Attachment A - Requirements.docx

ATTACHMENT A

WA State DOC Out of Cell Tracking Requirements

Vendors must review each of the requirements below and indicate using the drop down next to each item Vendors’ acceptance or provide an explanation in the space provided as to why the Vendor is unable to accept the requirement.

A. GENERAL OPERATIONAL TRACKING NEEDS:

Does your system have the ability to track general operational processes? For example, infractions written, behavioral observations, use of force, body scanner checks, X-ray searches, etc. Choose an item.

Additional Comments:

B. PROGRAMMING TRACKING NEEDS

Does your system have the ability for users to enter titles of programming specific to each individual facility? For example, Promising practice, Vocational Training, Amend/ Washington Way, work programs, etc. Choose an item.

C. OTHER TYPES OF OUT OF CELL TRACKING NEEDS:

Does your system have the ability to document reasons an out of cell opportunity ended prior to its scheduled time, or was not offered due to reasons out of the incarcerated individuals’ control or influence? For example, behavior, self-terminated, facility wide lock down, power outage or medical quarantine. Choose an item.

D. EXTERNAL COMMUNICATION TRACKING NEEDS:

Does your system have the ability to track the acceptance, denial or refusal of external communications? For example, mail, religious activities, telephone, tablet, electronic law library (ELL) etc. Choose an item.

E. HOUSING TRACKING NEEDS:

Does your system have the ability to track housing needs? For example, the issuance, acceptance, denial, or refusal of linens, showers, razors, cleaning supplies etc. Choose an item.

F. MEAL TRACKING NEEDS:

Does your system have the ability to track meals? For example, the issuance, acceptance, or refusal of meals, individually and as a whole group/module (MOD) Choose an item.

G. HEARINGS TRACKING NEEDS:

Does your system have the ability to track hearing needs? For example disciplinary, legal, and Ad-seg. With the option of a generalized comment box. Choose an item.

H. MEDICAL TRACKING NEEDS:

Does your system have the ability to track the issuance, acceptance and refusal of medications?

Choose an item.

Additional Comments:

I. DESTINATIONS:

Does your system have the ability to track the schedule, acceptance, denial and refusal of different destinations? For example, medical, counselor, ad-seg, visitation, education/ programing, court, other. Choose an item.

J. TIER CHECK TRACKING REQUIREMENTS:

Does your system have the ability to capture a group or module (MOD) wide movement? For example, a selection for “A-MOD Tier Check” that would eliminate the requirement to select each individual cell, but the entire MOD. Choose an item.

K. REPORT NEEDS:

Does your system have the ability to create/pull reports on a unit level using date parameters, as well as for a specific individual? Choose an item.

Below are some examples:

1. Has the individual been in solitary confinement for 45 cumulative days

2. Has the individual been held for more than 72 consecutive hours in 30-day period

3. A report to identify any individual who has been in solitary confinement for more than 120 days in the prior 12 months

L. RESEARCH & DATA ANALYTICS NEEDS:

Do you agree WADOC has complete ownership of the data and will store and maintain the data on its servers. Choose an item.

Do you provide a codebook and data dictionary. Choose an item.

Does your system have the ability to create In-cell/out-of-cell timestamps that create a new entry (new row in a table) for each scan with the relevant data? Choose an item.

Does your system create an ID number for each scan/entry Choose an item.?

Does your system allow mass data entry? Choose an item.

Does your system have the ability to distinguish between time out-of-cell that should be tracked (e.g., programming, yard, etc.) and time out-of-cell that shouldn’t be tracked (e.g., temporary COA, medical, etc.)? Choose an item.

Does your system have the ability to regularly update the server with new data? Choose an item.

Does your system have features that assist staff with data entry or automation of the data entry process? Choose an item.

M. TECHNICAL ABILITIES:

Does your system have the ability to import data from other Offender Management databases, such as Offender Management Network Information (OMNI)? Choose an item.

Does your system have the ability to send out alerts to all staff? For example, if an incarcerated individual has a razor and/ or if there is a safety concern? Choose an item.

Is your system dependent on Wifi? Some of our facilities are not able to get Wifi, so the system cannot be dependent on Wifi, but must have Wifi Capabilities Choose an item.

Is your system used with a digital device? For example, iPhone, Zebra, etc. We require no more than one piece of equipment be carried by staff. Choose an item.

Does your system have photo and video capabilities? Choose an item.