ESBD_File_353520_696-PD-24-O010 Final with Exhibits 03 14 24.pdf

The Texas Department of Criminal Justice Request for Offer

RFO # 696-PD-24-O010

GPS RF Electronic Monitoring

Schedule of Events Solicitation Posted Date: 03/14/2024

Pre-Proposal Conference: 03/28/2024 Austin, TX by appointment

Respondent Questions Due: 04/03/2024 12:00 P.M.

Answers Posted to ESBD: 04/09/2024 12:00 P.M.

Proposal Due Date: 04/16/2024 3:00 P.M.

Expected Contract Award: 07/01/2024

Contracts and Procurement - Contract Administration Two Financial Plaza, Suite 703

Huntsville, Texas 77340

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to the solicitation prior to submitting a proposal. The Respondent’s failure to periodically check the ESBD will in no way release the selected vendor from addenda or additional information resulting in additional costs to meet the requirements of the solicitation.

Our mission is to provide public safety, promote positive change in offender behavior, reintegrate offenders into society, and assist victims of crime.

P.O. Box 99

Huntsville, Texas 77342-0099

(936) 437-3885 www.tdcj.texas.gov

T e xa s D e p a r t m e n t o f C r im i n a l J u s t i c e

Bryan Collier

Executive Director

Date: March 14, 2024 To: All Prospective Offerors From: Kristie Robertson

RE: Solicitation # 696-PD-24-O010

Good morning, Thank you for taking the time to review our RF / GPS Monitoring Solicitation. We appreciate your interest and look forward to answering any questions. Please take note of the important dates listed on the previous page, specifically, the Pre-Proposal Conference Thursday, March 28, 2024, by appointment only.

IMPORTANT

1. The Pre-Proposal Conference is MANDATORY for any company intending to submit an Offer for this project.

2. You must RSVP to Kristite.Robertson@TDCJ.Texas.Gov to receive a presentation time.

3. 10 complete sets of equipment must be provided for testing. Equipment will not be returned. (e.g. base units, multiple bracelets, tools for fitting, tamper plugs, chargers, Apps, key fobs, etc.)

I also want to draw your attention to the following three pages. We have created a checklist for you to follow when submitting your offer. Please make sure you have addressed each item listed as missing information or incomplete documentation could cause your proposal to be disqualified. Please call (936) 437-3805 with any questions.

Again, thank you for your interest.

Kindest regards, Kristie Robertson

Kristie Robertson, CTCD, CTCM

696-PD-24-O010

Proposal Checklist The following is a list of everything that must be completed or included in your proposal.

Reference PROPOSAL FORMATTING and SUBMISSION Present

L.7.J Printed on Standard Paper (8 ½” X 11”)

L.7.J Pages Numbered

L.7.G Name of Respondent listed on each page of Proposal

L.7.J Table of Contents

L.7.J Sections Clearly Labeled

L.K.1 One Unbound Original Copy of entire Proposal

L.K.1 One USB Flash Drive with Digital Copy

L.K.2 Eight Copies of Volume 1

L.K.4 Five Copies of Volume 2

L.K.4 Two Copies of Volume 3

L.7.1.P Exceptions to Section C are Present and Clearly Identified.

PROPOSAL CONTENTS

L.7.1 Volume One – Technical Proposal

Volume One, Section 1 – Contract Forms

L.7.A Cover Page: Solicitation, Offer and Award Form – Complete the Below Sections.

Block 8 (or Signed and Submitted Amendments)

Block 9

Block 10

Block 11

Block 12

Block 13

G.4.C Download, Complete, and Submit Form: https://www.tdcj.texas.gov/documents/bfd/TDCJ_Substitute_W-9_Form.pdf

If Direct Deposit is declined, Complete G.4.D

L.7.1.D Section K, Representations, Certifications and Other Statements of Offerors.

K.1.2

K.3

K.6

K.7

K.8 L.7.1.C Exhibit J.1, TDCJ Required Contract Clauses – Complete the Below Sections.

Section I

Section DD

L.7.1.C Exhibit J.1 - continued

Section EE

Section GG

Section LL

End of Page 7 – Complete and sign

L.7.1.E Exhibit J.5, BWCS Questionnaire – Complete in its entirety.

Volume One, Section 2 – Qualifications, Experience, and Past Performances

L.7.1.E Introduction: clear description of the Respondent submitting the proposal.

L.7.1.F Business form of Respondent (corporation, partnership, etc.) if applicable.

L.7.1.F.1 If a Corporation, include the date and state of incorporation.

L.7.1.G Names and addresses of principal officers, directors, or partners.

L.7.1.G Name, address, email, and telephone number of the Respondent and all Co- Respondents.

L.7.1.G Name, address, email, title, and telephone number of the contact person for all inquiries.

L.7.1.H Certificate of Insurance - Name and address of the Respondents insurance carrier(s), statement of liability from the carrier(s) issuing the policies.

L.7.1.I

Description of all similar services or projects provided to the Department, other Institutions, or Governmental Agencies within the last two years, to include company name, point of contact, name and title, telephone number, email, contract numbers, and dates of performance.

L.7.1.J

List of any Contracts that have been cancelled or terminated, along with an explanation of the cancellation or termination, and the name, email, and telephone number of a contact person from the institution or agency that cancelled or terminated the Contract.

L.7.1.K List of all legal actions pending against your organization and the outcomes of any final judgements.

L.7.1.L

Documentation from the appropriate state entity which indicates the Respondent is properly certified to conduct business in the State of Texas and not in debt or owing to the State of Texas (e.g., Certificate of Status from the Texas Secretary of State and the Franchise Tax Account Status from the Texas Comptroller of Public Account).

L.7.1.L If not a Corporation, Respondent shall state they are not a corporation and certify that they are not in debt or owing to the State of Texas.

Volume One, Section 3 – Solicitation Compliance and Exceptions

L.7.1.P If Respondent doesn’t agree to a requirement, the Respondent shall propose an alternative and describe their reasoning.

L.7.1.O Proposals must demonstrate that the services conform to applicable state and federal standards and Department Policies.

L.7.1.Q Respondent shall provide a brief biography and complete resume of the person or persons who will administer any resulting Contract.

L.7.2 Volume Two – Cost Proposal

L.7.2.D Page 10: Section B.2 – Pricing Schedule

Turnkey Solution and/or Limited Solution

L.7.2.B.1 Indirect Costs

L.7.2.B.2 Insurance Costs L.7.2.B.3 Other Operating Costs

L.7.2.C Respondent shall disclose its profit margin in providing the services requested by the department in this proposal.

L.7.2.E Financial Statements

K.4.8.A.1 Balance Sheet

K.4.8.A.2 Statement of Income

K.4.8.A.3 Any changes in financial position of the company in each of the last two audited Fiscal Years.

L.7.3 Volume Three – HUB Subcontracting Plan

Respondents are required to submit a HUB Subcontracting Plan (HSP), in accordance with Section H.2.2 and Exhibit J.3. – Complete the Below Sections.

Pages 1 through 8

NOTE: Failure to submit a HUB Subcontracting Plan or with the required forms and/or failure to acknowledge amendments will remove the proposal from further consideration.

SOLICITATION, OFFER, AND AWARD

1. CONTRACT NO.

2. SOLICITATION NO.

3. TYPE OF

SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFO)

NEGOTIATED (RFP)

4. DATE ISSUED

SOLICITATION

5. Sealed or emailed Offers will be received by the Department until

3:00 p.m. Central Daylight Time (CDT) on Tuesday, April 16, 2024, and submitted to:

TDCJ Contracts and Procurement Department Contract Administration Branch Two Financial Plaza, Suite 703 Huntsville, Texas 77340 Attention: 696-PD-24-O010 – Kristie Lee Robertson

6. FOR INFORMATION CONTACT:

Contract Specialists:

Kristie Robertson, CTCD, CTCM Andrew W. Boyd, CTCD, CTCM

PHONE: (936) 437-3805 or (936) 437-3824 EMAIL: kristie.robertson@tdcj.texas.gov andrew.boyd@tdcj.texas.gov

OFFER (Must be fully completed by Offeror)

7. DISCOUNT FOR PROMPT

PAYMENT: _____% Discount for Payment within _____ Calendar Days

8. ACKNOWLEDGMENT OF

AMENDMENTS:

The Offeror acknowledges receipt of amendments to the SOLICITATION for Offerors and related documents numbered and dated:

AMENDMENT

NO.

DATE AMENDMENT

NO.

DATE

9. NAME, TELEPHONE NUMBER, AND ADDRESS OF OFFEROR:

Name: Telephone Number: ( ) -

Address:

10. NAME AND TITLE OF PERSON

AUTHORIZED TO SIGN OFFER (Type or Print)

11. SIGNATURE AND DATE

X______________________________________ Date:

TO BE COMPLETED AT TIME OF AWARD

Document Type: D Statutory Cite: Texas Government Code, Section 508.315

This award consummates the Contract which consists of the following documents: (a) the State’s solicitation, and solicitation amendments, such provisions, representations, certifications, specifications, and negotiated changes as hereby incorporated and attached to this award; (b) the Contractor’s Offer, points of clarification, responses to clarification request and/or best and final Offer, and negotiated changes as hereby incorporated and attached to this award; and (c) this award. In the event of a conflict between any terms and conditions of the Contract document with the Contractor’s Offer, points of clarification and/or best and final Offer, the terms which are more favorable to the Department shall prevail.

The total amount for the Base Period (September 1, 2024 – August 31, 2025) shall not exceed $ .

Contractor Texas Department of Criminal Justice

By: By:

Name: Name: Bryan Collier Title: Title: Executive Director Date: Date:

SUMMARY OF KEY DATES FOR OFFER SUBMISSION

March 14, 2024 Post to ESBD

March 28, 2024 By Appointment Pre-Proposal Conference – Attendance Mandatory

** Potential Offerors must supply 10 full sets of equipment to be tested by the Agency **

April 03, 2024 12:00 p.m. Deadline to Submit Written Questions for Clarification to the Department

April 9, 2024 5:00 p.m. Estimated Posting of Responses to Offerors’ Questions

April 16, 2024 3:00 p.m. Deadline for Receipt of Offers in Huntsville

September 1, 2024 Service Commencement Date

696-PD-24-O010 Section A

TABLE OF CONTENTS

PAGE

SUMMARY OF KEY DATES FOR OFFER SUBMISSION

TABLE OF CONTENTS

SECTION A – CONTRACT DEFINITIONS

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired B.1.2 Pricing Instructions

B.2 PRICING SCHEDULE

B.3 ALLOWABLE COSTS

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

C.2 SPECIFIC EQUIPMENT AND SERVICE REQUIREMENTS

C.2.1 RF and GPS Monitoring Service Requirements C.2.2 RF and GPS Monitoring System Requirements C.2.3 RF and GPS Monitoring Performance Requirements C.2.4 RF and GPS Monitoring Equipment Requirements C.2.5 GPS Monitoring Equipment Requirements C.2.6 Spare RF and GPS Monitoring Equipment Maintenance/Liability C.2.7 RF and GPS Central Monitoring Station-Host Computer Hardware/Software Requirements C.2.8 RF and GPS Monitoring Web-Based Software C.2.9 Training, Account Management, and Vacant Positions C.2.10 RF and GPS Monitoring Compliance Standards

C.3 OTHER CONTRACTOR REQUIREMENTS

C.3.1 Contractor Requirements and Responsibilities C.3.2 Staffing C.3.3 Other Requirements C.3.4 Implementation C.3.5 Training C.3.6 Maintenance and Support Requirements C.3.7 Contractor Communication C.3.8 Added Value

SECTION D – REPORTS AND DATA

D.1 REPORTS REQUIRED FROM CONTRACTOR

D.2 REPORTS AVAILABLE ON-DEMAND

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.2 RESERVED FOR FUTURE USE

E.3 MONITORING CRITERIA

E.4 AUDITS BY OTHER AGENCIES

E.5 FRAUD, WASTE, OR ABUSE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CLAUSES INCORPORATED BY REFERENCE

G.2 AUTHORITY – AUTHORIZED REPRESENTATIVE, CONTRACT SPECIALIST, PROGRAM

SPECIALIST AND PROGRAM DIRECTOR

G.3 INVOICE REQUIREMENTS

G.4 PAYMENTS

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

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 INSURANCE REQUIREMENTS

H.1.1 Required Provisions

H.2 SUBCONTRACTORS

H.2.1 Insurance H.2.2 Historically Underutilized Business (HUB)

H.3 CRIMINAL HISTORY INFORMATION COMPLIANCE

H.4 OTHER CONFIDENTIAL OR SENSITIVE INFORMATION

H.5 BOOKS AND RECORDS

H.6 ORGANIZATIONAL AND NAME CHANGE

H.7 FREE EXERCISE OF RELIGION

H.8 DELAY OF SERVICES

H.9 SECURITY

SECTION I – CONTRACT CLAUSES

I.1 ADVERTISING OF AWARD

I.2 DEFAULT AND TERMINATION

I.2.1 Default by the Contractor I.2.2 Further Opportunity to Cure I.2.3 Remedy of the Department I.2.4 Termination for Convenience I.2.5 Termination by Mutual Agreement I.2.6 Termination Procedures I.2.7 Default by the Department I.2.8 Remedy of the Contractor

I.3 NO WAIVER OF RIGHTS

I.4 TAXES/WORKER’S COMPENSATION/UNEMPLOYMENT INSURANCE – INCLUDING

INDEMNITY

I.5 NO WAIVER OF DEFENSES

I.6 INDEPENDENT CONTRACTOR

I.7 MAINTENANCE OF CORPORATE EXISTENCE AND BUSINESS

I.8 APPROVAL OF CONTRACT

I.9 NON-DISCRIMINATION

I.10 CONFIDENTIALITY

I.11 CONTRACT CHANGES

I.12 OPTION TO EXTEND THE TERM OF THE CONTRACT

I.13 OPTION TO EXTEND SERVICES

I.14 SEVERABILITY

I.15 IMMIGRATION

I.16 NO LIABILITY UPON TERMINATION

I.17 LIMITATION ON AUTHORITY

I.18 INTELLECTUAL PROPERTY INDEMNIFICATION

I.19 ELECTRONIC AND INFORMATION RESOURCES ACCESSIBILITY STANDARDS, AS

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

I.20 RIGHTS TO DATA, DOCUMENTS AND COMPUTER SOFTWARE (STATE OWNERSHIP)

I.21 FORCE MAJEURE

I.22 NOTICES

I.23 SUBSTITUTIONS

SECTION J – LIST OF EXHIBITS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

K.1 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REPRESENTATION

K.1.1 Definition K.1.2 Representation

K.2 FRANCHISE TAX REPRESENTATION

K.3 TYPE OF BUSINESS ORGANIZATION

K.4 REPRESENTATIONS OF OFFEROR

K.4.1 Organization and Qualification K.4.2 Authorization K.4.3 No Violation of Agreements, Articles of Incorporation or Bylaws K.4.4 No Defaults under Agreements K.4.5 Compliance with Laws K.4.6 No Litigation K.4.7 Taxes K.4.8 Financial Statements K.4.9 No Adverse Change K.4.10 Disclosure K.4.11 No Collusion K.4.12 Disclosure of Interested Parties K.4.13 Notification K.4.14 Deceptive Trade Practices; Unfair Business Practices

K.5 REPRESENTATIONS OF THE DEPARTMENT

K.5.1 Authorization K.5.2 No Violation of Agreements K.5.3 Disclosure

K.6 AUTHORIZED NEGOTIATORS

K.7 PAYEE IDENTIFICATION NUMBER

K.8 POINT OF CONTACT

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

L.1 AMENDMENTS TO SOLICITATIONS

L.2 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF OFFERS

L.3 SIGNATURES ON OFFERS SUBMITTED

L.4 OFFER ACCEPTANCE PERIOD

L.5 CONTRACT AWARD

L.6 RIGHTS OF THE DEPARTMENT

L.7 OFFER PREPARATION INSTRUCTIONS

L.7.1 SUBMISSION REQUIREMENTS

L.7.3 Volume Two – Cost Offer L.7.4 Volume Three – HUB Subcontracting Plan

L.8 DISCUSSION AND CORRESPONDENCE

L.9 PRE-PROPOSAL CONFERENCE

L.10 LEGISLATIVE BUDGET BOARD (LBB) POSTINGS

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 SELECTION PROCESS

M.2 MINIMUM QUALIFICATIONS

M.3 EVALUATION CRITERIA

M.3.1 COST (50%)

M.3.2 TECHNICAL (50%)

SECTION A – CONTRACT DEFINITIONS

The following terms used in the Contract shall, unless the context indicates otherwise, have the meanings set forth below:

Alert – Notification from the Contractor to Department staff to inform the Department of a potential rule violation by the Client.

Authorized Representative – The person designated in writing to act for and on behalf of a party of the Contract, which designation has been furnished to the other party hereto as described in Section G.2.1.

Base Unit – A device placed in the Client’s home in which the Personal Tracking Unit (PTU) is placed to communicate information and/or charge the PTU.

Batch Alert Notification – Summary of Alerts within a designated time frame.

Biennium – Any of the two (2) year periods beginning on September 1 and ending on August 31 of odd numbered years, which periods are used for budgetary purposes by the State of Texas.

Central Command Center – The Texas Department of Criminal Justice-Parole Division (TDCJ-PD) Unit responsible for receiving, investigating, and responding to all Electronic Monitoring (EM) Alerts, including Radio Frequency (RF) Alerts and Global Positioning System (GPS) Alerts, occurring between the hours of 5:00 pm and 8:00 am Central Time, Monday through Friday, 24 hours a day on weekends and identified federal and state holidays.

Central Monitoring Station – Site where the Contractor’s host computer(s) monitoring all activity is located.

Client(s) – Person(s) under supervision or custody of the Department who is identified for placement on the RF or GPS Monitoring Systems.

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

Contract - Documents that form the Contract, which represents the entire and integrated agreement between the Department and the Contractor and supersedes all prior negotiations, representations, or agreements, either written or oral. The Contract may be amended or modified only by a written modification. The Contract Documents shall not be construed to create a Contractual relationship of any kind between the Department and a Subcontractor or between any persons or entities other than the Department and Contractor.

Contract Award Date – Date Contract is fully executed.

Contract Specialist – The Department employee responsible for non-technical administration of the Contract, as described in Section G.2.2.

Contract Term – The duration of the Contract as specified in Section F.1.

Contractor – The individual, corporation, company, partnership, firm, or other organization that has Contracted to perform the Work under the Contract.

Day(s) – Calendar Days, unless otherwise specified.

Department – The Texas Department of Criminal Justice (TDCJ), an agency of the State of Texas.

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

EFT – Electronic Funds Transfer, also known as direct deposit.

Electronic Monitoring (EM) – A general term that may refer to RF and/or GPS monitoring technology.

End-Service Status – Date which monitoring Services have been terminated in the Contractor’s software. The Department will not pay past a Client’s discharge date, nor anytime a Client is in custody.

Event of Default – Any of the events or circumstances described in Section I.2.

Exclusion Zone – Zone(s) which a Client is prohibited from entering. Zones are programmed by Department staff;

staff can schedule times the Client is prohibited to be in these zones. (Preferred zones are to be pre-populated by the Contractor.)

FCC – Federal Communications Commission.

Fiscal Year – Any one-year period beginning September 1 and ending August 31.

Global Positioning System (GPS) – A collection of satellites that provide worldwide positioning and navigation information. GPS is a method to determine longitude and latitude positions on earth. It uses satellites that broadcast the signals and receivers that pick up and record the signals.

• Active GPS – Downloads location information once per hour and calls out immediately upon Alert using cellular signal.

• Passive GPS – Downloads less often than Active GPS but calls out immediately upon Alert using cellular signal.

Home Monitoring Unit (HMU) – A device installed in the Client’s residence that communicates the presence/absence of the Client’s Transmitter and compliance with residential restrictions established by Department staff. The device communicates with the Contractor’s host computer System via telephone landline in the Client’s residence or with the use of cellular technology.

Inclusion Zone – Zone(s) in which a Client is not permitted to leave. Zones are programmed by Department staff;

staff can schedule times the Client is required to be in these Zones.

Inmate – A person confined to an institution controlled or Contracted by the TDCJ.

Interval Tracking – Refers to tracking a specific Client, on an as needed basis, for a specific period when outside of a residence.

In-Service Status – A time period during which equipment is connected to a Client, monitoring Services were being provided, and the Client was being supervised in the community or released from any correctional facility (e.g., prison, county jail, intermediate sanction facility).

In-Spare Status – A time period during which Department staff have possession of monitoring equipment that is available for use, but it is not in In-Service Status.

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

NCIC – National Crime Information Center operated under the authority of the Federal Bureau of Investigation.

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

Parole Officer – Performs parole administration work providing supervision to Inmates, conducting parole investigations, and obtaining information for and preparing parole administration documentation.

Payment(s) – The amount(s) agreed to be paid by the Department to the Contractor for Services under the Contract.

PD – The Texas Department of Criminal Justice’s (TDCJ’s) Personnel Directives.

https://www.tdcj.texas.gov/divisions/hr/hr-policy/policy00.html#pd1

Pending Activation – The time between the change (enrollment, change to rules on the system, etc.) and when the change takes effect.

Pending Deactivation – The time between when the equipment is deactivated in the Contractor’s system and when the monitoring is terminated.

Per Diem Rate – Daily cost of RF and GPS monitoring equipment and Services per Client as set forth in Section B.2.

Personal Tracking Unit (PTU) – A computerized module which utilizes information from the satellites. The tracking device may work in conjunction with multiple pieces of equipment (e.g., Transmitter, PTU and/or Base Unit) or a single piece of equipment.

Primary RF Monitoring Equipment – The HMU installed on the telephone landline in the Client's residence and the Transmitter is installed on the Client's ankle.

Primary RF Monitoring Equipment (Cellular) – The HMU that communicates via cellular technology rather than a traditional telephone landline, is installed in the Client's residence, and the Transmitter is installed on the Client's ankle.

Program Specialist – The Department employee responsible for the technical administration of the Contract, as described in Section G.2.3.

Quarter – References to Quarters and quarterly activities related to the Department's Fiscal Year, with Quarters beginning September 1, December 1, March 1, and June 1, unless specifically noted otherwise.

Radio Frequency (RF) – A technology that uses RF to restrict/confine a Client to a residence. This technology does not track the Client’s location.

Serious/Unusual Incident – Any incident that occurs outside of the normal course of business operations regarding the Contract.

Service Commencement Date – The date on which the Contractor shall begin providing Services at the Facility pursuant to the Contract. For the Contract, that date is September 1, 2024.

Service(s) – Delivery by the Contractor of requirements in accordance with the terms and conditions of the Contract.

Subcontractor - Person or organization that Contracts with the Contractor or another Subcontractor for the performance of part or all of the Contract.

System – Hardware, software, and all monitoring Services required to provide Client monitoring.

TBCJ – The Texas Board of Criminal Justice.

TCIC – Texas Crime Information Center operated under the authority of the Texas Department of Public Safety.

TDCJ-CID – The Texas Department of Criminal Justice Correctional Institutions Division, a division of the TDCJ.

TDCJ-PD – The Texas Department of Criminal Justice Parole Division, a division of the Texas Department of Criminal Justice.

Transmitter – A tamper-resistant device worn on the ankle that emits a continuous, individually coded RF signal.

Unit – Any kind of correctional facility operated by the TDCJ.

Warrants Section Parole Officer IVs – The Department’s employee responsible for the technical administration of the Contract.

696-PD-24-O010 Section B

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired

The Texas Department of Criminal Justice (TDCJ) Parole Division is requesting offers for a Radio Frequency (RF) and Global Positioning System (GPS) Monitoring Service (RGMS). Offers shall include labor and materials for installation, maintenance, and warranty of the RGMS system. The RGMS system shall include the platform and communication equipment necessary to support all components in designated offices as described in Section C, Descriptions/Specifications/Work Statement, of this Solicitation. This project is referred to as the RF GPS Monitoring Initiative.

Invoicing options shall meet requirements as identified in Section G, Contract Administration Data, of the Solicitation. The TDCJ requires Contractors to provide costs based on one-time costs, monthly billing, and annual costs.

The Contractor shall provide all necessary personnel, equipment, materials, supplies, training, and Services (except as may be furnished by the Department as specifically identified within the Contract) in accordance with the RF GPS Monitoring Initiative for the designated offices listed on Exhibit J.4, District Parole Office List.

B.1.2 Pricing Instructions

The Contractor shall complete all line items in Section B.2, Pricing Schedule. At Contract initiation, the Department anticipates the number of Clients identified for placement on RF monitoring may be approximately 1,300 and the number of Clients identified for placement on GPS monitoring may be approximately 1,600. The Department anticipates a gradual increase in the number of monitored Clients.

The Department has sole discretion to renew the Contract. The Contractor shall have sufficient RF and/or GPS monitoring equipment to allow for transition, plus a 30% spare. The transition will be completed within 60 days of the Service Commencement Date.

The Department will not make Payment to the Contractor for equipment In-Spare Status. The Department shall seek to maintain a 90% or greater utilization rate of all Electronic Monitoring (EM) equipment; however, the Department does not guarantee that it will in fact maintain 90% or greater utilization rate. The Department will not be liable to the Contractor for loss of profits or damages incurred by the Contractor in the event the Department does not maintain 90% utilization rate of all EM equipment.

In its pricing proposal, the Contractor shall include all costs (such as direct, indirect, profit, etc.) of providing the Services required in Section C. The Contractor shall present a detailed budget and budget narrative as to how costs were derived for providing requested goods and services. Prices shall be evaluated in accordance with the evaluation factors identified within Section M, Evaluation Factors of Award.

B.2 PRICING SCHEDULE

Contract Line Item 1

Primary RF Monitoring Equipment (In-Service Status)

Quantity (From/To) Per Diem Rate with Install Per Diem Rate without Install

0 500

501 1,000

1,001 1,500

1,501 2,000

Contract Line Item 2

Primary RF Monitoring Equipment (Cellular) (In-Service Status)

Quantity (From/To) Per Diem Rate with Install Per Diem Rate without Install

0 500

501 1,000

Contract Line Item 3

Active GPS Monitoring Equipment (In-Service Status)

Quantity (From/To) Per Diem Rate with Install Per Diem Rate without Install

0 500

501 1,000

Contract Line Item 4

Passive GPS Monitoring Equipment (In-Service Status)

Quantity (From/To) Per Diem Rate with Install Per Diem Rate without Install

0 500

501 1,000

Contract Line Item 5

Communication Device (In-Service Status)

Quantity (From/To) Monthly Rate

0 500

501 1,000

B.3 ALLOWABLE COSTS

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

696-PD-24-O010 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

The Department will administer both RF and GPS monitoring programs and select the Clients who will participate. Clients shall be required to comply with a curfew schedule approved in advance by Parole Officers.

The GPS Monitoring System shall monitor and track a Client's location on a continuous basis and provide automated Real Time and Batch Alert Notification(s). Clients may be restricted to Inclusion Zones established, programmed, and approved by Parole Officers. The System will be used to enforce daily approved schedules and home restriction by supplementing the supervision provided by Parole Officers.

The RF Monitoring System is used to enforce Client curfew and residence confinement and is a tool that supplements the supervision provided by Parole Officers.

C.2 SPECIFIC EQUIPMENT AND SERVICE REQUIREMENTS

C.2.1 RF and GPS Monitoring Service Requirements

A. The Contractor shall provide and maintain fully trained personnel to continuously staff their Central Monitoring Station and provide Client Alert notification, activity reports, and Daily Monitoring Reports continuously. The Contractor shall designate enough fully trained operators to continuously monitor the Client activity generated by the Department account resulting from the Contract and report any abnormalities to the Department. The Contractor shall provide a description of staffing patterns for the Central Monitoring Station to the Department quarterly, which includes, but not limited to, the following:

1. The number of full-time staff.

2. The duties of such staff, by position.

3. The total number of Clients being monitored.

4. Operator to Client ratio.

5. Staff scheduling.

6. Employee supervision.

7. Number of Persons per shift.

8. Number of operators designated for Department’s Clients.

9. Continuous monitoring plan.

B. The Contractor shall designate additional fully trained and certified monitoring/customer service specialists at their Central Monitoring Station whose responsibilities shall include the following:

1. Processing incoming emails or faxes from Department staff.

2. Updating Client's records (enrollments, disconnecting equipment, entering schedules, etc.).

3. Troubleshooting equipment problems.

4. Providing technical assistance to Department staff via telephone 24/7.

5. Processing equipment order requests.

6. Compiling and distributing daily, weekly, monthly, and ad hoc reports requested by the Department.

7. Monitoring system for outages or malfunctions.

C. The Contractor shall ensure the data entered in the System is accurate and timely.

D. The Contractor shall develop written operational procedures specific to the Department's RF Monitoring System for their staff to reference.

E. The Central Monitoring Station staff shall not be able to modify historical data in the host computer System including Client monitoring data, System programming, and audio-recorded data.

F. The Contractor shall provide telephone numbers and email addresses for Department staff to contact the operators, technical support, and customer service specialists at the Central Monitoring Station.

G. The Contractor's Monitoring System and staff shall detect Transmitter tamper attempts and Transmitter removals, Home Monitoring Unit (HMU), and PTU tamper attempts within one minute and shall immediately notify the Client's Parole Officer or the Central Command Center.

H. The Contractor's Monitoring System shall detect unauthorized Client absences, late arrivals, power and/or telephone interruption, equipment malfunction, and missed callbacks from the HMU within one minute.

I. Contractor Staff shall also monitor said alerts and notify the Department of any patterns or excessive alerts in one area.

J. The Contractor shall notify the Command Center and the designated Warrants Section Parole Officer IVs at least three business days prior to any scheduled interruption in service: processing or telecommunication due to maintenance, system reboot, emergency test, etc. The Contractor shall notify the Command Center and the designated Warrants Section Parole Officer IVs verbally of any interruption in Service or processing delay to the Central Monitoring Station, internet service or telecommunication systems lasting longer than 15 minutes. Notification shall be made within 10 minutes of the interruption. Verbal notification shall be provided by the Contractor at any time. The Department shall provide the Contractor with office and Communication Device numbers of staff to be contacted in the immediate notification requirement of this Section.

K. Following verbal notification, the Contractor shall prepare and transmit a formal written notice following any interruption in Service, processing delay to the Central Monitoring Station or telecommunication systems lasting longer than 15 minutes within one business day. Such notice shall be provided to the Warrants Section Parole Officer IVs. The Contractor's notice shall include the date and time the interruption began, when operating conditions were restored, the cause and description of the problem, and the Contractor's plan for preventing similar problems in the future.

L. In the event of a failure of the RF or GPS Monitoring System or knowledge of environmental conditions affecting the accuracy of the RF or GPS Monitoring System lasting longer than 30 minutes, the Contractor shall immediately notify the designated Warrants Section Parole Officer IV verbally. Notification shall be made within 10 minutes of the 30-minute interruption. Such verbal notification shall be provided by the Contractor 24 hours a Day, seven days a week. The Department shall provide the Contractor with office and Communication Device numbers of staff to be contacted.

M. The Contractor shall have written operation/procedure manuals and disaster recovery plans for the Central Monitoring Station(s). All revisions by the Contractor to such manuals shall be forwarded to the Department as they occur. The Department will review such manuals and plans to ensure the integrity of monitoring is maintained.

N. Monitoring Services shall be provided according to the Department's established policies and procedures;

subsequent policy and procedure revisions shall also apply. Copies of referenced policies and procedures will be furnished to the Contractor prior to the Service Commencement Date.

O. The Contractor shall deliver all equipment and make all arrangements necessary to provide services at all designated Department locations no later than 15 days prior to the Service Commencement Date.

C.2.1.1 GPS-Specific Monitoring Service Requirements

A. Report listing length of time a device has been without GPS and last GPS timestamp.

B. Report listing active Clients with Inclusion or Exclusion Zones, or no zones at all.

C.2.2 RF and GPS Monitoring System Requirements

A. The Contractor’s web-based software shall interface with the Department’s Inmate management system.

The Contractor shall provide monitoring equipment which shall be the most current and updated version of the Contractor’s equipment (or manufacturer’s if the Contractor is not the actual equipment manufacturer). In addition, the Contractor must have originally purchased the equipment from the manufacturer.

B. The Contractor shall identify and anticipate products, technologies, and Services scheduled for discontinuation. If the Department is using products, technologies, or Services scheduled for discontinuation, the Contractor will provide written notification to the Department immediately upon becoming aware of the discontinuation and provide comparable alternative products, technologies, and Services at no additional expense to the Department.

C. The Monitoring Systems shall provide a means of monitoring a Client’s compliance with curfew schedules.

Clients shall be restricted to their approved residence, except for activities approved in advance by the Parole Officer.

D. The Contractor’s software shall have the ability to edit, print, and save the curfew schedule from the Client record.

E. The Contractor shall be responsible for identifying the areas in which a cellular HMU can and cannot be utilized.

F. The Monitoring Systems shall provide Real Time notification(s) within 10 minutes to the Department for the following alerts:

1. Compliance and non-compliance with pre-determined curfews.

2. Tampering with the Transmitter or its components.

3. Tampering with the HMU or PTU or its components.

4. Failure of the HMU or PTU to report at pre-determined times.

5. Loss and/or restoration of telecommunications.

6. Loss and/or restoration of alternating current (AC) power.

7. Detection of low power or battery malfunctions in RF or GPS monitoring equipment or any of its components.

8. Movement of the HMU to an unauthorized telephone landline.

9. Curfew alerts.

10. Detection of operating malfunctions in any RF or GPS monitoring equipment and any of its components.

11. Interruption or absence of RF or GPS signals for 15 cumulative minutes with motion communicated by the PTU.

G. The Contractor shall replace the Monitoring Systems with any future updated and improved version of the Contractor's or manufacturer's Monitoring Systems at the request of the Department and after successful field testing of the updated System at no additional charge to the Department.

H. The Department anticipates the number of Parole Officers supervising RF monitored Clients will be approximately 100. However, the actual number may vary depending on the number and location of Clients.

I. The Contractor shall provide written and verbal alert notifications to the Parole Officer and/or the Central Command Center as follows:

1. Provide alert notifications immediately, but no more than 10 minutes following a Real Time Alert.

If the Parole Officer does not respond within 30 minutes, the Contractor shall attempt to notify the Parole Officer a second time. If the Parole Officer does not respond to the second attempt within 30 minutes, the Contractor shall notify the appropriate Department Parole Supervisor (PS) and Assistant Region Director (ARD). If the Department PS and ARD does not respond within 30 minutes, the Contractor shall notify the appropriate Department Region Director (RD). If the alert is not cleared within four hours for certain alerts determined by the Department, the alert notification shall be sent again to the Department RD directly.

2. The Contractor shall provide Alert notifications to the Parole Officer simultaneously via email from the Central Monitoring Station.

3. The Contractor shall, at the request of the Department, make alerts that occur after regular work hours available to the Command Center. A notification protocol and procedures governing the reporting of after-hour alerts shall be developed by the Department after Contract Award Date.

The Department reserves the right to change or modify after-hour notification procedures during the term of the Contract.

4. Alerts that occur after regular work hours shall be made available to the Central Command Center.

5. The Contractor shall, at the request of the Department, re-direct all notifications from one area/office to another area/office. This re-direction of notifications shall take place within 30 minutes of the original request from the Department.

6. The Contractor shall pre-program agency-wide default notification procedures for all alerts as set by the Department's Director of the Warrants Section. The Contractor shall not allow Parole Officers to change or modify alert notification procedures; such changes will be executed only upon the written approval of the Department's Director of the Warrants Section or designee.

7. The Department reserves the right to revise alert notification methods and procedures during the term of the Contract.

J. The RF Monitoring System shall have the capability of accepting programmed schedule changes made by the Central Monitoring Station staff or the Parole Officer immediately following entry into the system.

K. All Clients shall be monitored on the System at a supervision level in accordance with requirements set forth in the Contract. Selected Department staff shall have the ability to change the level of supervision.

C.2.2.1 GPS Monitoring System Requirements

A. The GPS Monitoring System shall provide a means of detecting, tracking, mapping, and reporting a Client's location continuously with minimal troubleshooting.

B. The Active and Passive Monitoring System shall:

1. Allow the Department to query and establish the location of a specific Client for anyone granted software access.

2. The Contractor’s software shall have the ability to edit, print and save the inclusion zone schedule from the Client record.

3. Have the capability for continuous tracking Clients in Real Time.

4. Map and report to the Department the position and travel of Clients throughout the community.

5. Provide GPS analytics, allowing the department to review stop and alert patterns without having to review point-by-point data.

6. Provide Real Time and Batch Alert Notification(s) within 10 minutes to the Department on the following alerts:

a. Non-compliance with pre-defined geographic restriction zones and conditions, which shall include time and location of non-compliance incident(s).

b. Detection of malfunction in any GPS monitoring equipment and any of its components.

c. Mapping of a Client's activity/travel during an Alert.

d. Archiving travel/movement information that may be evidence later.

C. The Department anticipates the number of Parole Officers supervising GPS monitored Clients will be approximately 200. However, the actual number may vary depending on the number and location of Clients.

D. The Contractor shall provide written and verbal Alert notifications to the Parole Officer and/or the Central Command Center as follows:

1. The Contractor's System shall allow Department staff to enter a starting point and an ending point.

2. The Contractor shall utilize the technology to interpret and detect the Client's GPS movement pattern. If the Contractor's software detects a deviation from the GPS movement pattern, an alert shall be sent to the Department.

3. The Contractor's System shall pre-populate all schools, parks, playgrounds, daycare centers or any other place where children 17 years of age or younger would commonly gather.

4. The Contractor's System shall allow Parole Officers to program Client schedules and Inclusion and Exclusion Zones, modified to different sizes and shapes, immediately following entry into the system.

5. The Contractor's System shall have the ability to print the edit, save, and print curfew schedule from the Client record with the editing capability to add pertinent location information.

6. The Contractor's System can be queried at any time to ascertain the Client's travels and current location.

C.2.3 RF and GPS Monitoring Performance Requirements

A. The system will allow the Parole Officer to create, modify, monitor, and enforce the Client's schedule on a continuous basis with minimal troubleshooting.

B. The Contractor shall provide the appropriate number of Transmitters that can be attached to the Client's ankle, a cellular HMU/PTU which can be installed in the Client's residence, and a landline HMU which can be installed in the Client's residence when cellular service is not available. The HMU shall also contain GPS for the purpose of ensuring Client is in their designated residence.

C. The Contractor shall provide a Central Monitoring Station that houses a host computer System dedicated exclusively to the Department, at a secure location capable of receiving, storing, and disseminating the data generated by the monitoring equipment; and

D. The Contractor shall also provide web-based software capable of receiving and storing Real Time and historical monitoring information for the Department's use.

C.2.4 RF and GPS Monitoring Equipment Requirements

C.2.4.1 Transmitter

A. The Contractor shall provide a tamper-resistant Transmitter that can be attached to the Client's ankle. The Transmitter shall be capable of being attached to the Client in such a manner that efforts to tamper with or remove the Transmitter are detected immediately upon the Client coming within range of the HMU along with a timestamp indicating when the tamper occurred.

B. The Transmitter case shall be hypoallergenic, sealed, shock resistant, water and moisture-resistant, and function reliably under normal atmospheric and environmental conditions between zero- and 135-degrees Fahrenheit.

C. Transmitters shall have the ability to be programmed and transmit its signal to any HMU to which it has been paired with remotely or on-site.

D. Transmitter straps shall be hypoallergenic, disposable after each use and replaceable for sanitary measures.

Replacement of Transmitter straps shall not jeopardize the integrity of the Transmitter.

E. The Transmitter shall not pose a safety hazard, nor unduly restrict the physical activities of the Client.

F. The Transmitter shall be resistant to water, corrosion, chemical solvents, and detergents.

G. The Transmitter shall emit an individually coded signal and begin functioning within sixty (60) seconds of installation of the Transmitter battery; the signal shall be received by the HMU.

H. The Transmitter shall be designed to prevent tracing or duplication of its signal.

I. The Transmitter shall be Federal Communications Commission (FCC) approved for home use.

J. The Transmitter shall weigh five ounces or less.

K. The Transmitter straps must be adjustable in size or have multiple pre-sized options for quick installation.

L. The Transmitter must be on-site or remotely programmable.

M. The Transmitter shall be easily installed, with minimal training.

N. The Contractor shall provide all tools and training needed to install and replace the Transmitter and straps.

O. The Contractor shall provide replacement straps at no additional cost to the Department.

P. If the Transmitter must be cleaned with chemicals/materials not readily available to an average person, Contractor shall provide all cleaning supplies necessary for proper cleaning of the Transmitter.

Q. The straps, fasteners, clips, etc., used shall not be available to the public.

R. The Transmitter batteries shall be replaceable.

S. At least seven days prior to battery failure, the Transmitter shall emit a low battery alert that is reported to the Central Monitoring Station, T. The Transmitter battery shall have a minimum of nine to 12 months active life and a two-year shelf life.

The Contractor shall supply extra Transmitters to compensate for the battery life.

U. The Transmitter shall feature multiple levels of tamper detection capable of detecting disassembly of the Transmitter case, cutting, or circumventing the Transmitter strap, shielding, and jamming.

C.2.4.2 Home Monitoring Unit

A. The HMU shall be easily installed in the Client's residence with minimal training and experience. The HMU shall have the ability to be paired with any Transmitter via remote programming. Any HMU shall be able to be paired with any Transmitter.

B. The landline HMU shall be easily attached to the Client's telephone and/or telephone outlet using a standard RJ11 modular telephone connector jack or plug.

C. The HMU shall be able to be used with any brand or make of telephone, including standard pulse, rotary, digital, or touch-tone telephones.

D. The HMU shall use standard two-prong outlets and 120-volt AC power source.

E. The HMU shall have the latest and most current cellular network, as defined by the Department, to minimize loss of cellular signal.

F. The HMU shall have the ability to switch to a different cellular network if one does not work in the Client’s residence.

G. The HMU shall have the ability to record the time of the event, receive and record any Clients status change and status of the HMU and Transmitter. The HMU shall communicate the Client's status to the Central Monitoring Station's host computer within one minute of curfew alerts or Transmitter tampers.

H. The HMU shall transmit Client status information to the Central Monitoring Station's host computer via analog or digital telephone lines.

I. The HMU shall notify the Central Monitoring Station's host computer within one minute of any tamper attempt to the HMU AC power source problems or disconnects. In the event of a telephone line disconnect, the HMU shall notify the Central Monitoring Station's host computer of stored messages within one minute of restoration of telephone Service. All messages shall be date and time stamped with the actual time of the event.

J. During periods of inactivity, the HMU shall communicate with the host computer a minimum of every two to five hours to report the home equipment is operational. The Contractor shall have the ability to adjust the frequency of communication at the request of the Department.

K. The HMU shall have a battery back-up power source that allows for continued operation for at least 24 hours in the event of electrical power failure.

L. The HMU shall have the ability to store in memory at least 500 messages during interruption of telephone Service and/or loss of communication with the Central Monitoring Station's host computer: The Contractor shall specify the maximum number of messages the HMU is able to store in its memory.

M. The HMU shall have internal surge protectors.

N. The HMU shall record and report a tamper signal if the case is opened.

O. The HMU shall perform internal diagnostics to determine if it is operating properly and report the results to the Central Monitoring Station's host computer.

P. The HMU shall have FCC approval for home use.

Q. The HMU and the Central Monitoring Station's host computer shall have a two-way communication link and communicate periodically to ensure the integrity of this link.

R. The HMU shall attempt to redial the Central Monitoring Station's host computer if initial attempts fail.

S. The HMU shall…