ESBD_473365_1764876448436_RFO-644-25-022525-OMITS-Final.pdf

Texas Juvenile Justice Department George H.W. Bush State Office Building1801 N. Congress Ave.

Suite 13.14000 Austin, TX 78701

REQUEST FOR OFFER

INDEFINITE DELIVERY INDEFINITE QUANITITY(IDIQ)

Offender Monitoring and Tracking System (OMTS) (Electronic Bed Check)

RFO# 644-25-022525

NIGP Class/Item 680-71; 680-59; 680-73

Posting Date: December 5, 2026

Table of Contents

Section I General Information Page 3

Section II Statement of Work Page 4

Section III Proposal Submittal Information Page 24

Section IV General Requirements Page 37

Exhibit A Execution of Offer Page 38

Exhibit B Price Form Page 41

Exhibit C Terms and Conditions

Exhibit D Prison Rape Elimination Act (PREA)

Exhibit E Statement of Data Security

Exhibit F Preferences

Glossary of Terms

Agency Refers to the Texas Juvenile Justice Department

(TJJD), the contracting authority for this solicitation

AQL (Acceptable Quality Level) The minimum quality standard required for system uptime and performance

API (Application Programming Interface) A set of protocols and tools that all the OMTS to integrate with other systems, such as case management platforms

CJIS (Criminal Justice Information Services) A compliance standard for handling sensitive criminal justice data, including security and privacy requirements

Contract Term The duration of the agreement, initially three years (March 1, 2026 through February 28, 2029 with two one-year renewal options

Data Migration The process of transferring existing data into the new OMTS system while maintaining integrity and continuity

Deliverables Specific outputs or products required under the contract, such as system configuration, reports, and training materials

IDIQ (Indefinite Delivery Indefinite Quantity A contract type that allows for flexible ordering of services or products within defined limits during the contract term

OMTS (Offender Monitoring and Tracking System The cloud-based system being procured to monitor and track youth offenders in TJJD facilities

PREA (Prison Rape Elimination Act) Federal law requiring zero tolerance for sexual abuse and harassment in correctional facilities;

compliance is mandatory

Project Management Plan A document outlining the vendor’s approach to managing the project, including schedules, milestones, and resource allocation

RDBMS (Relational Database Management System)

Database software required to store and manage OMTS data securely and efficiently

Respondent Any vendor, company, or entity submitting a proposal in response to this solicitation

Respondents The collective term for all vendors, companies, or entities that submit proposals in response to this solicitation

Scope of Work (SOW) The section of the solicitation detailing the services, requirements and deliverables expected from the vendor

Service Level Agreement (SLA) A formal commitment defining support response times and resolution standards for system issues

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The purpose of this RFO is to solicit vendors for a Youth Offender Monitoring and Tracking System (OMTS) for use by correctional staff at secured facilities. The submitted response must address the general requirements provided in this RFO. The proposal must describe how the vendor proposes to develop/configure, test, stage, and release an OMTS solution applying iterative processes.

B. BACKGROUND:

Pursuant to Senate Bill 653 passed by the 82nd Texas Legislature and signed by the Governor, the Texas Juvenile Justice Department (TJJD or Agency) was created on December 1, 2011 and the existing Texas Juvenile Probation Commission (TJPC) and Texas Youth Commission (TYC) were abolished. TJJD serves the state and counties of Texas by providing residential correctional detention facilities. Ensuring the safety and well-being of the youth is the foundation of providing treatment and rehabilitation. As such, we seek to implement an OMTS that provides the ability to perform safety checks of youth in their cells as well as aid the Agency with identifying risks and detrimental behaviors.

C. PERIOD OF PERFORMANCE:

The initial term of the contract shall be from March 1, 2026 through February 28, 2028 with two

(2) renewals, at one (1) year each. The Contract may be renewed by written amendment signed by both parties. The terms, conditions and rates for all renewals shall remain as stated in the Contract, with any approved changes.

Period of Service:

Three Year Initial Term: March 1, 2026 through February 28, 2029 Renewal Option One: March 1, 2029 through February 28, 2030 Renewal Option Two: March 1, 20230 through February 28, 2031

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this solicitation will be:

Charles P. Matuke, CTCM, CTCD Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (512) 490-7720; Facsimile: (512) 490-7717 Email: Charles.P.Matuke@tjjd.texas.gov

Secondary Contract Specialist Contact:

Vickie Griffin, CTCM, CTCD Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (817) 817-378-2153 Email: Vickie.Griffin@tjjd.texas.gov mailto:Charles.P.Matuke@tjjd.texas.gov mailto:Vickie.Griffin@tjjd.texas.gov

E. ADDITIONAL INFORMATION

a. It is the intention of TJJD to issue one contract award for the services described within this solicitation.

b. A Respondent submitting a proposal in response to this solicitation accepts TJJD’s methodology and evaluation process listed herein for awarding contracts

c. A Respondent shall align with the Texas Governor’s Executive Order on Prohibitive Technologies and Texas State Law regarding manufacturing.

d. A Respondent shall have Tx Ramp Level II certification.

SECTION II

SCOPE OF WORK

A. STATEMENT OF WORK:

TJJD is soliciting for a cloud-based Youth Offender Monitoring and Tracking System (OMTS) for use by correctional staff at secured facilities. The awarded Respondent will host the cloud base solution. TJJD is in need of a solution that does not require youth offenders to wear actual tracking devices.

B. SCOPE OF WORK:

The Scope of Work (SOW) includes the services, requirements and deliverables to be performed by the Vendor during the Contract Term.

1. General System Capabilities

The following are the minimal capabilities expected of the Offender Monitoring & Tracking System proposed:

a. Must be able to track Youth Offenders throughout the facility.

b. Ability to track Youth Offender movement history from the front-end and back-end of the application. This means the historical orders/appointment must detail where the Youth Offender was at that point in time (facility and housing area).

c. Ability to schedule appointments to a combination of facility/service types in order to populate service queues at the time of the appointment. Appointments must follow Youth Offender to new facility and service type automatically, even when initially ordered at a different facility/provider.

d. Must be able to capture well-being checks and observations of youth.

e. Must include a centralized management and administration component to track safety checks and access at a centralized as well as site level in real-time.

f. Must be able to integrate the OMTS with a case management system via Application Programming Interface (API).

g. Tools for user to customize forms, create templates, and smart forms to capture data relevant to monitoring and tracking youth offender.

h. Alerts: Ability to set alerts based on any field, general area of the Youth Offender record, or at points in time; ability to create alerts based on multiple criteria; and pop ups and other mechanisms to alert users, guide workflow to ensure monitoring occurs systematically and periodically throughout the day.

i. Decision Support tool inclusive of specific housing placement, and correctional/customized fields to facilitate monitoring according to Youth Offender classifications.

j. Must provide reporting capabilities to track Youth Offenders, the status of their well-being, and their location.

k. Able to place Youth Offenders on a queue even if the Youth Offender is discharged. Must also be able to document on a discharged person's record.

l. Must provide the Suicide watch functionality to allow for additional monitoring of specified youth.

m. Data Migration: The solution must include services for migrating existing data to the new system, ensuring continuity and integrity of information.

2. Locations

The Respondent must be able to deliver services to each of the secured and halfway house facilities identified below:

1. Evins State Juvenile Correctional Facility 3801 E. Monte Cristo Road Edinburg, Texas 78541 Pods: 10

2. Gainesville State Juvenile Correctional Facility

1379 FM 678

Gainesville, Texas 76240 Pods: 12

3. Giddings State Juvenile Correctional Facility 2261 James Turman Road P.O. Box 600 Giddings, Texas 78942

Pods: 16

4. Mart State Juvenile Correctional Facility 116 Burleson Road Mart, Texas 76664 Pods: 22

5. Ron Jackson State Juvenile Correctional Facility611 FM 3254

Brownwood, Texas 76801 Pods: 14

6. Ayers House

17259 Nacogdoches Road San Antonio, Texas 78266 Pods: 1

7. Edna Tamayo House 1438 N. 77th Sunshine Strip Harlingen, Texas 78550 Pods: 1

8. Schaeffer Halfway House

12451 Garment Road El Paso, Texas 79938 Pods:1

3. Component Devices Requirements

a. Must be able to provide digital/ tagging of 1,400 housing locations across each of the sites listed in Section 3.2.

b. Must provide the ability for staff to log in/log out for their assigned account.

c. The proposed solution must be scalable and interoperable with other component technologies (please specify in your response). Scalability and interoperability standard compatibility.

d. The solution design must include two (2) handheld devices for each housing location pod based on the number of pods for each site listed in Section 3.2 to quip correctional officers to track youth offenders in real-time. The solution design must include 25 additional handheld devices as backup devices.

4. Electronic Bed Check Requirements

a. Security Check - electronically logs staff physical presence at each significant step of their security round.

b. Room Check - captures face-to-face interactions, observations, and behaviors of juveniles at frequent intervals (e.g., every 15 minutes).

c. Out of Room digitally records all movements.

d. Meals & Recreation digitally logs all meals provide in living units and recreation or exercise events.

e. Medication – digitally logs all medication provided to youth in living units Headcount - confirms number of juveniles per living unit and various group events for security and accountability.

5. Business Rules Validation Requirements

a. Ability to force users to answer any questions or ability to have hard stop preventing user from locking a record if they have not completed certain requirements.

b. Data Validation: Ability to restrict bad data entry i.e. not allow text in date fields, not allow numbers, etc.

c. Ability to lock down fields so that users cannot change the text or descriptions.

d. Ability to create user roles and permissions based on varying criteria.

6. Security Logs Requirements

a. Ability to record history of every action taken on a Youth Offender record by users viewing or modifying the record; Ability to easily obtain those records for reporting purposes.

b. Ability to classify housing areas.

c. User Logs: Ability to record history of every action taken by a user.

d. Ability to designate Youth Offender and parts of entire record that can be reviewed by external parties.

e. External party can only see designated Youth Offenders.

f. Youth Offenders sometimes refuse services. Refusals must still be documented on scheduled appointments for stipulation purposes.

g. Must be able to configure offenders, officers, assets, locations, and observations.

h. Must have the ability to create groups, well-being check rules, and location inspection rules.

i. Must be able to send notifications and alerts to desired personnel when rules are broken.

j. Must have the ability to configure Agency defined alerts.

k. Must have the ability to specify rules and restrictions depending on the offender and location.

l. Must be expandable for multiple locations.

m. Ability to connect securely via wi-fi.

7. Health Services Monitoring Requirements

a. Some Youth Offender medications will need to automatically indicate a change from carry to non-carry depending on Youth Offender specific, facility, and/or housing area update.

b. Youth Offender information must be visible alongside clinical details by each service type/housing area combinations to allow for rapid clinical response in the correctional environment.

c. Ability to prioritize Youth Offenders on service queues based on medical condition or other criteria.

d. The system must provide a service queue for nursing services:

I. Examples include: Diabetic care, wound care, Clinical Institute Withdrawal

Assessment CIWA, Librium.

II. Nursing care modules to drive care: Infirmary level – assessments, treatment plans, goals.

e. Bed management – tracking Youth Offender, orders, and drugs, approved medical devices; ability to produce daily reports to Direct Care Staff per Youth Offender of approved devices tracking specialty appointments and services by Youth Offender/bed.

f. Ability to designate units within infirmary for different Youth Offender security classification.

g. Ability to provide an accurate list of a Youth Offender’s current medications.

h. Rx Classification - Formulary/Non-formulary/Restricted

i. Some housing areas are carry and others non-carry. Built in logic to match medication restrictions to housing area.

j. Clinical administrative user permission to create customizable medication schedule at facility level.

k. Ability to allow users to set up instructions so that providers can see instruction while ordering meds.

l. Ability to build tapers– e.g., for methadone, prednisone, etc.

m. Ability to order tapers.

n. Ability to easily correct medication orders prescribed by mistake e.g., not have to schedule new appointment or create new encounter.

8. Business Intelligence Requirements

a. Ability to equip supervisors with real-time and historical insights about daily floor operations, juveniles, and staff members.

b. Ability to measure round compliance in real-time with customizable warnings, notifications, and digital clocks help to communicate security round performance.

c. Ability to gathers floor activities from across the facility and centralizes them into one single information feed.

d. Ability to generate electronic reports that can be filtered by juvenile name, activity type, and more.

e. Ability to present visualized Dashboards that establishes a body of evidence for each formal count, while visualizing scans in real-time.

f. Ability to locate juveniles during scheduled activities, and flags juveniles with returnable supplies.

9. Technical Requirements

9.1 Securities

TJJD must be able to safeguard certain confidential information and control who can do what to the various information. Audit trails must be available to allow the reconstruction of data change, access, and search activities. Individual security rights should be able to be controlled at the user level and should be consistent to all access to information.

The Vendor should include a detailed description of the proposed software and database security features. In particular, TJJD requires user-defined privileges, authentication, network, and database security modules; information sharing security (e.g., encryption, user-defined privileges, medical and other legal considerations, FERPA, HIPAA, FBI-CJIS, auditing concerns, mechanisms for tracking access and updates, interface interactions).

The Vendor must specify how the proposed solution addresses security concerns. In addition, solutions that incorporate technical privacy, and enable redacting of erroneous information through data dumps, etc. (user-defined privileges, data filters when sharing information) and consideration of local privacy laws.

a. The application should be compliant with the State of Texas’ TAC 202 requirements and be guarded against known and new vulnerabilities such as:

i. SQL Injection

ii. Cross Site Scripting (XSS)

iii. Broken Authentication and Session Management

iv. Insecure Direct Object References

v. Cross Site Request Forgery

vi. Security Misconfiguration

vii. Insecure Cryptographic Storage

viii. Failure to Restrict URL Access

ix. Un-validated Redirects and Forwards

x. Vendor’s system must be accessible from different domains on the Agency network.

xi. Domain trust relationships shall be avoided when another communication method is available.

xii. Domain trust relationships between systems shall be introduced according to business requirements and must be documented.

xiii. If hardware requirements are required on-premises, the Vendor must provide ports, services, and applications not servicing business requirements must be disabled.

xiv. The Vendor must also address any vulnerabilities identified as risk assessment.

xv. User sessions shall automatically log off after a set period of inactivity. The set period shall be customized to the level of user access, and the period may be modified by a system administrator.

10. Audits and Controls Requirements

This section addresses both the requirements for “internal” and “external” auditing capabilities. The system shall have controls to ensure data integrity. Audit trails must be available to assist in identifying basic information such as: What was changed? Who changed it? When was it changed?

11. User Management and Security Requirements

a. User Levels - The system shall allow for at least 700 users with varying levels of security privilege that determine which parts of the system are accessible and editable.

b. Archiving - The system shall retain all non-active staff user records in the system and all records shall retain these users as connected and owners of the journals, events and other components created or recorded while that TJJD staff person was at TJJD.

c. Outgoing Staff transfers - The system cases and any activities outstanding shall be transferred in bulk or individually to new supervising case managers, probation or parole officers in the event of a TJJD staff person terminating their employment or being transferred out of active supervision.

d. Security Requirements

i. The system must provide for role-based access to information that takes into consideration

1) Role of the user

2) The type of data being accessed

ii. User Roles - Access to data, reports, and system setup will be based on user roles.

Access levels include: No Access, View, Create, Maintain, and Delete.

iii. Super User - The system must provide for the use of a super user role with the ability to review all aspects of the system. This role must have the ability to impersonate other authorized users for troubleshooting and tracking. In the event that data is changed by the super user impersonating another, the system must accurately record this activity in the audit log.

12. Data Management, Portability, and Interface Requirements

This section contains the requirements for the Relational Database Management System (RDBMS) used to control the primary data storage for all software components. The Vendor must recommend a RDBMS product or identify RDBMS products, which can be used in support of the Vendor’s software. Consideration of Database constraints:

a. Multi-Tasking - The RDBMS must permit simultaneous database access, permitting simultaneous access to files and queuing update requests at the record or field level when field contention prevents simultaneous updates. In addition, it must permit concurrent processing of batch and on-line jobs accessing the same data files and database.

b. Independence - The RDBMS must be independent of terminal type or transaction type and be able to be accessed from any terminal in the network.

c. Logging, Restart, and Recovery - The RDBMS must provide restart capabilities, as well as database access activity logging and blackout.

d. Performance and Activity Statistics - The RDBMS must support performance monitoring tools and activity statistics reporting features. Statistics should be available on database access rates (both update and query) by program, terminal, and ID, and by time of day.

e. Administrative Tools - The RDBMS should include a powerful set of administrative tools to monitor utilization, trace database access chains, optimize schema and sub-schema definitions, model, report areas/pages percent full, and to optimize file placement and layout.

f. Relational Database Characteristics - The RDBMS should utilize the concept of user views whereby pseudo-schema are defined and stored for utilization by users without the users becoming involved in the actual schema and sub-schema structures of the database. The system should provide a security system to control utilization of user views by user ID, account, and activity.

g. Data Dictionary Facility - The system should include an active integrated data dictionary.

This dictionary should be an integral component of the data access capabilities, including the definition of both data attributes and values.

h. Data Import Facility - The system should include a data import facility which permits transferring data from other data files into the database.

13. System Interoperability Requirements

The system shall provide connectivity in real time or as nightly imports from other local law enforcement systems, many legacy platforms.

Preference shall be given to Vendors that can supply an API connector to all components of the provided system to allow for simple, secure access to these data in future. Vendor systems must support outflow of data into other law enforcement systems.

a. TJJD seeks a Criminal Justice Information Service (CJIS) compliant environment.

Respondents to this solicitation must provide the Agency with a systems architecture design that demonstrates understanding of the sensitivity of the data and information maintained in the OMTS.

b. TJJD seeks a Health Insurance Portability and Accountability Act (HIPAA) compliant environment. Respondents to this solicitation must provide the Agency with a systems architecture design that demonstrates understanding of the sensitivity of the data and information maintained in the OMTS.

c. Monitoring. Production environment and security infrastructure components that will be actively monitored 24x7x365 for performance, connectivity, and security. Alerts and alarms, as defined by the Agency, will be reported to TJJD, and Vendor will participate in remediation efforts.

d. Evergreen Requirements. The versions of any software identified in this solicitation are to be considered the minimum versions. Awarded Respondent offer a proposal and solution design that ensures that the OMTS is updated with current software releases.

e. API Integration that will allow authorized entities to obtain specific objects from a repository. The API service must provide the following:

i. A standard method for interface to other Agency data services.

ii. A design that follows encryption standards as specified in the Federal Bureau of

Investigation’s Criminal Justice Information Services Security Policy (FB-CJIS).

iii. Designed and implemented based on JavaScript Object NationJSON and/or

(Representational State Transfer (REST) standards.

iv. Includes a subscriber entity authorization and work flow.

v. Data Integration points must include:

1) Activity Log

a) Juvenile ID (example: Booking Number, Jacket Number)

b) Juvenile First Name

c) Juvenile Last Name

d) DOB

e) Race

f) Sex

g) Height

h) Weight

i) Hair Color

j) Eye Color

k) Housing Location

2) Mugshot

a) Mugshot File (formats: Binary, JPG, PNG)

b) Mugshot Date Created

c) Juvenile ID

3) Restrictions

a) Restriction ID

b) Restriction Code (example: Suicide, Medical, Vegan)

c) Restriction Start Date Time

d) Restriction End Date Time

e) Restriction Created By

4) Keep Separates

a) Keep Separate ID

b) Keep Separate Juvenile ID

c) Keep Separate from Juvenile ID

d) Keep Separate Start Date/Time

e) Keep Separate End Date/Time

f) Keep Separate Created By

f. Security Requirements. Awarded Respondent will work with TJJD technical staff to define and configure the technical environment in alignment with the requirements as stated in Title 1, Part 10, Chapter 202 of the Texas Administrative Code.

g. The application must be hosted in a Criminal Justice Information System (CJIS)-https://www.fbi.gov/file-repository/cjis-security-policy_v5-7_20180816.pdf/view https://www.fbi.gov/file-repository/cjis-security-policy_v5-7_20180816.pdf/view compliant physical environment and is requiring all technical documentation and/or data to be maintained in accordance with “CJIS Security Standards,” this includes, but is not limited to, the hardware to be situated in a climate controlled, fault-tolerant environment complete with fire suppression, redundant power, cooling cabinets, and restricted personnel access.

h. Employees of solution provider may be required to complete an Agency approved background check process and any who will have specific access to the data in this system may be required to undergo agency background checks. Sensitive data must be encrypted at rest and in transit.

14. Project Milestones

a. Kickoff Meeting

A kickoff meeting will be held at a location and time selected by the Agency where the Vendor and its staff will be introduced to the Agency. The vendor shall submit kickoff meeting notes within five business days after the kickoff meeting that documents all topics discussed during the meeting.

b. Project Management Plan

The vendor shall submit an initial project management plan to the Agency in their proposal. Additionally, within 10 business days after the kickoff meeting, the plan should be updated to document how the vendor plans to facilitate project management activities going forward. Both the draft and updated project plan associated with this effort shall include adequate information to establish team members, meetings/workshops schedule and resource management. At minimum, the plan must include:

i. Provide the project management approach for this effort.

ii. Provide an overall project schedule that includes anticipated duration dates, resources, dependencies, and milestones for each project phase and task.

iii. Provide a summary of deliverables required in this solicitation and any additional deliverable the Vendor plans to execute this effort using Table 1 format below. The summary should include a description of key deliverable/milestones, a description of the Respondent’s work products or component technologies completed for each sprint/iteration, a description of the resources necessary from Agency to support the sprint, and sprint iteration number.

iv. Identify specific skills to be provided by the Vendor, skills/resources the Agency is required to provide, and expectations of the Agency staff time commitment.

v. Provide a staffing management plan including how the project will be staffed, a summary and one-page resumes for all Key Personnel, a summary of strategic partnerships (subcontractors), and the approach for managing subcontractors as applicable.

vi. Identify any assumptions and risks for executing this project.

vii. Provide proposed work location where data collection would occur.

c. Project Work Plan Respondent shall provide a draft high-level project work plan addressing the tasks specified in the SOW and representative of the analysis of the source code provided, which shall include:

a. A description of key activities and milestones.

b. A description of the Respondent’s working documents, deliverable, or component technologies completed for each sprint/iteration.

c. A description of the resources necessary from Agency to support the sprint.

d. List any assumptions and dependencies of the project.

Please use the template below to provide the Agency with the proposed initial work plan for solution deployment.

Table 1. Sample Deliverable List Format

Deliverable

No.

Sprint Description (i. e. activities, component, modules) Agency Requirements

Sprints (Iterations)

1 0

1 1

2 2

2 3

3 4

3 5

3 6

15. Reports and Meetings:

a. The Respondent will be responsible for conducting weekly status meetings with the TJJD project manager. The meetings will be held at a time and place so designated by the TJJD project manager. The meetings can be in person or over the phone at the discretion of the Agency project manager.

b. Progress Reports: The Awarded Respondent is required to provide the TJJD project manager with weekly written progress reports of this project.

i. These are due to the TJJD project manager by the close of business on Friday each week throughout the life of the project.

ii. The progress reports shall cover all work performed and completed during the week for which the progress report is provided and shall present the work to be performed during the subsequent week.

iii. The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved.

c. Specific Reporting: The Respondent is required to provide these specific reporting capabilities, but not limited to the following:

i. Inmate Tracking: Utilizing RFID technology, the system must provide precise, real-time tracking of inmate movements, ensuring accurate records of departures, arrivals, and returns.

ii. Inmate Identification: The platform must offer durable RFID and identification (ID) cards, enabling quick and reliable identification of inmates. These identifiers must support rapid scanning and must be designed to withstand the demanding conditions of correctional environments.

iii. Handheld Device: Must be a rugged, handheld device equipped with a camera for capturing high-resolution images and videos. It must have features of long-lasting battery life, secure login options, and seamless cloud synchronization. This will be an essential tool for correctional officers.

iv. Digital Activity Logging: Must be efficient in documenting inmate activities, observations, and incidents in real-time. The system must support photo capture, voice-to-text input, and electronic signatures, ensuring comprehensive and defensible records.

v. Mobile Compliance Monitor: This feature will assist officers in conducting timely and irregular security rounds. It provides intuitive, color-coded displays indicating when and where checks are due, helping maintain compliance and enhance TJJD facility security.

vi. Dashboard: A cloud-based reporting system that offers real-time operational insights.

It must include customizable dashboards, advanced reporting tools, and secure data storage, enabling TJJD staff to monitor processes and performance from any device.

vii. Head Counts: Enables tracking of headcounts in cells during shift changes, alerting

TJJD staff to any discrepancies.

viii. Task Tracker: Allows assignment of custom tasks to individuals, groups, or shifts, with options for one-time or recurring actions, ensuring all tasks are completed on time.

ix. Inventory Tracker: Being able to scan items to assign said items to yourself.

x. Medication Dispensation: Alerts TJJD staff to inmates requiring medication, allowing for electronic signature collection for acceptance or refusal.

xi. Manage Supplies: The ability to track supplies issued to inmates and reminding TJJD staff to pick up supplies.

xii. Automated Reporting and Digital Logs: System must replace traditional paper logs with customizable, detailed system generated reports. Automated check-ins create electronic logs as TJJD staff conduct counts and record activities, allowing management to generate and search reports detailing all inmate movements within the facility. To generate scheduled reports automatically and have those reports emailed to specific staff.

xiii. Real-time notifications: Need notifications for when staff misses a wellness check to supervisors.

16. Testing and User Acceptance Plan:

Agile projects require that the Product Owner (the Agency for this project), identify specific and unique criteria for determining whether a User Story performs as expected. For each Sprint, the Vendor shall develop user stories specifications that include use cases, narrative text, story test, acceptance criteria and any business rules and assumptions that apply to aid the proper configuration of the software to deliver the expected functional outcome. At the end of each Sprint, the Product Owner will review planned deliverables as either Done or Not Done.

17. Administration Documentation:

a. System Manual - System shall have the availability of a detailed, on-line system manual with guides for various user roles (e.g., system technical personnel, system administrators, end users, etc.).

b. Changes - Vendor shall have and implement methods for streamlined changes to the system and corresponding documentation.

c. System and Business Requirements - Vendor shall provide staffing to work in collaboration with the Agency employees to document both system and business requirements, as well as test plans, scenarios, and scripts.

d. Reported Problems - Vendor shall document, track and report problems, change requests and bugs and the resolution of such. Vendor shall follow a standard set of steps until problems and bugs are corrected and change requests are completed. The Vendor shall provide escalation procedures. Vendor shall assign incident numbers to all such reports and queries and shall maintain these incidents in a tracking database.

18. Implementation Plan

a. Planning and Discovery Phase - Vendor must provide a realistic but aggressive discovery and planning timeline. The steps necessary for this phase must be laid out by the Vendor.

A full implementation plan shall be required to be developed by the Vendor in collaboration with TJJD.

b. Implementation Phase - Vendor must provide a realistic but aggressive implementation timeline. Implementation plans shall be provided in draft form based upon the Vendor’s past experience and recommendations. A phased implementation plan shall be considered suitable with sufficient reasoning provided by the Vendor.

A detailed project implementation plan in MS Project or State/Agency approved equivalent is to be provided as follows:

i. Configuration: Preliminary system modification/development plan

ii. Customization Plan

iii. Data Configuration and Implementation Plan

iv. An Interface Control Document (ICD) for each interface listed in the RFP. This document will describe the functional requirements and data elements for each interface to such level that ambiguity is reduced to a minimum.

v. Preliminary functional acceptance test plan for the applications and interfaces

vi. Preliminary system performance test plan

vii. Training Plan: Preliminary training, training documentation, data conversion

viii. Cutover plan: high-level plan

19. Training Program and Plan:

The Vendor shall provide a training program and plan document as part of their proposal response. The training plan shall include the following items and any additional components as offered by the Vendor. Training programs shall consist of in-person group trainings and may also entail web-based trainings to supplement in-person training sessions.

a. End-User Training -Customized training for the Agency staff who shall be using the system for internal support, customization, and optimization.

b. Administrator Training - Customized training for the Agency staff who shall be administering the system for internal support, customization, and optimization.

c. Supervisor Staff Training - For mid-level supervisors to manage their staff and juvenile loads optimally, the supervisors shall have oversight of the system for specific Units only.

d. Data/Research/Analyst Staff Training - For internal staff who are responsible for analysis and data management, research, and quality assurance.

e. Senior Executive Staff Training - Trainings for senior staff who shall require system overview abilities.

f. Online Training - Trainings using text, graphics, and video must be provided for real time guidance and training on new topics.

g. Training Plan – The training plan shall include:

i. A synopsis of the overall training (e.g., objectives, content overview, recommended class size, estimated length of classes, etc.).

ii. A syllabus of all proposed training including class descriptions and durations.

iii. Description of training environment and method of instruction (e.g., learning environment setting(s) and methods to engage learners, etc.).

iv. The intended audience (e.g., role-based, function based, external users, internal users, etc.).

v. The source of the training (e.g., Vendor supplied or 3rd party supplied).

vi. Student prerequisites for each course, if required.

vii. Training schedule.

viii. Training time availability: Institutional staff require trainings during evenings and weekends. The Vendor shall state if evening and weekend trainings shall be made available and if there are any limitations.

ix. Training Documentation: Vendor shall describe training documentation provided and state if there shall be an On-Line User Guide by function/module.

x. On-going Training and Documentation: Respondent shall state how all users, from system technical personnel to user personnel, shall be trained and kept current with system updates, version changes, and new applications. Respondent shall state how training materials shall be updated to reflect changes.

20. Support:

Respondent shall offer a comprehensive support package to TJJD for the duration of the contract. This support shall include the following:

a. Live Web Based Support - Respondent shall provide a web-based chat style support feature to allow users to connect with available support personnel simply and quickly.

The Respondent’s proposal should outline and specify the support options.

b. Phone and Email Based Support – The Respondent shall provide phone-based support for users at the supervisor level and below with a ticket-based system guaranteeing four

(4) hour response times and shall be available daily from 7:00 am through 6:00 pm CDT.

For infrastructure support staff this response time must be guaranteed at two (2) hours and shall be available 24 hours per day 7 days a week.

c. Web Based Support – The Respondent shall provide a web-based support portal allowing users to submit requests and track them live.

d. System Updates - Any system updates and changes to the system shall be pushed out to the users in coordination with the Agency’s change advisory board procedures.

Vendor staff must be available for the initial integration of new functionality and updated training tools and support shall be provided during these times.

21. Maintenance:

a. System Guarantee – The Respondent shall provide an overview of their plan to provide a maintenance and upgrade plan to support the functions outlined in this contract for the entirety of the contract. Any defects and malfunctions identified shall be fixed and patched by Respondent at no additional cost to TJJD and in an expedited timeframe unless determined to be a minor flaw with minimal operational impact.

b. System Updates – The Respondent shall provide a system that is configurable to allow for the addition of new functionality or related fields as outlined by code or by legislative act at least annually, at the beginning of the calendar/fiscal year, and upon request by TJJD, as laws, penal codes and other reporting codes or business processes or changed.

c. Evergreen Requirements. The versions of any software identified in this solicitation are to be considered the minimum desirable version. Awarded Respondent will discuss how their proposal provides for TJJD to receive updates to current software releases and maintain a hardware refresh cycle of at least 3 years per device for component devices required to implement the OMTS.

22. Service Level Agreement:

The Respondent will establish and maintain Help Desk Support for all provided components related to the application and environment, which includes:

a. Diagnosis of problems or performance deficiencies of the system;

b. A recommended resolution to the reported problem or performance deficiency;

and

c. Close coordination between development resources and TJJD technical staff regarding any testing and/or implementation of corrective actions. The Respondent will provide primary telephone software support on a daily basis during standard business hours (8:00 am - 5:00 pm) and will provide after-hours support via e-mail. After hours support is defined as response by e- mail within 4 hours on weekdays between the hours of 5:00 pm and 8:00 am and within 6 hours on weekends and official state holidays. The Respondent will ensure any reported/identified defects within the system are documented, assessed, and a recommended solution is defined. All issues must be tracked as part of a comprehensive ticket management system. Escalation procedures and timelines will be determined collaboratively between the Respondent and

TJJD.

d. The Respondent shall establish and participate in regularly scheduled problem management meetings with TJJD technical staff to review new and existing issues and to develop a remediation plan commensurate with the severity of the identified issue(s).

A. Incident Management. In conjunction with TJJD existing Help Desk Services, The Respondent shall be able to diagnose and correct defects in the production environment, both technical and application related, in accordance with the following service levels:

ii. Severity Level 1 – Critical, defined as a problem or outage that directly impedes a user’s ability to carry out essential business functions.

A. Response will be provided within two (2) hours for all Severity Level 1 issues.

B. Resolution by continuous work until resolved by either permanent fix or temporary fix that allows the user to resume essential business functions.

iii. Severity Level 2 – Urgent, defined as an issue or problem that hampers a user’s ability to utilize a specific function within the system but does not prevent TJJD from carrying out essential business functions; deemed a high-priority item for attention.

A. Response will be provided within two (2) calendar days for all Severity

Level 2 issues.

B. Resolution by continuous work until resolved with either a temporary fix or patch or permanent resolution that allows the user to resume normal operation of essential business functions.

iv. Severity Level 3 – Normal, defined as a defect or issue that, if corrected, would improve the use or functionality of the system. Deemed as a low priority.

A. Response provided within five (5) business days for all Severity Level 3 issues.

B. Resolution based on joint planning to determine when to apply temporary fix or patch or to implement a permanent solution to address issue.

b. TJJD will make necessary initial decisions to interpret severity levels and service levels. The Respondent will have the authority to request a conference, to occur as expeditiously as reasonably possible. The conference will be between representatives of the Respondent and TJJD, and will be for the purpose of discussing the severity level or service determination and attempting to resolve the disagreement.

G. PERFORMANCE STANDARDS:

1. Acceptable Quality Level (AQL): The awarded Respondent recognizes that TJJD is paying to deliver the services specified herein. Respondent is required to meet a minimum quality level to include at least a ninety-nine percent (99%) system uptime. The AQL is defined as the level of service at which the system will operate properly as agreed upon in the contract and below which the contract payment may be withheld until corrective actions are taken. In addition, if service remains below the AQL without required correctives being taken, damages may be assessed.

2. Inability to Access the System: In the event TJJD or it’s contract partners is unable to access the system and such event was caused by Respondent’s failure to provide system services for reasons within Respondent 's reasonable control and not as a result of any action or inaction of TJJD or any third party (including TJJD equipment and/or third-party equipment), Respondent will, upon TJJD's request, credit TJJD's account as described below:

a. If TJJD is unable to access the system for more than four (4) consecutive hours;

Respondent will deduct 1/30th of its monthly charge. Respondent 's scheduled maintenance shall not be deemed to be a failure of Respondent to provide access.

H. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

1. The Respondent shall develop or configure, test, stage, and release business applications by applying iterative processes utilizing the proposed Agile methodology and a frequent release cycle.

2. Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the TJJD contract manager or designate.

3. All deliverables must be submitted in a format approved by TJJD Contract Manager.

4. If the deliverable cannot be provided within the scheduled timeframe, the Respondent is required to contact the TJJD contract manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project.

5. A request for a revised schedule must be reviewed and approved by the TJJD Contract Manager before placed in effect. Contract Terms and Conditions may dictate remedies, costs, and other actions based on the facts related to the request for a revised schedule.

6. TJJD will complete a review of each submitted deliverable within five (5) working days from the date of receipt unless otherwise stated by TJJD.

7. Relevant quality assurance processes that will apply, such as change management, acceptance, and risk and issue management. The Respondent will utilize an agreed upon Project Management Methodology.

8. Provide the necessary access to TJJD staff to all development environments, including sandbox, testing, and productions environments.

I. RESPONDENT QUALIFICATIONS:

The Respondent shall have the experience and qualifications required to provide the products and services requested in this solicitation including, but not limited to, the following:

1. Be, in TJJD’s sole judgment, an established company that is financially stable with the ability to meet the financial responsibilities of this project; and

2. Respondent and/or Key Personnel must have a minimum of five (5) years’ experience in operating, administering and maintaining an installed or web based Juvenile Assessment System.

J. PERSONNEL QUALIFICATIONS:

1. Key technical staff must be available twenty-four (24) hours per day, seven (7) days per week to provide Technical Support.

2. TJJD and the Respondent shall agree to designate specific members of the Respondent ’s project team as “Key Personnel.” “Key Personnel” will be those individuals essential to the project and services being provided. Specific conditions and requirements of Key personnel will be defined after contract award.

3. TJJD prefers the Respondent personnel to have extensive experience and high skill levels in areas related to the services requested in this solicitation. These skills include:

a. Excellent written and oral communication skills with the ability to communicate with people of varying technical skills;

b. Understanding the flow of data within these systems;

c. Developing and presenting training materials for end users and technical staff;

d. Developing documentation of the type specified in this solicitation; and

e. Providing project management services.

K. SUBCONTRACTORS:

Subcontractors providing services under the contract shall meet the same requirements and level of experience as required of the Respondent. No subcontract under the contract shall relieve the primary Respondent of the responsibility for the service. If the Respondent uses a subcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

1. If the Respondent is planning to subcontract any portion of the work, identify the proposed subcontractors in Respondent’s initial proposal, TJJD must approve all subcontractors and subsequent contracts and obtain prior approval from TJJD before Respondent enters into any subcontract agreements.

2. Subcontracting shall be at the Respondent’s expense.

3. TJJD retains the right to check subcontractor’s background and make approval determination as to the use of the proposed subcontractor(s).

4. The Respondent shall be the only contact for TJJD and subcontractors. Respondent shall designate a point-of-contact for all TJJD and subcontractor inquiries.

L. INVOICING:

Awarded Respondent will submit invoices to the TJJD Claims Department via email at tjjdinvoice@tjjd.texas.gov and/or via regular mail to, P. O. Box 12757, Austin, Texas 78711 or 1801 N. Congress, Austin, Texas 78701.

Payment will be made within thirty (30) days from receipt of an invoice or correct and itemized invoice or billing statement. Awarded Respondent shall submit one (1) invoice showing the Awarded Respondent name, address, TJJD contract number, payee I.D., itemization of the services provided, itemized amount of services provided, the name and division of TJJD Contract Manager, vendor remit to address, and telephone number. No payment whatsoever shall be made under this contract without the prior submission of correct and itemized invoices.

Payments under this contract are subject to the availability of appropriated funds. Awarded Respondent acknowledges and agrees that payments for services provided under this Contract are contingent upon TJJD’s receipt of funds appropriated by the Texas Legislature. Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code, Subtitle F, Chapter 2251.

M. CHANGE CONTROL:

The Contract may only be amended or supplemented in writing, executed by the Parties hereto or their successors, and expressly made a part of the…