BPM005593_Solicitation_Requirements_per_Amendment_1.pdf

Request for Proposal Notice Page

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

Solicitation Number: BPM005593

Description: RFID – Inmate Tracking and Management System

Solicitation Due Date and Time: September 27, 2023 at 5:00 P.M. (Arizona Time)

Pre-Offer Conference: Pre-Offer Conference will not be conducted

Location: All Institutions

Contract Type: Fixed Price

Contract Term: Twelve (12) Months with Options to Renew

In accordance with Arizona Revised Statutes § 41-2534, Competitive Sealed proposals for the materials or services specified, will be received by the Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) through the State's e-Procurement System, Arizona Procurement Portal (APP) at https://app.az.gov until the “Bid/Offer Due Date” indicated in “The State’s e-Procurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the ADCRR’s possession online no later than that deadline.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in “The State’s e-Procurement System”.

Submit technical inquiries about navigating and/or submitting proposals in the State’s e-Procurement System to the State’s e-Procurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov

It is the responsibility of the supplier/offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION.

*An Equal Employment Opportunity Agency*

Solicitation Notice Page Page 1 of 84 Rev. 06.12.2023 https://app.az.gov/ mailto:app@azdoa.gov

Table of Contents Solicitation No. BPM005593

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

Table of Contents

Scope of Work 3 Special Terms and Conditions 21 Addendum A to the Special Terms and Conditions 43 Uniform Terms and Conditions 47 Exhibit A 64 Exhibit B 67 Exhibit C 68 Exhibit D 70 Exhibit E 72

Solicitation Notice Page Page 2 of 84 Rev. 06.12.2023

Scope of Work

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

Scope of Work

1. Introduction

1.1. The Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) Vision and Mission Statements are:

1.1.1. Vision: The Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) is committed to creating a safe, secure, and humane correctional environment that provides a healthy environment for staff and offers the incarcerated population opportunities to learn and practice the necessary skills for success upon release.

1.1.2. Mission: To enhance public safety across Arizona through modern, effective correctional practices and meaningful engagements.

2. Background

The signed Injunction No. CV-12-00601-PHX-ROS, Jensen vs. Thornell filed April 7, 2023 mandates installation of a comprehensive Radio Frequency Identification (RFID) system at designated areas across multiple state prison complexes. The RFID system will track inmate out of cell movement across various locations to include but not limited to, recreation, medical, counseling, and programming, and document refusals. The system should also be able to capture the delivery of services and the refusal of those services. This project will consist of an RFID solution and installation of a wireless network at the designated areas. Installation, testing and full implementation must be completed by December 31, 2024 to comply with the above aforementioned injunction.

3. Task

The intent of this solicitation is to allow the ADCRR to enter into a contract(s) for the procurement of the following specified equipment and service, as specified within the Scope of Work, at a fixed price for a twelve (12) month period.

4. Terms and Definitions

For the purposes of this RFP, the following terms and definitions shall apply:

4.1. “Chief Procurement Officer” means the ADCRR Deputy Chief Procurement Officer.

4.2. “Department” means Arizona Department of Corrections, Rehabilitation & Reentry (same as

“ADCRR”)

4.3. “Complex” means the overall collection of buildings/Units in a specific location where administration/maintenance/physical plant/logistics/ are located.

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RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

4.4. “Unit” means the grouping of interconnected buildings and related areas (Rec yard, showers, classrooms)

4.5. “Wing” means a particular section of a Unit.

4.6. “Cluster” means the grouping of interconnected cells and pods.

4.7. “Pod” means cells within a Cluster designated for shared uses (showers, security checkpoints)

Example: Complex > Unit > Wing > Cluster > Cell: Eyman > Browning > Easy > 1 > 002

4.8. “Cell” the area where the inmate sleeps.

4.9. “Yard” means outdoor areas outside of buildings, but within the perimeter of an institution.

4.10. “Runs” mean designated sleeping areas in the open yard.

4.11. “Watch Cell” a designated cell used for the temporary detention of a mental health inmate.

4.12. “Detention Cells” means a designated cell used for the temporary detention of an inmate who has been taken into custody (inmate status) after issuance of a warrant and is pending transport for return to custody or for disciplinary offenses.

4.13. “Rec” means a recreational area.

5. Scope of Services

5.1. OVERVIEW AND CURRENT ENVIRONMENT

5.1.1. ADCRR is soliciting a qualified Contractor to provide equipment and services for the tracking and monitoring of inmates through RFID electronic tracking and managing with both one-piece and multi-piece device systems. This RFP will establish a single contract for the implementation and operation of a turnkey inmate tracking system with management capabilities to meet current and future requirements. The proposed solution is to include, among other things, installation, maintenance, training, software, sensors, scanners, wristbands, ID cards, batteries, charges, key fobs, communications, enclosures, panel and such other equipment or materials necessary to implement the inmate tracking and management system/services.

5.1.2. Overview of ADCRR designated Detention, Watch Cell, and Maximum Custody Units locations where the RFID solution and wireless network will be installed has been provided below.

5.1.3. Based on current staffing positions, the amount of handheld scanners that will be needed is estimated utilizing a 1:1 ratio. At this time, the total number of handheld scanners is estimated to be 365. Due to potential staff position expansions, Contractor must be able to provide additional scanners upon request and within a reasonable time frame so as to not impede operations at the sites.

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RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.1.4. Installation of a comprehensive RFID system and wireless network will take place in prioritized designated areas. Offeror shall install an RFID solution and wireless network to the ADCRR designated; Detention, Watch Cell, and Maximum Custody Units, overviewed as follows

5.1.4.1. Douglas - Mohave Detention and Watch Cell:

Mohave Detention Unit (MDU) has one level with three runs. Each run has 15 cells and two showers. One access point per run is connected to the inmate tablet vendor’s wireless network. There are no outdoor wireless access points. Two rows of eight rec enclosures are located behind A Run. The inmates are escorted to the Medical building.

Approximately 70 RFID tags will be required.

5.1.4.2. Eyman – Browning:

Browning is a maximum custody unit. The RFID solution must support out of cell movement across the entire unit. Inmates are housed in clusters. There are 12 clusters divided into 4 wings. Two of the wings have 4 clusters and 2 of the wings have 2 clusters. Each cluster has 6 pods for a total of 72 pods. . Each pod has two levels, 10 cells on each level, and one access point connected to the inmate tablet vendor’s wireless network. Six outdoor wireless access points are also connected to that network. There is an outdoor rec area directly attached at the end of the runs. There are 10-30 additional outside rec enclosure areas adjacent to every other cluster. Browning’s clusters have identical layouts to SMU-1 and are similar to Lewis Rast Max.

Inmates are escorted to various locations around the unit such as medical, classrooms, programming areas, chow hall, etc. Approximately 1,200 RFID tags will be required.

5.1.4.3. Eyman - SMU-1

SMU-1 is a maximum custody unit. The RFID solution must support out of cell movement across the entire unit. Inmates are housed in clusters.

There are 16 clusters evenly divided into 4 wings. Each cluster has 6 pods for a total of 96 pods. Each run has two levels, eight cells on each level and one access point connected to the inmate tablet vendor’s wireless network. Six outdoor wireless access points are also connected to that network. There is an outdoor rec area directly attached at the end of the runs. There are 10-20 additional outside rec enclosure areas adjacent to every other cluster. SMU-1’s cluster layout is identical to Browning’s clusters and similar to Lewis Rast Max.

Scope of Work Page 5 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

Inmates are escorted to various locations around the unit such as medical, classrooms, programming areas, chow hall, etc. Approximately 1,200 RFID tags will be required.

5.1.4.4. Lewis - Bachman Detention

Bachman Detention has two identical pods. Each pod has two levels, 25 cells, three showers, and two access points connected to the inmate tablet vendor’s wireless network. Two rec enclosures are attached to each pod. There are no wireless access points outside. There is a small medical office in Detention. Inmates are also escorted to the ACI building to visit Medical Services depending on their medical needs.

Morey and Stiner are identical in design. Yuma Dakota Detention has a similar design. Approximately 65 RFID tags will be required.

5.1.4.5. Lewis - Morey Detention

Morey Detention has two identical pods. Each pod has two levels, 25 cells, three showers, and two access points connected to the inmate tablet vendor’s wireless network. Two rec enclosures are attached to each pod. There are no wireless access points outside. There is a small medical office in Detention. Inmates are also escorted to the ACI building to visit Medical Services depending on their medical needs.

Bachman and Stiner are identical in design. Yuma Dakota Detention has a similar design. Approximately 65 RFID tags will be required.

5.1.4.6. Lewis - Rast Maximum Custody and Watch Cells

Rast Max is made up of 1 building with 3 clusters. - 3 Able, 3 Baker, and 4 Charlie. Each cluster has six pods with two levels. A pod consists of 24 cells and four showers. There are four program rooms and one medical area. 3 Able l has two rows of five rec enclosures, and one large enclosure between pods 2 and 3. There is one large rec enclosure between pods 3 and 4. There is an additional enclosure 50’ away from the building. 3 Baker has two rows of five and one row of three rec enclosures between pods 2 and 3. A large rec enclosure is 70’ away from Run 3. Between pods 4 and 5, there are three rows of seven rec enclosures. Additional enclosures will be added. 4 Charlie has two rows of five enclosures between pods 4 and 5.

ADCRR has an Ubiquiti Nano access point in Visitation. There is also one access point connected to the inmate tablet vendor’s wireless network. 62 access points are connected to the inmate tablet vendor’s

Scope of Work Page 6 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034 wireless network. Rast Max runs are similar to the cluster layout are Eyman Browning and SMU-1 units. Approximately 640 RFID tags will be required. The Watch Cells are located within 3 Able Run 6. The layout is the same as all other runs.

5.1.4.7. Lewis - Stiner Detention

Stiner Detention has two identical pods. Each pod has two levels, 25 cells, three showers, and two access points connected to the inmate tablet vendor’s wireless network. Two rec enclosures are attached to each pod. There are no wireless access points outside. There is a small medical office in Detention. Inmates are also escorted to the ACI building to visit medical services depending on needs. Bachman and Morey are identical in design. Yuma Dakota Detention has a similar design. Approximately 65 RFID tags will be required.

5.1.4.8. Perryville - Lumley Detention

Lumley Detention is located in A Yard Building 30-C. There are two identical levels. The lower level is the primary location. Upper level is for overflow. Each level has six cells and one shower. One outdoor access point per level is connected to the inmate tablet vendor’s wireless network. Two rec enclosures are in front of Building 30-D.

The medical office is located in Building 29. Approximately 15 RFID tags will be required..

5.1.4.9. Perryville - Watch Cells

Watch Cells are located in the Complex Watch Area (CWA) building.

There are two identical wings. Each wing has one single level run with 10 cells and two showers. One access point per run is connected to the inmate tablet vendor’s wireless network. There are two rows of three rec enclosures behind the building. There are no outdoor wireless access points. The inmates typically do not leave the building for medical; medical staff travels to them. Depending on the inmate’s needs, they can be escorted to the Medical Building. Winslow Detention is identical to CWA. Approximately 30 RFID tags will be required.

5.1.4.10. Perryville - Ward

Three Watch Cells are located in the Complex Ward Area building.

There are three cells beside each other. One access point per run is connected to the inmate tablet vendor’s wireless network. There is one open recreation area. There are no outdoor wireless access points.

Scope of Work Page 7 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

The inmates typically do not leave the building for medical; medical staff travels to them. Depending on the inmate’s needs, they can be escorted to the Medical Building. Approximately 10 RFID tags will be required.

5.1.4.11. Phoenix - Watch Cells

Six watch cells will be located in the Baker Ward area. There are six cells beside each other in an open dorm type setting. One access point per is connected to the inmate tablet vendor’s wireless network. There is one open recreation area. There are no outdoor wireless access points. The inmates typically do not leave the building for medical;

medical staff travels to them. Approximately 10 RFID tags will be required.

5.1.4.12. Safford Fort Grant - Miles Detention and Watch Cells

Miles Detention Unit (MDU) is located on the Fort Grant Unit which is about an hour drive from Safford Complex. MDU has one level and three runs. There are five cells on A Run, 11 cells on B Run, and eight cells on C Run. There is one watch cell outside of A Run. B Run has two showers. One access point per hall is connected to the inmate tablet vendor’s wireless network. ADCRR has one Ubiquiti Nano access point in the building’s front office. Six rec enclosures located between the B and C Runs. There are no outside wireless access points. The medical office is attached to MDU on the B Run.

Approximately 35 RFID tags will be required.

5.1.4.13. Tucson - Cimarron Detention

Cimarron Detention is located in Housing Unit 2 C/D with two identical pods. Each pod has two levels, 24 cells and six showers. Three access points per pod are connected to the inmate tablet vendor’s wireless network. ADCRR has one Ubiquiti Nano access point in the sallyport between the pods. There are four rows of six rec enclosures behind the building. The medical office is located within the building.

Approximately 90 RFID tags will be required.

5.1.4.14. Tucson - Complex Detention Unit

The Complex Detention Unit (CDU) has two identical pods. Each pod has two levels, 20 cells and four showers. Two access points per pod are connected to the inmate tablet vendor’s wireless network. Two rows of four rec enclosures behind the building. There are no outdoor access points. The medical office is located within the building. The layout of

Scope of Work Page 8 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034 this area is similar to Yuma Cheyenne Detention. Approximately 70 RFID tags will be required.

5.1.4.15. Tucson - Manzanita Detention

The Manzanita Detention area is located within the Administration building. It has one level with one run of 12 cells, three showers and one access point connected to the inmate tablet vendor’s wireless network. Behind Detention is a single run of six rec enclosures. There are no outdoor wireless access points. Inmates are escorted to the Medical building. The layout of this area is identical to Winchester Detention. Approximately 25 RFID tags will be required.

5.1.4.16. Tucson - Rincon Mental Health Watch

The Mental Health Watch Cells are located within Housing Unit 8. It has one level with three runs. Each run has a single entrance into the showers. A Run has 15 cells and B & C Runs has 14. Each run has two access points connected to the inmate tablet vendor’s wireless network. Currently there are two rows of four rec enclosures behind C Run. One large rec enclosure is located in front of A Run. There are no outdoor wireless access points. The medical office is located in the housing unit’s Day room. Approximately 70 RFID tags will be required.

5.1.4.17. Tucson - Winchester Detention

Winchester Detention area is located within the Administration building.

It has one level with one run of 12 cells, three showers and One access point connected to the inmate tablet vendor’s wireless network. Behind Detention is a single run of six rec enclosures. There are no outdoor wireless access points. Inmates are escorted to the Medical building.

The layout of this area is identical to Manzanita Detention.

Approximately 25 RFID tags will be required.

5.1.4.18. Winslow - Complex Detention and Watch Cell

Complex Detention (CDU) is located in the Kiabab Unit. There are two watch cells within CDU. CDU has two identical wings. Each wing has one single level run with 10 cells and two showers. One access point per run is connected to the inmate tablet vendor’s wireless network.

There are two rows of three rec enclosures behind the building. There are no outdoor wireless access points. The inmates typically do not leave the building for medical; medical staff travels to them. Depending on the inmate’s needs, they can be escorted to the Medical Building.

Scope of Work Page 9 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

Winslow Detention is identical to CWA. Approximately 35 RFID tags will be required.

5.1.4.19. Yuma - Cheyenne Detention

Cheyenne Detention (CDU) has two identical pods. Each pod has two levels, 20 cells and four showers. Two access points per pod are connected to the inmate tablet vendor’s wireless network. There are no outdoor wireless access points. There are two rows of four rec enclosures behind the building. The medical office is located within the building. The layout of this area is similar to the Tucson Complex Detention Unit. Approximately 50 RFID tags will be required.

5.1.4.20. Yuma - Dakota Detention and Mental Health Watch Cells

Dakota Detention Unit (DDU) has two identical pods. Each pod has two levels, 25 cells, two showers, and one access point connected to the inmate tablet vendor’s wireless network. Two rec enclosures are attached to each pod. There are no wireless access points outside.

There is a small medical office in Detention. Inmates are also escorted to the Medical building depending on their medical needs. Lewis’ Bachman, Morey, and Stiner Units are similar in design. Approximately 65 RFID tags will be required.

The Mental Health Watch cells are located in Building 5, 6, 7, and 8.

Each building has two groups of watch cells located on opposite sides of the building. The layout of the watch cells is identical within the four buildings.

5.1.5. ADCRR may be required to add other, alternate, or new locations in the future.

Offeror should be able to scale up when required.

5.2. PROJECT OBJECTIVE

The objective of this project is to design, develop and implement an RFID-based inmate movement tracking system for each designated location. The Offeror system will accurately track and monitor the movement of inmates and complex staff within ADCRR locations, ensuring that they are in the designated areas and that security personnel can locate them based on point-to-point check-ins. This project will include both a wireless and an RFID component. The Offeror will provide a wireless system including infrastructure, hardware, and dedicated circuit to support the RFID solution. The wireless network will be a stand-alone network, not attached to the current ADCRR network.

Scope of Work Page 10 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.3. PROJECT SCOPE

5.3.1. The Offeror shall conduct an assessment of the current complex facilities to determine the most suitable hardware and software solutions for the RFID system.

5.3.2. The Offeror shall design and develop of the RFID system to track real-time or near real-time inmate movements, and integration with existing complex facilities management systems.

5.3.3. The Offeror shall install and configure of RFID hardware components such as antennas, scanners/readers, and tags, as well as any necessary software components.

5.3.4. The Offeror shall conduct testing of the system to ensure accuracy, reliability, and compliance with applicable laws and regulations.

5.3.5. The Offeror shall train complex staff on how to use the system and its components.

5.3.6. The Offeror shall provide on-going support and maintenance of the wireless network and components.

5.4. WIRELESS HARDWARE AND SOFTWARE REQUIREMENTS:

5.4.1. The proposed solution requires wireless connectivity for operation. Offeror’s solution must operate in an environment where there are multiple existing wireless networks, inmate tablets and medical vendors, education etc. The solution must provide comprehensive connectivity coverage within the buildings and areas prioritized and listed in Section 5.13, as well as the location they are in transit to, such as the Medical building, classroom, etc. The system does not have to track their entire movement while in transit. This system must not interfere with or negatively affect the existing wireless networks.

5.4.2. The Offeror shall be responsible for the wireless system, its installation, and maintenance. It is permitted to subcontract for the wireless build out only. If requested, ADCRR can provide a list of state approved wireless vendors for subcontracting.

5.4.3. The Offeror’s proposed solution shall include a backup plan for power redundancy to ensure there is power at all times to include emergency situations at each designated location.

5.4.4. The Offeror’s system shall make use of the most viable wireless technology. The proposed solution may include such options as cellular connectivity, WIFI installation, network as a service, or similar alternatives.

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RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.4.5. The Offeror’s Wireless system shall be present in all designated locations.

5.4.6. The Offeror’s Wireless system shall provide a stable connection in all designated locations.

5.4.7. The Offeror’s Wireless system shall have all necessary hardware required to provide wireless capability.

5.5. RFID HARDWARE AND SOFTWARE REQUIREMENTS

The Offeror’s proposed solution shall have the following requirements for RFID hardware:

5.5.1. A web-based record keeping Electronic Offender Management System (EOMS) accessible via standard web browsers. Log entries and electronically captured data to be secured and stored with no capabilities for modification, deletion, or alteration.

5.5.2. Support ISO 15693 high-frequency, 13.56MHz RFID tags

5.5.3. RFID tags to contain a unique identification number (UID) that cannot be duplicated or altered

5.5.4. Have the ability to auto identify inmates by name when scanned by the RFID system

5.5.5. RFID barcodes/chips/tags must be on each inmate ID card

5.5.6. RFID tags to be installed in required locations specific to inmate movement and location

5.5.7. Fixed RFID and/or Handheld Mobile RFID readers/scanners for complex staff

5.5.8. Handheld Mobile RFID readers/scanners must have docking stations

5.5.9. Backup batteries for RFID docking stations

5.5.10. RFID Mobile devices must have carrying holsters and/or shoulder straps.

5.5.11. RFID Mobile devices must support Wi-Fi.

5.5.12. RFID Mobile devices must have an embedded high-resolution camera capable of taking photographs and recording video.

5.5.13. RFID Mobile devices should have replaceable battery or expected battery life over 12 hours of continual use

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RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.5.14. RFID Mobile devices should be able to auto log off after a specified time period if officer has not logged out

5.5.15. RFID Mobile devices should allow disconnected use from a network with a synchronization capability upon reconnection without the need to cradle the device (i.e. wireless connectivity)

5.5.16. All functionality of the device should be available in offline and online modes (e.g.

voice to text capabilities for capturing observation notes etc.)

5.5.17. RFID Mobile devices should be locked down to prevent use of any non-approved applications and external Wi-Fi access

5.5.18. RFID Mobile devices should be water-resistant, shock-resistant, and ruggedized for use within a correctional environment

5.5.19. RFID Mobile devices should capture all officer or inmate signatures related to refused services

5.6. SOFTWARE REQUIREMENTS FOR THE SYSTEM

The Offeror’s proposed solution shall include the following software requirements for the system:

5.6.1. RFID middleware software to manage the communication between the readers and the database

5.6.2. Database management software to store and manage the data collected by the system

5.6.3. Integration software to allow the RFID system to interface with existing prison management systems

5.6.4. Generate offender-level reports that identify inmate(s) by name and identification number.

5.6.5. Support offender-level documentation where log entries positively identify inmate(s) by name and housing assignment.

5.6.6. Allow system administrators to create an unlimited number of touch-screen incident codes or WordBlocks.

5.6.7. Be Password Protected.

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RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.6.8. Be securely accessible via an Internet-accessible PC and protected by a 128-bit

SSL

5.6.9. Include a “Dashboard” or dynamic on-screen report that identifies completed and missed checks by officers to identify round compliance due to speed of round;

average time between tags, etc.

5.6.10. Support integration for read only access from our Offender Management System.

5.6.11. Support integration with the Arizona Correctional Information System (ACIS)

5.6.12. Support Web-based remote technical support

5.6.13. Allow system administrators to fully customize end user privileges by module

5.6.14. Allow users to freehand log entries by inmate name and support up to 5,000 characters

5.6.15. Support a training database for optional training and/or new hire practice

5.6.16. Storage of photographs and video with audio using a high resolution camera to automate logging of prisoner activity and the completion or refusal of prisoner services including but not limiting to; meal delivery, recreation, medications, supplies, laundry, and bedding

5.6.17. Support cloud-based storage with the retention period required state record-retention laws and rules.

5.6.18. Support data transfer in FTP, MQ, or API.

5.7. ADCRR REQUIREMENTS FOR SOLUTION DEPLOYMENT

The Offeror’s proposed solution shall include and comply with the following:

5.7.1. Browser access: a Cloud-based website that can be rendered by any common browser, including: Chrome, Firefox, Edge, and Safari.

5.7.2. Real release: Inmates that are marked as Released from the Department’s Offender Management System (OMS) will not be available for inmate-specific workflows. If inmates are marked Released in the OMS, but remain in the facility for a significant time, then both parties will need to agree on the necessary database triggers or policy update.

5.7.3. Exhaustive assignments: Each inmate must be assigned to a specific housing location for the Cell Checks workflow.

5.8. NON-FUNCTIONAL REQUIREMENTS

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RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

The Awarded Contractor’s system must have the following:

5.8.1. 99% uptime.

5.8.2. Minimal latency.

5.8.3. Service Level Agreement(s) (SLA) for:

5.8.3.1. Single access point outage: to include service agreement with specified hours and day availability with direct contact numbers to the support service team.

5.8.3.2. Multiple access points in the same area outage: to include service agreement with specified hours and day availability with direct contact numbers to the support service team.

5.8.3.3. Entire network outage: to include service agreement with specified hours and day availability with direct contact numbers to the support service team.

5.8.3.4. Broken mobile device: to include service agreement with specified hours and day availability with direct contact numbers to support service team.

5.8.3.5. Damaged RFID locator tags.

5.8.3.6. Defective equipment such as scanners, batteries, etc.

5.8.4. The system must be able to generate reports regarding network performance and SLA compliance.

5.9. USER REQUIREMENTS

Offeror’s solution shall allow users the following:

5.9.1. To connect to the wireless network with multiple RFID scanners/readers.

5.9.2. To access a stable wireless connection within the designated areas.

5.10. SYSTEM REPORTING REQUIREMENTS

The Awarded Contractor’s system reporting shall have the following requirements:

5.10.1. Use Microsoft SQL Server Reporting Services (SSRS)

5.10.2. Ability to export data into multiple file formats, such as PDF, Excel, HTML, and XML to be printed and/or saved to a local area network

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RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.10.3. Automatically generate and send reports via email to select recipients.

5.10.4. Data must be able to be pulled to show inmate movement to include:

5.10.4.1. Inmate Activity Report

5.10.4.2. Housing Activity Report

5.10.4.3. Round Compliance Report

5.10.4.4. Meals Report

5.10.4.5. Recreation Report

5.10.4.6. Movement Report

5.10.4.7. Population Report

5.10.4.8. Use of Confinement/Restricted Movement Report

5.10.4.9. Maintenance and Equipment Report

5.10.4.10. Recreation Area Hydration Station Reporting

5.10.4.11. Inmate Out of Cell Time Report

5.11. CONTRACTOR REQUIREMENTS

All Contractors and Subcontractors must adhere to the requirements stipulated in Exhibit B.

5.12. SECURITY REQUIREMENTS

Offeror shall meet ADCCR security requirements as follows:

5.12.1. Contractor and subcontractor workers must pass a background check.

5.12.2. Contractor’s systems must be installed in a secure tamper resistant fashion.

5.12.3. Wireless signals must be password protected to prevent unauthorized access.

5.12.4. Comply with all ADCRR security standards as listed in the Security Policy Table.

See Exhibit C.

5.13. DESIGNATED AREAS FOR WORK

Installation of a comprehensive RFID system and wireless network will take place in prioritized designated areas noted in Exhibit D. Heat Maps are provided for reference in Exhibit E. Due to population adjustments and additional area utilization requiring electronic capturing; Awarded Contractor must be able to provide additional RFID scanners and/or tags upon request and within a reasonable time frame so as to not impede operations at the sites.

Scope of Work Page 16 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.14. MILESTONES

Awarded Contractor shall be responsible for the completion of a full project plan to include project start and completion of both the RFID and Wireless components. The milestones are to be detailed and aligned with a start date of December 31, 2023 and end date of December 31, 2024. Contractor will provide a Project Plan including key milestones and delivery dates and timeframes.

5.15. STANDARDS AND TESTING

RFID tracking systems for inmates have specific standards and testing that should be followed to ensure the system is effective and meets the necessary requirements. The Offeror’s system to meet the following standards and testing:

5.15.1. ISO/IEC 18000-6c: This standard defines the protocol for UHF (Ultra-High Frequency) RFID systems, which is commonly used for tracking assets and people in a variety of industries.

5.15.2. ASTM F3018: This standard provides guidelines for the installation and operation of RFID systems in correctional facilities.

5.15.3. FCC Part 15: This is the regulation for the use of radio frequency (RF) devices in the United States. RFID tracking systems must comply with this regulation to ensure that they do not interfere with other RF devices in the area.

5.15.4. Acceptance testing: The RFID tracking system should be tested before deployment to ensure that it meets the necessary requirements. Acceptance testing should include functionality testing, performance testing, and interoperability testing.

5.15.5. User acceptance testing: This involves testing the system with actual users (inmates, correction staff, etc.) to ensure that it meets their needs and is easy to use for the end user.

5.15.6. System validation: This involves testing the system in a live environment to ensure that it meets the necessary performance requirements and can handle the expected workload.

5.15.7. Security testing: Since RFID tracking systems in prisons involve sensitive data, security testing should be performed to ensure that the system is secure from unauthorized access or tampering.

5.16. AUTOMATING PRISONER ACTIVITY LOGGING

The Offeror’s solution shall automate prisoner activity logging as follows:

5.16.1. Logging cell checks and security checks via fixed RFID tags.

Scope of Work Page 17 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.16.2. Automating whether prisoner services such as meal delivery, recreation, medications, supplies, laundry, functionality ADCRR believes will help validate their actions, and bedding have been completed or refused.

5.16.3. The Department requires wireless capabilities in the designated areas where the RFID system will operate.

5.16.4. Support a real time or near real time interface with ADCRR’s EOMS to interface and share inmate demographics, information, and housing assignments.

5.16.5. Use of portable devices that support Wi-Fi and an embedded high-resolution camera capable of taking photographs and recording videos.

5.16.6. Installation of required hardware and infrastructure to allow RFID mobile devices to connect to the network wirelessly.

5.16.7. Track and record compliance with required security checks based on inmate classification.

5.16.8. RFID tags or location tags should have lifetime warranty replaceable at no cost to The Department.

5.16.9. Expansion to the wireless network based on a Department request and/or approval.

5.17. FUNCTIONAL REQUIREMENTS

Offeror’s solution shall meet the functional requirements as follows:

5.17.1. RFID solution will make use of the most viable wireless technology.

5.17.2. The wireless network must be present in all designated areas.

5.17.3. The wireless network must provide a stable connection in all designated areas.

5.17.4. The wireless network must have all necessary hardware required to provide wireless capability.

5.17.5. The wireless network infrastructure must adhere to ADCRR’s infrastructure standards.

5.17.6. The RFID solution must utilize RFID tags that are high-frequency and capable of near-field communication.

5.17.7. The RFID tags shall contain a unique identification number that cannot be duplicated or altered.

Scope of Work Page 18 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.17.8. The RFID tags must be robust and support secure mounting, be enclosed in a tamper-proof, shatter-proof unit, and have the ability to identify inmates by name when scanned.

5.17.9. The system must support digital incident codes that can be customized by system administrators and used by end users to collect observations of inmates and other activities.

5.17.10. The system must enable users to create a unique PIN to authenticate login privileges or login via Key FOB or ID card.

5.17.11. The system must support web browsers, such as Chrome, Firefox, Edge, and Safari, and is password protected.

5.17.12. The System must support inmate level documentation where log entries positively identify inmates by name and housing assignment.

5.17.13. The system must generate inmate level reports that identify inmates by name and identification number.

5.17.14. The system must support the ability to log meals, movements, recreation, refusals, headcounts, medications, supply passes, security checks, and other appropriate information by inmate name, officer ID, and time/date;

5.17.15. The system to log other inmate documentation by inmate name, identification number, and housing assignment.

5.17.16. The system must automatically visually distinguish between log entries created by RFID scan versus those manually recorded without an RFID scan or “read”.

5.17.17. The system must include a real-time module that tracks system usage to display the date, time, and location of completed activities

5.17.18. The System must ensure accurate reporting such as export data into multiple file formats, such as PDF, Excel, HTML, and XML to be printed and/or saved to a local area network.

5.17.19. The System must retain data in accordance with required state record-retention laws and rules.

5.17.20. Automatically generate and send reports via email to select recipients; and filter reports by date, time, housing unit, prisoner name, identification number, and officer ID.

5.17.21. Log entries as well as other electronically captured data cannot be edited, deleted, or altered in any way.

5.17.22. Support the capture of inmate observation notes via speech to text whether online or offline.

5.17.23. Allow custom configuration of standard observation notes for officers to select.

Scope of Work Page 19 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

5.17.24. Support electronic signature captures

5.17.25. Track the issuing of restricted, dangerous items such as razors to an inmate, and the subsequent return of such items.

5.17.26. Officers should be able to assign a single or group of inmates as “in transit” under their escort from the mobile device.

5.17.27. Receiving officers should be able to “check-in” inmates to housing or other locations from “In Transit” from the mobile device.

5.18. OWNERSHIP

Upon completion of the contract Offeror agrees that ADCRR maintains ownership of the any installed wireless system, equipment, and infrastructure.

Experience and Qualifications

5.19. Offeror must be an established business firm with all required licenses, fees, bonding, facilities, equipment and trained personnel necessary to meet all requirements and perform the work as specified in the Solicitation. Offeror shall maintain compliance with these requirements throughout the life of this contract. ADCRR reserves the right to require receipt of proof of compliance with said requirements within ten (10) calendar days from the date of request, and to terminate this Contract as a material breach or noncompliance with any requirement of this paragraph.

Scope of Work Page 20 of 84

Special Terms and Conditions

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

Special Terms and Conditions

1 PURPOSE:

Pursuant to provisions of the Arizona Procurement Code, A.R.S. § 41-2501, et. seq., the State of Arizona, Department of Corrections, Rehabilitation & Reentry intends to establish a Contract for an Inmate Tracking and Management System.

2 AUTHORITY TO CONTRACT:

This Contract activity is issued under the authority of the Arizona Department of Corrections, Chief Procurement Officer. No alteration of any portion of the Contract, any items or services awarded, or any other agreement that is based upon this Contract may be made without express written approval of the Department in the form of an official Contract amendment. Any attempt to alter any documents on the part of the ordering agency or any Contractor is a violation of the Contract and the Arizona Procurement Code. Any such action is subject to legal and Contractual remedies available to the State inclusive of, but not limited to, Contract cancellation, suspension and/or debarment of the Contractor.

3 ELIGIBLE AGENCIES:

Any contract resulting from this solicitation shall be for the exclusive use of the Arizona Department of Corrections Rehabilitation and Re-entry.

4 DOCUMENTS FOR AWARD:

ADCRR will not sign any agreements or any other documents presented for the services listed herein. The completed Offer and Acceptance form signed by the Chief Procurement Officer and the award notice will be the Contract.

5 BIDDING CONDITIONS:

At the time of the opening of the bid, each bidder shall be presumed to have inspected the site, and to have read and be thoroughly familiar with the contract documents, including all addendums. The bidder shall satisfy himself as to the] nature and locations of the work and the general and local conditions. The bidder shall gain full knowledge as to the employment of labor, transportation, disposal handling and storage material, availability of water, electric power and all other facilities in the area that will have a bearing on the performance of this work and the contract for which he submits his bid.

6 TERM OF CONTRACT:

The term of any resultant Contract shall commence on the date of award or as specified in the award document(s) and shall continue for a period of one (1) year, unless renewed, terminated or canceled, as otherwise provided herein.

7 CONTRACT RENEWAL:

By mutual written agreement, any resultant Contract may be renewed by (4) supplemental periods of up to 12 months each for a total contract term of 60 months.

Special Terms and Conditions Page 21 of 84

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

8 PRESS/PUBLICITY:

Prior to pursuing any press or publicity regarding these services, the contractor shall work with ADCRR’s Communications Department. ADCRR retains approval rights concerning any such factors.

9 PRICING:

The method of compensation governing the Contract shall be fixed price.

10 PRICE INCREASE:

The Department may review a fully documented request for a price increase only after the Contract has been in effect for thirty six (36) months. A price increase adjustment shall only be considered at the time of a Contract renewal and shall be a factor in the renewal review process. The Department shall determine whether the requested price increase or an alternate option is in the best interest of the State. The price increase adjustment, if approved, will be effective upon the effective date of the Contract renewal.

11 PRICE REDUCTION:

A price reduction may be offered at any time during the term of the contract and shall become effective upon issuance of a contract amendment.

12 BUSINESS STANDING A.R.S. § 10-1501:

A selected Contractor whose business structure requires that documents be filed regularly with the Arizona Corporation Commission (ACC) must remain in good standing with the ACC during the term of the Contract. An out-of-state firm selected for Contract award must file necessary documents with the ACC as doing business in Arizona prior to execution of the Contract and, throughout the term of the Contract, must remain in good standing with the ACC and the entity where the original documents were filed.

13 INVOICING/BILLING REQUIREMENTS:

13.1 A legible and detailed invoice shall be provided by the Contractor to Accounting at

ADCPayables@azadc.gov or mail to the address below:

Arizona Department of Corrections, Rehabilitation, and Reentry Attn: Account Payable 701 E. Jefferson Street Phoenix, AZ 85034

13.2 At a minimum the invoice shall include:

● Department Location’s Name and Address

● Contractor’s Name, Remit to Address and Contact Information

● Contract Number

● Purchase Order Number

● Invoice Number and Date

● Date the items or services were shipped or provided

● Applicable taxes

● Total Invoice Amount Due

Special Terms and Conditions Page 22 of 84 mailto:ADCPayables@azadc.gov

RFID – Inmate Tracking and Management System

State of Arizona Department of Corrections, Rehabilitation & Reentry

Procurement Services 701 E. Jefferson Street

Phoenix, AZ 85034

13.3 Invoices not sent to the proper address or not containing the necessary and required information may delay payment. A contractor whose payments are delayed due to improper invoicing shall make no claim(s) against the Department or the State for late or finance charges.

13.4 The Department will make every effort to process payment(s) within thirty (30 calendar days after acceptance of goods and or services. Delivery of goods and or services does not constitute acceptance.

14 PAYMENTS: AUTOMATED CLEARING HOUSE. The Department may pay invoices for some or all Orders through an Automated Clearing House (ACH). In order to receive payments in this manner from the Department, Contractor must complete an ACH Vendor Authorization Form (form GAO-618) within 30 (thirty) days after the effective date of the Contract. The form is available online at:

https://gao.az.gov/publications/forms

15 INDEPENDENT STATUS OF THE CONTRACTOR:

15.1 Personnel actions of employees on the Contractor’s payroll shall be the Contractor's responsibility. The Contractor shall comply with all applicable government regulations related to the employment, compensation and payment of personnel.

15.2 The Department will not be responsible in any way for the damage or loss caused by fire, theft, accident, or otherwise to the Contractor's stored supplies, materials, equipment, or his employee's personal property stored on Department property.

16 CONFIDENTIALITY OF RECORDS:

The Contractor shall establish and maintain procedures and controls, that are acceptable to the Department for the purpose of assuring that no information contained in its records or obtained from the Department or from others in carrying out its functions under the Contract shall be used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the Department.

Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of the Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the Department.

17 COMPLIANCE WITH DEPARTMENT LAWS, RULES AND REGULATIONS

The Contractor shall abide by all formally adopted Department Rules and General Operating Policies and Procedures as applicable…