2-266026 - PTFS- Scope.pdf

Contract 266026- Amendment 1 Between UDC, BOPP and PFTS

Page 1, Paragraph 2, GENERAL PURPOSE OF THE CONTRACT, reads:

To provide support, maintenance, and licensing for the use of the Knowvation Productions, Knowvation Test License and Redaction Module (UDOCA System) for UDC staff located the UDC Administration Building located at 14717 S. Minuteman Drive, Draper UT 84020, as well as other UDC locations.

Page 1, Paragraph 2, GENERAL PURPOSE OF THE CONTRACT, is amended to read:

To provide ongoing support, maintenance, and licensing for the use of the Knowvation

Productions, Knowvation Test License and Redaction Module and Professional Services for the UDC and BOPP staff. This contract will include the following sites:

UDC Administration Building located at 14717 S. Minuteman Drive, Draper UT 84020;

Board of Pardons and Parole, located at 448 E. Winchester Ste #300, Murray, UT 84107 Other UDC locations as required.

Page 1, Paragraph 5, CONTRACT COSTS, reads:

CONTRACTOR will be paid a maximum of ONE HUNDRED TEN THOUSAND, SIX HUNDRED and FIFTY-FIVE DOLLARS AND SEVENTY-SIX CENTS ($110,655.76) for costs authorized by this contract. Fiscal year cost breakdown is contained in the attached Scope of Work (ATTACHMENT D). The CONTRACTOR is not guaranteed the maximum amount over the term of this contract

Page 1, Paragraph 5, CONTRACT COSTS, is amended to read:

CONTRACTOR will be paid a maximum of ONE HUNDRED FIFTY-FIVE THOUSAND, SIX HUNDRED and FIFTY-FIVE DOLLARS AND SIXTY-THREE CENTS ($155,655.63) for costs authorized by this contract. Fiscal year cost breakdown is contained in the attached Scope of Work (ATTACHMENT D). The CONTRACTOR is not guaranteed the maximum amount over the term of this contract.

Page 1, Section 6, reads:

ATTACHMENT A: “State of Utah” Standard Terms and Conditions ATTACHMENT B: Utah Division of Technology Service (DTS) Standard Terms and Conditions ATTACHMENT C: Utah Department of Corrections’ Standard Terms and Conditions| ATTACHMENT D: Scope of Work

Page 1, Section 6, is amended to read:

ATTACHMENT A: “State of Utah” Standard Terms and Conditions ATTACHMENT B: Utah Division of Technology Service (DTS) Standard Terms and Conditions ATTACHMENT C: Utah Department of Corrections’ Standard Terms and Conditions| ATTACHMENT D: Scope of Work ATTAHCMENT E: Contract Monitoring Plan (CMP)

Page 22, Attachment D, SCOPE OF WORK, will be entirely replaced with the following revised version to include BOPP language to the entire contract. (pages 22-25)

I. GOALS AND OBJECTIVES

It is UDC’s goal to successfully manage, track, and share pertinent offender information in a secure virtual environment, to allow UDC staff to better serve the offender population. In addition, UDC and BOPP staff must be able to securely share pertinent information with other agencies in the corrections ecosystem, to better facilitate the transfer of offenders and their information across corrections agencies. Any access to or transfer of offender information must be trackable, performed only on a “need to know” basis, and carefully monitored by UDC’s and BOPP “superusers” to maintain the highest possible security for offender information.

The Board of Pardons and Parole (BOPP) creates, shares, and stores information that includes information it reviews and issues in its decision-making process. The BOPP relies on the secure, reliable and prompt access to information stored in its system.

Services and software provided by the CONTRACTOR shall support the vision and mission of UDC and

BOPP.

UDC Vision “We envision a culture where honor, accountability, and integrity are reflected in our conduct. In so doing, we foster an environment rich in professionalism, compassion, collaboration, and dedication.

Together, we are a fair, focused, innovative, and energized team.”

UDC Mission “Our dedicated team of professionals ensures public safety by effectively managing offenders while maintaining close collaboration with partner agencies and the community. Our team is devoted to providing maximum opportunities for offenders to make lasting changes through accountability, treatment, education and positive reinforcement within a safe environment.”

BOPP Vision

Keeping Utah Safe through fair, evidence-based decision-making practices, and public transparency.

BOPP Mission

The mission of the BOARD of Pardons and Parole is to protect public safety through informed and just decisions that consider victim input, the accountability of those under our jurisdiction, risk reduction and rehabilitation.

II. PERFORMANCE MEASURES

THE CONTRACTOR will perform in accordance with the following specifications. Quality of service and performance will be measured by response time, record keeping, and invoicing in accordance with contract requirements, and by measuring and evaluating evidence provided by the CONTRACTOR and monitoring the CONTRACTOR’S compliance with every term and condition as defined in Attachments A through E.

III. DETAILED SCOPE OF PERFORMANCE

CONTRACTOR will provide licensing, support, maintenance and software upgrades on the Knowvation Production, KnowvationTest License and Redaction Module. Knowvation system libraries as used by UDC and the BOPP (UDOCA system) contain millions of inmates and parolees past and current personal criminal history, Presentences reports, Federal and State court records and board hearings reports, and other private, public or protective records. Everyday thousands of records are being scanned into the UDC divisions libraries, from three separate divisions of Corrections. Correctional staff and law enforcement staff use this web-based system to research inmate history, offenses, disciplinary actions, inmate location and other pertinent information to assist them in their jobs. All UDC employees (~2,500), Board of Pardons and Parole (BOPP) employees, and additional local law enforcement agencies have read rights to the system. UDC/BOPP has designated “superusers” throughout the agency which can edit changes and enter information into the libraries. In addition, BOPP records, contract mental health evaluations and other confidential information is created by BOPP and stored in the UDOCA system.

These records are subject to state and federal laws concerning its access and distribution.

CONTRACTOR shall:

A. Provide licensing, support and maintenance on the Knowvation Production, Knowvation Test License and Redaction Module.

B. Provide comprehensive support Monday through Friday, 8:30 a.m. 5:30 p.m. (EST), excluding U.S.

Federal Holidays, by emailing knowvation@ptfs.com or by telephone {301) 654-8088 ext 116.

C. Provide Professional Service/Support for the Knowvation Test License, on an as needed basis.

UDC/BOPP must request and pre-approve task before CONTRACTOR can begin work (minimum of four (4) hours). Admin tasks may include creation of new libraries, groups or users, updating categories/types, making applications, configuring changes, updating ingest rules, or other changes as requested.

IV. CONFIDENTIALITY

Many of the records to which CONTRACTOR may have access are properly classified as “private,” “controlled” and/or “protected” under the Utah Governmental Records Access and Management Act (GRAMA), Utah Code Annotated § 63G-2-1-1, et seq. CONTRACTOR is subject to the same restrictions on disclosure of any such records or record series as UDC/BOPP. CONTRACTOR agrees to adhere to the following restrictions regarding such records.

A. CONTRACTOR’S use of the record or record series produces a public benefit that outweighs the individual privacy right that protects the record or record series.

B. CONTRACTOR’S access to the record or record series is necessary for the performance of this contract.

C. The record or record series accessed by CONTRACTOR will only be used for the performance of this contract.

D. The record or record series accessed by CONTRACTOR will not be disclosed to any other person; and

E. The record or record series accessed by the CONTRACTOR will not be used for advertising or solicitation purposes.

Failure to adhere to all restrictions set forth above may subject CONTRACTOR and/or its staff to criminal liability pursuant to Utah Code Annotated § 63G-2-801.

V. COMPENSATION

A. Compensation will be based on accepted all-inclusive quote:

Item Description

Year 1 Cost: Year 2 Cost: Year 3 Cost: Year 4 Cost: Year 5 Cost: Total Cost:

Knowvation (Prod.)

$15,467.35 $16,240.72 $17,052.75 $17,905.39 $18,800.66 $85,466.87

Knowvation (Test.)

$4,558.55 $4,786.48 $5,025.81 $5,277.10 $5,540.95 $25,188.89

Knowvation

Redaction Module

$472.50 $496.13 $520.93 546.98 574.33 $2,610.87

TOTAL Cost: $20,498.40 $21,523.33 $22,599.49 $23,729.47 $24,915.94 $113,266.63 mailto:knowvation@ptfs.com

Professional Services will be billed at $175.00 per hour (minimum 4 hours) as requested by BOPP /UDC.

Allotted amount estimated for each year, per agency.

Year 1 Year 2 Year 3 Year 4 Year 5 Total Cost

Board of Pardon and Parole

$3,528.00 $3,504.00 $3,479.00 $3,453.00 $3,425.00

$17,389.00

UDC $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $25,000.00

Total Cost for Professional Services: $42,389.00

Total 5-year contract cost: $155,655.63

B. CONTRACTOR will invoice BOPP annually for the Redaction Module.

C. Professional Service shall be billed hourly, with a minimum charge of four (4) hours per project.

An invoice for Professional Services will be issued to BOPP or UDC upon completion of the project and subsequent approval by the respective unit.

D. Contract funds are based on average usage. The contractor may increase in funding based on the demands and if usage is higher than anticipated. Any additional fund must be approved by State Purchasing and will be added to the contract by way of Amendment.

VI. COST OF SERVICES

A. Payment under this contract shall be made on a fee for delivered services and/or products, as defined in the contract, not to exceed the contract limit.

B. All procurements are subject to provisions of the State of Utah, including Utah Procurement Code and State Division of Purchasing rules.

VII. BILLING PROCEDURES

A. The CONTRACTOR shall invoice BOPP or UDC for Professional Services upon completion of the project and approval for payment. Annual invoice for the Knowvation Product and Test will be sent beginning on August 1, 2026, recur and annual thereafter. The UDC and BOPP will determine the ratio of usage for each agency and request a separate invoice for UDC and BOPP based on the usage.

B. To be paid for services completed under this contract an invoice detailing services shall be submitted to:

Utah Department of Corrections Attention Finance 14717 S Minuteman Dr.

Draper, Utah 84020-9549

Invoices may also be submitted electronically. via email to: UDCaccountspayable@utah.gov or to BOPP at bopinfo@utah.gov and to the contract monitor listed on page 2 of the contract.

C. Send a copy of the invoice to the contract monitor by monthly email (contract monitor information can be found on page 2 of the contract).

D. Invoicing should begin only after the CONTRACTOR begins providing service and should continue throughout the contract term as long as actual services are being rendered.

E. Each invoice must include an invoice date, invoice number, date of service, invoice detailing what was completed during the month, or product/service provided, itemized cost, and total cost.

F. Each invoice must refer to the contract number and/or purchase order number.

VIII. TIME OF PAYMENT

mailto:UDCaccountspayable@utah.gov mailto:bopinfo@utah.gov

A. UDC and BOPP will make annual payments for the Product and Test usage, Professional Services will be paid upon completion of the project and upon receipt of invoice from CONTRACTOR, for accurate invoices containing required documentation for services provided or products delivered during the previous month, up to the contract limit.

B. Payment must be made with funding allocated for the fiscal year in which the services and/or products were delivered. Prompt billings for June receipt of products and/or services must be received timely due to the end of the fiscal year-end. Untimely submittal of June invoices may result in payment delays.

C. All payments made by UDC and the BOPP to CONTRACTOR shall be made in accordance with the Utah Prompt Payment Act, Utah Code Annotated, 15-6-1 et. seq., upon receipt of an invoice, unless otherwise provided herein.

XI. PLACE OF PAYMENT

All payments by UDC and BOPP to CONTRACTOR shall be sent to CONTRACTOR’S address as it appears on Page 1, Paragraph 1, entitled CONTRACTING PARTIES. The CONTRACTOR shall notify UDC and BOPP of the change of address within seven (7) working days.

X. SECURITY MEASURES

UDC and the BOPP reserves the right to conduct a background check on all persons who enter UDC or BOPP properties. CONTRACT staff providing services under this contract will be required to obtain Contractor Identification. Upon signing this contract, and annually throughout the contract term, the CONTRACTOR shall submit the names of all employees providing on-site services under this contract. This list will contain names, dates of birth, driver’s license numbers, and social security numbers. If any new staff begins providing services under this contract, the CONTRACTOR shall submit their name, birth date, driver’s license number, and social security number to the UDC and BOPP for screening. UDC and BOPP retain the discretion to deny participation of any CONTRACTOR staff based upon criminal background information or convictions. No contracted staff shall be permitted to work within the bounds and environs of this contract until the background checks have been finalized and approved. CONTRACTOR agrees that employees entering UDC and BOPP property will cooperate with all security measures, including, but not limited to, searches. CONTRACTOR agrees that the use of wireless devices within the Division of Prison Operations is prohibited, and any such use requires approval by clearance from Security Administrators.

XI. LICENSURE

A. CONTRACTOR agrees to maintain for the duration of the contract period all licenses necessary to lawfully perform the services covered by this contract, including a Business License from the applicable jurisdiction.

B. A CONTRACTOR’S business license will be requested annually and shall remain on file in the Contract Coordinator’s office throughout the entire contract term.

C. CONTRACTOR further agrees to advise UDC and BOPP immediately in writing of any limitation, cancellation, or other termination of such license.

XII. MONITORING CONTRACTOR COMPLIANCE

UDC and BOPP will each designate staff to oversee CONTRACTOR performance under this contract. The Contract Monitoring Plan will assist the UDC and BOPP staff with monitoring the compliance of the contract requirements

(ATTACHMENT E).

XIII CORRECTIVE ACTION

CONTRACTOR must acknowledge that failure to adequately perform the services as defined will result in corrective action. Issues of CONTRACTOR non-compliance will be addressed in the following manner:

A. Contract Monitor will inform the CONTRACTOR of the problem and seek resolution by a mutually agreed upon date.

B. If the issue is not resolved, the Contract Monitor will notify the CONTRACTOR in writing documenting the failure to resolve by the agreed upon deadline and send a copy to the Contract Unit.

C. If the CONTRACTOR makes insufficient effort to communicate and resolve the issue, the Contract Monitor will communicate failure to resolve to the Contract Unit.

D. As a final step the Contract Unit will issue a letter notifying the CONTRACTOR of the intent to terminate the contract if the problem is not resolved by a specific deadline. Letter will be sent certified U.S. Postal Service mail requiring a signed return receipt.

5. Purpose of Amendment: The purpose of this amendment is to update the contract to include the Board of Pardons and Paroles as a party, as this information was inadvertently omitted from the original agreement. Additionally, this amendment updates the Compensation section to reflect an increase in contract funding and incorporates the Contract Monitoring Plan as Attachment E.

6. Effective Date of Amendment: October 15, 2025

All conditions and terms in the original contract, not expressly modified herein, shall remain the same.

IN WITNESS WHEREOF, the parties sign and cause the amendment to be executed.

CONTRACTOR UTAH DEPARTMENT OF CORRECTIONS

John Yokley, President &CEO/ Date Kristine Holt, Director/Date Progressive Technology Federal Systems, Inc. Division of Technology and Innovation

Jennifer Yim, Board Administrator Board of Pardon and Parole

UTAH STATE APPROVING AUTHORITY

Utah Division of Purchasing / Date

Originating Division: Technology and Innovation and Utah Board of Pardons and Parole

Purpose of Amendment: The purpose of this amendment is to update the contract to include the Board of Pardons and Paroles as a party, as this information was inadvertently omitted from the original agreement. Additionally, this amendment updates the Compensation section to reflect an increase in contract funding and incorporates the Contract Monitoring Plan as Attachment E.

UDC Point of Contact: Ethan Tiatia, Contract Analyst II, Financial Services Telephone (801) 545-5590, Fax (801) 545-5590, ethanstiatia@utah.gov

UDC Contact Cami Beach – Senior Business Analyst – Administrative Services Telephone (385) 337-9620, cmbeach@utah.gov

BOPP Contact Raechal Lizon, BOPP Program Director Telephone (385)-347-6945, rlizon@utah.gov

Joe Giacalone, BOPP Budget and Policy Analyst II Telephone (801) 261-6480, jjgiacalone@utah.gov mailto:ethanstiatia@utah.gov mailto:cmbeach@utah.gov mailto:rlizon@utah.gov mailto:jjgiacalone@utah.gov

Attachment E

Contract Monitoring Plan

Contract Name: Progressive Technology Federal Systems, Inc

Contract Number: 266026

Funding Amount $110,655.76

Contract start date: August 18, 2025

Contract end date:

August 17, 2030

Risk Priority: Medium

Contract Purpose: To provide support, maintenance, and licensing for use of the Knowvation Production, Knowvation test license and redaction module for UDC/BOPP staff

Vendor Contact: Justin Redd jredd@ptfs.com

UDC Contract Monitor: Cami Beach cmbeach@utah.gov

BOPP Contract Monitor Joe Giacalone jgiacalone@utah.gov

UDC contract Analyst: Ethan Tiatia ethanstiatia@utah.gov

UDC Contract Evaluator: Weifo Jung/Kelly Brown wjung@utah.gov / Kellybrown@utah.gov

Kickoff Meeting Date: TBD mailto:jredd@ptfs.com mailto:cmbeach@utah.gov mailto:jgiacalone@utah.gov mailto:ethanstiatia@utah.gov mailto:wjung@utah.gov/

Contract Expectations

• Licensing Scope: Clarify whether contractor licensing covers all current and future Knowvation modules, or if additional modules require separate agreements.

• Support Coverage: Confirm if support is available outside Monday–Friday, 8:30 a.m.–5:30 p.m. EST, such as during emergencies or critical system failures.

• Approval Process: Define expected turnaround time for UDC/BOPP to pre-approve tasks and how pre-approval is formally documented.

• Data Security and Privacy: Ensure contractor implements measures to protect sensitive inmate and parolee data, comply with privacy regulations, and prevent unauthorized access.

• Maintenance and Upgrades: Specify frequency of software upgrades or library updates, and whether UDC/BOPP staff receive training or documentation for system changes.

Contract Monitor Responsibilities

● Licensing Compliance: Ensure the contractor provides licensing for Knowvation Production, Test License, and Redaction Module as specified. Verify that licenses are active and cover all necessary users/modules.

● Support Availability: Confirm that support is provided Monday–Friday, 8:30 a.m.–5:30 p.m. EST, excluding federal holidays, via the specified email and phone. Check response times and issue resolution records.

● Professional Services Requests: Verify that UDC/BOPP pre-approves tasks for the Test License before work begins, including minimum four-hour tasks. Ensure documentation exists for task requests and approvals.

● Each invoice must include an invoice date, invoice number, date of service, service provided, itemized cost, and total cost.

● Keep a record of communication, either emails or phone calls, with the Contractor.

● Keep track of financial records.

● Does the Contractor adequately perform their responsibilities listed above and in the Scope of Work?

Payables/ Accounting

Evaluation Criteria Yes/No/NA Notes

1. Are current/past invoices submitted timely, properly documented, allowable, in compliance with policy, and in line with the budget?

2. Does the contract have adequate funding for the remainder of the contract’s life?

3. Does the Contractor email, fax or send a hard copy of invoices to UDC and BOPP?

4. Are we up to date with our payments to the Contractor?

5. List any areas of concern regarding the Contract and invoices.

Approval of Evaluation

X Aleena Colton Financial Manager

Evaluations To be Completed by CONTRACT MONITOR

Evaluation Criteria Yes/No/NA Notes

1. Does the contractor’s licensing cover all current and future Knowvation modules used by UDC, and BOPP or would additional modules require separate agreements?

2. Are there any provisions for support outside the stated hours (Monday–Friday, 8:30 a.m.–5:30 p.m. EST), such as emergencies or critical system failures?

3. For professional services on the Test License, what is the expected turnaround time for UDC/BOPP to approve tasks, and how is “pre-approval” formally documented?

4. How frequently will software upgrades or library updates be performed, and will UDC and BOPP employees receive training or documentation for any system changes?

5. As the contract monitor, do you review and retain all current and past invoices in the contract files?

6. Are there any other areas of concern regarding this contract?

Approval of Evaluation

X Weifo Jung Contract Grant Analyst II