendor's device.

4. Compliance

5. Violations

6. Any unusual or irregular events. A report shall be generated when devices stop communicating with the vendor system. HCPS shall collaborate with the vendor to define the reporting requirements for this report.

The vendor shall make available to HCPS an automated electronic summary and detailed report of vendor-recorded client events as established by HCPS within one (1) business day. The report shall be received Monday through Friday by 6:00 A.M. The report shall include the following information:

1. Reporting authority (assigned case manager)

2. Client’s last name, first name

3. Date of birth

4. Account number

5. Installation date

6. Case number

7. Last service date

8. Lockout status: the date the client went into lockout.

9. Lockout status: the number of days currently in lockout.

10. Equipment type: interlock or portable/home unit

11. Number of high BrACs

12. Number of illegal starts

The above report shall include the above violations received over the previous twenty-four (24) hours, except for Mondays, which shall include violations from the previous Sunday, Saturday, and Friday. HCPS shall collaborate with the vendor to define the reporting requirements for this report.

The vendor shall provide designated HCPS personnel a monthly report listing the names, dates of birth, and Harris County System Person Number (SPN), if appropriate, for each client being served by the vendor at the beginning of each month.

Website and Data Transfer The vendor shall have the ability to develop and maintain a secure, user-friendly website through which HCPS personnel may access all current and historical data for each HCPS client served by the vendor. All aspects of the website, including but not limited to format, content, and ease of use, shall be approved by HCPS. The vendor shall bear all expenses of website development and maintenance required to meet HCPS needs.

HCPS is particularly interested in a website that allows personnel to access and view only HCPS clients. The website and all related reports shall pertain solely to HCPS clients. The vendor shall have the capability to distinguish HCPS clients from clients of other jurisdictions it manages, including other Harris County departments. The website shall have the ability to allow personnel to update the monitoring authority for each client assigned to HCPS. Additionally, you shall have the capacity to incorporate dashboards that can provide a user-friendly overview of all clients assigned to HCPS.

The vendor's website shall be secure, using the most current security practices, including individual user login identification prior to the display of any information. Encrypted transmission of all offender/defendant information and user login identification shall be required. The vendor shall collaborate with HCPS to determine best practices for website encryption. HCPS shall be the sole arbiter of any collaborative decisions. HCPS shall retain the right to require updates to the information to be included on the website, whether removing or adding information.

Individual user accounts and passwords shall be provided to all designated HCPS personnel. The vendor shall provide a contact person responsible for receiving and maintaining the list of active HCPS personnel. The vendor shall collaborate with HCPS to determine the method of notification for newly hired or departed employees of HCPS who need user account activation or deactivation.

As needed, within ninety (90) days of HCPS providing specifications, the vendor shall develop a method to electronically exchange data with HCPS' information system, including, but not limited to, installations, violations, and standard reports.

The vendor shall have and maintain a secure, user friendly website through which HCPS personnel shall access all current and historical data for each client's alcohol testing device. All aspects of the website, including, but not limited to, format, content and ease of use, shall be approved by HCPS. The vendor shall bear all expenses of website development and maintenance.

The vendor website shall be secure, using the most current security practices, including individual user login identification prior to the display of any information. Encrypted transmission of all offender/defendant information and user loin identification shall be required. The vendor shall collaborate with HCPS to determine best practices for website encryption. HCPS shall be the sole arbiter of any collaborative decisions.

The website shall not be limited to but shall, at a minimum, be able to provide the following, as shall be applicable:

Ignition Interlock Devices

1. Ignition starts and stops, including dates and times.

2. Authorized starts, including dates and times.

3. Unauthorized starts, including dates and times.

4. Recorded BrAC levels at each breath sample request, including dates and times.

5. Rolling retest refusals, including dates and times.

6. Rolling retest failures, including dates and times.

7. Recorded BrAC levels at each rolling retest, including dates and times.

8. Device circumvention attempts, including dates and times.

9. Photographic evidence that permits determination of whether the client is the person using the ignition interlock device, including date and time.

10. Power off, including dates and times.

11. Power on, including dates and times.

12. Handset disconnects, including dates and times.

13. Handset connects, including dates and times.

14. Aborts, including dates and times.

Portable Alcohol Testing Devices

1. Recorded BrAC levels at each breath sample request, including dates and times.

2. Device circumvention attempts, including dates and times.

3. Photographic evidence that permits determination of whether the client is the person using the Portable Alcohol

Testing device, including date and time.

4. Power off, including dates and times.

5. Power on, including dates and times.

6. Aborts, including dates and times.

Records Retention and Disaster Recovery The vendor shall retain the alcohol testing device records of each client for a minimum of five (5) years from the date its services to a client are terminated by HCPS.

The vendor shall allow HCPS access to these records in their database beyond the scope of this contract, if necessary, to meet this requirement.

If necessary, in the event of contract termination, the vendor shall collaborate to transfer current and historical client data to HCPS in a form that may be used for analysis and reporting.

The vendor shall have in place a records backup system to preserve and recover records in the event of a disaster and/or catastrophic loss of data storage. The vendor proposals shall describe this system as currently implemented by the vendor.

Security, Privacy, and Disclosure of Information The vendor shall provide a statement of acknowledgement and detailed description of measures taken to ensure compliance with and adherence to each of the following requirements of confidentiality:

1. The vendor shall ensure that all persons having access to or custody of records understand and comply with these confidentiality requirements.

2. The vendor is contracting with Harris County. No unauthorized access to the system is allowed and no information shall be disclosed to any third party, including a court, without the written authorization of HCPS.

3. The confidentiality of client records shall not be compromised.

4. All data collected shall be saved in its original font and shall not be altered. Explanatory notes shall be appended but shall not alter the data.

5. Client records shall be made available to HCPS staff. Disclosure of records and discussion with HCPS staff under this paragraph shall be unrestricted.

6. The vendor shall notify HCPS immediately upon receipt of any legal process requesting or requiring disclosure of any records for any client or all clients.

7. The vendor shall provide a statement of acknowledgement and a detailed description of measures taken to ensure compliance with each of the following requirements of disclosure:

a. Any personal or monitoring information regarding a client that is made available to the vendor shall be used by the vendor only for the purpose of providing services to HCPS and the client and shall not be divulged or made known in any manner to any person except as shall be necessary to provide services as required by HCPS.

b. The vendor shall be responsible for protection of the confidentiality of each client's records and shall assure that all work is performed under the supervision of the vendor or the vendor's responsible employees.

c. Each employee of the vendor to whom the information shall be available or disclosed shall be notified in writing by the vendor that the information disclosed can be used only for specific purpose and to the extent necessary to accomplish the services for HCPS and the client.

Training and Orientation The vendor shall agree to provide, at no additional cost to Harris County, employee training (e.g., current client services, report interpretation, web-based services) and any supplemental training that shall be needed. Under this paragraph, training needs shall be determined and approved by HCPS.

The vendor shall agree to provide, at no additional cost to Harris County or the client, comprehensive training including but not limited to:

1. The operation and proper maintenance of the vendor's equipment and system.

2. Service Center locations, if applicable.

3. When to report for service, calibration, and/or data download processes.

4. Upon award of contract, HCPS shall approve the content of any client orientation offered.

5. The vendor’s proposal shall clearly indicate the availability of client-oriented videos on the vendor's website that provide client instruction aimed at improving client compliance with testing and maintenance requirements.

6. HCPS shall approve of the content of any HCPS or client training offered.

Testimony When required, at no additional cost to Harris County or the client and regardless of the client's county of original jurisdiction, the vendor shall provide documentation and/or testimony as shall be required in a client's case. The vendor shall provide documentation and/or testimony by any means required by the court, including but not limited to, formal affidavit, telephonic testimony, remote video testimony, or in-court testimony.

If the vendor is subpoenaed for records or testimony, the vendor shall notify HCPS electronically of any subpoena within one (1) business day.

Transition At contract award, vendor shall participate in transitioning clients that are paid for by HCPS. This shall include but is not limited to replacing any such provider’s equipment with the current vendor’s equipment and returning the previous provider’s equipment to the previous provider, as may be necessary.

Clients shall be responsible for the return of any portable testing equipment to the provider from which it was obtained.