12-696-BF-26-O033 Solicitation.pdf

Texas Department of Criminal Justice Response Cover Page

This form requests basic information about the Respondent and project and must be completed in its entirety, including the signature of the Authorized Representative.

SOLICITATION INFORMATION

Document Type: 2 Statutory Cite: Texas Government Code, Section 2157.006

1) Solicitation Number: 696-BF-26-O033

2) Issue Date: 3) Deadline: September 17, 2026

August 17, 2026 3:00 p.m. CT

4) Contract Specialists: Robbie Tucker (936)437-3812 robbie.tucker@tdcj.texas.gov

(reference Section G.2.2) Janice Wooley (936)437-3844 janice.wooley@tdcj.texas.gov

5) Type of Solicitation: RFO-Request for Offers

6) Solicitation Description:

The Texas Department of Criminal Justice requires a Contractor to provide, by lease, a Photo and ID Card solution to produce digitally printed color identification cards for both employees and Inmates and to store and retrieve black-and-white Mug Shots of Inmates, preferably utilizing a web-based solution.

RESPONSE SUBMISSION

7) Submission Portal: https://tdcj.bonfirehub.com

Reference Section L for complete submission instructions. LATE RESPONSES WILL NOT BE ACCEPTED.

RESPONDENT INFORMATION

8) Legal Business Name:

9) Mailing Address Information (include street, city, county, state and 9-digit zip code):

10) Payee Name and Mailing Address, including 9-digit zip code (if different from above) (remittance address if not electing Direct Deposit):

11) Federal Tax ID No. (9-digit), State of Texas Comptroller Vendor ID Number (14-digit) or Social Security Number (9-digit):

12) Type of Entity (check all that apply):

Corporation (incorporated under the laws of the State of _____________)

Partnership Individual Non-Profit Organization* Joint Venture

*If incorporated, provide 10-digit charter number assigned by Secretary of State:

If a Foreign Entity:

Individual Partnership Joint Venture

Non-Profit Organization

Corporation (registered for business in _________________ (country)

13) Prompt Payment Discount: _____ % _____Days or Net 30 (reference Section G.3 for additional information)

14) Amendments: Signed and submitted by the Respondent via Bonfire prior to the deadline.

RESPONDENT AUTHORITY AND SIGNATURE

15) Point of Contact Name: __________________________________ Title: __________________________

Email address: ____________________________________________ Telephone #: ___________________

16) Authorized Signature: Date:

NOTE: THIS PAGE WILL BE REPLACED AT TIME OF AWARD WITH THE CONTRACT AWARD PAGE.

SUMMARY OF KEY DATES

In compliance with Texas Government Code 2161.252, it has been determined there is not a probability of subcontracting opportunities available for this Solicitation and the completion of a Subcontracting Plan will not be required for this Solicitation.

August 17, 2026 Issue Solicitation

August 25, 2026 Pre-Proposal Conference

August 30, 2026 3:00 p.m. CT Deadline for Written Questions for Clarification to the Department

September 7, 2026 Expected Date for Amendment to Answer Questions

September 17, 2026 3:00 p.m. CT Deadline for the Department Receipt of Responses.

Late Responses will not be accepted.

September 1, 2027 Service Commencement Date

696-BF-26-O033

TABLE OF CONTENTS

Page

SUMMARY OF KEY DATES

SECTION A - CONTRACT DEFINITIONS

A.1 GENERAL DEFINITIONS

A.2 SERVICE SPECIFIC DEFINITIONS

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired B.1.2 Pricing Instructions

B.2 PRICING SCHEDULE

B.2.1 Lease Pricing Schedule B.2.2 Additional Cost and Detail

B.3 ALLOWABLE COSTS

B.4 NON-ALLOWABLE COSTS

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

C.2 COMPLIANCE WITH APPLICABLE RULES, REGULATIONS, POLICIES,

PROCEDURES, AND LAWS

C.3 SCOPE OF WORK

C.3.1 Scope of Work for the Photo and ID Card Solution C.3.2 Scope of Work Relating to the Department's Micro Focus Enterprise Server

C.4 PHOTO AND ID CARD SYSTEM REQUIREMENTS

C.5 ID CARD SPECIFICATIONS

C.5.1 ID Card Formatting

C.6 MUG SHOT SPECIFICATIONS

C.7 WORKSTATION HARDWARE AND SOFTWARE

C.7.1 Basic Workstation Configuration C.7.2 Additional Hardware Components C.7.3 Software C.7.4 System Information Security/Cybersecurity Requirements C.7.5 Specific Workstation/Camera Solution Requirements

C.8 IMPLEMENTATION

C.8.1 Project Timelines for Deliverables

C.8.2 Implementation Phases Smart ID Cards C.8.3 Installation Schedules C.8.4 Problem Resolution Report C.8.5 Project Deliverable Status C.8.6 Change Control Process

C.9 CONTRACTOR STAFF

C.9.1 Contractor Staff Requirements

C.10 WORK SITE AND OTHER REQUIREMENTS

C.10.1 Contractor Access C.10.2 Existing Utilities and Structures C.10.3 Storage/Waste Removal C.10.4 Contractor Parking C.10.5 Disposal of Salvageable Items C.10.6 Codes C.10.7 Parts

C.11 TESTING

C.12 MAINTENANCE

C.13 SUPPLIES

C.14 TRAINING/MANUALS

SECTION D - REQUIRED DOCUMENTS FROM CONTRACTOR

SECTION E - INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.2 INSPECTION BY STATE EMPLOYEES

E.3 MONITORING CRITERIA

E.4 AUDITS BY OTHER AGENCIES

E.5 FRAUD, WASTE, OR ABUSE

SECTION F - DELIVERIES OR PERFORMANCE

F.1 CONTRACT TERM

F.2 OPTION TO RENEW THIS CONTRACT

F.3 OPTION TO EXTEND SERVICES

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 CLAUSES INCORPORATED BY REFERENCE

G.2 AUTHORITY - AUTHORIZED REPRESENTATIVE, CONTRACT SPECIALIST, TDCJ-

CTF MONITOR, AND CONTRACTOR’S PROJECT MANAGER

G.2.1 Authorized Representative G.2.2 Contract Specialist G.2.3 TDCJ-CTF Monitor G.2.4 Contractor’s Project Manager

G.3 INVOICE REQUIREMENTS

G.4 PAYMENTS

G.4.1 Payment Adjustment G.4.2 Late Payment G.4.3 Deductions for Unacceptable Compliance Standards G.4.4 Withholding of Payment G.4.5 Right to Offset

G.5 ANNUAL FINANCIAL DISCLOSURE REPORTS

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 INSURANCE REQUIREMENTS

H.1.1 Required Provisions

H.2 SUBCONTRACTORS

H.3 CRIMINAL HISTORY INFORMATION COMPLIANCE

H.4 OTHER CONFIDENTIAL OR SENSITIVE INFORMATION

H.5 BOOKS AND RECORDS

H.6 ORGANIZATIONAL AND NAME CHANGE

H.7 FREE EXERCISE OF RELIGION

H.8 DELAY OF SERVICES

H.9 SECURITY

H.10 UTILIZATION OF SERVICES

H.11 TRANSITION

H.12 USE OF CONTRACT BY OTHER STATE AGENCIES

SECTION I - CONTRACT CLAUSES

I.1 ADVERTISING OF AWARD

I.2 DEFAULT AND TERMINATION

I.2.1 Default by the Contractor

I.2.2 Further Opportunity to Cure I.2.3 Remedy of the Department I.2.4 Termination for Convenience I.2.5 Termination by Mutual Agreement I.2.6 Termination Procedures I.2.7 Default by the Department I.2.8 Remedy of the Contractor

I.3 NO WAIVER OF RIGHTS

I.4 TAXES/WORKERS’ COMPENSATION/UNEMPLOYMENT INSURANCE - INCLUDING

INDEMNITY

I.5 NO WAIVER OF DEFENSES

I.6 INDEPENDENT CONTRACTOR

I.7 MAINTENANCE OF CORPORATE EXISTENCE AND BUSINESS

I.8 APPROVAL OF CONTRACT

I.9 NON-DISCRIMINATION

I.10 CONFIDENTIALITY

I.11 CONTRACT CHANGES

I.12 SEVERABILITY

I.13 IMMIGRATION

I.14 NO LIABILITY UPON TERMINATION

I.15 LIMITATION ON AUTHORITY

I.16 INTELLECTUAL PROPERTY INDEMNIFICATION

I.17 ELECTRONIC AND INFORMATION RESOURCES ACCESSIBILITY STANDARDS, AS

REQUIRED BY TEXAS ADMINISTRATIVE CODE, TITLE 1, PART 10, CHAPTER 213

I.18 RIGHTS TO DATA, DOCUMENTS AND COMPUTER SOFTWARE (STATE

OWNERSHIP)

I.19 FORCE MAJEURE

I.20 NOTICES

I.21 SUBSTITUTIONS

I.22 REQUIRED COOPERATION IN LEGAL MATTERS

SECTION J - LIST OF EXHIBITS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

RESPONDENTS

K.1 RESERVED FOR FUTURE USE

K.2 FRANCHISE TAX REPRESENTATION

K.3 REPRESENTATIONS OF THE RESPONDENT

K.3.1 Organization and Qualification K.3.2 Authorization K.3.3 No Violation of Agreements, Articles of Incorporation or Bylaws K.3.4 No Defaults Under Agreements K.3.5 Compliance with Laws K.3.6 No Litigation K.3.7 Taxes K.3.8 Financial Statements K.3.9 No Adverse Change K.3.10 Disclosure K.3.11 No Collusion K.3.12 Disclosure of Interested Parties K.3.13 Felony Convictions K.3.14 Trade Practices; Unfair Business Practices K.3.15 Notification

K.4 REPRESENTATIONS OF THE DEPARTMENT

K.4.1 Authorization K.4.2 No Violation of Agreements K.4.3 Disclosure

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO RESPONDENTS

L.1 DISCUSSIONS, CORRESPONDENCE, AND AMENDMENTS TO THE SOLICITATION

L.2 LATE SUBMISSIONS, MODIFICATIONS, AND WITHDRAWALS OF RESPONSES ..71

L.3 SIGNATURES ON RESPONSES SUBMITTED

L.4 RESPONSE ACCEPTANCE

L.5 CONTRACT AWARD

L.6 RIGHTS OF THE DEPARTMENT

L.7 RESPONSE PREPARATION INSTRUCTIONS

L.8 RESPONSE SUBMISSION FILES AND CONTENT

L.8.1 Response Cover Page L.8.2 Response Introduction L.8.3 Pricing Schedule and Budget Narrative L.8.4 Response to Each Requirement in Section C L.8.5 TDCJ Required Contract Clauses L.8.6 Response to Electronic Information Resource Accessibility Requirements L.8.7 Respondent’s Financial Statements L.8.8 Statement of Compliance with Sections E through K L.8.9 Project Plan and Timeline

L.9 PRE-PROPOSAL CONFERENCE

L.10 LEGISLATIVE BUDGET BOARD (LBB) POSTING

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 SELECTION PROCESS

M.2 MINIMUM QUALIFICATIONS

M.3 EVALUATION CRITERIA

696-BF-26-O033 Section A

SECTION A - CONTRACT DEFINITIONS

The following terms used in this Contract shall, unless the context indicates otherwise, have the meanings set forth below, to include the singular and plural versions:

A.1 GENERAL DEFINITIONS

Authorized Representative - the person designated in writing to act for and on behalf of a party of this Contract.

Base Period - the initial period of the Contract Term.

Biennium - any of the two-year periods beginning on September 1 and ending on August 31 of odd numbered years, which are used for budgetary purposes by the State of Texas.

Compliance Standards - Contract requirements that have specific and clearly defined recoupment strategies to ensure that the Department does not pay for Services that are not received.

Contract - the complete and final agreement between the Department and the Contractor, consisting of the Department’s Solicitation and all associated amendments; the successful Respondent’s Response, including any clarifications, written replies, and any best and final offer; and the executed Contract Award Page.

Contract Specialist - the Department employee responsible for non-technical administration of this Contract.

Contract Term - the duration of this Contract as specified in Section F.1, Contract Term.

Contractor - the individual, partnership, or corporation who performs Services under this Contract.

Contractor’s Project Manager - the person designated by the Contractor responsible for delivering Services under this Contract.

Day - calendar Day, unless otherwise specified.

Department - the Texas Department of Criminal Justice (TDCJ).

Department Policy - All written policies, procedures, standards, guidelines, directives, and manuals of the Texas Board of Criminal Justice (TBCJ) and the Department applicable to providing the Services specified under this Contract.

Event of Default - any of the events or circumstances described in Section I.2.1, Default and Termination.

Fiscal Year - any of the one-year periods beginning September 1 and ending August 31, which are used for annual budgetary purposes by the State of Texas.

Inmate - a person under supervision or custody of the Department.

Material Failure - the failure of a party to fulfill one or more obligations essential to achieving the purpose of this Contract.

Non-Appropriation - failure by the Texas Legislature, as part of its budgetary process, to appropriate money to be used for the Payments due hereunder.

Option Period - an optional renewal period of the Contract Term, after the Base Period.

Payment - the amount(s) agreed to be paid by the Department to the Contractor for Services provided under this Contract.

PD - the TDCJ’s Personnel Directives.

Quarter - the periods that relate to the Department’s Fiscal Year, beginning September 1, December 1, March 1, and June 1.

Respondent - an individual or entity that submits a Response, including anyone acting on behalf of the individual or entity, such as an agent, employee, or representative.

Response - all proposal documents submitted by a Respondent to this Solicitation.

Service - delivery of requirements in accordance with the terms and conditions of this Contract.

Service Commencement Date - the date on which the Contractor shall begin providing Services pursuant to this Contract.

Solicitation - this document requesting Responses from vendors to provide specified goods and Services.

TBCJ - the Texas Board of Criminal Justice.

Working Day - a weekday, unless it is a holiday observed by the Department.

A.2 SERVICE SPECIFIC DEFINITIONS

24X7 - 24 hours a Day, seven Days a week, every week of the year.

5X9 - nine hours a Day, five Working Days a week.

ANSI - American National Standard Institute. Referenced as part of ANSI/NIST-ITL standards.

Artificial Intelligence (AI) - systems capable of: (A) perceiving an environment through data acquisition and processing and interpreting the derived information to take an action or actions or to imitate intelligent behavior given a specific goal; and (B) learning and adapting behavior by analyzing how the environment is affected by prior actions.

Business Hours - Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time (CST), except for State of Texas observed holidays. However, on holidays and Days for which skeleton crews are required, Services may be required.

Capture Only (CO) - a Workstation, with a Digital Camera and a PC, which only prints Mug Shots and does not print ID cards.

Central Issue (CI) - a Workstation at ID Headquarters Section which has an Over-the- Counter setup that prints ID cards and Mug Shots.

Customer Information Control System (CICS) - the user interface screens for the Department’s Micro Focus Enterprise Server.

Compromised - when something is made vulnerable to attack or misuse by unauthorized access, revelation, or exposure; or impaired or diminished in function. This may refer to an item that is weakened, damaged, or flawed.

Confidential Information - data that must be protected from unauthorized disclosure or public release under the provisions of the Texas Public Information Act (also known as the Texas Open Records Act), judicial rulings, or contractual agreements. Such data may include but is not limited to social security numbers, taxpayer identification numbers, employer identification numbers, credit card numbers, personal identifying information (PII), sensitive personal information (SPI), and personal medical information.

Criminal Justice Information Services (CJIS) - compliance standard for law enforcement at the local, state, and federal levels, and is designed to ensure data security in law enforcement.

Deliverable (DEV) - a tangible item delivered to customers as an output of a project.

Digital Camera (DC) - a portable, camera-only Workstation, with no PC or printer, that only captures photos.

Digital Experience - any experience that is rendered on a screen, such as a computer monitor or a mobile phone, and that has a user interface. Digital Experiences include, but are not limited to, software, website pages, website applications, videos, learning management software and courses, dashboards, forms, and reports.

DIR - the State of Texas Department of Information Resources.

EFT - Electronic Funds Transfer, also known as Direct Deposit.

File Transfer Protocol (FTP) - a standard network protocol used to transfer files from one host to another over a TCP (Transmission Control Protocol) - based network, such as the internet.

ID Headquarters Section - Commissary and Trust Fund Department at 2 Financial Plaza, Suite 701, Huntsville, TX 77340.

IMAGE (varbinary (max)) - the current storage format used by the Department for storing images in the Microsoft SQL Server, Micro Focus Enterprise Server.

Information Technology Laboratory (ITL) - a research laboratory of the National Institute of Standards and Technology that focuses on information technology measurements, testing, and standards. Referenced as part of ANSI/NIST-ITL standards.

Joint Photographic Experts Group (JPEG) - a commonly used format for compressing image files.

Master - a final version of software ready for production.

MFES - the Department’s Micro Focus Enterprise Server.

Microsoft SQL Server (MS SQL Server) - a relational database management system.

Mug Shot - profile and frontal picture of an Inmate.

NCIC - the National Crime Information Center, under the authority of the Federal Bureau of Investigation.

NIST - National Institute of Standards and Technology. Referenced as part of ANSI/NIST- ITL standards.

OCISO - the TDCJ Office of the Chief Information Security Officer.

Over-the-Counter (OC) - a Workstation, with a Digital Camera, PC, and printer(s), that prints ID cards and Mug Shots.

Physical Access Control System (PACS) – a system that manages and controls entry into physical locations using physical barriers, electronic credentials (badges, readers, controllers), or other means.

Quality - the extent to which a product or service conforms to the explicit requirements set forth in the Request for Offer (RFO), Contract Documents, and all applicable legal, regulatory, and industry standards, as determined by the Department. Quality assurance (QA) refers to the systematic processes implemented by the Contractor to prevent nonconformities and ensure consistent compliance with these requirements. Quality control (QC) refers to the activities undertaken by the Contractor to identify, document, and correct any nonconformities in deliverables before submission to the Department.

Security Incident - an occurrence that actually or imminently jeopardizes, without lawful authority, confidentiality, integrity, or availability of information or an information system;

or constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies.

Sensitive Information - sensitive data that is not protected by law from being disclosed or released under the Texas Public Information Act; however, it may still require an elevated level of protection and special precautions to ensure its accuracy and integrity.

Some information the Department maintains is deemed sensitive, as determined by the Department standards and risk management decisions. Examples of "Sensitive Information" include, but are not limited to, the following:

A. The Department's operational information;

B. The Department's personnel records;

C. The Department's information security procedures;

D. The Department's internal communications; and

E. Comments.

TCIC - the Texas Crime Information Center, under the authority of the Texas Department of Public Safety.

TDCJ Number - the Texas Department of Criminal Justice identification number for Inmates.

TDCJ-CTF - the TDCJ Commissary and Trust Fund Department.

TDCJ-CTF Monitor - the Department employee responsible for technical administration of this Contract.

TDCJ-ITD - the TDCJ Information Technology Division.

TDCJ-ITD Directives - written policies, procedures, standards, guidelines, directives and manuals of the Information Technology Division, which are in effect or as may be amended from time to time which the Information Technology Division has referenced or has made available to the Contractor and with which the Contractor has an affirmative obligation to be and remain familiar.

True Name - an Inmate’s legal name, as listed on their birth certificate.

User Acceptance Testing (UAT) - the last phase of the application testing process.

Workstation - the set of equipment required to fulfill the functions for Central Issue (CI), Over-the-Counter (OC), Capture Only (CO), Digital Camera (DC), or any other configuration, as determined by the Department.

696-BF-26-O033 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired

A. The Contractor shall provide, by lease, a Photo and ID Card (PID) enterprise-hosted solution capable of:

1. Producing digitally printed color PVC-PET identification (ID) cards for inmates and RFID-enabled Smart Cards for Department employees.

2. Capturing, storing, retrieving, and managing Mug Shot photographs of Inmates.

B. The Contractor shall, in accordance with the terms of this Contract, provide all necessary personnel, hardware, software, training, licensing, implementation, storage, materials, supplies, and Services, and otherwise do all things necessary for, or incidental to, providing and supporting a PID system.

C. The black-and-white Mug Shots will be printed on transport cards utilizing the Department’s software. The Department will provide paper and toner cartridges required to print Mug Shots on a transport card. The Contractor shall provide to the Department a list of specific supplies required to print Mug Shots on a transport card.

D. The Contractor shall provide any additional equipment, software, programming, or other resources required to make the PID system work and be compatible with the Department’s Micro Focus Enterprise Server (MFES) database, Ping Advanced Identity Cloud (Ping AIC), and network without claim for additional Payment, with the understanding that the Contractor shall provide a fully operational PID solution for the Department.

B.1.2 Pricing Instructions

A. Respondents shall detail the lease price for the Base Period and the Option Period.

The per unit cost of ID Cards and Mug Shots shall make up the totality of the lease price of equipment.

If actual usage is higher than estimated usage, prices may be renegotiated at the end of the Base Period or Option Periods to include a volume discount.

B. The Department does not guarantee any minimum or maximum quantity of identification cards or Mug Shots to be issued or replaced during the Contract Term.

Any quantities referenced in this Solicitation are estimates only and are provided solely for bidding and planning purposes. The estimated usage for:

1. The Base Period is:

a. 726,690 inmate ID cards

b. 118,051 employee RFID Smart Cards; and

c. 934,316 Mug Shots.

2. The Option Period is:

a. 193,167 inmate ID cards

b. 22,076 employee RFID Smart Cards; and

c. 248,358 Mug Shots.

C. Respondents must complete Section B.2.1, Lease Pricing Schedule, by providing firm, fixed lease prices for each ID card and separate firm, fixed lease prices for each original Mug Shot. These prices must include all Services required to produce the final photographic ID card or Mug Shot, including project management, system development, system testing, installation, system deployment, training, post-implementation support, hardware, software, supplies, equipment, and consumables. All necessary Services and materials must be fully included in the provided pricing.

1. Inmate ID card pricing must be based on the initial ID card issuance or upon saving the image to the MFES. The Respondent’s software shall be capable of calculating billing for initial and subsequent image capture.

2. Employee ID card pricing must be based on the initial ID card issuance or upon saving the image to the MFES and integrate with the Departments PING AIC environment. The Respondent’s software shall be capable of calculating billing for initial and subsequent image capture.

3. Mug Shot pricing must be based on the capture of black-and-white Mug Shot sets and any additional programming to add the side view, print the Mug Shot on a transport card, save the Mug Shot set, and any other cost deemed related to the Mug Shot process.

D. Respondents shall provide pricing in Section B.2.2, Additional Cost and Detail, in addition to pricing in Section B.2.1, Lease Pricing Schedule. Respondents shall provide:

1. The hourly cost to move a Workstation from one location to another, at the request of the Department, in excess of three relocations per year, as detailed in Section C.12.J, Maintenance.

2. The hourly cost for any additional programming in excess of 250 hours, as detailed in Section C.7.4.H, Programming Changes.

3. The price for additional reformatting of an ID card, in excess of two additional card reformats, as detailed in Section C.5.1.D, ID Card Formatting.

B.2 PRICING SCHEDULE

B.2.1 Lease Pricing Schedule

B.2.2 Additional Cost and Detail

B.3 ALLOWABLE COSTS

The proposed budget shall include only costs that are reasonable, necessary, and allowable under state statutes, Department Policy, and federal cost standards. The Department shall make the final decision on the allowance or acceptability of a cost.

B.4 NON-ALLOWABLE COSTS

The proposed budget shall not include costs that are not allowed by the State or any authorized agency, statute, policy, or procedure. Types of non-allowable costs may include; but are not limited to: participation incentives; staff incentives; staff leave buy backs; alcoholic beverages; food or beverages for staff, volunteers or guests;

entertainment costs for staff or guests; gifts; firearms; consultant fees; legal services; bad debts; fundraising; political lobbying; and tobacco products.

Cost Per ID Card/Mug Shot

Items Base Period Option Period One

Lease cost per Inmate ID card

Lease cost per employee ID card

Lease cost per Mug Shot

Items Cost

Hourly cost to move a Workstation

Hourly cost for additional programming

Price for ID card reformat

696-BF-26-O033 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

A. The Department currently utilizes a photo identification card system for issuing ID cards to all employees and incarcerated individuals to support overall safety, security, accountability, and operational management. The Department produces on average 147,000 inmate identification cards, 35,000 employee identification cards, and 147,000 mugshots per state fiscal year.

B. Employee identification cards are utilized to verify employment status, facilitate access to authorized areas, enhance institutional security commissary operations, and support compliance with policy and procedures.

C. Inmate identification cards provide a standardized method for confirming inmate identity and are used in the support of custody, classification, movement control, medical services, visitation, commissary operations, educational and vocational programs, and other department functions.

D. The Department captures and maintains Inmate mugshots to serve as a reliable visual record for positive identification, enhance institutional safety and security, support offender management operations, and maintain accurate correctional records. These photographs are used by authorized personnel to verify inmate identity, facilitate daily operations, support investigations and ensure the integrity of correctional process.

C.2 COMPLIANCE WITH APPLICABLE RULES, REGULATIONS, POLICIES,

PROCEDURES, AND LAWS

A. The Contractor shall provide Services to the Department that are in compliance with all applicable local, state, and federal laws and court ordered requirements, whether now in effect or hereafter effected or implemented; all relevant federal and state financial cost principles and audit requirements; and all rules, Department Policies and procedures established by the Department and the Texas Board of Criminal Justice (TBCJ) regarding the Services.

B. The Contractor shall not deviate from applicable Department Policies and procedures in the provision of Services without the prior written approval of the TDCJ-CTF.

C. The Department shall notify the Contractor of all changes in, or additions to, such Department Policies and procedures, after which time the Contractor shall comply with the Department Policies and procedures contained therein, unless the TDCJ-CTF approves in writing a deviation from such Department Policies and procedures.

D. The Contractor’s written request for deviations from Department Policies shall originate from the Authorized Representative of the Contractor or designee and shall be forwarded to the TDCJ-CTF Director or designee. The Contractor’s written requests for deviation shall specify the deviation with justification and reference the Department Policy number/procedure, section, paragraph, etc. Unless a deviation from the Contractor is specifically requested and approved in writing by the TDCJ-CTF, the Contractor shall comply with Department Policies and procedures. A Contract award shall not imply approval of a Department Policy or procedure deviation. Any deviations previously granted by the Department under a separate or previous contract do not apply to this Contract.

E. When differences between applicable standards exist, the higher standard, as defined by the Department, will prevail. The specified requirements and standards in this Contract will serve as the benchmark for monitoring the Contractor’s performance.

F. The Contractor shall adhere to:

1. Exhibit J.6, Office of the Chief Information Security Officer Standard Terms;

2. Exhibit J.7, Data Management Office Standard Data Requirements; and

3. Exhibit J.8, Electronic Information Resource Accessibility Requirements.

C.3 SCOPE OF WORK

C.3.1 Scope of Work for the Photo and ID Card Solution

A. The Contractor must provide a comprehensive photo identification and Mug Shot management solution for the Department. The solution shall support the creation, issuance, and management of secure identification cards for Inmates and employees, as well as the capture, storage, retrieval, and management of Inmate Mug Shots. The Contract will support the Department’s mission of maintaining a safe, secure, and efficient correctional environment by ensuring accurate identification, accountability, and controlled access throughout the Department. The Department reserves the right to incorporate additional security features, technological enhancements, and operational requirements during the Contract Term to address evolving business, safety, and security needs.

B. The Contractor must provide PVC-PET ID cards for Department Inmates. The Contractor will supply the Department ID cards of guaranteed two-year durability.

C. The Contractor must provide PVC or PVC-PET Smart ID cards for the Department employees, contractors, and administrative staff. Smart ID cards must function as logical access tokens (FIDO2/WebAuthn) integrated with Ping AIC for phishing-resistant, passwordless Multi-Factor Authentication (MFA), and contain a pre-provisioned contactless chip (MIFARE DESFire EV3 or equivalent ISO/IEC 14443 open standard) for future enrollment in a modern Physical Access Control System

(PACS).

D. The Contractor must provide a solution that supports both barcode and Smart Card technologies, including data encoding, storage, management, and verification functions for Inmate and employee identification cards. The system must ensure accurate identification, tracking, and reporting while maintaining data security and integrity.

E. The solution shall deliver both PVC-PET bar-coded and RFID Smart ID cards that function as logical access tokens (FIDO2/WebAuthn) integrated with Ping AIC for phishing-resistant, passwordless Multi-Factor Authentication (MFA), and that contain a pre-provisioned contactless chip (MIFARE DESFire EV3 or equivalent ISO/IEC 14443 open standard) for future enrollment in a modern Physical Access Control System (PACS).

F. The Contractor must provide a cloud-hosted or on-premises (Contractor-hosted) enterprise ID card solution software platform that integrates with the Department’s Ping AIC environment via standards-based APIs (SCIM 2.0, OIDC, OAuth 2.0, or

SAML 2.0).

G. The Contractor shall be responsible for the training of the Department personnel. The Department's personnel will be responsible for actual operation of all equipment furnished by the Contractor.

H. The Contractor’s PID system will use microcomputer-based, digital camera technology to capture digitized color portrait and profile images at Workstation field locations listed in Exhibit J.4, Workstation Profiles.

I. Workstations will be either Central Issue (CI), Over-the-Counter (OC), Capture Only (CO), Digital Camera (DC), or as determined by the Department.

J. Applicable Workstations at field locations must have the ability to view and print Mug Shots on transport cards using the Department’s Classification Profile software, according to specifications in this Contract.

K. One Cl Workstation located at ID Headquarters Section shall have ID card development software to allow the Department to develop ID card types to be printed by that Workstation with no additional cost.

L. The Contractor shall install each Workstation, including any and all cabling required from a wall receptacle to a Workstation. Workstations are located at approximately 41 field locations. The Department may add additional Workstations over the Contract Term if new intake locations are opened.

M. Workstations shall connect to the Department’s existing network, which is a Transmission Control Protocol/Internet Protocol (TCP/IP) ethernet network.

N. The Contractor shall furnish all necessary equipment, installation, programming, software, cabling, supplies and materials, training, and maintenance, whether or not specifically enumerated herein. All equipment and its installation shall comply with the National Electrical Code and any applicable state/local codes.

O. All installations shall be handled as "turnkey" projects including, but not specifically limited to, acquisition, delivery, installation, testing of all components, software, and programming.

P. The Contractor is wholly responsible for PID system compatibility and successful performance. The Contractor shall provide an analyst to work with the Department’s project manager to develop functional specifications within the scope of this Contract.

Q. The PID system must be managed by the Department’s Microsoft Endpoint Configuration Manager for all patching, updates, and monitoring.

R. A web-based solution is preferred. If a web-based solution is utilized, any servers will reside in the Department's computer centrally located in Huntsville, Texas.

C.3.2 Scope of Work Relating to the Department's Micro Focus Enterprise Server

A. The Department’s Micro Focus Enterprise Server (MFES) is a Windows Operating System (OS) solution with a Microsoft SQL Server (MS SQL Server) database housed in the Microsoft Azure Cloud. The Contractor shall use the Department-provided TN3270 emulation software to process Customer Information Control System (CICS) transactions through a TN3270 emulator product and the Department's classification profile software.

B. The PID system must be able to read data stored in MS SQL Server databases.

C. Each Workstation location shall have the ability to transfer all locally stored images and data to MS SQL Server databases located on the Department MFES via the Department's TCP/IP ethernet network.

D. The Department's existing MFES Mug Shot image database shall be used to store images in IMAGE (varbinary(max)) storage format.

E. The Contractor shall be responsible, if necessary, for furnishing a database engineer to work with the Department's Information Technology Division (TDCJ-ITD).

F. Initial issuance of ID cards will be either OC at field locations or a combination of OC and CI from Workstations located at the ID Headquarters Section in Huntsville, Texas.

G. The OC and CI Workstations must electronically merge the portrait image and the text data retrieved from the Department's MFES, through TN3270 emulation/CICS, producing a finished ID card in a pre-programmed format. Retrieved data also includes bar-coded data on the front of the ID card.

H. Images shall be captured in an industry open JPEG format and stored to the MFES MS SQL Server database as IMAGE (varbinary(max)). Image records shall be captured as JPEG files and retrieved for viewing as JPEG files.

I. The Contractor shall provide monthly production records for billing purposes. The Contractor shall store production records on the MFES MS SQL Server database, make the records retrievable through menu selection, and securely control access to the records.

J. Currently, the MFES MS SQL Server tables for the photo and ID card program are Table Demographics, Table Images, Table Reissues, and Table Reports.

K. The Department is in the process of replacing the current Inmate Management System (IMS) and may transition to a different database or different data types. The Department intends to host the new IMS solution in a CJIS-compliant data center or cloud environment within the continental United States, and/or using cloud computing service options offered through the Texas Department of Information Resources (DIR) Shared Technology Services contract. The Contractor shall coordinate with the Department to integrate the PID system with the Department’s new IMS solution, as required by the Department. Additional programming hours may be used for this purpose.

C.4 PHOTO AND ID CARD SYSTEM REQUIREMENTS

A. The Contractor shall provide a complete and satisfactorily operating PID system for ID cards and Mug Shots compliant with security requirements including, but not limited to, all state and federal laws, Department Policies, guidelines, and standards, and any NIST standards in relation to information security and/or cybersecurity, virus protection, virus reports, window update reports, audit trails, automatic updates, and disaster recovery safeguards.

B. The PID system shall include the ability to capture and print Mug Shot sets at field locations.

C. ID cards shall be produced at either Cl or OC Workstations. The Department will accept a combination of OC and Cl Workstations that meets the Department's needs.

Workstations must:

1. Have the ability to produce finished ID cards, to include applying data and barcode and transferring captured images to the image table on the MS SQL Server database for storage and recall by designated locations or systems; and

2. Print Mug Shots on a transport card whether microcomputer based or digital camera solution.

D. The Contractor shall ensure the PID system is able to retrieve and use images stored on the MFES.

E. Images shall be stored as IMAGE (varbinary(max)) to the MFES MS SQL Server database. Image files shall be labeled “R” (to print on the right of a Mug Shot set), and “L” (to print on the left of a Mug Shot set). The operator or system shall have the ability to label the left or right image file for printing of the Inmate ID card and Mug Shot transport card.

F. It is the Department's intention to store one or more images of each Inmate or employee in the image database. The storage of an additional Inmate image shall not overwrite any existing image. Employee photos shall be overwritten. The PID system shall retrieve the most recent image, which shall be labeled, from the image database file for ID card/Mug Shot production. There shall be a menu option to preview and/or print older ID card/Mug Shot images.

G. The Contractor shall provide and implement compatible facial recognition software.

C.5 ID CARD SPECIFICATIONS

A. The finished ID card size shall be edge cut 2 1/8 inches high by 3 3/8 inches wide by

0.030 inches (30 mils) thick, plus or minus 10%, with rounded corners (standard credit card, CR-80 size). The Contractor shall ensure the ID cards meet the following requirements:

1. The ID card shall not exceed a maximum of 30 mils in thickness, plus or minus 10%, unless approved by the Department.

2. Any approved variance must be readable by existing Department equipment.

3. Color photos shall be digitally printed on polyvinyl plastic or preferred composite type material which will best meet the needs of the Department.

4. The front of the finished ID card shall carry an above-the-shoulders portrait of the individual on the left side, with the right side containing digitally imprinted data and a barcode.

5. The ID card shall be tamper-proof and of such composition that the front cannot be separated from the back.

6. The format for the ID card shall be consistent with current ID card formats, as found in Exhibit J.5, ID Card Formats.

B. The ID card shall be edge cut and the printed image and information shall be clearly visible and accurate within accepted photographic measurements. All dimensions may include a maximum 1/8-inch border on each side, if applicable.

C. Inmate ID cards shall conform to the following format:

1. Portrait Area (1 1/2 inches tall by 1 1/8 inches wide)

a. Dimensions for the portrait area may include a maximum 1/8-inch border at the top, bottom, and left side of the ID card.

b. The portrait area shall contain an above-the-shoulders photo of the subject.

c. The portrait will have been etched into the ID card material or so treated that, should tampering of the identification card be attempted, the portrait will adhere partially to the core and partially to the top layer of plastic, thus being destroyed.

d. The front of the ID card shall have a protective overlay and a security overlay designed by the Department or match the current ID card format.

e. The Mug Shot background color shall be 18% Grey to meet ANSI/NIST-ITL 1- 2007 Data Format for the Interchange of Fingerprint, Facial & Other Biometric Information standard.

f. The back of the ID card shall carry a black-and-white profile or bearded portrait picture along with Department-provided rules of ID card usage in English and Spanish.

2. Title Area (1 7/8 inches wide by 3/4 inches tall)

a. Dimensions for the title area may include a maximum 1/8-inch border at the top and right side of the ID card.

b. The title area shall display “TEXAS DEPARTMENT OF CRIMINAL JUSTICE” in bold, blue print and/or other wording, as designated by the Department.

c. The State seal shall be printed in bold blue in the upper right side of the title area

3. Data Area (1 7/8 inches wide by 7/8 inches tall)

a. Dimensions for the data area may include a maximum 1/8-inch border at the bottom and right side of the card. The data area shall display word(s) and/or date in bold red print to indicate card type "INMATE" and four other lines of information as follows:

i. Name;

ii. Number;

iii. Date of Birth; and

iv. True Name (T/N).

b. The Inmate ID card data area shall display an image of a map of the State of Texas as part of the background. Density of the map shall not obscure the readability of any printing in the data area.

4. The barcode shall have a red overlay for security purposes on Inmate ID cards.

The overlay should not interfere with the scanning of the ID card.

D. Employee ID cards shall conform to the following format:

1. The finished Smart ID card shall be composite PVC PET (or equivalent high-durability substrate), edge-cut to 3 3/8 inches high by 2 1/8 inches wide by 0.030 inches (30 mils) thick.

2. The Smart ID card shall be a dual-interface or hybrid smart card containing, at a minimum:

a. A high-frequency contactless chip supporting ISO/IEC 14443 (MIFARE DESFire EV3 or equivalent open standard) for physical access use, pre-provisioned with TDCJ-controlled master keys.

b. A contact or dual-interface PKI/FIDO2-compliant chip supporting FIDO2/WebAuthn for logical access and Ping AIC MFA.

3. Portrait Area (1 1/2 inches tall by 1 1/2 inches wide)

a. The portrait area shall be centered on the card.

b. The portrait area shall contain an above-the-shoulders photo of the subject.

c. The portrait shall have been etched into the ID card material or so treated that, should tampering of the identification card be attempted, the portrait will adhere partially to the core and partially to the top layer of plastic, thus being destroyed.

d. The ID card front shall contain a protective overlay and a security overlay designed by the Department.

4. Title Area (7/8 inches tall by 1 7/8 inches wide)

a. Dimensions for the title area may include a maximum 1/8-inch border at the top, left, and right side of the card. The title area shall display:

TEXAS

Department of Criminal Justice

OFFICIAL

in bold, blue print and/or other wording, as designated by the Department.

b. The State seal shall be printed in bold blue and cover 1/2 inch of the portrait area and 1/2 inch of the title area.

5. Data Area

a. Dimensions for the data area may include a maximum 1/8-inch border at the bottom, left, and right side of the ID card. The data area shall contain three lines of information as follows:

i. Last Name;

ii. First Name, Middle Initial; and

iii. Date of Birth.

b. The employee ID card data area shall display an image of a map of the State of Texas as part of the background. Density of the map shall not obscure the readability of any printing in the data area.

E. The finished ID card shall, at a minimum, maintain its physical integrity for a two-year period. The Contractor warrants that the card will remain in full serviceability for a two-year period, meaning the physical integrity of the card will remain intact under conditions of strenuous wear and tear, and the photographic image, printed matter or etched matter, will not deteriorate or discolor during the two-year period. The Contractor shall ensure ID cards meet the following requirements:

1. Finished ID cards shall be of consistent, high quality and meet or exceed quality levels established by the Department, including fidelity of color, clarity, and sharpness of detail.

2. The density of the ID card shall be uniform.

3. General appearance of the ID card shall contain uniform vertical and horizontal register of contained material.

4. The trim of the ID card shall be uniform.

F. ID cards failing to meet Compliance Standards will be subject to specific monetary deductions as specified in Exhibit J.3, Compliance Standards.

G. The barcode to be placed on the ID card shall match the barcode type currently in use by the Department, Code 128, Subset C, 28 points.

H. The Contractor shall provide for the Department a list of all security features that are incorporated in the ID card.

C.5.1 ID Card Formatting

A. The Department intends to use eight ID card designs which shall be consistent with current ID card designs, Exhibit J.5, ID Card Formats.

B. The Contractor shall accommodate the current variations for employee ID cards. The variations for employee ID cards are based on division and job titles, within one card design. Design variations include the background colors in the portrait and title areas and the wording in title and data areas. These variations shall be pre-programmed in the software based on a code downloaded from the Department's MFES. The code cannot be selected or revised by the operator at a Workstation.

C. Inmate ID cards have one design with no variations.

D. In the event that the Department determines additional card formats or variations are required, the Contractor shall program and make available for the Department's use up to two additional card formats to be designed by the Department without additional cost. The price for additional formats in excess of two is listed in Section B.2.2, Additional Cost and Detail.

C.6 MUG SHOT SPECIFICATIONS

A. Mug Shot prints shall be black and white at a resolution of 1200 x 1200 dots per inch

(DPI).

B. Actual dimensions of photos shall be a minimum of 2 1/2 inches by 4 3/4 inches per set of Mug Shots.

C. Photos shall be printed side-by-side with the front view to the left of the side view.

D. Workstations shall print Mug Shots on transport cards utilizing the Department's classification profile software.

E. The Department's classification profile software will utilize 5-inch by 8-inch, 110 lb.

card stock.

F. The print time (to include digitization and transfer from microcomputer to printer) shall be one minute or less per set of one copy (one page) with minimal operator intervention.

G. Actual transport card data fields may be changed during the design phase the of project, if necessary.

C.7 WORKSTATION HARDWARE AND SOFTWARE

A. All equipment provided by the Contractor shall be labeled to indicate the equipment is property of the Contractor ("Property of Contractor Name") and is not to be removed from the premises ("Do Not Remove").

B. All equipment shall be new, in good working order, and free from defects in material and workmanship. In the event defects become evident, the Contractor shall remedy any defect by supplying and installing replacement parts, equipment components, entire stations, software, or materials, to include delivery, labor and travel, at no cost to the Department within the timeframe required by Section C.12, Maintenance.

C. All equipment shall be of current technology and functionally appropriate.

D. Parts and maintenance shall be available for all equipment throughout the Contract Term.

C.7.1 Basic Workstation Configuration

The Contractor shall furnish Workstation solutions capable of capturing digitized images and producing Mug Shot photos and ID cards, in quantities required by the Department, and by the dates in the installation schedule. The Contractor shall install Workstations at different locations throughout the State of Texas, as listed in Exhibit J.4, Workstation Profiles. These Workstations shall be designed for a non-technical person to operate after the Contractor’s training. The Workstation configuration shall, at a minimum, meet the following requirements:

A. Workstation PCs shall meet the following minimum specifications:

1. Central Processing Unit: Intel Core i7 or AMD Ryzen 5 with six cores, 12 threads, and a generation release date no more than 18 months prior to the current date;

2. Memory: 32GB RAM (standard Original Equipment Manufacturer [OEM]);

3. Storage: 1TB Solid State Drive (SSD) (standard OEM);

4. Graphics: Integrated Intel UHD 630, AMD Vega 8 graphics;

5. Integrated camera with microphone;

6. Integrated sound card with speakers;

7. Network: 10/100/1000 Ethernet;

8. Wireless: 802.11 A/B/G/N, and Bluetooth;

9. Screen: 24 inches, color display, touchscreen;

10. Battery with a stand-by rate of eight hours;

11. Two 2.0 USB ports and one 3.0 USB port;

12. One HDMI port or one Display Port;

13. Wake-On-LAN (WOL);

14. Must be updatable to at least Trusted Platform Module Specification 2.0;

15. RJ45 network connector port, no dongle;

16. Windows 11 Pro Operating System, factory installed; and

17. One-year return-to-depot warranty.

B. Workstations shall incorporate software data compression that will meet current standard compression ratios for images or the Department may consider a different ratio as long as the quality of the stored image is not reduced in any way. Image records are currently 16KB, compressed.

C. Workstations shall include CD-RW (Compact…